5-Attachment B - Scope of Work - USBE-AR25260-RFP.pdf

Attachment B - Scope of Work Professional Learning and Technical Assistance Event Planner

Solicitation # USBE-AR25260-RFP

I. Introduction

Utah State Board of Education (USBE) is seeking to contract with a contractor to provide professional learning and technical assistance event planner services for the Utah State Board of Education Special Education Section (USBE SES). Under the direction of the USBE staff, the contractor will organize events and activities statewide to improve compliance with the Individuals with Disabilities Education Act (IDEA) and the USBE Special Education Rules and outcomes for students with disabilities. The contractor will organize large-scale and small-scale professional learning and technical assistance activities that will disseminate the message for the USBE SES. The contractor will secure the locations and venues, the presenters and/or facilitators, ensure the evaluation of the training, organize any follow up coaching and communities of practice, and provide for the participant support costs for attendance, etc., and other logistical items to ensure that the professional learning and technical assistance are effective and meet the needs of the state. As the needs of the state vary from year-to-year, the contractor will respond to the direction of the USBE special education staff.

II. Scope of Work

A. Objectives

The contractor shall provide professional learning and technical assistance event planner services according to the following requirements:

a. The vendor will plan large-scale (150+ participants) and small-scale (less than 150 participants) professional learning events (in-person, hybrid, virtual, synchronous, asynchronous, and modules, etc.). The vendor will subcontract (including co-developing the scope of work with USBE SES staff) with national and instate presenters (including all costs for travel, per diem, presentation planning and speaker fees, etc.) and, in collaboration with USBE SES staff, vet content to align with the desired message and outcomes and USBE Policies, Rules (including R277-328) and ensure 508 compliance of all created documents.

b. The vendor will pay for every cost related to the event upfront (except the time of the USBE SES staff who collaborate to provide and/or attend the event) and then invoice the USBE SES for reimbursement. This includes participant support costs, which are stipends, substitute teacher costs, travel reimbursements, lodging/hotels, per diem, and flights as appropriate, etc., according to USBE policy.

c. The vendor will provide event attendees with online access including on devices event details, registration, venue maps, parking information, presenter bios, live captioning, presentation materials, etc.

d. The vendor will use the USBE MIDAS online registration and continuing education credit tracking system for appropriate events, as determined by USBE SES staff.

e. The vendor will ensure all events have necessary technology (appropriate wifi connections, audio, video, live streaming, archiving, online posting, etc.) to support participant access and the success of the event.

f. The vendor will ensure all venues, not only meet ADA requirements for physical access, but are organized to ensure successful physical access to the event.

g. The vendor will work with the USBE SES staff to determine where the events need to be provided across the state and then organize as many sections of each event regionally as the USBE SES staff determine appropriate.

h. The vendor will follow all IDEA and USBE fiscal requirements or request written exception from the designated USBE SES staff.

i. The vendor will meet weekly, as appropriate, with the designated USBE SES staff to determine the message that needs to be disseminated, how to disseminate the message, the timelines for dissemination and the USBE SES staff who will be the lead collaborators for each event, etc. The vendor will follow the direction of the designated USBE SES staff to vet all event content to ensure alignment with the USBE messages and 508 compliance. The vendor will be nimble enough to add, change, and delete events based on need and/or anticipated participation.

i. Special Education content may include but is not limited to: behavior and social emotional support; English language arts; mathematics; inclusive practices; new teacher induction; co- teaching; assessment (eligibility, formative and summative, etc.); disability specific information; Office of Special Education Programs (OSEP) Annual Performance Report (APR) indicator-specific information; American Sign Language (ASL) interpreting; speech language technician induction; special education eligibility evaluator training; post-secondary transition; preschool; cultural competence; students learning English;

special education program leadership; special education law; etc.

j. The vendor will facilitate and provide all necessary registration and participation activities and resources, including any printed or virtual materials (presentations and programs, badges, sign-in processes, recording of continuing education credit, implementation kits, etc.)

k. The vendor, when appropriate, will subcontract with, organize, and provide all necessary resources for vendor exhibits at specific, appropriate events.

l. The vendor agrees to organize and provide food for events in accordance with Federal and State guidelines, when appropriate.

m. The vendor agrees to require, accept and take responsibility for, and demonstrate appropriate use of registration and material costs, when appropriate.

n. The vendor will physically facilitate events when assigned by the designated USBE SES staff.

o. The vendor will co-facilitate events when determined appropriate by the designated USBE

SES staff.

p. The vendor will subcontract with presenters chosen by the designated USBE SES staff.

q. The vendor will provide the designated USBE SES staff with detailed information about any presenters with whom the vendor is considering subcontracting so the presenter can be approved before an offer is extended.

r. The vendor will use an event evaluation method and/or tool approved by the designated USBE SES staff. The vendor will administer the evaluation to all event attendees and analyze and present the evaluation results to the designated USBE SES staff within 30 days of each event. The vendor will suggest ways to make events more effective and efficient based on individual and aggregate event evaluations. The vendor will be nimble and adjust practice based on the direction of the designated USBE SES staff.

s. The vendor will provide the designated USBE SES staff with an anticipated budget for each individual event, a running list of encumbrances for the event, and then a summary of event costs once the event is completed. The vendor will adjust the budget as required by the designated USBE SES staff.

t. The vendor will provide the designated USBE SES staff with a logistics blueprint (who, what, where, when, how) for each event within 30 days of the two parties agreeing to schedule the event. The vendor will adjust the blueprint according to the direction of the designated USBE SES staff.

u. The vendor will create 508 compliant marketing materials as directed by the designated USBE SES staff and disseminate them to the appropriate audiences for all events or as directed by the designated USBE SES staff, disseminate marketing materials created by the USBE SES staff to the appropriate audiences for all events.

v. The vendor will use a mutually agreed upon (USBE and the vendor) online project management/tracking tool for all events detailing the steps, responsible individual, budget,

w. The vendor will abide by the USBE Participant Support Costs policy when providing support costs for event participants.

x. The vendor will provide reimbursement for paraeducators, teachers, and other professionals working towards special education math endorsements, APPEL-SpEd (Alternate Pathway to Professional Educator Licensing in Special Education), those completing the SpEd-EE (special education eligibility evaluation endorsement), and other USBE SES-based reimbursement projects, as needed, in accordance with USBE SES direction.

y. The vendor will abide by State of Utah Division of Finance travel policies for all travel costs (including participants, presenters, or staff).

z. The vendor will clearly articulate their administrative and/or indirect costs to administer this contract as outlined.

aa. If a prospective vendor is invited to present to the USBE SES, the vendor will demonstrate their plan and system for budgeting and accounting.

bb. If a prospective vendor is invited to present, experience and qualification in event management will be demonstrated.

cc. Demonstrate project management tool to track each activity.

B. USBE Objectives:

a. The designated USBE SES staff will direct all work of the vendor.

b. The designated USBE SES staff will determine the content message(s) to disseminate at every event.

c. The designated USBE SES staff will determine the need, the "why", for all events.

d. The designated USBE SES staff will meet with the vendor weekly, and/or as needed, to plan the "where," "when," "how," "what," and "who" for events that will be provided.

e. The designated USBE SES staff will give the vendor the content needed to create the event evaluation method and/or tool.

f. The designated USBE SES staff will co-facilitate the event, when the designated USBE SES staff determines it is appropriate.

g. The designated USBE SES staff will vet the prospective presenters with whom the vendor is considering subcontracting to ensure the message and content are aligned with the USBE.

h. The designated USBE SES staff will provide the vendor with an annual evaluation of the vendor's effectiveness in implementing the contract's scope of work.

i. The designated USBE SES staff will hold an annual professional learning (PL) planning retreat with the contactor and outline the basic events for the needs for the upcoming school year, so a tentative calendar can be organized months in advance of any events.

C. Event Implementation Plan

a. Ensuring USBE SES messaging and priorities

i. The vendor is committed to ensuring all events are marketed, planned, and implemented within the context of USBE SES priorities and with strict adherence to the USBE SES guidance and messaging expectations.

ii. The vendor will ensure, for each event, mutual understanding of the USBE's SES expected purpose and outcomes. Events will be engineered with the message and expected outcomes in mind, from conceptual development, implementation, to post-event evaluation data analysis.

iii. The vendor will meet weekly, or as often as the USBE SES requires, with the designated USBE SES staff to determine the message, the messaging dissemination strategies, the timelines for dissemination, and personnel involved including roles and responsibilities of each, related to the overall messaging plan.

b. Professional Learning/Technical Assistance Event and Activity Planning Process

i. The vendor, working in collaboration with the designated USBE SES staff, will perform the following general event planning process that can be adapted and implemented as the USBE SES requires:

• In conjunction with the USBE SES, ensure understanding of the purpose and intended outcomes of event(s).

