Suffolk, VA 23434 (757) 9256762 Fax (757) 9256763 November 9, 2011 To Interested Parties: Re: Informal Request for Proposals, IRFP # 1347I Braille Transcription Services
The Suffolk City School Board, hereafter called the "School Board", is requesting informal proposals from interested parties to provide Braille transcription services for Suffolk Public Schools in accordance with the requirements listed below. The services will be provided on an as needed basis.
Interested parties shall submit proposals marked “IRFP1347I, Braille Transcription Services,” to Susan Redmon, CPPB, Department of Purchasing. Proposals shall be delivered to Suffolk Public Schools, 100 North Main Street, Second Floor, Suffolk, VA 23434; faxed to (757) 9256763; or emailed tobids@spsk12.neton or before 2:00 pm, Tuesday, November 22, 2011. Suffolk Public Schools reserves the right to accept proposals after the closing date until the need is filled.
Scope of Services
Suffolk Public Schools is requesting a qualified person to provide Braille transcription services on an as needed basis. The successful offeror shall work with and under the supervision of the teacher(s) for the visually impaired to adapt instructional materials into Braille and to develop Braille materials for students. The successful offeror is expected to meet the following minimum requirements: 1. Be able to determine appropriate methods for adapting materials and producing Braille to include, but not be limited to textbooks 2. Possess and apply knowledge of technology for students who are visually impaired 3. Have the ability to adapt materials related to tactile graphics to include detailed areas such as diagrams, flow charts, maps, etc. 4. Possess knowledge of Nemeth Code as used in elementary mathematics skills 5. Provide training in adapting materials and producing Braille for volunteers, staff and family of visually impaired students
6. Be able to adapt specialty areas such as music or have knowledge of the resources available for such adaptations
The successful offeror shall adhere to the following general quality guidelines when adapting materials to Braille: 1. Uncorrected Braille errors shall be limited to no more than one (1) error per standard Braille page. 2. There shall be no omissions of a complete sentence. 3. Erasures shall be thorough and leave no tactile impression. 4. Braille dots shall be crisp, clear and legible. 5. Materials used shall be appropriate for competency, skill level and tactile level of student. 6. Any deviations from standard Braille (Grade II) usage and formatting shall be documented and justified in the Individualized Education Plan (IEP) of the student. Qualifications The minimum qualification requirements are listed below: 1. Graduation from an approved high school; some college preferred 2. Interest in working with students with disabilities 3. Willingness to learn special competencies as related to students using Braille or adapted materials 4. Ability to communicate and cooperate with various levels of staff 5. National Library Service (NLS) certification 6. Competence in Grade II Braille 7. Competence in textbook format 8. Knowledge of basic computer skills 9. Nemeth code certification desired, but not required The successful offeror shall be licensed and/or hold certifications in accordance all federal, state and local laws, rules, policies and regulations and must be able to work professionally with school personnel and well as parents. Proposal Requirements Proposals shall be submitted in the format described below: 1. A brief letter of interest that includes the name of the company (if applicable), a contact person with name, phone number, fax number and business address. The letter of interest shall be signed by an individual authorized to conduct business for the firm.
2. Provide name and resume that clearly illustrates the experience and qualifications of the proposed offeror. In addition, include date available to begin services.
3. Provide a list of references where similar services have been provided. Names, phone numbers and email addresses for the contacts shall be included.
4. Provided a completed copy of the “Contractor/Employee Background Certification.” (Attachment 1) 5. Provide a cost proposal to include all related costs.
Evaluation Criteria The evaluation of proposals will be based on the following criteria: 1. Qualifications and experience; 2. Availability; 3. Quality of references; 4. Cost will be considered, but not be the sole determining factor. 4. Other factors that may effect the successful implementation of the required services. Award The proposal, as submitted, will be evaluated in accordance with the criteria described above. The offeror(s) deemed the most qualified will be selected for interview and negotiations. An award resulting from this solicitation will be issued to the successful offeror in writing and will be posted on the Suffolk Public Schools Bid Board located at 100 N. Main Street, Second Floor, Suffolk, VA 23434. The initial term of this agreement shall be from the date of award through June 30, 2012 with an option to renew for four (4) additional oneyear periods. Renewal or cancellation must be provided in writing by either party prior to May 31 st of each calendar year. The School Board may approve a price increase for each subsequent year. The request shall be presented in writing by April 30 th of each year and the cost increases shall not exceed the Consumer Price Index (CPI) as developed by the Bureau of Labor Statistics, U.S. Department of Labor, for all Urban Consumers (CPIU) South, for the preceding calendar year.
