ST. LOUIS COUNTY REQUEST FOR PROPOSAL (RFP) ADULT CPR / FIRST AID TRAINING SEPTEMBER 2013
ST. LOUIS COUNTY REQUEST FOR PROPOSAL ADULT CPR / FIRST AID TRAINING
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TABLE OF CONTENTS: Purpose................................................................................................................................................... page 1 Objective ......................................................................................................................................................... 1 Existing environment ....................................................................................................................................... 1 Scope of work .................................................................................................................................................. 1 Fee Proposal .................................................................................................................................................... 3 Trainer Qualifications ...................................................................................................................................... 3 Request for Proposal Availability..................................................................................................................... 3 Inquiries ........................................................................................................................................................... 3 Proposal Submission........................................................................................................................................ 4 Selection Criteria ............................................................................................................................................. 4 Selection Process ............................................................................................................................................. 4 Projected Timetable ........................................................................................................................................ 4 Method of Source Selection ............................................................................................................................ 4 Legal / Contract Issues ..................................................................................................................................... 5 PURPOSE: St. Louis County (henceforth “the County”) invites qualified individuals, firms, partnerships and corporations, having specific experience in providing adult CPR / first aid training (henceforth “Trainer”) to submit proposals to perform training for its employees. OBJECTIVE: The County wishes to identify a Trainer that will help it meet its objectives in providing high-quality, cost-effective Adult CPR / First Aid training for its employees effective January 1, 2014. The ideal Trainer relationship will meet the following needs: • Superior customer service to the County employees utilizing the program; • Proactive, responsive and consultative account management; and, • Reliable, meaningful data from which to make decisions regarding training services. The County plans to enter into a one year contract with two annual renewals with the selected Trainer to provide adult CPR / first aid training for its employees. The Trainer’s compensation is to be computed on a fee per participant basis. Exact billing arrangements will be developed with the County and the selected Trainer. EXISTING ENVIRONMENT: The County currently employs a total of 4227 employees, 2790 in the civil service system, 354 non-merit and 1083 in the Police Department. The Trainer will provide adult CPR / first aid training to civil service system employees. Employees work at many different locations throughout the County. In 2011 and 2012, approximately 60 employees attended similar training. Demand has exceeded supply, so an increase in trainees is possible. SCOPE OF WORK: The selected Trainer will be expected to provide the services and meet the conditions and standards listed below. Please indicate acceptance of these required services, standards and conditions by completing the table below. A “yes” response indicates acknowledgement that these services, standards and conditions will be incorporated as worded into the final contract between the Trainer and the County . If deviations are required, provide a brief explanation of the deviation. If acceptable to the County , the modified service, standard or condition will be incorporated into the final contract.
ST. LOUIS COUNTY REQUEST FOR PROPOSAL ADULT CPR / FIRST AID TRAINING
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If the response is “no”, provide a brief explanation of the deviation. If acceptable to the County , this item(s) will not be incorporated into the final contract. Required Service, Standard or Condition
Agree
Explanation
Trainer will provide certified instructors that meet instructional, practice and testing standards of the American Safety and Health Institute, American Heart Association, or the American Red Cross, or equivalent. Trainer will provide training to participants which results in certification in First Aid or CPR Training by the American Safety and Health Institute, American Heart Association, or the American Red Cross, or equivalent. Trainer will provide training materials, including DVDs / videos, participant workbooks, and practice mannequins. Trainer will deliver training on-site at a County location. Trainer will provide required instructor / learner ratios. Trainer will accommodate shift workers outside normal business hours. Trainer will provide training in full compliance with ADA, including providing interpreters for participants who are deaf and / or hard of hearing, if necessary. Trainer will provide proactive account management to assist in ongoing efforts to improve the value of training services. Trainer will provide three references including contact information.* The proposed effective date is January 1, 2014. Fees quoted assume Trainer will be responsible for all Adult CPR / First Aid training services incurred on or after January 1, 2014 for civil service system employees. Fees for contract renewal for optional years two and three must conform to fees provided Request for Proposal response. * The County reserves the right to contact references to determine if training programs began on schedule; if Trainer was able to resolve problems in a timely manner and to customer’s satisfaction; if Trainer responded to a training request within 48 business hours; if scope of training curriculum met participants’ needs and requirements of American Safety and Health Institute, American Heart Association, or the American Red Cross, or equivalent.
