1098 Fifth Avenue, Jonesboro, Georgia 30236 (770) 473-2700

DR. ANTHONY W. SMITH RAMONA BIVINS

Interim Superintendent of Schools Chief Financial Officer

ADDENDUM # 2

Pre-Qualification for SUPPLEMENTAL EDUCATIONAL SERVICES

(TUTORING, HOMEWORK ASSISTANCE AND AFTERSCHOOL ENRICHMENT)

Clayton County Public Schools

Solicitation Released:

April 19, 2023

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect. This clarification is being provided to all known respondents.

1. CCPS has received questions pertaining to this RFQu. The questions and their resulting answers are attached hereto as Exhibit 4.

2. Page 11 of 81, Number 5, Term of Agreement has been replaced in its entirety. The corrected section is attached hereto as Exhibit 5.

3. Attachment B, Cost Proposal Form has been replaced in its entirety. The corrected form is attached hereto as Exhibit 6.

Debra B. Brewer, Esq., CPPO Issue Date Director, Department of Purchasing

ACKNOWLEDGEMENT

This sheet must be completed, signed, and returned with any proposal to acknowledge receipt of this Addendum. Failure to do so may result in the rejection of any proposal submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

Clayton County Public Schools Division of Business Services

5/12/2023 | 3:10:14 PM EDT

RFQu 003-23 SUPPLEMENTAL EDUCATIONAL SERVICES

(TUTORING, HOMEWORK ASSISTANCE AND AFTERSCHOOL ENRICHMENT)

QUESTIONS AND ANSWERS

Exhibit 4

QUESTION 1 Would the District be willing to evaluate a vendor's proposal for a program that provides personalized and group sessions to enhance academic performance, tracks progress, and offers intensive support through coaches, particularly for students requiring additional interventions?

ANSWER Yes

QUESTION 2 Is the District accepting proposals from an all-virtual tutoring agency within this RFP?

ANSWER Yes

QUESTION 3: Does the performance bond provision apply to tutoring (since it's normally used for construction-based businesses) and could we potentially qualify for a waiver for the bond or audit? Without knowing whether we will be awarded the contract, both the bond and the audit would be very expensive to have done. We'd be happy to submit the required financial documents with the explanation that we'll provide an official bond or audit if we are awarded the contract.

ANSWER There is no bonding required.

QUESTION 4: Do you accept proposals from vendors who provide supplemental goods designed for after-school and enrichment programs to promote literacy? Will the district award multiple vendors?

Will the district only consider vendors that provide services and/or staffing?

ANSWER Yes

QUESTION 5: How many schools (elementary, middle, and/or high) will house the face-to- face and virtual tutorial program in its inaugural year?

ANSWER All 69 sites have the potential to need services.

QUESTION 6: How many students will be serviced on a typical school day?

ANSWER It depends on the needs of the students and school. It can range from approximately 50 to

200 students per school, however, no particular number is guaranteed.

QUESTION 7: Approximately, how many hours will our services be used (during or after school) each day?

ANSWER The Proponent must offer services after school during the weekdays from 3:00 p.m. to

9:00 p.m. and be available on Saturdays and Sundays from 1:00 p.m. to 5:00 p.m.

QUESTION 8: What online assessment resources (IXL, Moby Max, USA Test Prep, Illuminate, etc.) will be accessible for instruction/measurable results?

ANSWER Yes, providing parents give permission or there are alternative ways in which the data can be collected. CCPS will also examine FERPA laws to make the process as easy as possible.

QUESTION 9: Please explain the “Firm Fixed Hourly Rate” column of the Cost Proposal Form.

ANSWER Firm fixed hourly rate is the total amount paid for each hour of work performed based on the rate per hour.

QUESTION 10: What is the expectation for the virtual and face-to-face after school enrichment program?

QUESTIONS AND ANSWERS

Exhibit 4

ANSWER See the RFQu, Attachment A, Scope of Services

QUESTION 11: Will the district consider digital supplemental curriculum programs that do not include virtual or in-person access to a tutor? For example, a digital program for self-directed or teacher-led learning?

ANSWER No.

QUESTION 12: Within the response format (see page 15 - 19), the identifying outline numbers repeat 9.2.3 for two categories, and then jump to 9.2.11. Would the district prefer that responses mirror the numbers as they are within the RFP, or adjust these numbers to 9.2.4 and 9.3.5 accordingly?

ANSWER Section 9, Response Preparation and Guidelines has been replaced in its entirety. The corrected section is attached to Addendum 1 as Exhibit 3.

QUESTION 13 How many schools will be included for each bidder in this program’s inaugural year?

ANSWER All 69 sites have the opportunity to participate.

QUESTION 14 How many students will be serviced on a typical school day?

ANSWER It depends on the needs of the students and school. However it can range from approximately 50 to 200 students per school.

QUESTION 15 Approximately, how many hours will our services be used (during or after school) each day?

