REQUEST FOR PROPOSAL

26-006

21st Century Community Learning Center Grant Evaluator

CLOSING DATE: Tuesday, October 7, 2025 CLOSING TIME: 2:00 p.m. EST

PROPOSALS ARE TO BE SUBMITTED THROUGH THE BONFIRE PORTAL:

https://dcssga.bonfirehub.com

Douglas County School District

Becky Eigel, Assistant Director of Business Services Business Services

11490 Veterans Memorial Hwy Douglasville, GA 30134

Becky.Eigel@dcssga.org 770-651-2376

770-920-4026 Fax

ALL PROPOSALS ARE SUBJECT TO THE FOLLOWING INSTRUCTIONS WHEN CHECKED:

1. _X_ The Instructions, and Standard Terms and Conditions attached.

2. _X_ The attached Agency Insurance Requirements shall apply.

3. ___ The attached “Additional Terms and Conditions” shall apply (__) page(s).

4. _X_ In conformance with the attached “Scope of Work” (_9_) page(s).

5. ___ See attached (____) page(s) of (_____) line items

6. ___ Equipment or supplies offered to conform to the attached: ___Plans___Drawing(s) __Sample(s)

7. ___ s must show manufacturer's name and model number for each line item offered.

8. ____ Respondents to furnish specifications and complete descriptive literature with proposal if offering substitute or alternate item.

Respondent is cautioned to carefully read the instructions and the terms and conditions on the attached sheets. Failure to adhere to these instructions and terms and conditions may result in rejection of proposal.

ACKNOWLEDGE RECEIPT OF ADDENDUM:

#1_____ #2_____ #3_____ #4_____ #5_____ (Please Initial)

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TABLE OF CONTENTS

I. INTRODUCTION

II. MINIMUM QUALIFICATIONS

III. CALENDAR OF EVENTS

IV. INSTRUCTIONS

V. STANDARD TERMS AND CONDITIONS

VI. INSURANCE REQUIREMENTS

VII. SCOPE OF WORK AND REQUIREMENTS

VIII. NON-DISCRIMINATION POLICY

IX. PROPOSAL PROCEDURES AND GUIDELINES

X. PROPOSAL SUBMITTAL REQUIREMENTS

XI. EVALUATION OF PROPOSALS

XII. PRESENTATION/DEMONSTRATION

XIII. PREPARATION OF PROPOSALS

XIV. EXHIBITS

XV. E-VERIFY DOCUMENTS

XVI. REFERENCE SHEET

XVII. RFP CHECKLIST

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I. INTRODUCTION

The Douglas County School District, with this document, hereby requests proposals from licensed, qualified firms to provide the System with grant evaluation services for newly awarded 21st Century Community Learning Center Grant programs. All responses must be in accordance with the plans and specifications as outlined in this proposal package entitled 26-006 21st Century Community Learning Center Grant Evaluator.

Proposals will be available to all interested Vendors on Friday, September 5, 2025. Proposals can be obtained by visiting the Bonfire Portal for the Douglas County School District:

https://dcssga.bonfirehub.com

The Douglas County School District reserves the right to waive technicalities, to accept or reject any and all proposals and to waive any irregularity in proposals received, to award the entire proposal to one Respondent or to multiple vendors or to make awards by group or location, whichever is in the best interest of the Douglas County School District; hereafter referred to as “DCSD”, except where noted for clarity.

The Douglas County School District is an equal opportunity employer.

All questions concerning this Request for Proposal should be directed through the Bonfire portal.

II. MINIMUM QUALIFICATIONS

● It is preferred that each respondent be registered to do business in the State of Georgia. Each respondent should provide evidence of their registration with each proposal submittal. For Georgia businesses, a photocopy of your Georgia business license is acceptable.

● Respondents must meet the minimum requirements for liability insurance and workers’ compensation coverage as stated in this document.

● Respondents shall submit with their proposal sufficient evidence of a minimum of 5 years’ experience in similar projects, preferably with public school systems. This information should be included on the Reference Sheet.

● Respondents may elect to use qualified subcontractors where needed. If subcontracting is proposed, please include the background of subcontractors and describe the relationship with your facility.

DCSD reserves the right to reject any subcontractor presented. If the subcontractor is approved by DCSD, all subcontractor forms (E-Verify and Insurance Certificates) must be submitted to the Business Services office prior to work beginning. All E-Verify and Insurance requirements must be met.

● Respondents shall submit the completed Respondent Information form.

● Respondents shall also submit the completed “Georgia Security and Immigration Compliance Act

OCGA 13-10-91” document, “Contractor Affidavit and Agreement”, and “Subcontractor Affidavit” (if applicable).

