K-12 English Language Arts Adoption

Douglas Unified School District, #27 is seeking qualified firms to provide K-12 English Language Arts Adoption textbooks and support materials.

Project Details

• Reference ID: 26-32-32
• Department: Douglas Unified School District, #27
• Department Head: Norma Nerio (Procurement Specialist)

Important Dates

• Questions Due: 2026-04-08T19:00:00.000Z

Meetings & Milestones

Addenda

• Addendum #1 (released 2026-03-27T16:33:19.210Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

• Addendum #2 (released 2026-04-06T14:34:49.718Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

Evaluation Criteria

• Standards-Based Instruction (300 pts) —

  A robust collection of materials that integrates evidence-based instructional practices aligned to the Arizona Standards and the District’s Course descriptions.

• Student-Centered Learning (350 pts) —

  Instructional materials include inquiry-based approaches to engage students in learning experiences that reflect the practice of and standards of the adoption.

• Technology & Materials (250 pts) —

  Instructional materials should be easy to use and provide tools to engage students using integrated technology that includes a range of media types, articles, web-based information, videos, images, audio, dynamic software, etc.

• Diverse Perspectives (200 pts) —

  Instructional materials are accurate and authentic, including multiple perspectives and resources that reflect the voices of the people and cultures being represented.

• Personalization (300 pts) —

  Instructional materials allow for personalization and include scaffolded versions of materials and assessments to support learner variability.

  Provides teachers with tools to customize learning experiences in connection with students’ identities, homes, and communities.

• Assessment (350 pts) —

  Provides formative and summative assessments (with an emphasis on performance tasks) to determine proficiency of state standards and inform social studies instruction.

  Supports assessment through the use of specific, observable, and measurable “look fors” that demonstrate understanding through different modalities.

• Integration (150 pts) —

  Instructional materials include multiple opportunities to integrate various Adoption contents as well as integration with other disciplines.

• Cost (300 pts) —

  Fair and reasonable cost of materials.

• Professional Development and Training (300 pts) —

  Did the publisher offer multiple methods of training and professional development.

• Qualifications of Audit Team (20 pts) —

  Subjectively review the qualifications of staff and the audit team performing field work.

• Audit Cost Criteria over Five Years (30 pts) —

  Cost is a factor in awarding the contract; however, only those proposals that meet all the mandatory criteria in the RFP will be given consideration. The contract will not be awarded solely on the basis of cost.

  After a composite technical score for each audit firm has been established, the sealed cost proposal will be opened and additional points will be added to the technical score based on the proposed price. The maximum score for price will be assigned to the audit firm offering the lowest price, and proportional scores will be assigned to the other audit firms.

• Method of Approach and Implementation Plan Section Labor Costs (125 pts) —

  Evaluation how the FSMC used the information contained in  Exhibit F of the RFP.

• Method of Approach and Implementation Plan Section Schedule of Terms for the FSMC Guarantees (100 pts) —

  Subjectively evaluate how reasonable the FSMC's projected costs and revenues are for the SFA.

• Method of Approach and Implementation Plan Section Financial Projected Worksheet (125 pts) —

  Subjectively evaluate how reasonable the FSMC’s Guarantee return conditions will be for the SFA’s upcoming school year.

  Subjectively evaluate how reasonable the FSMC’s Guarantee amount will be for the SFA.

  Subjectively evaluate how reasonable the FSMC’s Guarantee return conditions will be for years 2-5.

• Method of Approach and Implementation Plan Section Evaluate Food Purchase Specifications (150 pts) —

  Subjectively evaluate the FSMC’s plan on how they will purchase quality products at the lowest price possible consistent with maintaining quality standards and service, keeping costs low and quality high.

  Subjectively evaluate the FSMC’s comprehensive plan on how they will purchase food. Evaluate how the FSMC will keep costs low and quality high. Specifications shall cover items such a grade, purchase units, style, condition, weight, ingredients, formulations, and delivery time.

  Subjectively evaluate how the FSMC will properly document, on the monthly invoices, the USDA Foods used each month. Does the methodology and invoice meet the USDA requirements as stated in the Special Terms and Conditions?

• Method of Approach and Implementation Plan Section Evaluate Menu Planning (300 pts) —

  Subjectively evaluate the 21-day cycle menus submitted for each program.

  Subjectively evaluate how the FSMC will provide reimbursable meals which meet the nutrition standards and meal pattern requirements.

  Subjectively evaluate how the FSMC will accommodate special requests and meet the needs of the SFA.

  Subjectively evaluate the FSMC’s philosophy regarding promotion (increasing awareness and participation) of the school food service program. 

  Subjectively evaluate how the FSMC will ensure compliance with a food safety management system that complies with HACCP (Hazard Analysis and Critical Control Point) principles.

• Method of Approach and Implementation Plan Section Accounting Systems and Records and Attachment (200 pts) —

  Subjectively evaluate the information in, Internal Accounting Process, and determine if the FSMC’s accounting system and records meet the SFA’s needs.

  Subjectively evaluate the FSMC’s procedures to ensure that accurate meal records are kept.

  Subjectively evaluate the FSMC’s procedures to ensure that accurate pupil participation records will be maintained.

  Subjectively evaluate the FSMC’s plan for controlling costs.

  Subjectively evaluate the sample invoice.

• Experience, Expertise, and Reliability Offeror's Program List (50 pts) —

  Subjectively evaluate the list of SFAs the FSMC is serving and if the schools are comparable to your SFA.

  Subjectively evaluate the FSMC’s experience as food service operators in Arizona and nationally.

  Subjectively evaluate the FSMC’s specific strategies for increasing both student and adult participation, while at the same time providing high quality, nutritional food.

• Experience, Expertise, and Reliability Offeror's References (149 pts) —

  Subjectively evaluate the FSMC’s references and responses to your questions.

  Subjectively evaluate how the FSMC will work with your SFA

• Experience, Expertise, and Reliability Offeror's Discontinued Services (150 pts) —

  Subjectively evaluate the reasons for the SFAs to discontinue or terminate the FSMC’s services.

• Experience, Expertise, and Reliability Offeror's Organization Chart (50 pts) —

  Subjectively evaluate how the FSMC’s Organization will work with your SFA.

  Subjectively evaluate the FSMC’s plan for the administrative, management, and supervision proposed under the specifications of the contract.

• Experience, Expertise, and Reliability Offeror's Personnel Information (250 pts) —

  Subjectively evaluate the FSMC’s experience as managers and consultants of food service operations.

  Subjectively evaluate the resumes of the proposed personnel and how their skills will work for your SFA.

• Experience, Expertise, and Reliability Offeror's Staffing Schedule (200 pts) —

  Subjectively evaluate how the FSMC’s staffing schedule will work for your SFA.

  Subjectively evaluate the FSMC’s plan in relation to the employment of the existing food service staff.

  Subjectively evaluate how the FSMC will ensure that the level of service meets the needs of each school.

  Subjectively evaluate the FSMC’s policy for the removal or suspension of an employee, and the procedures to immediately restructure its staff without disruption in service to the SFA.

• Experience, Expertise, and Reliability Offeror's Training Program (150 pts) —

  Subjectively evaluate the FSMC’s training program for the employees, directors, and managers.

  Subjectively evaluate how the training program will train its employees to abide by all the policies, rules, and regulations with respect to its use of the SFA’s premises.

  Subjectively evaluate how the FSMC will improve employee morale and reduce turnover.

  Subjectively evaluate how the FSMC’s training program will help the SFA meet the established professional standards requirements.

