Bid S-58100-00011131 RFI Document.pdf

RFI - Bid S-58100-00011131 Early Literacy Provider List

In compliance with the Americans with Disabilities Act, this RFI may be made available in alternate formats such as Braille, large print, audiotape, oral presentation, and computer disk. To request an alternate format call the Oregon Department of Education, (503) 947-5600.

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF EDUCATION

Request for Information (RFI)

Early Literacy Provider List

OR Buys Bid S-58100-00011131

Date of Issue: August 2, 2024

Closing Date: October 1, 2024 at 3:00PM PST

Issuing Office: Oregon Department of Education, Procurement Services Mary Piper, Contract Officer 255 Capitol St NE Salem, OR 97310 Phone (voice): 971-208-0466 E-mail: mary.piper@ode.oregon.gov

It is the policy of the State Board of Education and priority of the Oregon Department of Education that there must be no discrimination or harassment on the grounds of race, color, sex, marital status, religion, national origin, age, sexual orientation, or disability in any educational programs, activities or employment. For more information, visit the Anti-Discrimination Policy page at https://www.oregon.gov/ode/rules-and-policies/Pages/Anti- Discrimination-Policy.aspx.

https://www.oregon.gov/ode/rules-and-policies/Pages/Anti-Discrimination-Policy.aspx https://www.oregon.gov/ode/rules-and-policies/Pages/Anti-Discrimination-Policy.aspx https://www.oregon.gov/ode/rules-and-policies/Pages/Anti-Discrimination-Policy.aspx

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION 3

1.1 INTRODUCTION 3

1.2 SINGLE POINT OF CONTACT (SPC) 3

SECTION 2: OVERVIEW 4

2.1 DEFINITION OF TERMS 4

2.2 BACKGROUND AND PURPOSE 4

2.3 TECHNICAL INFORMATION REQUESTED 5

SECTION 3: RFI PROCESS/ RFI SCHEDULE 6

3.1 PUBLIC NOTICE 6

3.2 SCHEDULE 6

3.3 INSTRUCTIONS 6

3.4 EVALUATION PROCESS 7

3.5 NOTIFICATION AND APPEALS 8

3.6 QUESTIONS 8

3.7 RESPONDENT INFORMATION SHEET 8

3.8 DELIVERY OPTIONS 8

3.9 RESPONSE DUE 9

SECTION 4: ADDITIONAL INFORMATION 9

4.1 OWNERSHIP/PERMISSION TO USE MATERIALS 9

4.2 PUBLIC RECORD/CONFIDENTIAL OR PROPRIETARY INFORMATION 9

4.3 RESERVATION OF RIGHTS 9

SECTION 5: LIST OF ATTACHMENTS 10

ATTACHMENT A OREGON DEPARMENT OF EDUCATION EARLY LITERACY PROFESSIONAL DEVELOPMENT

AND COACHING WORKBOOK

ATTACHMENT B OREGON DEPARMENT OF EDUCATION EARLY LITERACY HIGH-DOSAGE TUTORING WORKBOOK

ATTACHMENT C DISCLOSURE EXEMEPTION AFFIDAVIT

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Education, (ODE), is issuing this Request for Information (RFI) to solicit information from interested providers with regard to Early Literacy Professional Development, Coaching and High-Dosage Tutoring.

Selected providers will be included on a list developed by the Oregon Department of Education (Agency) to be released to school districts no later than January 15, 2025, and published once every two years thereafter.

According to OAR 581-017-0811, ODE is required to develop a list of state-approved providers for Early Literacy Professional Development, Coaching and High-Dosage Tutoring for the Early Literacy Success School District Grants, should grant recipients choose to use external providers.

OAR 581-017-0811 requires ODE to develop:

• Qualifications for tutors and criteria for high-dosage tutoring programs

• Qualifications for professional development and coaching providers

• A list of approved providers that grant recipients may contract with for professional development and coaching related to early literacy

• A list of approved providers that grant recipients may contract with to provide high-dosage tutoring related to early literacy

Responses to this RFI will assist in evaluating materials submitted by providers to determine if providers meet the requirements to be included on the ODE-Approved Provider List for Early Literacy Professional Development, Coaching and High-Dosage Tutoring.

This is not a request for proposals (RFP), and it is not a supplier prequalification within the meaning of OAR 125-247-0550(1).

Any contracts for services will be executed between the school districts and the selected Provider based on the list of qualified providers developed and released by the Agency at least every two years to all school districts on or before January 15, 2025.

This RFI will not, in itself, result in any kind of contract, nor will it obligate ODE or any grant recipient of the Early Literacy Success School District Grants to procure goods or services of any kind or from any particular Respondent. Publication of this RFI allows entities the opportunity to provide information to ODE.

