The School Board of Polk County, Florida

RFP # 019-MJ-0326 Equitable Services for Private Schools PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

Chapter 119, Florida Statute

P.O. Box 391 1915 S. Floral Avenue

BARTOW, FLORIDA 33831-0391 BARTOW, FLORIDA 33830-7124

THE SCHOOL BOARD OF POLK COUNTY, FLORIDA

PURCHASING DEPARTMENT

Request for Proposal (RFP)

RFP 019-MJ-0326 EQUITABLE SERVICES FOR PRIVATE SCHOOLS

All solicitations and support documents will be posted on VendorLink at www.myvendorlink.com. It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates. It is the responsibility of the proposer to be certain that all pages of the solicitation, all attachments thereto and all addenda released are received prior to submitting a proposal without regard to how a copy of the solicitation was obtained. All proposals are subject to the conditions specified herein in the solicitation documents and on any addenda issued thereto. Further, it is the responsibility of every vendor to register and maintain their current email and mailing address at www.myvendorlink.com.

http://www.myvendorlink.com/

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

TABLE OF CONTENTS

Table of Contents

REQUIRED RESPONSE FORM

SECTION 1: PURPOSE AND OVERVIEW

1.1 Purpose

1.2 About the District

1.3 Current Private Schools Equitable Services………………………………….……………………………..……...7

SECTION 2: GENERAL INSTRUCTIONS TO RESPONDENTS

2.1 District Contact/Inquiries

2.2 Restrictions on Contacting the District

2.3 Official Responses

2.4 Addendum

2.5 Conflict of Interest Statement……………………………………………………………………

2.6 Receipt of Proposals

2.7 Anticipated Schedule of Events

SECTION 3: SCOPE OF SERVICES

3.1 Scope of Services

3.2 Proposer(s) will:

3.3 Personnel Selection

3.4 Instructional Specifications

3.5 Tutoring Schedule

3.6 Staff Training

3.7 Equipment, Material and Supplies

3.8 District Control/Monitoring/Oversight

3.9 District Responsibilities include, but are not limited to:

3.10 Proposer’s Responsibilities include, but are not limited to:

3.11 Parent and Family Engagement

3.12 Professional Development

3.13 Recordkeeping Requirements

3.14 Invoicing/Payment/Compensation

3.15 Program Monitoring

3.16 End of Year Report

3.17 Payment Schedule

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

SECTION 4: DELIVERABLES……………………………………………………………………………………………….….………23

4.1 Deliverables……………………………………………………………………………………….………………….……….23

SECTION 5: PREPARATION OF PROPOSALS AND REQUIRED CONTENT

5.1 Proposal Preparation

5.2 Required Information and Format

5.3 Response Organization

SECTION 6: EVALUATION OF PROPOSALS

6.1 Evaluation Process

6.2 Written Proposal Evaluation Criteria

6.3 Calculation of Evaluation Score

6.4 Calculation of the cost:

6.5 Presentation/Interview Evaluation Criteria

SECTION 7: GENERAL TERMS, CONDITIONS and INFORMATION

7.1 Posting of RFP Award Recommendation

7.2 School Board (District) Obligations

7.3 Proposers Obligations

7.4 Lobbying

7.5 Public Records

7.6 Time

7.7 Employment Eligibility Verification (E-Verify)……………………………………………………………………...39

7.8 Public Entity Crimes Statement and Convicted Vendor List

7.9 Discriminatory Vendor List

7.10 Preference for Drug-Free Workplace

7.11 Protest Procedures

7.12 Insurance Requirements

7.13 Patents and Royalties

7.14 Compliance with the Jessica Lunsford Act

7.15 Non-Warranty of Specifications

7.16 Federal and State Tax

7.17 Indulgence

7.18 Proposers Mailing Address

7.19 Federal Regulations

7.20 Other Information

SECTION 8: CONTRACT INFORMATION

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

8.1 Contract Period

8.2 Contract Renewal

8.3 Contingency of the Contract Award

8.4 Agreement for Services

8.5 Confidential Information………………………………………………………………….……………….…….…..45

8.6 Anti-Discrimination………………………………………………………………………………….……………….…46

8.7 Indemnification/Hold Harmless Agreement

8.8 Subcontracts……………………………………………………………………………………………….…………...47

8.9 Assignment of Contract and/or Payment

8.10 Joint-Proposal………………………………………………………………………………………………….………..47

8.11 School Security

8.12 Dispute Resolution

8.13 Other Contracts

8.14 Default

8.15 Legal Requirements

8.16 Permits and Licenses

8.17 Intellectual Property Rights

8.18 Termination of Contract