ANSWER See the answer to Question #7.

QUESTION 16 What online assessment resources (IXL, Moby Max, USA Test Prep, Illuminate, etc.) will be accessible for instruction/measurable results?

ANSWER Yes, providing parents give permission or there are alternative ways in which the data can be collected. CCPS will also examine FERPA laws to make the process as easy as possible.

QUESTION 17 Please explain the “Firm Fixed Hourly Rate” column of the Cost Proposal Form.

ANSWER See the answer to Question #9 in this document.

QUESTION 18 What is the expectation for the virtual and face-to-face after school enrichment program?

ANSWER See the RFQu, Attachment A, Scope of Services

QUESTION 19 Will tutors be needed during school hours for face-to-face instruction? If so, will there be a need for an external location or to pay a use-of-space fee?

ANSWER Tutoring can be delivered before, during, and after school. The design of the Proponent’s program will determine the location of delivered services and if a fee is paid to rent/lease space.

QUESTION 20 Business insurance typically covers the location of said business. If I want to secure a bid for virtual tutorial, is it necessary to provide proof of business insurance?

QUESTIONS AND ANSWERS

Exhibit 4

ANSWER See the RFQu, Appendix B.VI Insurance

QUESTION 21 If a private company does not publicly disclose financial documents of this nature, will the District accept a letter of good standing from a potential vendor's financial institution in lieu of the requested financial statements listed, with the understanding that these documents would be required upon award or contract?

ANSWER No.

QUESTION 22 If the ANSWER to the above question is "no", is the District accepting redacted copies with the financial requirements clearly marked as confidential?

ANSWER All records are subject to the Georgia Open Records Act.

QUESTION 23 Our business licenses is located in Tifton, GA and we operate our programs from DeKalb County

School District (Canby Lane Elementary). We do have a Decatur P. O. Box for mail and correspondence. Are we still able to apply for the grant or does that disqualify us?

ANSWER See the RFQu, Section A.6 - Information and Instructions to Proponents, Business

License. There is no grant involved.

QUESTION 24 Can you tell us how do we apply for the Small Local Business Enterprise (SLBE) Program?

ANSWER No. CCPS does not have an application and does not provide certification. Please refer to Appendix D, SLBE Program requirements.

QUESTION 25 What is the cost for background check?

ANSWER CCPS charges fifty-one dollars and fifty-cents ($51.50) for background checks.

QUESTION 26 We are still waiting on the underwriter to complete our insurance for us to complete the registration to apply. Is there a deadline date to register?

ANSWER The Proponent must have proof of insurance or evidence of coverage submitted with the proposal. If awarded, CCPS must be added as additionally insured.

QUESTION 27 Approximately how many students do you expect to receive tutoring this year?

ANSWER The tutoring services will be available for all CCPS students. However, there is no minimum or maximum guaranteed number.

QUESTION 28 Elaborate on the Essay review requirements? For example, how many should we expect monthly?

ANSWER Review the RFP. However, based on our data, the number of essays reviewed varied by grade level and the time of the year and could range from approximately 50 to 200 essays per month.

QUESTION 29 The RFQu mentions the need for the following insurances: Worker’s Compensation, Employer’s

Liability, Comprehensive General, and Automobile Liability, Additionally, the policy must include the following extensions: Comprehensive Form, Contractual Insurance, Personal Injury, Broad

Form Property Damage, Premises – Operations, and Completed Operations. Is all of this coverage necessary for strictly virtual interactions? On site (school house) interactions?

QUESTIONS AND ANSWERS

Exhibit 4

ANSWER All insurance requirements in this RFQu must be met.

QUESTION 30 If a sub-contractor is acquired, new independent contractor, or employee after the May 9th deadline, what is the procedure to update the aforementioned documentation?

ANSWER If awarded a contract, all additional sub-contractors or changes must be approved in writing by CCPS.]

QUESTION 31 It was stated in the Pre-Proposal Conference that vendors were allowed to hire educators from

CCPS to assist with providing services. Where can I find this information?

ANSWER CCPS will provide the list to the awardees.

QUESTION 32 Is the "Proposal Submission Form" the Response Submission Form from page 2 of the RFQ? If not, where is this document located?

ANSWER Yes.

QUESTION 33 Will tutoring sessions be scheduled/managed exclusively by the parent or individual student?

ANSWER Students, parents or guardians will be able to select from the list of awarded Proponents selected that best meets their needs.

QUESTION 34 Can tutoring occur during the school day as a supplemental service to classroom instruction?

ANSWER No.

QUESTION 35 Is CCPS seeking a 24/7, “on-demand” tutoring partner, through which students can expect sessions to occur within an hour or so of booking?

ANSWER See the RFQu, Attachment A, Scope of Services

QUESTION 36 Can CCPS elaborate on the scale of its after-school enrichment programs and how tutoring would take place in that setting? Are there any tutoring requirements for students in this setting?

