Purchasing & Warehouse » Request for Proposals - RFP

Request for Proposals - RFP

RFP: 2024-4 - For Nursing Services
 

RFP: 2024-4 - For Nursing Services

 

NOTICE IS HEREBY GIVEN that the El Monte City School District (“District”) is requesting proposals from firms (“Respondents”) to provide professional, full service, accurate, Nursing services. The successful respondent(s) will provide general nursing care, specialized nursing care, and support services.

 

The Request For Proposals (“RFP”), which includes instructions for its completion, is enclosed. Respondents to this RFP shall submit a proposal containing all the requisite information (“RFP Packet”). Respondents should email one (1) electronic copy of their RFP Packet to [email protected]

 

Attn: Purchasing Department

EL MONTE CITY SCHOOL DISTRICT

3540 N LEXINGTON AVE

El Monte, CA 91731


All responses are due by 4:00 p.m., on July 25, 2024.


Any RFP Packet that is submitted after the deadline shall be nonresponsive and returned to the bidder. Each Respondent is solely responsible for timely submission of its RFP Packet; the District is not responsible for any technological issues affecting a Respondent’s ability to timely submit its RFP Packet or portion thereof. Each submittal must conform and be responsive to the requirements set forth in this RFP.

 

If you have questions regarding this RFP, please email at [email protected] before 5:00 p.m., on July 19, 2024. Questions and answers will be posted on the District’s website by Tuesday, July 23, 2024 at 4:00 p.m.

 

To access the full document, click the dropdown file below.

July 23, 2024

The El Monte City School District has decided to extend the dates for the RFP 2024-4 Response Schedule. The "Deadline for All Submissions," "Firm Interviews," and "Selection Notification" dates have been revised.
 
Due to a higher-than-anticipated volume of questions regarding this RFP, we want to ensure that all potential bidders have their questions addressed. To accommodate this, we have provided an extension to the schedule.
 
RFP RESPONSE SCHEDULE SUMMARY (updated July 23, 2024):
 
EVENT DATE TIME DEADLINE
Release and advertisement
of RFP 2024-4		 July 11 2024  
Deadline for submissions of
written questions to District
concerning RFP 2024-4		 July 19, 2024  
District Posts Responses to
Questions on the Website		 July 30, 2024 4:00 p.m.
Deadline for RFP
Submissions		 August 6,2024 4:00 p.m.
Vendor Selecte August 9, 2024
1		  
 
1. What are the names of the current vendors providing nursing services?
Answer: Partners in Special Education, PROCARE THERAPY, MAXIM HEALTHCARE STAFFING SERVICES, ACCELERATION BEHAVIORAL THERAPIES, MIGUEL F. CARRILLO JR. RN-SBN, ERICA JANET BERNARDINO
 
2. Have the current vendors met your needs?
Answer: Yes, our current vendors have generally met our needs. However, we are always looking for opportunities to improve our services and welcome new proposals that can offer enhanced value or innovative solutions.
 
3. Do you anticipate awarding one or multiple vendors?
Answer: We anticipate the possibility of awarding contracts to multiple vendors, depending on the proposals
received and the specific needs outlined in the RFP. This allows us to ensure we have the best coverage and expertise across all required services.
 
4. How many nurses do you anticipate needing?
Answer: We anticipate needing 3 nurses for this contract.
 
5. Will the positions be full-time or part-time?
Answer: The positions being considered are both full-time and part-time. However, determination is primarily dependent on student health plans.
 
6. Do you require resumes of potential nurses with the proposal or can they be provided upon award?
Answer: Resumes of potential nurses can be provided upon award. For the proposal, please include a summary of qualifications and experience for the roles you intend to fill.
 
7. For 1:1 Nursing Services.
A. Will the school create and manage the IHP, or will the agency need to?
Answer: The District will create and manage the Individualized Healthcare Plans (IHPs). The agency will not be responsible for this task.
B. Who will supervise the nurse – the school or agency?
Answer: The District will supervise the nurse.
C. Will documentation be provided or will the agency need to provide their own documentation for daily nursing notes?
Answer: The agency will need to provide their own documentation for daily nursing notes. The school will not provide documentation for this purpose.
 
8. Can we submit on just 1:1 Nursing, or must we submit on all the nurse needs listed in the RFP (School Nurse, CNA, etc.)?
Answer: You can submit a proposal for just 1:1 Nursing. It is not required to submit proposals for all the nurse needs listed in the RFP, such as School Nurse or CNA, unless you wish to be considered for those services as well.
 
9. What is the budget for this RFP?
Answer: We do not have a set budget for this RFP because it depends on the specific needs of the students. Proposals will be evaluated based on the quality and value of the services offered.
 
10. Will awards be made to multiple vendors or just one?
Answer: Please see response in Question #3
 
11. How many students do you project for 1:1 needs in the upcoming school year?
Answer: We project that there will be 6 students with 1:1 nursing needs in the upcoming school year 2024-25.
 
12. What is the anticipated number of full time and part time positions?
Answer: Please see response in Question #4 and #5
 
13. Do you anticipate awarding one or multiple vendors?
Answer: Please see response in Question #3
 
14. Who are the current vendors providing services?
Answer: Please see response in Question #1
 
15. Are your current vendors meeting your needs?
Answer: Please see response in Question #2
 
16. How long have the incumbent suppliers held this contract?
Answer: Each contract is for one year, with the option to extend at the end of the following year.
 
17. Does the district have a cap on the hourly rate for these services?
Answer: The district does not have a specific cap on the hourly rate for these services.
 
18. Will the district accept a rate range or a flat rate (i.e. - $75-80/hr. versus $75/hr.)
Answer: The district will only accept a flat rate for these services. Please specify your flat hourly rate in your proposal, as rate ranges will not be considered.
 
