ESBD_382990_1731340992568_25-004 RFP Tutorial Services (Final).pdf

Request for Competitive Sealed Proposals

Tutorial Services

(RFP #25-004)

November 8, 2024

Spring Independent School District

P r o c u r e me n t S e r v i c e s De pa r t m e n t 1 6 7 1 7 E l l a B l v d . • H o u s t o n , T e x a s 7 7 0 9 0 • T e l . 2 8 1 . 8 9 1 . 6 4 6 5

SPRING INDEPENDENT SCHOOL DISTRICT

PROCUREMENT SERVICES DEPARTMENT

16717 Ella Blvd.

Houston, TX 77090

1) GENERAL OVERVIEW OF SPRING ISD

The Spring Independent School District serves nearly 34,000 pre-kindergarten through twelfth-grade students within a diverse and growing district located 20 miles north of downtown Houston, extending along the Interstate 45 corridor in an urban area of Harris County that spans 57 square miles. Currently, there are 8 administration facilities and 45 campuses comprising 26 elementary schools, 9 middle schools, 7 high schools, and 3 ninth-grade centers.

For additional information about Spring ISD (SISD), including demographics and other facts and figures, please refer to the District’s website at www.springisd.org. Various SISD publications with additional District information are also available in digital format by clicking on the following link:

Spring ISD Publications.

2) SCOPE OF WORK, MINIMUM REQUIREMENTS, OBJECTIVES, ETC.

a) INTRODUCTION/ SCOPE OF WORK:

Spring ISD is accepting proposals from qualified vendors for Tutorial Services in accordance with the terms, conditions, and specifications detailed in this Request for Proposals (RFP). The District seeks to establish partnerships with a vendor(s) capable of providing effective tutoring services in the subjects of reading, mathematics, social studies, and science, with the goal of enhancing student academic performance and engagement. The District anticipates awarding multiple vendors in response to this RFP.

b) OBJECTIVES:

The District is currently seeking to address the tutorial needs of its student community through online and in-person services. To achieve this objective, we require the expertise of vendors who can supply trained and dedicated staff to enhance our tutoring programs. Our primary aim is to improve student performance across the district by providing customized tutorial services that are aligned with the specific goals outlined in each campus's Campus Improvement Plans. The District may consider awarding contracts to multiple vendors to ensure comprehensive coverage for all campuses.

PRIMARY SERVICES

http://www.springisd.org/ http://www.springisd.org/default.aspx?name=ccr.publications

• Curriculum and programs targeted to essential skills in reading, math, science, and/or social studies.

• Personalized high-quality educational support.

• Delivered at the school with a flexible schedule determined by the campus.

• Individual and group progress reports available at the request of the campus or District.

• Tutors that start at the beginning of the program and continue through the intervention.

INSTRUCTIONAL MODEL

• Online and/or In-person.

• Data-driven programs based on research and best practices.

• Students are placed in small classes (no more than 8 per class) based on their learning needs.

• Teachers provide instruction on targeted learning objectives.

• Intervention tutoring programs are aligned to State and District standards to help students learn skills that are on standardized tests.

c) MINIMUM REQUIREMENTS:

Spring ISD requires the successful Vendor(s) to meet the following requirements:

• Vendor must provide services in a minimum of one objective listed in section a. The vendor must have a minimum of two years of experience providing services relating to at least one objective listed in the scope of this RFP.

• The following education and training items are required:

o Bachelor's degree required.

o Teaching certification (All Tutors).

o Three years of teaching experience.

o Intensive program training, ongoing coaching, and observation from the provider that is in place for each tutor.

d) PROJECT LOGISTICS:

The awarded Vendor(s) will designate a primary point of contact with Spring ISD during the term of the contract services. The Vendor’s primary contact will be responsible for all tutorial service activities performed by the Vendor and the Vendor’s team. The Vendor(s) primary contact must be readily accessible via e-mail and phone to provide adequate turnaround on Spring ISD questions or requests.

