Playground Maintenance Services

Overview of School 1. Creative Minds International Public Charter School (CMI) serves about 525 District of Columbia students from Pre-K through 8th grade. We are located in the historic Sherman building on the Armed Forces Retirement Home (AFRH) property (3700 N Capitol Street NW, Washington DC 20011). 2. CMI's mission is to cultivate within ALL of our students the mindset, skills, creativity, and commitment to equity essential in becoming globally aware and independently minded citizens. Intent and Definitions 1. This RFP aims to solicit high-quality maintenance plan to maintain the natural playspace. 2. The term "CMI" refers to Creative Minds International Public Charter School. 3. The term "contractor", "consultant" or "bidder" means the responsible bidder. 4. The term "successful contractor" or "successful bidder" refers to the bidder awarded the contract. 5. The term "contracted employee(s)", "contracted staff", or "contracted personnel" refer to staff, agents, or employees of the successful bidder. 6. The term Quality Assurance (QA)" means a robust program to ensure accountability that the contract is executed as per the details of this RFP, executed contract, and addendums. 7. The term playspace refers to the play area Vendor Qualifications and Requirements 1. As general guidelines, vendor will: Be license and bonded for landscaping, playground equipment maintenance or similar field Implement and maintain a robust quality assurance (QA) and communication program; Verify that all contracted personnel are familiar and comply with CMI's rules regarding appropriate behavior of persons established to create a safe environment. As reasonably requested by the successful bidder, CMI will assist the contractor with compliance of any and all applicable policies; Work proactively with CMI to devise an acceptable resolution if the conduct of a contracted employee violates CMI's policies and expectations. Resolution may include removal of the employee temporarily or permanently; Immediately remove and not allow any contracted employee to work as part of this contract upon receiving written notification from CMI remove a contracted employee by name due to deficiencies in performance or professionalism. (Note that email is considered written notification.); Scope of Work 1. Provide a long-term maintenance program to maintain the outdoor playspace. At a minimum, this will include: Inspection of equipment three times per year (August, October, and March/April) Refresh the wood chips three times a year (August, October, and March/April) Maintain weeds three times a year (August, October, and March/April) Refresh sand and flagstone once a year (August) Repair equipment as necessary 2. Replacement of equipment: All equipment must be replaced with in-kind design and similar materials (due to the historic nature of the space) Replacements should improve inclusion of all Deviations from current design must undergo historic review (SHPPO), which is a long process that may not be approved 3. Quality Assurance (QA) and Communication Plan Vendor will implement and execute a QA plan that at a minimum addresses the following: All work is conducted safely following OSHE standards All work is conducted in a timely manner All provided materials are suitable and safe for children and normal activities (i.e., clean materials, free from heavy metals, pests, and other contaminants). If recycled or reused materials are provided, they must be certified as safe for children. Supervise contracted staff to ensure performance and professional standards are maintained Execute a clear communication plan with CMI primary point of contact to disseminate information about performance progress, staff changes (short-term and permanent), issues or deficiencies, and general performance toward meeting tasks as outlined in this RFP Shares vendor's SOPs with CMI primary point of contact Have a clear policy to resolve issues efficiently Bid Details and Submissions 1. Basic Requirements Be licensed to do business in the District of Columbia. The amount of the bid shall not exceed the license limit; Capable of providing highly-qualified tutors; Compliant with Omnibus Act of 2018; Have sufficient insurance coverage; Three references 2. Bid Details Submit a detailed proposal to realize the goals of this RFP. The bid must include: Clear pricing that delineates labor from materials Description of plan for replacement and repairs that are outside the scope of the long-term maintenance plan Plan to communicate and share documentation with CMI Portion addressing budget must include: Pricing must separate labor from materials Clearly denotes any exclusions to the RFP Portion addressing Quality Assurance (QA) and Communications must include: Documentation indicating origin of materials (e.g., where woodchips are sourced) Safety compliance and recordkeeping (i.e., Safety Plan) Communication method with primary site supervisor and POC at the school, etc. Portion addressing exclusions and additional services must include: If applicable, a description of any additional services or provisions that will be provided at cost by the bidder above the minimum standards outlined in this RFP Any exclusions should be clearly stated along with a proposed rate to add such exclusions. Note that additional administrative time, travel time to CMI, etc. are not billable expenses Organization chart of the company/staffing model Whether your company is a small business, based in DC, or a Certified Business Enterprise; Three references; Three examples of previous projects Proof of liability insurance. Proposal must be signed by an officer of the contractor who is legally authorized agent to enter into a contract. 3. Submissions: All questions should be submitted to Heather Hesslink at heather.hesslink@creativemindspcs.org.

Division 01 -	General Requirements.
Division 10 -	Specialties.
Division 11 -	Equipment.