Sun Van Child Care Facility

Agency: City of Tucson
State: Arizona
Type of Government: State & Local
NAICS Category:
  • 624410 - Child Day Care Services
Posted Date: Jul 9, 2019
Due Date: Sep 9, 2019
Solicitation No: 192247
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Number title prebid date open date
192247 Sun Van Child Care Facility 7/30/2019 9/9/2019
posted: 7/9/2019
Contract Officer: Sandra Alcorn

Attachment Preview

CITY OF TUCSON
REQUEST FOR PROPOSAL
REQUEST FOR PROPOSAL NUMBER:
PROPOSAL DUE DATE:
192247
MONDAY, SEPTEMBER 9, 2019
AT 4:00 P.M. LOCAL AZ TIME
PROPOSAL SUBMITTAL LOCATION:
MATERIAL OR SERVICE:
PRE-PROPOSAL CONFERENCE DATE:
TIME:
Department of Procurement
255 W. Alameda, 6th Floor, Tucson, AZ 85701
SUN VAN CHILD CARE FACILITY
TUESDAY, JULY 30, 2019
10:00 A.M. LOCAL AZ TIME
LOCATION:
3401 EAST AJO WAY
TUCSON, AZ 85713
CONTRACT OFFICER:
TELEPHONE NUMBER:
SANDRA ALCORN
(520) 837-4118
sandra.alcorn@tucsonaz.gov
A copy of this solicitation and possible future amendments may be obtained from our Internet site at:
http://www.tucsonprocurement.com/ by selecting the Bid Opportunities link and the associated solicitation
number. The City does not mail out Notices of available solicitations via the U.S. Postal Service. Email
notifications are sent to those interested offerors who are registered with us and who have selected email as
their preferred delivery method. To register, please visit www.tucsonprocurement.com, click on Vendors, then
click on Vendor Registration. To update an existing record, click on Vendors, click on What's New?, and read
the section titled "Notice of Solicitations." You may also call (520) 791-4217 if you have questions.
Competitive sealed proposals for the specified material or service shall be received by the Department of
Procurement, 255 W. Alameda, 6th Floor, Tucson, Arizona 85701, until the date and time cited.
Proposals must be in the actual possession of the Department of Procurement at the location indicated, on or
prior to the exact date and time indicated above. Late proposals shall not be considered. The prevailing clock
shall be the City Department of Procurement clock.
Proposals must be submitted in a sealed envelope. The Request for Proposal number and the offeror's name
and address should be clearly indicated on the outside of the envelope. All proposals must be completed in ink
or typewritten. Questions must be addressed to the Contract Officer listed above.
****ALERT****
All visitors to City Hall are now required to show picture identification when going through the security
checkpoint in the main lobby. Visitors should plan accordingly.
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PUBLISH DATE:
Tuesday, July 9, 2019
Revised 1/2018
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
REQUEST FOR PROPOSAL NO. 192247
PAGE 2 OF 28
SENIOR CONTRACT OFFICER: SANDRA ALCORN
PH: (520) 837-4118
INTRODUCTION
The City of Tucson is seeking a qualified provider to license and operate the Sun Van Childcare under a contractual
agreement with the City of Tucson. The Sun Van Child Care Facility will serve children from infants through five (5) years
of age in the community, including the children of Sun Van employees.
SCOPE OF WORK
The City of Tucson, hereinafter referred to as “City” has a child care center/facility located at 3401 E. Ajo Way, Tucson,
Arizona, which is currently designed to serve eighty (80) children from infants through five (5) years of age. The project
goal is to provide the community and Sun Van employees with quality, affordable child care five (5) days per week, 12
months per year. The hours of operation are from 5:30 am 6:00 pm Monday through Friday. Weekend care may be
negotiated in the future, if necessary. The child care center will be closed on the following legal holidays: New Year’s Day,
Memorial Day, Independence Day, Thanksgiving, and Christmas.
The child care facility can accommodate approximately 80 children as follows: 11 infants; 13 children ages 12 24
months; 12 children ages 24 36 months; 16 children ages 3 4 years; and 28 children ages 4 5 years.
The Contractor shall have and maintain child care licensing through the Arizona Department of Health Services (ADHS).
The Contractor shall comply at all times with the most current ADHS rules and regulations for operating a child care
facility in the State of Arizona. In addition to complying with all ADHS rules for child care facilities, the Contractor shall
comply, at a minimum, with the child care regulations set forth in the Arizona Administrative Code and Arizona Revised
Statutes for Child Care Facilities.
The license will be under the Contractor’s business name. The center will be called the “Sun Van Child Care Facility.” The
Contractor will be responsible for the maintenance, replacement and/or repair of all items that they provide. Likewise the
City will be responsible for the replacement and/or repair of items that it provides. If the Contractor replaces any of the
items identified herein or otherwise labeled as City owned and supplied property, then said Contractor replacements
become the property of the City.
The City, as applicable, shall provide the following items, services, and supplies:
o The child care center (see Attachment A for aerial photo of site and floor plan drawing)
o Existing playground equipment
o Office furniture*
o Kitchen with appliances*
o Laundry room with washer and dryer
o Plumbing (via work order) water leaks, toilets, sinks, non-chilled water fountains, hot water heaters, etc.
o HVAC (via work order) chilled water A/C system, heating system, chilled water fountains, standalone HVAC
unit, etc.
o Doors and Locks (via work order) doors, door hardware, lock hardware, gates, fencing, access controls, etc.
o Electrical (via work order) interior and exterior lighting, electrical fixtures, switches, power outlets, emergency
lighting, etc.
o Building Finishes (via work order) counter tops, storage cabinets, shelving, floor, wall, roofing repairs, glass
replacement, etc.
o Painting (via work order) exterior & interior, graffiti removal, etc.
o Landscape Maintenance weekly at the Sun Van facility where the child care center is located. Includes
management of weeds.
o Pest Control monthly service at the Sun Van facility where the child care center is located. Service calls as
needed.
o Electric and gas utilities as noted within the Section below “Utilities.
o Minor or light repairs, such as light bulb replacement, fixture repairs and drippy faucets (as needed).
Notwithstanding the items listed above, the City will provide the facility in as-is condition with all mechanical systems in
good and working order.
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
REQUEST FOR PROPOSAL NO. 192247
PAGE 3 OF 28
SENIOR CONTRACT OFFICER: SANDRA ALCORN
PH: (520) 837-4118
*See Sun Van Attachment B for list of equipment and furnishings owned and supplied by the City. Items will be
supplied as they are in the current inventory.
All service calls are handled through the Sun Van Maintenance Department, which provides on-call response to the Sun
Van facility 24 hours per day, seven (7) days per week.
The Contractor will need to provide the following:
o Toilet paper and paper towels
o Cleaning services for food preparation area (kitchen)
o Some smaller equipment (high chairs, toy shelves, strollers, etc. if needed)
o Cots and mats for naptime
o Programmatic equipment such as books, toys, and art/craft supplies necessary to furnish a child care center
o Kitchenware
o Blankets/sheets
SERVICE GOAL
Provide developmentally appropriate child care services for children from infants to five (5) years of age.
SERVICE OBJECTIVES
1. Comply with the licensing of the child care facility located at 3401 E. Ajo Way for eighty (80) children infant age 5
years; in accordance with Arizona Administrative Code and Arizona Revised Statutes for Child Care Facilities.
2. Provide a program philosophy that reflects quality child care services for children and families.
3. Provide developmentally appropriate child care services.
4. Recruit, train, and develop a quality, competent child care staff.
5. Initiate parent involvement.
6. Provide policies that demonstrate a clear understanding of the implementation of the Americans with Disabilities Act
as it applies to child care centers.
