CSP009589_Contract.pdf

Index No.: EDU142

Eff. Date: 07/1/22

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: STATE SYSTEMIC IMPROVEMENT PLAN (SSIP) EXTERNAL EVALUATOR

CONTRACT NUMBER: CSP009589 EFFECTIVE DATES: 07/1/22 TO 06/30/27

The Department of Administrative Services has accepted Proposals submitted in response to Request for Proposal (RFP) No.

SRC0000003303 that opened on 06/01/22. The evaluation of the Proposal responses has been completed. The Offeror listed herein has been determined to be the highest ranking Offeror and has been awarded a Contract for the services listed. The respective Proposal response including, Contract Terms & Conditions, any Proposal amendment, special Contract Terms & Conditions, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Services Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated, or cancelled in accordance with the Contract Terms and Conditions.

This Requirements Contract is available to the Department of Education as applicable.

The agency is eligible to make purchases of the contracted services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that department will purchase the volume of services as advertised in the Request for Proposal.

This Requirements Contract and any Amendments thereto are available from the DAS Web site at the following address:

https://procure.ohio.gov/

Index No. EDU142

MUTUALLY AGREED UPON CHANGES AND CLARIFICATIONS

The Department of Education (Department) and the Contractor have agreed to the following:

• Regarding Deliverable 2 (In-Person Meetings at District Sites), Contractor will document all questions and/or concerns that may be shared during the in-person district/school meetings and provide this information to the Department in a mutually agreed upon format.

• Regarding Deliverable 4 (Project Status Exchanges), Contractor will include a check-in summary following the project status exchanges within 48 hours and provide this information to the Department in a mutually agreed upon format.

• Regarding Deliverable 8 (Presentation of Evaluation Results), Contractor will ensure that all materials presented to stakeholders are reviewed and approved by the Department prior to virtual meetings.

• Regarding Deliverable 9 (Cumulative Evaluation Report and PowerPoint), Contractor will ensure that all materials are reviewed and approved for all other deliverables by the Department prior to presentations and finalization.

• Regarding staffing, Contractor will notify the Department lead contact before any staffing changes are made.

The Contractor has provided the following clarifications:

• Regarding Deliverable 5 (Practitioner Focused Project Success Stories), Contractor will develop short (e.g., 1-5 pages) success stories that highlight successful implementation of Early Warning Systems (EWS) and best practices at the school or district level. To execute this deliverable, Contractor will first collaborate with the Department SSIP leadership team to define an area of focus for each success story. Success stories may be focused on the process of EWS implementation or may focus on the impact of EWS on systems and students. Next, Contractor will review data collected during the project (e.g., surveys and coaching logs), along with input from Department and other relevant stakeholders, to identify a school or district that has been successful in implementing a component of an EWS. For example, success stories may highlight the use of an early warning tool, a team process for reviewing EWS data and conducting root cause analysis, or the use of evidence-based interventions for students with disabilities. Once the site and focus have been identified, Contractor will conduct a brief interview with a key staff member from the district or school implementation team to help Contractor understand and document the ways in which EWS implementation has been successful and what can be learned and applied to future technical assistance. During the interviews Contractor will aim to collect additional evidence of successful implementation. Contractor will use the information gathered during the interview to develop initial versions of the success stories in the desired format (e.g., infographic, brief, blog), share with Department and the implementation site for feedback, and then finalize the stories in accessible and compliant formats for Department dissemination. These stories will be less formal products than evaluation reports and may be used to support positive momentum for EWS implementation.

• Regarding Deliverable 7 (Annual Project Report), the first annual report will document evaluation findings and recommendations from Project Year 1 (September 2022-August 2023) and will be submitted during Project Year 2, in December 2023. Evaluation findings and recommendations from Project Year 2 (September 2023-August 2024) will be included in the second annual report, submitted in December 2024, during Project Year 3. In short, there will be an evaluation report for each year of the project as documented in the table below. This schedule allows Contractor to develop coherent and detailed reports after completing a project year while also submitting the report to the Department in the early months of the next project year. The Cumulative Report will contain information from all project years, including Project Year 5 information not included in the fourth annual report.

Project Year of Information Included in Report Submission Date and Project Year

Annual Report 1 September 2022-August 2023, Project Year 1

December 2023, Project Year 2

Annual Report 2 September 2023-August 2024, Project Year 2

December 2024, Project Year 3

Annual Report 3 September 2024-August 2025, Project Year 3

December 2025, Project Year 4

Annual Report 4 September 2022-August 2026, Project Year 4

December 2026, Project Year 5

Cumulative Report (Deliverable 9) September 2022-June 2027, Project Years 1-5

Draft submitted by April 30, 2027 Final submitted by June 30, 2027, Project Year 5

COST SUMMARY

State Systemic Improvement Plan (SSIP) External Evaluator

SRC0000003303

UNSPSC CATEGORY CODE: 86000000, 86141501, 86132214

DESCRIPTION

UNIT OF

MEASURE

UNIT COST

SSIP Phase 2 Evaluation Plan Each

$140,617.64

In-Person Meetings at District Sites. (Per Meeting) (Up to 36 meetings per project year) Each

$1,550.49

SSIP Core Team Calls (Per Hour) (Up to 24 hours per project year) Hourly

$183.29

Project Status Exchanges (Per Exchange) (24 per project year) Each

$366.57

Practitioner Focused Project Success Stories (Per Success Story) (No less than 3 and no more than 6 per project year) Each

$7,494.01

Practitioner Focused Project Status Reports (Per Report) (6 per project year) Each

$6,540.32

Annual Project Report (Per Report) (1 per project year) Each

$33,715.34

Presentation of Evaluation Results (Per Presentation) (Up to 8 per project year) (May be in-person or virtual) Each

$968.98

Cumulative Evaluation Report and PowerPoint Each

$43,953.63

Feedback on development or revision of project materials (upon request) (Per Hour) (Up to 12 hours per project year) Hourly

$429.01

All costs must be in U.S. Dollars.

The State will not be responsible for any costs not identified.

There will be no additional reimbursement for travel or other related expenses.

CONTRACTOR INDEX

CONTRACTOR AND TERMS: BID CONTRACT NO.: CSP009589

11174 TERMS: Net 30 Days American Institutes for Research 1400 Crystal Drive 10th Floor Arlington, VA 22202-3289

CONTRACTOR'S CONTACT: Kate Haaf Telephone: (443)-259-5220 E-Mail: AIRProposals@air.org mailto:AIRProposals@air.org