25-001 Literacy Resources.pdf

Logistics Department

REQUEST FOR PROPOSAL

FOR PK-8 (9-12) LITERACY CURRICULUM RESOURCES

Request for Proposal No. 25-001

Date of Issue: July 1, 2025 Proposal Closing Date: September 9, 2025, at 2:00 PM Mountain Prevailing Time

(MPT)

Proposal to be submitted PRIOR TO date and time above.

SUBMIT PROPOSAL VIA: Rocky Mountain E-Purchasing

Westminster Public Schools

Logistics Department 7002 Raleigh Street

Westminster, Colorado 80030

THIS IS NOT A COMPETITIVE BID. The request for proposal process allows the District to select the vendor that best meets the needs of the District, taking into consideration vendor qualifications, price, products, and service capabilities.

PROPOSER’S CERTIFICATION

We offer to furnish to the District the products, services, and equipment requested in accordance with the specifications described herein:

Proposer: _____________________________________________

Address: _____________________________________________

City: ________________State:___________Zip:__________

Telephone No.: _____________________________________________

Name: _____________________________________________

Email: _____________________________________________

Title: _____________________________________________

Signature: _____________________________________________

Date:

7002 Raleigh Street, Westminster, CO 80030 Phone: 303.428.3535 Fax: 303.657.3998 www.wps.org Rev: 11/23 (Electronic)

CONTINUATION SHEET Page 2

PK-8 (9-12) Literacy Curriculum Resources __________________

VENDOR NAME

REQUEST FOR PROPOSAL

RFP NO. 25-001

Westminster Public Schools is requesting sealed proposals from qualified firms or individuals for PK-8 (9-12) Literacy Curriculum Resources. Proposals will be received until September 9, 2025 at 2:00 PM Mountain Prevailing Time (MPT).

BIDDING INSTRUCTIONS: The District will receive RFP responses electronically until the deadline date and time indicated. Proposals must be submitted through the Rocky Mountain E-Purchasing System website (www.bidnetdirect.com/colorado) where they will be digitally time stamped. This site offers both “free” and “paid” registration options that allow for full access to the documents and for electronic submission of proposals. (Note: “free” registration may take up to 24 hours to process. Please plan accordingly.) Proposals submitted after the closing deadline date and time will not be considered. It is the responsibility of the provider to ensure that proposals are uploaded prior to the deadline date and time. Late proposals will not be accepted.

The District will use the following tentative schedule for the selection process:

• Post requests for proposals July 1, 2025

• Proposal submission deadline September 9, 2025

• Last day for questions August 12, 2025

• Interviews with selected proposers TBD

• Recommendation to the Board of Education TBD

WESTMINSTER PUBLIC SCHOOLS

Eric Hodges Executive Director, Logistics http://www.bidnetdirect.com/colorado

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TABLE OF CONTENTS

Page

A. Instructions to Proposers 4

B. Contract Administrator / Technical Point of Contact 6

C. Special Instructions 16

D. Scope of Work 17

E. Award of Contract 21

F. Purchase Order Terms & Conditions 23

G. Proposal Response Format 26

H. Certification Regarding Debarment and Suspension 29

I. Certification Statement Regarding Illegal Aliens 30

J. Criminal Records Check Certification Statement 31

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INSTRUCTIONS TO PROPOSERS

1. Firms responding to this Request for Proposal (“RFP”) must submit their proposals in the overall format as outlined in this solicitation. Bids/RFPs will only be accepted that have been downloaded from the Rocky Mountain E-Purchasing website. All responses, including questions, must be submitted through the Rocky Mountain E-Purchasing website.

2. RFP SUBMITTAL DOCUMENTS – Responses must be uploaded as a single PDF document containing the following forms as the entire response. You MAY NOT submit documents that are embedded (zip files), movies, wmp and mp3 files or password protected files, etc. Such actions may cause your proposal(s) to be deemed as “Non-responsive”.

1. Proposer’s Certification

2. Certification Statement Regarding Illegal Aliens

3. Criminal Records Check Certification Statement

3. Late proposals will not be accepted or considered. It is the responsibility of the

Proposer to ensure that the RFP is submitted to Rocky Mountain E-Purchasing prior to the time indicated in this document. Telephone quotes will not be accepted when competitive sealed RFPs are solicited. Responses will be time stamped by Rocky Mountain E-Purchasing at the time they are submitted.

4. Proposals must be dated and signed by a duly authorized partner or corporate officer, with that person’s name and title clearly identified. All of the proposal contents and fees must be guaranteed for ninety (90) days from the proposal date.

5. The content of all proposals must conform to the following:

• Proposers must respond to the questions in the order presented.

• Proposers may provide additional supporting documentation pertinent to clarification of the proposal.

6. The District reserves the right to:

• Reject any and all proposals received as a result of this RFP.

