ESBD_File_319348_701-23-004 FINAL for ESBD.pdf

TEXAS EDUCATION AGENCY

William B. Travis Building

1701 North Congress Avenue Austin, Texas 78701-1494

REQUEST FOR PROPOSALS (RFP)

RFP 701-23-004, Career and Technical Education Teacher Professional Development and Training

Authorized by: Carl D. Perkins Career and Technical Education Act of 2006, as amended by the Strengthening Career and

Technical Education for the 21st Century Act (PL 115-224, Enacted July 31, 2018) SEC. 112. [20 U.S.C. 2322]

PROPOSAL SUBMISSION:

Secure ShareFile Link:

https://tea.sharefile.com/share/getinfo/r73d2bc7cab5646cc9c5d67f42839eb60 or

Email to TEASolicitations@tea.texas.gov

REFER INQUIRIES TO:

Demetreus Jones TEASolicitations@tea.texas.gov

PROPOSALS MUST BE RECEIVED BY THE

TEA CONTRACTS AND PURCHASING DIVISION NO LATER THAN:

April 12, 2023 – 2:00 P.M., Central Time (CT)

Proposals must be submitted electronically in accordance with Section 2.1 of this solicitation.

Proposals received after the date and time stated in this solicitation will not be evaluated.

Pursuant to the provisions of Texas Government Code §§2156.121 – 2156.127, sealed proposals will be accepted until the date and time established for receipt. Names, prices, and other proposal details may only be divulged after the award of a contract, if a contract is awarded. The award notice will be posted to the Electronic State Business Daily (ESBD) at http://www.txsmartbuy.com/esbd.

Pursuant to Texas Government Code §§2151.004(d) and 2155.131, the Office of the Comptroller of Public Accounts has delegated authority to the Texas Education Agency (TEA) to conduct this solicitation and to award a contract for the purposes stated herein.

All written requests for information will be communicated to all applicants through the ESBD portal. See Section 2.2 for the deadline to submit questions to be posted to the ESBD portal.

All proposals received in response to this solicitation are the property of TEA. All proposals must be submitted to TEA Contracts and Purchasing Division, as required by the instructions within this solicitation. All addenda to and interpretation of this solicitation shall be in writing. The State shall not be legally bound by any unwritten addenda or interpretation.

The proposer understands and agrees that no public disclosures or news releases related to this solicitation, negotiations or later award, or any results or findings based on information provided or obtained to fulfill the requirements of this solicitation shall be made without TEA’s prior written approval.

NOTE: Failure to formalize the terms of the proposal by signing the Contract Terms, Conditions and Affirmations, Response Preferences and Execution of Offer will result in disqualification of the offer contained within the proposal. The proposer must indicate exceptions to the contract terms and conditions in the body of their proposal and offer alternative language to any contract terms and conditions when they submit a proposal to this solicitation. If a proposal is signed and submitted without including specific exceptions to the Contract Terms and Conditions included in this solicitation, TEA will not negotiate those terms and reserves the right to start negotiations with other proposers.

https://tea.sharefile.com/share/getinfo/r73d2bc7cab5646cc9c5d67f42839eb60 mailto:TEASolicitations@tea.texas.gov mailto:TEASolicitations@tea.texas.gov https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2156.htm http://www.txsmartbuy.com/esbd https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2151.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm

TABLE OF CONTENTS

SECTION ONE: PURPOSE, BACKGROUND & SCOPE OF WORK

1.1 PURPOSE

1.2 BACKGROUND & DEFINED TERMS

1.3 CONTRACT TERM

1.4 BUDGET

1.5 SCOPE OF WORK, PROJECT DESCRIPTION, AND REQUIREMENTS

1.6 PROJECT DELIVERABLES AND MILESTONES

1.7 COLLABORATION

1.8 CONTRACT MONITORING

1.9 ESCALATION PROCEDURE

SECTION TWO: GENERAL INSTRUCTIONS AND PROPOSAL REQUIREMENTS

2.1 PROPOSAL SUBMISSION DATE AND TIME

2.2 ANTICIPATED SEQUENCE OF EVENTS

2.3 COMMUNICATION

2.4 STANDARD PROPOSAL REQUIREMENTS

2.5 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

2.6 DISCLOSURE OF PROPOSAL CONTENT

2.7 HISTORICALLY UNDERUTILIZED BUSINESS (HUB) SUBCONTRACTING PLAN

2.8 CONFLICT OF INTEREST

2.9 CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

SECTION THREE: PROPOSAL FORMAT AND CONTENT

3.1 PROPOSAL FORMAT AND CONTENT

3.2 UNDERSTANDING OF THE PROJECT, METHODOLOGY & TECHNICAL COMPONENTS

3.3 MANAGEMENT PLAN, EXPERIENCE & QUALIFICATIONS

3.4 TASK, ACTIVITY, DELIVERABLE, AND BUDGET PLAN

3.5 PROPOSER’S FINANCIAL RESPONSIBILITY

SECTION FOUR: REVIEW OF PROPOSALS

4.1 REVIEW OF PROPOSALS

4.2 EVALUATION CRITERIA

SECTION FIVE: CONTRACTUAL REQUIREMENTS

5.1 CONTRACTOR’S PROPOSAL

5.2 CONTRACT DOCUMENTS AND ORDER OF PRECEDENCE

5.3 PROJECT REVIEW REQUIREMENT

5.4 INVOICING AND PAYMENT

5.5 CRIMINAL HISTORY REVIEW

ATTACHMENTS

ATTACHMENT A: NOTICE OF INTENT TO SUBMIT A PROPOSAL

ATTACHMENT B: CONTRACT TERMS, CONDITIONS AND AFFIRMATIONS, RESPONSE

PREFERENCES AND EXECUTION OF OFFER

ATTACHMENT C: HUB SUBCONTRACTING PLAN (HSP) – SEPARATE DOCUMENT

ATTACHMENT D: PROPOSAL COVER PAGE

ATTACHMENT E: TASK, ACTIVITY, DELIVERABLE AND BUDGET PLAN

ATTACHMENT F: DELIVERABLE DESCRIPTIONS AND GENERAL ACCEPTANCE CRITERIA

ATTACHMENT G: CONFLICT OF INTEREST ANALYSIS FORM

ATTACHMENT: TEALearn COURSE QUALITY RUBRIC – SEPARATE DOCUMENT

SECTION ONE: PURPOSE, BACKGROUND & SCOPE OF WORK

1.1 PURPOSE

The Texas Education Agency (TEA) is seeking responses from qualified respondents to develop the Career and Technical Education (CTE) Teacher Professional Development and Training project that will provide services, activities, professional development, and training for CTE teachers that will allow all Texas LEAs to conduct quality CTE programs.

In the 2023-2024 contract year, the contractor, under the guidance of TEA, will conduct regional trainings at two sites around the state. Depending on circumstances involving public health concerns, the trainings may be virtual. In additional years, the training sites may rotate to different parts of the state to reach additional CTE teachers. These two regional trainings will be divided between serving new CTE teachers and serving experienced CTE teachers and will be held on different occasions.

Proposals should demonstrate the proposer’s ability to:

1. Review analysis of CTE teacher professional development and training needs

2. Promote effective implementation of quality CTE programs

3. Design content for the digital learning platform TEALearn for CTE including:

Revision of eight (8) existing CTE Teacher PD courses

New CTE Teachers

a. Level 1, Course 1: Setting Teachers Up for Success in the CTE Classroom

b. Level 1, Course 2: Supporting Special Populations in the CTE Classroom

c. Level 1, Course 3: Empowering Students in the CTE Classroom

d. Level 1, Course 4: Supporting Emergent Bilingual Learners in the CTE Classroom

Experienced CTE Teachers

e. Level 2, Course 1: Instructional Strategies for the CTE Classroom

f. Level 2, Course 2: Conducting Effective Virtual Instruction for CTE Courses

g. Level 2, Course 3: What is Differentiated Instruction?

h. Level 2, Course 4: Creating and Using Classroom Assessments in CTE

4. Plan and deliver CTE Professional Development trainings in face-to-face and/or virtual platforms for both new CTE teachers and for experienced CTE teachers

5. Develop and deliver CTE Teacher Professional Development that fosters increased knowledge of:

a. Implementing Programs of Study;

b. Use of data-driven practice to measure student progress.

c. Understanding CTE classroom management policies and procedures.

d. Effective implementation of the TEKS;

e. Work‐based learning;

f. Employability skills;

g. Serving students with disabilities;

h. Successfully engaging CTE special populations students;

i. Improving diversity in CTE classrooms;

j. Increasing Non-Traditional student participation;

k. Pedagogy (how to teach);

l. How to meet students’ needs;

m. Selecting instructional goals;

n. Available resources;

o. Lesson planning;

p. Designing student assessments; and

q. Understanding ways to engage students in learning.

6. In pursuit of several of the above-listed project objectives, the proposal should also address the revision and updating of five (5) existing TEALearn courses. They are Integrating Math into CTE Classrooms Parts 1 & 2, Integrating Science into CTE Classrooms Parts 1 & 2, and Work-Based Learning

7. As additional project is the development of a six-hour professional development course in TEALearn to meet existing and anticipated training requirements for CTE teachers teaching courses in the Entrepreneurship Program of Study.

1.2 BACKGROUND & DEFINED TERMS

The Texas Education Agency recognizes that professional development strategies are an integral part of providing quality CTE programming for Texas students. In addition, Perkins V legislation requires the state to conduct activities to improve career and technical education which includes teacher recruitment, preparation, and retention. Once qualified candidates have been successfully recruited, professional development often determines the depth and breadth of a CTE teacher’s career. Working with educator preparation programs, LEAs, and teacher organizations to identify best practices for initial training, first year supports, and sustained support of CTE teachers, the state agency will guide the dissemination of the selected strategies. In the past, the TEA provided professional development which limited the number of participants. The TEA seeks to expand the number of participants able to participate in professional development by offering multiple opportunities for PD in various locations and/or platforms. This project recognizes the key role that high-quality professional development plays in establishing and maintaining quality secondary CTE programs that lead to high achievement and exceptional postsecondary preparation for students.

As used in this solicitation, the following capitalized terms shall have the meaning as specified below.

