2025_143_RFQ___Comprehensive_Tutoring_Program.pdf

2025-143-RFQ P&C Approved 04/18/2019

Department of Purchasing & Contracting 1300 Commerce Drive, 2nd Floor Decatur, Georgia 30030 Fax: (404) 371-7006

Date: October 27, 2025

Solicitation No. 2025-143-RFQ ________ DeKalb County, Georgia is requesting a quotation for the following:

Comprehensive Tutoring Program for Elementary Schools

I. Proposed Term:

The program is set to commence as early as November 2025 and conclude in March 2026.

II. Attachments:

A. Scope of Work B. Quote Form C. Reference Form and Reference Check Release Statement D. Contractor Affidavit E. Insurance Requirements

III. Payment Terms:

Net 30

IV. Scope of Work:

See Attachment A.

V. Federal Work Authorization Program:

All qualifying contractors and subcontractors performing work with DeKalb County, Georgia must register and participate in the federal work authorization program to verify the work eligibility information of new employees. In order for a Quotation to be considered, it is mandatory that the Contractor Affidavit, Attachment D, be completed with Bidder’s response.

2025-143-RFQ P&C Approved 04/18/2019

VI. Supplier Registration:

Supplier registration through the electronic platform, CV360, is required to transact business with DeKalb County. Visit CV360 - Supplier System | DeKalb County GA for more information on how to register.

VII. Due Dates:

All questions are due to Jazael C. Ellzey via OpenGov on or before 5:00 p.m. EST on October 31, 2025.

Additional Information/Addenda Bidders shall submit all inquiries concerning this bid via the County eProcurement Portal, located at https://procurement.opengov.com/portal/dekalbcountyga. The County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the due date. Bidders should not rely on any representations, statements or explanations other than those made in this RFQ or in any addendum to this RFQ. Where there appears to be a conflict between the RFQ and any addenda issued, the last addendum issued will prevail. It is the responsibility of the Bidder to ensure awareness of all addenda issued for this solicitation. Please acknowledge the addenda and submit to the DeKalb County Department of Purchasing and Contracting as requested. Addenda issued for this RFQ will be issued via the County’s eProcurement Portal, OpenGov. Bidders may also click “Follow” on this RFQ to receive an email notification when answers are posted. It is the responsibility of the bidder to check OpenGov for answers to inquiries.

Quotes are due on or before 3:00 p.m. EST on November 7, 2025. Bidder must complete and return the quote form, reference form, contractor affidavit and provide a copy of Bidder’s valid business license to DeKalb County via OpenGov

All quotes are to be provided on Attachment B, Quote Form.

The County intends to award to the lowest, responsive and responsible bidder who, per the County’s determination, has satisfactorily met the requirements of the RFQ; however, the County reserves the right to reject any and all bids, to waive informalities and to re-advertise.

Thank you for your interest in doing business with DeKalb County.

Sincerely, Jazael C. Ellzey Procurement Technician – Team A Department of Purchasing and Contracting https://www.dekalbcountyga.gov/purchasing-contracting/cv360-oracle-upgrade https://procurement.opengov.com/portal/dekalbcountyga

2025-143-RFQ P&C Approved 04/18/2019

Attachment A

SCOPE OF WORK

I. PURPOSE

The DeKalb County Human Services Department (HSD), through its Office of Youth Services (OYS) and the Office of Partnerships and External Affairs (OPEA), is seeking qualified vendors to implement a comprehensive tutoring program to support student academic achievement in six (6) DeKalb County elementary schools. The primary goal of the initiative is to increase student proficiency in reading and math, with a targeted emphasis on third-grade literacy and foundational academic support.

The tutoring program must include the following three (3) elementary schools:

• Flat Shoals Elementary

• Dresden Elementary

• Shadow Rock Elementary

The selected vendor must also choose three (3) additional schools from the list below to complete the six-school cohort:

• Pine Ridge Elementary

• Murphy Candler Elementary

• E.L. Miller Elementary

• Stoneview Elementary

• Redan Elementary

• Stone Mountain Elementary

Final school selections must be approved by OYS and OPEA upon award of the contract. Verification of DeKalb County School District approved background check(s) will be required upon notification of award.

II. SCOPE OF SERVICES

A. Project Overview:

The selected vendor will be responsible for implementing all Program Activities, Deliverables, and Outcome Measurements as outlined below. All services must be executed in alignment with the approved project budget and performance expectations using County-approved funds.

The tutoring initiative will target third-grade students, focusing on reading proficiency as a critical academic milestone. Services must be culturally competent, data-informed, and engaging, with a clear

2025-143-RFQ P&C Approved 04/18/2019 emphasis on demonstrating measurable academic growth in reading and/or math utilizing an edtech platform. The vendor will be responsible for delivering culturally responsive, data-driven academic interventions for students in grades K–5, with a strong emphasis on improving third grade reading outcomes. Services must be aligned with Georgia Standards of Excellence (GSE) and executed in accordance with the approved budget, performance expectations, and schedule.

B. Tutoring Program Structure:

To ensure consistency and fair evaluation, tutoring services must follow the standardized structure outlined below. Vendors may not alter the format, frequency, or delivery model in their response.

