10750-20240829094943 GLCSD.pdf

Office of the

Superintendent Greenwood Leflore Consolidated School District

REQUEST FOR PROPOSAL

Communication and Data Aggregation

Program

PERFORMANCE DATES:

Advertise: 21 August 2024 Advertise: 28 August 2024

Introduction:

The Greenwood Leflore Consolidated School District is located in Greenwood, Mississippi. School facilities consist of twelve schools and one central office. The district has approximately 4115 students.

Physical School Location:

Threadgill Primary-Greenwood, MS

Bankston Elementary-Greenwood, MS

Claudine Elementary-Greenwood, MS

Davis Elementary-Greenwood, MS

East Elementary-Greenwood, MS

Leflore County Elementary-Itta Bena, MS

Threadgill Elementary-Greenwood, MS

Greenwood Middle-Greenwood, MS

Amanda Elzy Junior High-Greenwood, MS

Leflore County High-Itta Bena, MS

Amanda Elzy High-Greenwood, MS

Greenwood High-Greenwood, MS Purpose of RFP:

Communication and Data Aggregation Program- a program that aggregates and distills individual student data, such as state assessments, attendance, and grades, in an easy-to-visualize format and provides direct communication tools to connect with student families via call, text, and email. Utilizes benchmark data to build a district plan that truly supports the staff with professional development to ultimately improve student outcomes.

These services shall be provided to the Greenwood Leflore Consolidated School District during the 2024-2025 school term.

The Superintendent reserves the right to reject any and all bids.

ABOUT THIS DOCUMENT:

This document, titled a Specification Response Form, is the form by which vendors shall respond to this bid opportunity. Vendors may be required to include other documents, including warranty or other information in order to be considered responsive.

GENERAL TERMS:

All equipment furnished under this contract shall be new, unused and the same as the manufacturer’s current production model.

Accessories not specifically mentioned herein, but necessary to furnish complete unit ready for use, shall also be included. Unit shall conform to the best practice known to the trade in design, quality of material and workmanship.

Assemblies, sub-assemblies and component parts shall be standard and interchangeable throughout the entire quantity of units as specified in this invitation to bid. All units shall be fully assembled and ready to operate or use.

GUARANTEE:

All units shall be covered by the manufacturer standard warranty. Other warranty conditions may apply.

BID QUOTATION:

Bidders shall complete every space in the specification bidder’s proposal column with a check mark to indicate if the item being bid is exactly as specified. If not, the “NO” column must be checked and a detailed description of the deviation from the specification to be supplied.

DELIVERY:

Delivery of any materials shall be FOB to the Purchasing Entity. Installation may apply to some line items.

RFP Submission requirements: Submit three (3) copies of this unpriced (Specification Response Forms and Proposals with pricing shall be immediately discarded as non-responsive) SPECIFICATION RESPONSE FORM in one sealed package with Communication and Data Aggregation Program on the outside of the package to the following address:

The bid opening will be at 10:00 p.m. on Thursday, September 5, 2024

PERFORMANCE DATES:

Advertise: 21 August 2024 Advertise: 28 August 2024 Specification Responses Due on or Before: 4th September 2024 10:00 AM Local Time Bid Opening Date: 5th of September 2024 at 10:00 p.m. Local Time Office of the Superintendent Greenwood Leflore Consolidated School District 1901 Hwy 82 West Greenwood, Mississippi 38930

(662) 581-3034 E-Mail: jdjwaldington@glcsd.org

BID PROCESS:

This bid event is being conducted by the district’s leadership team, which is a bid process during which vendors compete for the District’s business. The vendors will submit their sealed bids to the district’s office and the team will use the scoring methodology to determine which proposal and bid will be accepted. ALL vendors will be notified of the outcome.

Minimum Eligibility Requirements for Contract Award

Applicants must provide documentation of a minimum of five (5) years of evidenced-based results according to the ESSA (Every Student Succeed Act) guidelines.

Applicants must address and provide (if applicable) a list of any pending/past litigation or investigations that have occurred within the past five (5) years.

Applicants must have financial stability and adequate staff to manage the program in the sole and absolute discretion of the Greenwood Leflore Consolidated School District.

Applicants must, at all times during the contract term and at their own expense, keep in full force and effect comprehensive general liability insurance with “personal injury” coverage; commercial or business auto liability insurance;

physical and contractual liability coverage, with minimum limits of ONE MILLION AND NO/100 DOLLLARS ($1,000,000.00)

Greenwood Leflore Consolidated School District and Superintendent shall be named additional insured on the said policy. The insurance policies required under this Section shall not be modified or cancelled except upon 60 days’ written notice to Greenwood Leflore Consolidated School District. Proof of insurance must be submitted to the Greenwood Leflore Consolidated School District bat the time the contract is executed.

Applicants must, at all times during the contract term and at their own expense, keep in full force and effect a policy of workers’ compensation insurance for coverage in Mississippi with an employer’s liability limit of:Bodily Injury by accident - $500,000.00 each employee Bodily Injury by disease - $500,000.00 policy limit Bodily Injury by disease - $500,000.00 each employee

The Greenwood Leflore Consolidated School District Board shall be named additional insured on the said policy. The insurance policies required under the Section shall not be modified or cancelled except upon 30 days’ written notice. Proof of insurance must be submitted to the Greenwood Leflore Consolidated School District at the time the contract is executed.

Contractors’ staff involved in this project may be required to participate in a criminal background check process as prescribed by the school district.

Applicants must comply with all applicable licensing and certification requirements specific to the proposed services.

Applicants must be in compliance with all applicable City, County, State and Federal laws, regulation codes and ordinances. The vendor must reference in its contract if awarded the bid that the vendor has read, understood, agreed, signed and submitted an original copy of the contractual Services Providers’ Assurances to the LEA - Exhibit I.

Scope of Work/Performance Program includes but not limited to the following conditions. Please acknowledge the conditions by placing a checkmark or ‘X’ in the appropriate box. For clarification, the left-hand box answers in the affirmative or ‘Yes’ to each question or condition, while the right-hand box indicates the negative, or a ‘No’ answer.

YES NO

Two-Way Communications (SMS, Email, Calls)

Centralized Classroom App & Web Portal

Communication Logging & Recording

Mass Notifications mailto:jdjwaldington@glcsd.org

Newsletters by School

Auto-Translation

Family Engagement Reporting

Student Messaging Segmentation

Classroom Events & Appointments

Volunteer Requests

Virtual Backpack

SIS Data Integration & Reporting

Attendance Analysis Reports 3x per Year

Attendance Dashboard

Full Service Implementation & Training

Data Integration & Extraction

Student Intervention & Conference Tracking

Translated Letters for Preferred Languages

Letter Template Modifications

Expert implementation

District Press Releases & PR Support

Funding Reimbursement Support

Conference Letters

Evidenced Based Strategies and crafted to meet the rigorous content for each subject

Intuitive Observation & Coaching Tools

1:1 Internal Communications

Dynamic, Educator-Driven Goal-Setting

Email Summaries for Fast Follow-up

Centralized & Consolidated Observations

Curated Research Library

Multi-Level Activity Tracking

Data Visualization Dashboards

District-Wide Trends

Aggregated Insights & Performance Summaries

Portfolios of Evidence to Track Progress

Transparent Feedback, Notes, & Next Steps

Direct Customer Service

A variety of optional professional services are available to help educators and administrators implement and use the program effectively to promote reading skills growth with students.

Subscriptions include unlimited, free, live chat, toll-free phone, and e-mail customer support between 6:30 am and 7 pm central time from U.S. based product experts, as well as 24/7 access to support materials.

Criterion Yes No

The program meets the Every Student Succeeds Act (ESSA) requirements for strong evidence of efficacy.

In-depth reporting features help educators monitor practice and support regular teacher-student conversations about reading time, reading comprehension, and reading growth.

The browser based program works with various popular devices, including Chromebooks and iPads.

A variety of optional professional services are available to help educators and administrators implement and use the program effectively to promote reading skills growth with students.

Subscriptions include unlimited, free, live chat, toll-free phone, and e-mail customer support between 6:30 am and 7 pm central time from U.S.-based product experts, as well as 24/7 access to support materials.

Technical Support Yes No

The vendor’s call center is located in the U.S. and provides technical support during school hours.

Technical support is available via toll-free telephone, live chat, and e-mail.

The vendor provides users with 24/7 access to support materials Professional Development The vendor offers both virtual and ONSITE professional development services that help teachers to make effective use of student data.

Company is experienced and stable.

The vendor has a large customer base, and schools and districts across the U.S. are currently using the program successfully The vendor has a high rate of customer satisfaction and can provide customer references.

The vendor’s solutions are research-based, and the vendor is committed to conducting ongoing research into the products’ effectiveness.

All programs/services selected shall/must possess the following characteristics:

Evidence that the services to be provided are based on thorough scientific based research developed after extensive reviews of literature and current instructional methods and approaches.

Alignment between research and practical

Monitoring of student progress using reports based on student data

Evidence of ongoing support through response to technical assistance questions

Capacity to provide onsite training and professional development for key staff

Capacity to keep services current over time

Adequate fiscal resources to support continuing services over multiple years

Proven history of delivery of service

Compliance with federal, state, and local policies

Scoring Methodology YES NO

Greenwood Leflore Consolidated School District will use any or all of the following categories in developing a scoring mechanism for this bid prior to the receipt of proposals. All information provided by the Vendors, as well as any other information available to Greenwood Leflore Consolidated School District staff, will be used to evaluate the proposals in their sole and absolute discretion.

Acknowledge this scoring method in the box to the right to indicate that you understand this process.

Notice to Respondents: Do not write or fill in the spaces provided below. These spaces are reserved for the District evaluation process.

YES NO

1. Organizational Experience - Possible Score – 25– Variables considered in evaluating this category will include, but not be limited to the following:

a. Applicant’s experience and success in conducting similar work

b. Experience in fulfilling contract of similar nature/Years Experience

c. Quality and completeness of proposal

d. Organizational structure

e. Integrity

2. Program Design - Possible Score – 25– Variables considered in evaluating this category will include, but not be limited to the following: overall approach and the Applicant’s grasp of the project as shown by the depth, breath, and clarity of the proposal;

a. Innovative and creative approach

b. Connection, representation and sensitivity to cultural and ethnic diversity

c. Ability to maintain alignment with Standards of the Mississippi Department of Education

3. Cost Efficiency – Possible Score

a. Total cost of proposed services

b. Service and support cost;

4. Program Operations – Possible Score - 30

a. Adequacy of resources, including personnel, equipment, financial stability and other related factors

b. Management and planning: The quality of procedures/organizational structures proposed for completion of work

c. Timeliness of services;

Value-Added is defined as a product(s) or service(s), exclusive of the stated functional and technical requirements and provided to the District at no additional charge, which, in the sole judgment of the District, provides both benefit and value to the District significant enough to distinguish the proposal and merit the award of additional points. A Value-added rating between 0 and 5 may be assigned based on the assessment of the

District. These points will be added to the total score.

Possible Value-Added Points ________________

Evaluator’s Signature Date