ESBD_553995_1787779724712_2026-14 - Solicitation Issued.pdf

REQUEST FOR QUOTE

RFQ No. 2026-14

Research, Outcomes Measurement, Evaluation, and Reporting Consultant

Objective:

ChildCareGroup (CCG) is seeking proposals from qualified consultants or firms to support required outcomes measurement, data collection, analysis, and reporting for our Early Learning Intervention Training and Education program (ELITE).

Overview:

ChildCareGroup, CCG, is a nonprofit organization that supports families, children, and early learning providers. Through the ELITE Initiative, funded by the Texas Workforce Commission, CCG will provide statewide training, resources, and technical assistance to strengthen the ability of Local Workforce Development Board staff and Child Care Programs to serve children with disabilities and children exhibiting challenging behaviors. The grant is intended to serve all 28 local workforce boards with technical assistance and training. In addition, childcare programs across the state will be offered training opportunities.

The ELITE Initiative includes 16 training courses for Child Care Programs and 8 trainings courses for Boards, along with technical assistance for Boards, development of resources and guides, participant eligibility documentation, registration and attendance tracking, evaluation of impact and training effectiveness, and reporting to the Texas Workforce Commission.

Child Care Program participants who register for a training event will receive a Pre-Training Impact Survey at registration and a Post-Training Impact Survey four weeks after the training concludes. Board staff will complete a separate Pre-Program Impact Survey and Post-Program Impact Survey. The Pre- Program Impact Survey was administered to all Board staff who registered for ELITE services before 07/16, and the Post-Program Impact Survey will be administered four weeks after the final training session concludes on 03/02/27.

ChildCareGroup is requesting quotes from qualified consultants or firms to provide research, outcomes measurement, evaluation, and reporting support for the Early Learning Intervention Training and Education, ELITE Initiative. The selected consultant will help ChildCareGroup review and strengthen the existing evaluation and measurement framework so it supports grant accountability, required reporting, data quality, and continuous improvement.

This Request for Quote is intended to identify a consultant with demonstrated experience in program evaluation, survey design, performance measurement, grant reporting, and advanced analysis of data from training and technical assistance programs. Experience with early childhood education, inclusion practices, disability related supports, workforce development, or public sector grants is preferred.

Although the full project scope is included in this Request for Quote, several items associated with the initial phases have already been completed. Tasks 1 through 4 have been completed in part or in full and are expected to require review and suggested edits only. Any recommended changes to survey questions or the data analysis plan must be approved by TWC before implementation.

A. Project Goals

• Finalize a clear, practical outcomes and measures framework for ELITE.

• Support consistent pre and post measurement of participant knowledge, confidence, self-efficacy, skills, and capacity.

• Strengthen data collection procedures for training, technical assistance, surveys, attendance, participation, and reporting.

• Analyze participant outcomes and training effectiveness using rigorous, reliable and transparent methods.

• Support quarterly and final reporting to funders and internal leadership. The grant end date is

April 30, 2027, and the final report is due not later than 30 days following April 30, 2027.

• Provide tools, templates, definitions, and documentation that ChildCareGroup can maintain after the engagement ends.

B. Available Data and Participant Linkage Considerations ChildCareGroup has existing data available to support ELITE evaluation, outcomes measurement, and reporting. Professional Development registration, participation, dosage, quality survey, and impact survey data are collected and maintained in Cvent. Cvent reporting functionality provides both dashboard views and raw data exports, and participant-level identifiers are maintained within the Cvent environment.

Technical Assistance dosage and quality data for Board staff-supported activities are collected and maintained in HubSpot. HubSpot reporting functionality provides both dashboard views and raw data exports, and participant records are associated with survey and engagement data through identifiers maintained within HubSpot.

Participant-level data can be linked within each system independently. However, ChildCareGroup does not currently have a formal cross-platform participant linkage process between Cvent and HubSpot, and there is not currently a Master Participant ID that enables consistent tracking across systems. The participants expected to appear in both Cvent and HubSpot are limited to workforce board staff members who participate in both Professional Development and Technical Assistance activities.

The selected consultant will be expected to assess available participant identifiers, recommend a practical participant matching methodology, document related business rules, and support a sustainable approach for linking survey, quality, impact, participation, and dosage data for Board staff analysis. Data exports from both platforms can be provided to the selected consultant for evaluation and development of the linkage methodology.

