FY 24 Summer RFQ-Migrant Health Services~1.pdf

ILLINOIS STATE BOARD OF EDUCATION RFQ-Template.docx

REQUEST FOR QUOTE (RFQ)

For Questions please contact: Ally Bradley at abradley@isbe.net Telephone: 217-782-3096 or Fax 217-557-5839

RFQ Specifications:

The Illinois State Board of Education (ISBE) is seeking a vendor to provide:

a mobile health clinic services at Migrant Education Program locations across Illinois to serve eligible migratory children and out of school youth (OSY).

Background Information

The purpose of the Migrant Education Program (MEP) is to develop and provide supplemental educational services to migrant children through the age of 21 who have not graduated from high school or received their High School Equivalency Diploma. This state-wide program provides interventions that are appropriate for at-risk migrant students in order to increase the percentage of these students meeting learning standards. To this end, the MEP provides supplemental education and support services to eligible migratory children and youth to reduce the impact of educational disruptions and other barriers specific to migratory students.

Educational support services fall into the following areas: reading and mathematics; school readiness;

high school graduation and services to secondary-aged youth, including dropouts and out-of-school youth; and ancillary and support services.

The Illinois Migrant Education Program Service Delivery Plan (found at https://www.isbe.net/Documents/migrant_service_plan.pdf ) and the Illinois Every Student Succeeds Act (ESSA) State Plan (found at https://www.isbe.net/Documents/ESSAStatePlanforIllinois.pdf) set the parameters for the Migrant Education Program in general. The Service Delivery Plan is updated regularly to reflect changes in federal regulations, migratory population needs, and program evaluation results as part of a cycle of continuous improvement. The Service Delivery Plan includes broad statements of needs, and local projects document the strengths, interests, and needs of the migratory children in their areas to tailor services to the population. All services must be culturally and linguistically appropriate for the migratory student population.

This RFQ is specifically designed to provide ancillary medical services to eligible migratory children. These services must be aligned with the Service Delivery Plan goal 4.1. (see Service Delivery Plan mentioned above)

Under Title I, Part C, an eligible migratory child meets the following requirements:

• Younger than the age of 22;

• Has not earned a high school diploma or an equivalent degree;

• Has moved on his/her own as a migratory worker* or with/to join/to precede a parent, spouse, or guardian who is a migratory worker; and

• The child’s move was

- within the preceding 36 months;

- due to economic necessity;

- from one school district to another; and

- from one residence to another.

*A migratory worker is defined as someone who has moved within the past 36 months due to economic necessity from one residence to another and from one school district to another and engaged in qualifying seasonal or temporary work in agriculture or fishing soon after the move or, under certain circumstances, mailto:abradley@isbe.net https://www.isbe.net/Documents/migrant_service_plan.pdf https://www.isbe.net/Documents/ESSAStatePlanforIllinois.pdf unsuccessfully sought qualifying work.

Federal Description of the Migrant Education Program:

Under Title I, Part C of ESSA, the MEP provides federal funding to State Education Agencies to improve educational opportunities for migratory children to help them succeed in school, meet state academic standards, and graduate from high school. The statutory purposes of the MEP are to:

• Assist states in supporting high-quality and comprehensive educational programs and services during the school year and, as applicable, during summer or intersession periods.

• Ensure that migratory children who move among the states are not penalized in any manner by disparities among the states in curriculum, graduation requirements, and challenging academic standards.

• Ensure that migratory children receive full and appropriate opportunities to meet the same challenging state academic standards that all children are expected to meet.

• Help migratory children overcome educational disruption, cultural and language barriers, social isolation, various health-related problems, and other factors that inhibit their ability to succeed in school.

• Help migratory children benefit from state and local systemic reforms.

The Office of Migrant Education (https://www2.ed.gov/programs/mep/index.html ) administers the program at the federal level.

This RFQ is specifically designed to meet the health-related needs in the bullet point in bold above.

