Proposal_Requirements.pdf

Proposal Requirements

Instructions: The RFP must include the following information in the order listed. Please upload responses to the following in one continuous PDF labeled as “Proposal Requirements”

A. Transmittal Letter

Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead. The letter must contain the company’s mission statement demonstrating alignment with youth development, academic enrichment, student achievement, and parent engagement, while supporting Mayor Welch’s Pillars for Progress and the City’s vision to cultivate thriving youth and equitable educational opportunities. The transmittal letter must include the name, address, phone number, and e-mail address for the offeror’s contact, and must specify who would be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the offeror.

B. Experience of firm to demonstrate proven experience delivering youth-centered skill building and creative growth. (29%)

The proposal must describe the performance history and experience of the project team on similar projects as follows:

a) Describe your organization’s experience delivering youth-centered academic enrichment, skill-building, and educational support programs, particularly those implemented in collaboration with school systems such as Pinellas County Schools.

b) Describe how the organization has successfully implemented initiatives that integrate student achievement, parent engagement, and enrichment strategies to promote academic growth and long-term student thriving.

c) Provide evidence of your agency’s capacity, organizational infrastructure, and staffing to design and deliver culturally relevant, developmentally appropriate, and innovative programming that prepares students for academic success and postsecondary readiness.

d) Highlight experience working in partnership with schools, community organizations, local government, or families to improve student access, engagement, and outcomes across diverse populations.

e) Describe your agency’s experience successfully completing government- or foundation-funded programs, especially those that emphasize measurable student outcomes, data collection, and evaluation. If applicable, provide an explanation for why prior programs could not be completed.

C. Qualification and technical competence of the agency and staff to execute the program (29%)

a) Project Team

Describe the team that will be working to complete the Scope of Services, including position titles and roles of the individuals assigned to those roles. Provide the breakdown of time on-versus off- site and the notice required to have staff available for on-site consultation.

b) Organization Chart Provide organization chart showing: (a) reporting relationships and responsibilities of the offeror and any other firms (b) reporting relationships and responsibilities of all key personnel (along with their firm affiliations)

c) Key Personnel

Provide resumes for all key personnel in the RFP. Limit resumes to two pages per individual and include:

i. Academic and professional qualifications

ii. Professional registration (as applicable)

iii. Experience as it relates to the project and to the individual's specified role on the project.

Provide a detailed resume of the offeror's project manager, at least one substitute project manager, and other key individuals on the project team. The proposed project manager and the proposed substitute shall have a minimum of five (5) years of applicable experience and at least a bachelor’s degree in a related field, listed below. Project staff should hold one or more of the professional certifications listed below. Proof of validity, good standing, certification or license. The City shall be informed if the project manager is going to be replaced or substituted. The City may request a personal interview with the short-listed firm's proposed project managers. The key project manager or their approved substitutes shall be available for all meetings. Experience included on the resume must be limited to projects completed within the past five (5) years.

Preferred Degrees (Bachelor’s or higher)

• Education (Middle Grades, Secondary, or Curriculum & Instruction)

• Mathematics Education or Science Education (STEM-focused degrees)

• English/Reading Education or Literacy Education

• Special Education (for inclusive instruction and learning support)

• Educational Technology / Instructional Design

• Youth Development, Human Development, or Counseling (with emphasis on adolescent learning)

Preferred Professional Certifications

• Florida Teaching Certificate (especially in core subjects: Math, Science, English/Language Arts, Social Studies)

• Reading Endorsement (State of Florida)

• ESOL Endorsement – to support English language learners

• Exceptional Student Education (ESE) Certification – to serve diverse learners

• Certified Teacher Leader or Instructional Coach Certification

• Google Certified Educator or Microsoft Innovative Educator – for tech-enabled instruction

• Certified Academic Language Practitioner (CALP) or equivalent literacy-focused credential

• Trauma-Informed Care or Youth Mental Health First Aid Certification – to support holistic student wellbeing

• National Tutoring Association (NTA) Certification or equivalent enrichment/tutoring credential

D. Capacity to accomplish the work and show good outcomes including program description and design (19%)

In this section the offeror must describe the following:

a) Describe the project plan and process for performing the scope of services. The project plan should include key activities, deadlines, and deliverables required to complete the scope of services, organized in a logical, easy-to-follow manner.

b) The offeror should identify the process utilized on other significant projects as well as the process envisioned for the services identified in this RFP. The offeror should also include the process for these funds being advertised to and utilized for City of St. Petersburg residents.

E. Past performance on similar contracts (9%)

a) Past Project Experience

The offeror should identify project experience similar to services identified in this RFP. Experience included must be limited to projects completed within the past three (3) years. At a minimum, the project description should include the following:

(a) Client name and description of the project/or services

(b) Description of project

(c) Program duration

(d) Target population

(e) Project timeline

(f) Were the objectives met and was there successful completion of the project. If not, please explain what happened and what procedures were put into place to ensure successful completion of subsequent projects

(g) Staff assigned to reference engagement that will be designated for work per the RFP

(h) The client's project manager name, e-mail address and telephone number

(i) Total Funding amount for the project and were all funds expended by or before the end date

(j) Total unduplicated returning citizens served

b) References. A list of three (3) clients, to include at least one (1) Florida client, contact person for whom the firm or individual has recently provided services similar in nature to the services identified in this RFP. Provide the client’s name; nature of project; and client project manager’s name, e-mail address and telephone number.

F. Detailed Budget (8%)

The offeror must submit a cost proposal providing details concerning the components of the pricing that goes into its overall proposal. The offeror must determine the amount of effort it will take to complete the services and deliverables described in the Scope of Services.

Allowable expenses are staff salaries, benefits, and associated operating expenses, and Flexible Funding. Flexible Funding is money that may be spent by the Vendor to facilitate the movement of families into permanent housing. Flexible Funding uses include, but are not limited to, the following:

o Payment of curriculum-aligned academic support and enrichment materials, including student workbooks, guided learning activities, adaptive technology subscriptions, and instructional guides.

o Payment of instructional and technology tools, such as software licenses, applications, or online platforms needed for academic reinforcement, tutoring, or enrichment.

o Payment of guest speakers, educators, mentors, or enrichment specialists to participate in Saturday Academy sessions, workshops, or student-focused events.

o Payment of enrichment activities and experiential learning opportunities that connect students to academic and cultural resources, including field trips, academic competitions, or community-based learning experiences.

o Payment of student career and academic readiness resources, such as study skills guides, leadership development tools, or financial literacy materials that support holistic student success.

o Payment of transportation assistance for students and families to access program activities (e.g., bus passes, rideshare credits).

o Payment of engagement-focused support, including modest participation incentives (e.g., gift cards, recognition certificates), refreshments, or accessibility services (translation, interpretation).

o Payment of showcase or capstone presentation costs, including venue rentals, printed materials, signage, and event supplies for student exhibitions or presentations.

o Payment of program-related certifications, training modules, or resources that equip students with additional skills (e.g., leadership workshops, technology training, academic achievement badges).

G. City of St. Petersburg Small Business Enterprise (SBE) (2%)

The offeror must indicate if it is a City of St. Petersburg SBE.

H. City of St. Petersburg Minority Owned Business Enterprise (MBE) (2%) The offeror must indicate if it is a City of St. Petersburg MBE.

I. City of St. Petersburg Women Owned Business Enterprise (WBE) (2%) The offeror must indicate if it is a City of St. Petersburg WBE.