1.2 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFI is: Angelica Cruz, k12.literacy@ode.oregon.gov, 503-931-0775.

Respondent shall direct all communications related to any provision of the RFI, whether about the technical requirements of the RFI, the RFI process, or any other provision only to the SPC.

https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=311701 mailto:k12.literacy@ode.oregon.gov

SECTION 2: OVERVIEW

2.1 DEFINITION OF TERMS

For the purposes of this RFI, capitalized words will refer to the following definitions (these definitions apply specifically to early literacy):

Professional Development - learning that is systemic, job-embedded, and aligned to current research, training, and practices that support educator and student learning.

Coaching - a structure that supports and develops educators through regular observation of their instruction, using a shared framework.

High-Dosage Tutoring - means one-on-one tutoring or tutoring in small groups, as determined by rule of the State Board of Education, that:

(a) Is provided in addition to daily instruction;

(b) Is provided two or more times each week over at least a 10-week period; and

(c) Uses a research-aligned tutoring model that is administered in a culturally responsive manner and that is combined with the training necessary for tutors to implement the model effectively.

2.2 BACKGROUND AND PURPOSE

Background

In August of 2023, through the leadership of Governor Kotek, the Oregon Legislature established early literacy as a top priority by creating the Early Literacy Success Initiative, or HB 3198. The initiative established four grant programs, three of which are under ODE’s purview:

the Early Literacy Success School District Grants, Community Grants, and Tribal Grants. This RFI pertains to the Early Literacy Success School District Grants.

The statute establishes five allowable uses for the school district grants: (this RFI refers specifically to the bolded allowable uses).

• Professional Development & Coaching

• Adoption and Implementation of Curriculum

• High-Dosage Tutoring

• Extended Learning

• Hiring of Literacy Specialists, Coaches, and Interventionists

The statute lists various requirements for each, which are further defined or specified in rule.

OAR 581-017-0801 - Early Literacy Grants: Definitions OAR 581-017-0808 - Early Literacy Success School District Grants: Grant Administration OAR 581-017-0811 - Early Literacy Success School District Grants: Allowable Uses of Funding OAR 581-017-0809 - Early Literacy Success School District Grants: Fund Administration https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=311691 https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=311699 https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=311700

This Request for Information relates to the allowable uses of Professional Development & Coaching and High-Dosage Tutoring, only. Through feedback gleaned from the 2023-24 school district grant application cycle and the permanent rule making process, it became apparent that an approved list of external providers of Professional Development, Coaching, and High-Dosage Tutoring would support districts in identifying high-quality providers and serve as a lever in raising the quality of such activities statewide. This process is reflected in OAR 581-017-0811 referenced above and requires ODE to publish such a list by January 15, 2025, ahead of the next application window for the 25-27 biennium.

Purpose

The ODE-Approved Provider List will support districts in navigating the myriad of providers and products for Professional Development, Coaching and High-Dosage Tutoring. The criteria for this RFI will align to criteria and tools that grant recipients will use to evaluate internal programming as well. Ultimately, this list of providers aims to raise the quality of such programming in support of early literacy.

2.3 TECHNICAL INFORMATION REQUESTED

Provider Information:

The Agency is collecting provider information to develop a list of approved Early Literacy Professional Development, Coaching and High-Dosage Tutoring providers eligible for use by grant recipients of the Early Literacy Success School District Grants (eligible districts and public charter schools).

Steps:

• Provider completes initial Smartsheet form with required information.

• Provider completes associated Attachment (s) to link in Smartsheet form.

To be considered for inclusion on the list of Early Literacy Professional Development, Coaching and High-Dosage Tutoring providers, the provider shall complete the information as outlined in:

1. Attachment A - Oregon Department of Education Early Literacy Professional Development and Coaching Workbook 2024 (Returnable) and/or;

2. Attachment B - Oregon Department of Education Early Literacy High-Dosage Tutoring Workbook 2024 (Returnable) and submit to the Agency via the Smartsheet form for review.

Eligible Entities:

Providers who will need to complete the RFI:

• Universities and Institutions of Higher Education

• Non-profit and Professional Organizations

• Educational Consultants (Individuals may complete the RFI) https://app.smartsheet.com/b/form/87267434024c4126aa84d6d48670820d https://docs.google.com/spreadsheets/d/1et05esImCCwWHMga9fHQItfpuRW6qDnAmLnrrTTobvI/copy https://docs.google.com/spreadsheets/d/1et05esImCCwWHMga9fHQItfpuRW6qDnAmLnrrTTobvI/copy https://docs.google.com/spreadsheets/d/1iPYGISTy_IFPPpy3h7RB5klJfSgG9HedtGlDdc97Uoc/copy https://docs.google.com/spreadsheets/d/1iPYGISTy_IFPPpy3h7RB5klJfSgG9HedtGlDdc97Uoc/copy

Providers who will not need to complete the RFI:

• Education Service Districts (ESDs), or any publisher of SBE-adopted ELA curriculum providing Professional Development and/or Coaching directly aligned to the curriculum.

