B-48869 Illinois Educator Preparation Profile IEPP Meeting Facilitator Question and Answer 4~1.docx

25-586SBE-CHFED-B-48869

SBE: Illinois Educator Preparation Profile (IEPP) Meeting Facilitator Question and Answer Addendum #4

1. What level of utilization does the agency anticipate for the resource(s) assigned to this project—will they be engaged on a full-time basis for the duration, or, if part-time, approximately how many hours annually are expected?

ANSWER: The facilitator will be utilized on a part-time basis. The number and duration of planned meetings is specified in the proposal. Each bidder should estimate the additional time needed outside of meetings to complete required deliverables and prepare for any meetings (e.g., developing agendas, drafting facilitation materials, and capturing stakeholder feedback). Below is information that may be helpful in estimating time to be spent on deliverables specified in Section F.1: Contract Requirements:

Core Planning Team Meetings:

The facilitator will attend, plan, and lead all Core Planning Team meetings (see schedule in the proposal). Responsibilities include preparing agendas, sending agendas and meeting invites to members, guiding discussions, supporting the team with project strategy, timelines, and stakeholder communication, taking notes, sending notes and next steps to the planning team after each meeting.

The facilitator should be prepared to “take charge” in the planning meetings and ensure the team successfully identifies the following for upcoming advisory group meetings: meeting topics, pre-work materials for advisory group members (to be recommended by the facilitator), structure of the advisory group meeting (e.g. consensus-building activities and panel-of-expert presentations to be proposed by the facilitator and discussed with the core planning team to finalize), and develop timeframes for each upcoming advisory group agenda item. The facilitator should plan adequate time for any research that may be needed in to inform any discussions and recommendations during the core planning team meetings.

The facilitator will also attend and lead debrief meetings with the core planning team after each advisory group and technical advisory group meeting to assign next steps and discuss what was heard in each advisory group meeting. The facilitator should estimate time needed meeting preparation (e.g. scheduling meetings, preparing an agenda with guiding debrief questions), facilitation, and post-meeting follow-up (e.g. sending notes and next steps to members.)

Advisory Group and Technical Advisory Group Meetings:

The facilitator will lead all advisory group and technical advisory group meetings. This includes designing meeting structures, breakout sessions, engagement activities, and facilitation materials (e.g., agendas, presentation decks) and leading all communication with advisory group members (e.g. sending meeting invites, sending pre-work, sending post-meeting follow up.) The facilitator will also coordinate pre- and post-meeting assignments for advisory group members and manage guest speakers, as needed.

During the technical advisory group meetings (score and weight setting meetings), the facilitator will work closely with the technical expert (selected through a separate procurement) to lead the meetings. The technical expert will lead most discussions and provide visuals (for the facilitator to incorporate into PowerPoint decks) for these meetings.

The facilitator should estimate time needed to prepare facilitation materials, handle meeting logistics like scheduling and agenda creation, conduct research to inform advisory group discussions and guest speakers, and complete post-meeting tasks such as summarizing stakeholder feedback and recommendations and sending follow-up communication to members. Note that ISBE will provide staff to assist with notetaking in breakout rooms and to assist with general notetaking throughout the duration of the meeting. Notes taken by ISBE will be provided to the facilitator to combine and finalize.

Reports:

The facilitator will be responsible for writing reports that summarize advisory group recommendations for domains, indicators, scores, and weights. Deliverables include multiple interim and final reports over the course of the project (see Section F.1 timelines). The facilitator should estimate time needed for compiling stakeholder input, tying stakeholder recommendations to prior research or comparable work in other states, writing the report, and incorporating revisions following ISBE feedback. The facilitator should plan for two rounds of ISBE review and edits per report. Note that ISBE has a graphic design team that can format the report and add branding, so the facilitator need not take these steps.

Monthly invoices and progress reports also will be required. ISBE will not edit these reports.

Overall Utilization: The facilitator will be part-time but will have consistent and ongoing responsibilities throughout the three-year project. Utilization will vary by phase, with higher engagement during advisory and technical advisory group meeting cycles. The facilitator will play a central role in planning, facilitation, and reporting, ensuring the success of the stakeholder engagement process and alignment to ISBE’s project goals.

2. Can the same firm bid on both the Facilitator and Technical Expert roles or does ISBE prefer having two different vendors in these roles?

ANSWER: Yes, the same firm can bid on both roles.