RFP: Child Care Subsidy Administration Services

Agency:	County of Henderson
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 624410 - Child Day Care Services
Posted Date:	Mar 6, 2026
Due Date:	Mar 19, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Henderson County Government

Request for Proposals for Child Care Subsidy

Administration Services

Date of Issue: March 06, 2026

Proposal Due Date: March 19, 2026, at 5:00 PM EST

Direct all inquiries concerning this RFP to:

Doug Guffey

Purchasing Agency

Phone: 828-694-5023

Email: hcpurchasing@hendersoncountync.gov

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PROPOSAL FORM

GENERAL

Pursuant to the General Statutes of North Carolina and 2 CFR Part 200 Federal Uniform Administrative

Requirements, Cost Principles, and Audit, as amended, sealed proposals, subject to the conditions and

specifications herein, are invited for directing the NC Subsidized Child Care Program. All proposals will

be received by the Henderson County Finance Department, at 113 North Main St., Hendersonville, NC

28792, until March 19, 2026, at 5:00 PM.

PRICING

The respondent has carefully examined the annexed form of specifications and requirements contained

herein and hereby declares that they will furnish the equipment called for in the manner prescribed in the

specifications and requirements contained herein for the following price:

DESCRIPTION

Child Care Subsidy Administration Services

EXTENDED PRICE

The price indicated above shall include all charges inclusive of taxes, freight, administrative, and other

similar fees as applicable.

*** Hourly rates and unit costs shall be supplied for all contract costs as an Appendix***

OFFER AND ACCEPTANCE

Henderson County seeks offers for the services described in this solicitation. The County’s acceptance of

any offer must be demonstrated by execution of the acceptance found below. Acceptance shall create a

contract having an order of precedence as follows: In cases of conflict between documents comprising

the contract, the order of precedence shall be (1) special terms and conditions specific to this RFP, (2)

specifications and requirements contained herein, (3) Hendeson County Terms and Conditions of this RFP,

and (4) the agreed portions of the awarded Vendor’s offer. No contract shall be binding on the County

until an encumbrance of funds and preaudit has been made for payment of the sums due under the

contract.

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the

undersigned offers and agrees to furnish any or all services upon which prices are offered, at the price(s)

offered herein, within the time specified herein. By executing this offer, I certify that this offer is

submitted competitively and without collusion.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

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OFFEROR:

STREET ADDRESS:

CITY, STATE & ZIP:

PRINT NAME & TITLE OF PERSON SIGNING:

AUTHORIZED SIGNATURE:

DATE:

P.O. BOX:

TELEPHONE

NUMBER:

FAX NUMBER:

E-MAIL:

ZIP:

TOLL FREE TEL.

Offer valid for one hundred twenty (120), days from date of offer opening unless otherwise stated here:

________days.

ACCEPTANCE OF OFFER

If any or all parts of this ITB/RFQ are accepted, an authorized representative of Hendeson County shall

affix their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).

FOR COUNTY USE ONLY

Offer accepted and contract awarded pursuant to Purchase or Contract Order number _________ this

______ day of _____________________, 20____, as indicated on attached certification,

by _____________________________________________ (Authorized representative of Henderson

County).

This instrument has been preaudited in the manner required by the Local Government Budget & Fiscal

Control Act. N.C.G.S. 159-28(a).

Henderson County Finance Director

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Proposal Checklist

☐ Be aware of the proposal due date and time as indicated on the first page of this RFP.

☐ You must submit sealed proposals in hard copy format. Ensure your proposal is properly

addressed and clearly marked.

☐ All signatures must be by a company officer or agent who is authorized to enter into and sign

contract documents.

☐ Have you read and understood the “Terms and Conditions” and the requirements for submitting

a proposal?

☐ Have you read and do you completely understand all the requirements?

☐ Have you submitted the requested number of copies of your proposal and included all the

requested literature and specifications?

☐ If an addendum was issued, has it been signed and returned with this RFP?

☐ Have you included a Certificate of Insurance with minimum limits provided herein, naming

Henderson County as additionally insured?

☐ Have you enclosed statements explaining any exceptions made to the specifications?

☐ Have you included executed copies of the attachments?

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Section 1: Purpose

Henderson County’s Department of Social Services seeks an entity for the administration of the

Subsidized Child Care Program inclusive of implementation, maintenance, fund allocation, and

eligibility determination that follow all NC DHHS Child Development Early Education Policies and

Procedures. All proposals and contracts are governed by Henderson County policy, North Carolina

General Statutes, and 2 CFR Part 200 Federal Uniform Administrative Requirements, Cost Principles,

and Audit, as applicable.

Section 2: RFP Schedule

Listed below are the dates and times by which stated actions must be taken or completed. The County

may determine, in its sole discretion, that it is necessary to change any of these dates and times. Should

changes be required, proper notice will be provided to potential respondents.

Action

RFP issued

Deadline for Questions

County Responses

Responses Due

Time

5:00PM

12:00PM

5:00PM

3:00PM

Date

March 6, 2026

March 12, 2026

March 13, 2026

March 19, 2026

Section 3: RFP Contact

All questions, concerns, and/or request for additional information shall be directed to the Henderson

County Finance Department to the attention of the Lead Purchasing Agent:

Doug Guffey

hcpurchasing@hendersoncountync.gov

Note: Responses shall be submitted sealed as provided herein. Proposals cannot be submitted via

email.

Section 4: RFP Questions

The County is not liable for interpretations/misinterpretations or other errors, or omissions made by

firms in responding to this RFP. Respondents shall examine this RFP to determine if the County’s

requirements and terms and conditions are clearly stated. If, after examination of the various

requirements and terms and conditions of this RFP, the Respondent believes there are any requirements

or terms and conditions which remain unclear or which restrict competition, the Respondent may

request, in writing, that the County clarify the requirement(s) and terms(s) and condition(s) specified by

the Respondent. The Respondent must provide the Section(s), Subsection(s), Paragraph(s), and page

number(s) that identify the requirements or conditions questioned by the respondent.

Requests for clarification, technical questions, and approval of alternate products to this RFP must be

received by the County no later than the date shown above in Section 2, entitled “RFP Schedule”, under

Deadline for Questions. The Respondents’ failure to request clarification and submit questions by the

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

Title	Bid/RFP Closing Date	Bid/RFP Status	Files	View	Bid Awarded To
RFP: Child Care Subsidy Administration Services	Thu 3/19/26	Open - accepting bids and proposals	Request for Proposals Attachment I: Funding Procedural Requirements Addendum Attachment II: Sample Contract Attachment III: Vendor Information Form	View Details

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