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III. CALENDAR OF EVENTS

ACTION DEADLINE

Issuance of Request for Proposal (RFP) Friday, September 5, 2025

Submission of Questions by Thursday, September 18, 2025 2:00 pm EST

Response to Questions Monday, September 22, 2025 5:00 pm EST

Proposal Submission Deadline Tuesday, October 7, 2025 2:00 pm EST

Evaluation Period October 7 - 16, 2025

Submittal of Board Agenda Item Friday, October 17, 2025

Board Meeting to Discuss Recommendation/Approval Monday, November 3, 2025

Approximate Notice to Proceed Wednesday, November 5, 2025

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IV. INSTRUCTIONS

1. Proposals shall be submitted through the Bonfire portal.

2. All proposals must be signed in ink by an officer or employee having authority to bind the company or firm. The signatory of the proposal must initial corrections or changes on any document.

3. Respondents should provide all of the information required on all forms, including the Proposal Form, and shall sign the Standard Terms and Conditions.

4. The offer conveyed by this proposal shall remain open pending award for a period of ninety (90) days from the date of opening.

5. Any cash discount offered to the Douglas County School District must be listed in the Proposal. Cash discounts offered from one percent up to five percent for payment in thirty days or more will be considered for the purposes of evaluation. Any further cash discount will not be considered in the evaluation.

6. Proposal responses containing a minimum order/ship quantity or dollar value, unless otherwise called for in the

Request for Proposal, may be treated as non-responsive and may not be considered for award.

7. In the event there is a discrepancy between the unit price and the extended price, the unit price shall govern.

8. Any reference to quantities or dollar amounts is provided as an estimate only, and shall not serve to obligate the

Douglas County School District to purchase any minimum amount; nor shall any such reference serve to establish any maximum amount the Respondent is required to furnish.

9. Quotes containing provisions for late or interest charges will not be considered.

10. Prepayment and/or progress payment requirements contained in responses will be treated as non-responsive and will not be considered for award.

11. Respondents must specify the manufacturer and/or brand name on each of the items proposed. If an item has a specified manufacturer and/or brand name and the words “or equal” do not follow, substitutions will not be accepted.

12. The DCSD reserves the right to amend this Request for Proposal prior to the due date.

13. Special Instructions:

Manufacturers listed in the proposal document are to establish the general quality required. Items of other manufacturers of equal or better quality will be considered. The DCSD shall be the sole determiner as to whether the substituted item is of equal or better quality than those specified. The DCSD may request samples as needed from respondents to determine manufacturer equivalence.

14. Any contract awarded pursuant to this Request for Proposal shall be awarded to the most responsive and responsible respondent that is within the budget parameters for the project and whose proposal response meets the requirements and criteria set forth in this Request for Proposal.

15. Purchases of the Douglas County Board of Education are not subject to sales taxes. Tax-exempt certificates will be furnished upon request.

Respondent understands and accepts all Instructions as it pertain to this Request for Proposal:

Respondent Signature Date

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V. STANDARD TERMS AND CONDITIONS

1. Respondent shall transfer and deliver to the DCSD all of the goods and/or services described herein for the consideration set forth herein.

2. Delivery shall be made to the address listed on the Purchase Order or Contract and within the time specified.

3. Risk of loss shall remain with Respondent until acceptance by the DCSD.

4. Title to the goods shall remain with Respondent until acceptance by the DCSD.

5. Respondent warrants that the goods are merchantable and as described herein.

6. The DCSD shall have the right to inspect the goods at the time and place of delivery.

7. No right or interest in the contract shall be assigned by Respondent without the written permission of the DCSD, and no delegation of any obligation owed or of the performance of any obligation by Respondent shall be made without the written permission of the DCSD. Any attempted assignment or delegation shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

8. The laws of the State of Georgia and the policies of the DCSD shall govern this agreement in all respects.

9. All goods and/or services on this order or contract are exempt from Federal Excise Tax and Georgia Sales and

Use Tax.

10. All goods and/or services supplied pursuant to this purchase order or contract shall, unless otherwise stated, conform exactly to all of the descriptions and attachments contained in the Request for Proposal upon which this order is based, and the terms, conditions, and specification of the Request for Proposal are incorporated herein by reference and made a part hereof.

11. Any goods supplied that are not in accordance with the description and specifications set forth in the Item

Schedule will be rejected. Goods rejected shall be returned, freight collect to the Respondent.

12. Prices stated are F.O.B. destination. No further allowances shall be made for freight and delivery charges.

13. All proposals submitted shall be in accordance with the terms of the DCSD Request for Proposal and the laws of the State of Georgia.

14. The DCSD reserves the right to cancel this contract for either non-performance or poor performance of the Respondent by giving thirty days' written notice in advance to the Respondent of its intent to do so.

15. Successful Respondent will be required to supply an original and one copy of each invoice, and to reference all invoices to the proper purchase order number. No invoice will be processed for payment until all contractual obligations have been met.

16. All invoices and/or financial correspondence should be directed to Renee Watkins, Accounts Payable Supervisor for DCSD.

17. The Successful Respondent must furnish proof of liability insurance as stated in the “Insurance Requirements” upon contract award. Respondent must maintain insurance coverage for the duration of the contract with the DCSD, including all renewals.

