Proposal_Submittal_Requirements.pdf

Proposal Requirements The Genius Lab

City of St. Petersburg, Florida RFP No. 26-087

Proposals shall include the following information in the order listed. Upload all responses as one PDF labeled “Proposal Requirements”. Page size shall be limited to 8 ½ x 11.

The Proposal shall be limited to 50 pages. Proposals in excess of 50 pages may be deemed nonresponsive by the Procurement and Supply Management Director. A cover page or section divider pages are not included in the total page count.

1. Transmittal Letter

Offerors must submit a transmittal letter on the firm’s letterhead. It must be signed by a representative of the offeror authorized to sign such material and to commit the offeror to the obligations contained in the RFP and must include the company’s mission statement. 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.

2. Table of Contents/PDF Bookmarks

The table of contents must include a clear identification of the material by section and subsections and include the associated page number(s).

3. Experience and Qualifications (35%)

a. The offeror must describe the composition and organization of the team.

i. Identify any other firms (such as sub-contractors and sub-consultants) included on the project team along with the offeror.

ii. Provide an organizational chart indicating the reporting relationships and responsibilities of the offeror, including any subconsultants and subcontractors.

iii. The Offeror must provide detailed resumes of the offeror’s project manager, and the proposed substitute shall have a minimum of five (5) years of applicable experience focused on project completed withing the past five (5) years. The project manager and proposed substitute should have a bachelor’s degree in a related field as follows:

Preferred Degrees (Bachelor’s or Higher)

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

• Mathematics or Science Education

• English/Reading or Literacy Education

• Special Education

• Educational Technology / Instructional Design

• Youth Development, Human Development, Counseling (adolescent-focused)

Preferred Professional Certifications

• Florida Teaching Certificate (Math, Science, English/Language Arts, Social

Studies)

• Reading Endorsement

• ESOL Endorsement

• ESE Certification

• Certified Teacher Leader or Instructional Coach

• Google Certified Educator / Microsoft Innovative Educator

• Certified Academic Language Practitioner (CALP)

• Trauma-Informed Care or Youth Mental Health First Aid

• National Tutoring Association (NTA) or equivalent credential

iv. The Offeror must provide resumes for all key personnel pertinent to this solicitation. Limit resumes to two pages per individual and include:

1. Academic and professional qualifications

2. Professional registration (as applicable)

3. Experience as it relates to the project and to the individual’s specified role on the project

b. The offeror must describe their performance history and experience of the project team on similar projects. The information should demonstrate the firm’s ability to deliver youth-centered, skills building, creative tech-infused growth programming, educational support programs, particularly those implemented in collaboration with school systems.

i. Submit three (3) reference projects similar in size and scope completed in the past five (5) years. At least one (1) referenced project must be a Florida based client. Project description should include client name, organization type, program duration, target population and project timeline.

c. The offeror should identify the key strengths of the firm. Highlight capabilities and areas of specialization provided by the firm. The firm must have the following minimum qualifications:

i. Experience delivering youth-centered programming.

ii. Experience integrating academic student growth, parent engagement, enrichment, and collaborative partnerships.

iii. Familiarity with designing and delivering tech-infused youth programming.

d. Provide a list of three (3) client contact persons for whom the offeror has recently provided services similar in nature to the services identified in this RFP.

e. Offerors must include letter(s) of support from school system partners and/or community partners who can speak to the offeror’s effectiveness. Letters must reference observable outcomes, not general statements of goodwill.

4. Project Approach/Proposal (30%)

Offerors must demonstrate they have the capacity, systems, planning structures and instructional models and describe the project plan and process for performing the Scope of Services. The proposal and plan must include:

1. Program Design and Implementation Description

2. Parent Engagement Description

3. Program Innovation and Student Thriving Elements Description

4. Evaluation and Reporting Description

5. Curriculum Description

Project plan, process and workflow must include:

1. Present key activities, timelines, deadlines, and deliverables in a clear and logical sequence

2. Include staffing plans, partner roles, training protocols, and communication timelines

3. Demonstrate capacity to launch The Genius Lab within 60 days of contract execution

4. Show how program quality, student support, and data reporting will be monitored throughout the year

A. Curriculum Outline for One School Year o Organized by months or quarters o Shows key themes, project cycles, academic goals, leadership and wellbeing components, STEM experiences and how the curriculum aligns with the WHOLE child framework. The following website will provide additional context:

https://www.stpete.org/government/pillars_for_progress_/city_of_education/index.

php o Must clearly differentiate programming for:

Grades 6–8 (early adolescence) Grades 9–10 (identity + skill building) Grades 11–12 (leadership, advanced skills, readiness) o Year-long outline must show increasing complexity appropriate to developmental stages.

