REQUEST FOR PROPOSALS
FOR PROGRAMS IN ARTS, COMPUTERS, DANCE, FOOD, MUSIC, THEATER, AND VOICE
The Town of Oxford is accepting proposals from interested providers for programs relating to arts, computers, dance, food, music, theater, and voice at the Oxford Community Center for Fiscal Year 2007. Completed proposals in two (2) separate proposal packages, marked “non-price proposal” and “price proposal”, together with six (6) copies of each, will be accepted no later than August 25, 2006, at 1:00 p.m. at the office of the Town Manager, 325 Main Street, Oxford, MA 01540-1727. Specifications are available at the office of the Town Manager, tel. (508) 987-6030. Contact the Community Center at (508) 987-6002 between 9 a.m. and 4:30 p.m. for further information or for a tour of the facility.
The Town reserves the right to reject any and all proposals, or split the proposals, if it appears to be in the best interest of the Town.
Providers shall submit separate price and non-price (technical) proposals. The “Non-Price Proposals” should include a detailed description of each activity within a program category. This description must describe the activity, state the physical location in the Oxford Community Center that will be needed, state the time(s)/day(s) as well as duration of the activity, minimum/maximum participants, target ages and any types of expenses that may be incurred outside of the listed fee that is contained within the “Price Proposal”-for example: Materials, leotards/tights, instruments, dance shoes, etc. The “Non-Price Proposals” must be completely filled out, signed, placed in an envelope and sealed. The “Non-Price Proposals” will be evaluated according to detailed description
submitted and evaluated by community center staff. The proposals that is most complete and offers the most comprehensive program shall be deemed to be the best proposal. The “price proposal” must be completely filled out, signed, placed in an envelope and sealed.
Both envelopes containing the price and non-price proposals must be marked with the Provider’s name, date of opening, program category, and marked PRICE PROPOSAL or NON-PRICE PROPOSAL.
A bidder may correct, modify, or withdraw a bid by sealed, written notice clearly marked as a correction, modification, or withdrawal and received in the Office of the Town Manager prior to the time and date set for the bid opening.
The provider will be responsible for operating, staffing, and supplying the Oxford Community Center activities in the program categories listed below beginning September 1, 2006 through June 30, 2007.
All activities are to be conducted at the Oxford Community Center at 4 Maple Road, Oxford, MA or OCC Annex located at 8 Maple Road, Oxford, MA during normal operating hours. Normal Operating Hours are: Monday through Saturday from 9:00 am – 9:00pm and Sundays from Noon – 6:00 pm. There will be no hours of operation on: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.
SPECIFICATIONS
PROGRAMS IN ART, COMPUTERS, DANCE, FOOD, MUSIC, THEATER AND VOICE
The following is a description of the program categories for which the Town would like to receive proposals from qualified providers:
I. ART PROGRAM:
Examples include but not limited to painting, clay, knitting, photography, and crafts.
II. COMPUTER PROGRAM:
Examples include but not limited Word, Excel, Power Point, Web Page Design, Internet Basics, and Operating Systems.
III. DANCE PROGRAM:
Examples include but not limited to line dancing, hip hop, ballet, ballroom, and dance team.
IV. FOOD PROGRAMS:
Examples include but not limited Cake Decorating, Basic Cooking, Baking, Farmers’ Market, and Meal Preparation.
V. MUSIC PROGRAM:
Examples include but not limited to guitar lessons, trumpet lessons, keyboard lessons, and community band.
VI. VOICE PROGRAM:
Examples include but not limited to voice lessons, public speaking, and chorus.
VII. THEATER PROGRAM:
Examples include but not limited to drama lessons, backstage lessons, and productions.
VIII. RESPONSIBILITIES:
A) Provider:
1. Fully staffing, supervising and operating all components of the program.
2. Provide the Town with Statement that all staff have been CORI Checked.
3. Provide the Town with a Certificate of Insurance.
4. Provide the Town with a W-9.
5. Provide the Town with a Statement of Non-Collusion.
6. Provide the Town with a Monthly Invoice for Services Rendered no later than 10th day of the following month.
7. Provide the Town with a completed Monthly Attendance Report for each activity that service was provided.
8. Assist the Town with Promotion/Advertising of each activity.
B) Town:
1. Assist in the distribution of promotional materials.
2. Register and enroll each participant for each activity.
3. Collect all participants’ fees for each activity.
4. Maintenance of the property.
5. Opening and closing the facility.
6. Security of the property.
7. Provision of first aid supplies.
Dennis A. Power
Town Manager
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