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CENTER BASED BACKUP CHILD CARE SERVICES & CHILD CARE SERVICES FOR MILDLY ILL CHILDREN

HOURLY CHILD CARE RATES:  $31.00/hour       (2 hour minimum)

SPECIFICATIONS

DELIVERABLES

Contractor agrees to lease or buy space and provide child care services within 3 miles of the University of Wisconsin-Madison campus. 

The total square footage offers space for classrooms, kitchen, office, reception and staff area.  The geographic location will allow for easy access to the University of Wisconsin-Madison campus for students, faculty and staff. 

HOURS OF OPERATION:
Contractor shall provide services to the University on a twelve (12) month back-up program and a 9 month mildly ill program.  The University Program will be open from 7:30 am- 5:30 pm Monday through Friday.  Evening and or weekend hours may be requested from University and contractor will provide services as needed   Program may close for all major holidays, as well as 4 days throughout the calendar year for staff development, with an additional week for facilities maintenance. 

Nothing in this Contract is intended to preclude or prohibit the expanding or enhancing of Contractor services, including hours of operation and days of operation. 

MAINTENANCE:

Contractor shall maintain the facility in good working order. 

Contractor shall be responsible for routine maintenance and repair of furniture, equipment, and appliances.  Contractor shall be responsible for the daily cleaning of toys and equipment to meet safety and cleanliness standards.  Contractor is expected to replace these items as age/damage occurs. 

EQUIPMENT:

Contractor shall comply promptly with all applicable statutes, ordinances, and regulations in effect during the term of this contract regulating the use and occupancy of the facility and the safety of equipment at all times. 

CHILD CARE SERVICES:

Contractor shall provide high quality mildly ill and back up child care for children of University students, faculty, and staff who are the parents or legal guardians of children ages 6 weeks through 8 years of age.  Students/faculty/staff entering into care arrangements at the center must fulfill minimum class/employment requirements as outlined in this contract, which shall be enforced at all times by the Contractor. Additional financial information will be required for those seeking sliding scale fees through available financial assistance programs currently operated by the OCCFR. These include Child Care Tuition Assistance Program and gift funds for faculty and staff.  

Contractor shall maintain timely and updatedwritten enrollment procedures that shall include:

• Eligibility requirements for enrollment at the site;
• Procedures designed to support children of different ethnic backgrounds, cultures, languages, socioeconomic groups, and physical abilities;
• Plan for utilization of waiting lists for center enrollment, including policies and procedures for all waiting lists; and
• Procedures to document the continued eligibility of participating families.

Staff/child ratios must at all times comply with applicable federal, state, and local laws and regulations, striving towards national accreditation standards by year two of operation.   The following staff/child ratios and group sizes are recommended.
Infants (6 weeks-2 years) Ratio: 1:3      Maximum group size: 8
Toddlers (24-36 months)   Ratio: 1:6      Maximum group size:  12

Within the scope of providing child care services, Contractor will be responsible to maintain compliance with all codes.  Copies of inspection certificates must be on file at the site and made available to University at all times.

SITE ENROLLMENT:
Contractor has discretion to maintain full enrollment at the site.  In coordination with the OCCFR, Contractor shall set up an appropriate, effective enrollment process for UW families. 

Preference for all “slots” shall be granted to UW Madison faculty, staff and students on an ongoing basis.

• All classroom  FTE’s ( slots) , whether within the first enrollment period at opening, or as subsequent classrooms are opened, shall give priority enrollment to UW  faculty, staff and students over community families. 
• Every effort will be made by contractor to suitably accommodate participants with placement at the time care is needed.  At all times, Contractor shall do their best to schedule departures and enrollments from care with this priority in mind. 

If an anticipated opening cannot be filled by a UW student, faculty or staff member, Contractor may enroll, in priority order:

• other  permanent or full time UW faculty, staff and students
• part-time UW faculty, staff and students;
• UW Hospitals/Clinics employees, whether full or part-time; and
• Community members.