ST. LOUIS COUNTY REQUEST FOR PROPOSAL ADULT CPR / FIRST AID TRAINING
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FEE PROPOSAL: Please complete the following: Category
Year One 1/1/14 - 12/31/14
Optional Year Three 1/1/15 – 12/31/15
Optional Year Three 1/1/16 – 12/31/16
Fee Per Participant for Adult CPR only Fee Per Participant for Adult CPR and First Aid Describe costs for additional services not included in the “Fee Proposal” table.
Describe any caveats or assumptions associated with fees not elsewhere described.
TRAINER QUALIFICATIONS: Indicate the minimum qualifications of each person to provide training.
REQUEST FOR PROPOSAL AVAILABILITY: Copies of this RFP will be available via email, postal mail, fax, the County website (www.stlouisco.com) or pick up at our Personnel office (located at 41 S. Central Avenue, 7th Floor, St. Louis, MO, 63105) between September 3, 2013 and September 30, 2013. Hard copies may be obtained each day during regular business hours. INQUIRIES: All inquiries concerning this RFP shall be directed in writing to: Kathy Eller, Manager, Human Resources St. Louis County Government th 41 S. Central Ave, 7 Floor St. Louis, MO 63105 Fax: (314) 615-7703 Email:
[email protected]
ST. LOUIS COUNTY REQUEST FOR PROPOSAL ADULT CPR / FIRST AID TRAINING
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PROPOSAL SUBMISSION: Proposals must include signature by a duly authorized officer of the organization and must be received by 5:00PM on September 30, 2013. Proposals received by the County become the property of the County and shall remain valid for sixty (60) days following the date of submittal. Proposals may be submitted electronically to the County at
[email protected] or hard copies may be mailed to: Kathy Eller, Manager, Human Resources St. Louis County Government th 41 S. Central Ave, 7 Floor St. Louis, MO 63105 Fax: (314) 615-7703 Email:
[email protected] If your organization does not wish to respond to this request, please provide notification of your intent to decline by September 30, 2013. SELECTION CRITERIA Key criteria for selecting a Trainer include: Response to Required Services, Standards or Conditions Fee Proposal Trainer Qualifications
35% 25% 40%
This Request for Proposal assesses potential Trainer’s ability to provide described criteria. Other criteria may be assessed through a detailed finalist evaluation. SELECTION PROCESS If necessary, following evaluation of the written proposals, the County will hold pre-proposal conferences with selected Trainers determined to have a reasonable chance of being selected for award based on the evaluation factors specified in this RFP. If necessary, these interviews are projected to take place between the weeks of October 7, 2013 and October 18, 2013. If necessary, the County will prepare and distribute an RFP amendment/addendum to all potential Trainers who received a copy of the RFP. The amendment will include a listing of each questions received and the County’s response. Kathy Eller, Manager, Human Resources, is the only individual authorized to represent the County during the selection process. Proposals will be evaluated based on criteria outlined in this RFP, interviews, and reference checks. An agreement will be negotiated with the Trainer whose qualifications would be most advantageous to the County, all factors considered. If an agreement cannot be reached with the top ranked Trainer, the County will then negotiate with the second ranked Trainer. PROJECTED TIMETABLE: The County budget cycle operates on a calendar year basis. Budget recommendations are made to the County Council on November 1. The release date for the RFP is September 3, 2013 with responses due on September 30, 2013. Please reference the table below for key dates. September 3, 2013 September 30, 2013 October 7, 2013 October 18, 2013 January 1, 2014
Distribute Request for Proposal Response Deadline Finalist meetings, if necessary Selection complete, negotiate contract, submit legislation to County Council Contract effective
METHOD OF SOURCE SELECTION The St. Louis County Council authorizes the St. Louis County Executive to enter into a contract with the selected Trainer, approving the award decision of the individual authorized to represent the County during the selection process.