• Waive or decline to waive any informalities and any irregularities in any proposal or responses received.

• Adopt all or any part of the proposer’s proposal.

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INSTRUCTIONS TO PROPOSERS (Continued)

• Negotiate changes in the scope of work or services to be provided.

• Withhold the award of contract.

• Select the proposer it deems to be most qualified to fulfill the needs of the

District. The proposer with the lowest proposal will not necessarily be the one most qualified, since a number of factors other than price are important in the determination of the most acceptable proposal.

• Vendors found to be in contact with district staff or members of the selection committee other than the designated contact from the date of issuance of the RFP through the completion of the selection process may be disqualified from further participation in the process.

7. The selected proposer will be required to assume responsibility for all goods and services offered in the proposal, whether or not the proposer produces them.

Further, the selected proposer shall be the sole point of contact and responsibility with regard to all contractual matters, including payment of any and all charges resulting from the contract. The selected proposer shall not assign or transfer any interest in the contract without prior written consent of the District.

8. The District shall not be liable for any costs incurred by the proposer in the preparation and production of the proposal or for any work performed prior to the execution of a contract.

9. All proposals and other materials submitted shall become the property of the

District.

10. No reports, information, or data given to or prepared by the selected proposer shall be made available to any individual or organization by respondent or the selected proposer without prior written approval of the District.

11. All changes in the RFP documents shall be though an addendum and will be posted on Rocky Mountain E-Purchasing and all proposers will be notified through that online bidding system. Verbal information obtained otherwise will not be considered in awarding of the proposal.

12. The selected proposer may be required to enter into a written contract with the

District on the District’s approved form. All information contained in this request for proposal and acceptable provisions of the proposer’s response will be attached to and made part of the executed contract.

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13. Proposers who have questions concerning the submission of proposals, the RFP process, the specifications or scope of work must submit all those questions on Rocky Mountain E-Purchasing System website (www.bidnetdirect.com/colorado).

14. The proposals will be reviewed by a selection committee. The committee may request additional information from proposers or request personal interviews with one or more proposers. Final evaluation and selection may be based on, but not limited to, any or all of the following:

• Information presented in the proposal.

• Ability of the proposer to provide quality and timely products and services.

• Qualifications and experience of the proposer.

• Reference checks.

• Personal interview.

• Total cost.

• Proposed time lines.

• Sub-contractor selection may be considered.

15. Westminster Public Schools is an Equal Opportunity Employer. District Policy prohibits discrimination against any applicant on the bases of race, color, creed, sex, sexual orientation, religion, national origin, ancestry, age, genetic information, marital status, or disability.

16. The District reserves the right to renew and extend the executed contract agreement pertaining to all current prices, terms, conditions and specifications upon mutual agreement between the District and the Vendor for an additional one (1) year but not to exceed four (4) additional one (1) year periods.

17. Appeal of Award: Respondents may appeal by submitting, in writing, a detailed request for reconsideration to the District’s Executive Director of Logistics within 72 hours after the recommendation of award has been made, provided that the appeal is sought by the Respondent prior to the District finalizing a contract with the selected vendor.

18. Governing Law: The Contract shall be governed by the laws of the State of

Colorado. In the event of any litigation between the parties related in any way to the Contract of the Work, such action shall be brought only in the District Court of Adams County, Colorado. The substantially prevailing party in such case shall recover its reasonable attorney fees, expert fees and cost incurred in such litigation.

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19. Performance Bond (Necessary only on construction RFPs): A Performance and Payment (Labor and Material) Bond with good and sufficient surety will be delivered to the District within ten (10) days after receipt of the final award document and prior to the work commencing (Applies only to proposals over $75,000). The punitive sum of the Performance Bond will equal 100 percent of the contract price that will be retained for a period of one year after compliance with the contract. Failure to deliver said bonds as specified shall be considered as having abandoned the contract and the bid security will be retained as liquidated damages (if applicable).

20. Insurance Requirements: Before commencing any work, the successful Bidder is required, at his/her own expense, to furnish Westminster Public Schools, Logistics Director, within 10 days of notification of award; certified copies of all insurance policies showing the following insurance coverage (unless specified differently in project specifications). The insurance policy is to remain in force throughout the term of the contract (insurance companies must be licensed and admitted to do business in Colorado):

General Public Liability: $1,000,000 Bodily injury, per occurrence $1,000,000 Bodily injury, aggregate $1,000,000 Property damage, per occurrence $1,000,000 Property damage, aggregate

Automobile Liability: $500,000 Bodily injury, per occurrence $100,000 Property damage, per occurrence

Workmen’s Compensation: Statutory limits per State of Colorado.

The District may, if it so desires, withhold the payments due the contractor so long as shall be reasonably necessary to indemnify the District on account of such injuries.