19. Do you require resumes and license verifications of potential contracted candidates to be included in our submission? If so, can we provide sample resumes with personal information redacted?
Answer: No, resumes and license verifications of potential contracted candidates do not need to be included in your initial submission. These can be provided upon request or after contract award. Yes, you can provide sample resumes with personal information redacted in your submission. This allows us to review the qualifications and experience of potential candidates while adhering to privacy requirements.
 
20. Will the district reimburse for mileage traveled between school campuses on the same day?
Answer: No, the district will not reimburse for mileage traveled between school campuses on the same day. All travel costs should be included in your proposed rates.
 
21. Will the district accept and consider submissions from staffing agencies?
Answer: Yes, the district will accept and consider submissions from staffing agencies.
 
22. Can you please provide a list of incumbent vendors and their bill rates?
Answer: Please see response in Question #1
 
24. What is the total budget/expenditure allotted for this RFP?
Answer: Please see response in Question #9
 
25. Can we provide pricing ranges on select disciplines?
Answer: Please see response in Question #8
 
26. Can the vendor bill separately for Clinical supervision if required?
Answer: No, the vendor cannot bill separately for clinical supervision. All costs, including clinical supervision, should be included in the overall proposed rates.
 
27. How many billable hours are in a typical school day?
Answer: The number of billable hours in a typical school day can vary depending on the specific needs and schedule of the students. Typically, a school day is around 6 to 8 hours. Please base your proposal on the general school day duration.

28. Are billing hours rounded to the 15 minute mark or billed as minute for minute? Do you have any rounding requirements?
Answer: Billing hours should be rounded to the nearest 15-minute mark.

29. Please clarify hours and meal breaks expectations. Will nurses clock in/out for lunch (i.e.30 minute unpaid lunch?)
Answer: Nurses are expected to follow standard work hours and meal break policies. Typically,
nurses will clock in and out for lunch, with a 30-minute unpaid lunch break.
 
30. Will the issued PO be staff/ discipline specific or will it be a lump sum amount?
Answer: The issued Purchase Order (PO) will be staff/discipline specific, rather than a lump sum amount.
 
31. Are all hours worked billable including overtime, lunches, daily hours, meetings, and orientation?
Answer: All hours worked, including overtime, meetings, and orientation, are billable. However, lunch breaks are not billable.
 
32. What is the invoicing frequency?
Answer: The invoicing frequency is typically monthly.
 
33. Do you have a dispute window?
Answer: Yes, we have a dispute window for invoicing. Disputes should be raised within 30 days of receiving the invoice.
 
34. What are the time capture requirements?
Answer: The time capture requirements include recording hours worked in detail, with specific start and end times for each shift, including any overtime or special duties.
 
35. How do you receive your invoices?
Answer: We receive invoices electronically via email
 
36. Can we get a copy of your invoice with all of the data reporting and format?
Answer: A copy of our invoice format is not required for this submission.
 
37. Do you have any rounding requirements?
Answer: No
 
38. Can you please provide a sample copy or example of what the remittance looks like for ACH payments?
Answer: A sample copy or example of the remittance for ACH payments is not required for this
RFP.
 
39. How long have the incumbent suppliers held this contract?
Answer: We are required by California law for contracts not to exceed more than five (5) years.
 
40. Are you satisfied with the incumbent suppliers? If not, what are you unsatisfied with?
Answer: Please see response in Question #2
 
41. Does the district badge? Once confirmed, how long does the process take for the clinician to get their badge
Answer: No, the district does not issue badges. Clinicians will not need to go through a badge
process.
 
42. Please clarify the reporting structure for Supervision of contract staff within the district.
Answer: The reporting structure for the supervision of contract staff within the district involves oversight by both the
Health Services Chair and the Director of Special Education. They are responsible for ensuring that contract staff meet the district's standards and requirements.
 
43. What position provides clinical supervision within the district?
Answer: Clinical supervision within the district is provided by both the Health Services Chair and the Director of Special Education. They oversee the clinical aspects and ensure compliance with district standards.
 
44. Are the medical personnel’s license, CPR card, resume and proof of references/background checks required upon submission of bid or upon award? If required on bid, is an Excel document acceptable?
Answer: License, CPR card, resume, and proof of references/background checks are required upon award, not with the initial bid submission. If these documents are needed, please provide them in the format requested after the award is made. An Excel document is not required for these submissions.
 
45. Can the RNs be priced separately for the school-credentialed RNs (CL-380) and licensed RNs in the State of California?
Answer: Yes, RNs can be priced separately for school-credentialed RNs (CL-380) and licensed RNs in the State of California.
 
46. Would you accept bids from a Staffing Agency?
Answer: Yes, we will accept bids from staffing agencies.
 
47. Do you accept new graduates if the vendor provides mentorship? Please confirm whether exceptions may be provided.
Answer: Yes, we accept new graduates if the vendor provides appropriate mentorship. Ensure that your proposal includes details on the mentorship program and how it supports new graduates in meeting the district's standards. Exceptions to the RFP requirements may be considered on a case-by-case basis. Please clearly outline any requested exceptions in your proposal, and they will be reviewed during the evaluation process.
 
48. Are vendors that are currently contracted or are in contracting negotiations with the district, required to submit a proposal in order to continue providing nurse staffing services?
Answer: Yes
 
49. How will other contracted staffing services be impacted by this solicitation award (e.g. SLP, paraprofessional, psychologist, special education teacher, etc.)?
Answer: They will not be impacted by this as this RFP is only for Nursing Services
 
50. Will the district review/accept other staffing modalities and bill rates for services (e.g. Speech Language Pathologist and School Psychologist)?
Answer: This RFP is only for Nursing Services.
 