Expected Services

The successful vendor will provide the following ancillary medical services to eligible migratory children state-wide. Such services must be provided at local Migrant Education Summer Program sites around the state. Pending results of Summer Program Grant, ISBE anticipates this to be between 4 and 7 sites.

Services must also be provided in areas near summer program sites as suggested by the summer programs, if applicable (See table 2 for last year’s sites). For example, if the local summer program is aware of a high concentration of migratory families that are too far away to reach the local summer program site, the successful vendor must go to where the families are.

• Medical care (required) o School physicals o Basic health screenings

Body mass index Anemia screening (ages 3 – 6 or per clinical criteria) Blood pressure Diabetes (based on family history) o Basic school related Immunizations as defined in 77 IL Administrative Code 665.240 or provide referrals to low-cost / free immunization clinics

• Dental care (required) o Dental exams, including state-required exams for children entering Kindergarten, 2nd, 6th, and 9th grades as defined in 77 IL Administrative Code 665.410 o Assessment for sealants due to suitability / dental sealant treatments o Prophylaxis / Fluoride treatments as needed mailto:abradley@isbe.net https://www2.ed.gov/programs/mep/index.html https://www.ilga.gov/commission/jcar/admincode/077/077006650B02400R.html https://www.ilga.gov/commission/jcar/admincode/077/077006650D04100R.html o Referrals to full-service low-cost / free dental clinics for full-service dentals as needed

• Information and Resources for parents about healthcare related topics in the most common languages spoken by migratory parents. (required) o These resources could be flyers, pamphlets, or other hand-outs. This could also include consultative services. Past vendors have had success meeting the needs of parents through a combination of resources.

Services, such as dental exams, eye exams, or school physicals must be provided in coordination with local MEP projects that offer instruction and employ migrant recruiters and data entry staff. Such statewide services must take into account the resources needed to support the completion of paperwork required of children/youth who receive treatment. Services must be provided at a time and location that accommodates the schedules of migrant families and should seek to maximize participation in such services. This may mean providing services in the evening or on weekends to accommodate migrant family’s work schedules.

Services provided under this contract may not supplant existing services available to migrant children.

Expenses:

Vendor shall invoice monthly. A report detailing the monthly services compared to the specifications of the RFQ shall be provided along with the invoice. A final report of activities must be submitted by September 15, 2024.

Costs associated with Fiscal Support Services (2520), Internal Support Services (2570), Staff Support Services (2640), Data Processing Services (2660) and Direction of Business Support Services (2510) charged to the Educational Fund are properly budgeted as indirect costs.

The Migrant Education Program uses a restricted indirect cost rate.

• For federal programs requiring the use of a restricted indirect cost rate, not for profit entities, community/faith based organizations and other non-LEA subgrantees shall utilize the 8% default rate described at 34 CFR 76.564.

Effective Dates:

The term of this contract will be from: April, 1, 2024 – August 31, 2024

Insurance:

Vendor shall, at all times during the Term of this Contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additional insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to the State. Vendor shall provide: (a) General Commercial Liability insurance in the amount of mailto:abradley@isbe.net

$1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law; (d) a Professional Liability Insurance Policy with a limit of liability not less than $1,000,000 for each claim, and not less than $1,000,000 in the aggregate on an annual basis, for errors, omissions or negligent acts arising out of the performance of (or the failure to perform) professional services hereunder such as, but not limited to: systems analysis, system design, programming, data processing, consulting, system integration and information services. The Professional Liability coverage shall include contractual liability coverage in support of the Vendor’s indemnification agreements in favor of ISBE, shall be written on a “claims made” basis and must be maintained for a period of not less than three (3) years following the date of final payment to the Vendor for all such Services.

The Vendor shall cause all of its subcontractors to purchase and maintain insurance coverages identical to those required of the Vendor hereunder. Insurance shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

Upon execution of this Agreement, the Contractor shall provide a copy of certificate of insurance evidencing the coverage described in this Section. The policy specified above shall be placed with an insurance company reasonably acceptable to ISBE.