1. Session Format: Small group

2. Student-to-Tutor Ratio: Minimum target of 3:1 and maximum cap of 5:1

3. Session Duration: 60 minutes

4. Session Frequency: Two sessions per week per school

5. Subjects Covered: Reading and/or Math

6. Grade Levels: K–5, with emphasis on third grade

7. Time of Day: After-school hours, unless otherwise approved by the school principal

8. Curriculum Standards: Instruction must align with Georgia Standards of Excellence (GSE)

9. Tutoring Space: Vendor will coordinate with school administrators to secure space. HSD is not responsible for securing locations.

10. Specialty Service: Instruction must include detailed approach using integrated education and creativity - infused learning.

11. Language: Bilingual (English/Spanish) learning materials required.

C. Program Activities & Deliverables:

1. Tutoring Sessions

a. Provide small group tutoring sessions (student-to-tutor ratio ranging from a minimum target of 3:1 to a maximum cap of 5:1) in reading and/or math.

b. Sessions must occur twice per week, per site, for the duration of the contract.

c. Each session must be a minimum of 60 minutes. Vendors may propose longer sessions but must remain consistent across all schools.

d. Tutoring should take place during after-school hours unless otherwise approved by the school principal.

e. The vendor must coordinate with each school to finalize a schedule that avoids disruption to instructional time.

2025-143-RFQ P&C Approved 04/18/2019

f. Vendors must submit a weekly tutoring schedule outlining days, times, and subject areas for each site. Schedules must be approved by OYS and school administration.

2. Third-Grade Reading Intervention

a. Integrate LEXILE-certified and arts-based instructional tools, such as:

o Music is Reading, Music is Math, and Music is Spelling

b. Support targeted skill development in:

o Phonics and word recognition o Fluency using rhythm-based exercises o Comprehension, vocabulary, and listening/speaking skills

c. Engage auditory and kinesthetic learners through music and creative modalities.

3. Data Collection & Reporting

a. Maintain accurate attendance logs and student rosters for each school.

b. Submit baseline and final assessment data using MAP Growth (NWEA) for each student, including:

o Achievement Percentile o RIT Score o LEXILE Level o Standard Error of Measurement (SEM) o Test Duration

c. Submit session summaries for all tutoring activity.

4. Final Report Submit a 3–5 page comprehensive final report including:

o Pre- and post-assessment comparisons o Site-by-site summaries o Student engagement artifacts (photos, examples of student work, etc., if applicable) o Reflections from instructional staff on implementation and impact (Including Staff Observations and Program Insights)

5. Evaluation & Monitoring:

Program implementation will be monitored by the Office of Youth Services and the Office of Partnerships and External Affairs through:

• Scheduled site visits

• Monthly check-ins

• Ongoing review of data submissions and attendance logs

• Evaluation of final reports to assess student progress and overall impact

2025-143-RFQ P&C Approved 04/18/2019

III. QUALIFICATIONS REQUIREMENTS

• Proven experience delivering academic programming in Title I or comparable school settings.

• Demonstrated success in improving academic performance among K–5 students.

• Capacity to recruit, train, and manage qualified tutors.

• Ability to collect and report student performance data in compliance with FERPA.

IV. SUBMITTAL REQUIREMENTS

A. A brochure or other written material outlining the services offered in relation to the Scope of

Work, along with a sample program or curriculum outline clearly exemplifying the qualification requirements.

1. Verification of a past agreement with a Title I elementary school.

2. Instructional approach demonstrating integrated education and creativity-infused learning.

3. Bilingual (English/Spanish) learning materials.

4. Description of any EdTech Learning Platform Design components.

B. Resumes and/or bios of key staff/tutors.

C. The completed Attachment B, Quote Form.

D. The completed Attachment C, Reference Check and Release Form with at least three (3) references.

E. The completed Attachment D, Contractor Affidavit.

Failure to provide one (1) or more of the above requested items may result in your quote being deemed non-responsive.

V. CONTRACT TIME

This contract is expected to commence as early as November 2025 and conclude in March 2026.

2025-143-RFQ P&C Approved 04/18/2019

Attachment B

QUOTE FORM

Bidder Information:

Company Name:

Company Address:

Bidder Name and Title:

Phone Number:

Bidder Email Address:

COST FOR COMPRHENSIVE TUTORING PROGRAM

Bidder shall provide the HOURLY RATE PER TUTOR to complete the Tutoring Program in accordance with the Scope of Work. The cost proposal should reflect a session 60 minutes in length, held twice per week, and conducted in a small-group format with a student-to-tutor ratio ranging from a minimum target of 3:1 to a maximum cap of 5:1.

Quote Statement:

I, the undersigned, certify that this quote is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a quote for the same materials, supplies, equipment, or services, and is in all respect fair and without collusion or fraud. I agree to abide by all conditions of this quote, and certify that I am authorized to sign this quote for the Bidder.

Authorized Signature Date

Name of Authorized Signer (Typed or Printed)

Name of Bidder (Typed or Printed)

2025-143-RFQ P&C Approved 04/18/2019

Attachment C

REFERENCE CHECK AND RELEASE FORM

List below at least three (3) references, including company name, contract period, contact name, email address, telephone numbers and project name of individuals who can verify your experience and ability to perform the type of services listed in the solicitation.