18. Respondent should submit the original proposal.

19. This project will be awarded subject to the availability of funds.

20. The DCSD reserves the right in its sole and complete discretion to reject any or all proposals and to waive technicalities and informalities. The DCSD anticipates that the contract will be awarded to the most responsive and responsible Respondent who provides the proposal that is within the budget parameters for the project and whose proposal response meets the requirements and criteria set forth in this RFP. In judging whether the Respondent is responsible, the DCSD will consider, but is not limited to consideration of, the following:

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a. Whether the Respondent or its principals are currently ineligible, debarred, suspended, or otherwise excluded from proposing or contracting by any State or Federal agency, department or authority.

b. Whether the Respondent or its principals have been terminated for cause or are currently in default on a public works contract.

21. The DCSD reserves the right to award these services in any way economically feasible or in the best interest for matching purposes.

22. The DCSD reserves the right to request clarification of information submitted and to request additional information of one or more proposers.

23. The DCSD reserves the right to (i) reject any and all proposals in their entirety, for any reason, (ii) award the contract to the most qualified applicant as determined solely by the School System at its discretion and/or (iii) award the contract to another independent review firm if the selected firm does not execute a contract within 30 days after the award of the proposal.

24. The acceptance of a proposal shall be subject to the execution of a definitive agreement between the parties.

Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied by or approved by the DCSD and shall contain, at a minimum, applicable provisions of this Request for Proposal (“RFP”). The DCSD reserves the right to reject any agreement that does not conform to this RFP and to any DCSD requirements for agreements and contracts.

25. The DCSD assumes no responsibility or obligation to the Respondents and will make no payment for any costs associated with the preparation or submission of a proposal.

26. All proposals submitted become the property of the DCSD.

27. The DCSD standard terms for payment shall be Net 30 days from the date of delivery of goods or services, or date of receipt of correct invoice, whichever is later. All payments will be made in accordance with the DCSD’s policies and procedures.

28. The contract shall be governed by the laws of the State of Georgia, regardless of any conflict of law or rules that would require an application of the laws of another jurisdiction. Venue and jurisdiction shall be proper only in the federal and state courts located or serving the Douglas County, Georgia, area.

29. The contract will terminate absolutely and without further obligation on the part of the DCSD on June 30, 2020, and at the close of each succeeding calendar year unless renewed in accordance with the terms of this Agreement.

30. Notwithstanding the foregoing, the contract will terminate absolutely and without further obligation on the part of the DCSD at the close of the fiscal year in which it was executed.

31. Either party may, without cause and for any reason, terminate the Contract at any time upon giving sixty (60) days written notice to the other party.

32. Respondents agree to waive any claims they have or may have against the DCSD, its employees, agents, members, representatives and legal counsel, arising out of or in connection with the: (1) administration, evaluation, recommendation or selection of any proposal or qualifications; (2) waiver of any representations under the proposal or documents; (3) approval or rejection of any proposal or qualifications; and (4) award of a contract.

33. While on campus, Respondents will comply with DCSD policies and regulations. All DCSD policies, regulations and handbooks can be located on the DCSD website at www.dcssga.org.

Respondents understands and accepts all Standard Terms and Conditions as it pertains to this Request for Proposal:

Respondent Signature Date

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VI. INSURANCE REQUIREMENTS

Upon Notice of Award, Respondent may submit this form to their insurance agent as this form contains requirements that may be non-standard in the insurance industry.

Respondent shall furnish the Douglas County School District certificates of insurance as follows from company or companies acceptable to the Douglas County School District.

1) Required Certificates

A. Commercial General Liability Insurance Policy Respondent shall procure and maintain a Commercial General Liability Insurance Policy, including products and completed operations liability, and contractual liability coverage covering bodily injury, property damage liability and personal injury. The policy or policies must be on any “occurrence” basis unless waived by the Douglas County School District. The policy shall include contractual liability coverage. The policy purchased by the Respondent must be issued by a company authorized to conduct business in the State of Georgia or by a company acceptable to the Douglas County School District. The policy must include separate aggregate limits per project. Excess liability coverage may be used in combination with the base policy to obtain the limits listed below.

Limits $1,000,000 per Person $1,000,000 per Occurrence

B. Business Automobile Liability Insurance Policy

The Respondent shall procure and maintain a Business Automobile Policy with liability limits of not less than $1,000,000 per person and $1,000,000 per occurrence or a policy with a combined single limit of not less than $1,000,000 covering any owned, non-owned or hired autos. Excess liability coverage may be used in combination with the base policy to obtain these limits.

C. Workers’ Compensation Insurance

Workers’ Compensation Insurance in accordance with applicable state laws with the following limits:

Limits Bodily Injury by Accident - $500,000 each accident Bodily Injury by Disease - $500,000 each employee Bodily Injury by Disease - $500,000 policy limit

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

IF YOUR COMPANY IS EXEMPT FROM WORKERS’ COMPENSATION INSURANCE IN ACCORDANCE WITH

GEORGIA LAW, PLEASE HAVE YOUR INSURANCE COMPANY SUBMIT A LETTER VERIFYING YOUR

EXEMPTION.

2) Certificates shall contain the location and operations to which the insurance applies.

