Child Care Services

Project Overview Minnesota State is requesting proposals to assist St Cloud Technical and Community College in providing Child Care Services. Child Care Center Objectives- 1. To provide licensed high-quality child care services in a clean, safe, accessible atmosphere that responds to the changing needs of the College and the community it serves. 2. To provide the most complete and appropriate child care service operation to accommodate the College’s educational philosophy, programs, activities, services and calendar. 3. To include parents, guardians and College administration in decision-making through a committee structure to plan, promote and evaluate a high-quality child care service program. 4. To provide opportunities for faculty & students to work with child care services as interns, service-learners, volunteers through clubs and organizations, or to complete course assignments. Technical/Functional Requirements 1. It is specifically understood and agreed that such items

relative to child care services which are not herein covered may be added to or excluded from this proposal and resulting contract by the College without voiding in any manner the provisions of the existing contract. Such additional or deleted coverage shall be furnished to the College by Vendor with such additional consideration as is necessary. 2. It is understood that the successful performance of this contract is dependent on favorable response from the parent clients. Vendor shall meet regularly with the Vice President of Administration and any authorized committees to effect adjustments in operations, and shall cooperate at all times to maintain maximum efficiency and good public relations with the College's students, staff and families. 3. Vendor must report all written complaints including results of annual licensing and accreditation visits to the Vice President of Administration and how these complaints were resolved. A written copy of each complaint and response should be on file with the Vice President of Administration. 4. At the end of the first three months of the contract period, the parties upon mutual agreement may adjust the specific terms of this contract where circumstances beyond the control of either party require adjustments. All requested contract adjustments shall be proposed in writing to the College for consideration. All required contract amendment(s) shall be issued by the College. Any amendments to the contract must be executed by the same parties who executed the original contract. 5. Vendor shall be responsible for obtaining all required permits, licenses and bondings to comply with pertinent College regulations and municipal, county, state and federal laws. 6. Vendor shall furnish all management, labor and supplies necessary for the efficient and effective operation of child care services included in this contract. 7. The College permits Vendor to use the space designated to carry out the terms of this contract. Subsequent modifications of the space shall be subject to mutual agreement. The College shall provide heat, air conditioning, sewer, electricity, internet access and cold and hot water. Vendor agrees to exercise care to keep these energy services to a reasonable minimum, and comply with established energy conservation practices, regulations and policies. Outdoor signs indicating corporate name are not permitted without prior approval of the Vice President of Administration. 8. The College shall have the right of inspection of all childcare service areas, storage and auxiliary service rooms and the operations of Vendor. The College shall have the right to make reasonable regulations and Vendor agrees to comply. Authorized representatives of the College shall have access to all areas of said premises at any and all times. 9. The relationship of Vendor to the College shall be that of independent contractor, any other provisions herein notwithstanding. Employees of Vendor or other persons engaged in the performance of any work or services required by Vendor under this agreement, shall not be considered employees of the College. Any and all claims under the Worker's Compensation Act of Minnesota on behalf of said employees or any third party as a consequence of any act or omission on the part of Vendor's employees or other persons while so engaged in any of the work or services to be rendered, shall in no way be the obligation or responsibility of the College. The College's representative shall have no direct control over Vendor's employees. Any provisions for such control herein shall be exercised only through Vendor or the person assigned by Vendor as the Director of the Child Care Center. Applicant files and documentation regarding qualifications are open to the College Director of Human Resources and Dean of Enrollment Management and Student Success. 10. Prior to beginning operations, Vendor shall supply the College with a complete list of all employees to be used in the operation, and such list shall include the title or position, qualifications and emergency phone numbers. Such list shall be kept current, and all revisions or changes shall be furnished to the College quarterly. Description 11. The College shall be informed by Vendor of the schedule of Vendor's audit of the records and operations of the child care center. The College shall have the option to participate in Vendor's audits and shall receive full report of these audits. The Vendor will provide an annual financial statement to the College. 12. Charges of Vendor for the services not permitted by State Statute or beyond the scope of this contract shall be an expense of Vendor and shall not be an expense of the College. PERSONNEL. EMPLOYMENT PRACTICES. STAFFING AND SCHEDULES 1. Vendor's full time Director of the Child Care Center shall meet required licensure guidelines. 2. Personnel relations of employees on Vendor's payroll shall be Vendor's responsibility. Vendor shall comply with all applicable government regulations related to the employment, compensation, and payment of personnel. 