51. The District mentions the Consultant must provide services without the control or supervision of the District (Section 7.1, Attachment A). Is the District willing to assume responsibility for supervision over the Consultants personnel while performing services in their facility?
Answer: Please see Question #42 and #43
 
52. Does the District require the Consultant perform any services off-site (away from the school’s address) while performing services?
Answer: Yes
 
53. Who will be in charge of supervision, and what (if any) are the expectations of Clinical Supervision?
Answer: Please see Question #42 and #43
 
54. Is there a rate sheet we should use, or can we provide our own?
Answer: You may provide your own rate sheet. There is no mandatory rate sheet that you must use. Please ensure your rate sheet is clear and aligns with the requirements outlined in the RFP.
 
55. What is the number of positions anticipated under this RFP as it relates to Credentialed School Nurses, Registered Nurses, LVNS and CNAs
Answer: Please see response in Question #4 and #5
 
56. Is this intended to be awarded to multiple vendors or a single vendor?
Answer: Please see Question #3
 
57. May vendors bid on specific positions or must vendors bid all positions?
Answer: Please see Question #8
 
58. How many 1:1 nurses does the District anticipate needing for the 24-25 year?
Answer: Please see response in Question #4 and #5
EMCSD Nursing Services RFP 2024-4
Addendum No. 2
Questions & Answers No. 2
July 30, 2024
 
1. What are the current bill rates for the vendors providing nursing services?
Answer: See rate sheets here.
 
2. What are the current hourly bill rates for vendors providing similar services?
Answer: Please see question #1

3. Are clinicians required to directly bill Medicaid for reimbursement or do they just
complete paperwork for the district to submit to Medicaid for reimbursement?
Answer: The clinicians complete paperwork for the District to submit to Medicaid for
reimbursement.

4. Please clarify Medicare/Medicaid Billing: Will the vendor be required to bill Medicaid
with direct reimbursement going to the vendor through the vendor's Medicaid billing
number, if applicable? Or will the vendor be required to enter Medicaid billing through the
district's billing documents for the district to be reimbursed directly by Medicaid, if
applicable?
Answer: Please see response in Question #3

5. What is the expectation and frequency for on-call needs?
Answer: Our nurses are generally expected to be on-call on a rotational basis to ensure that we
have coverage for any health-related emergencies that may arise outside of regular school
hours. This typically involves being on-call for a few shifts each month, usually around 2 to 4,
depending on our staffing needs and the time of year.

6. What is expectation and frequency for replacing a candidate that is ill/calls off?
Answer: In our school district's health services, we understand that unexpected illnesses and
emergencies can occur. When a nurse is unable to work due to illness or other unforeseen
circumstances, our expectation is to find a replacement as quickly as possible to ensure that our
students' health needs are met without interruption. The frequency of needing replacements can
vary, but we aim to manage it efficiently to avoid overburdening any one staff member. We also
encourage a supportive work environment where staff can rely on each other to cover shifts
when needed.
 
7. Please clarify if the district or vendor provides any materials (i.e. medical supplies,
assessments, protocols/scoring sheets, computers, printers, PPE, etc.).
Answer: The District will provide most direct health services equipment and supplies. Personal
equipment such as computers and printers should be provided by the vendor.

8. Can the District expand on what materials the Consultant needs to provide as
mentioned in Section 6, Materials on the Attachment A?
Answer: Attachment A is a sample of our contract provided for review purposes only. It outlines
the general terms and conditions but does not require fulfillment of any specific contract
materials for consideration of the RFP.

9. Can the District please provide current pricing with existing vendors providing these
nursing services for the district?
Answer: Please see question #1

10. Can the District provide anticipated case load or historical case load in the prior
school year?
Answer: We anticipate needing 3 nurses for this contract.

11. The Scope of Work on page 21 mentions developing IHPs. Is the District looking for a
CSN instead of RNs?
Answer: No, the District is not specifically looking for a Certified School Nurse (CSN) instead of
Registered Nurses (RNs). While the development of IHPs is an important aspect of the role, it is
something that can be managed by the District team.

12. What is the historical number of positions as it relates to Credentialed School Nurses,
Registered Nurses, LVNS and CNAs in the previous school year?
Answer: Please see Question #10

13. Can we verify if we are expected to hire CSNs to staff the health offices so that they
are able to complete the IHPs and other Credentialed School Nurse duties?
Answer: No

14. What is the expected timeline of the contract?
Answer: 8/19/24-06/30/25

15. Does the District require vendors to use District materials for various tasks such as
an IHP template, or reports/forms.
Answer: Please see Addendum #1 Question 7 A.

16. Per page 3 of the RFP, this is not a formal request for bids. Is this RFP intended as a
Draft with a formal RFP to be released later?
Answer: This is a Request for Qualifications.
 
17. Per the proposal format instructions, Vendors are asked to provide
deviations/comments in response to Attachment A in both the last part of Section 1:
Business Information, and part b of Section 6: Miscellaneous. Can the District confirm
that response to attachment A should be in both sections.
Answer: Yes, a response to Attachment A should be in both sections.