The primary contact may also be asked to participate in Spring ISD management team meetings as needed. The vendor(s) primary contact is expected to bring to Spring ISD’s attention any resource deficiencies that will impact their ability to provide services per contract terms.

Spring ISD will also assign a primary point of contact for the duration of the contracted service term and will have access to various subject matter experts (SMEs) who will assist in responding to Vendor questions and/or requests, as needed for the Vendor to fulfill its obligations under the terms of the contract.

3) PROPOSAL EVALUATIONS

The review and evaluation of the Supplier’s responses will determine the Supplier(s) most capable of delivering the "best overall value" to the District, consistent with the requirements herein and as evidenced by the respondent’s experience in providing the type and scope of services required within this Solicitation.

Depending on the number and quality of vendor responses received, the District will use the evaluation process to identify either a sole vendor or multiple suppliers to be considered for contract award, as described herein:

a) Phase 1 Evaluation: Phase 1 entails the evaluation of written proposals submitted by Providers meeting the requirements referenced in this Solicitation. In phase 1, each vendor’s response will be reviewed for completeness and adherence to the submission requirements and will be ranked based on the evaluation criteria referenced in the table below. The District will be the sole judge of the quality of proposals and reserves the right, at its own discretion, to disqualify any vendor that submits a proposal that is incomplete, does not properly adhere to the solicitation requirements, and/or clearly does not meet the needs of the District. A Vendor’s response that is disqualified will not be scored nor ranked.

Phase 1 Evaluation Criteria Criteria Description and Scoring Points System Maximum

Points Attainable

1. Purchase Price Each Vendor’s overall pricing proposal will be scored based on the pricing structure and anticipated costs over the term of the contract. Please be as detailed as possible on your pricing structure.

• Costs per hour and/or per half-day related to providing tutorial services to students.

2. Quality of Vendor’s Goods or Services

Each Vendor’s quality of goods/services will be scored based on the information/products provided to the RFP. Factors may also include, but are not limited to:

• Include a portfolio or curriculum example of your organization’s experiences, listing at least one public, private, or charter school district you have partnered with in the past.

• The quality of the staff member selection and training process.

*Note: Score based on the District’s opinion of the Supplier's ability to meet their needs.

3. Extent to which the Vendor’s Proposed Services meet the needs of the District

May include, but is not limited to:

• Provides services in two (2) of the objectives – 25 points

• Provides services in one (1) of the objectives – 15 points

• Provides services in none of the objectives – 0 points

• Vendor Summary response documents will be considered as needed.

Criteria Description and Scoring Points System Maximum Points

Attainable *Note: Score based on the District’s opinion of the Supplier's ability to meet their needs.

4. Vendor Reputation

May include but is not limited to:

• Quality of Client References Provided.

*Note: Score may be impacted by the District’s opinion of the quality of the client references provided.

5. Vendor’s Past Relationship with the District

Vendor's Past Service History with Spring ISD or Staff:

• Great (5 pts) / Fair (3 pts) / Unsatisfactory (1 pts)

• No Experience (3 pts)

6. Long Term Costs

Costs incurred beyond the initial contract term that may include, but is not limited to:

Not applicable

NA

7. Historically Underutilized Businesses

(HUB)

Compliance

Impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses

Not applicable

NA

Total Points 100

b) Phase 2 Evaluation: The District, at its sole discretion, may select one or more Proposers to participate in an on-site (or remote) interview process to clarify various aspects of a vendor’s proposal and/or to further evaluate the qualifications and experience of the Proposer.

During Evaluation Phase 2, Spring ISD may discuss and negotiate modifications to the scope of services and pricing proposed by the Vendors involved in this stage of the process. At the District’s sole discretion, to present their best-and-final offers.

Upon completion of the Evaluation, the total points earned by each vendor will determine the final scores. The District, at its sole discretion, will determine which Vendor(s) to consider for contract award.