ANSWER CCPS has the after school remediation that tends to focus on preparing students for the

Georgia Milestones. The District needs show that CCPS need tutorial to help students better access the curriculum, recover from unfinished and lost learning.

QUESTION 37 Attachment A, item 12 states, “The Proponent provide the equipment, resources, or learning tools needed to provide tutoring and/or homework assistance to students or CCPS.” Can

Proponents assume students already have devices and internet access necessary to connect to the tutoring sessions?

ANSWER Yes.

QUESTION 38 Attachment A, item 13 states, “All tutors, instructors and staff that will have direct interaction must complete a background check approved by CCPS at no additional cost to CCPS.” Is a

CCPS-specific background check required? Or will background check processes already in place during Proponents’ hiring processes be acceptable?

QUESTIONS AND ANSWERS

Exhibit 4

ANSWER CCPS background checks are required.

QUESTION 39 Attachment A, item 17 states, “Proponent must provide essay review services for

English/language arts Grade 6 to 12 students with only a 24-hour response and wait time for student feedback.” Will other relevant services be considered to satisfy this requirement, or must proponents provide asynchronous essay review in order to be awarded?

ANSWER CCPS will review the Proponent’s response to determine whether it meets the requirements.

QUESTION 40 Attachment A, item 14 states, “The system must automatically group family members so that multiple children in the same household will get the same message once.” Will the district provide the vendor with these family groupings, or is that something that will need to be self-reported by the student/family in vendor’s system?

ANSWER CCPS will collaborate with the awarded Proponent(s) to secure this information.

QUESTION 41 Attachment A, item 16 states, “The system must have a secure administrator mobile app that provides identical functionality to the web-based notification system.” Will proponents proposing a web-based application, who therefore do not have a mobile app, be considered?

ANSWER CCPS will examine what the Proponent offers. If the Proponent has an app, it must be secure.

QUESTION 42 Attachment A, item 18 states, “Proponent must ensure that no tutor provides tutoring in more than two content areas at a time for which they have demonstrated to be highly qualified.”

Please provide further definition of “content areas.” Is a content area considered to be, for example, Math, Science, History, etc.? Or does CCPS define content areas more specifically, for example, Algebra, Geometry, Biology, etc.?

ANSWER Content areas for example, are math and science, or language arts. One can tutor in multiple similar subjects in one content area as shown in the example– algebra, calculus, geometry.

QUESTION 43 Attachment A, item 21 states, “Proponent must provide a detailed process for schools to access online and on-demand usage reports, student reports, and student archived sessions provided in the school. This data must be downloadable using a secure and automated process.” Must reporting be self-serve, or would regular (e.g., weekly) vendor-provided reports be sufficient for

CCPS’s needs?

ANSWER The Proponent can provide the reports.

QUESTION 44 Attachment A, item 22 states, “Proponent must provide a detailed instructions to allow students to access archived tutoring or homework assistance sessions.” Does this requirement apply to group sessions or only to 1-on-1 sessions? Group session video archive access may prove problematic due to the sensitivity of distributing videos containing other children. Please clarify

CCPS’s expectations on this.

ANSWER This requirement is for individual sessions with the students.

QUESTION 45 Can an enrichment program include afterschool activities like financial literacy and coding or only center around academic core subjects?

QUESTIONS AND ANSWERS

Exhibit 4

ANSWER Yes, the enrichment program may include afterschool activities.

QUESTION 46 Can invoices be billed 30 days prior to services rendered?

ANSWER No. Invoices must be billed after the services have been rendered.

QUESTION 47 If an organization performs more than one type of service (ex: homework assistance and afterschool enrichment program), can all services be included on the invoice or would each program need a separate invoice?

ANSWER Invoices must be billed based on the services rendered.

QUESTION 47 Would CCPS consider providing more than a maximum of $1,000 per child if afterschool enrichment services are offered?

ANSWER No.

QUESTION 48 Can 1099 independent contractors that are certified teachers be hired?

ANSWER This is not relevant to the RFQu.

QUESTION 49 If Clayton County School certified teachers are hired, can they be 1099 independent contractors?

ANSWER See the answer to Question #48 in this document.

QUESTION 50 Is this a new contract or renewal? If renewal, what is the current contract number and who is the recipient?

ANSWER This will be a new contract, if awarded.

QUESTION 51 Can you clarify background check requirements for this activity?

ANSWER All tutors, instructors and staff that will have direct interaction must complete a background check approved by CCPS at no additional cost to CCPS.

QUESTION 52 What level of volunteer or contractor does a tutor fall into for the purposes of this procurement effort (information on the District website) - Levels 1-3?

ANSWER See Question #48.

QUESTION 53 How many students do you anticipate actually using the services?

ANSWER CCPS anticipates 15% to 50% of students being involved. However, it will take time to build up to 50%.

QUESTION 54 Is the tutoring oriented toward a specific type of student?

ANSWER No.

