RFP 25_020 Summer School Curriculm.pdf

BIBB COUNTY SCHOOL DISTRICT

PROCUREMENT OFFICE

01/30/2025 RFP: 25-020

BIBB COUNTY SCHOOL DISTRICT

Bid Responses Must Be Done on ONLINE Via

BONFIRE

RFP # 25-020

RFP – Summer School Curriculum

RFP Schedule - Date & Time

RFP Issued 01/30/2025

RFP Pre Bid Date

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02/11/2025 @ 9 am, EST.

Please email: Kimberly.McKay@bcsdk12.net or

Elaine.Wilson@bcsdk12.net, if you prefer a LINK to be emailed.

Deadline for Questions 02/17/2025 @ 8 am, EST.

RFP Due Date and Time 02/28/2025 @ 8 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.

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THE PERSON SIGNING THIS BID MUST BE LEGALLY AUTHORIZED TO

BIND THE COMPANY

DATE:

COMPANY NAME:

COMPANY ADDRESS:

TELEPHONE NUMBER (AREA CODE & EXTENSION):

VENDOR FAX NUMBER:

VENDOR EMAIL ADDRESS:

PRINT REPRESENTATIVE NAME:

SIGNATURE OF REPRESENATIVE:

TITLE OF REPRENTATIVE:

FED ID NUMBER: -

VENDOR WEB PAGE ADDRESS:

Ladies and Gentlemen:

The Bibb County School District takes this opportunity to announce that we are requesting bids for Summer School Curriculum for Grades 2-8 Literacy and Math

Bids will be accepted prior to February 28th, 2025 @ 8 am, 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 so 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, via email ONLY; Elaine.Wilson@bcsdk12.net, Your interest and participation in submitting a bid will be appreciated.

Dr. Elaine M. Wilson – Beverly

Executive Director of Procurement 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 Summer School

Curriculum for Grades 2-8 Literacy and Math 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 department of

District Effectiveness

PURPOSE: The Bibb County School District is seeking a qualified vendor to provide grant writing management services for this upcoming Youth Build Grant.

Previous Experience is necessary.

IV. SCOPE OF SERVICES

The Bibb County School District seeks to contract a vendor to provide summer school curriculum and related professional learning for teachers that helps improve the reading ability of students who require additional academic assistance and instruction around literacy and the math skills of students who are at risk of falling behind grade level expectations. The successful proposer should have a record of successful performance in improving educational outcomes for disadvantaged students. The targeted grade levels are grades 2-8. 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 creating the best program for the summer school 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. Ready to use curriculum and lesson plans will be provided to teachers for the duration of a

15-day summer program. There should be at least 90 minutes per day of literacy lessons and 90 minutes per day of math lessons.

2. Training for teachers who will implement the lessons during the 15-day program. This includes initial training and ongoing weekly training. Training may occur online or in-person.

3. All materials needed will be provided by the vendor or the vendor must provide a list of required materials that the district would need to procure for successful implementation.

4. The vendor will provide evidence of and a procedure for vetting and training of all teachers.

5. The vendor should provide pricing that accommodates 700 students in grades 2-5 and 700 students in grades 6-8. A per student price is preferred as the final number of students that will participate may change.

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

• Ready to implement curriculum and lessons should be provided to district teachers to use during the summer school program which runs 15 days from June 2-26 (M-Thurs. with June 19 as a holiday.

• Professional learning should be provided to teachers to show them how to use the lesson plans.

The vendor should have a plan to be available to teachers with questions during the 4 weeks of the summer program.

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

• Students should receive 90 minutes of grade appropriate literacy instruction as well as 90 minutes of appropriate math instruction daily for the 15 days of the program.

TERM OF AGREEMENT

The term of the agreement will be for summer 2025, beginning on June 2, 2025, and ending on June

27, 2025.

Pricing: Please report the price separately for each tier of service.

Total Price For the Scope of Services Provided:

VII. 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.

VIII. 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.

IX. SCHEDULE OF EVENTS

Release of RFP: 01/30/2025

Pre Bid Meeting: 02/11/2025 @ 8 am, EST.

Question Deadline: 02/17/2025 @ 8 am, EST.

Bid Closes On: 02/28/2025 @ 8 am, EST.

X. 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.

REQUEST FOR PROPOSAL

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.

REQUEST FOR PROPOSAL

Scoring Criteria:

Evaluation Factors (100%)

Pricing Proposal 50%

Proposed Management Plan 30%

Qualification 20%

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.

Oral Interview:

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

Submission of Proposal:

BONFIRE SUBMISSION ONLY

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.

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.

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.

QUALITY:

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

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.

Describe the financial status of the firm.

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.

Indicate if the Offeror has ever defaulted on a contract or denied a bid due to non-responsibility to perform. If so, provide the facts and circumstances.