21. Contract Termination with Cause: Westminster Public Schools shall have the right at any time and at all times to terminate this Contract for cause. It is agreed that the violation by the awarded Contractor of any covenant or provision contained in this Contract, or the failure or refusal of the awarded Contractor to abide or carry out any covenants or provision of this Contract, shall constitute sufficient cause for which the District may terminate this Contract. In the event the District shall elect to terminate this contract for cause, the District shall notify the awarded Contractor in writing and shall specify the case for such termination and the date that such termination shall be effective. Whereupon the awarded Contractor shall have no further rights and the District shall have no further obligation to the awarded

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Contractor, pursuant this Contract subsequent to the date that the Contract is terminated for cause as aforementioned by the District.

22. Contract Termination without Cause: Westminster Public Schools shall have the right at any time an at all times to terminate this Contract without cause, upon written notice of such termination not less than 90 days prior to the date that such termination shall be effective. Such right to terminate this Contract without cause is hereby reserved by and to the District. In the event the District shall elect to terminate this Contract without cause, the District shall notify the awarded Contractor in writing and shall specify the date (not earlier than 90 days after the date of delivery of written notice by the District to the awarded Contractor) on which this Contract will terminate. Upon receipt of written notice, the awarded Contractor agrees to abide and perform all covenants and provisions of this Contract until the date of termination specified in the written notice of termination. The awarded Contractor shall have no further rights, and the District shall have no further obligation to the awarded Contractor, subsequent to the date of termination of this Contract as specified in the written notice.

23. Contractors Personnel: Qualifications of new people working under this contract will be submitted to the District in writing for approval prior to them conducting any service under this contract. Submit list of all employees that will be working under the current contract and any intention for additional personnel, and back-up personnel for each function.

24. Communications: Contractor must provide a means to receive direct communications from the District. A copy of all written communication concerning contract discrepancies, issues or concerns from the District and the Contractor shall be forwarded to the Director of Logistics upon issuance.

25. Contract Administration: Westminster Public Schools will periodically inspect work to assure that the requirements of this contract are being met. Should it be found that the requirements specified herein are not being satisfactorily maintained, the Contractor shall be contacted and any discrepancies, inconsistencies or items not meeting the specifications contained herein corrected immediately at no additional cost to the District. A second discrepancy notice shall serve as notification that any future discrepancies, inconsistencies or items not meeting specifications contained herein will result in termination of the Contractors’ right to proceed further with this work. In such event the Contractor will be paid only for materials used. The Contractor and his sureties may be liable to the District for any additional cost incurred by the District to complete the job. At this point the Contractor shall be considered in default and the contract subject to termination.

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Failure of the Contractor to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of Westminster Public Schools.

Westminster Public Schools reserves the right to terminate this contract in whole or in part should the need for the services cease to exist.

Contractor shall be subject to periodic performance evaluations by District personnel. Continued unsatisfactory ratings shall be cause to find the Contractor in default of the contract. Performance ratings may be considered during award of future contracts by the District.

26. Cooperative Purchasing: Westminster Public Schools is a member of the Cooperative Educational Purchasing Council (CEPC). The geography of CEPC lies along the Front Range of the Rocky Mountains from the Fort Collins/Greeley area in the north to Colorado Springs in the south. This membership of public purchasing departments represents approximately seventy percent (70%) of the K- 12 public school enrollment in the State of Colorado. If within the service area of the successful Bidder, it is hereby agreed and understood that any member of CEPC may avail itself of this contract and purchase any and all items specified herein from the successful Bidder(s) at the contract price(s) established herein. Each CEPC member that uses a contract(s) resulting hereof will establish its own contract, place its own orders, issue its own orders, issue its own purchase orders, be invoiced there from and make its own payments, and issue its own exemption certificates as required by the Bidder. It is understood and agreed that Westminster Public Schools is not a legally binding party to any contractual agreement made between a CEPC member and the Bidder as a result of this bid.

27. Time is of the essence: When a date is set for the delivery of merchandise or the performance of work, said merchandise must be delivered, and/or work must be performed, on or before said date, or the Contract/Purchase Order for the delinquent merchandise and/or work may be canceled and awarded to another Bidder. In such case, the District shall have the right to buy such merchandise and have such work performed at market price for immediate delivery, and all excess costs shall be paid by the Bidder whose merchandise and/or work was delinquent.