QUESTION 55 Do we need to submit proof of our Georgia business license with the proposal or can we submit that after an award it made?

QUESTIONS AND ANSWERS

Exhibit 4

ANSWER The Proponent is requested to submit a copy of its current, valid business license with its submittal.

QUESTION 56 What is the estimated duration, frequency, and number of students for the after-school enrichment program?

ANSWER Services can be as short as one hour, and as long as the Proponent determines.

Frequency and the number of students vary based on what the Proponent offers.

QUESTION 57 Will tutors provide services to students at school during school hours? If so, will we still be charged a fee?

ANSWER See the answer to Question #7 in this document. Typically there is no charge for using the school’s facilities.

QUESTION 58 It was stated in the Pre-Proposal Conference that vendors were allowed to hire educators from

CCPS to assist with providing services. Where can I find this information?

ANSWER See the answer to Question #31 in this document.

QUESTION 59 The "Cost Proposal Form" states that the firm fixed rate will include all expenses associated with providing services for CCPS. Does this mean that the bidders without firm fixed rates will be issued additional funds for expenses outside of labor?

ANSWER No.

QUESTION 60 Are the "small group" and "individually" columns of the cost proposal form strictly for the prices of labor?

ANSWER No.

QUESTION 61 My business is not a certified SLBE nor is it currently affiliated with other sub-contractors or sub-contractors. How do I submit a bid without the SLBE and sub-contractor forms?

ANSWER All required forms must be submitted.

QUESTION 62 Is the RFP Technical Response the logistical outline mentioned in pages 13-20 of the RFQ? If not, where is this document located?

ANSWER Yes.

QUESTION 63 On page 2 of 81, the bid indicated oral presentations/interviews will possibly be conducted during

June 5-9, 2023.

• Will those interviews be face-to-face?

• How many committee members will be present?

• What is the anticipated length of the interviews?

ANSWER The interviews will be conducted via Zoom. The Zoom ID is 607-424-4602. Refer to the

RFQu Section B.8, Submission of Response.

QUESTIONS AND ANSWERS

Exhibit 4

QUESTION 64 Page. 4, A.1 Services Required states in part “assistance to students in grades kindergarten through 12th who have been identified as having deficiencies in reading, writing, English/language arts, math, science, and/or social studies…”

• Will the services be made available to all 52,004 students in grades k-12?

• If the services will only be offered to students identified as having deficiencies, can the district provide an estimated number of students by grade level?

ANSWER Services may be available to nearly 75% of the students based on the percent of students who are proficient and on state assessments.

QUESTION 65 Page. 4, A.2 Solicitation Method states in part “By submitting responses in reference to this solicitation, a Proponent acknowledges familiarity with CCPS Purchasing Policy and Procedures and all laws applicable to this solicitation, which policies, procedures and laws are incorporated into this RFQu by reference.”

○ If the purchasing policies and procedures are online, please provide a link for review.

○ If not available online, can the District please share it as part of the addendum?

○ Would the District kindly provide us with a reference to the applicable purchasing policies and procedures that apply to this solicitation?

ANSWER See the links to the Board Policies:

Board Policy DJED: Bids and Quotations

Board Policy DJEA: Purchasing Authority

Board Policy DJEAA: Board Approval

QUESTION 66 Criminal Background Check: Page 4 of the RFQu lists requirements for Criminal Background

Check, indicating that a satisfactory criminal background check and history may be required coming into direct or indirect contract with CCPS students at no cost to CCPS. Later on page 16, the RFQu asks the vendor to describe their process to complete background checks and to include a policy for background checks.

○ Would the District please describe what is “indirect contact” and what is “direct contact” with students?

○ Would the District kindly confirm that it would accept confirmation of federal fingerprint-based background checks for remote-located, online tutors, that have already been completed on the vendor’s behalf for all of vendor’s employees who would interact with District’s students satisfies compliance with this requirement?

○ If the district requires criminal background checks to be done through a CCPSspecific process, please provide details of that process, including any fees associated with the process.

ANSWER Please see the answer to Question #25 in this document. Contact is described as face-to-face or virtual. CCPS background checks are required. CCPS charges fifty-one dollars and fifty-cents ($51.50) for background checks.

QUESTION 67 Page 6, #15 Cooperative Agreement, the RFQ indicated cooperative agreement allowing for other city, county, local authority, agency or board of education to piggyback on this RFQu where applicable by law.

○ Does that include states other than Georgia?

Please confirm that the successful would have an opportunity to decline a potential piggyback on the resulting contract?

