Maryland Accreditation VALIDATOR RFQ August 18, 2023 (1)cc.pdf

FY24-DEC-001

Title: Expert Consultant Services for Maryland Accreditation

Validator Release Date: August 21, 2023

Small, Minority and Veteran-owned businesses are encouraged to respond to this solicitation.

Issue Date: 8/21/2023

Title: Expert Consultant Services for Maryland Accreditation Validator

Background: Maryland Accreditation is a quality improvement process to support licensed child care centers, Head Start, and public school prekindergarten programs in identifying continuous quality improvements to benefit children and youth, families, and staff. The goal is to assist programs in improving the day-to-day quality with which they serve children, youth, and families. The Standards for Implementing Quality Early Childhood Programs and Standards for Implementing Quality School-Age Child Care define best practices for various program types as they engage in the continuous process of self-appraisal, analysis, and program improvement.

The accreditation process incorporates program documentation review and onsite observations of educators and children.

The process is intensive and thorough. Successful programs must take time to conduct an in-depth, comprehensive look at current practice and program policy to identify areas of strength and areas of improvement within the program. Maryland Accreditation is dedicated to promoting high quality childcare and education for all children and youth. At the conclusion of the accreditation process, a successful program is granted accreditation because it has demonstrated compliance with Maryland Accreditation Standards; has shown an alignment between program policy and classroom practices; and demonstrates a commitment towards continuous improvement.

Purpose: The purpose of this RFQ is to acquire the services of a pool of expert consultants to assist the Maryland State Department of Education (MSDE), Division of Early Childhood (DEC) in conducting accreditation visits. This shall be done in accordance with the guidelines identified by Maryland Accreditation. Consultants will be responsible for conducting accreditation visits and provide validator comments and ratings to childcare and public schools seeking Maryland Accreditation.

Nature of Work/Specifications/Requirements:

The DEC is seeking consultants to conduct accreditation visits for public prekindergarten and early childhood and school age childcare programs, on an as-needed basis. The consultants must participate in mandatory training in the use of the Maryland Accreditation Standards and score a minimum of 80% on the accreditation validator assessment. Those bidders who do not successfully pass the reliability assessment will not be paid the training and assessment payment.

The consultants shall be responsible for conducting accreditation visits, providing technical assistance, and submitting required documentation to MSDE. These responsibilities include the following:

1. Attend training sessions and meetings related to Maryland Accreditation.

2. Complete required accreditation visits as assigned by MSDE; and

3. Input required data into a specific database.

Optional Virtual Technical Assistance Session (Sections 1 and 3)– Up to 4 hours The Optional Technical Assistance (Sections 1 and 3) is a targeted technical assistance conference call based on the program’s Technical Assistance Form, Program Improvement Plan, uploaded documentation, and submitted comments.

These sessions are not onsite visits. When a Technical Assistance Session is requested, the consultant will:

Schedule a telephone technical assistance session with the program.

Review the program’s completed Technical Assistance Session Form (Sections 1 and 3 only).

Conduct the Technical Assistance Session by providing technical assistance and answering questions in accordance with the Maryland Accreditation Standards, Best Practices/Rationale and Required Evidence via telephone.

Review the required documentation uploaded in the program’s Online Accreditation Binder.

Complete and submit required documentation within the program's Online Accreditation Binder within (3) business days of the session.

Maryland State Department of

Education RFQ #FY24-DEC-001

Request for Quotation

Optional Onsite Technical Assistance Session (Section 2 Only)– Up to 9 hours The Optional Technical Assistance (Section 2 Only) is a targeted technical assistance onsite visit based on observation.

When an Onsite Technical Assistance Session is requested, the consultant will:

Arrive at the school/program by the designated report time.

Conduct classroom observations for each age served.

Submit comments in the Online Accreditation Binder for Section 2 only.

Submit comments within the program's Online Accreditation Binder within (3) business days of the session.

Validation Visit – Up to 13 hours

1. Arrive to the program at the designated time.

2. Review required documentation uploaded in the Online Accreditation Binder.

3. Conduct classroom observations for each age served.

4. Complete ratings using the Maryland Accreditation Standards for Implementing Quality Early Childhood Programs or Maryland Accreditation Standards for Implementing Quality School-Age Child Care Programs;

5. Complete Validator Ratings and Comments in the Online Accreditation Binder; and

6. Complete and submit required documents to MSDE within three (3) business days of the visit

Bidder Qualifications:

A. Essential Qualifications:

The consultant shall:

1. Demonstrate knowledge of childcare, Head Start and public school prekindergarten.

2. Possess a working knowledge of Maryland Accreditation Standards and the accreditation process.

3. Have at least five years’ experience in teaching or administering childcare, Head Start or public school prekindergarten programs;

4. Have excellent organizational skills and good oral and written communication skills.

5. Attend training as described in this RFQ:

6. Participate in computer-based assessments.

7. Have the capacity to collaborate with other Accreditation Consultants.

8. Be willing to travel throughout Maryland.

9. Demonstrate proficient computer skills; and

10. Have access to working, up-to-date computer equipment and internet connectivity.

B. Education Requirements:

At a minimum, a Bachelor’s Degree in Early Childhood Education, Elementary Education, Special Education or related field.

Partial/Multiple Consultants:

The MSDE reserves the right to award a contract to multiple consultants for the services and materials required in this

RFQ.

Non-Hiring of Employees: No official or employee of the State of Maryland, as defined under State Government Article, §15-102, Annotated Code of Maryland, whose duties as such official or employee include matters relating to or affecting the subject matter of this contract, shall during the pendency and term of this contract and while serving as an official or employee of the State, become or be an employee of the Contractor or any entity that is a subcontractor on this contract.

Term Of Contract:

Contract shall begin on or about January 1, 2024 and terminate on December 31, 2026. The contract will be on an as needed basis, with no guarantees of work. After validator training is completed and a score of at least 80% on the accreditation validator assessment has been achieved, the validator must accept and complete at least two validation visit assignments per year. If the validator does not fully complete two validation visits during the contract year, the validator will not be issued a new contract during the next bidding. The validator must not be late more than 3 times for a Technical Assistance Onsite Visit or Validation Visit. If the validator is late more than 3 times per year for an accreditation visit, the validator will not be issued a new contract during the next bidding.

Place of Work:

Work must be completed at the business site of the consultant and at the early childhood or school-age programs to which the consultant has been assigned to conduct a visit. Accreditation visit locations may include child care centers, Head Start and public school prekindergarten programs. Consultants must be able to travel within the State of Maryland.

Award Basis:

The State reserves the right to award the contract to the responsive and responsible bidder submitting the most favorable bid price for providing the goods and services, as specified in this RFQ. Refer to COMAR 21.05.07.06 D.

Questions should be addressed in writing to the Procurement Officer. Time permitting, answers to all substantive questions that have not previously been answered, and are not clearly specific only to the requestor, will be posted on “eMarylandMarketplace” as an Addendum after the due date of questions and in sufficient time for the answer to be taken into consideration in the Bid.

Please put submit your questions by2:00 pm on Tuesday, August 28, 2023 via emma.

It is required to be registered with “emarylandmarketplace” to access the addendums and any other pertinent information. There may also be other opportunities from State agencies there. There shall be no mailing of the Addendums. The link to “emarylandmarketplace” to register is as follows:

http://procurement.maryland.gov/

Submission:

The Bidder must submit a letter of interest, a resume that demonstrates the required qualifications for the services requested and the signed (using a blue ink pen) bid form Exhibit A to provide the service detailed in the Nature of Work. The submission must be received by the submission time and due date.

If you have not done business with MSDE or the State of Maryland, or a significant amount of time has elapsed, please submit an updated W-9 with your bid. Bids will not be opened publicly.

Submission Due Date:

09/12/ 2023 by 2:00 p.m.

Late bids shall not be accepted.

Faxed bids shall not be accepted. Emailed bids are preferred for this solicitation.

Bids will only be accepted Via Emma

Invoicing Instructions:

Payment by the State requires a proper invoice to be submitted. Payments are made on a net 30 Schedule.

A. An invoice not satisfying the requirements of a Proper Invoice (as defined at COMAR 21.06.09.01 and .02) cannot be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

1) Contractor name and address;

2) Remittance address;

3) Federal taxpayer identification (FEIN) number, social security number, as appropriate; 4) Invoice period (i.e. time period during which services covered by invoice were performed); 5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

8) State assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

11) Any additional documentation required by regulation or the Contract.

12) Consultants must submit a Consultant log with their invoice.

B. The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor; however, is not exempt from such sales and use taxes and may be liable for the same.

C. Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK.

Maryland State Department of Education FY24-DEC-001Maryland

State Department of Education

FY24-DEC-001

Request for Quotation

EXHIBIT A

BID FORM

Do not alter or amend this form.

DETAILED PRICING

CATEGORY

Total Number of Days/Number of Visits Requested

Multiplied by

Price Per Day

Total

Validator Standards and Reliability Testing

Required to participate

4 $250.00 $1,000.00

Required Meetings 4 X $225.00 $900.00

Virtual Technical Assistance Session(s) (Section 1 and 3 Only)

Enter the # of sessions via telephone that you will conduct

X $150.00 Enter Total here

Onsite Technical Assistance Visit (s) (Section 2 Only)

Enter the # of Visits that you will conduct

X $300.00 Enter Total here

Validation Visit(s) Enter the # of visits that you will.

conduct

X $450.00 Enter Total here

*TOTAL BID PRICE

Add Totals above and enter Total Bid Price here

Note: Proposed number of visits are for bid evaluation purposes only and are not guaranteed. The total bid cannot be over $50,000.00 including that of the training total of $1,000.00.

*Submit this Exhibit A and all supportive itemized pricing, a letter of interest and a resume.

Submit one (1) original, which shall be identified as such, and two (2) complete copies of the original.

Exhibit A: Price per day or per hour is to include all costs incurred both direct and indirect in delivering a product or service, which includes, but not limited to travel, lodging, food, etc.

All bids submitted shall be identified with the FY24-DEC-001 Title and Due Date inscribed on the left-hand corner of the mailed envelope and or package under the return address. Bids shall not be accepted without this information including expressed packages, such as FedEx and UPS.

Late bids shall not be accepted

Faxed bids shall not be accept

GEOGRAPHIC PREFERENCES

Accreditation visits may be conducted in any county in Maryland. Please provide the geographic preferences information requested below. However please note that, if selected and depending on accreditation needs, MSDE may request consultants to conduct an assessment in any of the counties listed below. Validators must disclose to MSDE any current or past affiliations they have had with programs who are currently participating in Maryland Accreditation.

In what county/jurisdiction do you reside? __________________________

Place an X in the box to the left of each region you prefer to conduct accreditation visits:

�Central: � East Central � North Central

Baltimore City Anne Arundel Co. Cecil Co.

Baltimore Co. Prince George’s Co. Harford Co.

�Lower Shore: � Northwest Central � Southern Tri-County

Somerset Co. Carroll Co. Calvert Co.

Wicomico Co. Frederick Co Charles Co.

Worcester Co. St. Mary’s Co.

� Upper Shore: � West Central MD � Western MD

Caroline Co. Howard Co. Allegany Co.

Dorchester Co. Montgomery Co. Garrett Co.

Kent Co. Washington Co.

Queen Anne’s Co.

Maryland State Department of Education

Request for Quotation

VENDOR’S NAME: ______________________________________________________

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VENDOR’S ADDRESS: ___________________________________________________

___________________________________________________ City State Zip

VENDOR’S FEDERAL ID or SS#____________________________________________

NAME OF AUTHORIZED: _________________________________________________

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SIGNATURE: ____________________________________________________________

TITLE: __________________________________________________________________

TELEPHONE NO: ______________________________ DATE: ___________________

E-MAIL: ________________________________________________

FAX NO. ____________________________________________________

ARE YOU A REGISTERED SMALL BUSINESS? YES ____ NO ____

IF YES: MARYLAND STATE CERTIFICATION #_____________________________ IF YOU ARE

NOT REGISTERED PLEASE VISIT THE FOLLOWING FOR MORE INFORMATION:

http://goma.maryland.gov/Pages/sbr-Program.aspx

ARE YOU A REGISTERED MINORITY BUSINESS ENTERPRISE? YES____ NO____ IF YES:

MARYLAND STATE CERTIFICATION #_____________________________ IF YOU ARE NOT

REGISTERED PLEASE VISIT THE FOLLOWING FOR MORE INFORMATION:

Maryland State Department of Education

Request for Quotation