Arlington County Government Open Until Resolved RFP

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Title: 24-DPR-RFP-160 Summer and Year-Round Break Camps

Deadline: 7/10/2024 1:00 PM   (UTC-05:00) Eastern Time (US & Canada)

Status: Open

Solicitation Number: 24-DPR-RFP-160

Description: *THIS IS AN OPEN-ENDED SOLICITATION WITH MULTIPLE SUBMISSION DATES*


The County is seeking to obtain the services of multiple qualified contractors to provide summer and/or year-round break camps for the Arlington County Department of Parks and Recreation (DPR). Offeror(s) may submit proposals for either or both of the following two camps: 1. Summer Camps awarded in August of each year. 2. Year-Round Break Camps are awarded in February and August of each year. The County will accept proposals throughout the contract period and may be making multiple awards during February and August of each year. 

Documents:

Documents as of 6/1/2023
RFP No. 24-DPR-RFP-160 Summer and Year-Round Break Camps.pdf
Proposal Submittal Form.pdf
Exhibit E - Camp Submission Form.xlsx
Addition 1

Posted: 8/29/2023

Type of Addition: 24-DPR-RFP-160 Summer and Year-Round Camps Award Notice

Overview: Summer and Year-Round Camps for FY24 were awarded.

Documents:

Addition 2

Posted: 9/15/2023

Type of Addition: Addendum No. 1

Overview: Addendum No. 1 adds additional submission dates, removes exhibits, and revises the Scope of Services

Deadline: 10/16/2023 1:00 PM

Documents:

Addition 3

Posted: 9/29/2023

Type of Addition: Rescind Award Notice

Overview: Notice of Rescind Award of a contract.

Documents:

Addition 4

Posted: 11/21/2023

Type of Addition: 2nd Submission - 24-DPR-RFP-160 Summer and Year-Round Camps Award Notice

Overview: 2nd Submission - Summer and Year-Round Camps for FY24 awarded.

Documents:

Addition 5

Posted: 2/7/2024

Type of Addition: FY25 Summer and Year-Round Break Camp Award Notice

Overview: Notice of Award to Charity Rankins dba P.S. Karma and CUC, LLC

Documents:

Question 1

Posted: 6/23/2023

Question: Are providers able to set the rate for tuition, and do providers need to work closely with the county to determine tuition?

Response: The contractor will set their fees for the program and provide the intended program fee to the county. The county ensures the accuracy of fees with the camp provider before advertising and registration to ensure that there are no errors.

Question 2

Posted: 6/23/2023

Question: Would the county consider allowing contractors/providers to offer discounts including multi-child discount, early registration, employee discount, etc?

Response: Please reference Section V. Contract Terms & Conditions, Clause 6, Discounts & Fee Reductions. No Additional discounts will be approved.

Question 3

Posted: 6/23/2023

Question: The RFP mentions that the county will work with the contractor/provider to set camp fees to include registration fees, extended care, supply fees, and any other costs. Is there a general guideline for the provider to comply to that the county can provide? What is the best way for the provider to ensure it meets the requirements so that the provider can charge its own fees?

Response: The contractor will set their fees for the program and provide the intended program fee to the county. The county ensures the accuracy of fees with the camp provider before advertising and registration to ensure that there are no errors.

Question 4

Posted: 6/23/2023

Question: The RFP also mentions that reduced tuition is currently controlled and managed--is the provider able to provide discounted tuition fees for families that qualify for hardship?

Response: Please reference Section V. Contract Terms & Conditions, Clause 6, Discounts & Fee Reductions. No Additional discounts will be approved.

Question 5

Posted: 6/23/2023

Question: If we were to be approved as a provider, what general information would be required for the financial statement, and what would be the general turnaround time needed to provide this documentation?

Response: Please reference Section II. Information for Offerors, Clause 8. Financial Statement.

Question 6

Posted: 6/23/2023

Question: Are providers able to determine hours of operation for programming?

Response: Yes, Camp providers can determine their hours of operation for each camp offering. All Camp Programs will operate on a full day (7+ hours) or Half Day (3-4 hours). No programs under 3 hours will be considered in this process without justification and written approval from the Project Officer of a specialized program type. Programs under 3 hours in length and/or where parents remain on-site during the program will not be considered for camp offerings.