Renewal Information

To remain on the list the provider must every two years provide an updated information form provided by the Department.

SECTION 3: RFI PROCESS/ RFI SCHEDULE

3.1 PUBLIC NOTICE

The RFI, including all addenda and attachments, is published on OregonBuys at https://oregonbuys.gov/bso and on the ODE website at:

https://www.oregon.gov/ode/EarlyLiteracySuccessInitiative/Pages/SchoolDistrict GrantResources.aspx

3.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

Event Date/ Time

RFI Issued August 2nd, 2024

Closing (Responses Due) October 1st, 2024

3.3 Instructions for RFI

Responses for the ODE-Approved Provider List for Early Literacy Professional Development, Coaching and High-Dosage Tutoring will be accepted beginning the date this RFI is issued and the RFI process will remain open through October 1st, 2024.

As outlined in section 2.3 of the RFI, all content associated with a response will be shared within the initial Smartsheet form and the Attachments (ODE Early Literacy Professional Development and Coaching Workbook or the ODE Early Literacy High-Dosage Tutoring Workbook). Providers will be prompted to make a copy of either or both Workbooks, depending on the type of provider that is applying. To submit a response for this RFI, please use the:

Smartsheet Form for Early Literacy Professional Development, Coaching, High-Dosage Tutoring Providers:

When the Workbook(s) have been completed, submitters will be prompted to share a Google Sheet link to the completed ODE Early Literacy Professional Development and Coaching Workbook and/or the ODE Early Literacy High-Dosage Tutoring Workbook in the Smartsheet form. Upon receipt of a submitted response, the Agency will make a copy of the submitted Google Sheet Workbook(s) which will be the version used for evaluation.

https://oregonbuys.gov/bso http://orpin.oregon.gov/ https://www.oregon.gov/ode/EarlyLiteracySuccessInitiative/Pages/SchoolDistrictGrantResources.aspx https://www.oregon.gov/ode/EarlyLiteracySuccessInitiative/Pages/SchoolDistrictGrantResources.aspx

3.4 Evaluation Process

Responses meeting the requirements will be evaluated by an Evaluation Committee. Evaluators will review responses according to the criteria outlined within the Attachment (A and B - Workbooks). Providers are asked to respond to each required prompt and provide specific and explicit evidence of the Professional Development, Coaching, and/or High-Dosage Tutoring criteria. Reviewers will evaluate the submission based on the provider response and the presence of evidence in the submission and will assign one of the following rating values for each criterion:

2 = Robust evidence – Criteria Met

1 = Sufficient evidence - Criteria Met 0= Insufficient evidence - Criteria Not Met

To be included on the ODE-Approved List for Early Literacy Professional Development, Coaching, and High-Dosage Tutoring, submissions must meet specific criteria requirements.

ODE will score responses based on evidence of meeting the criteria.

Attachment A - ODE Early Literacy Professional Development and Coaching Workbook Components:

• Screening Questions:

This component includes requirements from HB 3198 or OAR 581-017-0811. The provider will be scored and must meet all minimum requirements in the Screener Questions component to move forward in application.

• Content Criteria (PD & Coaching):

This component includes minimum requirements from OAR, statute and Oregon’s Early Literacy Framework.

• Coaching Specific Criteria:

This component includes criteria specific to Early Literacy Coaching.

• Professional Development Specific Criteria:

This component includes criteria specific to Early Literacy Professional Development

• PD/Coaching Dual Language Instruction:

This component includes criteria specific to dual language instruction (only providers that offer dual language PD/Coaching need to fill out this section).

• Key Terms:

These key terms come from HB 3198 or OAR 581-017-0811.

Attachment B – ODE Early Literacy High-Dosage Tutoring Provider Workbook

Components:

• Screener Questions:

This component includes requirements from HB 3198 or OAR 581-017-0811. The provider will be scored and must meet all minimum requirements in the Screener Questions component to move forward in application.

• Tutor Training/ Qualifications:

This component includes criteria specific to tutor qualifications and tutor training requirements.

• HDT Content Criteria:

This component includes criteria specific to high-quality High-Dosage Tutoring programs.

• Key Terms:

These key terms come from HB 3198 or OAR 581-017-0811.