• CLNA – Comprehensive Local Needs Assessment

• CMBL- the Texas Centralized Master Bidders List

• CTE – Career and Technical Education

• DIR – Texas Department of Information Resources

• ESBD – Texas Electronic State Business Daily

• ESC – Education Service Center

• HUB – Historically Underutilized Business as defined in TGC §2161.001

• HSP – HUB subcontracting plan

• IBC – Industry- based certification

• LEA- Local Education Agencies

• LMI – Labor Market Information

• POS – Program of Study

• SAAH – Student Attendance Accounting Handbook

• State or Texas – State of Texas

• TAC – Texas Administrative Code

• TEA – Texas Education Agency

• TEALearn – Texas Education Agency Learn

• TEKS- Texas Essential Knowledge and Skills

• TGC – Texas Government Code

• TOT – Training of Trainers

• VPTS – Vendor Performance Tracking System

1.3 CONTRACT TERM

The initial term of any contract resulting from this solicitation shall be from contract execution to August 31, 2023. TEA, in its sole discretion, may renew any contract awarded pursuant to this solicitation for two additional fiscal years under the same scope of work. All contracts are subject to appropriation of funds by the Texas Legislature. TEA will notify the contractor of its decision to renew the contract. If the contract is renewed, the first optional renewal period shall be from September 1, 2023 through August 31, 2024. The second optional renewal period shall be from September 1, 2024, through August 31, 2025.

1.4 BUDGET

One contract may be awarded from this solicitation. TEA reserves the right to not award a contract from this solicitation.

Proposals must include a detailed Task, Activity, Deliverable and Budget Plan, as described in Section 3.4 of this solicitation (See also, Attachment E). Separate indirect cost rate calculations are not permitted for this procurement. The proposed budget and payments to a vendor must be based on satisfactory completion and acceptance of deliverables. The Task, Activity, Deliverable and Budget Plan must clearly identify proposed prices related to each proposed task, subtask and deliverable for the initial contract period and each optional renewal period.

Payment will be made upon satisfactory performance of services, receipt and acceptance of specified deliverables and receipt of properly prepared invoices and supporting documentation. TEA will establish monthly invoicing procedures for the awarded contract aligned to completion and acceptance of the deliverables.

1.5 SCOPE OF WORK, PROJECT DESCRIPTION, AND REQUIREMENTS

This solicitation is designed to seek high-quality proposals from vendors to develop the Career and Technical Education Teacher Professional Development and Training project that will provide services, activities, and professional https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm development for CTE teachers that will allow all Texas LEAs to conduct quality CTE programs. This project recognizes the key role that high-quality professional development plays in establishing and maintaining excellent secondary CTE programs that lead to high achievement for students. In order to assist in the creation of these kinds of CTE programs statewide, this project’s role is to coordinate and conduct sustainable and intensive profess ional development opportunities that meet the needs of CTE teachers on an ongoing basis. The professional development activities will also be job-embedded when possible.

The awarded contractor shall implement two 2023-2024 Regional CTE Teacher trainings to be divided between new CTE teachers and experienced CTE teachers. Trainings must be coordinated with TEA CTE program staff to plan and implement professional development programs and activities to achieve the objectives of this project and provide CTE teachers with up-to-date information regarding current Texas education laws, rules, policies, procedures, and best practices in CTE.

At a minimum, the awarded contractor shall:

1. Review the existing analysis of CTE teacher professional development and training needs.

2. Collaborate with TEA CTE program staff to plan six to twelve hours of continuing professional education activities using face-to-face and/or virtual platforms.

3. Identify, contract, and coordinate with hotel and/or meeting venues to host the training in two regional sites in the state. The work will include, but is not limited to, adequate meeting space for up to three days with approximately 200 to 300 CTE teacher participants at each regional site.

4. Identify, recruit, and contract with an adequate number of qualified presenters and trainers to deliver quality professional development that meet the objectives of the training as outlined in Section 1.2; TEA, with input from the contractor, will determine what constitutes “adequate number” and “qualified” presenters and trainers.

5. Promote the trainings statewide and regionally to CTE teachers and their administrators through a variety of means, including, but not limited to, presentations at CTE professional association events, listserv messages, and other effective means of notifying CTE teachers.

6. Submit all training presentations, materials, and schedules to TEA for review and final approval no later than two months prior to the training and notify selected presenters no later than two months before the training.

7. Coordinate all on-site conference activities and logistics.

8. Conduct program surveys to assess level of participant satisfaction.

9. Verify, tabulate, and issue continuing professional education credits.

10. Design content for the digital learning platform TEALearn for CTE TEALearn courses (8), revise content for the five

(5) existing TEALearn courses, and one (1) professional development course for CTE teachers of courses In the Entrepreneurship Program of Study. - following TEALearn quality assurance guidelines. (See Attachment:

TEALearn Course Quality Rubric)

11. Ensure all materials posted online and disseminated are compliant with accessibility requirements.

1.6 PROJECT DELIVERABLES AND MILESTONES

1. Submit all training presentations, materials, and schedules to TEA for review and final approval no later than two months prior to the training and notify selected presenters no later than two months before the training.

2. Review existing data and conduct additional research on CTE teacher professional development and training needs.

3. Revise and implement one New CTE Teacher PD trainings that addresses:

a. Overview of Perkins legislation

b. Overview of CTE

c. Best practices instructional strategies

4. Develop and implement one training for experienced CTE teachers

a. Targeted Audience: teachers with more than two years of experience

b. Location and Number: one training at site to be determined

c. Goal: Instruction will provide additional depth to promote CTE student achievement

5. Plan, facilitate, and deliver trainings for both new and experienced CTE training

6. Identify recruit, and contract with an adequate number of qualified presenters and trainers to deliver quality professional development that meet the objectives of the training as outlined in Section 1.2; TEA, with input from the contractor, will determine what constitutes “adequate number” and “qualified” presenters and trainers.

