RFP_2025-30_21stCCLC.pdf

STATE OF WASHINGTON

OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION

OLYMPIA, WASHINGTON

PRE-BID CONFERENCE: 1:00 p.m., Pacific Time (PT) on May 15, 2025

PROPOSAL DUE DATE: 3:00 p.m., Pacific Time (PT) on July 10, 2025

ESTIMATED CONTRACT PERIOD: September 1, 2025. Amendments extending the period of performance, if any, shall be at the sole discretion of OSPI.

CONSULTANT ELIGIBILITY: This solicitation is open to those Consultants who satisfy the minimum qualifications stated herein and that are available for work in Washington State.

SUBMIT PROPOSAL TO: contracts@k12.wa.us

All communications concerning this RFP must be directed only to the RFP Coordinator via email.

Any other communication will be considered unofficial and non-binding on OSPI. Consultants are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Consultant.

This RFP is available at the Office of Superintendent of Public Instruction (OSPI) website and at the Department of Enterprise Services, Washington Electronic Business Solution (WEBS)

Procurement website. All RFP amendments and/or Consultant questions and OSPI answers will be posted to these sites. All interested Consultants must be registered with WEBS under the following commodity codes to receive automatic notifications: 918-38, 924-05, 924-18, 924-19, 924-64, 924-76

OSPI, and its contractors and subcontractors, must not discriminate in any programs or services based on sex, race, creed, religion, color, national origin, age, marital status, honorably discharged veteran or military status, sexual orientation, gender expression, gender identity, disability, or the use of a trained dog guide or service animal by a person with a disability, and must comply with state and federal nondiscrimination laws, including Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the

Americans with Disabilities Act, and Title VI of the Civil Rights Act of 1964. Questions and complaints of alleged discrimination should be directed to the Equity and Civil Rights Director at 360-725-6162/TTY: 360-

664-3631; or P.O. Box 47200, Olympia, WA 98504-7200; or equity@k12.wa.us.

Request for Proposals No. 2025-30

21st CCLC Program Quality and Technical

Assistance mailto:contracts@k12.wa.us https://www.k12.wa.us/about-ospi/contracting-ospi/competitive-procurements https://des.wa.gov/sell/how-work-state https://des.wa.gov/sell/how-work-state mailto:equity@k12.wa.us

RFP No. 2025-30 Page 2 of 69

Rev. 05/24

Table of Contents

Section A. SCOPE & REQUIREMENTS

A.1. DEFINITIONS

A.2. PURPOSE OF REQUEST FOR PROPOSALS

A.3. BACKGROUND

A.4. OBJECTIVE AND SCOPE OF WORK

A.5. BIDDER QUALIFICATIONS

A.6. PERIOD OF PERFORMANCE

A.7. FUNDING

A.8. AMERICANS WITH DISABILITIES ACT

Section B. GENERAL INFORMATION FOR BIDDERS

B.1. RFP COORDINATOR

B.2. QUESTIONS & ANSWERS

B.3. ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

B.4. LETTER OF INTENT

B.5. PRE-BID CONFERENCE

B.6. COMPLAINT PROCEDURE

B.7. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

B.8. ADDENDUMS AND AMENDMENTS TO THE RFP

B.9. SMALL BUSINESS, MINORITY & WOMEN’S BUSINESS ENTERPRISES (MWBE),

AND VETERAN-OWNED BUSINESS PARTICIPATION

B.10. ETHICS, POLICIES, & LAW

B.11. ACCEPTANCE PERIOD

B.12. RESPONSIVENESS

B.13. MOST FAVORABLE TERMS

B.14. CONTRACT AND GENERAL TERMS & CONDITIONS

B.15. COSTS TO PROPOSE

B.16. NO OBLIGATION TO CONTRACT

B.17. REJECTION OF PROPOSALS

B.18. COMMITMENT OF FUNDS

RFP No. 2025-30 Page 3 of 69

B.19. STATEWIDE VENDOR PAYMENT REGISTRATION

B.20. WASHINGTON STATE BUSINESS REGISTRATION

B.21. INSURANCE COVERAGE

Section C. PROPOSAL CONTENTS

C.1. SUBMISSION OF PROPOSALS

C.2. PROPOSAL OVERVIEW

C.3. LETTER OF SUBMITTAL

C.4. TECHNICAL PROPOSAL

C.5. MANAGEMENT PROPOSAL

C.6. COST PROPOSAL

Section D. EVALUATION AND AWARD

D.1. EVALUATION PROCEDURE

D.2. EVALUATION AND SCORING

D.3. REFERENCE CHECKS

D.4. INTERVIEW/DEMONSTRATION

D.5. SELECTION OF APPARENT SUCCESSFUL BIDDER

D.6. NOTIFICATION TO BIDDERS

D.7. DEBRIEFING OF UNSUCCESSFUL BIDDERS

D.8. PROTEST PROCEDURE

D.9. ADDITIONAL AWARDS

Section E. RFP EXHIBITS

EXHIBIT A

EXHIBIT B

EXHIBIT C

EXHIBIT D

EXHIBIT E

EXHIBIT F

EXHIBIT G

EXHIBIT H

EXHIBIT I

RFP No. 2025-30 Page 4 of 69

Section A. SCOPE & REQUIREMENTS

This section describes the purpose of the RFP and provides information about this procurement, including the potential scope of the opportunity and requirements.

A.1. DEFINITIONS

Definitions for the purposes of this RFP include:

Agency or OSPI – The Washington State Office of Superintendent of Public Instruction; the entity issuing this RFP.