18. Per the key dates listed in the RFP, answers to vendor questions are expected to be
released July 23rd, only 2 days prior to the proposal deadline which is a short turnaround
for any edits to a response based on the District’s answers and/or amendments to the
RFP. Per the State of CA Procurement Manual, “An addendum to a solicitation shall be
issued within a reasonable time before the bid opening date to allow prospective bidders
sufficient time to prepare their bids. If in the Buyer’s judgment the addendum is
significant as to not permit sufficient time for bid response then the date and time for the
bid opening must be extended in the addendum.” Will the District consider extending the
deadline to accommodate the short Q&A to proposal submission deadline?
Answer: Please see Addendum #1
RFP: 2024-3 for Interpretation & Translation Services
RFP: 2024-3 for Interpretation & Translation Services
 
NOTICE IS HEREBY GIVEN that the El Monte City School District (“District”) is requesting proposals from firms (“Respondents”) to provide professional, full service, accurate, and timely as needed oral interpretation and written translation services from Spanish to English, English to Spanish, and other targeted languages including American Sign Language at District meetings and events and document translations. The successful respondent(s) will provide written translation services for a variety of District documents as well as oral interpretation services at in-person or virtual District meetings and events.
 
The Request For Proposals (“RFP”), which includes instructions for its completion, is enclosed. Respondents to this RFP shall submit a proposal containing all the requisite information (“RFP Packet”). Respondents should email one (1) electronic copy of their RFP Packet to [email protected]
 
Attn: Purchasing Department
EL MONTE CITY SCHOOL DISTRICT
3540 N LEXINGTON AVE
El Monte, CA 91731
 
All responses are due by 4:00 p.m., on July 24, 2024.
 
Any RFP Packet that is submitted after the deadline shall be nonresponsive and returned to the bidder. Each Respondent is solely responsible for timely submission of its RFP Packet; the District is not responsible for any technological issues affecting a Respondent’s ability to timely submit its RFP Packet or portion thereof. Each submittal must conform and be responsive to the requirements set forth in this RFP.
 
If you have questions regarding this RFP, please email at [email protected] before 5:00 p.m., on July 17, 2024. Questions and answers will be posted on the District’s website by Wednesday, July 19, 2024 at 4:00 p.m.
 
To access the full document, click the dropdown file below.
EMCSD RFP 2024-3 Translation Services: Addendum No. 1 Questions & Answers
 
July 19, 2024
 
1. Is a physical proposal submission required? Or will an emailed proposal copy be sufficient?
Answer: An emailed proposal copy will be sufficient; a physical proposal submission is not required. Please ensure that your emailed proposal complies with the submission guidelines outlined in the RFP. As a reminder, please email your proposals to [email protected] on or before 7/24.
 
2. What does the School District spend annually on interpretation services?
Answer: Our projected budget/contract value for translation services is $350,000. This is based on the spending from the 2023-24 school year.
 
3. What rates does the district currently pay for services?
Answer: The current rate is as follows: 1. Oral Interpretation $115/hr (min of 2 hrs) 2. Written document translation: $50/hr 3. American Sign Language translation: $165/hr (min of 2 hrs)
 
4. How many calls per month are used for telephonic interpretation?
Answer: Currently, we do not have the exact number of calls per month used for telephonic interpretation. However, the total contract spend for translation and interpretation services last year was $350,000.
 
5. Roughly what percentage of interpretation requests are for Spanish?
Answer: Please refer to Table A for our Language Demographics.
 
6. Are vendors permitted to bid on select services?
Answer: Yes, vendors are permitted to bid on select services. You can submit proposals for specific services rather than the entire project, as long as your bid complies with the requirements and guidelines outlined in the RFP.
 
7. Are out-of-state vendors able to participate? Is there a local preference clause for business in California State?
Answer: Yes, out-of-state vendors are welcome to participate in our procurement process. However, please note that our procurement policy includes a local preference clause for businesses based in California, giving them a slight advantage during evaluation.
 
8. Are there any certification requirements?
Answer: There are no specific certification requirements for this bid. Please ensure that your proposal meets all other requirements outlined in the RFP.
 
9. Are there any Small Business or Minority Business Enterprise preference clauses? If yes, does the SBE or MBE have to hold a certification from the State?
Answer: No SBE or MBE preference clauses are being considered for this RFP.
 
10. Is there an incumbent for this contract? If there is, can you tell us who the incumbent is? Can you share the rates you are currently being charged?
Answer: The current provider for 2023-24 is C & C Language Services. Their current rate is as follows: 1. Oral Interpretation $115/hr (min of 2 hrs) 2. Written document translation: $50/hr 3. American Sign Language translation: $165/hr (min of 2 hrs)
 
11. Can we participate in only one service (e.g. written translation only)? Is there a preference to contract with a vendor that provides all services? In case the preference is for vendors that can provide all services, are there services that weigh higher in the vendor selection evaluation (e.g. primary service is on-site interpreting, second written translation, etc.)?
Answer: Yes, you can participate in only one service, such as written translation only. While there is a preference for vendors that can provide a full range of services, each proposal will be evaluated based on the overall quality and value offered. Specific services do not weigh more heavily in the evaluation; however, providing a comprehensive solution might offer a competitive advantage. Please refer to the RFP for detailed evaluation criteria and weighting.
 
12. What is the estimated volume in minutes, hours, words and/or pages for this solicitation? Could you provide historical information of services utilization per language?.
Answer: We don't have that data readily available, only the overall spend of $350,000.
 
13. What percentage of the contract is for Spanish translation?
Answer: Please refer to Table A for our Language Demographics.
 
14. Can you provide the breakdown for spend per service (e.g. Written Translation, On-site interpreting, remote interpreting, etc.)
Answer: We don't have that data readily available, only the overall spend of $350,000.
 
15. Can we provide references from other states?
Answer: Yes
 
16. Can you please provide the current provider(s) (incumbent) and current rates for Interpretation and Translation Services for EMCSD?
Answer: Please see Question #10 above.
 
17. Is there a projected budget or contract value for this specific RFP contract?
Answer: Please see Question #2.
 
18. Can you please clarify if this contract will include any telephonic interpretation or translation services?
Answer: Yes, the contract does include telephonic interpretation and translation services.
 
