5. Schedule A - Statement of Work RFP 260000002603.docx

Enter your company name Schedule A – Statement of Work Request for Proposal No. 260000002603 English Learner Program Support This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required. Yellow fields are also used to identify areas where a bidder response is required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and reference it appropriately within your response.

Background The Special Populations Unit (SPU) in the Office of Education Supports (OES) at the Michigan Department of Education (MDE) has the responsibility for facilitating the distribution of funds for English learners in State School Aid, and implementing the provisions required in relevant state law including supporting local education agency (LEA) to meet programming requirements for English learners. The agency is seeking contractor services to offer support for the technical assistance necessary for the implementation of these state funds and program requirements. This support includes LEA budget review and approval, review of associated LEA reporting, and the provision of related technical assistance to LEAs. These consultancy support services are dependent upon availability of funding.

Scope The Special Populations Unit (SPU) requires a contractor to conduct budgetary review and approval of submitted applications, to review associated reports, and to provide related technical assistance to LEAs to support the implementation of funding and programming requirements in State School Aid and relevant state law. The contractor will review and approve budgets and connected reporting in the NexSys Grant Application system and the Grant Electronic Monitoring System/Michigan Administrative Review System (GEMS/MARS). This limited access to these systems allows for the support of LEA modifications by providing technical assistance and respond to LEA questions. Contractor may be required to provide similar services to other projects in the agency within the scope of the contract.

Knowledge and Experience:

· Contractor must be knowledgeable of budgetary processes and be able to demonstrate that knowledge.

· Contractor must be knowledgeable of English learner program requirements and be able to demonstrate that knowledge.

· Contractor must be knowledgeable of the fiscal principles of reasonable, necessary, and allocable, and be able to demonstrate that knowledge.

· Contractor must have experience working in grant systems.

Project Requirements:

Contractor must follow protocols and training provided by staff from the OES Special Populations and Fiscal Units.

Mandatory Minimums The contractor must demonstrate knowledge and experience listed in the Proposal instructions through the resume and/or in the responses provided in the general requirements.

· Knowledge of the state and federal legal requirements related to English learner instructional programming.

· Experience providing technical assistance to districts regarding English learner programs.

· Knowledge and/experience establishing English learning programs including teacher certification requirements, associated costs, selecting instructional materials and supervising or coaching English learner instructional staff.

General Requirements The contractor must work in close collaboration with the Special Populations manager (Stat Program Manager), English learner consultant, and the OES fiscal unit analyst to execute the budgetary, reporting, and reporting review processes.

The contractor must:

a. Review the English learner funding applications and related reports submitted in the NexSys - Next Generation Grant, Application and Cash Management System (NexSys) by eligible LEAs for compliance with current requirements;

b. Approve allowable budget items and provide technical assistance to LEAs to appropriately modify items; and

c. Document important details from the reviews on a summary spreadsheet;

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Response required for Section 4.1 – Section 4.2 Subsections a-c:

· Bidder must describe prior experiences implementing state and/or federal programs for English learners.

· Bidder must describe prior experiences creating, submitting, reviewing and/or approving budgets for state and/or federal funds.

· Bidders must describe prior experiences using grant application systems, and if applicable, any specific experience with the NexSys Grant System.

· Bidders must describe prior experiences using the Microsoft Suite (Outlook, Excel, Word and Sharepoint).

Describe how you will comply with the requirement(s)

The contractor must:

a. Collaborate with a designated team to design reporting for the English learner components in state school code.

b. Provide technical assistance related to districts to support their reporting, including one-on-one conversations, presentations, and other meetings, as requested by the State Program Manager.

c. Review district reports for compliance following the process provided by the State Program Manager.

d. Summarize the findings from the review of the reports.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Response required for Section 4.3 – Subsections a-d:

Bidder must describe prior experiences with written communications.

Describe how you will comply with the requirement(s)

Communicate effectively both verbally and in writing with LEAs, OES staff and the State Program Manager.

The contractor must:

a. Maintain professionalism in communication to constituents both in language, written responses, and documentation;

b. Ensure documentation is sufficiently detailed to be referenced by other SPU staff; and

c. Support the distribution of communication to LEAs regarding state English learner funding, requirements and reporting by creating, reviewing, revising and sending communications as requested by the State Program manager.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Response required for Section 4.4 – Subsections a-c:

Bidder must describe prior experiences with written communications.

Describe how you will comply with the requirement(s)

Contractor must perform additional assignments necessary to complete the above duties that are mutually agreed upon during the life of this contract. Similar activities may be added under this contract that are mutually agreed upon during the life of this contract.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Project Plan The Contractor will carry out this project under the direction and control of the Program Manager.

For this proposal:

The initial project plan will be developed by the State Program Manager in collaboration with the contractor. Upon completion the Program Manager will provide the Project Plan for the respective project which will be carried out by the contractor. The project plan is subject to change at the discretion of the State. If there is a change the contractor will be required to make the necessary adjustments for the specific project.

1. The Contractor must carry out all assigned projects in direct coordination with the Special Populations Unit (SPU) in the Office of Educational Supports (OES).

2. The State Program Manager will closely monitor the progress of each assigned contract activity to determine its progress and provide feedback to the contractor for required adjustments.

3. The State Program Manager will require that the contractor be available for pre and post activity meetings as required for each assigned project.

The Contractor will carry out all assigned projects under the direction and control of the Program Manager.

Upon Contract Award: A final project plan must be submitted for final approval within 30 calendar days of the Effective Date. The plan must also include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, and resources required.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe its experiences implementing a project plan as described above:

Describe how you will comply with the requirement(s)

ADA Compliance The State is required to comply with the Americans with Disabilities Act of 1990 (ADA), including its accessibility standard for websites, applications, content and documents. All Contract Activities created, provided, or made available by Contractor under this Contract in a digital format, including but not limited to, websites, applications, software, mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentation, and spreadsheet) must comply with the accessibility standards provided in the Digital Accessibility Standards, located at SOM Digital Standards.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must acknowledge their agreement with this section and provide details about how they will meet the requirements:

Describe how you will comply with the requirement(s)

Timeframes The State Program Manager and or designee will work with Contractor to develop specific timeframes for each Contract Activity with final acceptance and timeframe for delivery of contract activities at the discretion of the State.

Monthly reporting of all contract activities is required and must be submitted to the State Program Manager for review with acceptance at the discretion of the State.

The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Delivery Delivery will be dependent on timeline and rate of application submissions.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Contractor Training Requirements Contractor will be required intermittently or as required by the State to assimilate/learn new technologies, complete required security trainings, or other trainings for use of systems that will be a part of the required services that must be provided. These training requirements are at the discretion and under the management of the State as deemed appropriate following all State policies and procedural requirements.

Additionally, contractor will be required to attend training sessions provided by OES staff regarding budget and reporting reviews, the provision of technical assistance, and the use of NexSys and Microsoft platforms, as determined by the State Program Manager.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Meetings The Contractor must attend the following meetings:

· The Contractor must attend an introductory meeting within 10 business days of execution of the contract. Date and time of meeting will be determined by State Program Manager.

· The Contractor must attend all meetings as determined by MDE-OES.

The State may request other meetings as it deems appropriate.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Contractor Program Manager The Contractor must appoint one (1) individual specifically assigned to State of Michigan accounts who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Program Manager”).

The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Program Manager.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must identify who the program manager is and what contingencies are in place in the event that the Contractor Program Manager and or designee need to be replaced:

Describe how you will comply with the requirement(s)

Key Personnel See Attachment 1- Key Personnel for requirements related to the key personnel.

Organizational Chart Bidder Response

Provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Add your org chart here or insert the label or filename if you are adding it as a separate attachment.

Customer Service Number Bidder Response

The Contractor must specify its customer service number for the State to contact the Contractor Program Manager who must be available for calls during the hours of 8:00am to 5:00pm EST, at a minimum. Identify customer service availability for this proposal by hours and days of the week.

Insert customer service number

Disclosure of Subcontractors If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Contractor.

Of the total bid, the price of the subcontractor’s work.

Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Required Subcontractor information. Bidders must complete the table below for each anticipated subcontractor. Copy the table as many times as needed for each subcontractor. Complete the second table with the percentage of work that will be completed by all subcontractors involved.

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

Is the subcontractor a GDBE?

Whether the Bidder has a previous working experience with the subcontractor.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

Work performed by subcontractors

Total percentage of work that will be performed by subcontractors: Insert %

Total percentage of subcontracted work that will be performed by GDBE subcontractors: Insert %

Security The Contractor will be subject the following security procedures:

The Contractor must explain any additional security measures in place to ensure the security of State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

The Contractor’s staff may be required to make deliveries to or enter State facilities. The Contractor must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks.

Bidder Response

The Contractor must explain any additional security measures in place to ensure the security of State facilities.

Explain your security measures.

Price Term Pricing is firm for the entire length of the Contract.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Price Changes Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Authorizing Document The appropriate authorizing document for the Contract will be a Deliver Order (DO).

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Invoice Requirements All invoices submitted to the State must include: (a) date; (b) delivery order; (c) service hours; (d) daily detailed description of the Contract Activities; (e) pre-approved travel costs; (f) vendor-generated invoice number and (h) total price.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Payment Methods The State will make payment for Contract Activities EFT.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Procedure Invoices must be submitted monthly to MDE Program Manager or assigned MDE Staff by email. Contract Activities/Deliverables related to submitted invoices must be approved by MDE prior to payment. MDE will provide contractor with all necessary contact information on execution of contract.

The contractor is required to follow the following procedures when submitting invoices, reports, summaries, briefs, presentations, and data dashboard.

Submission of invoices may be subject to change dependent on workload and timeline.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Required Functionality Relating to Data Retention, Disposal, and Retrieval The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

retain all data for the entire length of the Contract.

delete its data or request the deletion of its data, even data that may be stored offline or in backups.

transfer its data back to the State or to a new vendor or new solution.

transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met by the solution and describe its data management capabilities (storage limitations, duration, etc.). If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

Describe how you will comply with the requirement(s)

Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000.00 and an additional $100.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must acknowledge their agreement with this section and provide details for how they will meet the requirements:

Describe how you will comply with the requirement(s)

Enter your company name

RFP 260000002603 1

Schedule A – Attachment 1 – Key Personnel

1. Key Personnel The Contractor must appoint an appropriate number of individuals necessary to meet the project deadlines. Contractor’s proposal must identify Key Personnel assigned to the Contract and describe the functions they will perform. The Proposal must include a short professional biography/résumé of key personnel assigned to the Contract identifying the roles each will have and experience they bring to the project. A Contract Administrator/Project Manager must be identified as the primary contact for the MDE-OES-SPU and coordinator for day-to-day operations.

The Contractor may not remove or assign Key Personnel without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause.

The Contractor must appoint one (1) individual who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 24 hours.

Contractor’s Key Personnel must be on-site within the state of Michigan during regular business hours for the length of the contract.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under the Termination for Cause section of the Standard Contract Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal. Therefore, Contractor and the State agree that in the case of any Unauthorized Removal in respect of which the State does not elect to exercise its rights under Termination for Cause, Contractor will issue to the State the corresponding credits set forth below (each, an “Unauthorized Removal Credit”):

For the Unauthorized Removal of any Key Personnel designated in the applicable Statement of Work, the credit amount will be $5,000.00 per individual if Contractor identifies a replacement approved by the State and assigns the replacement to shadow the Key Personnel who is leaving for a period of at least 30-calendar days before the Key Personnel’s removal.

If Contractor fails to assign a replacement to shadow the removed Key Personnel for at least 30-calendar days, in addition to the $5,000.00 credit specified above, Contractor will credit the State $100.00 per calendar day for each day of the 30-calendar day shadow period that the replacement Key Personnel does not shadow the removed Key Personnel, up to $5,000.00 maximum per individual. The total Unauthorized Removal Credits that may be assessed per Unauthorized Removal and failure to provide 30-calendar days of shadowing will not exceed $5,000.00 per individual.

Contractor acknowledges and agrees that each of the Unauthorized Removal Credits assessed above: (i) is a reasonable estimate of and compensation for the anticipated or actual harm to the State that may arise from the Unauthorized Removal, which would be impossible or very difficult to accurately estimate; and (ii) may, at the State’s option, be credited or set off against any fees or other charges payable to Contractor under this Contract.

The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

The Contractor must identify all Key Personnel that will be assigned to this contract and include the following:

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Name and title of staff that will be designated as Key Personnel.

Key Personnel years of experience in the current classification.

Identify which of the required key personnel positions they are fulfilling.

Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

Identify if each Key Personnel is a direct, subcontract, or contract employee.

Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT) or temporary (T), including consultants used for the purpose of providing information for the proposal.

List each Key Personnel staff member’s length of employment or affiliation with the Contractor’s organization.

Identify each Key Personnel’s percentage of work time devoted to this Contract.

Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

The Contractor must provide detailed, chronological resumes of all proposed Key Personnel, including a description of their work experience relevant to their purposed role as it relates to the RFP.

Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP.

Bidder Response

Bidder must provide include a short professional biography/résumé of key personnel assigned to the Contract identifying the roles each will have and experience they bring to the project and information as required above – either in this response box or identified here as an attachment to this RFP.

RFP 260000002603 1

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