All content associated with the Workbook components will be shared within (Attachment A and B - Workbooks). The Early Literacy Team may request further clarification to assist the Evaluation Committee in gaining additional understanding of response.

3.5 NOTIFICATION AND APPEALS

Provider will be notified of their approval status via email no later than January 15, 2025. This is a request for information and does not have an appeals or protest process.

3.6 QUESTIONS

Requests for clarifications or other questions may be submitted at any time throughout the RFI process until September 25th, 5 pm PST via email. Submit the email as follows:

To: K12.literacy@ode.oregon.gov Email Subject: 2024 RFI S-58100-00011131 - Early Literacy Provider List

To ensure accurate responses, requests must include Section/Cite heading and/or question number.

Providers may find answers to Frequently Asked Questions at this FAQ Link.

Responses to clarifications and questions will be answered as received. Replies will be sent to the provider via email.

All inquiries, whether relating to the RFI process, administration, deadline, or to the intent or technical aspects of the RFI must be sent electronically to:

k12.literacy@ode.oregon.gov

Reference the RFI name and number. Include your entity name and contact information.

3.7 RESPONDENT INFORMATION SMARTSHEET

Respondent shall link and include with its submission Attachment A and/or Attachment B in the Smartsheet form.

3.8 DELIVERY OPTIONS

To complete and submit the Attachment(s) please follow the below delivery steps:

Open Attachment A and/or Attachment B and make a copy of the workbook the provider will be submitting. When adding links for evidence into the workbook provider will submit, ensure that all links are operational and accessible by ODE. Use the “share” feature to add k12.literacy@ode.oregon.gov as an editor. In the Smartsheet form, add in the link for the completed workbook. ODE will make a copy of and evaluate the completed workbook. Hard copy responses will not be accepted for this RFI.

https://www.oregon.gov/ode/EarlyLiteracySuccessInitiative/Documents/FAQ_ODE_Approved_Provider_List_for_Early_Literacy_2024.pdf

3.9 RESPONSE DUE

Respondent is solely responsible for ensuring its Response is received by the SPC in accordance with the RFI requirements before Closing. ODE is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery.

SECTION 4: ADDITIONAL INFORMATION

4.1 OWNERSHIP/PERMISSION TO USE MATERIALS

All Responses to this RFI become the Property of ODE. By submitting a Response to this RFI, Respondent grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Submission solely for the purpose of evaluating the Submission, or as otherwise needed to administer the RFI process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

4.2 PUBLIC RECORD/CONFIDENTIAL OR PROPRIETARY INFORMATION

If a Respondent believes that any portion of its Response contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Respondent shall complete and submit the Disclosure Exemption Affidavit (Attachment C) and a fully redacted version of its Response.

Respondent is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Response, in whole, as exempt from disclosure is not acceptable. ODE advises each Respondent to consult with its own legal counsel regarding disclosure issues.

If Respondent fails to identify the portions of the Response that Respondent claims are exempt from disclosure, Respondent has waived any future claim of non-disclosure of that information.

4.2 RESERVATION OF RIGHTS

This RFI is not a request or authorization to perform work at ODE’s expense. Any work a Respondent performs in response to this RFI is at the Respondent’s own discretion and expense; ODE will not be obligated for any Respondent costs related to this RFI.

This RFI does not represent a commitment to purchase or lease any product. Submission of a Response constitutes acknowledgement that the Respondent has read and agrees to be bound by such terms.

Respondents are not required to respond to this RFI to be considered for any future opportunities.

SECTION 5: LIST OF ATTACHMENTS

ATTACHMENT A OREGON DEPARMENT OF EDUCATION EARLY LITERACY PROFESSIONAL

DEVELOPMENT AND COACHING WORKBOOK

https://docs.google.com/spreadsheets/d/1et05esImCCwWHMga9fHQItfpuRW6qDnAmLnrrT TobvI/copy

ATTACHMENT B OREGON DEPARMENT OF EDUCATION EARLY LITERACY HIGH-DOSAGE

TUTORING WORKBOOK

https://docs.google.com/spreadsheets/d/1iPYGISTy_IFPPpy3h7RB5klJfSgG9HedtGlDdc97Uoc /copy

ATTACHMENT C DISCLOSURE EXEMPTION AFFIDAVIT

https://docs.google.com/spreadsheets/d/1iPYGISTy_IFPPpy3h7RB5klJfSgG9HedtGlDdc97Uoc/copy https://docs.google.com/spreadsheets/d/1iPYGISTy_IFPPpy3h7RB5klJfSgG9HedtGlDdc97Uoc/copy

SECTION 5: LIST OF ATTACHMENTS