19. For In-Person ASL interpretation, will the service type be Consecutive or Simultaneous interpretation?
Answer: Consecutive
 
20. Can you please provide the previous contract or any historical translation usage per language?
Answer: The previous contract total was $350,000. You can refer to Table A for language demographics for our District.
 
21. Can you please also provide the total translations under the previous contract?
Answer: We don't have that data readily available, only the overall spend of $350,000.
 
22. Can you please provide the previous contract or any historical translation usage per language?
Answer: The previous contract total was $350,000. You can refer to Table A for language demographics for our District.
 
23. Is it possible to bid only for the Written translations portion of the RFP?
Answer: Please see Question# 11
 
24. Should we submit the proposal electronically only, or is a hard copy also required?
Answer: Please see Question # 1
 
25. Could you please provide the district's website where we can find the Q&A on 07/19/24 for this RFP?
Answer: www.emcsd.org/rfp
 
26. Is this RFP applicable only for the school year 2024-2025, or would we have the opportunity to renew our services for subsequent years based on successful performance?
Answer: This RFP is not only for the 2024-25 school year and there will be opportunity to renew for subsequent years based on successful performance.
 
27. Regarding our independent contractors, are we required to list each contractor individually, including their start dates and personal addresses?
Answer: Yes, you are required to list each independent contractor individually, including their start dates. However, personal addresses are not required.
 
28. For This proposal, what financial report do we need to provide to show financial security?
Answer: At a minimum, to evaluate financial security we request 1) Balance Sheet Summary 2) Recent Income Statement 3) Cash Flow Overview
NOTICE INVITING INFORMAL BIDS
Notice is hereby given that the governing board (“Board”) of the El Monte City School District (“District”) will receive, electronic submission, bids for the following project, Potrero Parking Lot, Bid No. 2024-5 Bid Package Project#2024-25-2 (“Project” or “Contract”). The Project consists of all labor, materials equipment and services necessary for the Removal and haul away of approximately 10,600 square feet of existing asphalt 2”-4” in depth. Pave approximately 17,200 square feet with 4” of asphalt. Stripe approximately 45 parking stalls and 2 new ADA stalls with coats of traffic paint. Furnish and install 20 new 4’ concrete wheel stops. Furnish and install 2 new ADA signs on existing fencing. Furnish and install 1 new ADA entrance sign on existing fence.

Contract Documents are available as of July 2, 2024, for review at the El Monte City School District 3540 N. Lexington Ave. El Monte, CA and may be downloaded from the District's website.

The District will only receive bids submitted electronically. Bids will be received until 4:00 p.m., July 12, 2024, only at the following email address [email protected] , after which time the bids will be opened and posted on the District's website. Any bid that is submitted after this time shall be nonresponsive and returned to the bidder. Each bidder is solely responsible for timely submission of its bid; the District is not responsible for any technological issues in a bidder’s ability to timely submit its bid or portion thereof. Any claim by a bidder of error in its bid must be made in compliance with section 5100 et seq. of the Public Contract Code. Prior to publicly posting bids, the District reserves the right to verify the genuineness of any bid security.

To bid on this Project, the Bidder is required to be registered as a public works contractor with the Department of Industrial Relations (DIR).

A voluntary pre-bid conference and site visit will be held on July 9, 2024, at 10:00 a.m. at Potrero School, 2611 N. Potrero Ave. El Monte 91733, California (“Site Visit”). All attending participants are required to sign-in.

The successful Bidder shall be required to furnish a 100% Performance Bond and a 100% Payment Bond if it is awarded the contract for the Work. The successful Bidder may substitute securities for any monies withheld by the District to ensure performance under the Contract, in accordance with the provisions of section 22300 of the Public Contract Code.

The successful Bidder shall comply with all requirements of Division 2, Part 7, Chapter 1, of the Labor Code and Title 8 of the California Code of Regulations. For all work performed pursuant to this Contract, the Contractor and all subcontractors shall pay all workers not less than the general prevailing rate of per diem wages and for holiday and overtime work as determined by the Director of the Department of Industrial Relations, State of California, (“DIR”) for the type of work performed and the locality in which the work is to be performed within the boundaries of the District, pursuant to sections 1770 et seq. of the California Labor Code. Prevailing wage rates are also available from the District or the DIR website at: http://www.dir.ca.gov. This Project is subject to labor compliance monitoring and enforcement by the DIR.

The Board reserves the right to reject any and all bids and/or waive any irregularity in any bid received. Unless otherwise required by law, no bidder may withdraw its bid for ninety (90) days after the date of the bid opening.
 
To view full document, click below.
Addendum No. 3 Questions & Answers No. 3 POTRERO PARKING LOT BID NO. 2024-5 BID PACKAGE PROJECT #2024-25-2
 
July 11, 2024
 
Is there a size the 10 parking bollards need to be with a footing depth?
Answer: Yes, a 4-inch schedule 40 steel pipe-filled concrete with a dome concrete cap. Length of pipe 7 ft. 42 inches above grade with 42 inches below grade, with 12-inch diameter footing with 6 inches below pipe for a total of 48-inch footing.
Addendum No. 2 Questions & Answers No. 2 Attachment A POTRERO PARKING LOT BID NO. 2024-5 BID PACKAGE PROJECT #2024-25-2
 
July 9, 2024
 
1. Is a ramp needed for the walkway to building R?
Answer: Yes, a slope/ramp is needed for walkway by building R. The ramp does not need to be ADA approved.
 
2. What will the drainage be like?
Answer: Drainage should be directed towards the street and fields and should follow the natural slope of the lot.
 
