31PCSA-S4046 - Scope of Work .docx

Nevada State Purchasing Division Department of Administration 515 E Musser St Ste 300 Carson City, NV 89701 purchasing.nv.gov nevadaepro.com

Scope of Work 99PCSA-S4046 Document Draft, Consulting & Project Management Services

Project Background

Over the past decade, State Public Charter School Authority (SPCSA) has experienced significant growth in the size of its charter school portfolio, the number of grants under its umbrella, and the scope of its responsibilities.

As a result of this growth, the load and complexity of its fiscal and operational responsibilities have increased substantially.

Through staff turnover, the SPCSA has recognized a gap in agency knowledge and documented procedures that is essential to inform current agency decisions, respond to historical audits, perform certain obligations, and provide background information on previous actions.

Project Goals

Offer flexibility in schedule and quick response times to work around SPCSA needs and deadlines.

Maximize available funding by providing services, templates, resources, or additional features above and beyond the requirements of this Scope of Work.

The primary goals of this contract are as follows:

Information is captured and organized in transferable formats to ensure continuity of agency knowledge and operations regardless of staff turnover.

Staff gain knowledge of SPCSA historical context, activities, fiscal and legislative processes, obligations, strategies, and relationships.

Policies and procedures and documented to ensure consistency and continuity of agency operations.

Budget Information

The total not-to-exceed amount for this project is $280,000 (approximately $70,000 per fiscal year). The SPCSA anticipates greater need for services in the first year of the contract, with a steady reduction throughout the course of the contract. The first year is anticipated to average 20 hours per week, with the possibility of more or fewer hours per week depending on agency needs and vendor availability.

Requirements and Deliverables

Shared Knowledge Document Library

Research, document, and organize within the SPCSA’s Sharepoint site requested information such as historical information, current information, guidance, procedures, obligations, templates, and related information. This may include, but is not limited to, creating policies, procedures, spreadsheets, instructions, templates (including email templates), white papers, and related resources.

Develop documentation and learning resources in such manner that current and future employees and individuals with limited initial knowledge can navigate easily and use independently to gain the knowledge needed to perform tasks, complete reports, comprehend situations, and make informed decisions.

Subject Matter Expertise and Guidance:

Engage in deep self-guided research of SPCSA historical actions, current matters, grants, and related topics to assist in guiding agency decisions and answering external questions (auditors, LCB, GFO, etc.).

Particularly in areas of historical, nuanced, and complex situations, provide guidance and explanations, engage in problem solving discussions, propose solutions with associated rationale, and give additional context, perspectives, and related information SPCSA staff may not know to ask about that is relevant to the situation and agency.

Document information provided as part of item 4.1.

Additional Project Work and Management:

Complete assigned project work in accordance with agency, state, and federal requirements and by established deadlines.

Document all activities, project work, information provided, communications, and related materials as part of item 4.1.

Projects may vary based on agency need. Example projects and project work may include, but is not limited to:

Training staff one-on-one and in group settings.

Supporting the preparation of responses to GFO, LCB, legislators, auditors, and related entities when historical context or subject matter expertise/research is needed.

Researching topics as assigned and preparing written and oral recommendations, guidance, and datasets to inform agency decision making.

Supporting legislative activities, including bill analysis, researching topics, viewing and summarizing hearings, implementation requirements, agency policy/procedure changes, and related work.

Completing and submitting reports, forms, and related materials.

Performing other supplemental agency projects as needed.

General Expectations:

Work Assignment and Reporting:

Work assignment will come primarily from the F&O Director but may come directly from the Executive Director or designee.

The F&O Director and the Executive Director or designee are the sole points of contact unless otherwise instructed.

Keep the F&O Director and, when assigned, the Executive Director, informed of all project plans, anticipated hours, activities, meetings, challenges, communications, outcomes, and related information.

Continued work assignment is based on satisfactory job performance, availability of funding, and need for the position.

Schedule and Payment:

Most work may be completed remotely, independently, and on the vendor’s chosen schedule.

The work will be assigned on a project basis. Payment will be based on work necessary to complete the project.

Some tasks may require quick oral and/or written responses to unplanned needs, including within the same hour, day, or week. Examples of this are responses to auditors, legislators, LCB, GFO, and related entities.

Conduct:

Represent the agency and its members in a professional manner.

Seek clarification on assigned tasks, if needed.

Complete assigned tasks within established timeframes and with desired results.

If providing training, engage in compassionate, patient, and encouraging teaching methods or approaches that do not shame learners or disparage individuals.

Engage in discussions and meetings in a kind and professional manner that supports the SPCSA and its staff.

Vendor Qualifications

Preferred:

Demonstrated understanding of the charter school landscape in Nevada.

Experience working collaboratively across multiple Nevada state agencies.

Experience working with public agencies, educational organizations, local education agencies (LEAs), charter school authorizers, or related entities.

Demonstrated understanding of the applicable laws, regulations, policies, nuances, and intricacies related to the work of the SPCSA.

Demonstrated understanding of the historical context and rationale around SPCSA decisions, challenges, initiatives, operations, and related information.

Strategic understanding and experience responding to questions from legislators, LCB, GFO, and auditors in a manner that successfully supports and advances state agency initiatives, plans, activities, and requests.

Required:

Subject matter expertise and experience successfully performing work at a state agency in accordance with state policies and procedures that includes at least one of the following: grant compliance and management, grant subaward allocations, grant funding for administrative costs, budget build, budget closing, legislative session activities, agency-wide policy or procedure documentation, or related activities.

Demonstrated ability to conduct deep and independent research using a variety of source materials, including, but not limited to, law, policy, interviews, and agency files.

Demonstrated ability to write procedures, white papers, summary documents, manuals, and related instructional and resource documents used for reference and education by a variety of users and organized in an easily usable manner.

Demonstrated ability to successfully perform the type of work outlined in this scope of work while ensuring deadlines and requirements are met.

Any combination of experience, knowledge, or abilities to meet the expectations of this scope of work.

Response Requirements

Respond to requirements outlined elsewhere in the solicitation.

Resumes of key personnel demonstrating required and, if applicable, preferred qualifications (item 5).

Description of how the vendor envisions the working relationship with the SPCSA.

Address all required elements (item 4) and articulate any components of the ideal proposal (items 2.1 & 2.2) the vendor will provide.

Provide information regarding the vendor’s plan and approach to meeting the contract goals and deliverables.

Explanation of how the vendor plans to maintain detailed time logs and demonstrate that hours invoiced correspond to deliverables provided.

Responses should be detailed enough to address the solicitation but succinct enough to allow evaluators with limited time to read the proposal thoroughly.

Description of any assumptions, limitations, or requirements necessary for successful project completion.

Identify what items, if any, in this RFP are not included in the vendor’s proposal.

Optional, but recommended: Examples of vendor’s work in similar engagements.

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