23SFSKM4 - Attachment A - Final.docx

75 Pleasant Street, Malden, MA 02148 | 781.338.3000 | TTY: N.E.T. Relay (800).439.2370

Attachment A Book Club Partner

Alternate ID: 23SFSKM4 COMMBUYS Document #: BD-23-1026-DOE02-DOE01-84729

Background:

The Department of Elementary and Secondary Education (DESE) is committed to bringing focus and attention to ensuring an organizational culture that is diverse, inclusive, equitable, and welcoming for all, beginning with understanding staff experiences in the workplace. One of the ways this is done is through the DESE Book Club. In addition, it is done by periodically providing staff access to books relevant to supporting and advancing DESE’s mission and work.

DESE Book Club Values Statement We believe that books are a way to learn, understand our world, and develop empathy. Books connect us with our DESE community. We are committed to ensuring that everyone is treated with dignity and respect and creating a welcoming and inclusive environment. Our work reflects the values of the DESE racial equity decision-making tool.

DESE Book Club Mission Statement The DESE book club strives to select books that are meaningful, reflect our diverse workplace and the world in which we live, and broaden our worldview (for more information on diverse books, see this statement from the American Library Association). Books should include content that can be discussed in a professional work environment, be accessible to a wide audience, and be generally available. The books we have selected include topics related to race, ethnicity, culture; gender identity and sexual orientation; language; disabilities/ableism; social/emotional health and mental health. We read to learn others’ perspectives and what it feels like to walk in someone else’s shoes. Being a part of the DESE book club may open up conversations with colleagues, friends, and family; raise awareness around race and inclusivity; prompt research; and motivate taking action.

DESE Book Club Book Club Format The DESE book club is coordinated by the DESE Climate and Culture Committee. The DESE book club meets at least quarterly. Additional special opportunities and collaborations may be offered during the year, including book discussions led by students in the MA Gender and Sexuality Alliance. Meetings are held virtually, and are typically held for an hour, beginning at noon. Currently, there are over 100 members with attendance at each meeting ranging from 10-15 participants on average.

DESE Book Club – Most Recent selections:

Examples of additional recent DESE book purchases:

Scope of Service:

DESE is seeking a vendor to:

1. Provide books for book club participants on a quarterly basis.

· Approximately 15 hard copies each of selected books TBD by the DESE Book Club.

· One (1) copy of each of the previously selected DESE Book Club books listed above.

· DESE will consider proposals for additional ways to provide easy electronic access to the book for members.

2. Annually, where possible and in coordination with DESE Book Club members, identify and facilitate access to guest author speakers to virtually join selected book club discussions.

· The vendor will support logistics and pay any honorariums or fees required by the author.

3. Establish a process through which DESE can purchase additional books for staff use throughout the year.

· This typically includes the purchase of anywhere between one (1) and 20, though in rare cases may be up to one- to two-hundred, copies of various titles.

4. The vendor must have the ability to deliver the hard copy books in a timely manner to DESE offices at 75 Pleasant Street, Malden, MA.

The bidder should feel free to propose alternative approaches to the project design, provided that the result achieves the core project goals. The successful bidder will develop all final plans and deliver services in close communication and consultation with DESE.

Budget:

The anticipated budget for this procurement is to be determined based on DESE needs on an ongoing basis. The vendor will be requested to provide a quote of each item. The quote must be specific of all cost (including cost of book(s), shipping/delivery. A tax exempt certificate for the department will be provided to the awarded vendor) associated with the order.

Bidders must submit a budget that is deliverables-based. The rates proposed must be inclusive of all expenses and indirect costs.

Required Qualifications:

The vendor must:

· Be a Massachusetts-based business.

· Demonstrate a commitment to equity, especially racial equity, with evidence that the vendor has examined and is working to improve their own practices using a racial equity lens.

· Be able to procure a wide diversity of books based on DESE’s needs.

Preferred Qualifications:

It is the preferred that the vendor:

· Has a track record of stocking and promoting books from a diverse range of authors.

· Has a track record of securing a diverse range of authors for speaking engagements.

Submission Requirements:

In a document of no more than 5 pages total, please provide the following information:

1. A narrative describing the vendor’s qualifications and experience in the areas described in the Required and Preferred Qualifications section above, as applicable.

2. A proposal for how the vendor will partner with DESE to access a wide diversity of books to meet the needs of both the DESE Book Club and ongoing staff needs. Include a link to the vendor’s website and/or a description of the vendor’s ability to access a wide variety of titles.

3. Please include sample quotes that illustrate the proposed pricing structure for the purchase and delivery of the following:

· one (1) copy each of the 10 most recent DESE Book Club selections listed above, and

· the indicated quantity, respectively, for each of the examples of additional recent DESE book purchases listed above.

4. A project proposal describing how the vendor will partner with DESE to identify and secure opportunities for author speaking engagements.

· Please provide a sample cost estimate for bringing an author to join a virtual DESE book club meeting. The estimate should include any honoraria/stipends for the author and any administration or overhead costs.

5. A narrative describing the bidder’s commitment to and actions taken to ensure equity and racial equity, which is aligned with one of DESE’s foremost goals which is to address inequities in education that exist in Massachusetts. This should include efforts within the bidder’s own organization to support equity and efforts when providing services to clients, as applicable.

Responses MUST be uploaded to COMMBUYS

Responses not posted to COMMBUYS will not be considered for evaluation. Do not Email and/or mail responses to the department.

In order to respond to this bid, please register on the COMMBUYS website. If you need assistance with registering please contact the COMMBUYS helpdesk at: COMMBUYS@state.ma.us or (888) 627-8283 or (617) 720-3197.

PLEASE NOTE: All bid postings such as this one, that are $250,000 or under annually, will give preference to Small Business Program Plan (SBPP) registered bidders. Those that are registered SBPP bidders will be evaluated first and if able to meet all the needs of the procurement, will be awarded. Non-SBPP bidders are not reviewed if a SBPP bidder can be awarded. To learn more about the SBPP click here.

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