7. Coordinate all on-site conference activities and logistics.

8. Conduct program surveys to assess level of participant satisfaction.

9. Verify, tabulate, and issue continuing professional education credits.

10. Design content for the digital learning platform TEALearn for CTE TEALearn courses (8), revise content for the five

(5) existing TEALearn courses, and one (1) professional development course for CTE teachers of courses In the

Entrepreneurship Program of Study. following TEALearn quality assurance guidelines. (See Attachment:

TEALearn Course Quality Rubric.)

11. Evaluate effectiveness and outcomes of CTE teacher professional development and training

1.7 COLLABORATION

A. The awarded contractor will collaborate closely with appropriate TEA staff for this project. This includes:

1. Ongoing, responsive communication about the project(s);

2. Participation in weekly, bi-weekly, or otherwise scheduled project meetings, as needed;

3. Continuous, uninterrupted workflow of the project and project management, including during summer months;

4. Adherence to the Task, Activity, Deliverable and Budget Plan, or other schedules for deliverables as specified by

TEA after consultation with the awarded contractor, including proposed deadlines for draft work products;

5. Timely notification (within 48 hours) of project-related issues that affect reporting timelines, as determined by TEA;

6. Notification of any staffing changes or additions, especially changes to key staff members, to be approved in writing by

TEA prior to the change;

7. High-quality drafts of all submitted work products, reports, evaluation plans, analysis plans, and instruments, etc.;

8. Timely response (within one week) to all requests for feedback on evaluation plans, methodology, analysis plans, instruments, data manipulation, analysis results, reports, etc.;

9. Timely response (within 48 hours) regarding invoicing and related document requests;

10. Adherence to policies and procedures regarding use of confidential data and data collection procedures; and

11. Adherence to policies and procedures regarding fingerprinting and criminal background checks prior to conducting any school visits, as applicable.

B. The TEA Project Manager and program staff will:

1. Provide awarded contractor and any subcontractors information on changes in legislation, reporting needs, or any other activities that may affect the project(s);

2. Collaborate with the awarded contractor to address unforeseen developments, identify problems, and propose solutions;

3. Coordinate support and resources for the project, as needed;

4. Provide other needed data and documentation, such as program specific information;

5. Review and approve the contractor’s evaluation and analysis plans, including all qualitative and quantitative methodologies and data analyses;

6. Review use of data, data sources, data manipulation, data processing business rules, and analytic results;

7. Monitor the awarded contractor’s progress, as outlined in contractor-submitted monthly progress reports to ensure compliance with contract terms;

8. Review and approve monthly invoices;

9. Provide and coordinate feedback on all submitted reports;

10. Coordinate on-site presentations of findings prior to the submission of major deliverables; and

11. Monitor proper transmission and destruction of data.

1.8 CONTRACT MONITORING

TEA assesses potential risks posed to TEA by any actual or potential contract using the TEA Risk Assessment Form prepared by agency staff. The TEA Risk Assessment Form is based on the weighted risk assessment process in the Texas Procurement and Contract Management Guide, in which weights are assigned to specific risk factors to assign contracts to low-, medium-, and high-risk categories. The TEA Project Manager, with assistance from Contracts and Purchasing staff, will conduct ongoing monitoring of all contracts. All pricing provided in the proposal should include a specific deliverable or a set of deliverables that demonstrate successful completion of activities. All activities must have documentation to support their completion. TEA reserves the right to reject goods or services which do not address the deliverables stated in the contract and do not meet TEA quality review.

Contract monitoring activities are conducted in a variety of ways, but must be objective and must address contract complexity, value, and risk. TEA has criteria for low-risk (Tier I) contract monitoring and medium- or high-risk (Tiers II and III) enhanced contract monitoring activities. Monitoring may include, but is not limited, to reviewing invoices to ensure the receipt and the adherence to acceptance criteria of/for goods and services per contract requirements and monitoring contracts for certain administrative reporting activities stated in the contract terms and conditions or in any special provisions. These include contractor reporting of any litigation, lobbyist activities, changes in ownership or financial status, and key changes on personnel, and monitoring agency compliance with statutes, rules, and regulations governing state agency contract and procurement activities. TEA defines enhanced monitoring for Tiers II and III as the additional monitoring above that required for all agreements.

TEA expects staff to monitor projects funded from this solicitation throughout the life of the contract and expects the contractor to be responsive to requests for documentation for purposes of monitoring within the response times stated above. A history of unresponsiveness to requests for supporting documentation will escalate the contractor’ risk score and planned monitoring activities for this project. In addition, the contractor’s risk score will be higher in future contractual engagements with TEA if contractor is unresponsive to requests for supporting documentation during the term of this contract.

1.9 ESCALATION PROCEDURE

TEA will make every effort to resolve disputes with project staff before escalating to executive-level management. If a dispute arises, TEA project staff will meet with contractor to identify, discuss, and resolve the issue(s). If the dispute remains unresolved, the dispute resolution process will be escalated in the following manner.

• If the project staff cannot resolve the conflict within a reasonable time, the TEA Project Manager and Contractor Project Manager will meet to discuss the issue(s).