3. Vendor shall provide background checks on all employees. 4. All management and staff personnel of Vendor shall present a professional, positive, pleasant and courteous attitude. 5. Employees are to be kept well informed by Vendor about organizational and operational changes, so that they can respond to parents’ inquiries. Employees are to be encouraged to share parent comments and suggestions with management. EQUIPMENT, UTILITIES, SUPPLIES AND SPACE USE 1. The College shall provide Vendor with a beginning physical inventory of major kitchen and other appliances (refrigerator, microwave, etc.), equipment, playground items, play systems and any other equipment or materials that would be normally listed on the College inventory. 2. The College shall maintain an up-to-date physical inventory, record of all major appliances provided during the life of this contract. The appliances will remain the College's property and will be returned to the College at the expiration of the contract period. It is incumbent upon Vendor to take reasonable care of these appliances. 3. Appliances shall not be temporarily or permanently removed from the premises without the College's prior written approval. 4. All equipment, furniture, supplies and/or renovated facilities not provided by the College that Vendor deems necessary will be provided by Vendor at its expense. The College shall not reimburse Vendor for these additional equipment, furniture, supplies, or renovation expenses. The Vendor must get pre-approval from the College for any structures and/or playground equipment before installation on College premises. 5. With respect to the major appliances provided by the College, the College makes no implied or express warranties, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. However, Vendor shall have the benefit of any warranty or guarantee given the College by the manufacturer or the seller of the equipment. 6. On termination or expiration of this contract, the College shall conduct a physical inventory of all major appliances. At that time, Vendor shall surrender the facilities and furnishings to the College in as good condition as at the start of the contract (ordinary wear and tear, and loss or damage by fire, flood or other perils covered by extended coverage insurance excepted). 7. Vendor has the responsibility to consult with the College on the disposition or use of major appliances/furniture owned by the College. The disposition or declaration as surplus shall be the responsibility of the College and in accordance with State inventory control procedures. 8. Vendor is responsible for control of keys & access cards obtained from the College and the security of these areas for which and when they are used by representatives. Vendor shall be responsible for immediately reporting all the facts relating to losses incurred as a result of break-ins to areas of the child care center. 9. The College is responsible for the cost of re-keying & access cards and replacing lock cylinders, as determined by the College. Vendor shall be responsible for replacement of lost keys and access cards and the cost of re-keying and replacement of lock cylinders and/or access card readers/systems required as a result of his/her negligence and/or loss of keys. 10. The College does not guarantee an uninterrupted supply of water, steam, electricity, gas, heat or air conditioning. However, it shall be diligent in restoring service following an interruption. The College shall not be liable for any product loss which may result from the interruption or failure of any such utility services. 11. Vendor shall pay for telephone charges. 12. Upon termination or expiration of this contract, Vendor shall vacate the premises and deliver the premises to the College in the same condition that the premises are in at the time Vendor entered the premises hereunder (reasonable use and wear expected). 13. The College facilities equipment, services and staff are used for the purpose of carrying out the functions of the College. Vendor shall not use College designated facilities, equipment, services or staff in support of outside activities unless specifically authorized in writing by the Vice President of Administration, based on a judgment that such activities contribute to and serve the College's purpose and the use is consistent with College regulations. EQUIPMENT AND FACILITIES MAINTENANCE, REPLACEMENT AND SANITATION 1. The premises, major appliances and facilities shall be maintained by Vendor throughout the life of this contract in condition satisfactory to the College and in compliance with the State of Minnesota Administrative Code, the State Department of Human Services, the County of Stearns and City of St Cloud and their respective Boards of Health, and all other regulatory agencies. Thus, Vendor shall adhere to the highest standards of cleanliness and sanitation practices to ensure continual sanitation in all functions and matters related to the execution of the terms of this contract. 2. All material, equipment and supplies used at the child care center must comply fully with all safety requirements as set forth by all applicable O.S.H.A. standards, the Department of Human Services Chapter 9503, and child care center rules and regulations promulgated by the City of St Cloud, Department of Community Services, and Division of Health, and all other regulatory agencies. 3. During the course of performing the services necessary to satisfy the requirements of this contract, Vendor is fully liable for public and private protection while work is in process or at any site exposed as a potential hazard. Vendor must provide warning devices and/or signs which shall be prominently installed and displayed and be fully in compliance with the safety regulations. 