Children shall be screened for enrollment within the mildly ill care center by Registered Nurses with expertise in pediatric illness and treatment.

University in no way guarantees enrollment at this site by any number of specific children, and University makes no warranty, express or implied, that Contractor’s services will be utilized to any degree under this Contract.  If, for any reason, Contractor has determined that UW faculty, staff, and/or students cannot fill an opening, Contractor shall reasonably negotiate enrollment with other parties. 

Contractor shall at all times follow enrollment guidelines that will be reviewed annually.

BILLING FOR SERVICES:
Contractor shall be responsible for billing and obtaining payment for child care services.  Rates shall be inclusive of all expenses.   Invoices shall include the names, category (e.g. faculty, staff , student); dates and hours of service,  as well as noting the co-pay amounts paid by each family. Invoicing should occur monthly.

Program will clearly identify charges to parent users.

VOLUNTEERS AND STUDENT PLACEMENTS:
Contractor shall 1) have the responsibility for managing student volunteers, practicum students, and all research projects that may take place at the site; and 2) coordinating and working cooperatively with the OCCFR other University departments and/or the Director Consortium, made up of all campus children’s center directors,  in these efforts.

FEES AND TUITION:
Contractor shall work with the OCCFR on any financial assistance programs available to the clients served, including the Child Care Tuition Assistance Program (CCTAP) and Access for Infants and Mothers (AIM) and any private gift funds, as available. 

Tuition rate increases are not to exceed a maximum of 5% annually.   Rates may be lowered at any time.

Administrative Oversight:
Contractor has the responsibility to appoint, manage, recruit, assign, and otherwise oversee the staff working within the program.

Reporting:
Contractor shall abide by all reporting requirements set by the OCCFR including but not limited to: ongoing recording of university faculty staff and students who are served within the programs (on a joint database), monthly billing for services including the names, dates and charges for each UW family served; and annual reports of the center’s financial viability through a yearend budget reporting process.

Contractor shall submit an annual summary to the University by August 31 of each year that will include:

• Year-end budget report for prior fiscal year, for the purposes of monitoring the fiscal health of the program and to provide information for annual budget revisions.
• Summary of staff and qualifications, including turnover summary.
• Summary of teaching and research provided at the site, if applicable.
• Summary of client’s served, identifying % of UW students, faculty, and academic/classified staff served at the site; and others served at site.
• Overview of waiting list, including number waiting for each category of students, faculty, academic and classified staff and their campus affiliations.
• Results from parent and staff satisfaction surveys including information on the site 1) program, 2) staff, 3) administration.
• Summary of accomplishments/issues that occurred over the year reporting period.

Whenever any of the above information is subject to statutory provisions concerning confidentiality that may prohibit the release of such information, confidentiality shall always be maintained. 

University may, at any time, visit the center to evaluate the conditions and program quality.  University shall have access to client information in order to monitor the satisfaction of the University families using the center.

Contractor shall hire and maintain an appropriately credentialed staff, according to the State of Wisconsin and the City of Madison, to ensure a high quality child care program.

The University will not provide food or food service.  Contractor shall be responsible for all food preparation (e.g. snack and formula preparation) and services, but is not required to fund/serve hot meals.  Parents will be asked to bring lunch for their child(ren).  All food costs are the responsibility of Contractor and/or the family.

The minimum level of caloric intake and nutritional levels as recommended by the United Stated Department of Agriculture shall be provided to each child.  Food service shall comply with all applicable federal, state, and local laws and regulations, at all times.

LICENSING REQUIREMENTS:
Contractor shall maintain licensure by the State of Wisconsin and City of Madison Accreditation.   Contractor is responsible for paying any fees related to all accreditation and licensure.

SIGNAGE AND ADVERTISING:

Contractor and University will mutually approve all signage for the Program.  All publications and advertisements, which are developed by contractor for use in conjunction with the Program, shall be provided for review and comment to University prior to their release. 

PARKING
Contractor provides temporary parking at no cost, to families using the center for drop off and pick up. 

PHONE
Contractor provides phone service to the Program.

Revision History