ESBD_467253_1764111962063_2025-23 Addendum #1 Issued.pdf
PDF 212 KB Posted
- Attached to
- Professional Head Start Management Software
- Solicitation number
- 2025-23
- Issued by
- Dallas County, Texas
About this file
This is an Addendum #1 to RFP 2025-23 issued by ChildCareGroup Procurement Office for Professional Head Start Management Software on November 17, 2025. The addendum provides clarifications and specifications to the original RFP, which requires a comprehensive software solution to serve 16 sites and 928 students across ChildCareGroup's Head Start programs. The software must support customizable functionality at agency, site, and classroom levels, including white-label branding, reports, user permissions, workflows, forms, notifications, and dashboards. Key functional requirements include ERSEA (Eligibility, Recruitment, Selection, Enrollment, Attendance) capabilities to replace or supplement existing internal monitoring tools and specific report formats (2132, 2005, 2001, 2003, 4011, 2301, 2305, 2320, 2330, 2031, 2025, 2016); family engagement analytics tracking participation trends, goal progress, service delivery, communication frequency, and event attendance; health reporting for immunizations, physicals, screenings, and follow-up documentation; inclusion services reporting for disabilities, accommodations, and IFSP/IEP data; education reporting for both staff credentials and children's development; and compliance monitoring support for PIR items, CLASS assessments, ERSEA tracking, and ongoing monitoring indicators. Additional capabilities required include customizable reports across all functional areas, electronic signature pads for attendance verification and consent forms, annual PIR reporting with enrollment, eligibility, health metrics, and staffing data, and in-kind tracking for parent volunteer hours, donated materials, and classroom volunteer logs. The original RFP due date is December 2, 2025, at 5:00 PM CST, with the written questions deadline having passed on November 17, 2025, at 5:00 PM CST.
Proposers must include the signed Addendum #1 with their proposal response, with failure to do so potentially resulting in a non-responsive designation. The addendum clarifies that all customizable reporting components should cover Family Engagement, Health, Education, ERSEA, and related areas on weekly, monthly, quarterly, annual, and as-needed bases. Compliance monitoring reports should be accessible as needed rather than on a fixed frequency schedule. The electronic signature pad will be utilized for attendance verification, consent forms, intake documents, health releases, and IFSP/IEP signatures. In-kind tracking will encompass parent volunteer hours, donated materials and services, classroom volunteer logs, and home-based activity logs. Proposers with questions regarding the addendum should contact Anna Alvarez, Procurement Specialist, at aalvarez@ccgroup.org.
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Text version
ADDENDUM #1
2025-23 Professional Head Start Management Software November 17, 2025, at 5:00pm (CT)
RFP No:
RFP Title:
Questions Deadline:
RFP Due Date: December 2, 2025, at 5:00pm (CT)
Addendum #1 is issued by the ChildCareGroup Procurement Office. Please see the following for changes/additions/deletions/and clarifications to the specifications:
Clarifications
Q1. Customizable software to meet the agency’s needs:
● What specific areas of the platform do you expect to be customizable (e.g., whitelabel, reports, permissions, notifications, etc.)?
White label/branding, reports, user permissions, workflows, forms, notifications, dashboards)
● Do you expect customization at the agency level, site level, and/or classroom level?
Yes, we expect customization at all levels, agency, site, and classroom.
Q2. Provide data collection and reporting components which shall include:
B. Provide data collection and reporting components which shall include:
ERSEA (Eligibility, Recruitment, Selection, Enrollment, Attendance) capabilities
● What current ERSEA reporting and tracking tools are currently in use?
Internal Monitoring tool, Reports (2132, 2005, 2001, 2003, 4011, 2301, 2305, 2320, 2330, 2031, 2025, 2016)
● Is the expectation to use the chosen platform as a replacement of or supplement to existing ERSEA tools?
No
Family Engagement
● What current engagement reporting is in place?
ChildPlus, paper logs, surveys, home visit notes, and family partnership plans
● What type of analytics are needed?
Participation trends, goal progress, service delivery data, communication frequency, and event attendance.
Health
● What health reporting are you aiming to collect from the chosen platform?
Immunizations, physicals, screenings, follow-up documentation, service tracking, etc.
Inclusion
● Please specify the nature of specific inclusion reporting needs.
Disability services, accommodations, referral tracking, IFSP/IEP data, etc.
Education
● Is this education reporting pertaining to the staff’s education and credentials, the children's development, both or other?
Both
Management
● To what degree will management reporting be done in the chosen platform (completely, supplementally, limited) and for what specific details will reports need to include?
o Completely (platform will house all management data o Supplementally (platform will support some additional reporting needs o Limited (platform will only provide minimal or targeted reports
Compliance Monitoring
● What specific Head Start compliance monitoring will need to be supported through supplemental reporting from the chosen platform?
PIR items, CLASS, ERSEA, ongoing monitoring indicators
● Is there a frequency needed on these reports or are they looking for this to be pulled at will?
They should be accessible as needed.
C. Ability to customize reports
● Can you clarify which reports must be customizable?
Family Engagement, Health, Education, ERSEA, etc.
● How often will customized reporting take place?
Weekly, monthly, quarterly, annually, and as needed
E. Electronic signature pad
● What will the electronic signature pad be used for?
Attendance verification, consent forms, intake documents, health releases, IFSP/IEP signatures, family partnership agreements
F. Ability to pull reports for annual PIR (Program Information Report)
● Can we clarify the information contained in this annual report?
Enrollment, eligibility, health metrics, disabilities, staffing, family services
G. Ability to track and report in-kind
● Please clarify in-kind reporting as it will need to be used and tracked in this case?
Parent volunteer hours, donated materials/services, classroom volunteer logs, home-based activity logs
Q3. How many sites and students will be served?
A3. 16 sites, 928 students
Please sign below and include Addendum #1 with your proposal response. Failure to include the signed Addendum #1 may deem your proposal non-responsive.
For Questions regarding this addendum contact:
Anna Alvarez Procurement Specialist aalvarez@ccgroup.org
Signature
Date mailto:aalvarez@ccgroup.org
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