ANSWER Yes https://simbli.eboardsolutions.com/Policy/ViewPolicy.aspx?S=4038&revid=l8xTzSYrj20kMpslshplusv8417g%3d%3d&ptid=amIgTZiB9plushNjl6WXhfiOQ%3d%3d&secid=y1ZW0qRGjEafuplusqEjNeK2Q%3d%3d https://simbli.eboardsolutions.com/Policy/ViewPolicy.aspx?S=4038&revid=anplusCf65RftTn9HHRkiongQ%3d%3d&ptid=amIgTZiB9plushNjl6WXhfiOQ%3d%3d&secid=y1ZW0qRGjEafuplusqEjNeK2Q%3d%3d https://simbli.eboardsolutions.com/Policy/ViewPolicy.aspx?S=4038&revid=30idnq9plusZKBTFw660rnt9g==&ptid=amIgTZiB9plushNjl6WXhfiOQ==&secid=y1ZW0qRGjEafuplusqEjNeK2Q==&PG=6&IRP=0&isPndg=false

QUESTIONS AND ANSWERS

Exhibit 4

QUESTION 68 Attachment B Cost Proposal Form: The RFQu documents included a form in the main RFQu document (p. 62) and an Excel spreadsheet with subtle differences. Which version of

Attachment B should vendors complete and submit?

ANSWER Attachment B, Cost Proposal Form has been replaced in its entirety. The corrected form is attached hereto in Addendum 2 as Exhibit 6.

QUESTION 69 Page 6 # 13 Inclusivity in Purchasing Policy says vendors must comply with the policy and Small and Local Business Program. In reviewing the forms vendors must show at a minimum a good faith effort to subcontract to a SLBE. If tutoring support and student safety are better controlled through employee/employer relationships versus subcontracting, will the vendor's bid be considered non-compliant for lack of subcontractor utilization?

ANSWER A proposal may be considered non-compliant for failing to comply with the SLBE Provisions.

QUESTION 70 Page 10, 3. Objective, would the District please confirm that services can be provided exclusively individually instead of in small groups (if virtually).

ANSWER Yes, individuall or in small groups. If virtually, please be sure to explain procedures used to keep our students safe while online.

QUESTION 71 Page 10, 3. Objective, would the District please advise whether it would be willing to accept online services that are available 24/7/365?

ANSWER Yes.

QUESTION 72 Page 11, 3. Objective, since the district is budgeting up to $1000 per student, is it correct that any services the parents/students/guardians select will be paid for by the district and made available to all students?Also, during the bidder's conference, the district indicated that it reserved the right to select solutions and make them available at a school/district level. Will the district consider a provider that only offers a solution that is implemented at the school or district level?

ANSWER Yes, the options are open. Please refer to Section 9.1.1, Technical Response in the RFQu.

QUESTION 73 Page 11, 3. Objective, can the District kindly confirm if personalized student data regarding academic achievement levels and their specific needs will be collected by the District and provided directly to the successful vendor?

ANSWER CCPS can share student assessment and other student data with a third party under strict data confidentiality guidelines.

QUESTION 74 Page 11, 4. Intent to Award, would the District please advise if it would be open to offering the services District-wide, or per-site per vendor, in lieu of individual family selections?

ANSWER Please refer to the RFQu, General Information, Page 10 of 81, #4, Intent to Award.

QUESTION 75 Page 11, 6. Scope of Services, can the District please confirm that a successful vendor would not be required to provide all services (e.g. both in person or virtual educational support).

ANSWER Correct, the Proponent can provide services using a variety of formats.

QUESTIONS AND ANSWERS

Exhibit 4

QUESTION 76 Page 11, end of 3. Objective, the RFQ indicates that services must be in place and provided beginning in the Fall of 2023 School Year. Page 3

○ Since the 1st day of school is August 1, 2023 and pre-planning begins July 24, 2023, should the vendor be prepared to have their services ready for students by that date?

○ Item 5, indicates that the contract will commence within 10 calendar days after receipt of

Notice to Proceed. Based upon the initial term being a one (1) year agreement that must terminate on June 30th, is it accurate that the Notice to proceed and and contracting will take place prior to June 30, 2023.

Please elaborate of the timeline receiving Notice to Proceed, including board approval dates if required.

ANSWER No.

QUESTION 77 Page 11, the RFQ indicates that services will be part of the EFLP. Can the district provide more detailed information about this program, including website information?

ANSWER CCPS is in the process of planning EFLP and more information is forthcoming.

QUESTION 78 Please clarify the term of the agreement. On page 11, 5. Term of Engagement, it says the

Agreement is for one year with four additional one year terms. On page 66, under Article 1, it says the Agreement is for one year with two additional one year terms.

ANSWER Page 11 of 81, Number 5, Term of Agreement has been replaced in its entirety. The corrected section is attached hereto in Addendum 2 as Exhibit 5.

QUESTION 79 Page 11, 6. Scope of Services states in part, “Proponents must provide all services as requested in this RFQu in accordance with Scope of Services attached hereto and incorporated herein by reference.” With this RFQu designed to create a vendor list, will the District consider proposals from who can meet many or majority of requirements?

ANSWER CCPS will examine all proposals and make determinations based on the requirements in the proposal.