4. Consultant inspectors of the State Department of Human Services, other accreditors, State, County or City Boards of Health, and State, County, or City Fire and building inspectors, and any other regulatory agencies shall have complete cooperation and access to all child care service areas on inspections which they may conduct. These inspections may be at the request of the College or on said agencies own discretion. On completion of inspection, agency inspectors shall furnish copy of each inspection report to Vendor with copy to the College. 5. Vendor is responsible to implement corrective operating measures required as a result of these inspections and reports within ten (10) days of notification or as specified by the inspector (whichever is sooner.) The College shall be responsible for facilities repair or modifications as set forth in this contract. 6. Vendor shall clean and disinfect all table tops, changing tables, counter tops, toys and chairs and conduct spot pickup of items on the floor in the child care center. The Vendor shall provide general cleaning of the child care center each day after the center has closed for the day. The Vendor shall provide complete floor cleaning throughout the facility on a quarterly basis. 7. The Vendor shall be responsible for the costs and maintenance of insect and pest control in all areas. 8. Vendor shall provide an adequate inventory of any employee aprons, towels, pot holders and such other related linens. Vendor shall be responsible for the laundry, cleaning and maintaining an adequate inventory of these items. Vendor will be responsible for hand soaps and all other necessary cleaning products, paper products and other supplies. 9. The College shall be financially responsible for the cost of premise removal of trash, garbage and recycled materials resulting from the child care center in compliance with a schedule approved by the College (i.e., weekly pickup date). If additional pickups or dumpsters are needed, the Vendor shall be responsible for coordinating with the College, and Vendor will be responsible for the additional cost. The College shall provide existing waste and recycling containers in sufficient quantity to maintain sanitary standards for trash disposal and recycling. Vendor shall provide trash bag liners, and are responsible to empty waste and recycling on a daily basis into specified waste and recycling containers. Waste containers and recycling containers shall be kept in a clean and satisfactory condition at all times and emptied as often as necessary by the College to maintain sanitary conditions. Vendor shall be expected to see that the areas meet standards of orderliness at all times. 10. Vendor shall be responsible for the costs of maintaining first aid equipment and supplies in all areas. 11. The College shall be responsible for lawn care and snow removal in parking lots, sidewalks and emergency exits. The College shall be responsible for the fence. The Vendor will be responsible for maintaining the playground equipment and playground grounds area inside the fenced-in area. 12. The College shall furnish and maintain fire extinguisher equipment and supplies, and Vendor shall notify the College immediately of extinguisher use. 13. The College is responsible for the periodic cleaning of hood ducts, plenums and related vents and fans. Vendor shall be responsible for weekly routine cleaning maintenance of hoods and filters up to but not including the ductwork. 14. An aggressive program of accident prevention and safety education shall be used by Vendor. First aid supplies and fire extinguishers and fire alarms will be available for use as needed. Employees are to be trained by Vendor as to their location and how to use them. All accidents and injuries to children or staff requiring immediate medical attention, abnormal incidents, or incidents which could jeopardize Vendor's licensure status shall be orally reported to the College immediately. Written details of any such incident shall be delivered to the College Safety Coordinator with a copy to the Vice President of Administration, by Vendor within 24 hours of the incident. 15. An evacuation plan and other required emergency preparedness plans shall be developed and implemented in collaboration with the College’s Safety Coordinator. The evacuation and other plans shall be reviewed and evaluated each year. The Vendor will cooperate and participate with the College on Star Alert notifications and required drills. The Vendor will provide emergency contact information for designated Vendor staff, and the College will provide emergency contact information for designated College staff. LIABILITY FOR REVENUE AND EXPENSE ITEMS For the purpose of establishing a ready reference of financial terms for childcare services, the following glossary of revenue and expense identification is provided. This glossary does not imply that all categories will be used. The glossary of revenues and expenses for Child Care services related to this contract for which Vendor is responsible are as follows: PAPER SUPPLIES: Including baby wipes, foam, paper or plastic plates, cups, trays, glasses, flatware, napkins, table linen, wrapping materials, and necessary dispensers. The Vendor is encouraged to use green “sustainable” paper and other materials in the operation of the Child Care Center. The Vendor is strongly encouraged to participate in the College recycling program. LABOR COSTS: A. Wages/Salaries: Salaries and wages for all employees exclusive of fringe benefits including substitute personnel hired when regular staff are ill or otherwise gone from the Center. B. Vacation. Holiday. Sick Leave: Accurate period provisions for vacation, holidays, and sick leave wages on a reserve basis; when paid or charged to a reserve account and credited to wages. C. Group Insurance: Expenses of Vendor for employee's medical, dental, disability, catastrophic or other related group insurance. Deductions from employees for their share of group of insurance, life and/or other. D. Worker's Compensation: Statutory. E. Overtime: Total dollar amount for nonexempt employees. F. Unemployment Compensation. Payroll Taxes: Charges by headquarters