CHILDREN AT RISK (C@R) seeks a vendor to enhance early learning environments in child care settings by providing developmentally appropriate indoor and outdoor materials and equipment, addressing the safety needs of facilities, and improving the security of facilities. This initiative will target child care operations in specific zip codes within Harris County, focusing on centers serving children aged 0-8 and participating in the Child Care Services (CCS) program. This initiative is funded by the American Rescue Plan Act (ARPA), and all work must be completed by August 2026.

DOWNLOAD ALL DOCUMENTATION & INFORMATION RELATED TO THIS RFP.

Information contained on this page is a summary of the details included in the full RFP documents. All interested parties are encouraged to download the PDF using the link above to access all details related to this RFP.

Request for Proposals/Quotes Timeline

All times are in Central Standard Time (CST)

This timetable may be modified based on the number of proposals received and extent of evaluation, presentation, requests for best and final offers and negotiation timeframes.

Pre-Proposal Conference

• Attendance at the Pre-Proposal Conference is not mandatory; however, Offerors are strongly encouraged to attend to discuss the requirements of the RFP and identify any common questions. Persons with disabilities requiring special/reasonable accommodations should contact ELQNprocurements@childrenatrisk.org at least two (2) days prior to the Pre-Proposal Conference.
• The Pre-proposal Conference will be held at 1pm on February 14, 2025 via Microsoft Teams. Should you wish to attend, you must RSVP to ELQNprocurements@childrenatrisk.org by 4pm on February 13, 2025. Upon successful registration, you will be provided with the virtual conference details in order to access the meeting.
• Regardless of whether or not Offerors attend the Pre-Proposal Conference, Offerors are responsible for fully acquainting themselves with the instructions, mandatory requirements, and standard terms and conditions set out in this RFP. It is the responsibility of each Offeror to fully understand the difficulties and restrictions which may impact the cost or effort required to provide the Services.

Questions

• It is the responsibility of each Offeror to examine the entire RFP package, seek clarification in writing, and review Proposal for accuracy before submitting.
• During the period between issuance of this RFP and the Proposals due date, no oral interpretation of the RFP’s requirements will be provided to any prospective Offeror. Requests for interpretation (and other questions) must be made in writing via email to ELQNprocurements@childrenatrisk.org by 4pm on February 21, 2025.

Addenda

• Prior to the Proposal deadline, C@R may wish to amend, add to, or delete from the contents of this RFP. C@R may also issue clarifications resulting from questions submitted. In such situations, C@R shall issue an Addendum to the RFP setting forth the nature of the modification. Once an Addendum is issued, it will be uploaded to the C@R Funding Opportunities webpage (www.elqn.com), and all Offerors who have downloaded the RFP will be notified via email that an Addendum is ready to be accessed.

Proposal Deadline

• Proposals must be electronically submitted to the C@R via email to ELQNprocurements@childrenatrisk.org on or before 4pm on February 28, 2025. Please make sure to include in the subject line: ELQN-Facility, Safety and Security Services.

CHILDREN AT RISK (C@R) seeks a vendor to enhance early learning environments in child care settings by providing developmentally appropriate indoor and outdoor materials and equipment, addressing the safety needs of facilities, and improving the security of facilities. This initiative will target child care operations in specific zip codes within Harris County, focusing on centers serving children aged 0-8 and participating in the Child Care Services (CCS) program. This initiative is funded by the American Rescue Plan Act (ARPA), and all work must be completed by August 2026.

DOWNLOAD ALL DOCUMENTATION & INFORMATION RELATED TO THIS RFP.

Information contained on this page is a summary of the details included in the full RFP documents. All interested parties are encouraged to download the PDF using the link above to access all details related to this RFP.

Request for Proposals/Quotes Timeline

All times are in Central Standard Time (CST)

This timetable may be modified based on the number of proposals received and extent of evaluation, presentation, requests for best and final offers and negotiation timeframes.

Pre-Proposal Conference

• Attendance at the Pre-Proposal Conference is not mandatory; however, Offerors are strongly encouraged to attend to discuss the requirements of the RFP and identify any common questions. Persons with disabilities requiring special/reasonable accommodations should contact ELQNprocurements@childrenatrisk.org at least two (2) days prior to the Pre-Proposal Conference.
• The Pre-proposal Conference will be held at 1pm on February 14, 2025 via Microsoft Teams. Should you wish to attend, you must RSVP to ELQNprocurements@childrenatrisk.org by 4pm on February 13, 2025. Upon successful registration, you will be provided with the virtual conference details in order to access the meeting.
• Regardless of whether or not Offerors attend the Pre-Proposal Conference, Offerors are responsible for fully acquainting themselves with the instructions, mandatory requirements, and standard terms and conditions set out in this RFP. It is the responsibility of each Offeror to fully understand the difficulties and restrictions which may impact the cost or effort required to provide the Services.