3. When will the contract be provided?
Answer: The contract will be provided 1-2 days after the bid is awarded. A copy of the contract was included in the original bid packet.
 
4. Can we bid on this project if we did not attend the job walk?
Answer: Yes, a bid can still be submitted. The job walk was not mandatory.
 
Attachment A
FORMAL ADDITION TO SCOPE
Removal and haul away of approximately 10,600 square feet of existing asphalt 2”- 4” in depth. Pave approximately 17,200 square feet with 4” of asphalt. Stripe approximately 45 parking stalls and 2 new ADA stalls with coats of traffic paint. Furnish and install 20 new 4’ concrete wheel stops. Furnish and install 2 new ADA signs on existing fencing. Furnish and install 1 new ADA entrance sign on the existing fence. 10 Parking-bollards to be furnished and installed along Building R for building protection.
 
Please see below Attachment A for Addendum #2:
Attachment A
July 5, 2024

When is this work to be completed?
Answer: The Maintenance and Operations team requires this project to be completed by Friday, August 2, 2024.
RFP 2024-2: FOR EDUCATIONAL TRAVEL SERVICES
 
NOTICE IS HEREBY GIVEN that the El Monte City School District (“District”) is requesting proposals from firms (“Respondents”) to provide professional educational travel services to Washington, D.C., and Sacramento, CA.
The Request For Proposals (“RFP”), which includes instructions for its completion, is enclosed. Respondents to this RFP shall submit a proposal containing all the requisite information (“RFP Packet”). Respondents should email one (1) electronic copy of their RFP Packet to [email protected]
 
Attn: Purchasing Department
EL MONTE CITY SCHOOL DISTRICT
3540 N LEXINGTON AVE
El Monte, CA 91731
 
All responses are due by 4:00 p.m., on June 26th, 2024.
 
Any RFP Packet that is submitted after the deadline shall be nonresponsive and returned to the bidder. Each Respondent is solely responsible for timely submission of its RFP Packet; the District is not responsible for any technological issues affecting a Respondent’s ability to timely submit its RFP Packet or portion thereof. Each submittal must conform and be responsive to the requirements set forth in this RFP.
 
If you have questions regarding this RFP, please email at [email protected] before 5:00 p.m., on Wednesday, June 14, 2024. Questions and answers will be posted on the District’s website by Wednesday, June 19, 2024 at 4:00 p.m.

RFP 2023-2: Student Information System (SIS)

El Monte City School District (“District”) is soliciting proposals for a comprehensive, fully integrated SIS that not only meets the requirements set forth in this Request for Proposals (“RFP”), but is also flexible and scalable in order to meet its future business and technology needs. The RFP, which includes instructions for its completion, is enclosed for your consideration. Respondents to this RFP shall submit a completed Proposal (collectively “RFP Packet”).

The District will only receive RFP Packets submitted electronically. RFP Packets must be submitted on or by 10 A.M. ON MONDAY, APRIL 17, 2023 only at the following email address [email protected]
 
Any RFP Packet that is submitted after this time shall be nonresponsive and returned to the bidder. Each respondent is solely responsible for timely submission of its RFP Packet; the District is not responsible for any technological issues in a respondent’s ability to timely submit its RFP Packet or portion thereof.

An information meeting will be conducted on MONDAY, APRIL 3, 2023, at 2 P.M. The meeting will be held virtually:
 
Google Meet joining info
Or dial: ‪(US) +1 413-893-3377 PIN: ‪501 977 327#
 
Questions regarding this RFP may be directed to [email protected] and must be submitted on or by 12 P.M. ON WEDNESDAY, APRIL 5, 2023.
 
Addendum No. 1
Questions & Answers
RFP 2023-2: Student Information System (SIS)
 
 
April 12, 2023

Vendor demonstrations are scheduled for April 28 (morning and afternoon) and May 1-3 (afternoon only) at the EMCSD Boardroom. The District will contact Respondents the week of April 17 to schedule their specific date and time slot for vendor demonstration/interview.

1. How many years of legacy data does the District want to convert to the new SIS, and from which systems?
Answer: The District is planning to transition data as far back to the start of any current or active student’s educational career with EMCSD. Therefore, the District would potentially convert up to ten years of historical data for some of its upper grade middle school students since the District services students from Head Start to 8th grade.
 
2. How many unique standards-based or elementary report cards does the District use or plan to use? In other words, how many grades require a unique report card and in how many languages?
Answer: Every report card is unique by grade level although the template remains the same mostly. The District’s middle school report card looks materially different from the elementary report card. The District does have a unique report card for each of its Dual Language programs (Spanish and Mandarin) although the template is somewhat similar to that of the other report card templates in use. The District serves a diverse population and would want the language of the report card to be consistent with the parents preferred home language.
 
3. How many third-party applications (library, food service point-of-sale, etc.) will the district want to integrate with the new SIS?
Answer: The District does have a need to integrate its SIS with third party applications including but not limited to: Clever (Benchmark, ST Math, iReady, etc.), SeeSaw, Google Classroom, Food Services (Titan) point of sale system, ParentSquare, Catapult emergency management system, SEIS, CALPADS, RaaWee attendance system, Destiny Library, Illuminate DnA EduClimber, OneRoster (HMH and Pearson online curriculum), and Paradigm Healthcare SMAA/LEA data.
 
4. Does the District use an LMS to be integrated with the new system (pushing grades to the SIS gradebook) and if so, which one?
Answer: The District does not have a formal LMS in place. The District utilizes Google Classroom.
 