Respondents should account for the condition and structure of the available data in their proposed approach, estimated hours, and assumptions, including any necessary data review, transformation, standardization, cleaning, documentation, or participant matching work needed to support reliable analysis and reporting.

Scope of Work:

Task 1: Project Kickoff and Document Review

The consultant will begin by reviewing relevant ELITE grant materials, work plans, reporting expectations, existing surveys, data collection plans, training objectives, and technical assistance tracking processes. The consultant will meet with ChildCareGroup staff to confirm project priorities, reporting needs, and implementation constraints.

• Kickoff meeting agenda and notes

• Document review summary

• Work plan and deliverables schedule

Task 2: Outcomes and Measures Framework

The items listed in Task 2 have already been completed. The consultant will review the ELITE outcomes and measures framework, including outcomes for Board staff, Child Care Program participants, training activities, technical assistance activities, and required performance measures.

• Outcomes Measurement Plan

• Performance Measure Crosswalk

• Data Collection Matrix

• Definitions and Calculation Guide

Task 3: Survey and Assessment Development

Initial surveys for Board staff and Child Care Program participants have already been created, along with the administration protocol. The consultant will review, refine, and finalize survey and assessment instruments used to measure training effectiveness and participant outcomes. Instruments may include pre-training assessments, post-training assessments, immediate post-training evaluations, technical assistance feedback tools, and follow-up surveys if needed.

• Final Board staff survey instruments

• Final Child Care Program survey instruments

• Immediate post-training evaluation tool

• Survey administration protocol

• Recommended approach for response rate monitoring and data quality checks

Task 4: Data Collection Procedures and Quality Assurance

Data collection procedures have been established. The consultant will review the procedures for collecting, validating, storing, and preparing data for analysis and reporting. Data may include registration records, attendance records, TECPDS related participation information, Cvent or CRM records, survey responses, technical assistance logs, and program performance indicators.

• Data Collection Procedures

• Data Quality Checklist

• Data Preparation and Cleaning Guidance

• Recommended file naming, version control, and documentation practices

Task 5: Data Analysis and Outcome Measurement

The consultant will analyze data collected through surveys, attendance and participation records, and technical assistance tracking systems. Analysis should measure participant outcomes, changes in knowledge or confidence, technical assistance trends, responsiveness, resolution, and dosage of intervention. Analysis should use available data from Cvent, CRM, surveys, attendance records, and technical assistance tracking systems.

• Quarterly outcome analysis summaries

• Technical assistance trend analysis

• Summary findings for Board staff outcomes

• Summary findings for Child Care Program outcomes

• As needed support for ChildCareGroup staff leading the response review of training effectiveness.

Task 6: Reporting Support

The consultant will prepare clear, concise, and objective reporting materials that ChildCareGroup can use for grant reporting, internal monitoring, leadership updates, and continuous improvement discussions. Reports should include both narrative interpretation and appropriate tables or charts.

• Quarterly Evaluation Reports -Three remaining quarterly reports due:

11/10/26 02/10/27 05/10/27

• Annual Outcomes Report

• Final Grant Evaluation Report due May 30, 2027

• Supporting documentation for Texas Workforce Commission reporting and evaluation requests

Task 7: Dashboard and Data Dictionary Support

The consultant will provide dashboard specifications and a data dictionary to support future reporting and visualization. The consultant is not expected to build a dashboard unless specifically included in the selected quote, but should define measures, data sources, calculations, and reporting views needed for potential dashboard development.

• Dashboard Requirements Document

• KPI and Measure Dictionary

• Recommended dashboard views

• Documentation of data sources and calculation logic

Task 8: Knowledge Transfer

The consultant will ensure ChildCareGroup has the tools and documentation needed to maintain the measurement framework after the engagement. This includes walkthroughs with relevant staff and editable versions of all instruments, templates, calculations, and reporting tools.

• Knowledge transfer session

• Editable tool and template package

• Methodology handoff memo

C. Deliverables Summary

No. Deliverable Timing

1 Document review summary and project work plan Early engagement

Outcomes Measurement Plan, already drafted, consultant review only

Early engagement

Performance Measure Crosswalk, already drafted, consultant review only

Early engagement

4 Data Collection Matrix, already drafted, consultant review only Early engagement

5 Final survey and assessment toolkit, already drafted, consultant review only

Before use in training cycle

6 Survey administration protocol and data quality checklist, already drafted, consultant review only

Before data collection

7 Quarterly outcome analysis summaries Quarterly or as requested

8 Technical assistance trend analysis Quarterly or as requested

9 Annual Outcomes Report Annually or as requested

10 Final Grant Evaluation Report End of grant period or as requested

11 Knowledge transfer materials Final stage

D. Items Outside the Base Scope

The base scope is focused on outcomes, measures, evaluation, data collection, analysis, and reporting.

Unless specifically included in the selected quote, the following items are excluded from the base scope:

• Full strategic planning or program redesign consulting.

• Development of a new logic model, unless ChildCareGroup later requests this as an optional add-on.

• Building or maintaining Power BI dashboards or another business intelligence platform.

• Independent research studies, randomized studies, or comparative studies of training models.

• Direct program implementation, training delivery, or technical assistance delivery.

• Legal, audit, or compliance opinions.

Optional add-ons may be proposed separately and clearly priced, including a logic model refresh, dashboard build, additional qualitative interviews, focus groups, or extended evaluation support.

Deadline for questions:

Questions regarding this solicitation will be received until 12:00pm (central time) on September 2, 2026.

All questions shall be forwarded to the attention of the Procurement Department, at procurement@ccgroup.org. Questions received after the deadline will not be answered.

Due Date and Time:

Responses to this solicitation are due on September 9, 2025, at 5:00pm (central time). Responses will be received in electronic form only and shall be sent to the Procurement Department, at procurement@ccgroup.org. Late responses will not be accepted.

Qualifications:

Respondents should demonstrate the following qualifications:

• Knowledge of research methods and advanced statistics.

• Experience developing outcomes and measures frameworks for grant funded programs.

• Experience with program evaluation, survey design, performance measurement, and data analysis.

• Experience supporting quarterly, annual, or final grant reporting.

• Ability to translate data into clear, practical findings for program and executive audiences.

• Experience with early childhood education, inclusion, disability supports, workforce development, public sector grants, or nonprofit programs, preferred.

• Strong written communication skills and ability to produce polished, usable deliverables.

• Ability to protect confidential participant and program data.

Proposal Requirements Quotes should be concise and should include the following information:

• Firm or consultant name, contact information, and brief organizational background.

• Description of relevant experience with outcomes measurement, evaluation, and grant reporting.

• Names, roles, and qualifications of staff who would perform the work.

• Proposed approach to completing the scope of work.

• Proposed deliverables and timeline.

• Pricing broken out by task, including estimated hours, hourly rate, and extended cost for each task.

• Any assumptions, exclusions, or optional add-ons.

• At least two references for similar work.

• Sample work products, with confidential information removed, if available.

mailto:procurement@ccgroup.org mailto:procurement@ccgroup.org

Evaluation Criteria:

Responses will be evaluated based on the following:

• Relevant experience and qualifications, and MBE/WBE/HUB Certifications (30%)

• Understanding of ELITE outcomes, measures, and reporting needs (20%)

• Technical approach and quality of proposed methodology (25%)

• Quality and usability of deliverables (10%)

• Cost reasonableness and value (15%)

Contract Term: This agreement shall be for a period of one (1) year.

Pricing Format

Respondents should provide pricing by task so ChildCareGroup can compare level of effort, hourly rates, and total estimated cost. Pricing should not be submitted as a fixed fee. Each task should include the estimated number of hours, the hourly rate, and the extended cost. Optional services or additional work requested outside the base scope should also be priced using the same hourly task-based format. You may add additional lines for each task, if you have different rates based on your staffing model.

Task Estimated Hours Hourly Rate Estimated Cost

Task 1: Project kickoff and document review

Task 2: Outcomes and measures framework review

Task 3: Survey and assessment review

Task 4: Data collection procedures and quality assurance review

Task 5: Data analysis and outcome measurement

Task 6: Reporting support ___ $___ $___

Task 7: Dashboard and data dictionary support

Task 8: Knowledge transfer ___ $___ $___

Total estimated cost ___ N/A $___

General Terms and Conditions:

1. APPLICABILITY: These standard terms and conditions apply to all goods or services procured by the CCG, unless otherwise stated in the specifications. The instructions contained herein shall be incorporated into the contract as well as any subsequent purchase order(s) issued for goods or services and shall be included as part of the specifications issued herewith.

2. ADDENDA: Any revisions to the information contained herein will be issued in the form of addenda. The sole issuing authority shall be vested in the CCG Procurement Division. If addenda contain material changes to the specifications or pricing form, the Proposer shall acknowledge receipt of addenda in the designated section on the Proposal Certification Form.

It is the responsibility of the Proposer to obtain and acknowledge any and all addenda. Failure to acknowledge receipt of addenda may be cause to deem such submission non-responsive.

3. MINOR DEFECT: CCG reserves the right to waive any minor defect, irregularity, or informality in any proposal. Minor defects, irregularities or informalities will not affect the end product/performance intended by the specifications. CCG also reserves the right to reject any or all proposals with or without cause prior to award.

4. TAXES: CCG is exempt from paying federal excise and transportation taxes and Texas State or local sales and use taxes. Tax shall not be included in the prices offered. A Tax-Exempt Form will be provided by CCG upon request.

5. CHANGE ORDER: CCG reserves the right to modify or change plans and specifications as deemed necessary after the performance of the contract has commenced, to decrease or increase the quantity of work to be performed, materials, equipment or supplies to be furnished, or address other provisions of the contract as approved by the CEO and/or CFO, the CCG Board of Trustees, and as appropriate under state law. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the contract. All change orders or modifications to the contract will be documented in written form by CCG and acknowledged by the contracted proposer. All change orders and modifications to the contract shall be processed through the Procurement Department only.

6. INVOICES: Invoices shall be submitted by email to ap@ccgroup.org, attention Accounts

Payable. The Proposer will submit invoices on a monthly basis, including all supporting documentation (if applicable) to CCG, detailing services rendered, the number of hours worked, hourly rate, and total costs incurred.

7. PAYMENT TERMS: Payment terms are Net 30 days, unless otherwise specified by CCG.

8. PRICE ESCALATION: Unless otherwise stated in the Special Provisions or specifications herein, prices must remain firm for the initial term of the contract. The proposer may request an adjustment at the time of contract renewal by submitting a request in written form to the Director of Procurement. CCG reserves the right to approve or reject any and all requests for price escalations.

mailto:ap@ccgroup.org

9. PRICE REDUCTION: If during the life of the contract, the proposer’s net prices to other customers for the same goods or services are lower than CCG’s contracted prices, an equitable adjustment shall be made in the contract price in favor of CCG.

10. INDEMNITY: The proposer agrees to release, defend, indemnify and hold harmless CCG, its officers, agents and employees from and against any and all costs, expenses, suits, demands, claims, liabilities, liens, encumbrances or damages, including attorneys’ fees and costs of suit, of any character, name and description, incurred or resulting from any injuries or damages received or sustained by any person, persons or property on account of any intentional wrongful conduct whether intentional or unintentional or any negligent act, omission, or fault of the proposer, or of any agent, employee, authorized representative, subcontractor, or supplier in the execution of, or performance under this contract or any contract.

11. TERMINATION FOR DEFAULT: CCG reserves the right to terminate the contract immediately in the event the proposer fails to meet delivery schedules, or otherwise performs in accordance with the specifications contained herein or in the contract documents. Breach of contract or default authorizes CCG to award the contract to another proposer, or purchase from an alternate source.

12. TERMINATION FOR CCG CONVENIENCE: Whenever CCG, in its discretion, deems it to be in CCG’s best interests, it may terminate this contract for CCG’s convenience. Such termination shall be effective thirty (30) days after CCG delivers written notice of such termination for convenience to the proposer. Upon receipt of such notice from CCG, proposer shall not thereafter incur, and CCG shall have no liability for, any costs under this contract that are not necessary for actual performance of the contract between the date of the notice of termination for convenience and the effective date of that termination for convenience. In the event of a termination for convenience hereunder, CCG shall have no liability to proposer for lost or anticipated profit resulting.