Questions

• It is the responsibility of each Offeror to examine the entire RFP package, seek clarification in writing, and review Proposal for accuracy before submitting.
• During the period between issuance of this RFP and the Proposals due date, no oral interpretation of the RFP’s requirements will be provided to any prospective Offeror. Requests for interpretation (and other questions) must be made in writing via email to ELQNprocurements@childrenatrisk.org by 4pm on February 21, 2025.

Addenda

• Prior to the Proposal deadline, C@R may wish to amend, add to, or delete from the contents of this RFP. C@R may also issue clarifications resulting from questions submitted. In such situations, C@R shall issue an Addendum to the RFP setting forth the nature of the modification. Once an Addendum is issued, it will be uploaded to the C@R Funding Opportunities webpage (www.elqn.com), and all Offerors who have downloaded the RFP will be notified via email that an Addendum is ready to be accessed.

Proposal Deadline

• Proposals must be electronically submitted to the C@R via email to ELQNprocurements@childrenatrisk.org on or before 4pm on February 28, 2025. Please make sure to include in the subject line: ELQN-Technology for Centers.

CHILDREN AT RISK (C@R) seeks a vendor to enhance early learning environments in child care settings by providing developmentally appropriate indoor and outdoor materials and equipment, addressing the safety needs of facilities, and improving the security of facilities. This initiative will target child care operations in specific zip codes within Harris County, focusing on centers serving children aged 0-8 and participating in the Child Care Services (CCS) program. This initiative is funded by the American Rescue Plan Act (ARPA), and all work must be completed by August 2026.

DOWNLOAD ALL DOCUMENTATION & INFORMATION RELATED TO THIS RFP.

Information contained on this page is a summary of the details included in the full RFP documents. All interested parties are encouraged to download the PDF using the link above to access all details related to this RFP.

Request for Proposals/Quotes Timeline

All times are in Central Standard Time (CST)

This timetable may be modified based on the number of proposals received and extent of evaluation, presentation, requests for best and final offers and negotiation timeframes.

Scope of Services

a. Target Population
Households at 85% of State Median Income with young children within the designated Harris County zip codes (See Attachment #1).
Providers of informal child care, such as family, friend, and neighbor care, and relative care within designated Harris County zip codes, for children between 4-8 years old.

Key Tasks

General Information
a. Offeror shall perform the Scope of Services to the extent necessary (a) for the proper execution and completion of the Services under the Contract; (b) to supervise and direct the Services in a safe manner and perform all Services in accordance with the Contract, Applicable Law, Applicable Permits and Industry Standards; and (c) in conformance with the Contract Documents and the Requirements and such that the Services are in compliance with the Contract, Industry Standards, Applicable Codes, Applicable Laws and Applicable Permits.

b. Offeror is responsible for identifying, coordinating, and conforming scope, requirements, and recommendations of assigned project(s) to meet legal and regulatory parameters/constraints, codes and applicable requirements set forth by agencies, including, but not limited to the State of Texas and any other local codes or agencies as they may apply.

c. Offeror shall demonstrate the ability to provide all the services defined in this RFQ. Successful offeror awarded a Contract shall be responsible for identifying, preparing, and obtaining all documentation, coordination, plans, reports, forms, and any other necessary documentation pertaining to any assigned work required by Local, State, and Federal Agencies, Departments, Boards, and Commissions. Offeror awarded a Contract shall be responsible for supplying necessary reports, studies, and/or documentation (if applicable) to the agencies as required and provide responses to their comments, as necessary.

d. Offeror will provide all personnel, materials, equipment, facilities, travel, and administrative oversight necessary to successfully execute the program.

e. While it is not required for the offeror to be headquartered or have offices in the Houston region, the offeror must have the capability to provide on-site services as needed to fulfill the requirements outlined in the scope of work.

f. The offeror will provide appropriate staffing and oversight to ensure success of the initiative.

• Establish a leadership team and staffing structure.
• Ensure staffing, policies, and procedures to oversee the program, monitor compliance with federal ARPA funding.
• In partnership with C@R and Harris County, the offeror will establish key performance indicators for the work.
• The offeror will track, store, and share required data and documentation including participant demographics and project records.
• The offeror will consult with C@R, Harris County and partner organizations to design and implement outreach efforts, ensuring equitable participation and language accessibility, with particular attention given to English, Spanish, and Vietnamese.
• The offeror will provide local information sessions to explain these opportunities to potential participants.
• The offeror will create a tracking system for distribution of materials, including documentation of all expenses and technical assistance.

Outreach and Enrollment

a. The offeror will design and execute an application and enrollment process for eligible households and informal care providers.

The offeror will ensure beneficiaries provide sufficient evidence of need and eligibility.

The application should minimize risk for duplication of benefit.

The offeror will qualify applicants on a first-come-first-served basis.
The offeror will devise plans and approaches to outreach in partnership with
C@R, Harris County, and other stakeholders.

Technological learning tools

a. The offeror will ensure that beneficiaries receive high-quality digital learning tools, appropriate for age ranges of 4-8. These options must be developmentally appropriate and focused on facilitating early learning and development.
b. The digital learning tools may come in the form of a tablet or other device that is specifically designed to facilitate learning among young learners.
c. The learning tools should be equipped with digital applications to facilitate learning among young children.
d. Household receipt of the digital learning tools is dependent upon training attendance and completion offeror.

Parent and caregiver training

a. The vendor will provide training to participating caregiver beneficiaries on subjects including digital literacy, internet safety, and using technology to safely and effectively support early childhood learning and development.

• The vendor is responsible for developing or procuring the training.
• The training should be engaging and draw on best-practices related to using technology with young children.
• The training, which should last approximately 3 hours, will be held in-person either on weekends or after 5 PM on weekdays.
• The vendor may need to conduct the training multiple times to accommodate all beneficiaries.

Submission Requirements

The quote shall address the areas listed below in the order given. The responses provided will be the basis for evaluation of the offeror.
a. Firm Experience & Capacity

• Knowledge and competency in early child care systems and quality, particularly in digital learning tools for the targeted age ranges (ages 4-8).
• Experience and competency in training families on the following topics: digital literacy, internet safety, and utilizing technology to support early childhood development.
• Experience managing subcontractors, if relevant.
• Experience with procuring resources.
• Experience with community engagement.
• Experience managing large, federally funded projects, involving ordering, training and distribution.
• Staff leadership to support the successful project implementation.
• Include total annual billings for each of the past five (5) fiscal years.
• Include audited or reviewed financial statements for the last two (2) fiscal years.

b. Program Administration and Implementation

• Timeline and milestones
  • Project plan with all key tasks and milestones to carry out the initiative.
  • Describe outreach, enrollment, distribution and administrative efforts involved with carrying out the work.
  • Provide training to qualifying parents and caregivers in digital literacy, internet safety, and using technology to safely and effectively support early childhood learning and development.
  • Describe the learning objectives, approach, and any other relevant and compelling details about the training to be provided.
  • Include any evidence or information that suggests that the training is evidence-based and includes recognized best practices.
• Provide technology to participating households with young children ages 4-8.
  • Provide details and specifications about the technology to be provided
  • Include details about the tools efficacy, safety, and quality.
  • Include a description of the technology’s impact on learning and other capabilities
  • Include any available evidence validates the technology’s positive impact on learning.
  • Include any known details about specific options for various child age
    ranges.

c. Budget

• Offerors must provide a budget necessary to complete the work, including
  both indirect costs and the fixed costs listed below. The total budget should
  fall within the range of $200,000 to $225,000.
  • Indirect costs are acceptable at the de minimis rate of fifteen percent
    (15%) or at an approved Negotiated Indirect Cost Rate Agreement
    (NICRA) with a federally cognizant agency.
  • Indirect costs may only be applied to proposed direct costs and not to
    fixed costs listed below.

Evaluation Process

a. C@R will select the responsible offeror who has been determined to have submitted the best evaluated offer resulting from negotiations and taking into consideration all aspects of evaluation criteria and has been determined to be the most advantageous to the organization.

b. In conducting evaluations selection criteria (see “Evaluation Criteria”) will be considered. Quotes that do not conform to the instructions or which do not address all the requested services as specified may be considered non- responsive. However, C@R reserves the right to accept such a quote if it is determined to be in the best interest of the organization.

c. While C@R appreciates a brief, straightforward and concise reply, Offeror must fully understand the evaluation is based on the information provided. Accuracy and completeness are essential. Omissions, ambiguous, and equivocal statements may be construed against the offeror. The quote response may be incorporated into any contract which results from this RFQ, and offerors are cautioned not to make claims or statements they are not prepared to commit to contractually. Failure of the offeror to meet such claims will result in a requirement that Offeror provide resources necessary to meet submitted claims.

d. C@R may conduct negotiations with the offeror representatives authorized to negotiate on the offeror’s behalf with C@R in connection with this solicitation. If the offeror is unable to agree to contract terms and conditions, C@R reserves the right to terminate contract negotiations with that offeror and initiate negotiations with another offeror.

e. C@R reserves the right to contract with multiple offerors as part of this RFQ process in order to best meet programmatic and operational needs. Award decisions will be made at C@R’s discretion and may result in separate or collaborative contracts with qualified proposers.