• Cost of Breakfast (300 pts) —

  X =  Lowest price per meal out of all offers
  Y  =  Price per meal of offer being evaluated
  Z  =  Number of points available  

• Cost of Lunch (450 pts) —

  X =  Lowest price per meal out of all offers
  Y  =  Price per meal of offer being evaluated
  Z  =  Number of points available  

• Cost of Snack (150 pts) —

  X =  Lowest price per meal out of all offers
  Y  =  Price per meal of offer being evaluated
  Z  =  Number of points available  

• Cost of Meal Equivalent (50 pts) —

  X =  Lowest price per meal out of all offers
  Y  =  Price of offer being evaluated
  Z  =  Number of points available  

• Administrative Fees (500 pts) —

  X =  Lowest price Admin Fee out of all offers
  Y  =  Price of offer being evaluated
  Z  =  Number of points available  

• Mangement Fees (500 pts) —

  X =  Lowest price Management Fee out of all offers
  Y  =  Price of offer being evaluated
  Z  =  Number of points available  

• Qualifications of the Firm (300 pts) —

  Cost of services over five years

• Qualifications of the Custodial Firm (400 pts) —

  Firms ability to present stable business-like infrastructure, which includes a directory, phone numbers and a list of contacts for the following areas: (Samples of firms report or documents may be included)

  • • Human resources - How this firm performs and maintains background and reference checks.  The ability to present an extensive detailed process for fingerprinting all hired employees and any manager or supervisor who interacts with site personnel. 
    • Accounting – Bills are easy to read, A/R personnel are identified, and backup documentation is in place.  All billing must be within 31 days of occurrence and preauthorized.
    • Training programs – Specific detail of how often and what type of training employees are offered before or during employment.
    • Management – Detailed how employees are managed, motivated, disciplined showing complete processes.
    • Uniforms and ID Cards – Required of all employees.
• Equipment (100 pts) —

  Total dollar inventory, include age and type of inventory Offeror is supplying the equipment is perceived as more than adequate.

• Responsiveness (10 pts) —

  Standards-Based Instruction

• Responsiveness (10 pts) —

  Mission for Students is supported

• Responsiveness (10 pts) —

  Student-Centered Learning

• Responsiveness (10 pts) —

  Technology & Materials

• Responsiveness (10 pts) —

  Diverse Perspectives

• Responsiveness (10 pts) —

  Personalization and Customization

• Responsiveness (10 pts) —

  Assessment

• Responsiveness (10 pts) —

  Integration

• Professional Development (10 pts) —

  Ability to provide the Training Requested

• Cost (10 pts) —

  The total cost for adoption for five years including professional development

• Presentation to the Committee (10 pts)
• Presentation to the Committee (100 pts) —

  Evaluate the FSMC’s presentation of the answers to the following questions to the Evaluation Committee using the chart below as a guide.

• MOA (10 pts)
• FSMC Presentation to the Committee (100 pts) —

  Evaluate the FSMC’s presentation of the answers to the following questions to the Evaluation Committee using the chart below as a guide.

• Audit Work Plan (37 pts) —

  Subjectively evaluate the Comprehensiveness of the Audit Work Plan.

• Food Service BAFO MOA (35 pts) —

  Method of Approach and Implementation

• Food Service BAFO Experience (28 pts) —

  Experience, Expertise, and Reliability 

• Food Service BAFO Cost (37 pts) —

  Pricing for meals

Submission Requirements

• Resulting Award - Contract (required) —

  The resulting contract is subject to all terms of the district procurement code including limitations as to duration, rights of the district to terminate and means of dispute resolution. No resulting contract is renewable except to the extent provided in the solicitation. No vendor terms take precedence over the solicitation and district procurement code.

• Response Submittal "Embedded Attachments or Documents" (required) —

  Our firm understands that we are not to embed any documents within the questionnaire, as they will not be accessible or evaluated.  Embedded Links will disqualify your response.  This includes adding photographs or other images to your response.

  When a document is required to be uploaded, it must be in pdf format and unlocked (unless the firm will provide the key if they are the highest ranked firm.)

• Adherence to Social Distancing Procedure and COVID-19 Procedure (required) —

  By clicking yes, you agree to comply with School Social Distancing Procedures and follow the CDC guidelines https://www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html.

  As COVID-19 impacts our schools, and contractors (subs included) engineers, and architects accessing our sites must be able to control and minimize the risk for students, staff, and visitors. Has your company implemented a response plan for anyone working on our sites and are they following the CDC guidelines related to COVID-19.

  Are you practicing social distancing, conducting group meetings using Google Meet or other video conference methods? Are you using disinfectant wipes and employing enhanced cleaning procedures at your work sites including Social distancing during lunch breaks and cleaning lunch and break areas after each use by removing their trash daily?

  Are you asking anyone who is sick to stay home and away from the work site, are you requiring employees to wear PPE (Hardhat, Safety Glasses, Gloves, High Visible Vest)? Are you cleaning tools and other equipment with disinfectant wipes that claim "kills greater than 99% of bacteria".

   

• Forms and Compliance
• Vendor Registration Form (required) —

  Please download the below documents, complete, and upload.

• Fingerprint Clearance Compliance (required) —

  Will all the employees of your firm that provide services on-site, have Fingerprint Clearance Cards?

• Drug Testing (required) —

  Do you drug test your employees prior to hire?

• Acknowledgement and Acceptance of Terms and Conditions of the Solicitation (required) —

  Douglas Unified School District, #27 Explanatory Note: The purpose of this question is to confirm the Offeror’s acknowledgement and acceptance of the terms and conditions of the Solicitation, subject to any exceptions or modifications to terms or conditions that are expressly requested in the question or that have been requested and approved prior to submission of the Offer. All exceptions or modifications to the Solicitation, regardless of whether the District approved such items prior to submission of the Offer, must be clearly set forth in this form.

  The Offeror, by the undersigned representative, acknowledges and accepts all terms and conditions of the Solicitation, except as expressly noted below. As used in this question, “terms and conditions of Solicitation” means all terms, conditions, specifications, certifications and warranties set forth in the documents that comprise the Solicitation, including the Uniform Instructions for Offers, Special Rules for Offers (if any), General Terms and Conditions of Contract, Special Requirements of Solicitation (if any), Specifications/Scope of Work, and Solicitation Addendums (if any).

• Unauthorized Purchases (required) —

  Have you read and does your firm understand that no work can be done without a purchase order in place.

• Deviations and Exceptions if requested (required) —

  Any deviation or exception to information found within the solicitation must be identified below. Any deviation, exception or the inability of the vendor to comply with a particular item found within the solicitation must be clearly and fully stated. Failure to list any deviations indicates full compliance with the solicitation.

• Deviations and Exceptions —

  Please download the below documents, complete, and upload.

• Request for Confidentiality or Proprietary Information (required) —

  The purpose of this form is to request that Douglas Unified School District, #27 treat as confidential specific information in the Offer that the Offeror believes is a trade secret or other proprietary information.

  All information that is the subject of the request for confidentiality must be designated on form you will attach if you answer yes. An explanatory statement for the request must be clearly set forth in this form. Additional pages may be attached to the form.

  The District Representative shall review the statement and provide the determination in writing whether the information shall be protected. If the District Representative determines that the information shall be protected from disclosure, the District Representative shall inform the Bidder or Offeror in writing of such determination.

  Requests to protect pricing information, references, or the entire Offer from disclosure will be denied.

• Request for Confidentiality or Proprietary Information —

  Please download the below documents, complete, and upload.

• Contact Information if short-listed —

  Please provide the contact information that should be used to contact your firm if you are short-listed.  Include the contact name, cell phone number and email address.

