ATTACHMENT F PROPOSER RESPONSE TO AGENCY QUESTIONS~1.docx

OREGONBUYS BID NUMBER: S-58100-00017199

RFP for Federal ESEA Implementation Support and Oversight Attachment F

Proposer Response to Agency Questions

For evaluation purposes, proposers shall respond to the questions provided under each Domain or Domains included in their Proposal. Responses are limited to a maximum of two (2) pages per question within each Domain. Pages must be formatted using the standard 8 ½" x 11”-page size and a minimum 12-point font.

3.5.2.3 Domain One: Monitoring Support (Programmatic and Fiscal) (35 points)

3.5.2.3.1 Question 1: Overall ESEA / Federal Program Experience (5 points) Describe your overall experience with ESEA or other federal programs, including roles held, organizations supported, and specific programs managed or overseen.

3.5.2.3.2 Question 2: Use of Federal Regulations for Compliance Reviews (5 points) Explain how you use federal regulations (EDGAR, UGG, federal cost principles) to determine program compliance and review fiscal documentation (e.g., budgets, time and effort, procurement practices).

3.5.2.3.3 Question 3: Internal Controls Assessment (10 points) Describe your approach to assessing the effectiveness of a subrecipient’s internal controls over federal funds. In response, include:

a. The key control areas you review, such as approvals, segregation of duties, reconciliation, documentation, procurement controls, and fiscal oversight;

b. How you determine whether internal controls are functioning effectively in practice, not only whether they are documented;

c. Indicators you look for that may suggest weak or ineffective internal controls;

d. How you document internal control concerns; and

e. A specific example where you identified weak or ineffective internal controls and supported resolution.

3.5.2.3.4 Question 4: Monitoring Finding and Corrective Action Example (5 points) Provide a detailed example of a monitoring finding you developed or supported. The example may include noncompliance, questioned costs, internal control deficiencies, unsupported costs, or similar concerns. In response, include:

a. The issue identified;

b. The evidence used to support the finding;

c. How you determined the finding was defensible and aligned with federal requirements;

d. How you determined the severity or significance of the issue;

e. How the corrective action plan was developed;

f. How root cause was considered;

g. How progress was monitored; and

h. How resolution or closure was determined.

3.5.2.3.5 Question 5: Use of Data for Risk and Compliance Determinations (10 points) Describe how you use data to identify patterns of risk, implementation concern, fiscal concern, or noncompliance. Data may include, but is not limited to, fiscal data, programmatic data, audit findings, monitoring results, risk assessment data, improvement plan data, or student outcome data. In response, include:

a. The types of data you typically review;

b. How you analyze data to identify trends, outliers, patterns, or risk indicators;

c. How data informs monitoring, technical assistance, or corrective action planning;

d. How you communicate data findings to different audiences; and

e. A specific example where data analysis informed a monitoring decision, technical assistance strategy, or compliance determination.

3.5.2.4 Domain Two: Technical Assistance and Professional Learning for Continuous Improvement (20 points)

3.5.2.4.1 Question 1: Technical Assistance Approach and Root Cause Analysis (5 points) Describe your approach to providing technical assistance, including how you assess root causes of compliance challenges and enact changes for improved grant management practices.

3.5.2.4.2 Question 2: Use of Monitoring, Audit, and Risk Data for Technical Assistance (5 points) Summarize how you use monitoring results, audit findings, and risk assessment data to prioritize and tailor technical assistance for districts, including support for corrective actions and building long-term organizational capacity.

3.5.2.4.3 Question 3: Adaptation for Under-Resourced, Rural, or Small Organizations (5 points) Describe how you adapt technical assistance for under-resourced, rural, or small organizations with limited staffing or capacity.

3.5.2.4.4 Question 4: Communication of Fiscal Findings and Compliance Determinations (5 points) Explain your communication strategies for fiscal findings and required repayments to district leadership, and how you distinguish between technical assistance and compliance determinations.

3.5.2.5 Domain Three: Allocation Review and Support (25 Points)

3.5.2.5.1 Question 1: Allocation Policy and Methodology Review (5 points) Explain your approach to reviewing a State Education Agency’s allocation policies, procedures, workbooks, methodologies, and supporting documentation to determine compliance with federal and state law.

3.5.2.5.2 Question 2: Allocation Calculation and Workbook Validation (10 points) Describe your experience validating allocation calculations, funding formulas, or large-scale fiscal workbooks.

a. The types of allocations or formulas reviewed;

b. The tools and methodologies used;

c. How you tested calculations and assumptions;

d. How errors or discrepancies were identified and resolved; and

e. A specific example demonstrating your experience.

3.5.2.5.3 Question 3: Fiscal, Compliance, Forensic, or Internal Control Reviews (5 points) Describe 1-2 experiences conducting fiscal, compliance, forensic, or internal control reviews involving public funds. In response, include:

a. The scope of the review;

b. Applicable federal or state requirements;

c. The review processes utilized;

d. Significant findings or observations identified; and

e. Recommendations and resulting outcomes.

3.5.2.5.4 Question 4: Equity and Unintended Funding Outcomes (5 points) Explain how you would evaluate whether an allocation methodology creates inconsistent, inequitable, or unintended funding outcomes.

3.5.2.6 Domain Four: Specialized and Emerging Needs (Flexible Task Orders Available After Award) (20 points)

3.5.2.6.1 Question 1: Staying Current with Federal Requirements (5 points) Explain how you stay informed about changes to federal fiscal requirements and adapt your monitoring or TA approach accordingly.

3.5.2.6.2 Question 2: Capacity During Peak Workloads (5 points) Summarize your capacity to support multiple concurrent monitoring or TA efforts during peak periods, including number of staff, prioritization of work, and use of subcontractors.

3.5.2.6.3 Question 3: Tool, Template, Guidance, and Procedure Development (10 points) Describe your experience of revising tools, templates, guidance documents, procedures, protocols, or other resources related to federal program oversight or implementation.