QUESTION 80 Page 12, 8. Evaluation Process, and pre-proposal conference: Since the District intends to create a vendor list, what is the minimum point threshold vendors must meet to make the list?

ANSWER See the answer to Question #79 in this document.

QUESTION 81 Page 12, 7.1, the RFQu lists the Minimum Requirements. With the exception of required submission format and signatures, is it correct that all other technical requirements listed within this RFQ will be evaluated and weighted as listed 8. Evaluation Process and not necessarily eliminate the vendor from evaluation?

ANSWER See the answer to Question #79 in this document.

QUESTION 82 Page 13, 9.1.1 Technical Response, Can the District kindly clarify what types of exceptions to the requirements of the RFP may form a basis for is qualification? E.g. modifications to requirements, revisions to general terms and conditions, etc.?

ANSWER See the answer to Question #79 in this document.

QUESTIONS AND ANSWERS

Exhibit 4

QUESTION 83 Page 13, 9.1.2 Cost Proposal says in part “Please do not include exceptions to the RFQu in the

Cost Proposal. Please do not include any exceptions, assumptions or clarifications to the RFQu in the Cost Proposal. Inclusion of exceptions in the Cost Proposal may cause a proposal to be excluded for non-compliance.”

○ Understanding the response and pricing are to remain separate, please clarify this requirement does not mean that the vendor cannot explain the pricing such as inclusions of services, bundles or options. Our understanding is that this item is referring to taking exceptions to legal and technical response. Is that accurate?

○ Would the District be open to accepting multiple bids from the same vendor, or multiple cost options within the same proposal?

ANSWER No. Please refer to the RFQu, General Information, Page 10 of 81, #4, Intent to Award and

Exhibit 6 Addendum 2 Cost Proposal Form.

QUESTION 84 On Page 17, Item 9.2.2.8.12 the RFQu mentions the Georgia Standards of Excellence.

○ Is it correct that both math and ELA follow the Common Core Standards?

○ If the vendor is not providing instructional content, but supporting assigned CCPS content via homework help, how should the vendor respond to this item?

ANSWER Georgia has the Georgia Standards of Excellence. CCPS transitioned to the new naming system several years ago.

QUESTION 85 Page 18, 9.2.3.2 (Experience and Qualifications of Organization and Staff): Can the District please confirm that consent for changes to Key Staff shall not be required if such personnel were replaced by the vendor for employment reasons, such as restructuring or poor performance, or upon request of the District?

ANSWER No

QUESTION 86 Page 19, 9.2.12.2 (Financial Information): If the vendor is capable of providing some but not all audited financial statements as required by 9.2.12.2.1, is the vendor required to provide also the

Satisfactory proof of ability to obtain a Performance Bond?

ANSWER There is no bonding required.

QUESTION 87 Page 19, 9.2.21.2 (Financial Information): Would the District consider reviewing the financial information during the interview period via confidential zoom call (unrecorded) where the Chief

Financial Officer shares their screen and walks through the financial information requested?

ANSWER No

QUESTION 88 Page 20, 11. Required Form Submittals, would the District accept forms that have been notarized virtually?

ANSWER The District will accept legally notarzied forms.

QUESTION 89 Page 22, Item II Payment, indicates that the contractor shall invoice CCPS on a monthly basis. In the event the vendor is offering a flat-rate solution/service, will the district accept an annual payment schedule? Where should the vendor indicate flat rate items versus monthly items?

ANSWER Attachment B, Cost Proposal Form has been replaced in its entirety. The corrected form is attached hereto in Addendum 2 as Exhibit 6.

QUESTIONS AND ANSWERS

Exhibit 4

QUESTION 90 Page 27, Appendix B (General Terms and Conditions), XI (Confidential Information, General), XVIII (Indemnification); Draft Agreement (8.2, Article 13): Would the District be willing to consider an overall limitation on the vendor’s indemnification obligations and liability under the final contract?

ANSWER No.

QUESTION 91 Page 28, Appendix B (General Terms and Conditions), XII (Work Product): Can the District please confirm that District is not seeking any rights (other than the right to access while the contract is in effect) in relation to the vendor’s pre-existing or otherwise non-exclusive works, technology and property, including its service platform intellectual property rights.

ANSWER Please refer to Section 9.1.1, Technical Response in the RFQu.

QUESTION 92 Page 28, Appendix B (General Terms and Conditions), XII (Work Product): Will the District please confirm that the vendor is entitled to retain a licence to use and make use of the Work

Product.

ANSWER Please refer to Section 9.1.1, Technical Response in the RFQu.

QUESTION 93 Page 30, Appendix B (General Terms and Conditions), XVI (Inclusivity in Purchasing Policy):

Will the District kindly advise where we can locate materials relating to this program and policy?

ANSWER Please refer to Appendix D, SLBE Program, Page 46 in the RFQu.

