Nature-Based Youth Education Services
| Agency: | City of Redmond |
|---|---|
| State: | Washington |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Oct 11, 2023 |
| Due Date: | Nov 14, 2023 |
| Solicitation No: | RFP 10801-23 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
RFP 10801-23
|
| Bid Title: |
Nature-Based Youth Education Services
|
| Category: | Bidding & Contracting Opportunities |
| Status: | Open |
|
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Attachment Preview
City of Redmond, Washington
Purchasing Division, M/S: 3NFN
15670 NE 85th Street
PO Box 97010
Redmond, WA 98073-9710
RFP 10801-23
Request for Proposals
Nature-Based Youth Education Services
The City of Redmond is interested in seeking proposals from qualified firms and agencies to
provide exceptional nature-based youth program services for the City’s Parks and Recreation
Department.
Posting Date: October 10, 2023
Optional Site Tour: October 20, 2023 at 1:00PM (PST)
Proposals Due: November 14, 2023 at 3:00PM (PST)
The City of Redmond, Washington (the “City”) requests interested parties to submit proposals for the above
referenced Request for Proposals (RFP).
Background
The City of Redmond, WA is a suburb of Seattle and hub for residential and employment growth due to its
strong technology business sector. The City encompasses an area of over 17 square miles and is located
less than 20 miles east of downtown Seattle. The City has three urban growth centers in Downtown,
Overlake, and Marymoor, which are expected to grow significantly in the next 20 years. Today, the City has
about 75,000 residents and 95,000 jobs and by 2030, it is expected to have 78,000 residents and 119,000
jobs. The City is interested in contracting with qualified firms to support comprehensive nature-based youth
education programs for preschool aged children for the City’s Parks and Recreation Department.
The City’s Parks and Recreation Department has conducted and supervised a preschool program at Farrel-
McWhirter Park for over 30 years. Farrel-McWhirter Park, located at 19545 NE Redmond Road, was
acquired in 1971 and annexed into the City in 1978. The historic McWhirter House was built in 1936
(remodeled in 1949). The current space has two rooms, a restroom, and storage with a total of about 850
square feet. The building and grounds are maintained by City of Redmond staff.
The current 2023-2024 preschool program has served up to 40 families, September through June.
RFP 10801-23 – Nature-Based Youth Education Services
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Scope of Work
The project goals are to provide:
• Comprehensive outdoor youth education program for children ages 3-5, with focus on preparing
for kindergarten, learning through play and developing social skills
• Exceptional child and parent communication and customer service
• Curriculum that emphasizes and integrates the unique farm, forest, and natural setting of Farrel-
McWhirter Park
• Program curriculum must meet and satisfy Washington State Recreation and Conservation Office
(RCO) grant requirements which mandate programs are open to the public, centered on
environmental and nature-centered learning and play
The scope of work includes, but is not limited to the following:
• Management of daily program operation
• Recruit, hire, train and supervise program personnel
• Compliance with state and local standards, guidelines and regulations for early childhood
education programs, such as health and safety, nutrition, curriculum, and Washington
Kindergarten Inventory of Developing Skills (WaKIDS)
• Communicating and coordinating with parents/guardians and City
• Organization and routine cleaning of program spaces
• Purchasing program supplies
• Evaluating program
• Accounting, record keeping and financial reporting
• The selected contractor will be given access to the space to run programs for the school year
with mutually agreed upon and designated hours, but the City shall retain the space for program
use on nights and weekends.
Subcontractors:
The City will not allow subcontracting of any kind to be performed on this work.
Notice regarding site visits:
If your staff visits the site to prepare proposals/reports, please stay in areas open to the public. Do not enter
buildings or staff areas.
Licenses and permits:
Awarded firm will be responsible for any required licenses and permits.
Deliverables:
• Provide City with annual program reviews
• Provide City with monthly revenue reports
• Provide City access to annual family satisfaction surveys
RFP 10801-23 – Nature-Based Youth Education Services
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Term
The City intends to enter into an initial two-year agreement, with two (2) optional two-year renewal terms,
for a potential maximum total term of six (6) years (see Attachment B, Option for Renewal), provided that 1)
Contractor is in compliance with the terms and conditions of the contract and, 2) that the annual payment is
cost-effective as determined by the City, and 3) that sufficient funds have been appropriated by the City.
The City reserves the right to cancel this contract at any time, upon thirty (30) days written notice to
Contractor.
Should the City exercise a renewal option, the City and Contractor may discuss any necessary changes to
services and will confirm price/rates prior to each renewal. Contractor shall notify the City in writing at least
thirty (30) days prior to any proposed price adjustment. Acceptance of such a request will be at the sole
discretion of the City.
Optional Site Tour:
1:00PM (local time) on Friday, October 20, 2023. An optional site tour shall be conducted for all
interested parties on Friday, October 20, at 1:00pm at Farrel-McWhirter Park located at 19545 NE
Redmond Road. City staff will conduct the walk-through and will be available to answer questions regarding
this request. This will be the only opportunity to view the site due to the current providers daily operations.
Proposers may ask questions or receive clarification on any portion of this RFP by participating in this site
tour with City staff.
Proposed Timeline
The following table outlines the anticipated schedule for this RFP process. The City reserves the right to
modify or reschedule milestones as necessary.
Item
RFP Announced
Optional Site Tour
Proposals Due
Evaluation of Proposals
Interviews (optional at City discretion)
Contractor Selected
Contract Negotiation Completed
City Council Approval (if required)
Begin Providing Program
Date
October 10, 2023
October 20, 2023
November 14, 2023
November 15-28, 2023
Week of December 4, 2023
December 8, 2023
December 31, 2023
January 2024
September 2024
Proposal Due Date/Time
3:00PM (local time) on Tuesday, November 14, 2023. The City must receive proposals no later than
said date and time.
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Proposal Submittal Procedures
City of Redmond now utilizes Docusign for the electronic submittal of bids and proposals. This service is
free of charge for bidders and does not require that a bidder have a DocuSign account to complete the
signature process. Please refer to the instructions shared in the online posting for this RFP on
www.redmond.gov/bids for step-by-step instructions for submitting a proposal.
The City of Redmond must receive electronically submitted proposals no later than said date and time.
Responses received after such time will be returned unopened. By submitting a proposal, respondents
acknowledge their satisfaction as to the size, scope and location of the work to be performed.
Response Requirements & Format
All costs for developing a response to this RFP are the obligation of the respondent and are not
chargeable to the City. The respondent must bear all costs associated with the preparation of the
submittal and of any oral presentation requested by the City. All responses and accompanying
documentation will become property of the City and will not be returned. Proposals may be withdrawn at
any time prior to the published close date, provided notification is received in writing to the below listed
City agent(s). Proposals cannot be withdrawn after the published close date.
Proposals must include all information requested and meet all specifications and requirements outlined
in this RFP. The following submittals must be part of your proposal; if any are not included, your proposal
may be judged as non-responsive. A committee will evaluate the submitted proposals. During the
evaluation process, the City reserves the right to request additional information or clarification from firms
responding to this RFP.
A complete response will include:
1. Executive Summary – Summarize your proposal and include your firm’s qualifications and contact
information. Please include how you will meet and satisfy the mandatory Washington State
Recreation and Conservation Office (RCO) grant requirements which mandate programs are open to
the public, centered on environmental and nature-centered learning and play.
2. Program Understanding and Overall Approach – Explain your understanding of the services
requested and your proposed approach to achieve the program goals, including some preliminary
ideas for the structure of the weekly program for the age groupings and timeframes. Include a daily
class schedule with curriculum that provides opportunities for social interaction, literacy, language
and motor skill development, numbers, the arts, science and nature. Please also include potential
challenges and opportunities, and how you would address them.
3. Program Team - Identify program director and instructional staff, their roles and responsibilities,
qualifications, certifications, and relevant experience.
4. Relevant Management Experience – Provide examples of your agency’s experience with managing
programs in a similar setting. Include program name and location, description, and scope of services
provided.
RFP 10801-23 – Nature-Based Youth Education Services
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5. Customer Service – Explain how you will communicate and coordinate effectively and responsively
with children, parents/guardians, and City staff.
6. Program Budget, Management Fees and Billing – Describe a preliminary program budget,
program pricing structure, management fees and how you propose to bill for services.
7. References - Provide three references, with contact information, for projects of similar size and
scope that your team has performed in the past five years. The City reserves the right to contact
references without prior notification.
8. Ability to Perform Work – Provide a preliminary schedule that demonstrates your agency’s ability to
respond to the timeframe to initiate the program for the length of the contract.
9. The Contractor understands that the work to be performed under an agreement with the City may
involve the Contractor and/or their personnel having unsupervised access to children under sixteen
years of age, developmentally disabled persons, or vulnerable adults, as those terms as defined in
RCW 43.43.830. The Contractor will be required to certify that none of its personnel who will or may
be given such access shall have:
• been convicted of any offense against children or other persons, as defined in RCW
43.43.830; or
• been convicted of any crimes related to financial exploitation, where the victim was
a vulnerable adult, as defined in RCW 43.43.830; or
• been adjudicated in any civil action to have committed child abuse, as defined in
RCW 43.43.830; or
• had a disciplinary board final decision rendered against them or has been convicted
of criminal charges associated with a disciplinary board final decision, as defined in
RCW 43.43.830.
10. Proposal Signature - Proposals must be made in the official name of the firm or individual under
which business is conducted (showing official business address) and must be signed by a person
duly authorized to legally bind the person, partnership, company or corporation submitting the
proposal. A corporation must indicate place and date of incorporation.
11. City Business License - provide a statement to the effect that you understand and agree to obtain a
City of Redmond business
12. Proposal Validation - A statement indicating the number of calendar days the proposal shall be
valid for (the City’s minimum number of days is 60).
The City of Redmond is an active member of the King County Directors Association (KCDA) and several
other joint purchasing entities and would be eligible to seek access to any and all price considerations,
terms and conditions outlined in master agreements formed by one of these agencies. If a proposal is
based on any of these pricing agreements/arrangements, it shall be the responsibility of the bidder to
identify such. It is requested that the City be contacted prior to bid submission if beneficial pricing may be
achieved by the City via access to an existing contract with one of these agencies.
Selection and Award
All interested parties are requested to provide a response containing all required elements herein to the
RFP 10801-23 – Nature-Based Youth Education Services
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