Amendment – A unilateral change to the Solicitation that is issued by OSPI at its sole discretion and posted on WEBS and OSPI’s website.

Apparent Successful Bidder (ASB) – A Bidder submitting a response to this Solicitation that is evaluated and is identified and announced by OSPI as providing the best value to the Agency.

Upon execution of a Contract, the ASB is referred to as the successful Bidder or the Contractor.

Bid – An offer, proposal, or quote for goods or services submitted in response to this RFP.

Bidder – Individual organization, public or private agency submitting a proposal to attain a contract with OSPI. For purposes of this Solicitation, the terms Bidder, Consultant, and Vendor are interchangeable.

Competitive Solicitation – A documented formal process providing an equal and open opportunity to Bidders or Consultants culminating in a selection based on predetermined criteria.

Complaint – A process that may be followed by a Consultant prior to the deadline for bid submission to alert OSPI of certain types of asserted deficiencies in the Solicitation.

Consultant – Individual organization, public or private agency submitting a proposal to attain a contract with OSPI. For purposes of this Solicitation, the terms Bidder, Consultant, and Vendor

Contractor – Individual or company whose proposal has been accepted by OSPI and is awarded a fully executed, written contract.

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Debriefing – A short meeting an unsuccessful Bidder may request with the Coordinator following the announcement of the Apparent Successful Bidder for the purpose of receiving information regarding the review and evaluation of that Bidder’s Response.

Fiscal Year – In Washington State, a 12-month period extending from July 1 of one calendar year to June 30 of the next calendar year.

Proposal – A formal offer submitted in response to this RFP.

Proprietary Information – Information such as patents, technological information or other related information that the Bidder or Consultant does not want released or shared with the public.

Protest – A process that may be followed by a Bidder after the announcement of the Apparent

Successful Bidder to alert OSPI to certain types of alleged errors in the evaluation of the

Solicitation.

Request for Proposals (RFP) – Formal procurement document in which a service or need is identified but no specific method to achieve it has been chosen. The purpose of an RFP is to permit the consultant community to suggest various approaches to meet the need at a given price.

RCW – The Revised Code of Washington.

Responsible Bidder – An individual, organization, public or private agency, or other entity that has demonstrated the capability to meet all the requirements of the Solicitation and meets the elements of responsibility. (See RCW 39.26.160 (2))

Responsive Bidder – An individual, organization, public or private agency, or other entity who has submitted a Bid that fully conforms in all material respects to the Solicitation and all its requirements, in both form and substance.

RFP Coordinator – An individual or designee who is employed by OSPI and who is responsible for conducting this Solicitation.

Solicitation – A formal process providing an equal and open opportunity for Bidders culminating in a selection based upon predetermined criteria.

Subcontractor – An individual or other entity contracted by a Consultant to perform part of the services or to provide goods under the Contract resulting from this Solicitation. Subcontractors, if allowed, are subject to the advance approval of OSPI.

RFP No. 2025-30 Page 6 of 69

Vendor – Individual organization, public or private agency submitting a proposal to attain a contract with OSPI. For purposes of this Solicitation, the terms Bidder, Consultant, and Vendor

WEBS – Washington’s Electronic Business Solution, the Consultant notification system found at

Washington Electronic Business Solution (WEBS) Procurement website and maintained by the

Washington State Department of Enterprise Services. Consultants are encouraged to register with WEBS to receive automatic notifications about this and other procurements.

A.2. PURPOSE OF REQUEST FOR PROPOSALS

The purpose of this Competitive Procurement is to receive competitive bids to evaluate and, as appropriate, award a Contract for the Office of Superintendent of Public Instruction (OSPI) to procure goods and/or services as set forth herein. Pursuant to Washington’s Procurement Code for Goods and Services, RCW chap. 39.26, state agency purchases of goods and services must be based on a competitive solicitation.

Therefore, OSPI is initiating this Request for Proposals (RFP) to solicit proposals from

Consultants interested in participating in a project to provide a coordinated system of Program

Quality Improvement, Capacity Building, and Technical Assistance for the Washington state Nita

M. Lowey 21st Century Community Learning Centers (21st CCLC) program and the OSPI 21st

CCLC program administrative staff.

A.3. BACKGROUND

Led by Superintendent Chris Reykdal, OSPI is the primary agency charged with overseeing public

K–12 education in Washington state. Working with the state's two hundred ninety-five (295) public school districts, seven (7) state-tribal education compact schools, and public charter schools, OSPI allocates funding and provides tools, resources, and technical assistance so every student in Washington is provided a high-quality public education.

The Nita M. Lowey 21st Century Community Learning Centers (21st CCLC) program is authorized by Public Law 107-110, Elementary and Secondary Education Act (ESEA), as amended by the No

Child Left Behind (NCLB) Act of 2001, and as amended by the Every Student Succeeds Act (ESSA) of 2016, Title IV, Part B. The purpose of the 21st CCLC program is to support the creation of community learning centers that provide academic enrichment opportunities during non-school hours for children in grades PreK–12, particularly students who attend high-poverty and low-performing schools. The program helps students meet challenging state learning standards, offers students a broad array of enrichment activities that align with their regular academic programs, and offers literacy and other educational services to the families of participating children. The statutory goal of the 21st CCLC program is to provide funds to eligible entities to enable them to establish or expand activities in community learning centers that:

https://fortress.wa.gov/ga/webs/

RFP No. 2025-30 Page 7 of 69

1) provide opportunities for academic enrichment, including providing tutorial services to help students, particularly students who attend low-performing schools, to meet the challenging state academic standards;

2) offer students a broad array of additional services, programs, and activities, such as youth development activities, service learning, nutrition and health education, drug and violence prevention programs, counseling programs, arts, music, physical fitness and wellness programs, technology education programs, financial literacy programs, environmental literacy programs, mathematics, science, career and technical programs, internship or apprenticeship programs, and other ties to an in-demand industry sector or occupation for high school students that are designed to reinforce and complement the regular academic program of participating students; and

3) offer families of students served by community learning centers opportunities for active and meaningful engagement in their children’s education, including opportunities for literacy and related educational development.