• If the TEA Project Manager and Contractor Project Manager cannot resolve the dispute, the TEA Executive Sponsor will meet with the Contractor Project Executive in an attempt to resolve the dispute.

Throughout the dispute resolution process, the parties should make a good faith effort to work together towards a mutually beneficial resolution. Resolution may include corrective action plans, substitutions, liquidated damages, or other remedies, as appropriate.

SECTION TWO: GENERAL INSTRUCTIONS AND PROPOSAL REQUIREMENTS

2.1 PROPOSAL SUBMISSION DATE AND TIME

The proposer should read the information contained in the following criteria carefully and submit a complete proposal to be considered. Proposals with conditional clauses, alterations, or irregularities are subject to rejection by TEA at its option and in TEA’s sole discretion. PROPOSALS RECEIVED AFTER THE TIME AND DATE PUBLISHED IN THIS SOLICITATION WILL

NOT BE EVALUATED.

PROPOSALS MUST BE SUBMITTED ELECTRONICALLY BY SECURE SHAREFILE LINK OR EMAIL.

Proposals should be submitted as a single .pdf containing all required components and attachments. The file name should be short but descriptive and avoid special characters. Use capital letters, hyphens, or underscores instead of spaces or periods.

(i.e., 2X-0XX_CompanyName_Proposal) Required forms must be signed by an authorized representative and scanned into the electronic file. The proposer must sign the Execution of Offer (See Attachment B). By signing the Execution of Offer, the proposer or the proposer’s legally authorized agent affirms that all statements within the proposal are true and correct. TEA prefers a scanned image of the authorized representative’s ink signature but will also accept responses that contain digital signatures. Discovery of any false statement in the proposal may void the submitted proposal or any resulting contracts. To be considered for an award, proposals must be received no later than 2:00 P.M. CT on the due date noted within this solicitation.

A. Submission by ShareFile Link

TEA strongly encourages use of this secure, electronic submission method. Proposers should navigate to the specially created ShareFile folder linked below to upload their proposal document(s). Proposers will be required to include their name, company name and email address prior to the upload and should also be mindful of the filename(s). Once uploaded, the ShareFile application will notify TEA of the upload and send confirmation of the submission to the proposer’s email address entered prior to document upload. The file(s) will be date and time-stamped upon upload and only approved TEA staff will have access to the information contained in the secure ShareFile folder.

The secure ShareFile link for this solicitation is: https://tea.sharefile.com/share/getinfo/r73d2bc7cab5646cc9c5d67f42839eb60

B. Submission by Email Although TEA prefers use of ShareFile for proposal submission, TEA will also accept proposals submitted by email.

Proposals submitted by email MUST be sent to TEASolicitations@tea.texas.gov. Proposers should include their company name and the TEA solicitation number in the subject line of their email. Submission by this method will not provide an official date and timestamp, however, TEA staff will reply by email with confirmation of receipt as quickly as possible.

C. Intent to Submit Proposal The proposer should notify TEA in writing of their intent to submit a proposal (See Attachment A) as soon as possible via email at TEASolicitations@tea.texas.gov. Failure to submit a Notice of Intent will not disqualify the proposer from consideration.

2.2 ANTICIPATED SEQUENCE OF EVENTS

DATE EVENT

https://tea.sharefile.com/share/getinfo/r73d2bc7cab5646cc9c5d67f42839eb60 file:///C:/Users/spatters/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/UBMQ0Q1S/TEASolicitations@tea.texas.gov

March 16, 2023 Publication of solicitation in the Electronic State Business Daily (ESBD) at:

http://www.txsmartbuy.com/esbd

March 23, 2023 Last day to submit written questions about this solicitation no later than 2:00 p.m. CT to TEASolicitations@tea.texas.gov.

March 30, 2023 Final publication of questions and answers in the ESBD at:

http://www.txsmartbuy.com/esbd

April 12, 2023 Notice of Intent to submit a proposal (Preferred Date)

April 12, 2023 Proposal(s) due no later than 2:00 P.M. C.T. and in accordance with Section 2.1 of this solicitation

April – May 2023 Proposal Check-In, Evaluation and Oral Presentations (if required)

May – June 2023 Recommendation for Award, Contract Negotiations and Development

June 2023 Anticipated start of contract

NOTE: No work shall be completed by the contractor before contractor receives a fully executed contract. TEA will not pay for services invoiced before the date that a fully executed contract is finalized.

2.3 COMMUNICATION

A. Designated Point of Contact

All communication about this solicitation must be addressed in writing to the designated TEA Contracts and Purchasing representative at TEASolicitations@tea.texas.gov. PHONE INQUIRIES WILL NOT BE ACCEPTED. To maintain a level playing field, program staff or other non-procurement professionals are not permitted to have contact with potential respondents. If a respondent fails to observe this restriction, the response may be subject to disqualification. This restriction does not preclude discussions for conducting business unrelated to this procurement. Contact with the TEA Historically Underutilized Business (HUB) office is allowed solely for the purpose of addressing HUB Subcontracting Plan (HSP) questions. The TEA HUB Office can be contacted by email at HUBOffice@tea.texas.gov.

B. Addenda including TEA Response to Questions Received During the Question-and-Answer Period Any additional information, different from or in addition to, information provided in this solicitation will be posted on the ESBD at http://www.txsmartbuy.com/esbd. Written questions must be submitted to TEASolicitations@tea.texas.gov within the date and time specified above. TEA will compile questions and related responses into one or more addenda documents to be posted on the ESBD the timeline described above. TEA will not answer questions or otherwise discuss the procurement outside of this process. The proposer’s failure to periodically check the ESBD will in no way release them from complying with “addenda or additional information” that may result in additional costs to meet the requirements of the solicitation.