5. Is the District interested in Waitlist or Lottery functionality with online registration?
Answer: Yes.
 
6. The RFP includes requirements for a Special Education solution. Will the District confirm a solution to create and track IEP information is part of the scope?
Answer: The District is open to streamlining its systems should the opportunity present itself with the implementation of a new SIS application that allows for the retirement of existing third party systems.
 
7. The RFP also includes requirements for an Assessment platform. Will the District confirm a solution to create and administer assessments is in the scope? If so, is the District looking for online assessments only or also paper/pencil assessments?
Answer: The District is open to streamlining its systems should the opportunity present itself with the implementation of a new SIS application that allows for the retirement of existing third party systems.
 
8. The RFP doesn’t mention hosting. Is the District planning to self-host, or to migrate to cloud hosting? If interested in cloud hosting, would the District require back-end access to the data? How many environments would the District require in a cloud-hosted solution—Production and Training only, or is an additional Test environment desired?
Answer: Up until 2020, the District self-hosted the ASPEN SIS locally. In 2020, the District transitioned to cloud hosting by the SIS vendor. The District would be open to either option after reviewing the cost implications of each option. A production and training and/or test environment would be desirable to the District.
 
9. What software is the District currently using for Special Programs? Are you interested in replacing that solution?
Answer: The District is open to streamlining its systems should the opportunity present itself with the implementation of a new SIS application that allows for the retirement of existing third party systems.
 
 
11. Is the district looking to integrate for special ed, or replace SEIS?
Answer: The District is open to streamlining its systems should the opportunity present itself with the implementation of a new SIS application that allows for the retirement of existing third party systems.
 
12. ELL, what is the district using to manage ELL, is the district looking to replace?
Answer: The District is open to streamlining its systems should the opportunity present itself with the implementation of a new SIS application that allows for the retirement of existing third party systems.
 
13. Is vendor financial stability a consideration?
Answer: See page 17 of the RFP for the proposal evaluation metrics. Two of the metrics are: Ability to meet functional requirements and Vendor capability and experience. A vendor’s financial stability may be taken into consideration to the extent that it may impact the above two metrics.
 
14. How is the price point weighted in comparison to implementation, function or features
Answer: See page 17 of the RFP for the proposal evaluation metrics.
 
15. Does the district expect that any functionality that vendors include in their RFP response be included in their price proposal?
Answer: Yes.
 
16. How many years of data will be migrated to the new solution?
Answer: The District is planning to transition data going back as far back to the start of any current or active student’s educational career with EMCSD. Therefore, the District would potentially convert up to ten years of historical data for some of its upper grade middle school students since the District services students from Head Start to 8th grade.
 
17. Are electronic signatures on RFP forms acceptable?
Answer: Yes.
RFP 2023-3: Special Inspection Consultant (In-Plant Modular)
NOTICE IS HEREBY GIVEN that the El Monte City School District (“District”) is requesting qualified persons, firms, partnerships, associations, or professional organizations to provide special in-plant inspection and testing services for the District’s Cortada Modular Project (“Project”). Respondents to this Request for Proposals (“RFP”) should mail or deliver one (1) electronic (PDF) copy via email of their Statement of Qualifications (“SOQ”), and a copy of their proposal (“Proposal”) as further described herein, to: 
 
Attn: Purchasing Dept.
EL MONTE CITY SCHOOL DISTRICT
3540 N LEXINGTON AVE
EL MONTE, CA 91731
 
ALL RESPONSES ARE DUE VIA EMAIL TO [email protected] BY 2:00 P.M., ON May 24, 2023. Any Proposal or SOQ received after that date and time will not be accepted and will be returned unopened. Subject line: “RFP 2023-3 Statement of Qualifications and Proposal for Special Inspectionand Testing Services.” Late submittals will not be accepted or considered. Each submittal must conform and be responsive to the requirements set forth in this RFP. District reserves the right to waive any informalities or irregularities in received submittals. Further, District reserves the right to reject any and all submittals and to negotiate contract terms with one or more respondent firms for one or more of the work items. District retains the sole discretion to determine issues of compliance and to determine whether a respondent is responsive, responsible, and qualified. If you have any questions regarding this RFP please email Matthew Law at [email protected] before 5:00 pm on May 19, 2023. Questions must be submitted in writing and answers will be posted on the District website by 4:30 pm. on May 22, 2023.
 
See full PDF of RFP 2023-3 below
The District is extending the RFP 2023-3 the Response Schedule “Deadline for All Submissions”, “Firm Interviews”, and “Selection Notification” dates.
RFP 2023-4: Laboratory, Materials Testing, and Special Inspection Services (Lab Of  Record) 
NOTICE IS HEREBY GIVEN that the El Monte City School District (“District”) is requesting qualified persons, firms, partnerships, corporations, associations, or professional organizations to provide laboratory testing and inspection services to the District for its Cortada School Modular Project (“Project”). The Request for Proposals (“RFP”), which includes instructions for its completion, is enclosed for your consideration. Respondents to this RFP should email one (1) electronic copy of their Statement of Qualifications (“SOQ”) and a copy of their Proposal labeled Cortada Modular Project Lab of Record Proposal to [email protected] , as further described herein, to:
 
Attn: Purchasing
EL MONTE CITY SCHOOL DISTRICT
3540 N LEXINGTON AVE
EL MONTE, CA 91731
 
ALL RESPONSES ARE DUE BY 2:00 P.M. ON June 23, 2023 to the Purchasing Department email at [email protected]. Any SOQ or Proposal received after that date and time will not be accepted and will be  returned unopened. Each Proposal must conform and be responsive to the requirements set forth in this RFP. The District reserves the right to waive any informalities or irregularities in received submittals. Further, the District reserves the right to reject any and all submittals and to negotiate contract terms with one or more respondent firms for one or more of the work items. The District retains the sole discretion to determine issues of compliance and to determine whether a respondent is responsive, responsible, and qualified. If you have any questions regarding this RFP please email [email protected] before 4:00 p.m. on June 16, 2023. Answers will be posted on the District website by 4:30 p.m. on June 20, 2023.
 