Starting the 2025-26 school year OSPI is anticipated to be funding approximately forty-five (45) grantees, including approximately one hundred fifteen (115) sites with three (3) funding cycles, broken into cohorts, each awarded for five- (5) year terms. Eligible entities are Local Education

Agencies (LEAs), community-based organizations, other public or private entities, and consortia of two (2) or more of such agencies, organizations, or entities. Grants are awarded through a competitive process. The federal statute requires OSPI to provide ongoing training, technical assistance, and capacity building for grantees to ensure the provision of high-quality programs and services that are aligned with student needs, challenging state standards, regular school day curriculum and instruction, and support positive student outcomes.

It is the intent of OSPI that all programs will implement strategies that support OSPI’s

Performance Indicators, the Superintendent’s priorities, and the objectives for all 21st CCLC

Programs. The 21st CCLC programs seek to serve eligible students who need assistance in meeting challenging state standards. The assistance provided takes the form of academic support and enrichment opportunities and/or activities outside regular school hours designed to complement the student’s regular school day to improve academic performance, attendance, behavior, grade promotion, and graduation rates.

According to the 21st CCLC Program Evaluation in Washington, conducted by the American

Institutes for Research, students who attended high-quality 21st CCLC programs regularly had higher standardized test scores, fewer disciplinary incidents and school day absences, and greatly increased the likelihood of grade promotion. To ensure continued and future positive outcomes, a continued focus on program quality improvement and capacity building for staff is necessary to meet the intent of the program.

https://ospi.k12.wa.us/sites/default/files/2023-08/washington-state-21st-cclc-state-performance-goals-and-objectives.pdf

RFP No. 2025-30 Page 8 of 69

Information regarding the existing resources, systems, activities and timelines, and materials that are currently available to 21st CCLC programs in Washington state can be found on OSPI’s website.

A.4. OBJECTIVE AND SCOPE OF WORK

A.4.i. Objective: The objective of this contract is to assist OSPI in implementing and sustaining high-quality 21st CCLC out-of-school and extended learning time centers through implementing a Quality Improvement System (QIS) and providing ongoing technical assistance, program implementation support, and capacity building training for grantees.

A.4.ii. Scope of Work:

System Building Resource

The Contractor shall provide ongoing support to network/system leaders, including:

• A minimum of twenty-(20-) hours weekly for a dedicated staff member to act as the project manager to lead and manage this project.

• The project manager will be responsible for communicating deliverables and assigning duties to any other contracted or subcontracted staff.

• The project manager will be responsible for managing the project budget, ensuring that expenditures are tracked and compared against actual costs to maintain financial accuracy and control.

• Maintain regular monthly communication with OSPI via phone, email, etc.

• Consult on the overall Quality Improvement System (QIS) design and implementation, including feedback on timelines, documents, and continuous improvement processes.

• Lead the development of the 21st CCLC annual program activity calendar, securing event space and confirming dates by August 1 of each program year. In the first year of the contract, the contractor is expected to have all events secured by November

1, 2025.

• Recruit and create expectations and support models for external assessors, coaches, and trainers.

• Set short-term and long-term QIS goals to guide data collection and technical support.

• Facilitate participation in a Quality Improvement Learning Community.

• Plan for maintenance, growth, and sustainability of QIS.

• Hold an annual in-person planning meeting.

• Develop and maintain a site-level 'accountability' database.

• Provide ongoing consultation, coaching, and technical assistance to support network/system leaders in building state and local Quality Improvement Systems

(QIS).

https://ospi.k12.wa.us/policy-funding/grants-management/nita-m-lowey-21st-century-community-learning-centers-program https://ospi.k12.wa.us/policy-funding/grants-management/nita-m-lowey-21st-century-community-learning-centers-program

RFP No. 2025-30 Page 9 of 69

• Collaborate with OSPI 21st CCLC staff throughout the process of creating and sustaining local systems.

• Guide the process, focus on planning and designing the system, engaging stakeholders, and reflecting on successes and challenges.

Lead, Plan, and Organize Logistics

The contractor will be responsible for these deliverables for in-person, hybrid, or virtual events, including but not limited to:

• Produce online web interface for registration, program and session descriptions, and schedule.

• Negotiate lodging rates for participants according to the Washington state per diem rates assigned by the Office of Financial Management.

• Secure space, coordinate the food, ensure proper audiovisual equipment, and assign responsibility for setting up and cleaning up.

• Create an online Request for Qualifications for 21st CCLC events to gather speaker proposals.

• Manage the development and delivery of workshops; manage subcontracting with outside speakers and evaluations/feedback for each event.

• Support the development of the agenda for each event.

Regional Coaching Model

The Contractor shall develop and implement a regional coaching model for selected grantees, including but not limited to:

• Provide coaching, training, support, and a Learning Community for up to four (4) coaches experienced with youth development programs and trained in a QIS model.