Question 7

Posted: 6/23/2023

Question: The RFP states we must post our sexual harassment policy in a conspicuous place. We generally do not do this, but we do have it listed in our handbook. Is this acceptable?

Response: Yes, so long as it is accessible to all staff and staff are made aware of your organizations policy.

Question 8

Posted: 6/23/2023

Question: Regarding the Non-Disclosure and Data Security Agreement: Is the District requiring each of our employees in our potential programs to sign these?

Response: The County is requiring all Contractors to sign the Non-Disclosure Agreement (Contractor) and any employees who will have access to the County’s data and/or systems.

Question 9

Posted: 6/23/2023

Question: Is the District requiring every contractor to sign the Business Associate Agreement, even if contractors don't have access to HIPAA/PHI, which negates the rule requiring a BAA?

Response: The County is requiring all Contractors that will have access to HIPAA/PHI to sign the Business Associate Agreement if it applies to their contract.

Question 10

Posted: 7/3/2023

Question: Just double checking - the exhibit E Exhibit E - Camp Submission Form.xlsx Can you please confirm we do not need to submit this?

Response: Correct. Exhibit E is an example form of what will be submitted during the annual camp submission process and it is not required for this solicitation.

Question 11

Posted: 7/6/2023

Question: The RFP Exceuted Forms #3 - Addendum Acknowledgement Form(s): provided with any RFP addendum(s) Are there any addendum's currently required to be submitted as part of the proposal?

Response: No Addendums have been posted or are currently required to be submitted. All addendums would be posted to Vendor Registry.

Question 12

Posted: 7/6/2023

Question: Are there any addendums? I don't see any. When will the last addendum be posted.

Response: There are no Addendums. All addendums would be posted to Vendor Registry, when applicable.

Question 13

Posted: 7/31/2023

Question: Arlington Soccer already has a current RFP for camps. Where can we check on the status of this? Thank you!

Response: This is a new solicitation. Any current contracts were executed under a different RFP. All current contracts are located at https://vrapp.vendorregistry.com/Contract/View/ContractList?BuyerId=a596c7c4-0123-4202-bf15-3583300ee088

Question 14

Posted: 8/14/2023

Question: Over the past four years, we have had the privilege of fostering an extraordinary community where parents, players, and the entire community eagerly anticipate our programs. Our journey commenced in 2019 when we were awarded the Summer camp contract. Since then, we have witnessed remarkable growth, with registrations escalating from an initial 31 in 2019 to an impressive 389 in 2022, reflecting an astonishing increase of approximately 1154.84%. This achievement underscores the quality of our offerings and the undeniable demand for year-round engagement, as highlighted by the community's requests for after-school programs. We acknowledge our inadvertent oversight in missing the recent solicitation email for the 2024 Summer camp contract. Based on our previous experience, where the solicitation deadline was November 1st, 2018, we mistakenly assumed a similar timeframe for this year's process. Regrettably, this assumption led us to overlook the June 8th, 2023 email notification, which outlined the deadline as July 10th, 2023. The months of June and July are pivotal for us, as we dedicate our efforts to delivering exemplary service to the Arlington Summer Camps. Amidst this focused commitment, we unintentionally lost track of the solicitation timeline. Despite this oversight, our dedication to the Arlington community remains steadfast. We humbly request your consideration in reopening the Request for Proposal (RFP) process through an addendum. This extension would provide an opportunity for companies that may have missed the recent deadline, including ours, to submit their bids. We firmly believe that this measure would enable us to contribute our innovative programs to the Summer of 2024, further enriching the lives of Arlington's children and families. Your understanding and consideration of this request are deeply appreciated. Our team is committed to upholding the high standards and positive relationships we have cultivated within Arlington County. Should you require additional information or wish to discuss this matter further, please do not hesitate to reach out to us. We sincerely thank you for your time and understanding. The prospect of continuing our journey with the Arlington community and making a lasting impact on its members fills us with excitement and gratitude. Please find attached a testimonial from one of our campers, we have more if needed. Our son has had the opportunity to attend four different camps this Summer, and the Tennis Camp sponsored by Tennis Central has been his absolute favorite! Usually slow to get started in the morning, he would rush us out of the house to ensure that he would get to camp on time as he did not want to miss a minute. When he got home, all he could do was talk about the different games they played, how nice his coach was, and how much he wanted to go back the next day. Honestly, we were surprised as this was his first exposure to Tennis. Now, he has us scheduling play dates with "Tennis Buddies." We would like to continue his experiences throughout the academic year, but find it difficult as we are unable to locate a reliable, reputable, affordable Tennis program in the Arlington area. We do believe that Tennis Central, however, would fill that niche were it not so far away. Warm regards,

