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 parent engagement, family wellbeing, literacy, and academic support, while supporting Mayor Welch’s Pillars for Progress and the City’s vision to strengthen families as essential partners in student learning and achievement. 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.

a) Describe your organization’s experience delivering family engagement, parent education, literacy support, or academic enrichment 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 parent engagement, family wellbeing, and academic support into family- and youth-focused strategies.

c) Provide evidence of your agency’s capacity, organizational infrastructure, and staffing to design and deliver culturally relevant, linguistically accessible, and developmentally appropriate programs that prepare families to support student success and long-term wellbeing.

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

e) Describe your agency’s experience successfully completing government- or foundation-funded programs, especially those that emphasize measurable family 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 (Elementary, Early Childhood, Reading/Literacy, or Special Education)

• Family and Consumer Sciences or Human Development

• Social Work (with emphasis in family services, school social work, or community practice)

• Counseling (School Counseling, Family Counseling, or Mental Health)

• Public Administration or Nonprofit Management (with experience in family/community programming)

• Community Psychology or Child Development

• Preferred Professional Certifications

• Florida Teaching Certificate (especially in Elementary Education, Reading, or

ESOL)

• Reading Endorsement (State of Florida)

• Parent Educator Certification (e.g., from National Parenting Education Network or equivalent programs)

• Family Engagement in Education Credential (Harvard Graduate School of Education or equivalent)

• Certified Family Life Educator (CFLE®) – National Council on Family Relations

• Certified Social Worker or Licensed Clinical Social Worker (LCSW) – with experience in school/family systems

• Certified Family Engagement Professional (state or district-recognized programs)

• Bilingual/ESOL Endorsements or Certifications – to serve linguistically diverse families

• Trauma-Informed Care or Mental Health First Aid Certification – valuable for addressing family stress and barriers to learning

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

In this section the offeror must describe the plan and process for performing the scope of work.

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) Project Approach 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:

• Payment of curriculum-aligned family engagement and academic support materials, including take-home kits, guided activity sheets, and learning guides.

• Payment of instructional and technology tools, such as software licenses or applications needed for literacy development, parent coaching, or family learning activities.

• Payment of guest speakers, educators, family engagement specialists, or community resource providers to participate in parent workshops, events, or coaching sessions.

• Payment of enrichment activities that connect families to schools and community organizations, including family literacy nights, school events, or community-based learning opportunities.

• Payment of parent education resources, such as academic progress guides, communication tools for navigating schools, or financial wellbeing materials that support family stability.

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

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

• Payment of showcase or capstone presentation costs, including venue rentals, printed materials, signage, and refreshments for family-oriented events.

• Payment of program-related certifications, training modules, or resources needed for parents and caregivers to successfully complete program requirements (e.g., literacy coaching modules, parent leadership 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.