• Identify intended participants and desired knowledge and skill(s) to be attained by the participants for each event.

• Identify dates and key milestones to ensure the planning process is timely.

• Keeping content and outcomes in mind, collaboratively identify professional learning providers/trainers as well as assist in identifying evidence-based resources/materials for content training.

• Locate potential venues and outline other logistical requirements (as described later in this section).

• Suggest catering options, when required by the designated USBE SES staff.

• Suggest an onsite management plan, including personnel duties and expectations.

• Propose plan to gather event outcome data, including measuring and describing results of the event and planning for future events.

• The vendor event planning process will include corresponding with the venue to secure meeting spaces, arranging hotel overnight accommodations, catering, creating the registration process, marketing (email, social media, etc.), and materials development (e.g. agenda, agenda booklet, nametags, signs, etc.).

• The vendor’s event planning process will include considerations of planning for risk mitigation and prevention; establishing a back-up plan for key elements such as venues, presenter emergencies, participant-related issues, as well as other types of unforeseen issues. A key component to such risk management is having a strong communication plan with USBE SES staff, event management staff, and attendees.

• The vendor will plan for and use multiple modes of communication (e.g. phone, email, text, social media, web-based apps, and direct mail, etc.) to ensure information is easily and efficiently received and disseminated to and from key stakeholders involved in all events.

• The vendor will establish a pre-planned and effective and communication protocol for unforeseen circumstances such as event modifications or cancellations.

• The vendor will develop the registration site, collect attendee information, and payment when requested by the designated USBE SES staff, if applicable.

• The vendor’s registration process will include, but is not limited to, attendee name, title, role, organization, email address, phone number, billing information, accommodations request, dietary restrictions, etc., as required by the designated USBE SES staff.

a) Discount codes will be created as needed and in accordance with the USBE's SES expectations.

b) Attendees will be able to register individually or as a group with the group leader receiving registration updates.

c) Emails will be sent to invitees to market the event as well as reminder emails to registrants about event attendance.

d) Presenter bios, materials, agendas, announcements, fee information, directions to the event, event parking information, etc. will be included on the registration site as required by the designated USBE staff.

e) The vendor will make a one-stop event mobile app available.

• The vendor will pay participate support costs, according to USBE policies when required by the designated USBE SES staff.

c. Onsite Management and Facilitation

i. The vendor will employ experienced event staff that will directly interface between venue, presenters/trainers, and the designated USBE SESnstaff.

ii. The vendor will work with USBE's preferred registration process and interface to collect track, and expend such fees in accordance with USBE, state, and federal spending rules.

d. Professional Learning and/or Technical Assistance Management

i. Subcontract with providers of professional learning, technical assistance, mentoring, coaching, etc., including the hourly rate for providing services, travel and per diem costs, event registration costs/fees.

ii. Subcontracts will follow USBE policy and State of Utah Division of Finance travel guidelines.

Implementation and Timeline A. Contract Implementation

Within two weeks of a fully executed contract, the vendor will be available to begin planning with the designated USBE SES staff. Immediate guiding questions to begin discussion include:

• Possible event location(s) and venues.

• Program and agenda development plan.

• Speaker acquisition and management plan.

• Materials design and organization plan.

• Catering considerations.

• Participant registration/accounting plan.

• Onsite event management plan.

• Post event management evaluation plan.

• Acquire an online project management tool.

B. Cost Planning Considerations

1. Venue/facility contract cost

2. Audio/visual

3. Registration

4. Materials: handouts, agenda, nametags signage, banners, etc.

5. Travel for staff and presenters

6. Cost of presenter fees

7. Food/Catering

8. Staff time and effort for design, planning and implementation

9. Misc. (i.e., shipping, postage, mileage, other)

C. Other Event Planning Considerations

1. Cap on attendance

2. Special guests and waived registrations

3. Anticipated number of participants

4. Pre- or post-event activities

5. Speaker information/bias

6. Registration go-live date

7. Save the date flyer

8. Catering

9. Materials

10. Nametags

11. Signage

12. Continuing Education Credit

D. Event Planning Timelines

1. Within Two (2) Weeks of Kick-off Meeting:

• Begin setting dates and times

• Develop draft event agendas or program shells.

• Assist in developing messaging strategies.

2. Within Two (2) to Four (4) Weeks of Kick-off Meeting:

• Determine event site requirements: food and beverage, audio-visual needs, transportation, and recording, registration and welcome, overnight accommodations, training materials, parking, restroom facilities.

• Determine preliminary printing requirements and printer deadlines.

• Book outside speakers and confirm speakers.

• Consider how feedback will be collected and develop an event evaluation strategy.

• Set meeting and milestone dates.

• Finalize budgets.

• Identify ADA requirements and security and risk management protocol. Check with insurer for any coverage issues and determine if you need special event insurance.

• Confirm dates, times and services with all vendors.

3. 30 Days Prior to Events:

• Review event site hardware, software and connectivity requirements.

• Make on-site verification visit if necessary.

• Send invitations and follow-up with reminders.

• Finalize food and beverage selections.

• Arrange for transportation of event supplies from (site of origin) to the event site, as well as return shipment as necessary.

• Ensure that signage and printing needs are on schedule with printer deadlines.

• Review onsite staff needs and solicit volunteers (if needed).

• Review and verify the budget, task sheets, event timelines, printed event materials and all other deliverables.

4. One Week Prior to Events:

• Confirm final attendance numbers and verify participant names.

• Confirm shipping schedule of inventory, equipment and supplies to event site.

• Schedule in-progress meeting with event project leads to address any issues.

• Schedule a meeting for post-event evaluation discussion.

5. One Day Prior to Event:

• Receive and inventory all shipments, equipment and supplies and confirm return shipment.

• Set up event or meeting spaces.

• Conduct instructional briefings for volunteer staff.

• Walk through the venue and check that all requirements have been met.

6. Immediately After Event:

• Inventory and pack all materials.

• Gather name tags.

• Gather evaluations forms from attendees and volunteers, if evaluations are not available online.

• Return shipping (if needed).

III. Contract Award It is anticipated this RFP will result in a single contract award to the responsive and responsible Offeror with the highest score justified by the Procurement Code.

The contract resulting from this RFP will be for five (5) years, with a target start date of July 1, 2025, and end date of June 30, 2030. While not scored, please provide costs associated with an additional five (5) one-year renewal options in the Cost Proposal Form. These renewal option years MAY be exercised at USBE’s discretion and subject to appropriation. However, USBE reserves the right to terminate the contract at any time in accordance with the provisions set forth in the USBE Standard Terms and Conditions.

IV. Contract Budget The maximum contract budget is $7,500,000.00. However, this is NOT a guaranteed total amount. Cost proposals should represent the amount it will take to administer this program in accordance with USBE authorized activities. The amount spent on the contract is dependent on the activities that USBE authorizes. The total amount, including all professional learning, stipends, event costs, etc. and vendor cost will not exceed $7,500,000.00 at the expiration of the awarded contract.

V. Program Management and Invoicing

Contractor shall submit monthly, itemized invoices electronically to the USBE email account at accountspayable@schools.utah.gov and the USBE program manager(s) identified in any contract resulting from the RFP for all goods and/or services provided in accordance with the terms on the agreement. Invoices will not be considered for payment if submitted by another method.

Invoices shall include the following:

1. Contractor Name

2. Vendor Number (if known)

3. Uniquely identifiable invoice number

4. Invoice date

5. Contract Number

6. Recipient Entity’s contact information (phone number and email address)

7. Contractor’s authorized signature

8. Date(s) goods/services were provided

9. Description of goods and/or services for which payment is requested (Itemized)

10. Dollar amount requested

Invoices submitted by Contractor to USBE without the required information will not be paid and shall be returned to the Contractor for completion.

All payments made to the Contractor under this agreement shall be made in the name of the Contractor, as it appears in this agreement. All payments will be sent to the address for the Contractor as it appears in the agreement. Changes to the information identified in this section must be requested in writing.

To obtain payment for the goods and/or services authorized by this agreement, Contractor shall submit the itemized invoice together with supporting documentation of work performed.

USBE reserves the right to question or seek clarification for any cost invoiced if the invoice is not supported by proper documentation.

Contractor may be required to repay the USBE if, during or after the contract period, an audit or other review determines that payments made by the USBE to Contractor were incorrectly paid or were based on incorrect information received from the Contractor. USBE reserves the right to withhold any or all subsequent payments to the Contractor until the incorrect amounts paid have been fully recovered.

mailto:accountspayable@schools.utah.gov