Company Name Contract Period

Contact Person Name and Title

Telephone Number (include area code)

Complete Primary Address

City State Zip Code

Email Address

Fax Number (include area code)

Project Name

REFERENCE CHECK RELEASE STATEMENT

You are authorized to contact the references provided above for purposes of this RFQ.

Signed_______________________________________ Title____________________

Company Name _____________________________________Date _____________

2025-143-RFQ P&C Approved 04/18/2019

Attachment D

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned verifies its compliance with O.C.G.A. § 13-10-91, as amended, stating affirmatively that the Bidder submitting a quote, contractor, firm or corporation which is contracting with DEKALB COUNTY, GA, a political subdivision of the State of Georgia, has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91, as amended]. The affiant agrees to continue to use the federal work authorization program throughout the contract period.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the COUNTY, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. § 13-10-91, as amended, on the Subcontractor Affidavit form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the COUNTY, within five (5) days from when the subcontractor(s) is retained to perform such service.

BY: Authorized Officer or Agent Federal Work Authorization

Enrollment Date

Title of Authorized Officer or Agent of Bidder Identification Number

Printed Name of Authorized Officer or Agent

Company Name & Address (do not include a post office box)

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_______________ DAY OF _______________________, 20__

Notary Public My Commission Expires: _______________________________

2025-143-RFQ P&C Approved 04/18/2019

Attachment E

INSURANCE REQUIREMENTS

IMPORTANT NOTICE

IMPORTANT — PLEASE READ CAREFULLY & FOLLOW INSTRUCTIONS LISTED

HEREIN

1. If the County sends to you notice of award on this quote, take this form to your insurance agent as this form contains requirements that may be non-standard in the insurance industry.

2. Instruct your insurance agent that the County’s requirements are listed in Section III, and that you must comply with these requirements before you may proceed with the work.

3. Before the starting of any work, the successful contractor must furnish to DeKalb County certificates of insurance from companies doing business in Georgia and acceptable to the County as follows:

1. Certificates must cover:

• Statutory Workers Compensation

(1) Employer’s liability insurance by accident, each accident $1,000,000.

(2) Employer’s liability insurance by disease, policy limit $1,000,000.

(3) Employer’s liability insurance by disease, each employee $1,000,000.

• Business Auto Liability Insurance with a minimum $500,000 Combined Single Limit/Each Occurrence (Including operation of non-owned, owned, and hired automobiles).

• Commercial General Liability Insurance

(1) Each Occurrence - $1,000,000

(2) Fire Damage - $250,000

(3) Medical Expense - $10,000

(4) Personal & Advertising Injury - $1,000,000

(5) General Aggregate - $2,000,000

(6) Products & Completed Operations - $1,500,000

(7) Contractual Liability where applicable

2. DeKalb County, GA shall be named as Additional Insured under any General Liability, Business Auto and Umbrella Policies. Coverage shall apply as Primary and non-contributory with Waiver of Subrogation in favor of DeKalb County, Georgia. Such additional insured coverage shall be endorsed to Contractor’s policy by attachment of ISO Additional Insured Endorsement forms CG 20 10 10 01 (ongoing operations) and CG 20 37 10 01 (products-completed operations), or form(s) providing equivalent coverage.

2025-143-RFQ P&C Approved 04/18/2019

3. This insurance for the County as the additional insured shall be as broad as the coverage provided for the named-insured Contractor. It shall apply as primary insurance before any other insurance or self-insurance, including any deductible, non-contributory, and waiver of subrogation provided to the County as the additional insured.

4. Contractor agrees to waive all rights of subrogation and other rights of recovery against the County and its elected officials, officers, employees or agents, and shall cause each Subcontractor to waive all rights of subrogation for all coverages.

5. Certificates shall state that the policy or policies shall not expire, be cancelled or altered without at least sixty (60) days prior written notice to the County.

6. Contractor understands and agrees that the purchase of insurance in no way limits the liability of the Contractor.

7. The insurance carrier must have a minimum A.M. Best rating of not less than “A” (Excellent) with a Financial Size Category of VII or better.

8. Certificates to contain policy number, policy limits and policy expiration date of all policies issued in accordance with this contract.

9. Certificates to contain the location and operations to which the insurance applies.

10. Certificates to contain successful contractor’s protective coverage for any subcontractor’s operations. If this coverage is included in General Liability, please indicate on the Certificate of Insurance.

11. Certificates to contain successful contractor’s contractual insurance coverage. If this coverage is included in the General Liability, please indicate this on the Certificate of Insurance.

12. The successful contractor shall be wholly responsible for securing certificates of insurance coverage as set forth above from all subcontractors who are engaged in this work.

13. Certificates shall be issued and delivered to the County and must identify the “Certificate Holder” as follows:

DeKalb County, Georgia Director of Purchasing and Contracting Maloof Administration Building 1300 Commerce Drive, 2nd Floor Decatur, Georgia 30030

5. 5. Evaluation & Monitoring: