request for proposal #2020-002 for the design, …...shade structures (20%) - • shade structures...

REQUEST FOR PROPOSAL #2020-002 FOR THE DESIGN, PURCHASE AND INSTALLATION OF

INFANT/TODDLER OUTDOOR LEARNING STRUCTURES AND SHADE STRUCTURES

INQUIRIES AND PROPOSALS SHOULD BE DIRECTED TO:

Leslee Escobedo Child Care Program Director

[email protected]

Workforce Solutions North Texas Child Care 4309 Old Jacksboro Hwy, Suite 230

Wichita Falls, TX 76302 (940)723-8774

https://ntxworksolutions.org/business/

Action Date

RFP Posting Date Friday, March 6, 2020

RFP Inquiry Deadline Wednesday, March 11, 2020 by 5:00pm

Inquiry Response Posted Friday, March 13, 2020

Proposed Bid Deadline Friday, March 20, 2020 by 5:00pm

Notification of Award Wednesday, March 25, 2020

mailto:[email protected]


Workforce Solutions North Texas Child Care

RFP#2020-002 of 11

I. INTRODUCTIONWorkforce Solutions North Texas Child Care (WSNT Child Care) is a federal and state fundedfinancial assistance program administered by the Texas Workforce Commission. WSNT ChildCare is one of 28 Workforce Board areas in Texas that provides eligible families subsidizedchild care assistance services. WSNT Child Care’s service area includes 11 counties of thenorth central area of Texas bordering the Red River. These counties include Archer, Baylor,Clay, Cottle, Foard, Hardeman, Jack, Montague, Wichita, Wilbarger, and Young. WSNT ChildCare serves approximately 1100 children per day that are enrolled and receiving child careservices at one of our 80 contracted child care providers. Workforce Solutions also overseesthe Texas Rising Star accreditation program for North Texas. The Texas Rising Star program is“a voluntary, quality-based child care rating system of child care providers participating in theTexas Workforce Commission’s subsidized child care program.” TRS Certification is availableto Licensed Center and Licensed and Registered Child Care Home providers who meet thecertification criteria. The TRS Provider certification system offers three levels of certification(Two-Star, Three-Star, and Four-Star) to encourage providers to attain progressively highercertification requirements leading to a Four-Star level. Child care facilities that obtain a TexasRising Star accreditation provide child care services that go above and beyond the minimumstandards set by Child Care Licensing. For these facilities, the Texas Workforce Commissionprovides grant money annually to Workforce boards to improve child care quality by assistingchild care providers to become Texas Rising Star facilities or to assist those who are currentlyTexas Rising Star accredited.

II. PURPOSEWSNT Child Care is seeking to purchase Infant/Toddler Outdoor Learning Structures toenhance the outdoor learning environments. The structure should provide many age-appropriate learning components/manipulatives and interactive activity areas that promotedevelopmentally appropriate skills (i.e. such as sensory, social-emotional, small/large grossmotor and cognitive). WSNT Child Care is seeking to purchase Shade Structures for thosechild care facilities that have established infant/toddler outdoor learning environments that donot have shade. The shade will provide temperature regulation and protection from the sunand UV rays. WSNT Child Care is seeking proposals to purchase Infant/Toddler outdoorlearning structures, including delivery, design/planning and installation services, for eleven(11) Texas Rising Star child care facilities. Cities included in this count are Burkburnett,Electra, Quanah, and Wichita Falls, TX. In addition, WSNT Child Care is seeking proposalsto purchase shade structures, including delivery, design/planning and installation services forsix (6) Texas Rising Star child care facilities in the North Texas service area. Cities includedin this count are Crowell, Jacksboro, and Wichita Falls, TX.

III. SCOPE OF SERVICES/SPECIFICATIONSThe scope of this RFP includes the purchase, delivery, and installation of infant/toddleroutdoor learning structures in eleven (11) Texas Rising Star child care facilities; and thepurchase, delivery and installation of shade structures to shade existing Infant/Toddler outdoorlearning areas in six (6) Texas Rising Star child care facilities. The outdoor playgrounds willvary in size, accessibility and location throughout our 11-county service area. The selectedvendor will be evaluated in part on their ability to deliver products on time and within budget,and timely, professional installation of the structure at each facility. The outdoor structures forthe child care facilities should be delivered and installed as soon as possible but no later thanApril 30, 2020.