• Develop a solution to identify programs that need additional support with their QIS efforts.

• Manage coach contracts and deployment and provide stipends and support for coaches.

Leadership Practice Series

The Contractor shall lead the planning and implementation of the 21st CCLC Leadership

Practice Series for 21st CCLC program directors, including but not limited to:

• Design up to five (5) virtual workshops explicitly targeted at network leads, program quality leads, and site managers rooted in social, emotional, and cognitive learning and development.

• Facilitate the pairing of experienced out-of-school time staff with new afterschool program staff, creating intentional learning opportunities for mutual learning and growth.

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Quality Improvement System and Capacity Building Trainings

The Contractor shall develop and implement a Social Emotional Learning Training, including:

• Design a training model for program staff to implement a QIS self and external assessment with fidelity.

• Provide a hybrid training model of virtual and facilitated onsite trainings.

• Accommodate simultaneous training across multiple programs and sites using expert trainers for virtual content and onsite facilitators.

The Contractor shall develop and implement a schedule of QIS capacity building training for program managers, staff, and program evaluators, including but not limited to:

• Virtual Kick-Off meeting, in-person QIS training with an evidence-informed tool.

External Assessor Training offered every other year of the contract (for new and returning assessors).

• Planning with Data Training for new and continuing grantees.

• Regional and local training that aligns with youth development quality interventions, virtual support for assessment completion, regional coaching, and materials for training.

Professional Learning Advisory Council

The Contractor shall develop, implement, and provide ongoing support for the 21st

CCLC Professional Learning Advisory Council, including but not limited to:

• Recruiting up to twelve (12) advisory council members and coordinating a selection process from current and former 21st CCLC grantees.

• Provide a content expert and/or trainer/coach to facilitate quarterly check-in meetings.

• Lead logistics for space, materials, stipends, food, and council member reimbursement for travel and lodging.

Support for First-Year Grantees

The Contractor shall develop, implement, and provide program implementation support to first-year grantees, including but not limited to:

• Provide onsite or virtual technical and capacity building assistance for up to ten (10) first-year grantees.

• Lead the development of an implementation plan with first-year grantees to set them up for success.

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Summer Learning Days

The Contractor shall lead the planning and implementation of the annual 21st CCLC

Summer Institute, including:

• Plan, organize, coordinate, and contract facilitators for the event for approximately one hundred (100) 21st CCLC staff and managers.

• Convene OSPI staff and the Advisory Council in the needs assessment and planning process and manage the development and delivery of workshops.

• Facilitate ongoing program and workshop development with the Advisory Council and OSPI.

Professional Learning Summitt

The Contractor shall lead, plan, and implement one Professional Learning Summit each year, including but not limited to:

• Plan, organize, coordinate, and contract facilitators for the event for approximately one hundred (100) 21st CCLC staff and managers.

• Convene OSPI staff and the 21st CCLC Professional Development Learning Council in the needs assessment and planning process and manage the development and delivery of workshops by OSPI staff and other outside speakers.

• Facilitate ongoing program and workshop development with the Advisory Learning

Council and OSPI.

Program Director/Evaluator Meeting

The Contractor shall plan and develop one (1) Program Director/Evaluator Meeting annually, including but not limited to:

• Build leadership, capacity, and management skills and ensure compliance with the

21st CCLC Program requirements.

• Convene OSPI staff and the 21st CCLC Professional Learning Advisory Council to provide expert support in planning, content, and delivery of the Director Evaluator meeting agenda.

• Support day-of training and writing of the agenda, and facilitate and/or lead part of the Director Evaluator meeting as requested by OSPI.

• Coordinate with OSPI staff to provide support for Director Evaluator Meetings.

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Research and Reporting

The Contractor shall provide research and reporting services, including but not limited to:

• Conduct surveys of grantee staff and managers to determine satisfaction and impact of services and support.

• Provide ongoing reports and data on training registration, participation by participant role, and summaries of training evaluations.

• Submit quarterly audits with a breakdown of actual costs for each deliverable and a summary of budget expenditures.

• Participate in planning calls with the 21st CCLC statewide evaluator to streamline research and reporting requirements.

Conclusion

The selected contractor’s efforts will support OSPI in ensuring the delivery of high-quality programs and services that align with student needs, challenging state standards, and regular school day curriculum and instruction. This comprehensive scope of work aims to improve academic performance, attendance, behavior, grade promotion, and graduation rates for students participating in the 21st CCLC programs.

The table represents the Program Activity Calendar of Events. The selected contractor will be responsible for all the logistics, working with the OSPI 21st CCLC supervisor to plan and execute all the training for each calendar year.