4) PROPOSAL SUBMISSION INSTRUCTIONS AND REQUIRED

DOCUMENTS

Vendor responses (“Proposals”) shall be submitted electronically through the District’s web-based e- Sourcing system (the “System”). If you require assistance either with the online registration process or technical assistance with the System, please contact Procurement Services at 281-891-6465.

All Suppliers submitting a proposal shall review and abide by the instructions referenced herein:

a) DEADLINE FOR ELECTRONIC SUBMISSION OF PROPOSALS (“BID OPENING”): Proposals shall be submitted electronically via the District’s System prior to 12:00 p.m. (CST) on Friday, November 22, 2024. After such time, the System “locks” and does not allow the submission of any responses.

Respondents are encouraged to submit their electronic responses with plenty of time in advance of the deadline indicated to ensure a timely response. The District will not be responsible for lateness of receipt due to Internet delays or unavoidable circumstances.

b) REVIEW/RESPOND TO ITEMS WITHIN THE E-SOURCING SYSTEM: Within the e-Sourcing system, proposing Suppliers shall review all information provided and respond to all required information (if applicable) that may be listed under the following sections of the e-Sourcing system:

i. Attachments’ tab: This section of the e-Sourcing system may contain documents in electronic format (i.e., Word, Excel, PDF, etc.) that require the Vendor’s review and/or completion, as directed.

ii. Attributes tab: This section of the e-Sourcing system may contain important Vendor instructions and/or requests from the District for miscellaneous Vendor information.

Suppliers must review and/or respond to (if applicable) all Attributes associated with this Solicitation.

iii. Line Items tab: This section of the e-Sourcing system may contain one or more-line items for which the proposing Suppliers must provide the requested product/service information, which often constitutes item price, item description, item brand and model, manufacturing part #, etc. Suppliers must supply all requested item information.

iv. Response Attachments tab: This section of the e-Sourcing system may reference one or more documents which must accompany the Proposer’s response. Any documents referenced in this section must be uploaded through the District’s e-Sourcing system in the format specified, if applicable.

c) PROVIDE REQUIRED DOCUMENTS (‘RESPONSE ATTACHMENTS’), AS INSTRUCTED HEREIN: This Solicitation requires proposing Vendors to complete the documents listed below and upload them back into the District’s e-Sourcing system as electronic documents under the ‘Response Attachments’ tab. Unless specified otherwise within this Solicitation, the documents should be uploaded in PDF file format (either as separate attachments or combined into a single PDF file).

Any required documents not provided by the proposing Vendor may be grounds for disqualification from participation in this Solicitation.

i. Business Owner (s) Resume: Responding vendors are required to include a resume of the primary owner(s) who will manage the selection of tutorial staff providing services to the District.

• Tutorial Staff Selection Process - provide a summary of tutorial staff member selection and training process.

ii. Vendor Summary & Reputation: Responding vendors are required to include a portfolio and/or curriculum of your organization’s experiences, listing at least one public, private, or charter school district you have partnered with in the past per Section (b) (“Objectives”). This information will be used during the evaluation per the information provided in Section 3.1 Phase 1 Evaluation of this document. Provide details of claims that support your company’s capabilities against the following criteria:

• Financial Robustness & Experience – provide details on the size of your organization and pertinent financial excerpts from your annual report.

• Service Management & Customer Care – provide details of any service management examples supplied to the District or similar types of customers.

• Experience and Resources - The vendor’s level of experience in providing tutorial services in Houston, Texas, and surrounding areas will be considered. References, case studies, and other verifiable documentation of experience should be provided and will be utilized in the evaluation process.

iii. Price List(s) for Additional Related Products and/or Services – ONLY IF APPLICABLE: Vendors must provide a document listing the additional related products and/or services that can be purchased in relation to the scope of work of this solicitation.

NOTE: All required documents must be completed and signed (if applicable), and then uploaded to the District’s e-Sourcing system under the ‘Response Attachments’ tab.

-- End of Solicitation document –