28. Force Majeure: Neither Party shall be liable for any delay or failure in performing its obligations hereunder that is due to an act of God, act of governmental body or military authority, fire, explosion, flood, epidemic, pandemic, riot or civil disturbance, war, act of terrorism, sabotage, accidents, insurrections, blockades, embargoes, storms, or similar event beyond the reasonable control of the non-performing Party (“Force Majeure Event”). Notwithstanding the foregoing, Force Majeure Event expressly excludes the following: (a) any event that Supplier could

CONTINUATION SHEET Page 10 reasonably have prevented by quality assurance, disaster recovery or other testing, either required to be performed pursuant to the Services, or necessary to provide the Services; and (b) any event where Supplier could have prevented a degradation of Services by implementing a reasonable work-around. Upon the occurrence of a Force Majeure Event, the Party whose performance is affected shall give written notice to the other Party describing the affected performance. The Parties shall promptly confer, in good faith, to agree upon equitable and reasonable action to minimize the impact of the condition on both Parties. The Parties agree that the Party whose performance is affected shall use commercially reasonable efforts to minimize the delay caused by the Force Majeure Event and recommence the affected performance. If a Force Majeure Event prevents, hinders or delays Supplier’s ability to perform the Services for five (5) consecutive days or more, thereby adversely impacting WPS’s business operations, WPS may terminate this Agreement in whole or in part immediately upon written notice.

29. Vendor Performance: In accordance with the District’s policy regarding the use of tobacco products, no employee of the Bidder, including subcontractors, shall be permitted to use tobacco products while on District property, this policy also includes the use of vaping devices. This includes school buildings, grounds, school owned and leased vehicles, and sites leased by the District.

The Vendor shall provide an SDS (Safety Data Sheet) formerly known as MSDS for each hazardous chemical delivered to the District. A current SDS shall be required on each item for each subsequent delivery of that item.

Certification: The Contractor certifies that the Contractor shall comply with the provisions of C.R.S. § 8-17.5-101 et seq. The Contractor shall not knowingly (a) employ or contract with an illegal alien to perform work under this contract, (b) enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this contract, or (c) enter into a contract with a subcontractor that fails to contain a certification to the Contractor that subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. The Contractor represents, warrants, and agrees that it (i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social

Security Administration and Department of Homeland Security, (ii) will comply with all requirements of C.R.S. §8-17.5-102(2) (b), and (iii) shall comply with all reasonable requests made in the course of an investigation by the Colorado

Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or C.R.S. §8-17.5-101 et seq., the District may terminate this contract for breach and the Contractor shall be liable for actual and consequential damages to

CONTINUATION SHEET Page 11 the District. Any person who is engaged by Consultant as a subcontractor shall comply with the provisions of C.R.S. §24-76.5-101 et seq. by producing one of the forms of identification as provided therein and otherwise demonstrating that he or she is lawfully present in the United States. Respondent shall complete Certification

Statement Regarding Illegal Aliens form contained within this document.

The District prohibits any form of harassment including and not limited on the basis of race, color religion, sex, national origin, age, marital status, or disability.

It shall be a violation of this policy for any vendor or their agent to harass a student or an employee through conduct or communication.

The District will act to investigate all complaints formal or informal, verbal or written, of harassment and to discipline any vendor or their agent that harasses a student or employee of the District.

30. Background Checks: The successful Vendor will be required to complete, at their own expense, a Criminal records check on all employees working on or reasonably likely to work on school district property for this contract. Employees who have been convicted of, pled nolo contendere to, or received a deferred sentence or deferred prosecution for a felony, or a misdemeanor crime involving unlawful sexual behavior or unlawful behavior involving children, will not be allowed to work on District property for this contract.

The successful Vendor must complete a Verification of Background Check form indicating that they have done a background check on all of their employees working on school district property. The successful Vendor will be responsible to adhere to any Federal, State, and Local privacy and confidentiality requirements and other laws, regulations or policies governing employee background checks.

31. Sustainability: The Westminster Public Schools is committed to protecting the environment, and the health of the community and its employees. In accordance with this policy, Westminster Public Schools and its departments are directed to procure cost-competitive products and services that minimize resource consumption and negative impacts on the environment and human health.

Vendors, when applicable are to follow standards and recommendations of the United States Environmental Protection Agency EPP (Environmentally Preferable Purchasing) program, the Green Seal organization, and standards and practices specified by the U.S. Green Building Council, including the Leadership in Energy and Environmental Design (LEED) program.

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Vendors, when providing products that would qualify as EPP products please be specific as to the standards or which program has approved your solution.

32. Modifications to Existing Contract: No change will be made to the requirements of this contract without the express written consent of the District. Terms and conditions may be added and deleted upon mutual agreement between authorized agents of the District and the Bidder, provided that such terms and conditions remain within the scope and original intent of the RFP. Said terms and conditions may include, but are not limited to, additions or deletions of service levels and/or commodities and increases or decreases in the time limits for an existing contract.

Any and all modifications must be expressed in writing through a written change order and executed by authorized agents of the District and the Bidder prior to the enactment of such modifications.

Any excess cost incurred by the contractor, in the event an unauthorized change is made, will be at the Bidders expense and not chargeable to the District. Any change made without the consent of the District may result in cancellation of this contract.

33. Inspection and Acceptance: Each item delivered under this contract will be inspected by the District at the time of delivery, or as soon thereafter as possible.

Any item found not to meet the Technical Provisions of this contract will be immediately returned to the contractor for repair or replacement at the contractor’s expense. If return of an item is not possible, the contractor will be notified of non-acceptance within three (3) days of inspection by the District. Any item will be considered accepted by the District after a satisfactory inspection has been made and any repairs or replacements required have been accomplished.

Inspection shall not relieve the contractor of responsibility for damage to or loss of the material prior to acceptance, nor in any way affect the contractor’s or manufacturer warranty.

34. Payment: The District shall award a contract to a bidder through issuance of a purchase order. Upon delivery of the item and acceptance by the District, the successful Bidder will submit an original invoice to the Accounting Office for payment. Submit invoice to Westminster Public Schools, Accounting Department, 7002 Raleigh Street, Westminster, CO 80030. State the purchase order number on the invoice. The District will make every effort to pay all invoices on a timely basis. Past due invoices will not be considered as justification for withholding any shipment. The District will not pay later charges or interest charges.

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35. Tax Exemptions: In accordance with regulations of the Department of Revenue, State of Colorado, all manufacturers’ excise and sales tax due in the State of Colorado, or other local entity, on any items provided pursuant to this contract are exempted from payment by the District. The applicable tax exemption number for the State is 98-03358.

No amount paid to the contractor pursuant to this agreement shall include reimbursement for such taxes.

36. Excusable Delays: The right of the Contractor to proceed shall not be terminated nor shall the Contractor be charged with liquidated damages for any delays in the complete of the work due to:

A. Any acts of Government, including controls or restrictions upon or requisitioning of material, equipment, tools, or labor by reason of war, National defense, or other National emergency.

B. Any acts of the District.

C. Causes not reasonably foreseeable by the parties to this Contract at the time of the execution of the Contract which are beyond the control and without the fault or negligence of the vendor, including, but not restricted to, act of God or of the public enemy, and of another vendor in their performance of some other contract with the District: fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and weather of unusual severity such as hurricanes, tornadoes, cyclones, and other extreme weather conditions.

37. Default/Cancellation: The District reserves the right to cancel without penalty, at any time, any awards occurring as a result of this bid. Time is of the essence. When a date is set for the delivery of merchandise or the performance of work, the merchandise must be delivered, or work performed, in accordance with the bid specifications or description on or before that date, or the order to the delinquent Respondent may be canceled and re-awarded. In such case, the District will have the right to buy merchandise or services at market price for immediate delivery.

Any excess in cost shall be paid by the delinquent Respondent or deducted from any money due the delinquent Respondent.

38. Licenses and Permits: The successful firm shall be completely and wholly responsible for obtaining any and all licenses or permits required for the Work and he/she shall comply with and give any and all notices necessary to comply with all laws, ordinances, or rules and regulations applicable to the Work.

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39. Familiarization with the Work: Before submitting an Invitation for Bid or Request for Proposal, Bidder shall familiarize him/herself with the Work, the site where Work is to be performed, local labor conditions and all laws, relations and other factors affecting performance of the Work. Contractor shall carefully correlate his/her observations with his/her experience, the requirements of the RFP and otherwise satisfy him/herself of the expense and difficulties attending performance of the Work. The submission of a Proposal will constitute a representation by the proposing party that he/she has complied with every requirement. There will be no subsequent financial adjustment for lack of such familiarization

40. Indemnification: The contractor agrees to indemnify and hold harmless

Westminster Public Schools, its agents, Board of Education, and employees from and against all liability, claims, and demands, on account of injury, loss, or damage, including without limitations claims arising from bodily injury, personal injury;

sickness, disease, death, property loss or damage, or any other loss of any kind whatsoever, which arise out of or are in any manner connected with this contract, if such injury, loss, or damage is case in whole or in part by, or is claimed to be caused in whole or in part by, the act, omission, error, professional error, mistake negligence, or other fault of the contractor, any subcontractor of the contactor, or any officer, employees, representative, or agent of the contractor which arise out of any workman’s compensation claim of any employee of the contractor or of any employee of any subcontractor of the contractor. The contractor agrees to investigate, handle, respond to, and to provide defense for and defend against, any such liability, claims, or demands, at the sole expense of the contractor. The contractor agrees to bear all other costs and expenses related thereto, including court costs and attorney fees, whether or not any such liability, claims or demands alleged are groundless, false or fraudulent.

41. Product Warranty: Bidder’s product(s) must be protected against defects in materials, labor, travel, and workmanship, for the standard period specified by the manufacturer. This period will begin to run at the time the product is placed in complete and full-time operation. Prior testing periods will not start the running of the period. The successful vendor agrees to repair the product or replace any necessary parts at no charge to the buyer during this period. Should repairs be required during this period, the period will be interrupted (tolled) during the entire period of repair. The period will resume at the completion of repairs and when the product is again in complete and full-time operation.

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The successful vendor shall promptly correct all deficiencies in products and/or work that fail to conform to specifications. All corrections shall be made within five

(5) calendar days after such rejected defects, deficiencies and/or non-conformances are verbally reported to the vendor by the District’s designated Project Manager or the Logistics Director. The vendor shall bear all costs of correcting such rejected products and/or work.

42. Estimated Quantities: Quantities listed are the District’s best estimate and do not obligate the buyer to order or accept more than the District’s actual requirements during the period of this agreement, as determined by actual needs and availability of appropriated funds. It is expressly understood and agreed that the resulting contract is to supply the District with its complete actual requirement for the contract period.

43. Governing Law: The Contract shall be governed by the laws of the State of Colorado. In the event of any litigation between the parties related in any way to the Contract of the Work, such action shall be brought only in the District Court of Adams County, Colorado. The substantially prevailing party in such case shall recover its reasonable attorney fees, expert fees and cost incurred in such litigation.

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SPECIAL INSTRUCTIONS

Questions will be received by Eric Hodges via Rocky Mountain E-Purchasing System until Tuesday August 12, 2025 at 5:00 PM Mountain Prevailing Time (MPT). Please enter one question per submission in the Rocky Mountain E-Purchasing System. The response to these questions will then be posted on Rocky Mountain E-Purchasing by

Tuesday August 19, 2025 at 5:00 PM Mountain Prevailing Time (MPT). If questions are submitted after this date, it is the sole discretion of the District if the questions will be responded to.

The District estimates the top 3-4 vendors will be selected to present to the evaluation committee in October 2025.

The District may choose to pilot multiple programs in the January-March 2026 time frame.

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SPECIFICATIONS/SCOPE OF WORK

Background

District Profile: Westminster Public Schools (the District) is soliciting proposals from qualified firms to provide PK-8 (9-12) Literacy Curriculum Resources in Westminster

Public Schools in accordance with the scope of service specified. Qualified firms that meet all criteria will be considered. This Request for Proposal should not be misconstrued as a formal bid. There is absolutely no commitment to purchase or enter into a formal contract. Upon completion of our evaluation of your proposal, we may recommend that a formal contract be established.

Westminster Public Schools covers a geographical area of 17.5 square miles and provides service to portions of the cities of Westminster, Arvada, Denver, Federal Heights and certain unincorporated areas of Adams County. Within these boundaries are two early learning centers, three PK-5 schools, six PK-8 schools, four innovation schools, one middle school, two high schools (one of which houses Administration known as the

Educational Service Center [ESC]), and one CTE High School. In addition to the permanent structures there are multiple modular buildings associated with these sites.

Our remaining buildings house alternative programs and support service functions.

Approximately 8,500 students and 900 staff members occupy these buildings during the traditional school year, August through May, while the Educational Services Center and support services buildings are occupied year-round.

Scope of work begins here:

Ideally, WPS would prefer one resource but may need to consider a modified approach and look at 2-3 resources across grade spans.

Preschool–Grade 8 Requirements

The selected literacy resource must:

• Fully align with the Colorado Academic Standards for Reading, Writing, and

Communicating, ensuring comprehensive grade-level coverage and vertical coherence from Preschool through Grade 8. Proposals must include clear crosswalks or mapping documents that demonstrate how each standard is addressed through instructional content and assessment tools.

• Be grounded in the science of reading, with explicit instruction and practice opportunities in the following areas:

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- Phonemic awareness (PreK–5, and beyond Grade 5 as needed)

- Phonics

- Fluency

- Vocabulary

- Comprehension

- Oral language development

- Morphology, syntax, and semantics

- Evidence-based instructional practices

- A clear connection to Scarborough’s Reading Rope

• Include a comprehensive preschool literacy component that:

- Fosters oral language development, phonological awareness, and early print concepts

- Introduces foundational vocabulary and builds listening comprehension

- Provides play-based, developmentally appropriate learning experiences aligned with

Kindergarten readiness and Colorado’s Early Learning and Development Guidelines

• Deliver structured and spiraled instruction through:

- Clearly sequenced lessons with vertically aligned skills that build progressively over time

- Consistent routines and lesson structures that support instructional planning and student mastery

- Teacher-friendly materials and supports to minimize prep time

• Provide formative and summative assessments that:

- Align with the Colorado Measures of Academic Success (CMAS)

- Offer actionable data to guide instruction and support early identification of reading gaps, especially in PreK–2

- Include curriculum-embedded assessments to inform instructional decisions and small-group placement

- Include paired texts or multimedia sources with two-part questions, requiring students to cite text evidence

- Include short constructed response prompts that allow students to respond to texts to make meaning and demonstrate comprehension and analytical thinking

• Offer comprehensive support for English Learners (ELs) and diverse learners, including:

- Scaffolded instructional strategies across lessons

- Vocabulary support embedded in content

- Clear language objectives within lessons

- Visual, auditory, and kinesthetic supports

- Adaptable pacing and pathways that respond to student readiness

• Include daily, explicit writing instruction that:

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- Progresses developmentally from drawing and labeling (PreK) to multi-paragraph compositions (Grades 6–8)

- Covers a range of writing genres, including narrative, informational, and opinion/argumentative

- Embeds grammar, sentence structure, vocabulary, and conventions within writing instruction

- Provides essential instructional tools such as prewriting templates, graphic organizers

(especially in K–3), student writing exemplars, and standards-aligned rubrics

- Builds students' writing fluency and stamina in preparation for extended writing tasks on assessments

• Prioritize small-group instruction through:

- Differentiated lesson pathways and scaffolding

- Materials and resources for both intervention and enrichment

- Tangible tools (e.g., manipulatives, anchor charts) and hands-on activities

- Targeted skill-based instruction that aligns with the science of reading

- Access to decodable texts, leveled readers, and connected texts for small-group use

- Planning tools and consistent frameworks that support flexible grouping

- Individual student workbooks or consumable components to streamline instruction

• Include robust learning resources that:

- Reinforce core instruction and provide ongoing literacy practice

- Promote student agency, choice, and accountability

- Include a wide range of literary and informational texts that help students build knowledge across content areas

- Offer high-interest texts, culturally responsive literature, and graphic novels to increase engagement—especially in Grades 6–8

- Provide standards-based tools for literary analysis, reading–writing integration, and text-based written responses

- Include supports for reluctant readers and provide flexible access to K–5 materials for remediation at the middle school level

Grades 9–12 Requirements (Preferred Component)

While this RFP focuses on Preschool–Grade 8, vendors are encouraged to submit vertically aligned high school materials that:

• Ensure continuity of literacy development and instructional coherence across PK–

• Reinforce core literacy competencies that are critical for college and career readiness:

- Critical reading and text analysis

- Evidence-based argument and research writing

CONTINUATION SHEET Page 20

- Academic vocabulary and language development

- Comprehension of complex literary and informational texts

• Support structured writing instruction through:

- Genre-specific units aligned with Colorado Academic Standards and college-readiness benchmarks

- Rubrics, planning templates, peer review tools, and opportunities for teacher feedback

- Integration of writing across content areas (e.g., science, social studies, career and technical education)

• Include SAT-aligned content and practice, such as:

- Passages and questions modeled after the SAT format

- Evidence-based writing prompts and revision tasks

- Targeted instruction in grammar, syntax, rhetorical skills, and analytical reasoning

• Offer flexible supports for diverse high school learners:

- Remediation options for below-grade-level readers and writers

- Extension activities for advanced students

- Scaffolded content and strategies for English Learners and students with disabilities

• Feature a diverse selection of rigorous and relevant texts that:

- Reflect the identities and experiences of students

- Spark engagement through adolescent-relevant themes

- Foster deep literary analysis, critique, and classroom discussion

• Estimated 500-550 students per grade level

- Should include both online licenses and paper materials

CONTINUATION SHEET Page 21

AWARD OF CONTRACT

A. The District shall award a contract to a bidder through issuance of a Purchase Order.

A Letter of Intent may be initially provided until a Purchase Order is available. The

General Provisions, Terms and Conditions, and Technical Specifications in the

Invitation to Bid or Request for Proposal, any addenda, Bidders Proposal and the

Purchase Order are collectively an integral part of the contract between Westminster

Public Schools and the successful bidder. Accordingly, these documents shall constitute a binding contract without further action by either party.

B. The District reserves the right to reject any and all bids or parts thereof. The District further reserves the right to accept a proposal other than the lowest bid, which bid in all of the respects completes with the RFP and the RFP document provided that, in the sole judgement and discretion of the District, the item offered at the higher bid has additional value or function, including but not limited to life cycle costing, product performance, quality of workmanship, suitability for a particular purpose, deliver dates, availability of item, or other such values or functions which justify a difference in price. All bids shall be evaluated on all factors involved, including the foregoing, price, quality, delivery schedules, etc. Purchase Orders or contracts shall be awarded to the responsible Bidder(s) whose proposal is determined to be most advantageous to the District, taking into consideration the factors set forth above and additional factors detailed in the RFP/Bid.

Per the Westminster Public Schools Board of Education Policy, special consideration will be given a vendor residing within the legal boundaries of the

District in a bid situation as long as the bid is within five (5) percent of the lowest bid.

The District may, at its sole and absolute discretion: a) reject any or all, or parts of any or all, proposals submitted by prospective vendors; b) re-advertise this solicitation; c) postpone or cancel the process for this solicitation; d) waive any irregularities in this solicitation and/or; e) determine the criteria and process whereby proposals are evaluated and awarded.