Quotes Must Include:

1. Entity name, address, telephone and fax number, email, name, and telephone number of the contact person; Federal Employer Identification Number.

2. List of proposed employees with a description of their expertise and experience. All employees working directly with the migratory students shall have passed a criminal background check within the calendar year prior to starting services. Verification of criminal background check shall be included in bid. All employees providing medical, dental, and/or vision services shall be appropriately licensed in the state of Illinois to provide such services; evidence of licensure must be included in the quote.

3. To facilitate communication with families, staff must include at least 1 bilingual (Spanish) individual who will attend each service session with local MEP programs. Vendor should provide statement identifying the staff member and their language capabilities.

4. Anticipated timeline/workplan that includes a tentative schedule for implementation and delivery of services as well as specific descriptions of the services to be provided. Services must be provided between June 1 and August 31, 2024. Please note: a formal workplan with an official schedule for services will be provided by the selected vendor in the final contract. Please see Table 1 for a list of MEP locations in Illinois as of summer of 2023 with number of migratory children and youth enrolled in the summer of 2023. Due to the migratory nature of these families, not all children in each program received ancillary health services as they had moved away. Anticipated MEP locations for 2024 are not yet available due to an active RFP. In FY 23, there were five main sites; Please see Table 2 for this list. The vendor shall utilize the number of students from Table 1 in their anticipated workplan with the understanding that this may change based on actual enrollment in the summer. Please note that locations listed are the administrative office for each program. Service locations may vary each summer based on where the concentrations of migrant students are located. The vendor will be expected to work with local MEPs to identify locations for services as MEPs may have one or more service sites. The vendor shall provide an anticipated timeline based off of Summer 2023 site numbers and indicate how they will be flexible should

MEP locations vary. The timeline / workplan shall be included on a word or excel document with the quote.

Notes to Vendor:

• All quoted prices must be valid for 60 days from date of submission. All prices must include all charges.

• No price increases will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price.

• ISBE reserves the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects.

• Vendors are encouraged to register as a Small Business with the State of Illinois

• If you have questions about State of Illinois purchasing procedure, policy or payment please contact ISBE contact located below before placing your quote for consideration.

• Vendor may attach separate page describing its bid.

Table 1

List of Summer Migrant Education Programs FY 2023

Name of Program Location Number of eligible migrant students in summer 2022

Number of MEP service sites in summer 2022

Beardstown CUSD 15 Beardstown SD #15 500 East 15th.

Beardstown, IL 62618

315 1

Illinois Migrant Council Illinois Migrant Council

(IMC)

333 Commerce Dr.

Suite 800 Crystal Lake, IL 60014

128 2 (Springfield and

Cobden)

Northern Illinois University

Northern Illinois University Center for P-20: MEP- Rochelle Lowden Hall 307 1425 W. Lincoln Hwy.

DeKalb, IL 60115

81 1

Parkland College Parkland College 2404 W. Bradley Ave.

Champaign, IL 61821

239 1

Kankakee Kankakee School District 240 Warren Ave.

Kankakee, IL 60901

66 1

* Please note: The locations are the administrative offices for each program. Program service locations may vary depending upon the number of migrant students and their distribution across the state.

Programs may also have one or more service sites.

Table 2

List of FY 2023 Summer Migrant Education Program locations

Name of Program Location

Beardstown CUSD 15 Beardstown SD #15

500 East 15th

Beardstwn, IL 62618

Illinois Migrant Council Illinois Migrant Council (IMC)

333 Commerce Dr.

Suite 800

Crystal Lake, IL 60014

Northern Illinois University Northern Illinois University

Center for P-20: MEP-Rochelle

Lowden Hall 307

1425 W. Lincoln Highway.

DeKalb, IL 60115

Parkland College Parkland College

2404 W. Bradley Av.

Champaign, IL 61821

Kankakee County Kankakee SD #111

240 Warren Ave

Kankakee, IL 60901