Response: This is an open-ended RFP. The next deadline date is January 3, 2023. The first deadline close date cannot be reopened. The County cannot review any additional responses until the next review period, according to the timeline stated in the RFP.

Question 15

Posted: 9/18/2023

Question: Here is the updated policy for insurance: Workers Compensation - Virginia statutory workers compensation (W/C) coverage, including Virginia benefits and employer’s liability with limits of $500,000/500,000/500,000. The County will not accept W/C coverage issued by the Injured Worker's Insurance Fund, Towson, MD. Commercial General Liability - $1,000,000 per occurrence, with $2,000,000 annual aggregate covering all premises and operations and including personal injury, completed operations, contractual liability, independent contractors, and products liability. The general aggregate limit must apply to this Contract. Evidence of contractual liability coverage must be typed on the certificate. Business Automobile Liability - $1,000,000 combined single-limit (owned, non-owned and hired). Sexual Abuse and Molestation - $500,000 per occurrence, with $1,000,000 annual aggregate. Miscellaneous Errors and Omissions - $1 million per occurrence/claim. Additional Insured – The County and its officers, elected and appointed officials, employees and agents must be listed as additional insureds on all policies except workers compensation and automotive and professional liability; and the additional insured endorsement must be typed on the certificate. With the new additions of: Professional Liability Omissions and Errors Contractual Liability From my insurance agent: We can provide the following: Commercial General Liability 1M/5M Sexual Abuse and Molestation 1M Additional Insured The other coverages we do not offer. No camp insurances will agree to cover these areas. Will these stipulations remain in place if contractors can not receive a COI with the present wording?

Response: Each Offeror is required to provide all insurance applicable to their Scope of Services (i.e. location of services, method of delivery of services, etc.) before contract award. During negotiations, the County will stipulate if any of these insurance provisions will not apply to the awardee. For further clarification, each camp provider may not be required to carry the same level of insurance as stipulated in the RFP. The requirements listed show the maximum that may be requested. Camp providers will have an opportunity to weigh in on their specific services for review by the County during the contract negotiation process.

Question 16

Posted: 9/18/2023

Question: Hello, Will you upload an updated Proposal Submittal Form with the new deadline, or should we use the old one and add the Addendum to our bid submission? Thank you! :)

Response: The Proposal Submittal Forms did not change. Acknowledging the addendum and submitting the appropriate forms will suffice.

Question 17

Posted: 9/19/2023

Question: I saw that one of the deadlines changed to October with November now being an award month. Is this an award month for Summer 2024 or is Summer 2024 still closed? Hi! We saw that one of the deadlines changed to October with November now being an award month (instead of January/February). Is November now an award month for Summer 2024 or is Summer 2024 still closed to new contracts? We would appreciate being considered for Summer 2024. Thanks!

Response: Please reference Addendum No. 1 for submission and award dates. Contracts will be awarded to Offerors who meet all requirements in February, August, and November. Summer camps are awarded in February, August, and November.

Question 18

Posted: 9/19/2023

Question: Regarding the response: Each Offeror is required to provide all insurance applicable to their Scope of Services (i.e. location of services, method of delivery of services, etc.) before contract award. During negotiations, the County will stipulate if any of these insurance provisions will not apply to the awardee. Can you please let me know what is the "negotiation" period? Did that occur already? Are contractors able to negotiate this if they have not been awarded a contract yet? Who do we contact to negotiate?