B. Sample Weekly Outline o Shows how weekly learning goals connect back to the annual plan o Includes academic reinforcement, STEM activities, leadership/wellbeing components, and reflective practices o Must show differentiation for age groups (6–8 vs 9–10 vs 11–12)

C. Sample Daily Schedule or Lesson Plan (One Afternoon) o Must connect directly to the weekly outline (content alignment required) o Must indicate instructional methods, hands-on activities, technology use, reflection prompts, and transitions o May use a formal lesson plan format if preferred o Must show how older students (11–12th) engage in more advanced or independent tasks D. Sample Parent Event Agenda o Must be aligned with ongoing student learning o Must demonstrate how student progress, projects, or demonstrations are shared with families o Must include strategies for meaningful family engagement and communication

E. Use of These Processes in Past Work o This may include past curriculum maps, past activity schedules, sample staff agendas, or other artifacts that demonstrate operational capacity.

F. Demonstration of a Holistic Curriculum Framework

All curriculum outlines (annual, weekly, and daily) must demonstrate a holistic program design.

G. Past and Proposed Processes for Major Projects

The Offeror must identify:

i. The process used on other significant youth development or academic enrichment projects

ii. The process envisioned for The Genius Lab, including coordination with partners, schools, and families

iii. The systems used to ensure instructional quality, student attendance, and consistent youth engagement

iv. Clear strategies for outreach and recruitment that ensure funds are used to serve City of St. Petersburg residents, including targeted engagement with local schools, neighborhoods, and families https://www.stpete.org/government/pillars_for_progress_/city_of_education/index.php https://www.stpete.org/government/pillars_for_progress_/city_of_education/index.php

The Offeror must include:

v. Examples of past project workflows or quality assurance processes

vi. Documentation showing successful recruitment and participation efforts in prior programs

vii. Outreach materials, sample communication plans, or other tools demonstrating authentic engagement with local communities

viii. Evidence of how the Offeror monitors implementation fidelity, staff performance, or student progress in ongoing programs

The Offeror must demonstrate comprehensive operational capacity, systems, planning structures, and accountability mechanisms necessary to deliver safe, reliable, and consistent weekday and occasional weekend transportation in support of The Genius Lab. Transportation is treated as a core program function that directly supports student access, attendance, engagement, and overall program success.

Transportation operations are fully integrated with The Genius Lab program delivery model.

Coordination mechanisms include:

• Monthly coordination meetings between program leadership and transportation staff

• Shared enrollment and attendance tracking systems

• Daily communication between site coordinators and drivers

• Unified family communication protocols

• Transportation timelines embedded into program schedules

5. Detailed Budget (20%)

The Offeror must submit a comprehensive and fully itemized cost proposal that clearly identifies all expenses associated with performing the Scope of Services. The proposed budget must be realistic, transparent, and directly aligned with the program design and approach described in the proposal. The proposed budget should include per-trip rates for standard transportation, after-hours transportation and weekend transportation. The Offeror is solely responsible for determining the level of effort necessary to successfully deliver all services, supports, and deliverables required under this RFP.

6. Business Enterprise Program Outreach and Utilization (15%)

Proposers must indicate if the company is a SBE, MBE, WBE, combination; and describe how the company plans to utilize the various business enterprise programs in the company’s fulfilment of the contract. At a minimum, proposers must address the following:

1. A detailed description of your organization’s efforts to identify and contact City of St.

Petersburg SBEs, MBEs, and WBEs to inform them of opportunities to work as subcontractors for this proposal.

i. Attending relevant opportunities offered by the City’s Office of Supplier Development including outreach events and matchmaking sessions.

ii. Documentation of planned or prior outreach efforts

2. Planned efforts such as mentoring, training, and other capacity building programs for SBE, MBE, and WBEs.

3. Detailed description of your organization’s process for ensuring small businesses have enough time and information to provide your firm with bids.

i. Description of how your firm considers SBEs, MBEs, and WBEs in the development of proposal and bid packages.

ii. Explanation of how your firm ensures SBEs, MBEs, and WBEs understand the bid and specifications and are able to learn ways to improve.

4. Provide past performance in utilizing SBEs, WBEs, and WBEs on past projects within the last five (5) years.

5. Provide a detailed Subcontractor Utilization Form C (see attachment).