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IV. FUNDINGThe proposed project is funded in whole or in part with federal funds.

• The percentage of the total cost of the project which will be financed with Federalmoney is 1 0 0 % .

• The dollar amount of Federal funds for the project is $80,750.00• The percentage and dollar amount of the total costs of the project that will be

financed by non-governmental sources is 0% and $0.00.

V. PROPOSAL CONTENTSThe Offeror, in its proposal, shall, at a minimum, clearly state all estimated costs of theinfant/toddler outdoor learning structures and shade structures to be provided. To the greatestextent possible, all equipment and products proposed should be American-Made. Theresponsive bidder will address the following areas:

o Outdoor Design and Planning- Infant/Toddler Outdoor Learning Structure Provide child care facilities designs/plans to best utilize the outdoor space available

for the size and dimensions of the outdoor structure. Provide a single developmentally appropriate outdoor learning structure

specific to infants/toddlers. Provide an outdoor learning structure that meets all required safety standards.

o Outdoor Design and Planning- Shade Structures Provide a shade structure that covers the child care facilities’ existing infant/toddler

outdoor play area. Provide on-site design and planning at each child care facility to clearly communicate

recommended size of the structure, installation preparations and installation timeline witheach child care facility.

Provide a shade structure that is durable, weather resistant and meets all required safetystandards.

o Cost Proposal, Pricing and Price Adjustments Submit fixed pricing in excel format. Pricing shall include all anticipated charges,

including but not limited to, designing/planning, freight and delivery, cost ofmaterials and products, installation, etc. Cost should be determined in accordancewith each child care facilities playground dimensions, maximum fall zones andmaximum height data as outlined in Attachment A.

Propose a single-rate standard discount from manufacturers list pricing, forNon- Contract Items that vendor can provide to WSNT Child Care.

Prices proposed will be valid for the scope of this RFP. The bidder’s proposalmust disclose the process to implement price changes.

o Customer Service Describe procedures that will ensure consistency and problem resolution. Provide detailed information on Warranty of both the outdoor learning structure and

shade structure. Provide information about the availability of help in the delivery and

installation of the outdoor learning structure, including complementarydelivery, assembly, and debris removal.

Provide vendor shipping terms.o Company Information Provide a brief overview and history of your organization. Describe your experience in providing playground equipment and/or outdoor

learning structures to child care facilities.


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Describe your experience in providing service and installation. Provide a confirmation statement that confirms all on-site laborers/crew members are

non-offenders and are allowed to work with children present. Smoking is notallowed at the facilities.

VI. WHO MAY RESPONDCost Proposal responsive to the RFP will be accepted from all qualified vendors who are ableto meet the required RFP specifications and selection criteria.

VII. INSTRUCTIONS ON PROPOSAL SUBMISSIONo RFP located on https://ntxworksolutions.org/business/.o Closing Submission Date. Proposals must be submitted no later than Friday, March

20, 2020, @ 5:00 pm.o Inquiries concerning this RFP should be e-mailed to Leslee Escobedo at

[email protected] no later than 5:00 pm on March 11, 2020.o Inquiry response posted March 13, 2020 at https://ntxworksolutions.org/business/o Conditions of Proposal. All costs incurred in the preparation of a proposal responding

to this RFP will be the responsibility of the Offeror and will not be reimbursed byWSNT Child Care.

o Instructions to Prospective Suppliers. Your proposal should be addressed as follows:

Leslee Escobedo, Child Care Program Director Workforce Solutions North Texas Child Care

4309 Old Jacksboro Hwy, Ste 230 Wichita Falls, Texas 76302

It is important that the Offeror's proposal be submitted and clearly marked in the lower left-hand corner of envelope with the following information: RFP#2020-002

Request for Proposal deadline 5:00 pm on March 20, 2020

Proposal for the design, purchase and installation of infant/toddler outdoor learning structures and shade structures.

It is the responsibility of the Offeror to ensure that the proposal is received by WSNT Child Care by the date and time specified above.

VIII. EVALUATION PROCESSAn evaluation team will review, in detail, all proposals that are received to determine theHighest Scored Bidder (“HSB”). WSNT Child Care reserves the right to determine thesuitability of proposals on the basis of a proposal's meeting administrative requirements,technical requirements, the review team's assessment of the quality and performance ofthe equipment and services proposed, and cost.

During the evaluation process, WSNT Child Care may require a bidder’s representative toanswer questions with regard to the proposal. WSNT Child Care may also have discussionswith those bidders falling within a competitive range, and request revised pricing offers from


mailto:[email protected]



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such bidders and make an award and/or conduct negotiations thereafter.

This Request for Proposal does not commit WSNT Child Care to awarding a Contract. Bidders shall bear all costs incurred in the preparation of the Proposal and participating in the Proposal evaluation process. Workforce Solutions North Texas reserves the right to reject any and all Proposals. WSNT Child Care also reserves the right to accept Proposals in part or whole, as WSNT Child Care considers most favorable in its sole discretion.

WSNT Child Care further reserves the right to seek new Proposals when such procedure is considered by it to be in the best interest of WSNT Child Care.

1. The following criteria will be used in reviewing and comparing the proposals for theInfant/Toddler Outdoor Structure and Shade Structure and in determining the HSB. Theweight to be assigned to each criterion appears following each item.a) Cost (35%)- The total cost of the proposal solution. If the proposal contains

itemized rates, per piece pricing, or commission-based pricing, WSNT ChildCare reserves the right to calculate total contracted cost by calculating ratesusing either previous known usage activity or future projected volume. Costswill be evaluated only if a proposal is determined to be otherwise qualified.Costs should be itemized by type to allow WSNT Child Care to implement thesolution over the term of the contract.

b) Outdoor Learning Structures (20%)-• Age-appropriate learning components- Structures should

have many of age-appropriate learningcomponents/manipulatives and interactive activity areaslocated on the outdoor structure that addressdevelopmentally-appropriate skills, such as sensory, social-emotional, small/large gross motor and cognitive skills.

• Built-In Shade- Outdoor learning structure should havebuilt-in shade to accommodate the warmer North Texastemperatures and protect children from the sun.

c) Shade Structures (20%)-• Shade structures should provide weather resistance in

extreme heat and cold and durability for the overall life ofthe structure.

• Shade structures should provide temperature regulation andreduce temperatures by at least 15%.

• Shade structures should protect children from the sun andUV rays.

d) Customer Service (15%)- Timely response to inquiries. Delivery processand service level.

e) Quality of Deliverables (10%)- Proposal is specific and tailored for WSNT ChildCare. Warranty should cover, at a minimum, 10 years for both the shade structures and outdoor learning structures.

2. All qualified proposals will be evaluated based on the Submission Requirementsand Cost, with the top candidates advancing as finalists and receiving a fullevaluation as outlined above.


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IX. NOTIFICATION OF AWARDIt is expected that a decision selecting the successful company will be made by March 25,2020. Upon conclusion of final negotiations with the successful company, all Offeror's,submitting proposals in response to this Request for Proposal will be informed, in writing, ofthe name of the successful company.

X. GRIEVANCE PROCEDURESAll protests or complaints regarding the bid process or selection of the winning bid must besubmitted in writing to:

Lisa McDaniel, Executive Director Workforce Solutions North Texas Board

1501 Midwestern Parkway, Suite 101 Wichita Falls, TX 76302

RFP 2020-002 Attachment A - Site Details

Site Facility Type City State Zip Code County Infant/Toddler Capacity Type of Structure Confirmation

Letter Rec.'d?Authorizing Entity

Approval Obtained?Minimum Play Area

DimensionMaximum Play Area

DimensionPlayground Area

Photo(s) Notes

A LCCC Burkburnett Texas 76365 Wichita 23 Outdoor Learning Structure Yes Yes 21' x 21' 25' x 25' 3 Pictures

Additional pictures on "Playground Photos" worksheet; Email sent and filed re: pre-procurement requirements

B LCCC Wichita Falls Texas 76301 Wichita 24 Outdoor Learning Structure Yes N/A 21' x 21' 40' x 40' 3 Pictures


C LCCC Wichita Falls Texas 76306 Wichita 22 Outdoor Learning Structure Yes N/A 21' x 21' 25' x 25' 2 Pictures


D LCCC Wichita Falls Texas 76308 Wichita 18 Outdoor Learning Structure Yes Yes 21' x 21' 25' x 25' 3 Pictures


E LCCC Wichita Falls Texas 76306 Wichita 19 Outdoor Learning Structure Yes N/A 21' x 21' 25' x 25' 3 Pictures


F LCCC Electra Texas 76360 Wichita 68 Outdoor Learning Structure Yes Yes 20' x 20' 40' x 40' 3 Pictures


G LCCC Wichita Falls Texas 76306 Wichita 31 Outdoor Learning Structure Yes N/A 12' x 12' 15' x 25' 5 pictures


H LCCC Wichita Falls Texas 76309 Wichita 29 Outdoor Learning Structure Yes Yes 20' x 20' 30' x 30' 3 pictures


I LCCC Wichita Falls Texas 76309 Wichita 40 Outdoor Learning Structure Yes Yes 25' x 25' 35' x 35' 3 Pictures


J LCCC Wichita Falls Texas 76309 Wichita 10 Outdoor Learning Structure N/A N/A 12' x 12' 15' x 15' 3 Pictures


K LCCC Quanah Texas 79252 Hardeman 13 Outdoor Learning Structure Yes N/A 25' x 25' 35' x 35' 1 Picture

Picture on "Playground Photos" worksheet; Email sent and filed re: pre-procurement requirements

Shade Structures

L LCCC Wichita Falls Texas 76302 Wichita 24 Shade Structure Yes N/A 15' x 20' 20' x 25' 3 PicturesAdditional Pictures on "Playground photos" worksheet. Email sent and filed re: pre-procurement requirements

M LCCC Wichita Falls Texas 76306 Wichita 35 Shade Structure Yes Yes 20' x 20' 40' x 40' 2 PicturesAdditional Pictures on "Playground photos" worksheet. Email sent and filed re: pre-procurement requirements

N LCCC Crowell Texas 79227 Foard 22 Shade Structure Yes Yes 20' x 20' 30 x 30' 3 PicturesAdditional pictures on "Playground Photos" worksheet; Email sent and filed re: pre-procurement requirements

O LCCC Jacksboro Texas 76458 Jack 22 Shade Structure Yes Yes 25' x 25' 28' x 28' 7 PicturesAdditional pictures on "Playground Photos" worksheet; Email sent and filed re: pre-procurement requirements

P LCCC Wichita Falls Texas 76310 Wichita 30 Shade Structure Yes Yes 20' x 20' 30' x 30' 3 PicturesAdditional Pictures on "Playground photos" worksheet. Email sent and filed re: pre-procurement requirements

Q LCCC Wichita Falls Texas 76309 Wichita 16 Shade Structure Yes Yes 20' x 40' 30' x 40' 3 PicturesAdditional pictures on "Playground Photos" worksheet; Email sent and filed re: pre-procurement requirements

Infant/Toddler Outdoor Structure List

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Playground Photos

AOutdoor Learning Structure

BOutdoor Learning Structure

COutdoor Learning Structure

DOutdoor Learning Structure

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Playground Photos

EOutdoor Learning Structure

FOutdoor Learning Structure

GOutdoor Learning Structure

HOutdoor Learning Structure

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Playground Photos

IOutdoor Learning Structure

JOutdoor Learning Structure

KOutdoor Learning Structure

L Shade Structure

M Shade Structure

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Playground Photos

N Shade Structure

Q Shade Structure

O Shade Structure

P Shade Structure

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request for proposal #2020-002 for the design, …...shade structures (20%) - • shade structures...

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