The School Board reserves the right to reject any or all proposals, purchase additional services as may be appropriate to the program described herein and will not be liable for any cost incurred in connection with the preparation and submittal for this Informal Request for Proposals. The purchase of the services described herein shall be conducted in accordance with Suffolk Public Schools small purchasing procedures for professional and nonprofessional services. Requested by: Susan Redmon, CPPB Purchasing Manager Purchasing Department
Terms and Conditions
Nondiscrimination:1. During the performance of this contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 2. The contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. 3. Suffolk Public Schools does not discriminate against faithbased organizations. Drug Free Workplace:
During the performance of this contact, the contractor agrees to (i) provide a drugfree workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or behalf of the contractor that the contractor maintains a drugfree workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000.00, so that provisions will be binding upon each subcontractor or vendor.
For the purposes of this section, “drugfree workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract. Contractor/Employee Background Certification: Upon award, the contractor and any employee who will have direct contact with students shall provide certification that (i) he has not been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child; and (ii) whether he has been convicted of a crime of moral turpitude. Any person making a materially false statement regarding such offense shall be guilty of a Class 1 misdemeanor and, upon conviction, the fact of such conviction shall be grounds for the revocation of the contract to provide such services and, when relevant, the revocation of any license required to provide such services. (See form attached.)
Cooperative Procurement:
This solicitation is established as a potential cooperative procurement for any government agency that may choose to participate. Any interested entity may enter into a contract directly with the successful vendor or vendors with all the terms and conditions as set forth in this Competitive Negotiation process.
The following school divisions shall be named as participants in this solicitation: Suffolk Public Schools Pruden Center for Technology The following school divisions shall be named as potential participants in this solicitation: Accomack County Public Schools Franklin Public Schools Gloucester County Public Schools Hampton Public Schools Isle of Wight County Schools Newport News City Public Schools New Horizons Regional School Norfolk City Public Schools The Governor School of the Arts Southeastern Cooperative Educational Program Northampton County Public Schools Poquoson City Public Schools Portsmouth City Public Schools Southampton County Public Schools Spotsylvania County Public Schools Williamsburg/James County Public Schools York County Public Schools
Department of Purchasing
100 N. Main Street, 2 nd Floor Suffolk, VA 23434 (757) 9256762 Fax (757) 9256763 CONTRACTOR/EMPLOYEE BACKGROUND CERTIFICATION Pursuant to Virginia Code Section 22.1296.1.C, prior to the award of a contract for the provision of services that require the contractor or any of its employees to have direct contact with students, the school board is required to have the contractor, and when relevant, any employee who will have direct contact with students, provide certification that (i) he has not been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child; and (ii) whether he has been convicted of a crime of moral turpitude. So as not to place an undue burden or hardship on the day to day operation of the school division and remain in compliance with the aforementioned Code provision, any contractor providing services for Suffolk Public Schools, whose employees will have direct contact with students, is required to provide the certification listed below: As a contractor providing services for Suffolk Public Schools, whose employees will have direct contact with students, I certify that neither the contractor nor any of its employees, whether current employees or those who will be employed in the future, have been (i) convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child; nor (ii) convicted of a crime of moral turpitude. CONTRACTOR NAME __________________________________________________________ BUSINESS ADDRESS __________________________________________________________ __________________________________________________________ PHONE NUMBER __________________________________________________________ CERTIFIED BY __________________________________________________________ PRINTED NAME __________________________________________________________ TITLE __________________________________________________________ DATE __________________________________________________________Any person making a materially false statement regarding any such offense shall be guilty of a Class 1 misdemeanor and, upon conviction, the fact of such conviction shall be grounds for the revocation of the contract to provide such services and, when relevant, the revocation of any license required to provide such services. School boards shall not be liable for materially false statements regarding the certifications required by this subsection. For the purposes of this subsection, “direct contact with students” means being in the presence of students during regular school hours or during schoolsponsored activities.
