Transportation for three- to five-year-old children for Mid-Delta’s Head Start Program

Location:	Arkansas
Posted:	Nov 6, 2024
Due:	Nov 15, 2024
Agency:	Arkansas Democrat-Gazette
Type of Government:	State & Local
Category:	28 - Engines, Turbines, and Components V - Transportation, Travel and Relocation Services
Publication URL:	To access bid details, please log in.

Mid-Delta Community
Services, Inc. (Agency)
Doing Business As (DBA)
Mid-Delta Head Start
PURPOSE: Proposals are requested from fiscally sound vendors for the purchase of school bus type or Allowable Alternative Vehicles to provide transportation for three- to five-year-old children for Mid-Delta’s Head Start Program.
SYSTEM DESCRIPTION: Mid-Delta’s Head Start Program is a pre-school developmental program that provides early education for three- to five-year-old children. Our five (5) facilities are in Phillips, Monroe, and Prairie Counties of Arkansas. Activities include a pre-school education curriculum, parent involvement, social services, health, and dental screenings, mental health services, developmentally disabled services, family counseling, and volunteer opportunities.
Head Start Program profile for the fiscal year January 2025 to May 2025 is as follows: Number Service Vehicles: 9
Number Operational Days: 180
At present, the Head Start Program is offered Monday - Friday from 7:30 a.m. to 3:30 p.m.
Mid-Delta’s Head Start facilities are in three (3) Arkansas counties covering 2,024 square miles. These counties include Phillips, Monroe, and Prairie Counties.
SPONSORING AGENCY DESCRIPTION: Mid-Delta Community Services, Inc. is a private, non- profit agency organized under the Internal Revenue Service (IRS) 501(c)(3) code. In addition to Head Start, the Agency provides public transportation, Senior Center Services, Home Delivered Meals, and more.
SERVICE AREA: Mid-Delta is primarily Mississippi River Delta with a high incidence of transportation disadvantaged citizens because of socio-economic conditions such as poverty, illiteracy, lack of job opportunities, high rates of disabilities, functional impairments, and generally poor health status. As a result, Mid-Delta has continuously experienced phenomenal growth-a trend that makes it mandatory for Mid-Delta to seek more efficient, cost effective, and productive methods of providing transportation services.
NEED: In a recent review of the program, it is determined that school bus type or allowable alternative vehicles are needed to promote:
1) Greater safety
2) Reduce accidents
3) Improved service quality
4) Easier accessibility
5) Improved safe operations, and performance
While Mid-Delta has identified specific vehicle specifications that must be met, vendors have the latitude and are encouraged to propose additional features to enhance Mid-Delta’s capability of accomplishing the five (5) above-stated objectives.
Potential vendors must submit sealed bids to:
Mid-Delta Community Services, Inc. dba Mid-Delta Head Start
P.O. Box 745
Helena-West Helena, AR 72342
Sealed bids must be received by November 15,2024, at noon. All bids will be opened publicly and recorded at that time. The sealed envelope must have the company name, address, the company representative’s name and contact information as well as “School Bus or Allowable Alternative Vehicle Bid” in bold. Each sealed bid will be received, initialed, and date stamped with the time received noted by the date on the outer envelope. Any sealed bid received after the date and time specified above will be rejected as non-responsive. Non-responsive bids received after the deadline will be returned to the bidder unopened. The Mid-Delta representative will publicly open the bids in the order received. As each bid is opened, the representative will state the potential vendor’s name, the product being offered, and the bid amount. The bids will be recorded in the order of receipt. The bid log will contain the company name, company representative’s name, and the bid amount.
A. SUMMARY:
The scope of this project includes:
1. Purchase nine (9) school bus type or allowable alternative vehicles that meet the Federal Motor Vehicle Safety Standards.
2. Vehicles will be utilized in the Head Start Program for the transportation of three- to five- year-old children.
B. DETAILS:
1. Vehicles. The vehicles Mid-Delta selects must have the following specifications and features:
•        Vehicles must meet Federal Motor Vehicle Safety Standards,
•        Reflective devices and associated equipment,
•        11-15 Passenger vehicle, includes driver,
•        Each seat equipped for height-and weight appropriate child restraint systems,
•        Altro flooring,
•        Reverse beeper,
•        Back up cameras,
•        Angeltrax Camera System for viewing inside and entrance of vehicle with audio sound,
•        Center aisle, driver door, hand lever control passenger door and rear emergency exit door,
•        Color – White,
•        Heat and air conditioning,
•        Fabric seats.
ADDITIONAL INFORMATION:
Mid-Delta reserves the right to:
•        Reject any and all bids in whole or in part if deemed to be in the best interest of the Agency.
•        Negotiate with one or more bidders at the same time.
•        Accept the bid considered to be the best overall offer without total regard for lowest bid (best value for the price).
•        Reject any bid that is materially noncompliant with this RFP.
•        Accept any bid that is materially compliant but contains minor inconsistencies such as misspelled words. (Cost/Business Proposals are not subject to this provision.)
Mid-Delta encourages open and free competition. Disadvantaged businesses certified by the Arkansas Department of Transportation (ARDOT) to provide the goods and services described in this Request for Proposals are especially encouraged to compete for the award of this contract.
Mid-Delta will award this contract to a responsible bidder based on the Company’s integrity, compliance with public policy, record of past performance, and financial and technical resources.
CODE OF CONDUCT/CONFLICT OF INTEREST:
Mid-Delta Community Services’ Officers, Directors, Agents, and Employees follow a strict code of conduct and avoid conflicts of interest in all aspects of contract award. The Agency encourages open competition to secure the business of a third party to obtain the most favorable price, quality, and service for the School Bus Type or Allowable Alternative Vehicles.
Financial Interests/Family Relationships. Further, all Officers, Directors, Agents, and Employees are prohibited from performing any work-related duties on a specific project such as the purchase of these vehicles if there is a conflict of interest including but not limited to having a financial interest in or family relationship with a prospective vendor.
Gratuities/Favors. All Officers, Directors, Agents, and Employees of the Agency do not accept gratuities, favors, or anything of monetary value from potential vendors, nor should any potential vendor offer a gratuity, favor, or anything of monetary value to representatives of the Agency.
Company/Agency Interaction. From the date the RFP is issued to the date and time bids are to be opened, there will be no contact between any potential vendor and representatives of Mid-Delta except for the purposes of requesting and sending the RFP as specified in Questions/Clarifications Regarding this RFP.
PROTESTS:
Pre-Bid Opening. Any company may submit a written bid protest to the Agency by November 15, 2024, at 5 p.m. (three (3) working days prior to bid opening) if the company believes the Agency has violated its own bid process rules, has an unresolved conflict of interest, or fails to review and respond to a properly submitted bid protest.
Written Negative Ruling. In addition, a company may submit a written protest within 10 days of receiving a written negative ruling from the Agency.
All pre-bid opening and written negative ruling protests must be submitted on company letterhead, signed by an authorized company representative, and sent to:
Bobbie Salter, Executive Director Mid-Delta Community Services, Inc.
P.O. Box 745
610 South Biscoe Street Helena, AR 72342
The protest must include the reference “Mid-Delta RFP 2024-1—School Bus Type or Allowable Alternative Vehicle,” a statement summarizing the complaint, and evidence supporting the complaint. Mid-Delta will respond in writing to the complaint within five (5) working days from the date the protest is received.
The protesting company has 10 days to appeal Mid-Delta’s negative written ruling. The appeal must be submitted on the company’s letterhead to Mid-Delta’s Executive Director at the address shown above. Within five working days, the Executive Director or her representative will forward all relevant materials to the Head Start ELCK for review and decision in accord with Head Start ELCK’s established policies and procedures.
Finally, if the protest relates to a possible federal law violation, the ruling issued by Head Start ELCK may be appealed by either the Company or the Agency. At the time Head Start ELCK issues its official ruling, instructions for further appeal will be provided to all parties by Head Start ELCK, if applicable.
Reconsideration may be requested by the Agency, or the Company based on errors of law or new information.
QUESTIONS/CLARIFICATIONS REGARDING THIS RFP:
In lieu of a Bidders’ Conference, the Agency will respond in writing to all potential bidders’ questions regarding this RFP received by e-mail, fax, or other appropriate means by close of business on November 15, 2024. (The Agency is not responsible for electronic communication failures, the failure of transmissions by facsimile (fax), or the failure of a letter to arrive by the stated deadline for questions.)
Send questions as follows:
By E-mail - mdcshs@m-dcs.com
By Fax - 1-870-338-3629
By U. S. Mail-
Mid-Delta dba Head Start
Mid-Delta Community Services, Inc.
P.O. Box 745
Helena, AR 72342
By Courier -
Mid-Delta dba Head Start
Mid-Delta Community Services, Inc. 610 Biscoe Street
Helena, AR 72342
A written response to all questions will be sent to every potential bidder who has requested an RFP by November 15, 2024.
CONTRACT TERMINATION:
Cause. The Agency may terminate the agreement for cause by notifying the other party in writing at least 10 working days prior to termination date. The termination letter must be on company letterhead, signed by an authorized representative, and include the date of the notice, the date of termination, the reason(s) or cause(s) for the termination. The termination notice should be sent by U.S. mail, with signed receipt requested, non-restricted delivery.
Convenience. The Agency or the successful bidder may terminate the agreement for convenience by giving the other party 10 working days written notice if either party experiences an unforeseen catastrophic event. Such events may include natural disasters, severe funding losses, product recalls, or similar adverse events. The agreement between the parties is to be made in good faith, and the termination for convenience used only in the most serious circumstances.
The notice must be on letterhead and be signed by an authorized representative. The official notification must include the date of the notice, contract termination date, and reason(s) for termination. The letter should be sent by U.S. mail, signed with return receipt requested, non- restricted delivery.
Mid-Delta Community Services, Inc. complies with all civil rights provisions of federal statues and related authorities that prohibit discrimination in programs and activities receiving federal financial assistance. Therefore, the Mid-Delta Community Services, Inc. does not discriminate on the basis of race, sex, color, age, national origin, religion or disability, in the admission, access to and treatment in the Mid-Delta Community Services, Inc. programs and activities, as well as the Mid- Delta Community Services, Inc. hiring or employment practices.
Complaints of alleged discrimination and inquiries regarding the Mid-Delta Services, Inc. nondiscrimination and inquiries regarding the Mid-Delta Community Services, Inc. nondiscrimination policies may be directed to: Dejuan Locke, Title VI Coordinator, dejuan@m- dcs.com , Mid-Delta Community Services, Inc. P.O. Box 745, Helena, AR 72342 (870) 338- 6406, By calling the Arkansas Relay Service at 1-800-285-1121 (Voice/TTY 711)
Free language assistance for Limited English Proficient individuals is available upon request.
This notice is available from the Title VI Coordinator in large print, on audiotape and in Braille.
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Post Date: 11/03 12:00 AM