RFP 25_019 _ K12Tutor Bid_General Funds_FINAL.pdf

Due: 02/12/2025 @ 9 AM, Est.

BIBB COUNTY SCHOOL DISTRICT

PROCUREMENT OFFICE

RFP 25-019

BIBB COUNTY SCHOOL DISTRICT

K-12 Tutors Requested Bid Responses Must Be Done on ONLINE Via

BONFIRE

RFP # 25-019

RFP – K12 Tutors

RFP Schedule - Date & Time

RFP Issued 01/14/2025

RFP Pre Bid Date

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01/29/2025 @ 9 AM, EST.

If you desire to have the invite sent to you please email:

Elaine.Wilson@bcsdk12.net OR

Kimberly.McKay@bcsdk12.net

Deadline for Questions 02/04/2025

RFP Due Date and Time 02/12/2025 @ 9 AM EST

Proposals must be received by the due date and time. No late proposals will be accepted.

RFP Buyer Contact Information

Name Elaine M Wilson - Beverly

E-Mail Elaine.Wilson@bcsdk12.net;

Any inquiries or requests regarding clarification of this RFP document shall be submitted to the buyer in writing. Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFP Submittal Location

All Submittals are completed Via

BONFIRE:

https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

RFP Term

This is a one year with option of three (3) Renewals upon funding and need by the district.

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THE PERSON SIGNING THIS BID MUST BE LEGALLY AUTHORIZED TO BID FOR THE

COMPANY

COMPANY NAME:

COMPANY ADDRESS:

TELEPHONE NUMBER (AREA CODE & EXTENSION):

VENDOR FAX NUMBER:

VENDOR EMAIL ADDRESS:

PRINT REPRESENTATIVE NAME:

SIGNATURE OF REPRESENATIVE:

TITLE OF REPRESENTATIVE:

FED ID NUMBER: -

DATE:

VENDOR WEB PAGE ADDRESS:

Ladies and Gentlemen:

The Bibb County School District takes this opportunity to announce that we are requesting bids for K-12 TUTORING SERVICES. All bids should be delivered ONLINE VIA BONFIRE

ONLY.

Bids will be accepted prior to February 12th, 2025 @ 9 A.M. EST at which time they will be released to the review committee for evaluation purposes.

All bids will be evaluated as described in the attached document time is of the essence and any bids received after the announced time and date for submittal whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the time clock stamp in the Purchasing

Department.

Late bids received will be noted in the bid file in order that the vendor's name will not be removed from the subject commodity/service list. Late bids will not be considered.

All Vendors Completing this bid should register online as well, please visit the Bibb County

School District website, under Department, Procurement, and Vendor Registry, www.bcsdk12.net.

If you have any questions concerning this bid, please submit them in writing to Elaine M.

Wilson, Elaine.wilson@bcsdk12.net, In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated through the Purchasing

Department to Elaine Wilson-Beverly, via email ONLY; Elaine.Wilson@bcsdk12.net, Your interest and participation in submitting a bid will be appreciated.

Dr. Elaine M. Wilson – Beverly, Executive Procurement Director http://www.bcsdk12.net/ mailto:Elaine.wilson@bcsdk12.net

I. INTRODUCTION

The Bibb County School District (hereinafter referred to as “District”) is soliciting proposals from insurance organizations (hereinafter referred to as “PROPOSER” qualified to provide K12 Tutoring

Services for the DISTRICT. The scope of the work will encompass all aspects of DISTRICT operations and require extensive knowledge and experience across all lines of coverage.

The information provided in the Request for Proposal (hereinafter referred to as “RFP”) specifications is only to be used for the purpose of preparing a proposal detailing costs of providing the insurance coverage specified. Each PROPOSER is expected to read these specifications with care. Failure to meet each or a combination of specified conditions may invalidate your proposal.

The Bibb County School District believes that the data contained in these specifications is sufficient for preparation of offers. The information is believed to be accurate and is based upon the latest available information but is not to be considered in any way as a warranty. The DISTRICT reserves the right to reject any or all offers or any portion thereof and to accept the offer deemed most advantageous to the

DISTRICT.

II. GENERAL BACKGROUND

• The DISTRICT is comprised of 38 School Locations; this bid will be under the Teaching and

Learning Department.

PURPOSE: The Bibb County School District is seeking a qualified vendor to provide

K-12 Tutoring Services as described in the Scope of Work – See Below:

SCOPE OF SERVICES

The Bibb County School District seeks to contract with a vendor to provide reading tutoring to students in grades K-2 that helps improve the reading ability of students who require additional academic assistance and instruction in literacy. The successful proposer shall have a record of successful performance in improving educational outcomes for disadvantaged students. Rather than dictate the details of the program to be implemented through this procurement, we are providing guidelines for the type of program we envision but encourage vendors to structure their approach to create the best program for the K-2 students enrolled in the Bibb County School District.

The Bibb County School District expectations for the tutoring program funded through this procurement include the following:

1. Students will receive personalized reading support in-person from qualified tutors weekly.

2. Tutors will utilize effective reading tutoring strategies that improve student learning and reading performance in measurable ways.