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LEGAL / CONTRACT ISSUES: 1. Termination – The County may immediately terminate the Agreement by providing written notice to Trainer upon any of the following: a. The Trainer fails to adhere to any requirement of the Agreement after being provided written notice of such failure and such failure has not been cured with fifteen (15) days of receiving the notice b. The County determines in good faith that the health and welfare of its Members are in any manner disadvantaged by continuation of the agreement. The County will provide written notice to the Trainer specifying the pertinent facts and circumstances for the termination. Upon the first anniversary date of the Agreement, either the County or the Trainer may terminate the Agreement upon providing not less than sixty (60) days advance written notice to the non-terminating party. Except for an immediate termination, a termination for any other reason will be effective on the first day of the calendar month following the sixty (60) day notice period unless both parties agree in writing to an alternative termination date. The final Agreement shall automatically terminate without further obligation of the parties, except for payment by the County for all services rendered as of the date of the termination. 2.
Diversity in Contracting - The County strongly encourages minority-owned and women-owned businesses to participate as Trainers and suppliers in response to this RFP. The Trainer shall take affirmative action to insure that applicants are employed without regard to race, religion, color, sex, gender identity, age, national origin, handicap or familial status. The Trainer shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, gender orientation, age, national origin, handicap or familial status. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer, rates of pay or other forms of compensation, and selection for training. In the event the Trainer does not comply with the provisions of this paragraph, the contract may be terminated or suspended in whole or in part and the Trainer may be declared ineligible for further County contracts.
3.
Public Record - All proposals submitted become public record and may be reviewed by anyone requesting to do so after award has been made.
4.
Proposal Rejection - The County reserves the right to reject any and all proposals.
5.
Expenses - The selected Trainer will be required to assume responsibility for all services offered in the proposal, whether or not directly performed by the Trainer. The County is not liable for any cost incurred by the proposer prior to issuing a contract.
6.
News Releases - News releases pertaining to this RFP, other services or the project to which it relates, will not be made without the prior approval by, and then only in coordination with, the County Executive.
7.
Legal Requirements - Any contract ensuing from this RFP will be subject to all State of Missouri and County guidelines and regulations.
8.
Legal Relationship - The relationship of the Trainer to the County shall be that of an independent contractor and no principal-agent or employer-employee relationship is created by this agreement. The Trainer shall not contract any work under this agreement without written approval of the County.
9.