8.19 Force Majeure

8.20 Confidential Student Information

8.21 General Terms and Information

Attachments (Cost Proposal)…………………………………………………….………………………………………………..53

Submittals Checklist

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

THE SCHOOL BOARD OF POLK COUNTY, FL

Title: RFP #019-MJ-0326 EQUITABLE SERVICES FOR PRIVATE SCHOOLS

REQUIRED RESPONSE FORM

Proposal Certification I hereby certify that I am submitting the following information as my company's proposal and understand that by virtue of executing and returning with this proposal this REQUIRED RESPONSE FORM, I further certify full, complete and unconditional acceptance of the contents of this Request for Proposal (RFP), all Attachments, Worksheets, Appendices, Supplemental Materials, and the contents of any Addendum released hereto except as otherwise noted in this proposal. PROPOSAL MUST INCLUDE REQUIRED RESPONSE FORM, COMPLETED AND SIGNED BY THE AUTHORIZED

REPRESENTATIVE TO BE CONSIDERED RESPONSIVE.

*SIGNATURE OF AUTHORIZED REPRESENTATIVE:

SIGN HERE

PRINT NAME OF AUTHORIZED REPRESENTATIVE:

TITLE: DATE:

PROPOSER (Legal name of firm):

STREET ADDRESS:

CITY & STATE:

CONTACT PERSON:

CONTACT PERSON'S ADDRESS:

TELEPHONE: FAX:

TOLL FREE: E-MAIL ADDRESS:

PROPOSER TAXPAYER IDENTIFICATION NUMBER:

NOTE: Entries must be completed in ink or typewritten.

Anti-Collusion Statement/Public Domain

I, the undersigned Proposer have not divulged, discussed, or compared this proposal with any other proposers and have not colluded with any other proposer in the preparation of this proposal to gain an unfair advantage in the award of this proposal.

I acknowledge that all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S.

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

P.O. Box 391 1915 S. Floral Avenue

BARTOW, FLORIDA 33831-0391 BARTOW, FLORIDA 33830-7124

Request for Proposal (RFP)

Equitable Services for Private Schools

RFP No: 019-MJ-0326

DEADLINE FOR RECEIPT OF WRITTEN QUESTIONS: NOVEMBER 5, 2025, 3:00 PM ET

DEADLINE FOR RECEIPT OF PROPOSALS: DECEMBER 9, 2025, 3:00 pm ET

SECTION 1: PURPOSE AND OVERVIEW

1.1 Purpose

The School Board of Polk County, Florida, hereafter referred to as the “District”, is seeking proposals from experienced, qualified Proposers to deliver instructional programs (tutoring) in reading, mathematics, science, academic counseling and/or other subjects as determined through consultation with private school and District personnel to eligible students in private schools, to provide professional development to private school teachers, and parent involvement activities to parents of eligible Title I participants. It is required that respondents propose all three portions of the requested services (tutoring, professional development, parent involvement). The scope of required services and responsibilities are more fully described in Section 3 of this RFP.

Providing equitable services to eligible private school students, their teachers, and their families is a requirement of Section 1117 of Every Student Succeeds Act (ESSA) which ensures private school children receive educational services and other benefits equitable in comparison to services and other benefits for public school children participating under this part and shall be provided in a timely manner. Private schools are notified yearly of the available services and have the option to participate. Each local educational agency (LEA) must provide timely and meaningful consultation with participating private school officials to develop a delivery model to meet the educational needs of eligible private school children. The purpose of this RFP is to offer experienced and qualified firms an opportunity to submit written proposals for the District’s consideration. This procurement may result in a single source award.

1.2 About the District

a. The District Administrative Office is in Bartow, Florida.

b. The County measures 1,850 square miles, making it one of the larger counties in the state.

c. There are over 150 public and private K-12 schools located throughout the District. The District currently operates 35 high schools, 5 middle-senior high schools, 24 middle schools, 86 elementary and K-8 schools and various alternative education sites.