Event Title Proposed

Month

Program

Representative

Length of

Training

Proposed

Location

Max # of

Participants

External

Assessor

Reliability

Training offered every other year

TBD External

Assessors

TBD TBD 10

Professional

Learning

Summitt

TBD Site

Coordinators, Program

Directors, Support Staff

1 Full Day

8 hours

In-Person, Eastern, Central, Western WA

New Grantee

Orientation

October or

November

New Director and Evaluators

1 Full Day

8 hours

In-Person, Eastern, Central, or

Western WA

RFP No. 2025-30 Page 13 of 69

Event Title Proposed

Month

Program

Representative

Length of

Training

Proposed

Location

Max # of

Participants

Director and

Evaluator

Meeting

TBD Program

Directors and

Evaluators

1 Full Day

8 hours

In-Person, Eastern, Central, or

Western WA

Advisory

Council

Meeting 3x

October, January, April

Program

Director or

Evaluator

2 hours each

Virtual or In-

Person

Program

Quality

Orientation and Kickoff

September All 1.5 hours Virtual 65

QIS Self and

External

Assessment

Training

October All 1 Full Day

8 hours

In-Person, Eastern, Central, or

Western WA

Leadership

Practice: Series

5x

September, November, January, March, May

Program

Directors and

Evaluators

1.5 hours each

Virtual 50

Quality

Improvement

System and

Capacity

Building

Training

TBD All 1 Full Day

8 hours

In-Person, Eastern, Central, or

Western WA

QIS Refresher TBD All 1 hour Virtual 50

Internal

Planning

Meeting

May OSPI and

Contractor

1 Full Day

8 hours, In-Person, anywhere in

WA

Summer

Learning Days

May/June All 1.5 days.

12 hours total

In-Person

Central WA

A.4.iii. Accessibility & Branding Requirements:

All documents, videos, audio records, presentations, or other deliverables required under the resulting Contract shall be produced in format, compliant with the Americans With

Disabilities Act and follow the Web Content Accessibility Guidelines (WCAG) 2.0, OSPI’s formatting standard specified in Exhibit F – OSPI Americans with Disabilities Act

Compliance: Graphics and Colors, OSPI’s Brand Use Policy, OSPI’s Style Guide, and OSPI’s https://www.w3.org/WAI/WCAG20/glance/ https://www.k12.wa.us/sites/default/files/public/communications/pubdocs/Agency-Brand-Use-Policy.pdf https://www.k12.wa.us/sites/default/files/public/communications/pubdocs/StyleGuide.pdf https://www.k12.wa.us/sites/default/files/public/communications/pubdocs/OSPI-Videography-Guidelines.pdf

RFP No. 2025-30 Page 14 of 69

Videography Style Guide which are hereby incorporated by this reference. For narrative or documentary style videos required under the resulting Contract, the final product and all raw footage shall be mailed to the OSPI Communication and Digital Media office on a hard drive furnished by the Contractor. In the event that the deliverables are not compliant, OSPI may require Contractor to promptly make modifications that will make the deliverables compliant. Additionally, OSPI shall have the right to modify or copy the deliverables in order to make them accessible and/or compliant.

A.5. BIDDER QUALIFICATIONS

Minimum Qualifications:

• Licensed to do business in the State of Washington. If not licensed, provide a written intent to become licensed in Washington within thirty (30) calendar days of being selected as the Apparent Successful Bidder.

• Expertise in event logistics: Proven track record in planning, organizing, and executing events, including securing venues, coordinating food and audiovisual equipment, managing event schedules, acquiring day of support, and contracts for speakers.

• 21st CCLC program quality experience: Knowledge and experience in implementing and sustaining high-quality 21st Century Community Learning Centers (21st CCLC) programs, including familiarity with Quality Improvement Systems (QIS) and capacity building trainings.

• Evidence-Based Practices: Experience in implementing evidence-based practices and strategies that have been proven to be effective in out-of-school time programs.

• Compliance with Federal and State Regulations: Bidders must be knowledgeable about and comply with all relevant federal and state regulations, including those specific to the 21st CCLC program.

• Collaboration and partnership building: The ability to collaborate with schools, community organizations, and other stakeholders is crucial. This includes experience in building and maintaining partnerships.

• Facilitation skills: Ability to facilitate group discussions, training sessions, and workshops, ensuring active participation and engagement from all attendees.

• Organizational leadership: Strong leadership skills with the ability to manage teams, set goals, and ensure the successful completion of projects.

• Demonstrated capacity to successfully manage comprehensive projects, including successful management of budget, personnel, resources, and subcontractors if appropriate.

Consultants who do not meet these minimum qualifications will be rejected as non-responsive and will not receive further consideration. Any proposal that is rejected as non-responsive will not be evaluated or scored.

https://www.k12.wa.us/sites/default/files/public/communications/pubdocs/OSPI-Videography-Guidelines.pdf

RFP No. 2025-30 Page 15 of 69

Desirable Qualifications:

• Demonstrate strong leadership skills: demonstrate the ability to lead and motivate a team, set clear goals, and ensure that everyone is working towards the same objectives.

• Excellent communication skills: be able to communicate effectively with team members, stakeholders, and clients, ensuring that everyone is informed and on the same page.

• Demonstrated time management: ensuring that deadlines are met and that the project stays on schedule.

• Experience managing project budgets effectively, ensuring that the project is completed within the allocated budget.

• Experience with project management tools: bidders should be familiar with and proficient in using project management tools and software to plan, track, and manage the project.

• Demonstrate a proven track record of successfully managing similar projects.

A.6. PERIOD OF PERFORMANCE

The period of performance of any contract resulting from this RFP is tentatively scheduled to begin on or about September 1, 2025, and end on or about August 31, 2027. The option to extend any contract resulting from this procurement shall be at the sole discretion of OSPI.

As such, OSPI reserves the right to amend to extend the contract for six (6) additional contract years in two-year increments through 2028, 2029, 2030, 2031, 2032, 2033. Decision to amend shall be based on sustained satisfactory performance as decided by the Contract Manager, successful completion of project objectives, and availability of funding. If OSPI provides a renewal notice to the Contractor, the Contractor shall be obligated to enter into a contract with the same fiscal obligations as the previous Contract year, provided that OSPI and Contractor shall negotiate any revision of additional services or goals beyond those encompassed in the previous Contract.