• E-mail Address for Submitting Orders (required) —

  Please provide the contact information that may be needed by accounts payable after implementation of the contract. Include a contact name (if available), phone number and email address.

• Payment Discount —

  Please provide the percentage and number of days.

  Bid is subject to a payment discount of ___________% ___________ days (less than 15 days will be considered net).

• Certifications —

  Please upload any certifications of staff providing professional development here.

• References (required) —

  Please download the below documents, complete, and upload.

• Familial Relationship Disclosure (required) —

  Please download the below documents, complete, and upload.

• Non-Collusion Affidavit Notarized (required) —

  Please download the below documents, complete, and upload.

• No Israel Boycott (required) —

  To the extent applicable, Douglas Unified School District, #27 is prohibited by A.R.S. § 35-393.01 from entering into a contract with any company for professional services unless the contract with the company includes a written certification that the company is not currently engaged in, and will not, for the duration of the contract, engage in a boycott of Israel. By submitting a Response, a Respondent represents to DUSD that it is not currently engaged in a boycott of Israel and that it will agree to language in the contract prohibiting any such boycott for the duration of the contract.

  Do you agree?

• Forced Labor of Ethnic Uyghurs Ban (required) —

  Pursuant to A.R.S. § 35-394, written certification is required to show that the company entering into a contract with a public entity does not use the forced labor, or any goods or services produced by the forced labor, of ethnic Uyghurs in the People's Republic of China.

  Under A.R.S. § 35-394:

  1. "Company" means an organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, limited liability company or other entity or business association, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate, that engages in for-profit activity and that has ten or more full-time employees.

  2. "Public entity" means this State, a political subdivision of this State or an agency, board, commission or department of this State or a political subdivision of this State.

  In compliance with A.R.S. §§ 35-394 et seq., all offerors must select one of the following:

• Offer and Acceptance Form (required) —

  Please download the below documents, complete, and upload.

  ALL UNSIGNED RESPONSES SHALL BE REJECTED.

• Certificate of Insurance (COI) (required) —

  Please upload your complete COI here.

• W-9 (required) —

  Please upload your complete W-9 here.

• Drug-Free Workplace (required) —

  This Drug-Free Workplace Certification is required pursuant to Government Code §8350, et seq., the Drug-Free Workplace Act of 1990. The Drug-Free Workplace Act of 1990 requires that every person or organization awarded a contract for the procurement of any property or services from any State agency must certify that it will provide a drug-free workplace by doing certain specified acts.

  I acknowledge that I am aware of the provisions of Government Code §8350, et seq. and hereby certify that I will adhere to the requirements of the Drug-Free Workplace Act of 1990.

• Textbook Questons
• Textbook Series —

  What is the name of the series of textbooks you are offering?

• Textbook Series ISBN —

  Upload a document that includes the Name, Title, and Corresponding ISBN for each product in the series, including "bundled" materials and miscellaneous items.

• Student Resource Materials —

  For each class textbook detail, what is included in the student resources materials. 

• Resource Criteria —

  Does your textbook and its resource meet the most current Arizona Standards?

• ESSA Ratings —

  Publishers should submit ESSA ratings beside the textbook title and Grade Level, if available.

• Connections for Students —

  Does the instructional materials and assessments focus on making connections for students, allowing them to engage in relevant, meaningful activities that can be connected to real-life?

• Instructional Materials —

  Instructional materials and authentic assessments support English Language Arts literacy; the knowledge and understanding of English Language Arts concepts and processes required for personal decision making, participation in civic and cultural affairs, and economic productivity. Does your offer comply?

• Lesson Plans —

  Are robust lesson plans included with your offer?

• Inquiry Investigations Science —

  Students should have opportunities to plan and carry out several different kinds of investigations. They should engage in investigations that range from those structured by the teacher - in order to expose an issue or question that they would be unlikely to explore on their own (e.g., measuring specific properties of materials) - to those that emerge from students' own questions. Does your offer comply?

• Hands-on Science Laboratory —

  Does the submission provide hands-on laboratory investigations using real-world applications and SEPs? Or help guide students to develop their own investigations based on their own phenomenon/real-world questions?

• Evidence of Science hands-on-lab activities —

  Evidence that students spend a minimum of 25 percent of instructional time engaged in a wide range of hands-on laboratory investigations. Per the Arizona English Language Arts requirements by ADE. Does your offer comply?

   

• 3-Dimensional Science —

  Does the program offer 3-dimensional phenomenon-based formative and summative assessments?

• Science Teacher Support —

  Does the program provide teacher support for students to record evidence of their scientific investigations in a portfolio of lab reports or a lab notebook (print and digital format). PDFs should be able to be edited by the teacher.

• Lexile Levels —

  Does the textbook and materials offer options for differentiation (different Lexile levels, opportunities for enrichment or reteaching)?

• Textbook Formats —

  Which options are available with your offer to Douglas Unified School District, #27?

• Digital Component —

  Digital Platform Criteria: English Language Arts Materials should provide basic online components such as lesson tutorials, videos, lesson plans, and summative and formative assessments. Online materials should be printable. Does your offer comply?

• Digital Videos —

  Program should include English Language Arts videos to be accessible to students. Does your offer comply?

• Differentiation and Accommodations —

  Provide accessibility tools (i.e. read-aloud, highlighting, etc.) Does your offer comply?

• Tools Available —

  Provide a list of the tools available with your offer.

• Meaningful Options 1 —

  Does your offer contain meaningful options for extension and enrichment?

• Meaningful options 2 —

  Does your offering have meaningful options for remediation and resubmission?

• General Requirements 1 —

  Program should include professional development for English Language Arts teachers and training to support students. Does your offer comply?

• General Requirements 2 —

  English Language Arts Programs should be researched-based and proven effective. Does your offer comply?

• General Requirements 3 —

  Each lesson includes a guiding question for teachers to present or options for students to generate questions. Does your offer comply?

• RFP Method of Approach —

  Offeror must provide a project plan that describes how your firm intends to provide, implement, and support the solutions to Douglas Unified School District, #27's solicitation. 

• Video Upload —

  If you have a short video please upload it here. Not to exceed 10 minutes. It must be a single link without additional logins to other accounts.

• Technical Requirements- 1 —

  Support of the following browsers: Firefox, Chrome, Edge, and Safari browsers. Vendor will specify which versions of these browsers the vendor’s solution supports. Chrome and Edge are non-negotiable. Does your offer comply?

• Technical Requirements- 2 —

  Support Windows operating systems. Does your offer comply?

• Technical Requirements- 3 Microsoft Windows Server —

  Support the most recent stable version of Microsoft Windows Server in both 32-bit and 64-bit versions. Does your offer comply?

• Technical Requirements- 4 —

  Firm provides option for deployments of electronic materials. Does your offer comply?

• Technical Requirements- 5 —

  Regulatory and statutory compliance for security may include, but not limited to: currently applicable federal, state and local encryption standards; data overwrite software. Does your offer comply?

• Technical Requirements- 6 —

  Demo Account Credentials:

  Please upload demo account information here. Demo account information must include:

  Access link, preset username, preset password, Committee will share five passwords.

  Access to your full program.

  This must be a single link.

• RFP Response- Key Personnel —

  List the key personnel that will be assigned to this project for implementation, professional development and a short background of education and qualifications.

• Student Engagement —

  Does your offer provide opportunities must be provided to allow for students to engage with phenomena and have student-directed investigations based on their interests and questions they derive.