The Trainer warrants that no agreement has been made with any person or agency to solicit or secure this contract upon an understanding for a gratuity, percentage, brokerage, or contingent fee in any form to any person excepting bona fide employees of the Trainer or bona fide established commercial or sales agencies. For breach of this warranty, the County may, by written notice, terminate the right of the Trainer to proceed under this contract and shall be entitled to pursue the same remedies against the Trainer as they could pursue in the event of a breach of this contract. As a penalty in addition to any other damages to which they may be entitled to by law, the County may recover exemplary damages in an amount to be determined by the County, which amount shall not be less than three nor more than ten times the amount the Trainer paid or agreed to pay as
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such gratuity, commission, percentage, brokerage, or contingent fee. The rights or remedies of County as provided in this Paragraph shall not be exclusive and are in addition to any other rights as provided by law. 10. To preserve the integrity of County employees, board members, and elected officials and to maintain public confidence in the RFP process, the County prohibits the solicitation or acceptance of anything of value by a County employee, board member or elected official from any person seeking to initiate or maintain a business relationship with County departments, boards, and commissions. The Trainer shall not pay any salaries, commissions, fees or make any payments or rebates to any employee, board member or elected official of the County or their designees. It is the Trainer’s responsibility to include their proposal a notification to the County of any principals in the company, their spouse or children who are employed by the County, and of any other possible conflict of interest that exists and the nature of that conflict. The County reserves the right to disqualify any Trainer or cancel the contract award if any association disclosed to the County could either give the appearance of a conflict or cause the objectivity of the work to be performed by the Trainer. The County’s determination regarding any questions of conflict of interest shall be final. 11. The Trainer agrees not to subcontract any of the work required by this Agreement without the written permission of the Director of Administration, St. Louis County. The Trainer agrees to be responsible for the accuracy and timeliness of the work submitted in the fulfillment of its responsibility under this Agreement. 12. The Trainer agrees not to assign, transfer, convey, sublet, or otherwise dispose of this agreement without the previous consent and written approval of the County. 13. The final agreement may be changed only upon the written agreement of the Director of Administration, St. Louis County, and the Trainer. 14. Cancellation - If services cannot be provided as requested, the County may obtain services with another Trainer without being in breach of contract. Cancellation of contract must be given in writing seven calendar days prior to termination date. 15. Indemnification - The Trainer does hereby agree at all times hereafter to defend, indemnify and save harmless the County, its elected and appointed officials and employees, against all liability, loss, damages, costs or expenses which the County may, hereinafter, sustain, incur or be required to pay by reason of any personal injury, death, property loss or damage sustained and suffered by any person because of the intentional or negligent acts or omissions of the Trainer, its officers, employees, or representatives while performing under the terms of this contract. However, the provisions of this paragraph shall not apply to liabilities, losses, charges, costs or expenses caused by or resulting from the intentional or negligent acts or omissions of the County, or any of the officers, employees, or representatives thereof. 16. Insurance - The Trainer’s insurance shall be primary as respects the County. Any other insurance maintained by the County shall be excess and not contributing insurance with the Trainer’s insurance. The following are the insurance requirements that will be included in the contract executed based on this RFP. MINIMUM LIMITS OF INSURANCE Trainer shall maintain limits no less than: a. General Liability: Not less than $1,000,000 per occurrence for Bodily Injury, Personal Injury, and Property Damage (including discrimination, fair housing, ADA violations, and sexual harassment). If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the project/location or the general aggregate limit shall be twice the required occurrence limit. b. Workers’ Compensation (statutory) and Employer’s Liability: $1,000,000 per accident for Bodily Injury or Disease. c. Professional Errors and Omissions Liability: Not less than $1,000,000 per occurrence.
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NOTE: These limits can be attained by individual policies or by combining primary and umbrella policies. DEDUCTIBLES AND SELF-INSURED RETENTIONS Any deductibles or self-insured retentions must be declared to and approved by the County. At the option of the County, either: a. The insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the County, its officers, officials, employees, and volunteers, or b. The Trainer shall provide a financial guarantee satisfactory to the County guaranteeing payment of losses and related investigations, claim administration, and defense expenses. OTHER INSURANCE PROVISIONS The General Liability policy is to contain, or be endorsed to contain, the following provisions: a. The County, its officers, officials, employees, and volunteers are to be covered as additional insured with respect to liability on behalf of the Trainer including materials, parts, or equipment furnished in connection with such work or operations and with respect to liability arising out of work or operations performed by the Trainer; or arising out of automobiles owned, leased, hired, or borrowed by or on behalf of the Trainer. b. For any claims related to this contract, the Trainer’s insurance coverage shall be primary insurance as respects the County, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the County, its officers, officials, employees, or volunteers shall be excess of the Trainer’s insurance. c. Each insurance policy required by these specifications shall be endorsed to state that coverage shall not be cancelled or materially changed, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the County. d. Maintenance of the proper insurance for the duration of the contract is a material element of the contract. Material changes in the required coverage or cancellation of the coverage shall constitute a material breach of the contract by the Trainer.