QUESTION 94 Page 38 and 39, Appendix C (Required Forms), Subcontractor Affidavit and Subsubcontractor

Affidavit: Can the District kindly clarify that a subcontractor/third party vendor that is performing technological services to the vendor generally in support of its SaaS service, and not specifically for the purposes of this contract, is outside of the scope of these affidavits?

ANSWER No. The quesiton is not understood.

QUESTION 95 Page 47, Inclusivity in Purchasing Small Local Business Enterprise (SLBE) Program, because the requested services fall under Goods or Services, is it the intent that the selected vendors subcontract 20% of the contract to a SLBE?

ANSWER Requested services are considered services.

QUESTION 96 Can the District please clarify whether the Small Local Business Enterprise Participation is required? Inclusion in the evaluation conflicts with Section A.14, which provides that “Proponents are encouraged to use said MBE, WBE and L/SBE’s whenever possible in the execution of any contract, however, CCPS does not provide a contracting preference and it is not the intent of

CCPS to violate any local, state or federal laws.” However, in Appendix C, it states: “Failure to achieve SLBE contracting goals or demonstrate GFE shall result in a bid or proposal being deemed non-responsive.” ○ If GFE is required, please extend the RFQu due date. Many of these items take significant time to set up and complete.

ANSWER The question is not understood. There is no conflict.

QUESTION 97 Page 57, A. General Requirements, #2, the RFQu outlines the need to reteach students that have previously failed to learn. Can CCPS describe the process for the identification of these students and any current MTSS or RTI efforts in place that the support services should align/support?

QUESTIONS AND ANSWERS

Exhibit 4

ANSWER CCPS use a variety of data points to identify students who qualify for MTSS or RTI. Teams of educators meet with parents and students to evaluate a student's assignment to MTSS resources and services.

QUESTION 98 Page 57, A. General Requirements, #4, says “Proponent must have the ability to assist in the creation of content guidelines for site content.” Please provide further context on this requirement on how this applies to tutoring, homework, and afterschool enrichment, and what the District is looking for from vendors in this requirement.

ANSWER CCPS desires that Proponents provide students with the content knowledge they need to be successful in the core corent areas. CCPS desires that Proponents can create links or opportunties where students can readily access information.

QUESTION 99 Page 57, A. General Requirements, #5, the RFQ describes tracking and reporting on students progress. Will CCPS make available student grades for the purposes of progress reporting?

ANSWER See the answer to Question #73.

QUESTION 100 On page 57, A. General Requirements, #6, is it the desire of the district that the training be made available to both staff and faculty on an ongoing basis throughout the school year?

ANSWER Yes, if school staff memebers are hired to work for the Proponent.

QUESTION 101 Page 57, A. General Requirements, #8, the RFQu describes the requirement for one individual to serve as a project manager. Is it the desire of the district that this person is available for regular in-person meetings?

ANSWER The desire is for the project manager be available for virtual or in-person meetings.

QUESTION 102 Page 58, A. General Requirements, #10: Would the District please confirm that it considers the successful vendors to be designated school officials under FERPA and that it will be responsible for collection of any consents required under applicable privacy laws, such that vendor would receive student enrollment data directly from the District and would not need to contact any parents or guardians directly?

ANSWER FERPA and any and all applicable laws and regulations are appy to this solicitation.

QUESTION 103 Page 58, A. General Requirements, #12, says “The Proponent provide the equipment, resources, or learning tools needed to provide tutoring and/or homework assistance to students or CCPS.” If the solution is virtual, please confirm the proponent is not required to provide computers, chromebooks, ipads, etc. nor internet access.

ANSWER Correct, if virutal these resources do not need to be given to students. However, they will need access to the online service.

QUESTION 104 Page 58, A. General Requirements, #14, says “The Proponent must offer services after school during the weekdays from 3:00 p.m. to 9:00 p.m. and be available on Saturdays and Sundays from 1:00 p.m. to 5:00 p.m.” Will the District allow vendors to deliver tutoring and homework support beyond these hours, including during the school day?

ANSWER See the answer to Question #7 in this document.

QUESTION 105 Page 58, A. General Requirements, #15, Will the District please provide a copy of the required form for submission?

QUESTIONS AND ANSWERS

Exhibit 4

ANSWER Proponent must provide reports that are Proponent generated documents that gives analytics about the use of the services.

QUESTION 106 Page 58, A. General Requirements, #16, says “Proponent must respond to emergency and critical requests.” Please provide further context on this requirement. What does the district classify as an emergency and critical request?

ANSWER CCCP students may be behind because of being evicted and needs tutorial support to catch up. The tutoring services are needed immediately to help the students overcome the tramua of being displaced.

QUESTION 107 Page 58, A. General Requirements, #18, will the District please clarify what “two content areas at a time for which they have demonstrated to be highly qualified”? Does this mean that a tutor may be deemed highly qualified in more than two content areas but they cannot be tutoring simultaneously in more than two content areas at any given time?

ANSWER No tutor should provide tutoring in more than two content areas at a time for which they have demonstrated to be highly qualified.

QUESTION 108 Page 58, A. General Requirements, #19, Attachment A (SOW), s. 1 - Will the District please clarify how a virtual, on-demand tutoring service would meet a requirement of addressing student attendance when services are available on demand?

ANSWER The Proponent should capture attendance or participation data and share with CCPS to help CCPS understand usage and then be able to make correlations.

QUESTION 109 On Page 58, A. General Requirements, #20, the RFQu requests a plan to enable students to submit asynchronous responses or schedule tutoring. If the solution offers asynchronous learning as well as immediately available live support without any scheduling required, is that acceptable?

ANSWER See the answer to Question #105.

QUESTION 110 Page 60, B. Technical, #14 and #15, Please provide clarification on the need for grouping messages and event notifications. Also, please provide an example use case to better understand the need for these features.

○ If the solution does not require any messaging to be done separate from Canvas, is that acceptable.

ANSWER Yes.

QUESTION 111 Does CCPS have campus level instructional or technical learning coaches? If so, please share how many and describe their role.

ANSWER Yes, each school has technical support to assist with technology issues. Each school has at least one instructional coach who typically supports teachers.

QUESTION 112 Page 75, Draft Agreement, Section 18.1.1 - Can the District please confirm that a minimum of 30 days’ notice will be provided in the event of a default notice?

ANSWER Please refer to the RFQu Page 75, Article 18, Default and Termination.

QUESTIONS AND ANSWERS

Exhibit 4

QUESTION 113 Page 76, Draft Agreement, Section 18.2. - Can the District please confirm that a minimum of 30 days’ notice will be provided in the event of a termination for convenience?

ANSWER See the answer to Question #112 in this document.

RFQu 003-23 Supplemental Educational Services (Tutoring, Homework Assistance and Afterschool Enrichment) Page 11 of 81

CCPS anticipates providing a maximum of $1,000 per child per academic year for the supplemental educational services. Students, parents or guardians will be able to select from the list of awarded Proponents selected that best meets their needs.

Services will be a part of the CCPS Extended and Flexible Learning Program (EFLP) and must be tailored to the needs of individual students who need academic support.

The goal is to help students master grade level content to recover from learning loss or unfinished learning, and help students remain on track with learning grade level concepts while increasing overall academic achievement.

Services must be in place and provided beginning in the Fall of the 2023 School Year.

4. INTENT TO AWARD

CCPS intends to make multiple awards; however, CCPS reserves the right to make one (1) award or no award for RFQu No: 003-23 Supplemental Educational Services (Tutoring, Homework Assistance and Afterschool Enrichment).

5. TERM OF AGREEMENT

The Contract shall commence within ten (10) calendar days after receipt of Notice to Proceed.

The initial term of the Agreement and any renewal terms are collectively referred to as the “Term”. The initial term of this Agreement shall be for one (1) year, and may be automatically renewed for two () successive one (1) year terms upon the same terms and conditions. The services to be performed under this Agreement shall commence on the effective date of this agreement and terminate absolutely and without further obligation on the part of the CCPS on June 30th of the year in which it was executed and on June 30th of each succeeding and renewed year, as required by O.C.G.A. § 20-2-506 (b), as amended, unless terminated earlier in accordance with the termination provisions of this agreement.

This contract shall not be deemed to create a debt of CCPS for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal.

6. SCOPE OF SERVICES

Proponents must comply with all Federal, State of Georgia and local regulations and laws applicable to Supplemental Educational Services. Proponents must provide all services as requested in this RFQu in accordance with Scope of Services attached hereto and incorporated herein by reference.

Exhibit 5Term of Agreement Replacement Page

Exhibit 6

Item Service Small Group

(4-6 students) Hourly Rate

Individually Hourly Rate

1 Tutoring & Homework Assistance

A. Virtual

B. Face-to-Face

2 Afterschool Enrichment

A. Virtual

B. Face-to-Face

_______________________ Date: _______________________Title: ______

ATTACHMENT B

COST PROPOSAL FORM

RFQu 003-23

SUPPLEMENTAL EDUCATIONAL SERVICES

(Tutoring, Homework Assistance and Afterschool Enrichment)

Proponent will furnish a firm, fixed hourly rate to complete satisfactorily the Supplemental Educational Services requested in this RFQu. The firm, fixed rate will include all labor, travel, per diem, resources, materials, tools, trained personnel, insurance, direct and indirect administrative costs, overhead, equipment, services, and any other costs associated with providing for the needs of CCPS students. The District will not be responsible for charges that are not included on this Cost Proposal Form.

_______________________________________________Proponenet/Firm Name: _____________________

Please do not make modifications to this form as any change may render Proponent's proposal non-respnsive.

Please complete the form in its entirety. An alternate or optional fee structures must be submitted on a separate sheet and shall not be submitted in lieu of this Cost Proposal Form.

Authorized Signature: Printed Name: