RFP - Head Start Child Care Services

REQUEST FOR PROPOSAL (RFP)
Head Start Child Care Services
2026 - 2027
INSTRUCTIONS TO OFFERORS
Issuing Office
The issuing office of this Request for Proposal (RFP) is:
Toledo Public Schools
Procurement Department
1609 N. Summit St.
Toledo, Ohio 43604
Purpose of RFP
Toledo Public Schools (TPS) is soliciting proposals from qualified, licensed child care providers
to provide comprehensive Head Start preschool services for forty (40) Head Start-eligible
children ages three (3) through five (5) within the 43605 ZIP Code.
RFP Timetable
The anticipated schedule for this solicitation is as follows:
Milestone Date / Time
Release of RFP September 28, 2026
Deadline for Questions October 2, 2026
Response to Questions/Addenda Issued, if October 7, 2026
applicable
Proposal Submission Deadline October 19, 2026 at 2 pm
Proposal Review Period October 19 - 20, 2026
Pre-Award Site Walkthrough October 21 - 22, 2026
Site Walkthrough Review Period October 23, 2026
Final Evaluation October 23, 2026
Anticipated Award October 30, 2026
1

The District reserves the right to modify this schedule at its discretion. Any changes will be
issued via addendum.
Questions and Clarifications
Any questions concerning this RFP must be submitted in writing to procurement@tps.org no
later than the deadline identified in the RFP Timetable. Please include "Head Start Child Care
Services" in the subject line.
Responses to all questions will be issued via addendum and posted on the Toledo Public
Schools website at tps.org (Departments Business Division Public Bidding/Request for
Proposals).
It is the responsibility of the Offeror to review all addenda prior to submission. All addenda
issued shall be considered part of this solicitation and are binding upon submission of a proposal.
Required Proposal Submission Documents
The Offeror shall submit a complete Proposal containing all documents identified in the table
below. Failure to submit any required document may result in the Proposal being deemed non-
responsive.
Requested Information Required Document Submission
Category Requirement
Technical Proposal Technical Proposal / Response to Required
Addendum A - Scope of Work
Pricing Completed Cost Proposal Required
Lead Teacher Qualification Degree or transcript documenting the Required
qualifying education
Assistant Teacher CDA, qualifying state certificate or Required
Qualification documentation of enrollment in an
eligible program
Child Care Center License Copy of current Ohio child care center Required
license
Step Up To Quality Documentation of current Silver Rating Required
or higher
Insurance Certificate of Insurance Required
Federal / Program Addenda C through F, as applicable Required
2

Compliance Addendum G - Non-Collusion Affidavit Required
Contract Terms Addendum I - MSA Modifications Form, Conditional
if applicable
Addenda Addendum N - Addenda Required
Acknowledgement Form
Authorized Submission Addendum K - Proposal Certification & Required
Signature
Data Confidentiality Addendum L - TPS Partner or Contractor Awarded
Confidentiality and Nondisclosure Contractor Only -
Agreement Prior to
Data/System
Access
Other Any additional documents required by As stated in RFP
this RFP
Proposal Submission
Sealed proposals must be received in the Procurement Office no later than the submission
deadline identified in the RFP Timetable.
Two (2) copies of the proposal must be submitted and clearly marked "Head Start Child Care
Services" and addressed to:
Jolene Winston
Procurement Department
Toledo Public Schools
The Offeror is responsible for ensuring that its proposal is received prior to the stated deadline.
If the proposal is delivered by any method other than personal delivery, it shall be enclosed in a
separate envelope clearly marked:
"SEALED PROPOSAL ENCLOSED FOR TOLEDO PUBLIC SCHOOLS; DELIVER
IMMEDIATELY TO PROCUREMENT DEPARTMENT"
The face of the envelope shall also include the proposal due date and time.
The Offeror is responsible for ensuring that its proposal is delivered to the Procurement
Department prior to the stated deadline, regardless of the method of delivery.
Late Proposals
3

Late proposals will not be accepted.
Proposal Submission Requirements
The Offeror shall submit a complete proposal that addresses all requirements of this Request for
Proposal (RFP). At a minimum, the proposal shall include the following:
Completed Technical Proposal/Response to Scope of Work
Completed Cost Proposal/Pricing Submission
Proposal Certification and Signature
All required addenda, certifications and forms identified in this RFP
Documentation demonstrating compliance with the specifications and requirements of the
Scope of Work
Any licenses, permits, registrations or qualifications required by the Scope of Work or
applicable law
Any additional documentation specifically required by this RFP
Failure to submit all required information, forms or documentation may result in the proposal
being deemed non-responsive.
Technical Proposal Requirements
The Technical Proposal shall include the information required by this RFP and Addendum A -
Scope of Work. Unless otherwise stated in this RFP, the Technical Proposal should include, as
applicable:
Description of the Offeror's organization, experience, and qualifications relevant to the
Scope of Work
Proposed approach to providing the goods or services required by the Scope of Work
Description of the proposed staffing model, including lead teacher and teacher assistant
coverage, staff qualifications and the Offeror's approach to maintaining required staffing
throughout the program day.
Experience providing Head Start and/or Early Head Start services, including knowledge
of Head Start Program Performance Standards, monitoring, documentation and reporting
References from similar clients
Approach to licensing compliance, active supervision, health and safety, incident
reporting, enrollment and attendance monitoring, required reporting and corrective action
Approach to using ChildPlus and Teaching Strategies GOLD for required Head Start
documentation, assessment and reporting
Proposed annual program calendar demonstrating a minimum of 1,020 hours of planned
classroom operations over at least eight months during the December 1 through
November 30 contract period
Any additional technical information required by the Scope of Work
The Technical Proposal shall not include pricing information unless expressly permitted by this
RFP.
4

Technical Response Alignment
Offerors shall ensure that their Technical Proposal is organized in a manner that clearly
addresses the evaluation criteria outlined in this solicitation.
Responses must be sufficiently detailed and structured to allow the evaluation committee to
assess the Offeror's qualifications, approach, experience, capacity and ability to meet the
requirements of the Scope of Work.
Offerors are encouraged to clearly label or organize responses by section to facilitate evaluation.
Cost Proposal Requirements
Offerors shall submit a Cost Proposal that includes:
Proposed comprehensive daily rate per child
Supporting cost breakdown for the proposed daily rate, including:
Labor and employee benefits
Staffing and substitute coverage necessary to maintain required staff-to-child ratios
Supervision and management
Instructional and operational supplies
Meals and snacks
Facility occupancy, utilities and maintenance
Insurance
Licensing costs
Administrative overhead
Other operating expenses included in the proposed daily rate
Any pricing assumptions, exclusions or conditions applicable to the proposed rate
Payment under the resulting contract will be based on the contracted daily rate and actual
attendance. The daily rate will be payable only for days an enrolled, Head Start-eligible child is
in attendance. TPS will not pay for vacant slots or automatically pay for absences.
Pre-Award Site Walkthrough
TPS will conduct a pre-award site walkthrough of qualifying proposed service locations to verify
compliance with the mandatory facility requirements established in Addendum A - Scope of
Work.
The walkthrough will be evaluated on a Pass/Fail basis.
Failure to participate in the required site walkthrough or failure to satisfy mandatory facility
requirements may result in the Offeror being removed from further consideration.
5

Site Walkthrough Requirements
The proposed service location shall satisfy all applicable facility and site requirements identified
in Addendum A - Scope of Work. TPS will verify compliance with these requirements during
the pre-award site walkthrough.
Site Walkthrough Evaluation
The pre-award site walkthrough will be evaluated on a Pass/Fail basis in accordance with
Addendum J - Evaluation Methodology and Scoring and the applicable facility and site
requirements identified in Addendum A - Scope of Work and Addendum B - Site
Walkthrough Evaluation.
A Pass determination, or completion and TPS verification of all required corrective actions
associated with a Pass Pending Corrective Action determination, is required for award.
Failure to Complete Required Site Walkthrough
Failure to participate in the required pre-award site walkthrough, failure to satisfy mandatory
facility and site requirements or failure to complete required corrective actions by the TPS-
established deadline may result in removal from further consideration and ineligibility for award.
SCOPE OF WORK
See Addendum A - Scope of Work.
CONTRACT & COMPLIANCE REQUIREMENTS
Master Services Agreement (MSA)
Toledo Public Schools' applicable Master Services Agreement (MSA) is incorporated into and
made part of this solicitation as Addendum M - Master Services Agreement.
Offerors are responsible for reviewing the MSA in its entirety prior to submitting a proposal.
By submitting a proposal, the Offeror acknowledges and agrees to the terms and conditions of
the MSA, except for those exceptions specifically identified in Addendum I - MSA
Modifications Form.
Contract Term, Pricing, and Payment Terms
Contract Term and Renewal
The initial contract term, renewal options and any extensions shall be identified in Addendum A
- Scope of Work, the resulting agreement or other solicitation documents. Any renewal or
extension shall be subject to the District's standard Master Service Agreement, required
approvals, availability of funds, satisfactory performance and applicable law.
6

Pricing and Compensation
The Offeror shall submit pricing as part of its Cost Proposal. Pricing shall be governed by the
District's applicable Master Services Agreement, Addendum A - Scope of Work, the accepted
Cost Proposal and any resulting agreement.
Invoicing, Payment, and Purchase Orders
Head Start-specific invoicing and payment requirements are identified in Addendum A - Scope
of Work.
Purchase order requirements and other District payment controls shall be governed by the
District's applicable Master Services Agreement and District requirements.
No services shall be provided without the required TPS authorization and purchase order. TPS
shall not be responsible for payment for unauthorized services.
Taxes, Fees and Charges
Pricing shall include all costs necessary to fully perform the requirements of the solicitation,
including any applicable fees or charges, unless otherwise expressly permitted by the solicitation.
Vendors may not impose additional, undisclosed or unauthorized charges after award, including
convenience fees, transaction fees, processing fees, service charges, surcharges or similar
charges, unless the charge was specifically disclosed in the Vendor's response and expressly
approved by the District in the resulting agreement.
Toledo Public Schools does not pay late fees, interest, finance charges or penalties unless
expressly approved in writing by the Treasurer or otherwise required by law. Taxes and other
payment-related charges shall be governed by the District's standard Master Service Agreement
and applicable law.
Terminology
For purposes of this RFP, the term "Offeror" refers to any individual or entity submitting a
proposal in response to this solicitation. Upon award and execution of an agreement, the selected
Offeror may be referred to as "Vendor," "Contractor," or another term used in the District's
standard agreement.
Contract Modifications
Any exceptions, requested revisions or proposed modifications to the resulting MSA shall be
clearly identified and submitted using Addendum I - MSA Modifications Form.
Failure to identify requested modifications shall be deemed acceptance of the MSA as written.
No modifications will be considered after proposal submission unless requested by the District.
7

The District reserves the right to reject proposed modifications that materially alter the terms and
conditions of the agreement or create unacceptable risk to the District.
Insurance Requirements
The Offeror shall maintain the insurance coverage required by Toledo Public Schools and
identified in the applicable Master Services Agreement. A current Certificate of Insurance
demonstrating the required coverage shall be submitted with the Offeror's proposal. The selected
Offeror shall maintain the required coverage throughout the contract term and provide updated
certificates as required by TPS.
Order of Precedence
In the event of a conflict between this RFP, Addendum A - Scope of Work, the District's
applicable MSA, addenda, attachments or the Offeror's submission, the order of precedence
stated in the resulting agreement shall control. If no order of precedence is stated, the District
shall determine the controlling requirement in a manner consistent with applicable law and the
best interest of the District.
Background Checks and Student Safety
When required by Addendum A - Scope of Work or applicable law, the Offeror shall comply
with all criminal background check, student safety and access requirements established by
Toledo Public Schools and applicable federal, state and local law. Required certifications or
documentation shall be submitted as required by this RFP or any resulting agreement.
Data Confidentiality and Student Records
The selected Offeror will have access to student records, personally identifiable information and
TPS-designated systems in connection with the performance of Head Start services. Prior to
receiving such access, the selected Offeror shall execute Addendum L - TPS Partner or
Contractor Confidentiality and Nondisclosure Agreement and comply with all applicable
TPS privacy, confidentiality, data-security and student-record requirements.
Pension Determination, If Applicable
When required by Toledo Public Schools or applicable retirement system requirements, the
selected Offeror shall complete and submit any required pension determination documentation
prior to vendor activation, contract execution, or commencement of work. This may include
documentation necessary for TPS to determine whether services are subject to STRS, SERS or
other applicable public retirement system requirements. Failure to provide required pension
determination documentation may delay vendor activation, contract execution, purchase order
issuance, or commencement of work.
8

Authorization to Begin Work
No work shall begin, and no goods or services shall be provided, until all required approvals are
obtained and a contract, purchase order, or other written authorization has been issued by Toledo
Public Schools. The District shall not be responsible for unauthorized work, goods or services
provided prior to issuance of written authorization.
Compliance with Laws
The Offeror shall comply with all applicable federal, state, and local laws, rules, and regulations,
including but not limited to non-discrimination, equal employment opportunity, wage and hour
requirements and all laws applicable to the performance of the contract.
To the extent applicable, federally required contract provisions are incorporated through
Addendum C - Federal Compliance (2 CFR Part 200), which forms part of this solicitation
and any resulting contract.
Any contract resulting from this solicitation is subject to all applicable laws and regulations now
in effect or hereafter enacted. If any change in law renders performance unlawful, the contract
may be terminated in accordance with its terms.
Conflicts with Law
The District shall not be required to perform or comply with any contractual provision that is
contrary to applicable law.
Federal and Program Requirements
The Contractor shall comply with all applicable federal, state and program-specific
requirements incorporated into this RFP and its addenda.
Required certifications, assurances and disclosures shall be completed and submitted as
applicable.
Failure to Submit Required Compliance Documents
Failure to submit required certifications, addenda, insurance documentation, or other required
compliance documents may result in the proposal being deemed non-responsive or may prevent
contract award.
EVALUATION, AWARD, AND DISTRICT RIGHTS
Responsive Review
Proposals will be reviewed to determine whether they are complete and responsive to the
requirements of this RFP.
A responsive proposal is one that conforms in all material respects to the requirements,
specifications, terms and conditions of the solicitation.
9

Failure to submit required information, forms, certifications, pricing or documentation may result
in the proposal being deemed non-responsive and removed from further consideration.
Responsibility Review
The District may review Offerors to determine whether they are responsible and capable of
successfully performing the contract.
Responsibility may include review of the Offeror's experience, financial capacity, references,
licenses, certifications, past performance, ability to meet delivery or performance requirements
and compliance with applicable laws and regulations.
Evaluation Methodology
Proposals will be evaluated using a best value approach in accordance with Addendum J -
Evaluation Methodology.
Evaluation Criteria and Weighting
Proposals will be evaluated based on the evaluation criteria, weighting and scoring methodology
identified in Addendum J - Evaluation Methodology and Scoring.
Evaluation Process
The evaluation process may include, as applicable:
Administrative review for completeness and responsiveness
Technical evaluation by the evaluation committee
Cost evaluation
Review of references
Interviews, demonstrations, presentations, or discussions
Pre-award site walkthrough evaluation
Responsibility review
Site Walkthrough Evaluation
When a site walkthrough is required by this RFP, the walkthrough will be conducted in
accordance with Addendum B - Site Walkthrough Evaluation, Addendum A - Scope of
Work and Addendum J - Evaluation Methodology and Scoring.
The Offeror must receive a Pass determination, or timely complete all required corrective actions
associated with a Pass Pending Corrective Action determination, to remain eligible for award.
Interviews, Demonstrations, Presentations or Discussions, If Applicable
The District may conduct interviews, demonstrations, presentations, or discussions with one or
more Offerors when determined to be in the best interest of the District and consistent with the
solicitation.
10