REQUEST FOR PRICING
Transition Resources Corporation
Kitchen Design and Equipment
Head Start Facility
Transition Resources Corporation (TRC) is in the process of purchasing a facility located at 812 W. 13th
Street in Anderson, Indiana and renovating it to meet Head Start performance standards and Indiana
childcare licensing requirements to serve 252 children 3-5 years old in a pre-school program. The project
includes renovation of an existing kitchen located within the facility. Existing drawings are included in this
proposal.
TRC is seeking to contract with a qualified company to provide kitchen design and installation including
recommendations on type of heavy duty equipment, capable of accommodating meal preparation by an onsite cook and staff for Head Start program serving 252 children. On a daily basis, 126 breakfasts, 252
lunches and 126 snacks will be served.
We are particularly interested in a qualified kitchen contractor who will develop a conceptual plan utilizing
the existing areas that will promote safe, sensible and efficient staff rotation, ease of cleaning, accessibility
for maintenance and energy and cost efficiencies in equipment placement.
The kitchen renovation is a portion of the overall facility remodel project. TRC is working with krM
Architecture+. The selected kitchen consultant will also aid the owner in purchasing and installing the
kitchen equipment based on the construction time table for the overall building remodel.
The owner will hold an information meeting on Tuesday October 30 th @ 10 am on the site for interested
contractors to walk through the existing space.
The RFP is presented as outlined below:
I.
Background
II.
Scope of Work
III.
Proposal Format and Content
IV.
Evaluation Criteria and Selection Process
V.
Submittal Requirement
VI.
Timeline
VII.
Attachments
I.
Background
Telamon Corporation is a multi-state, multi-funded private non-profit organization which was organized in
1965 to provide assistance to those in need. Among those are farmworkers and their families, children
born into poverty, at-risk youth, elderly, homeless, and dislocated workers. In Indiana, we do business as
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Transition Resources Corporation because there was already a for-profit Telamon Corporation operating in
Indiana in 1987 when we incorporated in the state and began providing services.
Indiana’s Head Start program is one of several programs administered by TRC in Indiana TRC began
delivering Head Start and Early Head Start programs in Indiana in the fall of 2012. Head Start is a federal
program that promotes the school readiness of children ages birth to 5 from low-income families by
enhancing their cognitive, social and emotional development. Head Start programs provide comprehensive
services to enrolled children and their families, which include health, nutrition, social services and other
services determined to be necessary by a family needs assessments.
The education philosophy and vision for Transition Resources Corporation’s (TRC) Head Start program is
Child Centered and Developmentally Based. It arises from the knowledge that young children learn
through direct interactions with their environment and the people within it.
TRC operates 3 centers located in Anderson, Elwood and Muncie serving 48 children in Early Head Start
(0-3 years) and 563 children in Head Start (3-5 years). The program is operated in accordance with Head
Start Performance Standards.
II.
Scope of Work
Transition Resources Corporation (TRC) is in the process of purchasing a facility at 812 W. 13 th Street in
Anderson, Indiana to provide Head Start services to 252 pre-school children. Breakfasts, snacks and
family style lunches will be prepared in the kitchen for the children on a daily basis, in accordance with
Child and Adult Care Food Program regulations.
The Scope of Work includes:
A. Incorporate the facilities, equipment and materials guidance in accordance with the Head Start
Performance Standards (1304.53) and Indiana Childcare Licensing Requirements (470 IAC 3-4.7102 Combustible materials and 470 IAC 3-4.7-116 Kitchen and food preparation areas) into the
design.
B. Contractor will be sensitive to current electrical and plumbing placement when considering
relocation of the same, however, best value practices and expert judgment will be determining
factors.
C. Recommendations and pricing for equipment.
D. Detailed kitchen floor plan/design incorporating existing equipment and additional equipment.
Selected company will also work with the owner and architect to get design passed by the local
and state health department.
E. The requirement to name Transition Resources Corporation as an additional insured on a
Certificate of Insurance listing the policy numbers and amount of coverage for Workmen’s
Compensation and General Liability Insurance. Certificates of Insurance should provide for a
minimum requirement of $1,000,000 in General Liability and State required minimums in Workers
Compensation coverage.
F. F. Kitchen consultant will aid the owner in the securing and purchasing of the final equipment list.
Recommendations on cost savings and used equipment to be part of the equipment bid process
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G. Contractor to produce rough-in drawings on equipment showing electrical and mechanical
requirements.
H. Procurement Contract Provisions : The following provisions, as applicable, are conditions and
assurances agreed and certified to by the contractor upon acceptance of a contract to provide certain goods
or services:
1. The contractor shall comply with Executive Order 11246, as amended by Executive Order 11375, “Amending
Executive Order 1246 Relating to Equal Employment Opportunity,” and as supplemented by regulations at 41 CFR
Part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”
2. All contracts and subgrants in excess of $2000 for construction or repair of facilities awarded by recipients and
subrecipients are subject to the Copeland “Anti-Kickback” Act, 18 U.S.C. 874, as supplemented by Department of
Labor regulations, (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in
Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient
shall be prohibited from inducing, by any means, any person employed in the construction, completion or repair of
public work, to give up any part of the compensation to which s/he is otherwise entitled.
3. When required by Federal program legislation, all construction contracts awarded by recipients and subrecipients of
more than $2000 are subject to the Davis-Bacon Act, (40 U.S.C., 276a to a-7) and as supplemented by Dept of Labor
regulations (29 CFR part 5, “Labor Standards Provisions Applicable to Contracts Governing Federally Financed and
Assisted Construction”. Under this Act contractors are required to pay wages to laborer and mechanics at a rate not
less than the minimum wages specified in the current wage determination made by the Secretary of Labor. In addition,
contractors are required to pay wages not less than once a week. Copies of these provisions are attached and
made part of this contract. Weekly payroll information recorded on Optional Form WH-347 or its equivalent
(also attached) must be submitted to the local TRC project official for inclusion with billing information.
4. Where applicable, all contracts awarded by recipients in excess of $2000 for construction contracts and in excess of
$2500 for other contracts that involve the employment of laborers or mechanics are required to comply with sections
102 and 107 of the Contract Work Hours and Safety Standards Act, (40 U.S.C. 327-333) as supplemented by
Department of Labor regulations (29 CFR part 5). Section 102 requires the contractor to compute the wages of every
mechanic and laborer on the basis of a standard, work week of 40 hours. Work in excess of the standard work week is
permissible provided that the payment of wages in excess of 40 hours at 1 ½ times the basic pay rate. Section 107
provides that no laborer or mechanic shall be required to work in surroundings or under working conditions that are
unsanitary, hazardous or dangerous.
5. Any inventions resulting from experimental, developmental or research work shall be subject to 37 CFR part 401,
“Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants,
Contracts and Cooperative Agreements.”
6. Recipients of contracts and subgrants in excess of $100,000 agree to comply with all applicable standards, orders or
regulations issued pursuant to the Clean Air Act, (42 U.S.C., 7401 et seq.) and the Federal Water Pollution Control Act,
as amended (33 U.S.C. 1251 et seq.).
7. Contractors who bid for an award of more than $100,000 must file, with TRC/Telamon, a certification of compliance
with
restrictions of the Byrd Anti-Lobbying Amendment, (31 U.S.C., 1352), that it has not and will not use federally
appropriated funds to pay any person or organization for influencing or attempting to influence a member of Congress,
officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal
contract, grant or other award covered by the amendment. Contractors shall also disclose any lobbying with nonFederal funds that takes place in connection with obtaining any Federal award.
8. Contractors shall certify that they are not prohibited from receiving procurement awards pursuant to Executive
Orders 12549 and 12689, “Debarment and Suspension”, and do not appear on the General Services Administration’s
“List of Parties Excluded from Federal Procurement or Nonprocurement Programs.”
III.
Proposal Format and Content
A. Bid Cover Sheet (Enclosed)
B. Response to Items A – H (II. Scope of Work) – 3 page maximum, double spaced, 12 pt font
C. Qualifications/Experience (Enclose proof of qualifications with response) - 2 page maximum,
double spaced, 12 pt font
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D. Budget, including compensation for design. Separate the following: design costs, rough-in
drawings costs, equipment cost on a per unit basis, and in-kind.
E. References (Enclose 2 client references with response)
F. Insurance (If you have active coverage, please enclose proof with response)
IV.
Evaluation Criteria and Selection Process
Selection and award of contract will be made on the basis of the respondent receiving the most points
based on the following:
A.
B.
C.
D.
E.
V.
Qualifications/Experience of the Proposer (strengths, skills, education & credential) - 25 pts
Floor plan and Design - 30 pts
References/Insurance - 10 pts
Cost – 10 pts
In-Kind contribution or Cost saving measures - 15 pts
Submittal Requirements
The proposal must be received no later than 4:30 p.m. November 13, 2012. Proposals submitted by fax
will not be accepted. Proposals submitted electronically should be emailed to
kgordon@transitionresources.org or mailed to:
Transition Resources Corporation
ATTN: Kitchen Design & Equipment RFP
5809 N. Post Road
Indianapolis, IN 46216
Interested parties may attend an information session and walk through the space to be renovated
on October 30th at 10:00 a.m. at 812 W. 13th Street, Anderson, Indiana. Questions may be submitted to
Gordon Upchurch at gupchurch@transitionresources.org.
VI.
Timeline
Information Session
Proposals Due
Review & Selection
Notification to Proposers
Contract Negotiations
Services Begin
October 30, 2012 – 10:00 a.m.
November 13, 2012
November 19-21, 2012
November 27, 2012
November 27-30, 2012
December 3, 2012
Construction timeline is based on owner occupying the space by April 2013.
TRC reserves the right to reject any and all bids. Transition Resources Corporation is an equal opportunity
employer and service provider.
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§ 1304.53 Facilities, materials, and equipment.
(a) Head Start physical environment and facilities.
(1) Grantee and delegate agencies must provide a physical environment and facilities conducive to learning
and reflective of the different stages of development of each child.
(2) Grantee and delegate agencies must provide appropriate space for the conduct of all program activities
(see 45 CFR 1308.4 for specific access requirements for children with disabilities).
(3) The center space provided by grantee and delegate agencies must be organized into functional areas
that can be recognized by the children and that allow for individual activities and social interactions.
(4) The indoor and outdoor space in Early Head Start or Head Start centers in use by mobile infants and
toddlers must be separated from general walkways and from areas in use by preschoolers.
(5) Centers must have at least 35 square feet of usable indoor space per child available for the care and
use of children (i.e., exclusive of bathrooms, halls, kitchen, staff rooms, and storage places) and at least 75
square feet of usable outdoor play space per child.
(6) Facilities owned or operated by Early Head Start and Head Start grantee or delegate agencies must
meet the licensing requirements of 45 CFR 1306.30.
(7) Grantee and delegate agencies must provide for the maintenance, repair, safety, and security of all
Early Head Start and Head Start facilities, materials and equipment.
(8) Grantee and delegate agencies must provide a center-based environment free of toxins, such as
cigarette smoke, lead, pesticides, herbicides, and other air pollutants as well as soil and water
contaminants. Agencies must ensure that no child is present during the spraying of pesticides or
herbicides. Children must not return to the affected area until it is safe to do so.
(9) Outdoor play areas at center-based programs must be arranged so as to prevent any child from leaving
the premises and getting into unsafe and unsupervised areas. Enroute to play areas, children must not be
exposed to vehicular traffic without supervision.
(10) Grantee and delegate agencies must conduct a safety inspection, at least annually, to ensure that
each facility's space, light, ventilation, heat, and other physical arrangements are consistent with the health,
safety and developmental needs of children. At a minimum, agencies must ensure that:
(i) In climates where such systems are necessary, there is a safe and effective heating and cooling system
that is insulated to protect children and staff from potential burns;
(ii) No highly flammable furnishings, decorations, or materials that emit highly toxic fumes when burned are
used;
(iii) Flammable and other dangerous materials and potential poisons are stored in locked cabinets or
storage facilities separate from stored medications and food and are accessible only to authorized persons.
All medications, including those required for staff and volunteers, are labeled, stored under lock and key,
refrigerated if necessary, and kept out of the reach of children;
(iv) Rooms are well lit and provide emergency lighting in the case of power failure;
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(v) Approved, working fire extinguishers are readily available;
(vi) An appropriate number of smoke detectors are installed and tested regularly;
(vii) Exits are clearly visible and evacuation routes are clearly marked and posted so that the path to safety
outside is unmistakable (see 45 CFR 1304.22 for additional emergency procedures);
(viii) Indoor and outdoor premises are cleaned daily and kept free of undesirable and hazardous materials
and conditions;
(ix) Paint coatings on both interior and exterior premises used for the care of children do not contain
hazardous quantities of lead;
(x) The selection, layout, and maintenance of playground equipment and surfaces minimize the possibility
of injury to children;
(xi) Electrical outlets accessible to children prevent shock through the use of child-resistant covers, the
installation of child-protection outlets, or the use of safety plugs;
(xii) Windows and glass doors are constructed, adapted, or adjusted to prevent injury to children;
(xiii) Only sources of water approved by the local or State health authority are used;
(xiv) Toilets and handwashing facilities are adequate, clean, in good repair, and easily reached by children.
Toileting and diapering areas must be separated from areas used for cooking, eating, or children's
activities;
(xv) Toilet training equipment is provided for children being toilet trained;
(xvi) All sewage and liquid waste is disposed of through a locally approved sewer system, and garbage and
trash are stored in a safe and sanitary manner; and
(xvii) Adequate provisions are made for children with disabilities to ensure their safety, comfort, and
participation.
(b) Head Start equipment, toys, materials, and furniture.
(1) Grantee and delegate agencies must provide and arrange sufficient equipment, toys, materials, and
furniture to meet the needs and facilitate the participation of children and adults. Equipment, toys,
materials, and furniture owned or operated by the grantee or delegate agency must be:
(i) Supportive of the specific educational objectives of the local program;
(ii) Supportive of the cultural and ethnic backgrounds of the children;
(iii) Age-appropriate, safe, and supportive of the abilities and developmental level of each child served, with
adaptations, if necessary, for children with disabilities;
(iv) Accessible, attractive, and inviting to children;
(v) Designed to provide a variety of learning experiences and to encourage each child to experiment and
explore;
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(vi) Safe, durable, and kept in good condition; and
(vii) Stored in a safe and orderly fashion when not in use.
(2) Infant and toddler toys must be made of non-toxic materials and must be sanitized regularly.
(3) To reduce the risk of Sudden Infant Death Syndrome (SIDS), all sleeping arrangements for infants must
use firm mattresses and avoid soft bedding materials such as comforters, pillows, fluffy blankets or stuffed
toys.
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470 IAC 3-4.7-102 Combustible materials
Authority: IC 12-13-5-3
Affected: IC 12-17.2-4
Sec. 102. (a) Staff shall keep the center free from fire hazards.
(b) The center shall not permit trash that contains combustible materials, such as paper,
rags, or cardboard, to accumulate onthe premises.
(c) Staff shall keep hoods above stoves and other equipment free of dust and grease.
(d) Kitchen hoods shall be installed where required under the rules of the FPBSC under
675 IAC. The center shall have all kitchen hoods serviced and maintained according to
the rules of the FPBSC under 675 IAC and have available records to document
compliance.
(e) Staff shall keep storage areas clean and free from clutter.
(f) All storage shall be at least twenty-four (24) inches from the ceiling.
(g) The center shall store flammable liquids as follows:
(1) Only in quantities and in rooms specifically permitted by the rules of the FPBSC
under 675 IAC.
(2) In a room that is inaccessible to children.
(3) In tightly sealed containers when not in use.
(h) The center shall not use flammable decorative materials unless the materials are
inherently flame retardant or made flame retardant, except as follows:
Effective 05-01-2011
Page 126 of 182
(1) The center may display educational materials in a manner so as not to create a fire
hazard.
(2) The center may have live, uncut, and nonpoisonous plants and trees.
(3) The center may display flammable wall decorations as long as the decorations do not
exceed five percent (5%) of the gross wall area and are distributed in a manner so as
not to create a fire hazard.
470 IAC 3-4.7-116 Kitchen and food preparation areas
Authority: IC 12-13-5-3
Affected: IC 12-17.2-4
Sec. 116. (a) The center shall operate the kitchen, all food preparation areas, and all
food service areas in compliance with 410 IAC 7-24 or most current rule, a copy of which
shall be in the kitchen at all times for reference.
Effective 05-01-2011
Page 135 of 182
(b) The kitchen must have at least three (3) floor-to-ceiling walls. The fourth serving wall
and all doors must be a minimum of three (3) feet in height .
(c) Walls and ceilings must meet the requirements of 410 IAC 7-24 or most current rule
and FPBSC under 675 IAC.
(d) The kitchen and other food preparation areas shall be separate from areas used for
any other purpose.
(e) The center shall locate the kitchen in a way to prevent usage as a throughway. No
one shall use the kitchen as a throughway to other rooms or areas during food
preparation and dish washing.
(f) The kitchen shall not be used:
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(1) for children’s activities or naps;
(2) as a dining or recreational area for adults; or
(3) as an office.
(g) The center shall not allow unauthorized persons in the kitchen.
(h) Counter surfaces shall be smooth, free from breaks or chips, and sealed to the wall.
(i) All food preparation surfaces and eating surfaces shall be sanitized:
(1) before and after use; and
(2) when there is a potential for cross contamination.
(j) Floors shall be of smooth, nonabsorbent materials and free of cracks that would
prevent cleaning. The center shall not carpet the kitchen or food preparation areas
(k) All equipment must be easily movable, elevated, or sealed to the floor and the wall so
that cleaning under and around equipment will be possible.
(l) Whenever washing and sanitizing are conducted mechanically, the center shall
provide spray type dish washing machines that meet the specifications of 410 IAC 7-24
or most current rule.
(m) When manually washing and sanitizing dishes and utensils, the center must use a
three (3) compartment sink with either drain boards or movable dish tables.
♦ Intent:
To ensure the understanding that manual dishwashing shall include 3 stages –
wash, rinse and sanitize – as required in 470 IAC 3-4.7-117.
(n) Staff must store dishes, pots, pans, and utensils in a manner that protects them from
contamination.
(o) If disposable utensils and supplies are used, they shall be stored in closed containers
away from any cleaning compounds and toxic or hazardous materials.
♦ Intent:
To prevent the spread of infection.
(p) The center shall properly install a hand washing sink in the kitchen. The center shall
supply soap and disposable towels from a dispenser or an electric hand dryer by the
sink.
(q) The center shall locate the hand washing sink at least twenty-four (24) inches away
from the area used for dish sanitizing or air drying, or install a protective barrier, at least
twenty-four (24) inches in height, between the sanitizing area and the hand
washing sink.
♦ Intent:
To ensure good hygiene. The kitchen shall have a hand washing sink separate
from the sink used for food preparation and dish washing, in accordance with
specifications in (q) to prevent contamination of food.
(r) Work and cleaning schedules shall be written, posted, and followed for all the food
storage and preparation and service areas.
(s) The center shall place an accurate, easily readable thermometer in each
compartment of the refrigerator and freezer in position for daily monitoring.
(t) The center must provide a stove if they prepare meals. If the stove is of the
commercial type, it must comply with the rules of the FPBSC.
○ Assessment Method:
• Observe the kitchen area for compliance with all conditions as specified.
• Ask Director and food service about procedures to ensure that all rules are
met
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