3. Student referrals will come from school staff.

4. Tutoring for identified students will be sustained over the course of the school year.

5. The vendor will provide evidence of and a procedure for vetting and training of all tutors.

6. The training tutors receive is founded on the science of reading.

7. The vendor will coordinate the process for matching tutors to schools and students.

8. The vendor will provide a plan for continuity and sustainability after the initial term should funding be reduced or unavailable in future years.

TERM OF AGREEMENT

➢ The term of the agreement will be for one (1) year, beginning in February 2025 – June

30th, 2025.

➢ This will be the remaining fiscal year, with the option of renewal as deemed necessary.

➢ This will be using General/QBE funding as funding is allowable. We are planning on awarding ONE contractor for these services.

➢ The District will not adhere to additional fees for traveling.

Information for each bidder to consider.

The Plan – What is your expectation or how do you want the contractor to provide these services to you?

➢ Students should receive personalized reading support weekly from a qualified tutor for the duration of the school year; the plan will be services will be conducted during school hours.

GRADE LEVEL START TIME END TIME

High School 7:30 a.m. 2:35 p.m.

Elementary School 8:20 a.m. 3:20 p.m.

Middle School 9:05 a.m. 4:05 p.m.

Northwoods Academy 8:20 a.m. 3 p.m.

The Results - What do you want to make sure you get from these services?

➢ Students who are tutored should show growth from the beginning of the year to the end of the year as measured by a valid and reliable reading assessment.

➢ Tutors should be trained in the science of reading and instructional strategies that improve reading performance in measurable ways.

1.) Certification Requirement:

What certification if any you would like to have from the tutors, please provide so I can include in the specification.

Background Checks: All tutors should undergo thorough background checks (e.g., criminal history, child abuse registry, etc.) to ensure student safety.

Experience with K-12 Students: The vendor should have demonstrated experience in working with K-12 students across various grade levels, with knowledge of appropriate pedagogy and child development.

2.) Expected Scheduling

What days and times would the tutors be expected to provide the services? Tutors would provide services during school hours on days and during times approved by the school principal.

Flexible Formats: The vendor should offer various service delivery models such as in-person, online, or hybrid tutoring, depending on the district's needs and preferences.

3.) Expected Deliverables:

Data and Progress Monitoring

➢ Pre- and Post-Assessments: The vendor should provide diagnostic tools and assessments at the beginning and end of the tutoring program to measure student progress and identify areas for improvement.

➢ Ongoing Progress Monitoring: Regular reports and feedback should be provided to both students and educators, showing measurable progress and areas where additional support may be needed.

4.) Accountability:

Quality Assurance and Accountability

➢ Tutor Training and Professional Development: The vendor should provide ongoing training for their tutors, ensuring they are up to date on the latest educational research, technologies, and best practices.

➢ Satisfaction Guarantees: The vendor should have a clear system in place for handling feedback, complaints, and issues, with the ability to adjust or offer alternative tutors when necessary.

➢ Continuous Improvement: The vendor should demonstrate a commitment to continuous improvement, regularly reviewing their tutoring practices and seeking feedback from students, parents, and schools.

5.) Pricing Cost

➢ Transparent Pricing: The vendor should provide clear and transparent pricing structures, including information about any hidden fees or additional charges for materials, assessments, or travel.

➢ We are looking for a one price for the remainder of the year with at least 3 hours per day, which is 5 days per week.

6.) Compliance and Legal Requirements

➢ Adherence to FERPA and Data Privacy Regulations: The vendor should comply with all applicable laws regarding student data privacy, such as the Family Educational Rights and

Privacy Act (FERPA) and ensure that all student information is protected.

➢ Licensing and Insurance: The vendor should be properly licensed to operate in the school’s jurisdiction and carry adequate liability insurance to protect both students and the district.

➢ Conflict of Interest: The vendor will disclose any or all conflict of interest to the district; to include all employees of the contractor.

7.) Student

➢ Student-Centered Approach: The vendor should ensure that students are engaged, motivated, and actively involved in their learning.

➢ Student Feedback: The vendor should gather feedback from students to ensure the tutoring experience meets their needs and is motivating.

III. PREPARATION OF PROPOSALS

A. PROPOSER is expected to examine this Request for Proposal (RFP) carefully, understand the terms and conditions for providing the pertinent services, and respond completely. Failure to respond completely may result in disqualification. Questions about this RFP shall be directed, in writing or by email to

Elaine.wilson@bcsdk12.net.

B. If any carrier contemplating submitting a proposal is in doubt as to the true meaning of any part of these specifications, contact the DISTRICT’s Procurement office for a written request for interpretation thereof. It is suggested that any and all questions be sent by email to Elaine.Wilson@bcsdk12.net. No inquiries or questions of substantive nature will be answered after 8:00 am on 04/27/208, to allow ample time for distribution of answers and/or any changes.

C. Failure to respond to all portions of this RFP may result in the PROPOSER's response being deemed non-responsive. If DISTRICT deems a Proposal non-responsive, it will be disqualified. An officer or principal of the PROPOSER must sign proposals, however, an agent if accompanied by written evidence of authority may sign them.

D. The Proposal response should indicate whether the PROPOSER would be able to include all items identified in this RFP. If a Proposal does not identify whether the

PROPOSER will include these items, the PROPOSER may be disqualified.

E. All Proposals should include the PROPOSER's federal tax identification number.

IV. SELECTION PROCESS

The district will conduct a comprehensive, fair and impartial evaluation of all Proposals received in response to this RFP. Each Proposal will be analyzed to determine overall responsiveness and qualifications under the RFP. Criteria to be evaluated, not necessarily in order of priority, may include the items listed below. Final approval of a selected PROPOSER is subject to the action of DISTRICT’s District Council.

DISTRICT may accept, within the time specified herein, any Proposal in whole or in part, whether there are negotiations subsequent to its receipt. If subsequent negotiations are conducted, they shall not constitute a rejection or alternate RFP on the part of DISTRICT.

The Contract will be awarded to the respondent whose Proposal will be most advantageous to

DISTRICT, as determined by the evaluation factors listed herein and by the recommendation of the Selection Committee with approval of the District Council.

V. SCHEDULE OF EVENTS

Release of RFP: 01/14/2025

Pre Bid Meeting: 01/29/2025 @ 9 AM, EST.

Question Deadline: 02/04/2025 @ 8 AM, EST.

Bid Closes On: 02/12/2025 @ 9 am, EST.

VI. RESERVATION OF RIGHTS

The DISTRICT reserves the right to:

• Reject any and all Proposals received.

• Issue a subsequent RFP

• Cancel the entire RFP

• Remedy technical errors in the RFP process

• Negotiate with any, all or none of the respondents to the RFP

• Accept the written Proposal as an offer

• Waive minor informalities and irregularities

• Accept one or more Proposals

This RFP does not commit the DISTRICT to enter a Contract, nor does it obligate it to pay any costs incurred in preparation and submission of Proposals or in anticipation of a Contract.

VII. REQUEST FOR INFORMATION

All questions and/or correspondence during the entire proposal process shall be directed in writing to the Administrator. Correspondence may be submitted via e-mail to Elaine.wilson@bcsdk12.net.

During the entire period of solicitation, proposal and evaluation, no Offeror shall contact any

Board member or employee of BCSD concerning this solicitation. Such action could result in the Offeror being removed from further consideration in this solicitation.

VIII. Scoring Criteria:

Evaluation Factors (100%)

Pricing Proposal 50%

Proposed Management Plan (SCHEDULING AND CREDENTIALS) 30%

Qualification 20%

IX. Offeror’s Responsibility:

It shall be the responsibility of the selected Offerors to meet all specifications and guidelines set forth therein.

No offer will be considered that does not provide a serious and reasonable proposal to the solicitation. Each proposal will be evaluated in its entirety.

X. Oral Interview:

BCSD will not require qualified Offerors to participate in an oral interview.

XI. Submission of Proposal:

BONFIRE SUBMISSION ONLY

XII. Basis of Award:

Proposals will be evaluated on a combination of factors. The evaluation factors are (1) price ranges provided as they relate to the quality of the product lines provided, (2) whether the conceptual design meets the needs and expectations of the BCSD, (3) the capability to deliver on time, and (4) business stability/longevity of the firm.

XIII. Preparing the Proposal:

Begin each section and subsection on a separate page. Number the pages in each section consecutively. If any confidential and/or proprietary information is included, then each page containing such information must be stamped “proprietary.” It is not acceptable to label the entire proposal as confidential and proprietary.

XIV. Executive Summary

An executive summary of not more than two pages, stating the Offeror’s overview of the program, shall precede the specific required sections.

XV. QUALITY:

Demonstrate the quality as it relates to the price of the items.

XVI. TIMELINESS: BUSINESS STABILITY:

Provide a brief cover letter introducing the company, including the corporate name, address and telephone number of the corporate headquarters and local office. The name and phone number of one individual who will be the company’s primary contact with BCSD for contract negotiation for this project.

List as references (names, address, contact persons and phone numbers) a minimum of three clients of similar size and nature to BCSD for which a similar scope of work was completed within the last three years. A brief description of the services provided shall accompany each reference.

BID TABLE:

PLEASE INCLUDE PRICING FOR ONE INDIVIDUAL PROVIDING TUTORING SERVICES AS

REQUESTED IN THE RFP.

TOTAL HOURS PER DAY TOTAL FEES

HOURLY TUTORING FEES:

BASED OFF ONE EMPLOYEE

3 HOURS PER DAY

(5 DAYS PER WEEK)

WEEKLY TUTORING FEES:

BASED OFF ONE EMPLOYEE

TOTAL FOR 15 HOURS PER

WEEK

IF WE DETERMINE WE NEED MORE THEN ONE PERSON WE WILL USE THESE FEES FOR

EACH ADDITIONAL PERSON.