C. Communication after the Response Due Date including Notification of Contract Award Allowable communication between the response due date and contract execution is limited. TEA may communicate with vendors to:

1. Seek clarification of response(s);

2. Invitations and participation in oral presentation and/or demonstration;

3. Negotiations, as appropriate;

4. The exchange of information necessary to facilitate a potential contract award; and

5. Upon contract execution, TEA will notify all respondents of the award or non-selection, as applicable.

2.4 STANDARD PROPOSAL REQUIREMENTS

A. Proposals that address only part of the requirements of this solicitation will be considered non-responsive.

B. TEA reserves the right to reject any and all proposals and to negotiate portions thereof, including the proposed Task, Activity, Deliverable and Budget Plan and personnel.

C. TEA shall select the proposal based on the best value to the State and TEA. The proposer shall furnish clarifying information to TEA if requested. Failure to provide requested material or information may disqualify the proposal.

D. The selected contractor must collaborate with TEA staff to clarify the project design, design of the materials, project activities, and/or other work products, and modify these items, if necessary.

E. Failure to formalize the terms of the response by signing the Contract Terms, Conditions and Affirmations, Response

Preferences and Execution of Offer will result in disqualification of the offer contained within the response. The proposer must indicate exceptions to the contract terms and conditions in the body of their response and offer alternative language to any contract terms and conditions when they submit a response to this solicitation. If a response is signed and submitted without including specific exceptions to the Contract Terms and Conditions included in this solicitation, TEA will not negotiate and reserves the right to start negotiations with other respondents.

http://www.txsmartbuy.com/esbd http://www.txsmartbuy.com/esbd mailto:TEASolicitations@tea.texas.gov mailto:HUBOffice@tea.texas.gov http://www.txsmartbuy.com/esbd

2.5 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

TEA is not liable for any costs incurred in the preparation or submission of a proposal.

2.6 DISCLOSURE OF PROPOSAL CONTENT

After contract award, proposals are subject to release under the TGC, Chapter 552, Public Information Act. The proposer should indicate on the proposal cover if their submission contains proprietary information and identify the specific sections within the proposal that are proprietary.

Contractors are required to make any information created or exchanged with the State pursuant to this contract, and not otherwise exempt from disclosure under the Texas Public Information Act, available in a format that is accessible by the public at no additional charge to the State. The contractor and TEA will agree on the specific format that will be used.

2.7 HISTORICALLY UNDERUTILIZED BUSINESS (HUB) SUBCONTRACTING PLAN

TEA encourages contracting and subcontracting opportunities for HUBs in all contracts. Accordingly, TEA has adopted a policy on utilization of HUBs. If TEA determines that subcontracting opportunities are probable, then a HUB Subcontracting Plan (HSP) is a required element of the proposal. Proposers who are certified as a HUB with the State are encouraged to submit a proposal for the services requested in this solicitation.

A. Statement of Probability TEA has determined that subcontracting opportunities are probable in connection with this procurement.

Therefore, ALL proposers must submit an HSP in their proposal. Proposals that do not include an HSP will be rejected for non-compliance.

1. If the proposer is a HUB, the HSP is still required to identify the percentage of the work to be performed by subcontractors.

2. If the proposer (HUB or non-HUB) is not subcontracting any portion of the work, the Self Performance portion of the

HSP must be completed and returned with the proposal.

The proposer shall develop and administer the HSP as a part of the proposal in accordance with the TEA policy on utilization of HUBs and State law. The proposer must make a good faith effort and solicit a minimum of three Texas-certified HUBs from the State’s Centralized Master Bidders List (CMBL) / HUB Directory for work that they cannot complete with their own staff and resources. The proposer must also notify minority or women trade organizations or development centers of subcontracting opportunities. Additional requirements are listed in Attachment C. The HSP will be incorporated into the contract between TEA and the selected contractor.

B. HUB Subcontracting Goal The HUB subcontracting goal for this procurement is 26.0% minority-owned, woman-owned and/or service-disabled veteran-owned business participation.

Proposers are encouraged to collaborate with TEA to develop mentor-protégé opportunities. Under 34 TAC §20.298, a proposer's participation in a Mentor-Protégé Program under TGC §2161.065, and the submission of a protégé as a subcontractor in the HUB subcontracting plan constitutes a good faith effort for the area to be subcontracted with the protégé.

C. HUB Subcontract Progress Assessment Reporting The contractor will be responsible for maintaining business records documenting compliance with HUB Program requirements. The contractor must submit a Progress Assessment Report (PAR) monthly documenting all subcontractor payments made in the preceding month. Submission of the PAR is a condition for payment. The contractor shall also report all 2nd and 3rd tier subcontracting in the monthly PAR. PAR’s are due no later than the 10th day of the following month.

The PAR must be submitted monthly, even if no subcontracting activity occurred during the month at HUBOffice@tea.texas.gov.

D. How to Find Texas Certified HUBs for Subcontracting Opportunities Manufacturers, suppliers, and other vendors, including Historically Underutilized Businesses, may be found on the Centralized Master Bidders List (CMBL) / HUB Directory at: https://comptroller.texas.gov/purchasing/vendor/cmbl/. Vendors are listed by the National Institute of Governmental Purchasing (NIGP) commodity codes for which they’ve self-identified as related to the service and/or goods they provide. TEA has identified the following sample list of NIGP commodity codes that may be related to this solicitation, but each proposer is responsible for identifying the subcontracting needs for their unique proposal.

1. Class Code: 924 – Educational and Training Services Item: 16, Course Development Services Item: 18, Educational Services, Alternative https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm file:///C:/Users/spatters/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/UBMQ0Q1S/HUBOffice@tea.texas.gov https://comptroller.texas.gov/purchasing/vendor/cmbl/ https://cmblreg.cpa.state.tx.us/commodity_book/Comm_book_class.cfm?class_code=924

Item: 19, Educational Research Services Item: 25, For Credit Classes, Seminars, Workshops, etc.

Item: 41, Instructor-led, Classroom Training (Non-Technical) Item: 78, Teaching and Instruction Services

2. Class Code: 961 – Miscellaneous Services, No 1 Item: 02, Administrative Services, All Kinds

3. Class Code, 966 – Printing and Typesetting Item: 18, Copying Service, Reproduction Item: 25, Digital Printing Item: 76, Print On-Demand Printing Services

2.8 CONFLICT OF INTEREST

An entity will not be selected if it has a conflict of interest that will or may arise during the performance of its obligations under the contract. The proposer must disclose any existing or potential conflicts of interest or possible issues that might create appearances of impropriety relative to the submission of a proposal by the entity and its proposed subcontractors. The proposer must complete the Conflict of Interest Analysis Form in Attachment G. (See also Section 3.3.) TEA will not accept information provided in other areas of the proposal as satisfaction in lieu of full completion of the Attachment G form with required attachments. TEA recommends the completed form and responsive attachments be incorporated into a separate and distinct tab in the proposal. Failure to furnish this information will result in disqualification from further consideration.

As part of this disclosure requirement, each proposal must include all past and present contractual, business, financial, or personal relationships between the proposer or proposer’s staff and TEA and between the proposer’s planned subcontractors or such subcontractor’s staff, if any, and TEA.

For purposes of this disclosure requirement: (i) “past” is defined as within the two calendar years prior to the deadline for submission of proposals in response to this solicitation; (ii) TEA is defined as the statewide elected official who heads TEA, as well as TEA’s employees or recent former employees; (iii) “recent former employees” is defined as those TEA employees who have terminated TEA employment within the two calendar years prior to the deadline for submission of proposals in response to this solicitation; (iv) “personal relationship” is defined as a current or past connection other than a clearly contractual, business, financial, or similar relationship and includes family relationships or other connections outside simply providing a response to this solicitation; and (v) for this purpose, “family relationship” means a relationship within the third degree of consanguinity or second degree of affinity (see TGC Chapter 573) which defines these degrees of consanguinity and affinity.

Connections other than such family relationships fall within this definition and must be disclosed, if a reasonable person could expect the connection to diminish the proposer’s independence of judgment or effectiveness in the performance of its responsibilities to TEA or the State under the contract; OR if a reasonable person could expect the connection, within the overall context of the proposer’s submission of a proposal, possible selection for an award, or its performance of the contract, to create an issue for TEA’s consideration relative to a potential appearance of impropriety or conflict of interest.

For each item, proposer must provide a detailed explanation as to why the entity does or does not believe such item poses a conflict of interest, potential conflict of interest, or appearance of impropriety relative to submission of a proposal, possible selection as contractor, or its performance of the contract.

The proposer must certify that they comply with TGC §669.003, relating to contracting with the executive head of a state agency.

If TGC §669.003 applies, the proposer will provide the following information for the bid to be evaluated: name of former executive; name of state agency; date of separation from state agency; position with the proposer; and date of employment with the proposer. The proposer agrees that it is a continuing duty to supplement its proposal under this provision and that the duty to disclose any conflicts of interest is an ongoing obligation throughout the term of the contract. proposer shall submit updated information as soon as reasonably possible upon learning of any change to their affirmation.

2.9 CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

A state agency may not enter into certain contracts with a business entity unless the business entity submits a certificate of interested parties form. Subject to the exemptions found in TGC §2252.908(c), the law applies to any state agency contract https://cmblreg.cpa.state.tx.us/commodity_book/Comm_book_class.cfm?class_code=961 https://cmblreg.cpa.state.tx.us/commodity_book/Comm_book_class.cfm?class_code=966 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.669.htm#669.003 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2252.htm#2252.908 that either: (i) requires an action or vote by the governing body of the state agency or entity before the contract may be signed;

or (ii) has a value of at least $1 million.

The Form 1295 is not required to be submitted with the proposal. The vendor recommended for an award will be required to submit Form 1295 electronically through the Texas Ethics Commission’s website. An authorized agent of the contractor must sign the printed form. TEA will notify the Texas Ethics Commission, of receipt of the filed Form 1295 as required.

SECTION THREE: PROPOSAL FORMAT AND CONTENT

3.1 PROPOSAL FORMAT AND CONTENT

The proposal must be written entirely on 8 ½” X 11” size pages. Proposals must be submitted in a manner which does not carry any benefit, keepsake, or value for members of the evaluation team.

A. Proposal Cover Page

Proposals must include a cover page, which clearly states the name of the organization and the name, position, and telephone number of the proposer’s Project Manager who may be contacted regarding the proposal. The cover page must also include other information in Attachment D.

B. Proposal Checklist Proposals should be organized, indexed, and clearly labeled according to the contents below. The Proposal Checklist is provided to assist the proposer in ensuring that all required information is included in their response and to assist the evaluation team during their review of the proposal. The proposer should refer to the appropriate section of this solicitation for detailed information on the items listed in the checklist. Failure to provide the required information will result in disqualification of the proposal from consideration.

PROPOSAL CHECKLIST

Proposal Cover Page Attachment D

Table of Contents N/A

Understanding of the Project, Methodology & Technical Components Section 3.2

Management Plan, Experience and Qualifications Section 3.3

Task, Activity, Deliverable, and Budget Plan Section 3.4, Attachment E

Signed Contract Terms, Conditions and Affirmations, Response Preferences, and Execution of Offer

Attachment B

HUB Subcontracting Plan Attachment C

Deliverable Descriptions and General Acceptance Criteria Attachment F

Conflict of Interest Analysis Form including all attachments (i.e. organization charts, resumes, etc.)

Section 2.8, Attachment G

3.2 UNDERSTANDING OF THE PROJECT, METHODOLOGY & TECHNICAL COMPONENTS

The proposal must communicate an understanding of current research relevant to this project and organizational experience in the areas of the project. The proposal must also describe the tasks to be performed and must identify potential problems in the conduct of the project, including methods to identify and solve such problems. The proposer must describe clearly, specifically, and as completely as possible, the methodology for carrying out the objectives and requirements of the project, as described in this solicitation.

The proposal must describe the project design, project activities, deliverables, materials, and other products, services, and reports to be generated during the contract period and show how they advance the purposes and specifications described in this solicitation. Technical evidence relating to the proposer's ability to perform the proposed services should be sufficiently detailed within the proposal. The overall quality of these components and of the proposal itself will be considered.

Failure to provide a response to the requirements in this section will result in disqualification of the proposal from

3.3 MANAGEMENT PLAN, EXPERIENCE & QUALIFICATIONS

The proposer must provide satisfactory evidence of its ability to manage and coordinate the types of tasks, activities and deliverables described in this solicitation and to produce the specified product or service on time and with high quality. At a minimum, the proposer must include the following information:

A. The proposer’s organizational chart* (with names and titles) and a description of its management structure;

B. Evidence of the ability to perform the tasks described in this solicitation;

C. Evidence, to include samples, of successful past performance for similar projects;

D. Three current (non-TEA) references that include the name of the state agency or entity served, the nature of the project completed, description of the activities performed, and the name, phone number and email address of the agency or entity project manager. Names given as references will not affect the scoring. Respondents are encouraged to include information about current and/or past TEA contracts (and project managers) but this information should be provided in addition to three current non-TEA references. If the respondent plans to use external consultants or subcontractors, an organizational chart and resumes of the consultants and/or subcontractors must also be included;

E. Name of the proposer’s Project Manager who will direct the overall project throughout the duration of the contract, as well as those of staff members who will coordinate major activities during each phase of the contract, and the time allocations that the personnel described will devote to fulfillment of the contract. (Resumes of all project staff members shall be submitted as an appendix. If the resumes include references, the references will not be considered in the review;

F. The proposer must also identify the next level of authority within the organization to escalate issues throughout the term of the contract. This information will be required during the development of the contract(s) resulting from this solicitation.

G. Proposer should detail evidence relating to the proposer’s ability to manage and provide services for similar projects in a high-quality manner.

H. Proposer should provide details on personnel qualifications, including appropriate background on working with CTE teachers on professional development and a combination of programmatic, academic, management, and technical skill sets and experience that demonstrate capacity to deliver a high-quality professional development project.

Note*: The proposer must also complete the Conflict of Interest Analysis Form (Attachment G.) TEA will not accept information provided in response to Section 3.3 as satisfaction in lieu of full completion of Attachment G and its required attachments. TEA recommends the completed form and responsive attachments be incorporated into a separate and distinct section in the proposal.

Failure to provide a response to the requirements in this section will result in disqualification of the proposal from

3.4 TASK, ACTIVITY, DELIVERABLE, AND BUDGET PLAN

The proposal must include a detailed Task, Activity, Deliverable and Budget Plan (TADBP) (See Attachment E) for proposed services by fiscal year during the initial contract period and each optional renewal period. At a minimum, each TADBP should include:

A. The proposed major tasks, subtasks, activities, and deliverables;

B. The name(s) of proposed staff responsible for each task;

C. The proposed acceptance criteria for each deliverable;

D. The proposed due date for each task subtask, activity and deliverable;

E. The proposed price for each task, subtask, activity and deliverable; and F. The detailed costs associated with the proposed price for each task, subtask, activity and deliverable.

The proposed TADBP should be designed to provide evidence of satisfactory delivery of services and products. Time frames must be logical and appropriate to complete all activities within the contract period. Costs must be reasonable (i.e., consistent with current market price), allocable and necessary to accomplish the objectives of the project. Detailed costs associated with the proposed pricing should be included as a separate table must show clear alignment to the proposed prices in the TADBP.

The proposed TADBP should provide evidence that financial resources are adequately and appropriately allocated in a cost-effective and prudent business manner to accomplish project objectives and activities.