Additional services that are appropriate to the scope of this RFP, as determined by OSPI, may be added to the resulting contract by a written amendment mutually agreed to and executed by both parties.

A.7. FUNDING

OSPI has budgeted an amount not to exceed five hundred and fifty thousand dollars ($550,000) for years one (1) and two (2) of the project; however, OSPI does not represent or guarantee any minimum purchase from the resulting contract. Proposals in excess of this amount will be rejected as non-responsive and will not be evaluated.

RFP No. 2025-30 Page 16 of 69

Period of Performance Budget (up to)

Year 1 September 1, 2025 – August 31, 2026 $275,000

Year 2 September 1, 2026 – August 31, 2027 $275,000

Contract total: $550,000

Any applicable mileage, meals, lodging, or other travel-related expenses, will be reimbursed in accordance with Washington State travel regulations established by the Office of Financial

Management.

One hundred percent (100%) of the funds proposed for this project will be funded using Federal money provided by Catalog of Federal Domestic Assistance number 84.287 (Award

S287C230048). The selected contractor must therefore comply with Federal Grant Terms and

Conditions.

A.8. AMERICANS WITH DISABILITIES ACT

OSPI complies with the Americans with Disabilities Act (ADA). Consultants may contact the RFP

Coordinator to receive this Request for Proposals in an alternative format.

http://www.ofm.wa.gov/policy/10.htm

RFP No. 2025-30 Page 17 of 69

Section B. GENERAL INFORMATION FOR BIDDERS

This section describes the procurement timeline and includes useful information for Bidders such as procurement procedure and state requirements.

B.1. RFP COORDINATOR

The RFP Coordinator is the sole point of contact in OSPI for this procurement. All communication between the Consultant and OSPI upon receipt of this RFP shall be with the RFP Coordinator, as follows:

Contact Information

Name: Josie Horn

Address:

600 Washington Street South

PO Box 47200

Olympia, WA 98504-7200

Email Address: contracts@k12.wa.us

B.2. QUESTIONS & ANSWERS

Any questions or communications concerning this RFP must be directed only to the RFP

Coordinator noted in Section B.1. Questions and/or inquiries must be sent via email and should include the RFP number. Consultants are to rely on written statements issued by the RFP

Coordinator. Communication directed to parties other than the RFP Coordinator will be considered unofficial and non-binding on OSPI, and may result in disqualification of the

Consultant. Answers or other applicable addenda will be posted to OSPI and WEBS in accordance with the schedule in Section B.3.

Bidders are encouraged to make any inquiry regarding the Competitive Solicitation as early in the process as possible to allow OSPI to consider and, if warranted, respond to the inquiry. If a

Bidder does not notify the Procurement Coordinator of an issue, exception, addition, or omission, such matter may be considered to be waived by the bidder for protest purposes.

mailto:contracts@k12.wa.us

RFP No. 2025-30 Page 18 of 69

B.3. ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

Action Date

OSPI issues RFP April 28, 2025

Letter of Intent due 4:00 p.m. PT June 3, Question and Answer period April 28-June 26, 2025

OSPI hosts Pre-Bid Conference 1:00 p.m. PT May 15, OSPI posts Question and Answer Addendum or Amendment resulting from Pre-Bid Conference (if necessary) May 22, 2025

Last date to submit questions regarding RFP June 26, 2025

Complaints due July 2, 2025

OSPI posts final Question and Answer Addendum or

Amendment (if necessary) July 2, 2025

Proposals due 3:00 p.m. PT July 10, OSPI conducts evaluation of written proposals July 11-25, 2025

OSPI conducts oral interviews with finalists (if determined necessary by OSPI) July 29, 2025

OSPI announces “Apparent Successful Bidder” and sends notification to unsuccessful Bidder(s) August 1, 2025

OSPI conducts debriefing conferences (if requested) As requested, per debriefing instructions

Contract negotiation begins August 1, 2025

Anticipated contract start date September 1, 2025

OSPI reserves the right to revise the above schedule.

B.4. LETTER OF INTENT

It is recommended that Consultants intending to submit a proposal provide a Letter of Intent to propose no later than 4:00 p.m. PT on June 3, 2025. The letter must be submitted via email to the RFP Coordinator.

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B.5. PRE-BID CONFERENCE

A pre-bid conference is scheduled to be held on May 15, 2025 at 1:00 p.m. PT. The purpose of the pre-bid conference is to clarify the Competitive Solicitation as needed and raise any issues or concerns that bidders may have.

The pre-bid conference will be held virtually:

https://us02web.zoom.us/meeting/register/0ZpmvF5iRzSoPYypH896Bg

All prospective Consultants should attend; however, attendance is not mandatory. Written questions may be submitted in advance to the RFP Coordinator. OSPI shall be bound only to written answers to questions. Any oral responses given at the pre-bid conference shall be considered unofficial until OSPI releases a written copy of the questions and answers from the pre-bid conference. A copy of the questions and answers in the form of an Addendum will be published on the OSPI website and released on WEBS under the commodity code(s) listed on the cover page of this RFP within five (5) business days of the pre-bid conference.

Assistance for disabled, blind, or hearing-impaired persons who wish to attend the pre-bid conference is available with prior arrangement by contacting the Procurement Coordinator.

OSPI has the right to cancel or stop the pre-bid conference if no interested bidders join within thirty (30) minutes of the start.

B.6. COMPLAINT PROCEDURE

The complaint process is available to Consultants interested in this RFP. The complaint process allows Consultants to focus on the Solicitation requirements and evaluation process and raise issues with these processes early enough in the process to allow OSPI to correct a problem before proposals are submitted and time expended on evaluations.

A Consultant may submit a complaint based on any of the following:

• The Solicitation unnecessarily restricts competition;

• The Solicitation evaluation or scoring process is unfair or flawed; or

• The Solicitation requirements are inadequate or insufficient to prepare a proposal.

Consultants may submit complaints up to five (5) business days prior to the proposal due date noted in the Estimated Schedule of Procurement Activities. However, Consultants are encouraged to submit complaints as soon as possible so OSPI can rectify the issue(s) early in the process. Complaints must be submitted to the RFP Coordinator. To be considered a valid complaint, the complaint must meet the following requirements:

• Must be in writing.

• Should clearly articulate the basis for the complaint.

https://us02web.zoom.us/meeting/register/0ZpmvF5iRzSoPYypH896Bg https://www.k12.wa.us/about-ospi/contracting-ospi/competitive-procurements

RFP No. 2025-30 Page 20 of 69

• Should include a proposed remedy.

Complaints not received by the deadline noted in the Estimated Schedule of Procurement

Activities will not be reviewed by OSPI. Failure by the Bidder to raise a complaint at this stage may waive its right for later consideration.

The OSPI Contracts Administrator or an employee delegated by the Contracts Administrator will review valid complaints and respond to the submitter in writing. OSPI will consider all complaints but is not required to adopt a complaint, in part or in full. OSPI’s response to the complaint is final and not subject to administrative appeal. The response, and any changes to the RFP, will be posted as an amendment to WEBS prior to the proposal due date. Any complaint addressed during the complaint process cannot be raised during the protest process.

B.7. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

Your entire response to this RFP is a public record and will be disclosed consistent with the

Public Records Act, Chapter 42.56 RCW. Bid submissions and evaluations are temporarily exempt from public disclosure until announcement of the ASB(s).

B.7.i. CONFIDENTIAL DOCUMENTS

For the purposes of this RFP, do not include confidential or proprietary information unless specifically requested by OSPI.

If OSPI requests confidential or proprietary information, you must clearly print the word

“Confidential” on the lower right-hand corner of each page containing the confidential or proprietary information.

B.7.ii. PUBLIC RECORDS REQUESTS

If a public records request seeks your proposal and the proposal contains pages clearly marked “Confidential”, OSPI will take the following steps:

i. We will notify you. We will identify the requestor and the date that OSPI will disclose the requested records.

ii. We will give you an opportunity to seek a court order to stop OSPI from disclosing the records.

iii. We will not evaluate or defend your claim of confidentiality. We will not withhold or redact your documents without a court order.

If you have any questions, refer to the OSPI Public Records Office.

B.8. ADDENDUMS AND AMENDMENTS TO THE RFP

https://www.k12.wa.us/about-ospi/contact-us/ospi-public-records-request

RFP No. 2025-30 Page 21 of 69

In the event it becomes necessary to revise any part of this RFP, an addendum or an amendment will be published on the OSPI website. For this purpose, the published Consultant questions and Agency answers, and any other pertinent information, shall be considered an addendum to the RFP. Additionally, all addenda referred to above will be released on WEBS under the commodity code(s) listed on the cover page of this RFP. Only consultants who have properly registered in WEBS will receive automatic notification of amendments or other correspondence pertaining to this RFP. For those not registered in WEBS, it will be the responsibility of interested

Consultants to check the website periodically for addenda and amendments to the RFP.

B.9. SMALL BUSINESS, MINORITY & WOMEN’S BUSINESS ENTERPRISES

(MWBE), AND VETERAN-OWNED BUSINESS PARTICIPATION

In accordance with the legislative findings and policies set forth in chapter 39.19 RCW, the State of Washington encourages participation in all of its contracts by firms certified by the Office of

Minority and Women’s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this RFP or on a subcontractor basis. For more information on certification, contact the Washington Office of Minority and Women’s Business Enterprises. However, no preference points will be included in the evaluation of proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award, and proposals will not be rejected or considered non-responsive on that basis.

43.60A.200 encourages the participation of Veteran and Service Member Owned Businesses certified by the Washington State Department of Veterans Affairs RCW 43.60A.195. For more information on certification, contact Washington State Department of Veteran Affairs.

Additionally, per Department of Enterprise policy, agencies are encouraged to buy from in-state small business, including microbusinesses and minibusinesses.

Vendors who meet criteria set forth in chapter 39.19 RCW, should complete and submit the

Business Enterprise Certification Form with the Contractor Intake Form.

https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips http://apps.leg.wa.gov/rcw/default.aspx?cite=39.19 http://omwbe.wa.gov/ http://app.leg.wa.gov/rcw/default.aspx?cite=43.60A.195 https://www.dva.wa.gov/veterans-their-families/veteran-owned-businesses http://apps.leg.wa.gov/rcw/default.aspx?cite=39.19

RFP No. 2025-30 Page 22 of 69

B.10. ETHICS, POLICIES, & LAW

This RFP, the evaluation of proposals, and any resulting contract shall be made in conformance with applicable Washington State laws and Policies.

Specific restrictions apply to contracting with current or former state employees pursuant to

RCW 42.52. Bidders should familiarize themselves with the requirements prior to submitting a proposal. Bidders shall indicate on their Contractor Intake Form any current or former state employees who are employed by, or subcontracted with, Bidder.

B.11. ACCEPTANCE PERIOD

Proposals must provide ninety (90) business days for acceptance by OSPI from the due date for receipt of proposals. OSPI may accept such bid, with or without further negotiation, at any time within such period.

B.12. RESPONSIVENESS

All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative and minimum requirements and instructions specified in this RFP- i.e., does the bid include each of the required bid submittals, are the submittals complete, signed, legible.

OSPI may reject a Proposal as non-responsive at any time for any of the following reasons:

• Incomplete Response

• Submission of a Response that proposes services that deviate from the scope and technical requirements set forth in this document and Exhibit C, Sample Contract, except as permitted in an amendment to this Solicitation

• Failure to meet the minimum Bidder qualifications or to comply with any requirement set forth in this RFP, including Attachments

• Submission of incorrect, misleading or false information

• History of prior unsatisfactory contractual performance

The RFP Coordinator or evaluator(s) may contact any Bidder for clarification of the proposal. A bidder’s failure to provide requested information to OSPI within ten (10) business days may result in disqualification. If a proposal is deemed non-responsive, it shall be removed from further consideration. Bidders whose proposals are found to be non-responsive shall be disqualified from further evaluation and shall be notified in writing.

If a proposal meets all administrative and Bidder qualification requirements and submittal instructions, OSPI shall continue with the written evaluation and, if applicable, the oral evaluation.

RFP No. 2025-30 Page 23 of 69

OSPI reserves the right at its sole discretion to waive informalities. An informality is an immaterial variation from the exact requirements of the Competitive Solicitation, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the goods or the quality, capability, or performance of the services being procured, and the correction or waiver of which would not affect the relative standing of, or be otherwise prejudicial, to bidders.

B.13. MOST FAVORABLE TERMS

OSPI reserves the right to make an award without further discussion of the proposal submitted.

Therefore, the proposal should be submitted initially on the most favorable terms which the

Bidder can propose. There will be no best and final offer procedure. OSPI does reserve the right to contact a Bidder for clarification of its proposal.

The Bidder should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or all of the Bidder’s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to OSPI.

B.14. CONTRACT AND GENERAL TERMS & CONDITIONS

The Apparent Successful Bidder will be expected to enter into a contract which is substantially the same as the sample contract and its General Terms and Conditions. In no event is a Bidder to submit its own standard contract terms and conditions in response to this RFP. The Bidder may submit exceptions documented in the Contract Issues Exhibit. OSPI will review requested exceptions and accept or reject the same at its sole discretion.

Should contract negotiations fail to be completed within two (2) weeks after initiation, the

Agency may immediately cease contract negotiations, declare the Bidder with the second highest score as the new Apparent Successful Bidder, and enter into contract negotiations with that Vendor. This process will continue until the Contracts are signed or no qualified Bidders remain.

B.15. COSTS TO PROPOSE

OSPI will not be liable for any costs incurred by the Consultant in preparation of a proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.

B.16. NO OBLIGATION TO CONTRACT

This RFP does not obligate the State of Washington or OSPI to contract for services specified herein. OSPI also reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a contract without penalty.

RFP No. 2025-30 Page 24 of 69

B.17. REJECTION OF PROPOSALS

OSPI reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP.

B.18. COMMITMENT OF FUNDS

Only an authorized representative of OSPI may legally commit OSPI to the expenditures of funds for a contract resulting from this RFP. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract.

B.19. STATEWIDE VENDOR PAYMENT REGISTRATION

Consultants awarded contracts as a result of this RFP will be required to register as a Statewide

Vendor (SWV). The SWV file is a central vendor file maintained by the Office of Financial

Management for use by Washington State agencies in processing vendor payments. This allows vendors to receive payments from all participating state agencies by direct deposit, the State's preferred method of payment. All OSPI Contractors are required to register as a Statewide

Vendor; however, participation in direct deposit is optional. For online registration, visit the

Office of Financial Management website.

B.20. WASHINGTON STATE BUSINESS REGISTRATION

Consultants awarded contracts as a result of this RFP will be required to register with the

Washington Secretary of State and/or Washington State Department of Revenue if registration requirements set forth by the Department of Revenue apply.

B.21. INSURANCE COVERAGE

The Apparent Successful Bidder must comply with the insurance requirements identified in the

General Terms and Conditions.

The Contractor shall, at its own expense, obtain and keep in force insurance coverage which shall be maintained in full force and effect during the term of the Contract. The Contractor shall furnish evidence in the form of a Certificate of Insurance that insurance shall be provided, and a copy shall be forwarded to OSPI within fifteen (15) days of the contract effective date.

https://ofm.wa.gov/it-systems/statewide-vendorpayee-services https://dor.wa.gov/open-business/apply-business-license

RFP No. 2025-30 Page 25 of 69

Section C. PROPOSAL CONTENTS

This section identifies how to prepare and submit a bid/proposal for this Competitive

Solicitation. In addition, bidders will need to review and follow the Competitive Solicitation requirements including those set forth in the exhibits, which identifies the information that bidders must provide to the Procurement Coordinator to constitute a responsive bid. By responding to this Competitive Solicitation and submitting a bid, bidders acknowledge having read and understood the entire Competitive Solicitation and accept all information contained within this Competitive Solicitation.

C.1. SUBMISSION OF PROPOSALS

Consultants shall submit proposals as an attachment to an email to the RFP Coordinator noted in Section B.1.