See full PDF of RFP 2023-4 below
EL MONTE CITY SCHOOL DISTRICT
REQUEST FOR PROPSAL (RFP) 2023-4 Addendum No. 1
Update to Attachment A: Fixed Attachment Links
 
Attachment A
PROJECT DOCUMENTATION
 
Addendum No. 2
Questions & Answers
Laboratory, Materials Testing, and Special Inspection Services
(Lab of Record)
June 20, 2023
 
1. Will there be any out of state inspections for the Modular Glued Laminated Structure and Shade Structures? Please provide locations? 
Answer: No
 
2. Will ln-Plant inspection be located at American Modular Systems, Inc. (333 Carnegie Ct, Manteca, CA 95337)?
Answer: Yes
 
3. Please confirm/clarify the proposal submittal requirement: email one (1) electronic copy (RFP page 1); and Five (5) bound copies, one (1) unbound copy, and one (1) electronic copy (RFP page 5)?
Answer: Email 1 electronic copy to Purchasing Dept
 
4. Can Appendices be excluded from the 30 pages limit?
 Answer: Yes
       
5. Page 1 states that, “All Responses are due by 2:00 PM on June 23, 2023, to the Purchasing
Department Email at [email protected]. The RFP also states on page 5 that, “Five (5) bound copies, one (1) unbound copy, and one (1) electronic copy of the submittal shall be submitted. The unbound copy marked “Copy for Reproduction” shall not have divider sheets or tabs; shall have text printed on one side only (i.e. no back to back pages); shall remove pages with proprietary information; and shall contain a cover sheet listing the firm’s name, the total number of pages, and identification of those pages that were removed due to proprietary information.” Are we turning in any hard copies, or just an electronic version via email?
Answer:  Email 1 Electronic Copy to Purchasing.
 
6. Under Section 3, Firm Information, Page 6, the RFP asks for, “A fee schedule listing hourly rates for each staff category, including overtime rates, and listing all other charges to be billed under reimbursables.” The RFP also asks for the fee schedule under Section 7 – Project Team (page 9 of the RFP), and under Section 9 – Cost and Fee Summary (Page 10 of the RFP). Can you please clarify under which section you would like us to include the Fee Schedule?
Answer:  Please put this information under Section 9.
 
7. Under Section 8 – Proposed Methodology and Capabilities (Page 10), the RFP asks for, “Describe the firm’s technical capabilities for scheduling, budgeting, cost estimating review and reconciliation, document control, and public information websites. Provide recent examples of reports for each category. Describe the firm’s approach to and experience with energy management/conservation, integrated communications systems, “green buildings,” solar projects and evaluating technology infrastructure.” This appears to be boiler plate language from another RFP and not particularly applicable to the Laboratory of Record scope. Will this section be revised?
Answer:  Section 8 - Not applicable to this RFP.
 
8. Section 10 – Appendices: Does the appendices count against the 30 page RFP limit? Is there a form for the Conflict of Interest Certification, or are you just looking for a general statement?
Answer:  No; The District will provide.  
 
9.  Throughout the RFP, an electronic submittal as well as a hard copy submittal is mentioned. Will the District accept an electronic submittal?
Answer:  Yes
 
10.  The Appendices section has a Conflict of Interest Certification listed, but there isn’t a corresponding form in the RFP. Will the District be releasing a Conflict of Interest Form?
Answer:  Yes
 
11.  The fee schedule is listed in multiple sections. Will the District allow us to only include the fee schedule in the Appendices?
Answer:  Yes
 
12.  In the Project Approach and Relevant Qualifications Section, the list of agencies is typically not applicable for LOR Services. Would the District consider removing that requirement?
Answer: It is not a strict requirement; but we request any relevant information you believe may help contribute to this project to be listed.
 
13.   In the Relevant Project Experience and References Section, some of the required information is more design based. Would the District consider revising the project experience requirements?
Answer: It is not a strict requirement; but we request any relevant information you believe may help contribute to this project to be listed.  
 
14.  Would the District accept resume references for key personnel only?
Answer:  Yes
RFP 2023-7 Educational Travel Services
RFP 2023-7 Educational Travel Services
 
NOTICE IS HEREBY GIVEN that the El Monte City School District (“District”) is requesting proposals from firms (“Respondents”) to provide professional educational travel services to Washington, D.C., and Sacramento, CA.
 
The Request For Proposals (“RFP”), which includes instructions for its completion, is enclosed. Respondents to this RFP shall submit a proposal containing all the requisite information (“RFP Packet”). Respondents should email one (1) electronic copy of their RFP Packet to [email protected] 
 
Attn: Purchasing Dept.
EL MONTE CITY SCHOOL DISTRICT
3540 N LEXINGTON AVE
El Monte, CA 91731
All responses are due by 4:00 p.m. on November 29th, 2023.
 
Any RFP Packet that is submitted after the deadline shall be nonresponsive and returned to the bidder. Each Respondent is solely responsible for the timely submission of its RFP Packet; the District is not responsible for any technological issues affecting a Respondent’s ability to timely submit its RFP Packet or portion thereof. Each submittal must conform and be responsive to the requirements set forth in this RFP.
 
If you have questions regarding this RFP, please email at [email protected] before 5:00 p.m., on Friday, November 17, 2023. Questions and answers will be posted on the District’s website by Monday, November 27th, 2023 at 4:00 p.m. Please see full RFP 2023-7 in the PDF below.