office for company portion of operation contribution. G. Other Allowable Personnel Costs: Employer portion of union dues Employer portion of profit sharing contributions Staff development, training and education Required employee health exams State related travel expenses Employee meals Membership dues. SHORTAGE AND OVERAGES: Gross cash shortages or overages. INSURANCE AND BONDING: Insurance coverage and bonding requirements. PROGRAM EQUIPMENT AND SUPPLIES: Initial purchase and replacement of furnishings, equipment, supplies, and equipment parts not supplied by the College. CLEANING EQUIPMENT SUPPLIES: Expenses of Vendor for detergent, sanitizer, brooms, vacuums, mops, sponges and rinse compounds used for cleaning and washing dishes, pots and pans, toys and equipment, including those compounds used for personal hygiene of the child care center. LAUNDRY SERVICE: Washing and/or dry cleaning towels, children's clothing, bedding, etc. OFFICE SUPPLIES, POSTAGE, PRINTING: Expenses normally incurred in the performance of standard office operations and printing costs of brochures, parent handbooks, etc. used for the child care services at the College. APPROVED PUBLIC RELATIONS, ADVERTISING, PROGRAMS & PROMOTION: Expenses in the amount specified for mutually agreed items resulting in improved marketing of the child care service and such other expenses required to maintain or improve revenues and the image of the child care service. FOOD AND BEVERAGES: Expenditures on food and beverages necessary to provide juice and snacks to children and employees. FOOD SUPPLIES: Expenditures on cookware, disposable utensils, disposable serving dishes, disposable plates, napkins and other supplies associated with serving or preparing food. TRANSPORTATION AND FIELD TRIPS: Expenditures necessary to provide local transportation or transportation for field trips, including expenses associated with purchase and maintenance of a van or other vehicle for use by the child care center. PEST CONTROL: Costs of premise pest control services, equipment and supplies. TELEPHONE: Expenses for all telephone services. PAINTING AND RE-DECORATING (requires pre-approval by SCTCC Maintenance or Administration): Materials and labor costs. JANITORIAL SERVICES: Materials and labor for daily cleaning of the child care center. PROPERTY TAXES: Property taxes for Child Care building, if appropriate. May be prorated based on contract effective dates. ACCREDITATION FEES: Any fees charged for accreditation processes. ADMINISTRATION: Vendor is financially responsible for the following administration and management expenses: Consulting and administrative services Professional employment recruiting fee Bank service charges Legal and professional fees All applicable taxes Labor and labor relations Professional journal subscriptions and books Community contributions Employee parties and contributions Social or professional organization membership dues. OTHER Other expenses not identified in this contract and which are not approved in writing by mutual agreement. The glossary revenues and expenses of child care service related to this contract for which the College is responsible are as follows: UTILITIES EXPENSE: Including electricity, internet access, hot and cold water, heat, gas, refrigeration. RUBBISH AND GARBAGE REMOVAL: Charges for removal of rubbish and/or garbage resulting from the child care center. RECYCLING MATERIALS REMOVAL: Charges for removal of recycled items resulting from the child care center. PUBLIC RELATIONS, ADVERTISING, PROMOTIONS AND PROGRAMS: Expenses which are reasonable and mutually agreed relating to improved marketing of the child care services. Standard promotion by St Cloud Technical and Community will be College publications and other notices consistent with promotional guidelines. PROGRAM DESCRIPTION: 1. Operational Capacity: Initial total number of possible childcare placements: Infants: Rationale: ratio is 1:4 Toddlers: Rationale: ratio is 1:7 Preschoolers Total initial licensing capacity-99 with changes to enrollment/capacity to be determined with Advisory Board consensus 2. Operational Days and Hours: Days and hours of operation are based on enrollment. Typically the Child Care Center will be open on all days (Monday - Friday) when the college is in session. General hours of operation are 6:00 am – 6:00 pm (Monday - Friday). The child care center will follow the academic schedule for closing during breaks, holidays, staff conferences, and for emergencies. Other hours may be provided upon a demand basis that would provide flexibility for the St Cloud Technical and Community College’s child care center users. 3. Clientele: Priority for openings in the child care center will be given as follows: First Priority: Children of St Cloud Technical and Community College students, who are currently enrolled Second Priority: Children of St Cloud Technical Community College staff/faculty Third Priority: Children of prior students/alumni Should openings occur, the general public and their children may be eligible Vendor will be responsible for administrative enrollment policies and procedures, which take these priority ranks into account. Consideration for alignment of scheduled hours with parent course/work schedules, to the degree possible, is expected (i.e. Monday, Wednesday, Friday fixed schedule for the semester). The policies and procedures are subject to approval by the college. 4. Minimum Staff: Child Ratios Vendor must, at a minimum, comply with the minimum staff: to child ratios established by the MN Department of Human Services. 5. Accreditation: Vendor must achieve Parent Aware accreditation with a rating of 3 or 4 stars within one year. 6. Curriculum: The curriculum will be developmentally based, focusing on the individual social, cognitive and physical needs of the children. Vendor shall refer to the National Association for the Education of Young Children (NAEYC) standards. Curriculum should meet the MN Parent Aware requirements. 7. Facility Location: