RFP 013-22 Addendum 3

1058 Fifth Avenue, Jonesboro, Georgia 30236 (770) 473-2700

DR. MORCEASE J. BEASLEY EMMA BENTON

Superintendent of Schools Chief Financial Officer

ADDENDUM # 3

RFP 013-22 Summer Enrichment Programs

Solicitation Released: January 24, 2022

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect. This clarification is being provided to all known respondents.

1. Clayton County Public Schools (CCPS) has received additional questions pertaining to this RFP. The questions and their resulting answers are attached hereto.

Debra B. Brewer, Esq., CPPO Issue Date Director, Department of Purchasing

ACKNOWLEDGEMENT

This sheet must be completed, signed, and returned with any proposal to acknowledge receipt of this Addendum. Failure to do so may result in the rejection of any proposal submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

Clayton County Public Schools

Division of Business Services

DocuSign Envelope ID: A0F603D2-735E-4DFE-BE23-1E1658039FAC

February 21, 2022 | 4:24:47 PM EST

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QUESTION 1: What are the number of hours and times of the STEM Enrichment camps?

ANSWER Elementary Instructional Times: 8:00 am - 1:00 pm

Instructor report and departure times: 7:00 am - 2:00 pm

Student arrival: between 7:15 am and 7:30 am

Breakfast: 7:30 am

Lunch: 11:00 am (20 - 30 min. estimate. Time is flexible)

Secondary (Middle or High) Instructional Times: 9:00 am - 2:00 pm

Instructor report and departure times: 8:00 am - 3:00 pm

Student arrival: Between 8:15 am and 8:30 am

Breakfast: 8:30 am

Lunch: 12:00 pm (20 - 30 min. estimate. Time is flexible)

QUESTION 2: Are we able to hire Clayton County teachers to teach some of our camps if they are interested.

ANSWER Yes.

QUESTION 3: Are vendors required to provide the staff for delivering the programs being proposed or will the curriculum offered be delivered by CCPS teachers?

ANSWER CCPS teachers are hired to teach the curriculum for the Summer

Enrichment Academy (SEA) and it depends on the programs for the STEM and ALA Camps.

QUESTION 4: It appears that multiple groups will benefit from the CCPS summer program and that it is not only intended for ‘enrichment’ activities. Can the student populations that will be served include students who are struggling and in need of ‘catching up’ over the summer? If so, what is the expected enrollment for receiving literacy intervention by grade?

ANSWER The Summer Enrichment Academy (SEA) enrolls students from all academic levels. Approximately 30% of the enrolled students require intervention.

QUESTION 5: Please provide the number of buildings that will be used and the number of teachers who will be assigned to teach each of the courses.

ANSWER The number of buildings is determined by the number of registered students for the program.

QUESTION 6: Must the courses offered by five-hour courses for all 10 days of the program? To be specific, if a student were assigned to a reading

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ANSWER ELA and Math are taught for 2 hours each daily during the SEA program. Students must be engaged in the selected identified curriculum for 4-5 hours each daily for the STEM and ALA programs.

QUESTION 7: Is it ok to submit all required components with the very first page on

Letterhead?

ANSWER This question is not understood.

QUESTION 8: Also, is it necessary that the proposal be from companies who have already hired sufficient staff, or is it fine to line staff up prior to Summer upon receipt of Notice of Award?

ANSWER It is not required to have all staff identified at the time of the

Notice of Award.

QUESTION 9: In addition to the reference form, are we able to submit letters of recommendation?

ANSWER Yes.

QUESTION 10: Will you confirm if the STEM Summer Programs will be held in one of

Clayton County Schools?

ANSWER STEM summer programs will be held in several schools within the district.

QUESTION 11: Can you confirm the month in which the STEM Summer programs should be held?

ANSWER STEM will be held during the last two weeks of June.

QUESTION 12: Will teachers employed with Clayton County School instruct the content for the STEM Summer Program?

ANSWER It depends on the program. If the content requires instructors to deliver to students, then the vendor may need to provide the instructional staff.

QUESTION 13: Can an annual registration from the state satisfy the business license requirement if a current business license application for a specific city or county is currently pending?

ANSWER Yes. Please submit documentation showing the pending business license application along with the annual state registration.

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QUESTION 14: In Attachment C: CCPS Standard Draft Agreement, we request

Section 11.1.1 be changed to the following: Such audits, inspections and access may be conducted to verify the accuracy of Charges and invoices; to verify the accuracy of Charges and invoices.

ANSWER Any requests for clarification, exceptions or amendments to the

RFP must be clearly identified, labeled and submitted with your technical response. Please refer to 9.1.1 Technical Response section on page 13 of the RFP.

QUESTION 15: In Attachment C: CCPS Standard Draft Agreement, in Article 10, there is a lot of verbiage that suggests that there are materials/product that are to be created/prepared/authored by BFW and that the district would own; however, we are not creating anything specifically for the district and there are no materials/products that the district would own.

Could we add a clarification to this article that states as such?

ANSWER Any requests for clarification, exceptions or amendments to the

RFP must be clearly identified, labeled and submitted with your technical response. Please refer to 9.1.1 Technical Response section on page 13 of the RFP.

QUESTION 16: What is the length of the summer program?

ANSWER SEA program- The summer program is 8 face-to-face days and 2 virtual days.

STEM program: 7- 8 days (date range depends on district holidays and closures that may occur).

ALA program: 5 days.

QUESTION 17: What is the length of the summer school day? Days per week?

ANSWER SEA program - 4 face-to-face days per week with 1 face-to-face asynchronous day for 5 hours.

STEM program: 4 days a week at 5 hours a day (date range depends on district holidays and closures that may occur).

ALA program: 5 days a week for 5 hours a day

QUESTION 18: What is the block of time in Math for Grades 1-5, 6-8, and Algebra?

ANSWER 2-hour blocks.

QUESTION 19: How is the District doing Algebra for summer school?

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ANSWER Algebra support is provided in the ALA program for 8th graders.

QUESTION 20: What is the number of students expected to attend summer school for

Grades 1-5, 6-8, and Algebra?

ANSWER Approximately 1600 students participate in grades 1 – 8 for the

SEA program.

QUESTION 21: What are the number of teachers expected for summer? What are the number of classrooms?

ANSWER Previously, there were approximately 180 teachers working in the

SEA program. The number of classrooms are based on enrollment. For STEM and ALA, the number is based on student enrollment at a teacher-student ratio of 1:15 or 1:20.

QUESTION 22: Is the District looking for physical programs and training for teachers on how to implement for math summer school, or is the District looking for vendors to come in and teach the students directly?

ANSWER The District is looking for physical programs and training for teachers.

QUESTION 23: If a vendor is submitting for Math summer school for grades 1-5,6-8, and Algebra and are planning to submit curriculum only, what are the District’s requirements for professional development, per section 9.2.3?

ANSWER Professional development is needed for each program where

CCPS teachers are providing instruction.

QUESTION 24: On page 43, under 1.1.2 what does it mean between 5-10 window? Is these 5 hours split up between subject areas or 5 hours for Math? How much of the 5 hours is for math instruction?

ANSWER Classes are 2 hours for each subject.

QUESTION 25: Are you looking for a computer program that is adaptive or are you willing to accept a proposal for something that isn’t a computer-based programs and is more teacher-led, with teacher instruction and has students learning with hands-on materials?

ANSWER CCPS will accept a program that isn't computer-based and is more teacher-led for the SEA program.

QUESTION 26: Does the District prefer in-person professional development or virtual?

Does the district prefer train-the-trainer model?

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ANSWER Virtual professional development for the SEA program. For STEM and ALA programs, due to COVID, virtual is preferred but considerations are given for in person depending on the size of the group. We do not support the train the trainer model for summer programming.

QUESTION 27: In section 9.2.4.4, can you please clarify if vendors who are submitting physical programs needs to complete this?

ANSWER This question is not understood.

QUESTION 28: Can we submit our own W9 or does it have to be on pg. 38?

ANSWER Yes. You can submit your own W9.

QUESTION 29: Are you looking for a single provider or multiple vendors?

ANSWER Multiple vendors.

QUESTION 30: For professional license requirement, is that for in-service providers?

ANSWER Proponents must submit all professional licenses required to perform the proposed services.

QUESTION 31: In lieu of financial statements we are planning to provide a financial stability letter from CFO and we have done these before for several other bids, our bank contact, current ratio, debt to asset ratio, and capitalization – would the district be able to accept this as a substitution?

ANSWER Please refer to section 9.2.6 Organizational and Financial

Capability on page 18 of the RFP.

QUESTION 32: Will the purchase be for just summer 2022 or what are your product need-by dates?

ANSWER The term is for one (1) year with two (2) renewal options. Please refer to the Term of Agreement on page 11 of the RFP.

QUESTION 33: What do you mean by triplicate invoicing? Do you want it sent to 3 different people or 3 different times?

ANSWER Please refer to Article 3 Compensation/Invoicing on page 56 of the RFP.

QUESTION 34: Will you please confirm also that once we have made an upload, so long as it is prior to the final 02-18 3 pm deadline, it is permissible to go back into our uploaded documents and edit them/resend?

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ANSWER All edits and changes must be completed and submitted prior to the deadline.