Poudre School District is committed to operating before and after school childcare programming at District elementary school locations for the benefit of students.  Before and after school care is currently provided in nearly every PSD elementary school building, beginning at 6:30 a.m. and continuing until the start of the school day. After school care programming begins at the time students complete their school day and is available until 6:00p.m.

IHCFA - Elementary School-based Child Care

PSD may at its discretion offer child care services at some or all of its elementary schools, either by utilizing its own personnel or by contracting with an outside provider. If PSD chooses to contract with a child care provider, it shall prepare and advertise an RFP for such services no less frequently than once every 5 years.

District Policy IHCFA - Elementary School-Based Childcare (attached)- provides the framework in which the District may, at its discretion, offer childcare services at some or all of its elementary schools, either by utilizing its own personnel or by contracting with an outside provider that is properly licensed to provide childcare services in Colorado. Although the District is not directly purchasing goods or services, the policy utilizes the Request for Proposal (RFP) process to provide a fair and transparent environment with open competition in the selection of a before and after school childcare provider to serve the PSD community.

When considering a provider, the policy directs the following in summary form: (1) Student Services and Facilities shall initiate a publicly advertised RFP for childcare services; (2) proposals are jointly evaluated by both the directors of student services and facilities (3) a written contract between the District and the provider(s), including a schedule of the provider’s fees for providing childcare services; and (4) the District shall prepare and advertise an RFP for such services no less frequently than once every five years.

Historically, PSD has contracted with BASE Camp for school-based childcare service. In 2019, the District was contacted by another local childcare provider expressing considerable interest in providing childcare services in PSD buildings.  The interested party was aware of policy IHCFA and asked when the next RFP would be advertised. Given this interest, District management reviewed policy IHCFA and determined that posting of an RFP was overdue and necessary.  The District then notified the current childcare provider, BASE Camp of the District’s intent to post an RFP for school-based childcare services for the 2020-21 school year.

Issuance of RFP

On December 11, 2019, RFP 20-100-001 for District-wide Before and After School Childcare Provider was posted on Rocky Mountain Bidnet. Courtesy notifications of the postings were provided to BASE Camp, Boys and Girls Club, YMCA, R Youth, Young Peoples, Champions, and 1st Choice After School Kare by email based on prior relationship with the District, local or national presence, and/or direct interest in providing childcare services. The RFP was intended to select a provider to offer before and after school childcare services beginning in 2020-2021 and continuing for the next five years.

In responding to the RFP, providers were expected to provide information about the hiring and evaluation of qualified staff; policy handbooks/standard operating procedures (SOP) for parents and staff, as well as information about how they would ensure that policies are followed; information about how they would provide an environment that supports students’ academic pursuits; liability insurance; documentation and processes for ensuring that all childcare program licensing requirements are met; processes for maintaining accurate records; and information about managing the day to day business operations of a before and after school childcare program. Providers responding to this RFP were encouraged to be very specific and detailed in their responses.

Questions from providers were due to the District on December 18 and the District published responses to those questions on December 19 on BidNet.  The RFP closed on January 17, 2020. The RFP had originally been scheduled to close on January 14, 2020 but was extended by three days to allow all interested parties the opportunity to participate in the process. This extension was communicated on Rocky Mountain BidNet.  RFP 20-100-001 for District-wide Before and After School Childcare Provider including Exhibits A & B and Addendum for Questions and Answers are attached to the Board agenda item for reference.

Evaluation Process

PSD received nine responses to the RFP that were written to the prescribed guidelines. Responses were evaluated for quality, comprehensiveness, experience, and deliverables meeting the scope of work, specifications and criteria as identified in the RFP document. 

The evaluation committee for the RFP was comprised of representatives of instruction, operations, and elementary schools. Each member of the evaluation committee independently considered each proposal submitted through BidNet and assigned a score based on the specific review criteria identified in the RFP and outlined in the table below. Of the nine submissions received, five were identified for further consideration based on the evaluation criteria.

A matrix detailing the five providers selected for further evaluation based on the initial scoring of criteria above is attached for reference. 

The top five providers were then invited to participate in presentations and interviews. Each provider was asked to deliver a one-hour presentation based on common criteria. Presentations and interviews were conducted over two days beginning on February 19. Interviews were conducted using a list of specific questions for each provider for the purpose in aiding in the evaluation process. The evaluation committee also utilized a scoring rubric and participated in a discussion with the five providers. After interviews and presentations, three providers were selected as finalists. Follow-up questions, including questions about fee details, were emailed to three finalists on February 24. Responses were received for follow-up questions on February 26 and were emailed to the evaluation team on February 26. A matrix detailing the three providers selected as finalists for further evaluation and their final scores based the proposals and interviews is attached for reference. 

On March 4, the evaluation team concluded their work. Preliminary findings from the selection process were presented to Cabinet on March 9 and to the Board Education during Dinner Session on March 10.  On March 11, the Directors of Student Services and Facilities finalized their recommendation to select AlphaBest as the District’s before and after school childcare provider. AlphaBest had the highest overall final score among evaluation team members. Although all of the companies participating in the RFP process submitted strong proposals, the key reasons for selecting AlphaBest included but were not limited to: offering a competitive pricing structure that was comprehensively less than most other providers and 20% or more less than current rates for PSD families in 2019-2020; offering a 50% discount for PSD employees; providing significant amounts of scholarship help for families in need; offering established discounts for free and reduced lunch students and military families; and offering a strong collaborative model based on partnership with schools to provide enriching curriculum for all students. AlphaBest also offers a revenue sharing plan for school districts to cover incidental costs and to support other programming, though PSD has declined this option instead directing AlphaBest to use those funds to increase scholarship and discounts for families in need. The Formal Recommendation to Award AlphaBest, subject to successful contract negotiations and Board approval, is attached for reference.

On March 13, the intent to award was emailed to AlphaBest and the intent to award was posted to BidNet as well as emailed to the remaining four finalists. The District’s Intent to Award is attached for reference.

The District has successfully negotiated a contract with AlphaBest. Key provisions and highlights of the contract include but not limited to: (1) new rates charged to families are reduced from prior efforts by approximately 20-25%, (2) discounts are a set percentage for reduced lunch, free lunch, and military service, and are no longer based on income as in the past, (3) 50% discount for the children of PSD employees, (4) the provider will be allocating 13% of all revenues to support additional discounts and scholarships to families and staff, however allocation of funds is established by the District, (5) the provider will build each schools’ program around that specific schools goals for the year.  The contract between AlphaBest and the District including all exhibits and addendum is included in the BOE agenda for approval.

The Superintendent recommends the Board of Education approve the contract with AlphaBest including all exhibits and addendum as presented in the agenda.

"I move the Board of Education approve the contract including all exhibits and addendum and provided in the board agenda."