3) Certificates shall contain Vendor’s insurance coverage. If coverage is included in General Liability, please indicate this on the Certificate of Insurance.

4) Certificates are to be issued to:

P.O. Box 1077 Douglasville, GA 30133

5) The Respondent shall mail insurance document listed in this form to:

Business Services P.O. Box 1077 Douglasville, GA 30133

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VII. SCOPE OF WORK AND REQUIREMENTS

A. PROJECT SCOPE

The Georgia Department of Education (GADOE) requires that all grantees obtain external evaluation services for each grant. DCSS will select an external evaluator through the school system’s standard procurement process once our grant is awarded. The attached job description details the skills and qualifications we will use to select our independent evaluator. The maximum amount to be paid to the evaluator from grant funds is budgeted at 3% of the grant award amount, set by the GADOE. The evaluation plan employs both process and outcome evaluations:

(1) Process (or formative) evaluation provides ongoing insight on the quality and the extent of program implementation, allowing for mid-course assessment and (2) Outcome (or summative) evaluation provides regular, annual analysis and reporting of progress toward student outcomes as defined by the program objectives.

Evaluator Selection and Qualifications:

DCSS will select an external, third-party independent evaluator through the School System’s standard procurement process once our grant is awarded. The process involves a public request for proposals for evaluation services by our procurement department. The contracts established with the evaluator will be limited to an individual fiscal year. The amount to be paid to the evaluator from grant funds is budgeted at 3% of the grant award amount.

The evaluator(s) will be a highly qualified individual or team with extensive experience in research and program evaluation for both state and federally-funded educational grants, including experience evaluating 21st CCLC program grants. Requirements for the external evaluation team will be the capacity for building and implementing internal data collection, assessment protocols, and development of relevant assessment tools. A minimum of five years of experience in directing evaluation projects will also be required in the public education sector. Additional skill sets expected from the external evaluator include effective communication skills, evidence of planning and organizational skills, the ability to manage multiple priorities and sites, consensus building with evidence of effective collaborative skills, and knowledge of best practices and current trends in out-of-school time programs.

Additional Duties and Responsibilities:

Ensure the overall scientific integrity of the evaluation process; Design evaluation plans and develop evaluation tools; Provide timely, relevant evaluation feedback and recommendations to:

Project Director; 21st CCLC Advisory Committee; and key stakeholders at the school, district, and community level; Provide technical expertise to project staff; Provide timely input, interim reports, outcomes, and recommendations for producing Georgia Department of Education-required Annual Performance Reports; provide timely annual evaluation reports; and provide technical assistance on the dissemination of data.

According to the Douglas County School District Procurement process, quotes are needed for the required work. This grant sets the price, resulting in the evaluator selection being based on the evaluator's resume, experience evaluating grants, history working with 21st Century Community Learning Center, and location within the state of Georgia.

Report Deadline Expectation:

Reports are due to the DOE in both February and June. A draft of the reports is due to the Douglas County School System no later than two weeks prior to the state deadline.

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The Douglas County School District (DCSD) has several newly awarded grants in need of evaluation services for the 2025-2026 school year.

● Achieve Grant

● Factory Transition

● SOAR Grant

● CHAMP Grant

● FOCUS

● STAR

● Success Club

● Lithia Cohort

● Smart Grant

The Douglas County School District (DCSD) has a total of 25 sites over nine (9) grants.

There are multiple surveys, some are provided and others are created both online and paper/pencil, onsite. It is the evaluator’s responsibility to create the surveys, compile and tabulate the data. Each school is responsible for distributing the surveys. Only portions of the grant narrative will be distributed.

Responders can submit one proposal for eight (8) separate performance reports, however

DCSS may choose to award individually.

Fee Schedule:

Contracts typically run from July 1st – June 30th for each fiscal year with DCSD. Given that this contract is being awarded for a time period of less than one year, the fee schedule will be modified accordingly.

For this contract period (date of award October 2025 - June 30, 2026), the awarded contract amount will be 3% of the awarded amount as stated in Section VII: Project Scope of Work. For this contract period, the fee schedule will be:

Achieve Grant for 2025-2026 school year is $7,142

Factory Transition for 2025-2026 school year is $10,405

SOAR for 2025-2026 school year is $9,448

CHAMP Grant for 2025-2026 school year is $8,508

Focus for 2025-2026 school year is $10,434

STAR for 2025-2026 school year is $9,966

SUCCESS Club for 2025-2026 school year is $9.966

Lithia Cohort for 2025-2026 school year is $8,186

Smart for 2025-2026 school year is $10,296

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Responders should note that grant evaluation fees are pre-determined by GADOE.

Therefore, the fee schedules stated above will not fluctuate or change in any way. In-direct costs charges are not allowed.

B. SPECIFIC REQUIREMENTS (See EXHIBIT A)

C. GENERAL INSTRUCTIONS

Point of Contact This RFP is issued by the Douglas County School District Business Services Department. The sole point of contact for this RFP shall be:

Becky Eigel Assistant Director of Business Services Douglas County School District 11490 Veterans Memorial Hwy Douglasville, GA 30134 Phone: 770-651-2376 Fax: 770-920-4026 Email: Becky.Eigel@dcssga.org

Failure to restrict contacts/discussion regarding the RFP to the above name Coordinator will be deemed a serious breach of process and may, at the Douglas County School District’s sole discretion, result in disqualifying the violating party’s firm from further consideration in this RFP opportunity.