   

• Cost by grade-Level for the 1st Year —

  Lay out the unit costs, the first year costs using the class size number provided.  Additionally, lay out the cost for years two-five.  Assume any consumables will be replaced the number of units for that course/grade level.  The whole price proposal will be totaled so that we understand your offer.

  Cost must be broken out to be compliant with GASB 96. (Electronic versions)

• Cost for years two-five —

  Lay out the cost for years two-five.  Assume any consumables will be replaced the number of units for that course/grade level.  The whole price proposal will be totaled so that we understand your offer.

  Cost must be broken out to be compliant with GASB 96. (Electronic versions)

• Bundled Products First Year —

  Lay out the unit costs, the first year costs using the class size number provided.  Additionally, lay out the cost for years two-five in the next question.  Assume any consumables will be replaced the number of units for that course/grade level.  The whole price proposal will be totaled so that we understand your offer.

  Cost must be broken out to be compliant with GASB 96. (Electronic Versions)

• Bundled Years two-five —

  Lay out the cost for years two-five.  Assume any consumables will be replaced the number of units for that course/grade level.  The whole price proposal will be totaled so that we understand your offer.

  Cost must be broken out to be compliant with GASB 96.

• Professional Development —

  Provide the Professional Development options and the costs.

  Cost must be broken out to be compliant with GASB 96.

• Textbook Delivery —

  Will your sample Student and Teacher Editions arrive at DUSD by April 21, 2026.

• Audit Questions
• CPA —

  Please confirm that the auditors are properly licensed certified public accountants, or persons working for a licensed certified public accounting (CPA) firm according to GAS.

• Independence —

  The audit firm meets the independence requirements of GAS.

• Record of Audit Work —

  The audit firm confirms that it has not had a record of substandard audit work for the last 5 years. The District reserves the right to contact the Arizona State Board of Accountancy to verify the audit firm’s credentials and the State of Arizona, Office of the Auditor General, to verify that the audit firm has not been debarred or suspended or that such audit firm's contracts are not routinely rejected for substandard audits.

• ASBO Meritorious Budget Award —

  Will you assist with DUSD applying the Meritorious Budget Award.

• GFOA Budget Award —

  Will you assist with Douglas Unified School District, #27 applying for the GFOA Budget Award?

• ACFR —

  Will you assist DUSDwith completing a CAFR or now the ACFR (Annual Comprehensive Financial Report)? 

• Complaints with ASBA? —

  Have any complaints been filed against your firm with the Arizona State Board of Accountancy during the past five years?

• Method of Approach Audit Work Plan —

  Work plan detailing the approach the audit firm intends to follow. The audit work plan should completely cover what audit work will be accomplished to allow the audit firm to render the reports described in this RFP.

• Audit Organization and Staffing —

  Describe your firm's plan for organizing and staffing the DUSD audit, include an estimated time each staff member will devote to the audit. Include the time on-site broken out.

• Method of Approach Information Required Prior to Visit —

  The requested information that your firm would require prior to the first visit.

• Quality Control Review Report —

  The audit firm confirms it has an external quality control review performed at least every 3 years in accordance with GAS. The most recent external quality control review report must be included with the proposal.

• Expertise and Experience in Auditing School Districts —

  Describe your firm's expertise and experience in auditing school districts during the last five years.

• Continuing Education —

  The audit firm confirms it meets the continuing education requirements of GAS. Therefore, each auditor responsible for planning, directing, conducting, or reporting on GAS audits should complete at least 80 hours of continuing education every 2 years. At least 20 hours should be completed in any 1 year of the 2-year period. At least 24 of the 80 hours of continuing education should be completed in subjects directly related to the governmental environment, governmental auditing, or the specific or unique environment in which the District operates.

  Please confirm with a Yes or No.

• Firm Information
• RFP Qualifications of the Firm (required) —

  Is the Offeror a publicly traded firm or privately held?

   

• RFP Qualifications Bankruptcy —

  Has firm, and/or their parent company, if applicable, filed for bankruptcy in the past seven (7) years?

• Disclosure of Legal Proceedings —

  Fully disclose involvement in any legal proceedings, settlements, lawsuits or governmental regulatory actions and any contractual demands for assurance regarding the provision of similar services, pending or occurring in the last seven (7) years.

• Small Business (required) —

  Certify if you are a small business.

• System Award Management Unique ID —

  Please enter your SAM Unique ID Number here. If you don't have one go to this website and enroll: https://sam.gov/content/entity-registration

• Federal CAGE —

  Enter your Federal CAGE number here.  If you don't have one, enter "000".

• Special Education Services
• When needed-As Needed —

  Confirm that your firm understands that services are on an as needed, when needed basis; that no commitment to volume is required by your offer.

• Experience —

  Indicate in number of years how long the Firm has provided Special Education Services for school districts of comparable size and in Arizona.

• Rate the firm’s key personnel’s experience with working with computerized IEZP software.
• Indicate the area(s) of services you are offering.
• Copies of License or Certification —

  Upload a partially redacted copy of the license(s) or certification(s) of each the actual people you are proposing to provide services to students.  This is not for information for management personnel.

• Detail how the firm will control costs and still provide services to our students.
• Detail your approach for testing and retesting students.
• Detail your approach for documentation and reporting requirements.
• Document your basic knowledge of the MIPS, Medicaid in Public Schools program. —

  Include the use of software and common errors. Detail your responsibilities.

• Approach to regular classroom teachers —

  Document your approach to regular classroom teachers and helping them adapt their classrooms to modification of students and their IEPs in the area your propose services.

• CPR and blood born pathogens —

  Are your staff trained to do CPR and understand the issues with blood-born pathogens?

• Sample billing —

  Please upload a sample billing to DUSD of what a monthly statement will look like for each of the service areas you are offering.

• Legal Claims in the last five years? —

  Has your firm had any legal claims against the Firm pending, current or during the past five years?

• Professional Liability/Errors and Omissions claims —

  Are there are any Professional Liability/Errors and Omissions claims against the Firm pending, current or during the past five years.

• E-Rate Questions —

  The questions below are E-Rate Specific

• Firms E-Rate Spin Number (required) —

  What is your Service Provider Identification Number

• Firm's FCC Registration Number (required)
• Does the Firm Understand the requirements and SOW? (required) —

  Confirm that your firm has the full and complete understanding of the requirements and scope of work detailed within the RFP and the ability of the firm to comply with all terms, requirements, and conditions of resultant contract

• Transportation Section
• Age of Fleet —

  Will every bus offered to the DUSD be newer than July 1, 2017?

• Age of any vehicle that does not meet this request —

  Please detail the age of any vehicle and why you are offering it to the district.

• Preventative Maintenance —

  Will all vehicles receive the regularly scheduled preventative maintenance required by the manufacturer in a timely manner?

• Special Education Fleet —

  Will every vehicle transporting Special Needs students be equipped with Wheelchair lift and any other mandated State and Federal Requiment? 

• Fuel Costs —

  Does your firm understand that all fuel costs and payment is the responsibility of your firm?

• Route Mileage/Trans-55 Compliance —

  Does your firm understand the requirements of route miles for the State reporting of Trans-55 Compliance.

• Route Reporting —

  DUSDPlease select all that are true with your offer.

• Random Drug Testing —

  Detail your process for "Random" Drug Testing.

• Services Not Rendered Penalty —

  Contractor shall provide coverage for each assigned route, morning and afternoon and extra-curricular activities. Contractor is responsible for company cover drivers in the event of an absence. Contractor shall incur and pay to Douglas Unified School District, #27 liquidated costs of $500 for each occurrence whenever coverage is not provided on assigned school bus routes.  Do you accept and understand?