C. The District reserves the right to disqualify bids, before or after opening, upon evidence of collusion with intent to defraud or other illegal practices upon the part of the Bidder. In the event that any gratuities or kickbacks are offered or tendered to any District employee or subcontractor as inducement for award of a subcontract or order, the Bidder’s proposal shall be disqualified and shall not be reinstated.

CONTINUATION SHEET Page 22

AWARD OF CONTRACT (Continued)

D. The District shall have the right to cancel any agreement if funds are not allocated for the next fiscal year to continue this service. The District may effect such cancellation by giving the vendors written notice of its intention to cancel not less than 30 days prior to the current fiscal year period, stating reasons for cancellation.

Upon cancellation of this agreement as provided in this paragraph, the District will not be responsible for the payment of any services received which occur after the end of the current period.

E. A proposal may not be accepted from, not any contract awarded to any person or firm which is in arrears to the District upon any debt or contract or which is a defaulter as surety or otherwise upon any obligation to the District.

A proposal may not be accepted from, nor any contract awarded to any person or firm which has failed to perform faithfully any previous contract with the District for a minimum of one (1) year after this previous contract was terminated for cause.

F. A proposal may not be withdrawn or cancelled by the Bidder(s) for a period of ninety (90) days following the date designated for receipt of proposal and Bidder(s) so agrees upon submittal of their proposal.

G. The District reserves the right to also make purchases of items on this proposal from a State of Colorado Bid Contract/Price Agreement, a Cooperative Educational

Purchasing Council (CEPC) Bid, or any other source during the term of this agreement.

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PURCHASE ORDER TERMS AND CONDITIONS

1. To insure prompt PAYMENT, mail invoices in duplicate for each shipment.

Invoices not mailed as directed may delay payment or become lost. Mail & bill to:

Westminster Public Schools, 7002 Raleigh Street, Westminster, CO 80030.

Payment Terms NET30. MasterCard & VISA is the preferred payment method.

2. The organization (Westminster Public Schools) placing this order (hereinafter referred to as Buyer) hereby reserves the right to cancel or recall, without liability, all or part of this order if deliver is not made within the time specified.

3. No charge for packing or drayage will be allowed unless so indicated on the face of this order.

4. If the Vendor is unable to deliver all or part of the items shown on this order, the

Buyer is to be notified at once. Partial inability of the Vendor to so deliver will justify the Buyer’s cancellation of this order in its entirety at the Buyer’s sole discretion.

5. The Buyer will not be liable for items delivered to it unless specifically identified in this order.

6. The Buyer will have no liability for items delivered to it in damaged condition.

7. Certification. The Contractor certifies that the Contractor shall comply with the provisions of C.R.S. § 8-17.5-101 et seq. The Contractor shall not knowingly (a) employ or contract with an illegal alien to perform work under this contract, (b) enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this contract, or (c) enter into a contract with a subcontractor that fails to contain a certification to the Contractor that subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. The Contractor represents, warrants, and agrees that it (i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social

Security Administration and Department of Homeland Security, (ii) will comply with all requirements of C.R.S. § 8-17.5-102(2)(b), and (iii) shall comply with all reasonable requests made in the course of an investigation by the Colorado

Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or C.R.S. § 8-17.5-101 et seq., the School District may terminate this contract for breach and the Contractor shall be liable for actual and consequential damages to the School District. Any person who is engaged by

Consultant as a subcontractor shall comply with the provisions of C.R.S. SS 24-

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PURCHASE ORDER TERMS AND CONDITIONS (Continued)

76.5-101 et seq. by producing one of the forms of identification as provided therein and otherwise demonstrating that he or she is lawfully present in the United States.

8. Certification. The Vendor/Contractor certifies that they shall comply with the provisions of the District’s Criminal Records Check Certification Statement. No employee of the Vendor/Contractor that has been convicted of, pled nolo contendere to, or received a deferred sentence or deferred prosecution for a felony, or a misdemeanor crime involving unlawful sexual behavior or unlawful behavior involving children, will not be allowed to work on Westminster Public Schools properties. Any person who is engaged as a subcontractor shall comply with the provisions.

9. The Vendor warrants that the items delivered pursuant to this order shall be free of defects, and without limiting the Buyer’s remedies for a breach of warranty, express or implied, the Buyer reserves the right to return all or any part of the items listed on this order, if defective in any way or if otherwise not conforming to this order. The

Vendor agrees to give the Buyer full credit for such returned items.

10. Items delivered to or received by Buyer will be accepted only if accompanied by a detailed shipping list or by a copy of a detailed invoice.

11. The Vendor warrants that all items delivered pursuant to this order are and shall be free and clear of all liens and encumbrances whatsoever and that the Vendor has and will have a good and marketable title to same and Vendor shall protect, hold harmless and indemnify Buyer from and against any and all claimants to or claims against buyer and said items.

12. The Laws of the State of Colorado, U.S.A.