Additionally any unauthorized contact with members of the Douglas County Board of Education School Board or District employees by a Respondent or a Respondent’s representative concerning this proposal may result in the disqualification of the Respondent.

Interpretation and Clarification No oral interpretation or clarification will be made to any firm or any individual as to the meaning of the ITB document. Requests for interpretation or clarification shall be made in writing and delivered to the ITB Coordinator via the Bonfire portal on or before 2:00 pm EST on Thursday, September 18, 2025.

The DCSD will respond in writing to all clarification requests by posting questions and responses on the Bonfire portal. All responses will be posted by 5:00 pm EST on Monday, September 22, 2025. No questions will be answered within 72 hours of proposal opening.

All questions should be submitted through the Bonfire portal. No questions other than written will be accepted and no response other than written will be binding upon the DCSD.

RFP Number The Douglas County School District has assigned the following RFP identification number to this document. This number should be referenced in all communications regarding the RFP.

RFP 26-006

D. CHANGES OR MODIFICATIONS

Changes or modifications to this Request for Proposal made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Respondents are to acknowledge receipt of addenda in the space provided on the cover page of this Request for Proposal. Oral communications are not a part of the Proposal documents. This RFP and any addenda shall be incorporated by reference into any resulting contract.

E. ERRORS AND OMISSIONS

If, due to an error or omission in the design or specifications, a particular detail or component is required, thereby resulting in a change order for the project, the Respondent shall be responsible for the additional cost(s) in order to meet the full intent of the scope of work.

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F. NON-APPROPRIATION OF FUNDS

It is understood and agreed between the parties herein that the Douglas County School District shall be bound hereunder only to the extent that the funds shall have been appropriated. In the event no funds or insufficient funds are appropriated, the Douglas County School District shall immediately notify the Successful Respondent of such occurrence, and this Contract shall terminate on the last day funds are available without penalty or expense to the Douglas County School District of any kind whatsoever.

G. WARRANTY/GUARANTEE

Successful Respondent guarantees against defective or faulty material or workmanship for at least one (1) year or for the manufacturer’s standard warranty period, whichever is greater, from the date of acceptance by the Douglas County School District. To furnish adequate protection from damage for all work and to repair damages of any kind for which Successful Respondent or Successful Respondent’s workmen are responsible, to the building or equipment, to Successful Respondent’s own work, or to the work of others. Any merchandise or service provided under the contract which is or becomes defective during the warranty period shall be replaced by the Successful Respondent free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment or service (one year or manufacturer’s standard warranty period, whichever is greater, from the date of acceptance of the replacement). Successful Respondent shall make any such replacement immediately upon receiving notice from the Douglas County School District.

H. TIME IS OF THE ESSENCE

Time is of the essence in this Contract. Successful Respondent expressly acknowledges that in the performance of its obligations, the Douglas County School District is relying on timely performance and will schedule operations and incur obligations to third parties in reliance upon timely performance by Successful Respondent and may sustain substantial losses by reason of untimely performance.

I. CONTRACT PERIOD

The contract period will be from date of award until June 30, 2026. The Douglas County School District reserves the right to renew the contract beyond the original contract period. Please note that Georgia law only allows agencies to commit funds for a period not to exceed 12 months. An additional renewal will be considered optional at Douglas County School District’s discretion and fund availability.

VIII. NON-DISCRIMINATION POLICY

Federal law prohibits discrimination on the basis of age, race, color or national origin (Title VI of the Civil Rights Act of 1964); sex (Title IX of the Educational Amendments of 1972 and the Perkins Act of 1998); or disability (Section 504 of the Rehabilitation Act of 1973 and Americans With Disabilities Act of 1990) in educational programs or activities receiving federal financial assistance.

Employees, students and the general public are hereby notified that the Douglas County Board of Education does not discriminate in any educational programs or activities or in employment policies.

The following administrative positions have been designated responsible for coordinating the board's effort to implement these policies:

Title VI Coordinator: Assistant Superintendent of Student Achievement Title IX Coordinator: Assistant Superintendent of Student Services ADA Coordinator: Assistant Superintendent for District Operations Section 504 Coordinator: Assistant Director of Special Education

Inquiries concerning the application of Title II, Title VI, Title IX or Section 504 to the policies and practices of the board may be addressed to the persons listed above at the Douglas County Board of Education, P.

O. Box 1077, Douglasville, GA 30133; to the Regional Office for Civil Rights, Atlanta, GA 30323; or to the Director, Office for Civil Rights, Education Department, Washington, D.C. 20201.

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IX. PROPOSAL PROCEDURES AND GUIDELINES

A. SUBMISSION OF PROPOSALS

The Respondent must complete and send all required documents through the Bonfire portal by 2:00 pm EST on Tuesday, October 7, 2025.

A Pricing Schedule has been developed and enclosed for this RFP and must be used for submitting your proposal. Failure to adhere to this requirement may result in the Douglas County School District, at its sole discretion, declaring your Proposal to be non-responsive and eliminating it from further consideration.

Under no circumstances will proposals be accepted if submitted by fax or email.

It is the sole responsibility of the Proposer to ensure that its proposal is delivered in accordance with the date, time and place requirements specified in this RFP. Any proposal received contrary to these requirements will be returned to the Proposer unopened. Any proposals submitted at or after the moment designated for proposal submittal will be deemed to be late and will not be accepted. The clock-in time will be determined by a clock maintained by the Douglas County School District. No other clock or timepiece will have any bearing on the time of proposal receipt. Proposers are advised to avoid last minute deliveries.

Proposals shall be signed by an authorized representative of the Proposer. Failure to submit all information requested may result in the Douglas County School District requiring prompt submission of missing information and/or giving a lower evaluation of the proposal.

The School System assumes no responsibility or obligation to the proposers and will make no payment for any costs associated with the preparation or submission of a proposal.

All proposals submitted become the property of the Douglas County School District.

B. OPENING OF PROPOSALS FOR EVALUATION

As stated above, no proposals will be accepted once the designated receipt time has passed which is Tuesday, October 7, 2025, 2:00 pm EST.

C. PROPOSAL AMENDMENT AND RULES FOR WITHDRAWAL

A proposal may be withdrawn prior to the proposal opening by submitting a written request for its withdrawal to the Douglas County School District, signed by the Proposer and delivered to the Douglas County School District Procurement Department at the address shown on the preceding pages.

D. DISCLOSURE OF PROPOSAL CONTENT

All proposals and other materials accepted in response to this RFP become the property of the Douglas County School District. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed budget information, shall be held in confidence during the evaluation process. Only upon the completion of the evaluation of proposals shall the proposals and associated materials be open for review. By submitting a proposal, the Proposer acknowledges and accepts that the full contents of the proposal and associated documents shall become open to inspection.

E. OTHER TERMS AND CONDITIONS

The Proposer shall hold the Douglas County School District, its officers, agents, servants, and employees, harmless from liability of any nature or kind because of use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances, furnished, or used under this proposal. The Proposer further agrees to defend, at his own expense, any and all actions brought against the Douglas County School District or himself for alleged improprieties of these or similar types.

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X. PROPOSAL SUBMITTAL REQUIREMENTS

A. Each Proposal submission shall be submitted to the Issuing Office and shall include the following documents:

1) Acknowledgement of any addenda on page one (1):

2) The Proposal Instructions signed by an authorized agent of the company;

3) The Terms and Conditions signed by an authorized agent of the company;

4) Respondent Form;

5) Georgia Security and Immigration Compliance Act OCGA 13-10-90;

6) Contractor Affidavit and Agreement;

7) Subcontractor Affidavit;

8) Reference Sheet;

9) Respondent Response Form signed by an authorized agent of the company.

B. All proposals shall be received and time stamped in the Issuing Office no later than the Closing Date and Time shown on the cover page of this Request for Proposal.

C. Proposals must include all elements noted in the “Preparation of Proposals” section below.

D. Proposals are to be organized in the following tabs:

Tab 1 – All RFP Documents # 1- 7 from “Proposal Submittal Requirements” Section A Tab 2 – Experience (Include Form # 8 from Section A) Tab 3 – Capabilities and Skills Tab 4 – Services to be provided Tab 5 – Exceptions Tab 6 – Proposed Timetable Tab 7— Respondent Response Form

XI. EVALUATION OF PROPOSALS

A. After the proposal opening, the Douglas County School District will select for further consideration

Respondent(s) deemed to be fully qualified and best suited among those submitting proposals based on Respondents’ responses to the information requested in this RFP.

B. The following criteria will be used in the evaluation process:

1) Registered with the GA Secretary of State office.

2) Organization's experience with 21st CCLC grant evaluation.

3) Use of quantitative data.

4) Use of qualitative data.

5) Data collection tools used match the grant evaluation narrative.

6) Quality continuous improvement process and monitoring.

7) Scope of work detailed.

8) Dissemination of evaluation (minimum twice a year).

9) Experience with federal/state grants evaluation.

10) Experience working with school systems.

11) Number of site visits proposed.

12) Experience working with GPRA Measures

13) Safety of the data collection process and protection of data

C. Exceptions/Alternatives will also be considered.

D. Based on the initial evaluation, the Douglas County School District may request the selected

Respondents to make oral presentations. Thereafter, the Douglas County School District will conduct negotiations with each of the selected short-listed Respondents. Individuals representing the Respondent during negotiations shall have the authority to negotiate and contractually bind the company to a contract.

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E. After negotiations are completed, the Douglas County School District will select the Respondent who, in the Douglas County School District’s opinion, has made the best proposal and shall award the contract to that Respondent (referred to in this RFP as the Successful Respondent). Should the Douglas County School District determine in writing and in its sole discretion that only one Respondent is fully qualified, or that one Respondent is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Respondent.

F. The Douglas County School District is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the most advantageous.

XII. PRESENTATION/DEMONSTRATION

If, in the Douglas County School District’s opinion, Respondent's presentations or demonstrations of the Respondent’s proposed system’s features and capabilities are warranted, the Douglas County School District will notify the appropriate vendors. Such presentation or demonstration will be at the Douglas County School District site at a date and time mutually agreed to between the Douglas County School District and the Respondent and will be at the Respondent’s expense.

XIII. PREPARATION OF PROPOSALS

In presenting their proposals, Respondents are encouraged to be thorough in addressing the Specific Requirements (Exhibit A), the Proposal Submittal Requirements, and the Preparation of Proposals as outlined in this RFP.

To facilitate the School System’s evaluation of the Respondent’s proposal, the Respondent is to number all pages of its proposal and provide tabs as indicated in the Proposal Submittal Requirements. The respondent must fully address each of the following items and submit proposals using the following format:

A. Experience - Provide a concise description of all work experiences as they relate to the scope of work outlined herein. Said description should include, but not be limited to:

1) Respondent’s established experience record in providing comparable services to organizations similar to Douglas County Schools.

2) Number and types of customers the Respondent has served with comparable services.

3) Number of years the Respondent has been providing these types of services.

4) A minimum of five (5) references for which the Respondent has completed services comparable to those described in this RFP.

i. Include references for work performed in an environment comparable to the Douglas County

School District. For each reference, detail:

● Name of firm;

● Address of firm;

● Name, title, address, e-mail address, and phone and fax number of a contact for the firm;

● Number of years Respondent has served the firm; and

● Brief summary of the scope of services provided.

ii. Information detailing projects of similar scope Respondent is currently engaged in, including:

● Name of firm;

● Address of firm;

● Name, title, address, e-mail address, and phone and fax number of a contact for the firm;

● Number of years the Respondent has served the firm.

● Brief summary of the scope of services being provided;

5) Other available documentation to verify the Respondent’s experience; and,

6) A statement detailing why the Respondent is the best candidate to provide the Douglas County

School District with the services requested in this RFP.

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B. Capability and skill - Describe the qualifications and skills of the organization to provide the services.

Said description should provide, but not be limited to, the following information:

1) Respondent’s qualifications to perform the services, including all resources available to

Respondent for the performance of the contract.

2) Qualifications and resumes of the design team and other employees who will be managing and performing the services under this contract.

3) Resume (Attachment B)

C. Services to be Provided - Provide a detailed description of the services to be provided under this contract. Said description is to address, at a minimum:

1) An introduction - An overview of the Respondent’s understanding of the scope of work and services to be provided.

2) Best practice approaches to providing services to the Douglas County School District that enhance efficiency and effectiveness. Innovative solutions will be considered by the Douglas County School District.

3) EACH of the Specific Requirements set forth under the Scope of Work specified in this RFP.

4) A detail of any assistance, equipment, or other items the Respondent will require the Douglas

County School District to furnish under this contract.

5) A statement explaining why the Respondent’s proposed solution would be the most advantageous to the Douglas County School District.

6) Describe the one attribute that places the Respondent ahead of the competition.

D. Exceptions - Detail any exceptions taken to the Scope of Work and Terms and Conditions sections of this RFP. For each exception, specify the RFP page number, section number, and the exception taken. Respondent may not incorporate its standard contract document into its proposal, by reference or in full text, without listing each exception it represents to the terms and conditions of this RFP, as described in the Exceptions section of this RFP.

E. Proposed Timetable – Detail the proposed timetable to complete the evaluations.

Cost of Responding - This solicitation does not commit the Douglas County School District to pay any costs incurred by the Respondent or any other party in the preparation and/or submission of proposals or in making necessary studies or designs for the preparation thereof, nor is the Douglas County School District obligated to procure or contract for such services.

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XIV. EXHIBITS

EXHIBIT A: EVALUATION REQUIREMENT AND PROJECT SCOPE

An effective evaluation plan includes a systematic evaluation process as a means to examine progress toward meeting proposed goals, objectives, and milestones and includes both process and outcome evaluations: (1) Process (or formative) evaluation provides ongoing insight into the quality and the extent of program implementation, allowing for mid-course assessment and (2) Outcome (or summative) evaluation provides regular, annual analysis and reporting of progress toward student outcomes as defined by the program objectives. The results of the formative assessment, due to the Project Director by the week of June 10th in order to meet the June 19th DOE deadline, will be used to refine, improve and strengthen the program and will be made available to the public upon request. The summative evaluation, due no later than June 10th, will include an overview and history of the program, student attendance and enrollment, program operation, quality of staffing, objective assessment, observations, progress toward sustainability, and overall recommendations.

The evaluation process includes data collection activities using both objective quantitative data and contextual qualitative data collection. Data collection will occur four times a year: baseline in September, December/January for mid-year, March and April for spring review, and May and June for the final end-of-year. Report drafts are required to be submitted to the Douglas County School System two weeks prior to the state deadlines.