• Bus Drivers - Available —

  List the maximum number of bus drivers available to DUSD.

• Driver Compliance —

  Describe and list your process for ensuring that all bus drivers have their credentials, and that call certifications are current.

• Driver Availability —

  Detail your process for ensuring that you are able to provide the number of drivers necessary for daily morning and afternoon route coverage as well as any extra-curricular coverage.

• Driver Uniforms —

  Detail your requirements for uniforms including uniform elements, include information regarding reflective safety vest and personal protective equipment.

• Driver Accident Ratio —

  Provide documentation with respect to Motor Vehicle Reports centered around your accident ratio by years for the last five years.

• Fleet Availability —

  Describe the Fleet Availability.  Detail how many of each.  This must include all of the following:

  Bus Make

  Bus Model

  Bus Type

  Year Manufactured

• Bus Air Conditioning —

  Will EVERY bus offered to DUSD be equipped with working Air Conditioning?

• Bus GPS —

  Will EVERY bus offered to DUSD be equipped with GPS Tracking?

• Bus Camera —

  Will EVERY bus offered to DUSD be equipped with working Cameras?

• Brand and Number —

  Please list the brand of camera and how many camera are installed in each of buses.

• Bus Two-Way Communications —

  Will EVERY bus offered to DUSD be equipped with working Two-Way Radio Communication?

• Two-Way Communication Brand —

  What Brand and model number will be in the fleet offered to DUSD? 

• DPS Compliance —

  Provide proof of DPS compliance inspections for all buses your are proposing to offer to DUSD.

• Preventative Maintenance Compliance —

  Upload your Preventative Maintenance Process.

• Fleet Cleaning —

  Detail your process for cleanliness, sanitizing, and keeping the fleet ready for transporting our student population.

• Route Coverage References —

  Provide Contact information for school districts your provide route coverage to, both mainstream and Special Education Services.

  This should include all of the following:

  Entity

  Contact Person's Name

  Cell Number

  Email Address

  This response will be treated as confidential and only seen by the Evaluation Committee.

• Protocol for Absences —

  What is the protocol for driver's absence notification to your firm and detail how the substitute driver coverage notification is sent to DUSD?

• Documentation for Routes —

  Do you have a system for recording route time separate from company's deadhead time?

• Separate Routing Time —

  Upload a sample report of the routing time that does not contain deadheading time.

• Driver Orientation —

  Detail your driver orientation to your vehicle and equipment.  Include how you check for comprehension.

• Safety Plan —

  Upload your firm's Safety Plan.

• Supervisory and Training Staff Roles —

  Detail these roles to document their responsibilities and authority as it relates to DUSD.

• Policy Compliance —

  What are your procedures for Policy Compliance?

• Progressive Discipline —

  Detail your Progressive Discipline and the Protocols to remove drivers from DUSD routes.

• Firm's Dispatcher —

  Detail the shifts, roles and communication procedures during Route Service.

• Firm's Dispatcher- Emergency Response —

  Detail roles and communication procedures during an Emergency.

• Garage Staff —

  Detail your process for Preventative Maintenance and Road-Call Assistance.

• Delivery and/or Implementation of work —

  Schedule After Receipt of the Purchase Order.  On your letterhead should be uploaded to attest that show the number of days, (not necessarily dates) to implement your services.  Include meetings with DUSD prior to start of work.

• Monthly Charge Rate Full Service, (Bus and Driver) —

  What is the maximum mileage per day that you have built into your Proposal during any given month?

• Monthly Charge Rate Bus Service, (Bus, No Driver) —

  What is the maximum mileage per day that you have built into your Proposal during any given month?

• Maximum Mileage Annual (180 school days for July-June) —

  Maximum mileage per day for this period of time?  (Bus - No Driver)

• Maximum Mileage Annual (180 school days for July-June 2026) Bus and Driver —

  Maximum mileage per day for this period of time? 

• Special Trips and Activities Trips Mileage —

  What is the maximum mileage for each Special Trips and Activities Trips have built into your Proposal?

• Special Trips and Activities Trips Hours —

  What is the maximum number of hours for Special Trips and Activities Trips have built into your Proposal?

• Special Trips and Activities Trips Overage —

  Indicate if the hourly rate, and or mileage rate with be changed over the rates provided.

• Special Trips and Activity Trips Overages —

  Please explain the circumstances under which you would charge one or both additional rates to DUSD. 

• FSMC specific Questions
• Full compliance with all applicable laws, rules, and regulations (required) —

  In submitting a proposal, the FSMC agrees that it will perform the work described in the RFP in full compliance with all applicable laws, rules, and regulations adopted or promulgated by any Federal or State regulatory body or governmental agency. Please confirm with a Yes response.

• Obligation to Contract (required) —

  The interested FSMC acknowledges that the SFA has no obligation to contract, unless, in its sole opinion, it is in its best interest to do so. Please confirm.

• Method of Approach and Implementation Plan —

  This area is to outline the FSMC's Method of Approach and its Implementation Plan.   Please detail how your firm would take over so that your services would begin on the date discussed at the preconference meeting.. 

• Method of Approach Food Purchases Specifications (required) —

  Describe the FSMC’s comprehensive plan to purchase food for the menus that will keep costs low and quality high.

  This is a text only response.

• Method of Approach -Sample Invoice (required) —

  The FSMC shall provide a sample invoice in the proposal that will meet all the information listed in the Special Terms and Conditions that pertain to USDA requirements.

• Method of Approach -Invoice Crediting (required) —

  Describe the methodology the FSMC will use to credit the market value of USDA Foods/DoD Fresh received on the invoice.

  This is a text only response.

• Method of Approach- Special Requests —

  Describe the FSMC’s provision for accommodating special requests.

  This is a text only response.

• Method of Approach - Program Promotion (required) —

  Provide detailed information about the FSMC’s philosophy regarding promotion (increasing awareness and participation) of the school food service program.

  This is a text only response.

• Method of Approach - HACCP (required) —

  Describe the comprehensive plan on how the FSMC will implement Hazard Analysis and Critical Control Point (HACCP) principles to meet the USDA guidance.

  This is a text only response.

• Method of Approach - Cost Control 1 (required) —

  Describe the FSMC’s plan for controlling costs, including all of the following:

  1. Previous record on meeting budgets and estimating costs;
• Method of Approach - Cost Control 2 (required) —

  Describe the FSMC’s plan for controlling costs, including all of the following:

  1.  
  2. Management and accounting tools that the FSMC will implement to monitor cost controls, revenue, meal counts, and productivity;
• Method of Approach - Cost Control 3 —

  Describe the FSMC’s plan for controlling costs, including all of the following:

  1.  
  2.  
  3. The number of weeks the FSMC Management will work, the number of management vacation days, and the number of Management leave days that will be included in the fixed price;
  4.  
  5.  
• Method of Approach - Cost Control 4 —

  Describe the FSMC’s plan for controlling costs, including all of the following:

  1.  
  2.  
  3.  
  4. Amount of any bonus the FSMC will provide to the Management staff; and
  5.  
• Method of Approach - Cost Control 5 —

  Describe the FSMC’s plan for controlling costs, including all of the following:

  1.  
  2.  
  3.  
  4.  
  5. The Management staff guarantee.
• Method of Approach - Accounting Systems and Records* (required) —

  Describe the FSMC’s policy on how proper and accurate pupil participation records will be maintained.

  This is a text only response.

• Method of Approach and Implementation Plan- Labor Costs —

  Management Employees

  All management food service employees shall be employees of the FSMC.

  Non-Management Employees Labor 

  FSMC ONLY: All non-management food service employees shall be employees of the FSMC.

  The FSMC shall maintain its own personnel and fringe benefits policies for its employees, subject to review by the SFA.

• Method of Approach and Implementation Plan- Labor Costs (required) —

  Method of Approach and Implementation Plan- Labor Costs Use the Attachment MOA Labor Costs #Attachments

• Method of Approach -Fixed-Price Worksheet Meal Estimation (required) —

  For proposal purposes only, this Financial Projected Worksheet is based on the estimated number of meals they expect to serve at Douglas Unified School District, #27 meals per year. The number of meals must be calculated based on the information on Exhibit F of this RFP.

  A, What are the estimated number of meals your firm expects to serve?

  B, Detail  Breakfast, Lunch, Snack, and At-Risk After School Counts.

• Direct Cost (required) —

  Detail what is included under the number submitted for Direct Costs.

  This is a text only response.

• Fixed Fee Inclusions (required) —
  1. The fixed price must include all labor (including bonuses, if any) and expenses as shown below. They may not be charged back to the SFA in any other manner.
     1. Administrative dietetic, nutritional, sanitation, and personnel advice;
     2. All accounting;
     3. All costs incurred in hiring and relocating, if necessary, the FSMC management team;
     4. All miscellaneous costs to operate the program, i.e., consumable marketing materials;
     5. All payroll costs and documentation;
     6. All training costs for FSMC employees;
     7. All travel costs for training for FSMC employees;
     8. Depreciation for major new marketing programs as negotiated and approved in writing by the superintendent;
     9. Design services specific to the operation;
     10. Education programs via assembly programs, school-room programs, parent-teacher meetings, and school food advisory committee meetings;
     11. Menu development specific to the operation;
     12. Nutrition education materials and program expense;
     13. One-time performance bond, if applicable; nor
     14. Personal representation, visitation, and coverage on a regular basis by a principle of the FSMC.
  2. Our firm understands and confirm, with a yes response, that is how our response is being submitted.
• Method of Approach - Financial Projected Worksheet (required) —

  Upload your detailed projected worksheet using the FSMC Financial Projected Worksheet attachment #Attachments provided.

• Method of Approach - FSMC Guarantee (required) —

  Complete the Schedule of Terms for the FSMC Schedule of Terms of Guarantee #Attachments and upload it here.

• Method of Approach -21-Day Cycle Menu for Breakfast (required) —

  Breakfast (SBP) menus must follow the meal pattern requirements in 7 CFR 220.8. See Exhibit C #Attachments Upload your 28-day menu here.

• Method of Approach -21-Day Cycle Menu for Lunch (required) —

  Lunch (NSLP) menus must follow the meal pattern requirements in 7 CFR 210.10. See Exhibit D #Attachments Upload your 28-day menu here.

• Method of Approach -21-Day Cycle Menu for After School Snacks —

  After School Care Snack (ASCS) menus must follow the meal pattern requirements in 7C FR 210.10. #Attachments See Exhibit E Upload your 21-day menu here.

• Method of Approach -21-Day Cycle Menu for Summer Food Service Program (required) —

  SFSP (Simplified) menus must follow the meal pattern requirements in 7 CFR 225.16. #Attachments See Exhibit F, SFA Detailed Information. Upload your 28 day Menu here.

• Method of Approach -21-Day Cycle Menu for At-Risk Afterschool Meals Component Meals —

  Menus must follow the meal pattern requirements in 7 CFR 210.10, 7 CFR 220.8 or 7 CFR 226.20. 

• Method of Approach -Internal Accounting Process (required) —

  Give detailed information regarding your internal accounting process.

  Detail the FSMC's inventory control for storage areas, including USDA Foods/DoD Fresh;

  This is a text only response.

• Method of Approach -Internal Accounting Process 2 (required) —

  Give detailed information regarding your internal accounting process.

  Detail the FSMC's Accounting Controls.

  This is a text only response.

• Method of Approach -Internal Accounting Process 3 (required) —

  Give detailed information regarding your internal accounting process.

  Detail the FSMC's Method of recording, checking, and reporting sales.

  This is a text only response.

• Method of Approach -Internal Accounting Process 4 (required) —

  Give detailed information regarding your internal accounting process.

  Detail the FSMC's Method of Internal control of cash handling.

  This is a text only response.

• Method of Approach -Internal Accounting Process 5 (required) —

  Give detailed information regarding your internal accounting process.

  Detail the FSMC's Method of Internal Audit System.

  This is a text only response.

• Method of Approach -Internal Accounting Process 6 (required) —

  Give detailed information regarding your internal accounting process.

  List all of the FSMC's regular accounting forms used, with detailed explanation of their operation and importance; (samples of these forms shall be attached in the next question.)

  This is a text only response.

• Method of Approach - Internal Accounting Process 7 —

  Provide the account periods from July to June of the fiscal year?

  This is a text only response.

• Method of Approach -Internal Accounting Process 8 (required) —

  Give detailed information regarding your internal accounting process.

  Detail all of the FSMC's data collection for purposes of evaluating the effectiveness of new and current programs.

  This is a text only response.

• Geographic Preference —

  Douglas Unified School District, #27 is requesting Geographic Preference Options.  Will you comply?

• Pricing —

  Will you be able to purchase locally grown items in bulk or are there any other price savings (seasonal purchasing/decreased transit time of product) that can be applied because of your prowess or ability to access locally grown products?

• Product Labeling —

  Detail how will you meet the labeling requirement?

  This is a text only response.

• Quality Standards —

  What are your quality standards for locally grown items?

  This is a text only response.

• Quality 2 Flexiblity —

  What areas will require flexibility?

  This is a text only response.

• Quality 3 Timeframe —

  What is the time frame necessary to acquire local items based upon agreed-to menu planning?

  This is a text only response.

• Quality 4 Special Activities —

  What special activities around agricultural nutrition education can you provide?

  This is a text only response.

• Food Safety —

  What certifications/requirements do you have for your direct-market producers, broad line/regional processors, and/or broad line/regional distributors of product?

  This is a text only response.

• Experience, Expertise, and Reliability —

  Any interested FSMC must be presently operating a comparable, successful school food service program or be able to effectively demonstrate sufficient experience and knowledge in operating a school food service program.

• Annual Reports or Financial Statements (required) —

  Annual reports or financial statements for the past year. These reports and financial statements must be certified by a licensed public accountant and must be included in the pre-qualification data.

  This will be used for evaluation only and then held confidential.

• Authorized Representative (required) —

  An authorized representative of the interested company must certify acceptance of the basis for criteria and the basis for selection of an interested FSMC.

• Experience, Expertise, and Reliability- List of Qualifications (required) —

  The FSMC must have extensive experience as food service operators and consultants of food service programs in general, and in public/charter schools. The FSMC shall have specific strategies for increasing both student and adult participation, while at the same time providing high quality, nutritional food. The FSMC shall have experience with this in other schools.

  Upload your completed Food Services Program List of Qualifications found in the attachments. #Attachments

  Do not use any other form.

• Experience, Expertise, and Reliability- Offeror's References (required) —

  Please download the below documents, complete, and upload.

• Experience, Expertise, and Reliability- Offeror's Discontinued or Terminated Services (required) —

  Please download the below documents, complete, and upload.

• Organization Chart (required) —

  The FSMC will upload a Company Organization Chart on this Attachment.  Identify the Project Personnel who will be working with the SFA and include what the FSMC’s plan is for the administrative, management, and the supervision proposed under the specifications of this contract.

  This response is limited to one page.

• Site Director Resume —

  Upload the resume of person you propose for this position.  It should included:

  1. Education;
  2. Number of years of experience and number of years with your firm;
  3. Specific related experience;
  4. Availability of the person to work with the district;
  5. Current and proposed time commitments of this person;
  6. Associates or outside consultants, and previous work experience with proposed outside sources, if any; and
  7. Depth of management and support resources.

  Do not submit a Job Description.

• Regional Director Resume —

  Upload the resume of person you propose for this position.  It should included:

  1. Education;
  2. Number of years of experience and number of years with your firm;
  3. Specific related experience;
  4. Availability of the person to work with the district;
  5. Current and proposed time commitments of this person;
  6. Associates or outside consultants, and previous work experience with proposed outside sources, if any; and
  7. Depth of management and support resources.

  Do not submit a Job Description.

• Other Resumes —

  Upload the resume of people you propose to support the "Site-Director" and the SFA position. Such as a Registered Dietician.  Each resume should included:

  1. Education;
  2. Number of years of experience and number of years with your firm;
  3. Specific related experience;
  4. Availability of the person to work with the district;
  5. Current and proposed time commitments of this person;
  6. Associates or outside consultants, and previous work experience with proposed outside sources, if any; and
  7. Depth of management and support resources.
• Experience, Expertise, and Reliability - Staffing Schedule (required) —

  Complete the FSMC’s daily food service employees staffing schedule. Upload the Excel form that will detail in the staffing schedule all of the following:

  1. whether each position is SFA or FSMC personnel;
  2. the daily listing of FSMC employees by school and position description;
  3. the daily hours scheduled for each employee working; and
  4. the corresponding wage rate for each employee.
  5. the corresponding benefits (vacation, taxes, insurance, PTO, and any bonus) per hourly employee.
• Experience, Expertise, and Reliability - Offeror’s Staffing Schedule 2 (required) —

  Provide a school site staffing schedule which describes the total daily hours and daily costs in Excel. 

• Experience, Expertise, and Reliability - Offeror’s Staffing Schedule 3 (required) —

  If you are not the current provider, describe the FSMC’s plan for interviewing/hiring of employees of the existing food service staff.

  This is a text only response.

• Experience, Expertise, and Reliability -Level of Service 4 —

  Describe how the FSMC will ensure that the level of service meets the needs of each school.  Include wait times in serving lines, cleaning time in kitchen, meal/labor hour.

  This is a text only response.

• Experience, Expertise, and Reliability - Employee Removal or Suspension 5 —

  Describe what the FSMC’s policy is for the removal or suspension of an employee, and the procedures to immediately restructure its staff without disruption in service to the SFA.

  This is a text only response.

• Offeror's Training Program -1 (required) —

  Describe the detailed training program for hourly employees, Directors, managers, and support at all levels.

  This is a text only response.

• Offeror's Training Program -2 (required) —

  Describe how the FSMC’s training program will train its employees to abide by the all policies, rules, and regulations with respect to its use of the SFA’s premises.

  This is a text only response.

• Offeror's Training Program -3 (required) —

  How does the FSMC attempt to improve employee morale and reduce turnover?

• Offeror's Training Program -4 (required) —

  Describe how the FSMC’s training program will help the SFA meet the established professional standards requirements.

• Experience, Expertise, and Reliability - Offeror’s Staffing Schedule 5 (required) —

  Describe what the FSMC’s policy is for the removal or suspension of an employee, and the procedures to immediately restructure its staff without disruption in service to the SFA.

  This is a text only response.

• Experience, Expertise, and Reliability - Offeror’s Staffing Schedule 4 (required) —

  Describe how the FSMC will ensure that the level of service meets the needs of each school.

  This is a text only response.

• Required Documents Upload (required) —
  1. Certification Regarding Lobbying
  2. Disclosure of Lobbying Activities
  3. Certificate of Independent Price Determination
  4. Deviations and Exceptions
  5. Confidential/Proprietary
  6. Non-Collusion Affidavit
  7. IRS Form W-9
• Required Documents (required) —
  1. Certification Regarding Lobbying
  2. Disclosure of Lobbying Activities
  3. Certificate of Independent Price Determination
  4. Deviations and Exceptions
  5. Confidential/Proprietary
  6. Non-Collusion Affidavit
  7. IRS Form W-9
• Federal Compliance Form EDGAR (required) —

  Upload your completed Compliance Form

• Legal Services
• Summary of Work Offered —

  Provide a brief summary of areas of work your firm is offering under this award.

• Your Firm —

  Provide a brief history of your organization, with information regarding its work with school districts.

• Statement of Qualifications —

  Name of Each Attorney who may provide services under this contract.  After the name list the areas of interest in providing a particular service.  

• Curriculum vitae —

  Upload a Curriculum vitae for each attorney here.

• Indicate the areas of services your firm is offering to the District
• Custodial Questions
• Organizational Chart Custodial —

  This chart should contain the name and positions starting with the on-site manager and upwards to a regional person.

• Key Personnel —

  Name the people you are offering to run the program on a day-to-day basis.

• Key Personnel Resumes —

  These resumes should be short but include experience, training, and education.

• Staffing Schedule —

  Upload a staffing schedule for the district-wide work needed for a typical week.  This should include position, quantity, and hours per week.  This should be by school site and other district areas.

• Additional Support —

  What additional Support would be offered  to DUSD in the first thirty days and the next ninety days after that?

• Concerns —

  What are your three biggest concerns with this custodial project for Douglas Unified School District, #27.

• Interview Current Staff —

  Is your firm willing to interview any DUSD staff that applies for a position?

• Delivery and Implementation of Custodial Services —

  Starting with award, what is the path to July 1 start of services?

• Equipment List —

  Confirm that your firm will be able to provide all the equipment listed in the scope of work.

• Other Equipment —

  List any other equipment you feel is necessary to preform the custodial services scope of work.

• Custodial Supplies —

  Does you firm have the supplies on-hand to fulfill the Scope of work.  Include what will be provided by your firm.

• Custodial Supplies MSDS —

  Please upload the MSMD Sheets for all the chemicals you might use at Douglas Unified School District, #27.

• Maximum Increase Request for FY 27-28 —

  What is the Maximum increase state as a % for July 1, 2027?

• Maximum Increase Request for FY 28-29 —

  What is the Maximum increase state as a % for July 1, 2028?

• Maximum Increase Request for FY 29-30 —

  What is the Maximum increase state as a % for July 1, 2029?

• Landscaping Services
• Organizational Chart Landscaping —

  Provide your organization cart showing the manager you will provide, and the names and positions above this person who DUSD  would reach out to for any escalation issues.

• Delivery and Implementation of Landscaping Services —

  Starting with the award, document how you will take over service on July 1.

• Interview Current Staff —

  Is your firm willing to interview any DUSD employee that applies for a position under this contract?

• Staffing Schedule Landscaping Services —

  Upload a staffing schedule for the district-wide work needed for a typical Month.  This should include position, quantity, and hours per week.

• Key Personnel Resume —

  Provide a short resume for each of the key personnel.  This should include experience, training, and education.

• Key Personnel —

  Name the person and position that will oversee the Landscaping Services.

• Equipment Inventory for Landscaping —

  Does your firm have the equipment on-hand to fulfill the Landscaping Scope of Work for DUSD?  Include what will be provided by your firm?

• Herbicides —

  Name the chemicals that you propose to use and upload the MSDS sheets for each of the products.

• Contract Concerns Landscaping —

  What are three major concerns about taking this project on for DUSD? 

• Pest Control Services
• Organizational Chart Pest Control —

  Provide your organization cart showing the manager you will provide, and the names and positions above this person who DUSD  would reach out to for any escalation issues.

• Delivery and Implementation of Pest Control Services —

  Beginning with Award, lay out timeline of services on monthly and quarterly delivery of services.

• MSDS Information —

  Please upload the MSMD Sheets for all the chemicals you might use at DUSD.

• Federal, State, and Local Regulations —

  Will all your services and chemicals be compliant to all Federal, State, and Local Regulations?

• Certified Applicators —

  Document the number of applicators you have within 4 hours of Douglas Unified School District, #27

• School District Name (required) —

  Please type in the school district name here to auto populate throughout the solicitation

• District Representative (required) —

  Enter the District Reps name here

• What is the SDI (required) —

  Please enter the School District Initial (SDI)

• Contact Name (required) —

  Business Manager's Name

• Contact Email (required) —

  Business Managers email

• Contact Phone (required) —

  Business Manager's Phone #

• Documents Referenced (required) —

  Please choose all that apply

• Is this a Co-op? (required) —

  Please choose one of the below

• Tribal Land (required) —

  Is this on the Rez

• What Tribal Nation (required)
• Business Department Address (required) —

  Please enter the A/P Address invoices will need to be sent to

  Example: 123 N Road, Mesa, AZ 8500

• Electronic Pricing Table (required) —

  Do you need an Electronic Pricing Table for this solicitation?

• Separate Cost Proposal
• Is this project going to be federally funded? (required)
• Special Terms and Conditions Verbiage —

  Please check all you will require in Special Terms and Conditions

• Insurance Requirements (required) —

  Please choose which insurance requirements you will need for this project

• Partial Bids (required) —

  Yes = Acceptable

  No = Unacceptable

   

   

• Protest Person and Title (required) —

  'District Representative

• District Website
• Funding Sources (required)
• Approximate District Student Count
• Count by Grade Level —

  Is this needed?

• Kindergarten —

  How many students

• 1st Grade
• 2nd Grade —

  How many

• 3rd Grade
• 4th Grade
• 5th Grade
• 6th Grade
• 7th Grade
• 8th Grade
• 9th Grade
• 10th Grade
• 11th Grade
• 12th Grade
• Fiscal Year —

  No not enter first year nor the last year.

• Last possible year of contract —

  What is the 5th year?

• What County is this in? (required)
• Is this for Textbooks (required) —

  Yes or no

• Subject Area —

  Curriculum to be adopted

• Subject area term —

  Pick one

• Data Warehouse —

  Does the District have a Data Warehouse?

• Name of Data Warehouse —

  What is the name of your Data Warehouse?

• What is the Mission Statement (required)
• Delivery of Materials —

  How do you want materials

• Do you need materials to be bilingual
• Textbook Format —

  What format are you looking for?

• ERATE
• Is this an Erate Project (required)
• Billed Entity Number
• Service Type
• Form 470 #
• Director of IT
• Ending Fiscal Year
• First Year of Service —

  What is the first year of service

• Payment Option —

  Which one?

• Software
• Is this for Software (required)
• Audit Services
• Is this for Audit Services (required)
• Initial Audit Year
• Ending Audit Year
• Audit Liaison and Title —

  Who is the District Audit Liaision?

• Audit Services Banking —

  Where does the District have bank accounts at?

• Current Audit Firm
• ASBO Certificate —

  Do you want to participate in The Association of School Business Official’s (ASBO) Certificate of Excellence in Financial Reporting for School Districts

• GFOA Certificate —

  Do you want to participate in the Government Finance Officers Association (GFOA) Certificate of Achievement for Excellence in Financial Reporting.

• CAFR or ACFR (Annual Comprehensive Financial Report) —

  Does the district want a ACFR?

• How many copies of Draft Audit Report to you require —

  one (1) electronic

• How many copies of the final bound audit report?
• Outsourced Transportations Services
• Is this for Outsourced Transportation (required)
• Is it currently Outsourced
• Current outsourced firm —

  Name of the firm

• Contracted Transportation Services —

  Is this for Contracted or Total Outsourced

• Does it include SPED Routes
• Do you need Special Trip and Activity Costs
• Do you want Buses Only —

  Or Buses and Drivers

• Is this for Total Outsourced Transportation Services
• Fuel Costs —

  Will the district pay for fuel?

• Fuel Costs from Vendor —

  Do you will to buy Bulk Fuel from the Vendor

• SPED
• Is this for SPED Services (required)
• Do you need Sole Proprietor Ins Form —

  Will anyone be self employed?

• IEP Software —

  What software does the District use?

• What Services are needed
• FSMC —

  I

• Is this for Outsourced Food Service (required)
• Price Schedule
• Provisional District? —

  Does the district participated in CEP?

• Are requesting Premium Food —

  Only for High School and only if your "making" money.

• What programs does the District Participants in?
• SFA Employees —

  How many?

• FSMC Employees —

  How many staff members does the current provider have?

• Number of Students enrolled
• Number of Schools
• Number of School feeding sites
• At-Risk Afterschool feeding sites —

  How many?

• Number of Summer Feeding sites
• Number of At-Risk Afterschool Feeding Sites
• How many child care centers or Head Start programs
• Number of Vended Meal Sites
• Annual Meals Served
• # of days notice —

  Days notice for alternative or exception to the District for "Buy American"

• Deposits to the Banks
• Geographical Preference Option
• Geographical Preference Option —

  What locally grown products?

• Local Preference
• Financing Equipment —

  Do you need to finance equipment?

• Are you using Commodities
• Commodity Ordering —

  Ask for their allocation and usage for last year and this year

• Safety Reports are due by —

  June 30 of ______

• Who is providing Software —

  Software for provide, install, maintain and operate the meal planning/nutrition/point of sale/counting and claiming

• SFA's Designee Name and Title —

  By name and title, the employee who will be responsible to supervise and audit all financially related operations of the FSMC

• Proposed Personnel
• Food Service Director —

  How many years of experience

• Do you want Presentation to the Committee
• Custodial Services
• Is this for Custodial Services (required)
• How many Square Feet
• Is this labor Only
• Equipment —

  Will Vendor Provide all equipment?

• What equipment is needed?
• How many School Sites
• How many district sites —

  district offices Warehouse transportation etc

• What will the District supply? —

  Hand soap, paper products

• Day Porter —

  Do you want one supplied

• How often for classrooms
• Cleaning of District Office —

  How often do you want cleaning services?

• Cafeteria Dining Room —

  How often will these get cleaned?

• What days does the district want the locker rooms cleaned
• Do you have security alarms?
• Alarm Company —

  Name of the alarm Company.

• Move Out Cleaning —

  Do you need this?

• Landscaping Services
• Is this for landscaping (required)
• Equipment Ownership
• Inspection Requirements —

  For sprinkler systems drips etc

• Pruning Trees —

  Annually

• Pruning Shrubs —

  The Contractor shall Quarterly:

• Wood Perennials Pruning every three years
• Mowing Requirements —

  How often

• Weed Removal —

  Included?

• Allow Herbicides
• Legal Services
• Is this for Legal Services (required)
• Which of the following areas are needed?
• Is this for Facilities Management
• Outsourcing Facilities Management? (required)
• Equipment —

  Who will provide the Equipment

• Other equipment items that vendor must provide —

  What are the items the vendor must provide as a part of their services?

• Locksmith Services —

  Is this included in the scope of work?

• Pest Control Services —

  Is this included in the scope of work?

• Outsourced Security Services
• Is this for Security Services? (required)
• Alarm Services —

  Is the district's alarm system monitored?

• Pest Control Services
• Is this for Pest Control Services (required)

Questions & Answers