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

d. The current PreK-12 student population is approximately 116,000, making the Polk District the seventh largest District in the State of Florida, in terms of student population.

e. There are 67 school Districts within the state. There are approximately 13,000 employees currently employed by the school District.

f. Additional District information is available at https://polkschoolsfl.com/

1.3 Current Private School Equitable Services

For the past seven years, the District has provided remedial reading and mathematics instruction to eligible students at several sites located throughout Polk County.

It has been deemed appropriate upon consultation with area private school officials to provide all future equitable services through a third-party contractor to afford consistency of teaching methods, data management as well as parent involvement and professional development in keeping with ESSA regulations.

END OF SECTION 1

The remainder of this page left intentionally blank.

https://polkschoolsfl.com/

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

SECTION 2: GENERAL INSTRUCTIONS TO RESPONDENTS

2.1 District Contact/Inquiries

This RFP is issued by the District. The District is the sole point of contact regarding this RFP and all contractual matters related to the services described herein. All communications concerning this RFP must be addressed, in writing, to:

Mariangelie Jorge, Senior Analyst, Purchasing The School Board of Polk County, Florida Post Office Box 391 Bartow, Florida 33831-0391 Email: mariangelie.jorge@polk-fl.net

Note: Responses to inquiries regarding the status of a proposal will not be made prior to the posting of an award recommendation.

2.2 Restrictions on Contacting the District

Pursuant to School Board Policy 6324, upon the issuance of this RFP, all contact with the District must be made through the designated contact person noted above. The Proposer must limit communication with the designated contact to the means specified in this document. Other District employees, representatives of the District and members of the Evaluation Committee are instructed not to answer questions regarding the RFP or otherwise discuss the contents of the RFP with the Proposers or their representatives. Any contacts made with other District employees, representatives of the District or members of the Evaluation Committee will be reported to the Purchasing Department. Proposers shall not, under the penalty of law, offer any gratuities, favors, or anything of monetary value to any officer or employee of the District or representative of the District in connection with this competitive procurement.

Cone of Silence:

A Cone of Silence is hereby established for all competitive selection processes including Invitations to Bid (ITB), Requests for Proposal (RFP) and Invitations to Negotiate (ITN) for the provision of goods and services. The Cone of Silence is designed to protect the integrity of the procurement process by shielding it from undue influences prior to the recommendation of contract award. Pursuant to School Board Policy 6324, the District enacts a cone of silence that commences after the advertisement of the ITB, RFP or ITN. All provisions of School Board Policy 6324 are applicable to this solicitation. The cone of silence terminates at the time the District acts on a written recommendation from the purchasing department or facilities department regarding contract award; provided, however, that communications are permitted when the District receives public comment at the meeting when the recommendation is presented.

Violation of this policy by a particular Proposer, respondent and/or Proposer’s representative may, at the discretion of the District, result in rejection of said Proposer, respondent and/or Proposers representative’s proposal or offer and may render any contract award to said Proposer or respondent voidable.

2.3 Official Responses and Clarification/Interpretation/Additional Information:

On or about DECEMBER 2, 2025, the District will issue responses to a compilation of questions that materially affect the RFP and were timely received. The District will post the responses (as an addendum) to the same website where this RFP is posted, at www.myvendorlink.com. Written questions concerning interpretation, clarification or additional information will be accepted via mailto:mariangelie.jorge@polk-fl.net

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

VendorLink. All written questions must be received by the District’s Purchasing Department no later than NOVEMBER 5, 2025, 3:00PM ET as shown in the table above. Telephone inquiries will not be accepted, nor will answers be provided by telephone. It is the sole responsibility of the bidder at its own risk to ensure that written questions, however submitted, will be received by the deadline indicated above. If warranted the District will post the responses (as an addendum) to the same website where this Bid is posted, at www.myvendorlink.com.

2.4 Addendum

The District may modify the RFP at any time prior to the proposal due date by issuance of a written addendum. The issuance of a written addendum is the only official method by which interpretation, clarification or additional information can be given. Addenda shall be numbered consecutively and initiated by the Purchasing Director. No other person shall be authorized to make changes verbally or in writing. If it becomes necessary to revise or amend any part of this RFP, an addendum will be posted to the same website where this RFP is posted, at www.myvendorlink.com. It shall be the responsibility of the Proposer to be sure they receive all addenda.

No addendum will be issued later than five (5) calendar days prior to the date for receipt of proposals except an addendum withdrawing the RFP or one which includes postponement of the date for receipt of proposals.