A. Comprehensive Evaluation Plan: Our evaluation plan will utilize process and outcome evaluations.

● Process Evaluation will be driven by two types of questions:

1) To what extent has the grant been implemented and how well is it functioning? Are resources allocated as intended? Are activities/program components in place and are all targeted participants involved? Why or why not? Is service delivery on target?

2) How can the programs be improved? What are the barriers to service delivery? What changes are needed to overcome barriers and improve program operations? How has the site attempted to overcome these barriers?

● Outcome Evaluation will focus on three questions:

1) To what extent has each school achieved its stated goals and objectives?

2) What other outcomes have occurred, and are these outcomes positive or negative?

3) To what extent does variation in the quality and quantity of after-school programming result in systematic outcome variations?

B. Data Collection Methods of Continuous Monitoring: The evaluator will be required to employ a scientifically based, mixed-methods approach using quantitative and qualitative measures to assess program implementation and effectiveness. Using the utilization-focused approach (Patton 1997) evaluators will be expected to collect, analyze, and report on information to improve program outcomes and enhance the credibility and validity of the results.

As part of the evaluation process, the external evaluator will conduct site visits in late fall and early spring. During the site visits, the evaluator will conduct a semi-structured interview with the site coordinator(s) and observe the delivery of program components. Mid-year and end-of-year site visit reports will be written and delivered to the Program Director for dissemination and discussion among sites.

Additional data sources will consist of state or local formative assessment, data reports, progress note data and grades, standards checklists, CDA assessment data reports, and site visit reports from both the evaluator and state DOE representative assigned. Programs will also rely on student, parent, and teacher survey data collected. Student and staff surveys will occur twice a year for students and every nine weeks for teachers. Staff will collect report cards.

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Type of Data, Collection Schedule, and Person Responsible: The grant program staff will be required to compile student progress data every two weeks. This will be used for program improvement goals and shared at evaluator site visits. The evaluators will provide the school, staff, and stakeholders with site visit feedback reports outlining the visit, goals towards target numbers, average daily attendance status, progress towards goals and objectives, and observation recommendations.

● Data Collection Schedule:

Data Collection Schedule

Month Type of Data Collected

October Teacher Professional Development Questionnaire

October-May Site Coordinator Interview, Implementation Checklist

January Mid-Year Data Report for GA DOE (Due February first to DOE)

March - April Parent and Family Members’ Survey

March - April Student Satisfaction Post-Surveys, Teacher Surveys

Ongoing Data from Transact, Administrative Records, Secondary Sources

June Summative Assessment Report due to the DOE

C. Fee Schedule:

Contracts typically run from July 1st – June 30th for each fiscal year with DCSD. Given that this contract is being awarded for a time period of less than one year, the fee schedule will be modified accordingly. We do not allow for indirect cost charges nor other fees. For this contract period (date of award through June 30, 2026), the awarded contract amount will be 3% of the awarded amount as stated in Section VII: Project Scope of Work. For this contract period, the fee schedule will be:

Achieve Grant for 2025-2026 school year is $7,142

Factory Transition for 2025-2026 school year is $10,405

SOAR for 2025-2026 school year is $9,448

CHAMP Grant for 2025-2026 school year is $8,508

Focus for 2025-2026 school year is $10,434

STAR for 2025-2026 school year is $9,966

SUCCESS Club for 2025-2026 school year is $9.966

Lithia Cohort for 2025-2026 school year is $8,186

Smart for 2025-2026 school year is $10,296

(________ Responder’s Initials)

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EXHIBIT B: JOB DESCRIPTION

CONTRACTED INDEPENDENT EVALUATOR

Nature of Position:

Douglas County School District is seeking a highly qualified individual to contract as an independent, third-party evaluator for a state funded 21st Century Community Learning Centers (21st CCLC) grant program. The evaluator will provide both process evaluation to determine the fidelity between the program in theory and the program in action, e.g., “To what degree is the 21st CCLC program being delivered as planned?” and outcome evaluation to assess the program’s progress towards expected and unexpected outcomes, particularly the long-term impact of the 21st CCLC initiative. Further, the evaluator must advocate for a utilization-based approach to evaluation with built-in feedback as a conduit to translate evaluation results into program improvement. This individual must be professionally associated with a team of trained evaluators to ensure capacity to provide timely evaluation of multiple sites and offer ready availability for assistance or consultation when required.

Reports To:

Project Director for the 21st CCLC Grant Program.

Required Education and Certification:

Doctorate in evaluation or relevant, related field required.

Required Experience and Skills:

• Experience in evaluating state and federally funded educational grants required.

• Experience in evaluating existing 21st CCLC grants, including development of relevant assessment tools, a plus.

• Experience working in the public education sector.

• Experience in capacity building for internal data collection and assessment.

• A minimum of five years’ experience directing evaluation projects.

• Effective communication skills and excellent interpersonal skills.

• Evidence of planning and organizational skills, with the ability to manage multiple priorities.

• Experienced in…