Response: Please reference Sections I. INTRODUCTION TO EVALUATION PROCESS, 3rd paragraph, and 13. EXCEPTIONS TO TERMS AND CONDITIONS, 2nd and 3rd paragraph. Also reference V. PROPOSAL REQUIREMENTS, 6. PROPOSALS EVALUATION CRITERIA AND WEIGHTS, the last sentence in the solicitation that speaks to the negotiation period, when it occurs, and how contractors can negotiate. Non-awarded Offerors cannot negotiate a contract. All negotiations and communications will be with the Procurement Officer responsible for this solicitation

Question 19

Posted: 10/11/2023

Question: Good Morning - Can you please confirm that the Arlington Soccer bid that was submitted previously is valid and complete or if we need to submit a new one due to the updated deadline? Thank you!

Response: No proposal may be opened before the deadline date and time has passed. After the deadline has passed, the validity and completeness of each proposal will be determined based on an evaluation of the proposal. Addendum No. 1 modified the due date and added clarifications. All Offerors must include an acknowledgment of the Addendum with their proposals.

Posted: 8/29/2023

Type of Addition: 24-DPR-RFP-160 Summer and Year-Round Camps Award Notice

Overview: Summer and Year-Round Camps for FY24 were awarded.

Documents:

Posted: 9/15/2023

Type of Addition: Addendum No. 1

Overview: Addendum No. 1 adds additional submission dates, removes exhibits, and revises the Scope of Services

Deadline: 10/16/2023 1:00 PM

Documents:

Posted: 9/29/2023

Type of Addition: Rescind Award Notice

Overview: Notice of Rescind Award of a contract.

Documents:

Posted: 11/21/2023

Type of Addition: 2nd Submission - 24-DPR-RFP-160 Summer and Year-Round Camps Award Notice

Overview: 2nd Submission - Summer and Year-Round Camps for FY24 awarded.

Documents:

Posted: 2/7/2024

Type of Addition: FY25 Summer and Year-Round Break Camp Award Notice

Overview: Notice of Award to Charity Rankins dba P.S. Karma and CUC, LLC

Documents:

Posted: 6/23/2023

Question: Are providers able to set the rate for tuition, and do providers need to work closely with the county to determine tuition?

Response: The contractor will set their fees for the program and provide the intended program fee to the county. The county ensures the accuracy of fees with the camp provider before advertising and registration to ensure that there are no errors.

Posted: 6/23/2023

Question: Would the county consider allowing contractors/providers to offer discounts including multi-child discount, early registration, employee discount, etc?

Response: Please reference Section V. Contract Terms & Conditions, Clause 6, Discounts & Fee Reductions. No Additional discounts will be approved.

Posted: 6/23/2023

Question: The RFP mentions that the county will work with the contractor/provider to set camp fees to include registration fees, extended care, supply fees, and any other costs. Is there a general guideline for the provider to comply to that the county can provide? What is the best way for the provider to ensure it meets the requirements so that the provider can charge its own fees?

Response: The contractor will set their fees for the program and provide the intended program fee to the county. The county ensures the accuracy of fees with the camp provider before advertising and registration to ensure that there are no errors.

Posted: 6/23/2023

Question: The RFP also mentions that reduced tuition is currently controlled and managed--is the provider able to provide discounted tuition fees for families that qualify for hardship?

Response: Please reference Section V. Contract Terms & Conditions, Clause 6, Discounts & Fee Reductions. No Additional discounts will be approved.

Posted: 6/23/2023

Question: If we were to be approved as a provider, what general information would be required for the financial statement, and what would be the general turnaround time needed to provide this documentation?

Response: Please reference Section II. Information for Offerors, Clause 8. Financial Statement.

Posted: 6/23/2023

Question: Are providers able to determine hours of operation for programming?

Response: Yes, Camp providers can determine their hours of operation for each camp offering. All Camp Programs will operate on a full day (7+ hours) or Half Day (3-4 hours). No programs under 3 hours will be considered in this process without justification and written approval from the Project Officer of a specialized program type. Programs under 3 hours in length and/or where parents remain on-site during the program will not be considered for camp offerings.

Posted: 6/23/2023

Question: The RFP states we must post our sexual harassment policy in a conspicuous place. We generally do not do this, but we do have it listed in our handbook. Is this acceptable?

Response: Yes, so long as it is accessible to all staff and staff are made aware of your organizations policy.

Posted: 6/23/2023

Question: Regarding the Non-Disclosure and Data Security Agreement: Is the District requiring each of our employees in our potential programs to sign these?

Response: The County is requiring all Contractors to sign the Non-Disclosure Agreement (Contractor) and any employees who will have access to the County’s data and/or systems.

Posted: 6/23/2023

Question: Is the District requiring every contractor to sign the Business Associate Agreement, even if contractors don't have access to HIPAA/PHI, which negates the rule requiring a BAA?

Response: The County is requiring all Contractors that will have access to HIPAA/PHI to sign the Business Associate Agreement if it applies to their contract.

Posted: 7/3/2023

Question: Just double checking - the exhibit E Exhibit E - Camp Submission Form.xlsx Can you please confirm we do not need to submit this?

Response: Correct. Exhibit E is an example form of what will be submitted during the annual camp submission process and it is not required for this solicitation.

Posted: 7/6/2023

Question: The RFP Exceuted Forms #3 - Addendum Acknowledgement Form(s): provided with any RFP addendum(s) Are there any addendum's currently required to be submitted as part of the proposal?

Response: No Addendums have been posted or are currently required to be submitted. All addendums would be posted to Vendor Registry.

Posted: 7/6/2023

Question: Are there any addendums? I don't see any. When will the last addendum be posted.

Response: There are no Addendums. All addendums would be posted to Vendor Registry, when applicable.

Posted: 7/31/2023

Question: Arlington Soccer already has a current RFP for camps. Where can we check on the status of this? Thank you!

Response: This is a new solicitation. Any current contracts were executed under a different RFP. All current contracts are located at https://vrapp.vendorregistry.com/Contract/View/ContractList?BuyerId=a596c7c4-0123-4202-bf15-3583300ee088

Posted: 8/14/2023

Question: Over the past four years, we have had the privilege of fostering an extraordinary community where parents, players, and the entire community eagerly anticipate our programs. Our journey commenced in 2019 when we were awarded the Summer camp contract. Since then, we have witnessed remarkable growth, with registrations escalating from an initial 31 in 2019 to an impressive 389 in 2022, reflecting an astonishing increase of approximately 1154.84%. This achievement underscores the quality of our offerings and the undeniable demand for year-round engagement, as highlighted by the community's requests for after-school programs. We acknowledge our inadvertent oversight in missing the recent solicitation email for the 2024 Summer camp contract. Based on our previous experience, where the solicitation deadline was November 1st, 2018, we mistakenly assumed a similar timeframe for this year's process. Regrettably, this assumption led us to overlook the June 8th, 2023 email notification, which outlined the deadline as July 10th, 2023. The months of June and July are pivotal for us, as we dedicate our efforts to delivering exemplary service to the Arlington Summer Camps. Amidst this focused commitment, we unintentionally lost track of the solicitation timeline. Despite this oversight, our dedication to the Arlington community remains steadfast. We humbly request your consideration in reopening the Request for Proposal (RFP) process through an addendum. This extension would provide an opportunity for companies that may have missed the recent deadline, including ours, to submit their bids. We firmly believe that this measure would enable us to contribute our innovative programs to the Summer of 2024, further enriching the lives of Arlington's children and families. Your understanding and consideration of this request are deeply appreciated. Our team is committed to upholding the high standards and positive relationships we have cultivated within Arlington County. Should you require additional information or wish to discuss this matter further, please do not hesitate to reach out to us. We sincerely thank you for your time and understanding. The prospect of continuing our journey with the Arlington community and making a lasting impact on its members fills us with excitement and gratitude. Please find attached a testimonial from one of our campers, we have more if needed. Our son has had the opportunity to attend four different camps this Summer, and the Tennis Camp sponsored by Tennis Central has been his absolute favorite! Usually slow to get started in the morning, he would rush us out of the house to ensure that he would get to camp on time as he did not want to miss a minute. When he got home, all he could do was talk about the different games they played, how nice his coach was, and how much he wanted to go back the next day. Honestly, we were surprised as this was his first exposure to Tennis. Now, he has us scheduling play dates with "Tennis Buddies." We would like to continue his experiences throughout the academic year, but find it difficult as we are unable to locate a reliable, reputable, affordable Tennis program in the Arlington area. We do believe that Tennis Central, however, would fill that niche were it not so far away. Warm regards,

Response: This is an open-ended RFP. The next deadline date is January 3, 2023. The first deadline close date cannot be reopened. The County cannot review any additional responses until the next review period, according to the timeline stated in the RFP.

Posted: 9/18/2023

Question: Here is the updated policy for insurance: Workers Compensation - Virginia statutory workers compensation (W/C) coverage, including Virginia benefits and employer’s liability with limits of $500,000/500,000/500,000. The County will not accept W/C coverage issued by the Injured Worker's Insurance Fund, Towson, MD. Commercial General Liability - $1,000,000 per occurrence, with $2,000,000 annual aggregate covering all premises and operations and including personal injury, completed operations, contractual liability, independent contractors, and products liability. The general aggregate limit must apply to this Contract. Evidence of contractual liability coverage must be typed on the certificate. Business Automobile Liability - $1,000,000 combined single-limit (owned, non-owned and hired). Sexual Abuse and Molestation - $500,000 per occurrence, with $1,000,000 annual aggregate. Miscellaneous Errors and Omissions - $1 million per occurrence/claim. Additional Insured – The County and its officers, elected and appointed officials, employees and agents must be listed as additional insureds on all policies except workers compensation and automotive and professional liability; and the additional insured endorsement must be typed on the certificate. With the new additions of: Professional Liability Omissions and Errors Contractual Liability From my insurance agent: We can provide the following: Commercial General Liability 1M/5M Sexual Abuse and Molestation 1M Additional Insured The other coverages we do not offer. No camp insurances will agree to cover these areas. Will these stipulations remain in place if contractors can not receive a COI with the present wording?

Response: Each Offeror is required to provide all insurance applicable to their Scope of Services (i.e. location of services, method of delivery of services, etc.) before contract award. During negotiations, the County will stipulate if any of these insurance provisions will not apply to the awardee. For further clarification, each camp provider may not be required to carry the same level of insurance as stipulated in the RFP. The requirements listed show the maximum that may be requested. Camp providers will have an opportunity to weigh in on their specific services for review by the County during the contract negotiation process.

Posted: 9/18/2023

Question: Hello, Will you upload an updated Proposal Submittal Form with the new deadline, or should we use the old one and add the Addendum to our bid submission? Thank you! :)

Response: The Proposal Submittal Forms did not change. Acknowledging the addendum and submitting the appropriate forms will suffice.

Posted: 9/19/2023

Question: I saw that one of the deadlines changed to October with November now being an award month. Is this an award month for Summer 2024 or is Summer 2024 still closed? Hi! We saw that one of the deadlines changed to October with November now being an award month (instead of January/February). Is November now an award month for Summer 2024 or is Summer 2024 still closed to new contracts? We would appreciate being considered for Summer 2024. Thanks!

Response: Please reference Addendum No. 1 for submission and award dates. Contracts will be awarded to Offerors who meet all requirements in February, August, and November. Summer camps are awarded in February, August, and November.

Posted: 9/19/2023

Question: Regarding the response: Each Offeror is required to provide all insurance applicable to their Scope of Services (i.e. location of services, method of delivery of services, etc.) before contract award. During negotiations, the County will stipulate if any of these insurance provisions will not apply to the awardee. Can you please let me know what is the "negotiation" period? Did that occur already? Are contractors able to negotiate this if they have not been awarded a contract yet? Who do we contact to negotiate?

Response: Please reference Sections I. INTRODUCTION TO EVALUATION PROCESS, 3rd paragraph, and 13. EXCEPTIONS TO TERMS AND CONDITIONS, 2nd and 3rd paragraph. Also reference V. PROPOSAL REQUIREMENTS, 6. PROPOSALS EVALUATION CRITERIA AND WEIGHTS, the last sentence in the solicitation that speaks to the negotiation period, when it occurs, and how contractors can negotiate. Non-awarded Offerors cannot negotiate a contract. All negotiations and communications will be with the Procurement Officer responsible for this solicitation

Posted: 10/11/2023

Question: Good Morning - Can you please confirm that the Arlington Soccer bid that was submitted previously is valid and complete or if we need to submit a new one due to the updated deadline? Thank you!

Response: No proposal may be opened before the deadline date and time has passed. After the deadline has passed, the validity and completeness of each proposal will be determined based on an evaluation of the proposal. Addendum No. 1 modified the due date and added clarifications. All Offerors must include an acknowledgment of the Addendum with their proposals.