No verbal or written information which is obtained other than by information in this document or by addendum to this RFP will be binding on the District.

2.5 Conflict of Interest Statement

The proposer must disclose any contractual relationship that exists or has existed between the proposer, a predecessor organization of the proposer, or a subcontractor included in the proposer's response to this RFP. Not every prior or existing contractual relationship will constitute a conflict of interest. However, each such relationship must be disclosed. Proposer should not merely state the conclusion that no conflict of interest exists. Proposers also must disclose any existing business or personal relationship between the proposer, its principals, or any affiliate or subcontractor, and the District, or any other entity or person involved in the project that is the subject of this RFP.

Complete the Conflict-of-Interest Statement (Appendix B) and submit it under Tab 1, General Submittals. Failure to disclose any such prior or existing contractual or personal relationship as described in this section may result in disqualification of the proposal. The District will make the final decision regarding the existence of a conflict of interest.

2.6 Receipt of Proposals

PLEASE NOTE: All submissions must be sent electronically through VendorLink at www.myvendorlink.com.

Acceptable file formats for uploading are Microsoft Excel (xls or .xlsx), Adobe Portable Document (pdf), or .ZIP file format.

Submittals sent by mail, facsimile, electronic mail, telephone, or any other means not specified herein will not be accepted.

Proposal submittals are due at the date and time indicated on the Required Response Form or as amended in the form of an addendum issued by the Purchasing Department.

http://www.myvendorlink.com/

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

All solicitations and supporting documents will be posted on Vendor Link at www.myvendorlink.com. It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates.

It is the sole responsibility of the Proposer to ensure that their proposal response is submitted through Vendor Link no later than the time and date specified in the RFP or subsequent addenda. The Proposer is responsible for allowing adequate time to upload their submittal on Vendor Link. If technical difficulties arise during submission of the proposal response, it is the Proposer’s responsibility to contact Vendor Link technical support at support@evendorlink.com.

Polk County Public Schools shall not be responsible for delays caused in any occurrence. Submittals sent by mail, facsimile, electronic mail, telephone, or any other means not specified herein will not be accepted. Proposal submittals may not be withdrawn after the bid due date. All Proposal submissions must be transmitted electronically through Vendor Link at www.myvendorlink.com. Acceptable file formats for uploading are Microsoft Excel (xls or .xlsx), Adobe Portable Document (pdf), or .ZIP file formats and printing must be enabled on all files submitted.

Individuals covered by the Americans with Disabilities Act of 1990 in need of accommodations to attend public RFP openings or meetings should contact the School Board’s Purchasing Department, Bartow, Florida (863-534-0576) at least five (5) days prior to meeting dates.

Each Proposal submittal must include the signature of an officer or employee having authority to bind the Bidder in the space(s) provided. Only the terms and conditions of this Proposal, as released by Polk County or amended via addendum, are valid. Any modification to any term or condition by the Proposer is not binding unless it is expressly agreed to in writing by The District.

2.7 Anticipated Schedule of Events (Subject to change as conditions may dictate)

Activity Date Release of RFP posted at www.myvendorlink.com October 10, Deadline for receipt of questions, 3:00 PM (ET), in Vendorlink November

5, 2025 Release of responses to questions (on or about) in Vendorlink December

2, 2025 Deadline for electronic receipt of proposals, at www.myvendorlink.com, 3:00 PM (ET)

December 9, 2025

Proposal Opening, 3:00 PM (ET) December 9, 2025

*Evaluation Committee meeting to review responses, 9:00 AM (ET), District Office

January 14, *Finalist presentations, if necessary, District Office, 9:00 AM (ET) January 22, **Posting Notice of Recommendation of Award (on or about) February 9, **Board approval of recommendation of award March 25, **Pending funding and Board approval.

Program details outlined in this RFP are subject to change.

Bid Opening occurs via TEAMS meeting and will be posted as public notice at www.myvendorlink.com Only the names of respondents will be provided at the RFP opening. Pricing and other contents of bid responses will be disclosed as noted in Section 119.071(1)(b), F.S. and Section 286.0113; F.S.

mailto:support@evendorlink.com www.myvendorlink.com

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

*Evaluation Committee meetings will be posted as public notice at www.myvendorlink.com and occurs at the District Administrative Office at 1915 S. Floral Avenue, Bartow, Florida 33830, Individuals interested in attending must register in person, present a photo ID, and be issued a district badge. For ADA assistance, contact the Office of Equity and Compliance at 863-534-0781 at least three

(3) business days before the meeting.