7. Within one (1) year, develop a plan to have the child care center accredited by the National Association for the
Education of Young Children (NAEYC) ((www.naeyc.org) and/or the National Accreditation Commission for Early
Care and Education Programs (NACECEP) (https://www.earlylearningleaders.org/). The plan, and any subsequent
changes to the plan, shall then be submitted to the Contract Representative. Once accredited, the Contractor shall
submit its accreditation certificate to the Contract Representative on an annual basis.
8. Cooperatively work with the City and neighborhood to meet the child care needs of both the community and Sun Van
employees.
9. Provide a minimum of two meals (breakfast and lunch with dinner being optional) and two snacks daily per child.
OTHER CONTRACTUAL REQUIREMENTS
1. Supply monthly reports to the City’s Contract Representative (to be established by City’s Contract Representative
and Contractor).
2. May be required to hold quarterly meetings with Sun Van Manager and City’s Contract Representative.
3. Respond in writing within five (5) working days to the Sun Van Manager and/or City’s Contract Representative
regarding any formal complaints.
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
REQUEST FOR PROPOSAL NO. 192247
PAGE 4 OF 28
SENIOR CONTRACT OFFICER: SANDRA ALCORN
PH: (520) 837-4118
4. Contractor must present evidence of Automobile Insurance (reference Special Terms & Conditions, Section 1.0
Insurance) if Contractor will provide any type of transportation (e.g., Field trips, etc.) under this contract. In addition,
the Contractor shall furnish drivers who hold valid driver’s licenses issued by the Arizona Department of Motor
Vehicles as prescribed by A.R.S. Title 28, Chapter 8, and who have, if required, a valid commercial driver’s license.
The City reserves the right to request proof of license at any time during the contract period.
5. Contractor will be required to provide results of State-conducted inspections of the Sun Van Child Care Facility to
the City’s Contract Representative. This information shall also include the Contractor’s responses for
improvement, if needed. The reports will be kept on site by the Contractor.
6. Enforce health and safety standards that are consistent with state regulations in such areas as possessin of first
aid and cardiopulmonary resuscitation certification, administration of medications, emerergency information forms
and exclusion of sick children.
7. Implement and follow emergency procedures and drills that are consistent with state laws. Ensure staff members
receive ongoing emergency preparedness training and shall on an annual basis inform parents of enrolled
children about programs and policies regarding emergency preparedness.
8. Food service shall comply with all applicable federal, state and local laws and regulations at all times. The
Contractor will be responsible for obtaining the food service permit and for all associated fees.
USE FEE: The following fee for use will be charged to the Contractor on a monthly basis: $2,465. This fee will increase
1.5% annually for the life of the initial contract term and may be adjusted at time of contract renewal.
UTILITIES: The following fee for utilities will be charged to the Contractor on a monthly basis: $1,300. This flat fee covers
electricity and gas only. This fee will increase 1.5% annually for the life of the initial contract term and may be adjusted at
time of contract renewal. The Contractor will be responsible for phone service, internet service, custodial service, and
water.
CUSTODIAL SERVICES AND JANITORIAL SUPPLIES: The Contractor will be responsible for its own custodial services
and the purchase of its own janitorial supplies.
ARCHITECTURAL DRAWINGS: If Offerors are interested in obtaining additional drawings of the Sun Van Child Care
Facility, please visit 149 N. Stone Ave, Tucson, AZ 85701 or call (520) 791-5409 and ask for Chris Blue, Transit Services
Coordinator, City of Tucson Department of Transportation.
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
REQUEST FOR PROPOSAL NO. 192247
PAGE 5 OF 28
SENIOR CONTRACT OFFICER: SANDRA ALCORN
PH: (520) 837-4118
INSTRUCTIONS TO OFFERORS
1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION:
For purposes of this solicitation and subsequent contract, the following definitions shall apply:
City: The City of Tucson, Arizona
Contract: The legal agreement executed between the City and the Contractor/Consultant. The Contract shall include this
RFP document incorporated herein by reference, all terms, conditions, specifications, scope of work, Amendments, the
Contractor’s offer and negotiated items as accepted by the City.
Contractor/Consultant: The individual, partnership, or corporation who, as a result of the competitive solicitation process,
is awarded a contract by the City.
Contract Representative: The City employee or employees who have specifically been designated to act as a contact
person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under
this Contract.
Director of Procurement: The contracting authority for the City, authorized to sign contracts and amendments thereto on
behalf of the City.
May: Indicates something that is not mandatory but permissible.
Offeror: The individual, partnership, or corporation who submits a proposal in response to a solicitation.
Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a
substantive requirement, may, at the City’s sole discretion, result in the rejection of a proposal as non-responsive.
Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended
information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the proposal without the
information.
2. PRE-PROPOSAL CONFERENCE: If scheduled, the date and time of a Pre-Proposal conference is indicated on the cover
page of this document. Attendance at this conference is not mandatory. Written minutes and/or notes will not be available,
therefore attendance is encouraged. If an Offeror is unable to attend the Pre-Proposal Conference questions may be
submitted in writing. Offerors are encouraged to submit written questions, via electronic mail at least nine days prior to the
Request for Proposal due date to the Contract Officer listed above. The purpose of this conference will be to clarify the
contents of this Request for Proposal in order to prevent any misunderstanding of the City's position. Any doubt as to the
requirements of this Request for Proposal or any apparent omission or discrepancy should be presented to the City at this
conference. The City will then determine the appropriate action necessary, if any, and may issue a written amendment to
the Request for Proposal. Oral statements or instructions will not constitute an amendment to this Request for Proposal.
3. INQUIRIES: Any question related to the Request for Proposal shall be directed to the Contract Officer whose name appears
above. An offeror shall not contact or ask questions of the department for whom the requirement is being procured. The
Contract Officer may require any and all questions be submitted in writing. Offerors are encouraged to submit written
questions via electronic mail at least nine days prior to the proposal due date. Any correspondence related to a solicitation
should refer to the appropriate Request for Proposal number, page and paragraph number. An envelope containing
questions should be identified as such, otherwise it may not be opened until after the official proposal due date and time.
Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written amendment to
the Request for Proposal will be binding.
4. AMENDMENT OF REQUEST FOR PROPOSAL: The Offeror shall acknowledge receipt of a Request for Proposal
Amendment by signing and returning the document by the specified due date and time.
5. FAMILIARIZATION OF SCOPE OF WORK: Before submitting a proposal, each offeror shall familiarize itself with the Scope
of Work, laws, regulations and other factors affecting contract performance. The Offeror shall be responsible for fully
understanding the requirements of the subsequent Contract and otherwise satisfy itself as to the expense and difficulties
accompanying the fulfillment of contract requirements. The submission of a proposal will constitute a representation of
compliance by the Offeror. There will be no subsequent financial adjustment, other than that provided by the subsequent
Contract, for lack of such familiarization.
6. PREPARATION OF PROPOSAL:
A. All proposals shall be on the forms provided in this Request for Proposal package. It is permissible to copy these forms
as required. Facsimiles or electronic mail proposals shall not be considered.
B. At a minimum, your proposal should include the signed Offer and Acceptance form, signed copies of any solicitation
amendments, completed Price Page and your response to all evaluation criteria.
C. The Offer and Acceptance page shall be signed by a person authorized to submit an offer. An authorized signature on
the Offer and Acceptance page, Proposal Amendment(s), or cover letter accompanying the proposal documents shall
constitute an irrevocable offer to sell the good and/or service specified herein. Offeror shall submit any additional
requested documentation, signifying intent to be bound by the terms of the agreement.
D. The authorized person signing the proposal shall initial erasure, interlineations or other modifications on the proposal.

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