If the time allotted to make the selection of contractors, as stated above, proves to be insufficient, the posting of the Notice of Recommended Bid Award and the Superintendent (or Board) approval date could both change. It is the vendor's responsibility to continue to monitor www.myvendorlink.com or contact the purchasing department for more specific information as to when the notice will be posted.

END OF SECTION 2

The remainder of this page left intentionally black.

www.myvendorlink.com

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

SECTION 3: SCOPE OF SERVICES

3.1 Scope of Services

The School Board of Polk County intends to contract one or more qualified provider(s) for the provision of instructional services to eligible students in accordance with the following delivery model:

a. Qualified tutor-directed instructional services as determined through consultation with the private schools will be delivered on a periodic basis to students by a qualified tutor who is an employee of the Proposer. Qualified tutors must meet one of the following qualifications: 1) Hold a bachelor’s degree OR 2) Possess 48 credit hours AND have a passing score on the ParaPro Assessment. These services may be delivered to a facility owned by the Proposer or may be provided at various locations, including the private school, neutral sites, or public schools. If available, space on the private school campus where the child attends school is preferred.

b. The Proposer(s) will maintain transcripts or text certification of hired tutors prior to services beginning.

c. The following conditions must be met: Title I services must be provided in a separate space that is reserved for the exclusive use of the Title I program during the time Title I services are being delivered (Agostini v. Felton, 521 U.S. 203, 1997); if services are provided in the media center or private school classroom, the space must be separate or partitioned off; and computer equipment and other supplies purchased with Title I funds may only be used by Title I students in the Title I program.

d. Surveys will be sent to private school stakeholders that receive services through Title I. This survey asks for feedback on various areas of interest, including the level of satisfaction with delivery model. Principals are encouraged to engage in meaningful consultation with the District and Proposer.

e. Instructional Physical Facilities (Tutor-Directed Instructional Services Models Only)

1. If space on the private school campus is limited or not conducive to learning, the Proposer will provide and maintain an instructional facility, where needed, for each selected eligible private school. Any such facility must be preapproved by the District prior to services being provided in such facility.

3.2 Proposer(s) will:

a. Identify and submit each site or alternative facility to the District for approval to be used for each private school covered by the contract (to be submitted as it applies at the start of instructional services.)

b. Negotiate lease agreements with each private school, if applicable. A copy of all lease agreements signed by all parties will be delivered to the Title I office (to be submitted as it applies at the start of instructional services.)

c. Adhere to all District and private school background checks and safety requirements prior to potential employee reporting to any campus to work.

1. The Proposer will provide an ID badge for all contract personnel (Program Managers, Program Supervisors and Tutors), to be worn at all times with District ID badge. A picture of the District’s badge needs to be submitted to our office.

2. The Proposer will supply the District with all personnel employment information prior to services being provided.

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

3.3 Personnel Selection

Proposer(s) will employ Program Manager, Program Supervisors, and Direct Instructional Staff (Tutor) as specified below:

a. Program Manager - Program Manager employed by the Proposer will meet the following requirements:

1. Program Manager will be dedicated to the management of the District’s Title I Private School Program.

2. District may be involved in the year-end performance evaluation of this employee.

b. Program Supervisors - Program Supervisors employed by the Proposer will meet the following requirements:

1. A Program Supervisor will be provided for every 15 participating Title I private schools to be dedicated exclusively to the supervision of the District’s Title I Private School Program.

2. Proposer’s Program Supervisors will be a certified teacher in the State of Florida and must maintain certification.

3. District may be involved in the year-end performance evaluation of these employees.

c. Tutors –

1 The private schools and the District may have the opportunity to review the resume of and meet with any individual being considered before Proposer hires such individual.

2 The Proposer will make substitute personnel selection, upon school request, provided that all such substitute personnel meet the requirements of these specifications.

3. Tutors employed by the Proposer will meet the following requirements:

I. Must meet one of the following: 1) hold a bachelor’s degree; OR 2) possess 48 credit hours AND have a passing score on the ParaPro Assessment. Exceptions to above made pending District approval prior to employment.

II. Shall be hired for current school year only contingent upon performance measures.

District may be involved in the evaluation of these employees.

III. Shall not have a criminal record. Proposer should conduct background checks to include fingerprinting to verify that each employee does not have a criminal record. If status of employees changes regarding this specification, District and school will be notified of change.

3.4 Instructional Specifications

a. The District requires the Proposer to start the instructional program at the beginning of the district school year (same time services to public schools begin) and/or as determined in consultation with private school personnel.

b. Proposer should provide individual and/or small group (not more than six (6) students per group) instructional services at least two times per week in the increments of 30-minute sessions in reading, mathematics, science, and/or other subjects as determined through consultation with private school and District personnel.

c. The specific subject area and schedule for services (which may occur before school, during school, after school, on weekends and summer) will be determined by the District based on an analysis of the multiple academic criteria determined and consultation with stakeholders.

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

d. Tutors will derive instructional objectives from student needs as described in the District approved Service Delivery Plan, consultation documents and diagnostic data.

e. Tutors will design and deliver supplementary individualized and/or small group instruction to targeted eligible students that have identified skill deficiencies.

f. Tutors will utilize a variety of instructional materials with all activities being secular, neutral, and non-ideological.

g. Tutors will provide each student with computer assisted instruction, if appropriate.

h. Tutors will communicate student academic progress to the private school teacher via the District approved communication and teacher conference form.

i. Tutors will develop and maintain lesson plans and all documentation required for compliance.

j. Tutors will utilize the District approved consultation documents with private school teachers and administrators in accordance with District procedure.

k. Tutors will provide supplemental services based on eligible student needs stated as per consultation documentation and diagnostic data.

l. Tutors will consult with private school teachers on a regularly scheduled basis in accordance with District procedures.

m. Tutors who are employed by the school they are tutoring must provide regular work schedule to show tutoring is occurring outside regular contract time. During the initial term of the contract services should end no later than June 18, 2026.

3.5 Tutoring Schedule

a. During the school year students who are eligible for reading/mathematics/science or other subjects’ instruction, as determined through consultation with private school and District personnel, will receive supplemental instruction weekly based on funding allocations. Specific subject area, grade level(s) and schedule for services will be determined by the District based upon an analysis of the multiple academic criteria determined during consultation between the District and the private school officials.

b. Contracted services for small group supplemental instruction will occur as agreed upon during consultation with the private school and noted on the Service Delivery Plan. Group size will not exceed a maximum 1:6 tutor/pupil ratio with a minimum of 1 student per group unless requested by the District. A minimum of one student per group must be maintained.

c. Each session shall be 30 minutes in length unless otherwise approved via consultation with stakeholders.

d. A school may be provided with no less than a minimum of two services per week.

e. Services are provided to students, maintaining contract ratios on a priority service basis in reading, mathematics, science, or other subjects, as determined through consultation with private school and District personnel, with no waitlist to ensure equitable services to students/private schools.

f. Proposer(s) will make up any loss of instruction due to tutor absence and/or extenuating circumstances, other than school related activities, at no additional expense to the District.

Invoicing for the session will occur at the time of the make-up session.

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

3.6 Staff Training

a. The Proposer(s) will ensure that all employees are trained on policy and procedure.

b. The Proposer(s) will ensure that all employees receive support to perform their job effectively.

c. The Proposer(s) will ensure staff is provided with support, guidance, and opportunities to earn and submit educational credits towards teacher recertification in the State of Florida independent of the District.

d. The Proposer(s) will ensure opportunities for face-to-face, phone, and/or web-based training for employees.

e. The Proposer(s) will provide the District a schedule of mutually determined reading/mathematics/science or other subject instructional in-services for employees during each contracted period, to occur at staff meetings.

3.7 Equipment, Material and Supplies

a. Proposer(s) shall be responsible for ensuring that all Proposer supplied equipment, furniture, etc.

will be in good condition and in working order.

b. The Proposer(s) will provide to the District and principals, where appropriate, a list of all materials and supplies provided by this contract, on a site-by-site basis.

c. The Proposer(s) will provide all staff a laptop with internet access, printers, printer ink, and other mutually agreed upon business technologies as a means of meeting the compulsory professional tasks of online tutor/student attendance, progress reports, inventory, student information files, email communication, and system maintenance.

d. All instructional classroom materials, i.e., workbooks, paper, crayons, pencils etc. purchased with funds provided under this contract will be housed in vendor provided containers.

e. Any equipment, materials or supplies covered in this section that are damaged or stolen will be replaced with equivalent items supplied by the Proposer. Proposer will provide an inventory of all equipment, materials and/or supplies upon request.

f. Proposer(s) will purchase all consumable materials needed for facilitation of instructional services and local business office services.

g. The Proposer(s) will coordinate with District personnel regarding the selection and distribution of all instructional materials and supplies.

h. Proposer(s) shall submit a proposal to District personnel regarding the selection and distribution of all materials and supplies that require use of Title I instructional, parent and family engagement, or professional development funds.

3.8 District Control/Monitoring/Oversight

a. All equipment purchased with Title I funds is the property of the District, not the Proposer.

b. The District has the right to withhold payment if any requirement is not met.

c. The District will inform the Proposer prior to the start of school of the amount of funds available for all activities.

d. The Proposer shall function in accordance with all General Education Provisions Act (GEPA) requirements.

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

e. The District supports the GEPA requirements that specifically address equity concerns that may affect the ability of certain potential beneficiaries to fully participate in the project and to achieve high standards.

f. The District will maintain control over all aspects of the program administered by the Proposer, including the ownership of all materials and equipment purchased with Title I funds.

g. The Proposer(s) ensures that all equipment/materials purchased with Title I funds are labeled and secured when not in use for the sole purpose of Title I program.

3.9 District Responsibilities include, but are not limited to:

a. Maintain control of the design, implementation, and evaluation of services.

b. Determine student eligibility for services.

c. Set deadlines for private schools to refer students and complete eligibility and enrollment forms.

d. Determine assessments and evaluation of the program.

e. Make changes to the instructional program for individual students whose data indicates a lack of or only limited progress.

f. Monitor the services provided and ensure that the services are consistent with the approved Service Delivery Plan and all applicable laws and regulations.

g. Handle all budgetary matters of the private school allocation, including developing the budget and expenditures of funds.

h. Pay for services rendered.

i. Terminate the contract if goals, timelines, and responsibilities as outlined in this RFP are not met.

3.10 Proposer’s Responsibilities include, but are not limited to:

a. Provide services to participating students at the same time services are being provided in the public school system or as determined in consultation to ensure the equitable provision of services as described in the Service Delivery Plan developed by the District in consultation with the private school.

b. Ensure that services begin by the date agreed upon in the Service Delivery Plan or agree to waive the opportunity to serve that school.

c. Pre- and post-assessment will be administered with results used for program evaluation. If a private school is already using the same pre-assessment and post-assessment and is willing to share their results, then Proposer will not need to assess students using the same program. Proposer must provide Student Learning Plans for all students receiving services with the first invoice for instructional services per student, per subject, per school. Students must complete pre-tests prior to tutoring instruction beginning.

d. Follow the terms of the developed Service Delivery Plan. Failure to comply with the Service Delivery Plan may result in forfeiting associated funds generated by that private school.

e. Ensure that services provided are only rendered to students identified by the District as eligible and not to all students in the school. A student may not receive services until the District has recommended services based on zoning and academic need. Also, a completed enrollment/permission form must be on file with District prior to the start of tutoring services.

f. Implement services for students, parents, and teachers for students participating in accordance with this contract and the Service Delivery Plan.

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

g. Perform activities that enhance the instructional program being contracted for in this RFP.

h. Provide services, if requested for parents of participating students to build capacity of the parents to help their children.

Content of the services for parents will be developed by the Proposer in consultation with the private school and District.

i. Maintain and provide to the District documentation of the services provided to parents including, but not limited to meeting dates, number of attendees, sign-in sheets, handouts, and presentation materials.

j. Certify annually how these funds supported parent engagement enhancements.

k. Provide services, if requested, for teachers participating in students to enhance teacher effectiveness. Teachers will be supported in accordance with their Professional Development objectives and activities which are based on the needs of the students they serve as determined by student performance, program survey, and observation data.

l. Maintain and provide to the District documentation of the professional development services provided including, but not limited to, sign-in sheets, handouts, and presentation materials.

m. Provide Florida State with certified guidance counselors as requested. All counseling services must be provided in support of the Title I program and are not to be construed as general counseling services for the larger community. The District shall be involved in the hiring process.

3.11 Parent and Family Engagement

Parent and family engagement activities will promote parent engagement by providing tools to use at home to help their child in the areas of instructional need identified by the school and the areas of need served by the Proposer. These activities should assist their child to achieve approved academic standards. Services will include the following, but not limited to:

a. Activities that are designed in consultation with private school and District personnel, parents, and families.

b. Activities must be secular, neutral, and non-ideological.

c. Parents and family members will be given opportunities for meaningful and active involvement.

d. Parent and family engagement activities must be designed and implemented to meet the needs of the families of students receiving Title I Equitable Services.

e. Families should receive training and materials to help them with their children to improve their children's academic achievement.

f. Regular and meaningful communication should occur between the families of Title I students and teachers providing Title I services.

g. Families must receive monthly reports, as well as at the end of services, on the progress of their child in the Title I program from the teachers providing Title I services.

h. Proposer must submit a pre-approval request to the District at least one month prior to the planned parent and family engagement event. The parent and family engagement activity cannot take place without prior District approval. Workshops to be offered in person or virtual depending on the circumstances. Supplies are to be provided. Bookbags need to be included with a sheet with an orientation on how parents can use the books with their children. Provide a Sign out to fill out at the time of distributing the bags/supplies.

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

3.12 Professional Development

It is expected that the provider will have staff that can support professional development by directing professional learning that is content specific (math/reading/science or other subjects as determined through consultation with District and private schools) and directing instructional processes for private schools. Proposer and eligible staff are to ensure alignment and congruence with Florida Standards and Title I guidelines. Services will include, but are not limited to the following:

a. Activities that are designed in consultation with private school and District personnel.

b. Activities must be secular, neutral, and non-ideological.

c. Professional development activities must be designed and implemented to meet the specific needs of the teachers of students receiving Title I Equitable Services

d. Proposer must submit a pre-approval request to the District at least one month prior to the planned professional development event.

e. The professional development activity cannot take place without prior District approval.

3.13 Recordkeeping Requirements

All student records remain confidential in accordance with Federal and State laws. Proposer will maintain and provide copies to the District all records supporting the Title I Private School instructional program including, but not limited to:

a. Student records including attendance records of students being tutored.

b. Student records generated by Proposer for five (5) years plus the current academic year.

c. Student withdrawal from school.

d. Individual student folders.

e. District approved instructional communication documentation.

f. Program exit documentation.

g. Request for Testing Form, if applicable.

h. Test or referral for services documentation.

i. Completed evaluation instruments.

j. Samples of student work (1 per tutor per month).

k. Tutoring schedules – submitted electronically in Excel prior to services starting. If the tutor is a school/district employee, the proposer needs to send the district a copy of their schedule.

l. Lesson plans using a District-approved template.

m. Selection criteria.

n. All documentation required for District, State, and Federal monitoring and audit.

o. Follow district guidelines for destruction and storage of records.

p. Transfer student records to District upon request.

q. Store current student records at end of academic year.

r. Provide academic records to private schools upon student withdrawal and/or completion of academic school year as requested.

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida

Statute. Any claim of confidentiality is waived upon submission, unless addressed as set forth in this RFP document. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of

s. Administer District approved evaluation instruments as requested.

t. Proposer will regularly observe instructional staff.

u. District will be regularly informed of staff, students, tutors, parents, and administrative concerns.

v. Follow District exit procedures.

3.14 Invoicing/Payment/Compensation

Invoices must comply with Federal regulations. The Proposer shall submit monthly itemized invoices as follows:

a. Proposer must submit written invoices that clearly describe what services and goods were delivered, when, where, and if relevant, who were served. The invoice will be specific and describe how the total cost was determined.

b. Original invoices shall be submitted to the District’s Title 1 Department.

c. Invoices are to be for services that occur at individual school sites. They may include, but are not limited to, tutor salaries and fringe benefits, cost of new instructional computers and software, classroom materials and supplies, etc. The amount of funds that can be expended annually for instructional services is determined by the funds generated from the enrollment of eligible children at each participating private school. Funds are generated according to District formula in compliance with Title I regulations.

1. Along with each invoice for instructional services the following must be included:

• Monthly attendance (group name, student names, subject, tutor name, minutes per student, minutes each year to date)

• Monthly lesson plan using District-approved template (objective, activity, and assignment)

• Ongoing record of hours served per student per school…