RFP 25-630-002 - English Language Development Curriculum - Final.pdf

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 1

POUDRE SCHOOL DISTRICT R-1

REQUEST FOR PROPOSALS

ENGLISH LANGUAGE DEVELOPMENT CURRICULUM

RFP #25-630-002

RFP SCHEDULE

RFP Issued May 2, 2025

Questions Due May 21, 2025 @ 2:00 PM MT

RFP Due Date (Proposal and Materials Due) July 14, 2025 @ 2:00 PM MT

Vendor Presentations (if required) Fall 2025

Delivery Deadline for Materials Ordered May 2025

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 2

TABLE OF CONTENTS

INTRODUCTION AND PURPOSE

1.0 BACKGROUND AND CONTEXT

2.0 DISTRICT OBJECTIVES

3.0 SPECIAL CONDITIONS

4.0 SCOPE OF WORK, SPECIFICATIONS, AND CRITERIA

5.0 REVIEW AND ASSESSMENT

6.0 GENERAL TERMS AND CONDITIONS

7.0 INSURANCE REQUIREMENTS

8.0 EVALUATIONS AND AWARD OF CONTRACT

9.0 SUBMISSION OF BID

10.0 COOPERATIVE PURCHASING EFFORTS

11.0 REFERENCES

12.0 PROPOSAL CERTIFICATION FORM

13.0 MODEL FORMAT OF PROPOSAL

ATTACHMENT A – SCOPE OF WORK AND SPECIFICATIONS

ATTACHMENT B – SAMPLE AGREEMENT

ATTACHMENT C – INSURANCE REQUIREMENTS

ATTACHMENT D – TECHNICAL SPECIFICATIONS, DATA PRIVACY, AND ACCESSIBILITY

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 3

REQUEST FOR PROPOSALS

English Language Development Curriculum

RFP# 25-630-002

Poudre School District R-1 (the “District”) is requesting electronic sealed bids from professional and qualified vendors (“Vendor”) to provide either a comprehensive core curriculum and/or supplemental curriculum solution for direct English Language Development Instruction that aligns with the Colorado

Academic Standards (CAS). These services are to meet the District’s needs as described in this Request for

Proposals (“RFP”). All interested vendors are invited to submit a Bid in accordance with the policies, procedures and dates set forth herein.

The District shall provide copies of this RFP to vendors through the electronic solicitation platform www.bidnetdirect.com (“BidNet”) where registered vendors are required to submit their electronic RFP response along with the first and last name, telephone number and e-mail address of the employee within their organization who will be designated as the District’s primary contact with respect to this RFP and the vendor’s response thereto. The District may provide copies of this RFP to other vendors upon request, who are also requested to provide the first and last name, telephone number and e-mail address of the employee within their organization who will be designated as the District’s primary contact with respect to this RFP and their response thereto.

Questions regarding this RFP must be in writing and may only be directed to the District via

BidNet any time after the issuance of this RFP through and including 2:00 p.m. MT on May 21, 2025.

Questions received after the date/time and/or not submitted electronically through BidNet may not be addressed.

Each question submitted, as well as the District’s response thereto, shall be provided in a questions and answers document/addendum via BidNet.

Note: Each question must be submitted individually. Multiple questions per entry may not be answered.

The District will only accept and consider electronically submitted Bids from vendors, which must be submitted and received in BidNet on or before 2:00 p.m. MST on July 14, 2025, at which time the submission portal will close and no further submissions will be allowed or considered. It is the sole responsibility of the service provider to see that the bids are submitted through BidNet by the submission deadline.

At no time during the solicitation process will communication regarding this RFP be permitted with any District employee other than the Procurement Agent named below until an award has been announced. Communication with a District employee other than the Procurement Agent named below may disqualify your Bid from consideration.

Sales Prohibited/Conflict of Interest: No officer, employee, or member of the School Board, shall have a financial interest in the sale to the District of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 4 be rendered. This rule also applies to subcontracts with the District.

Soliciting or accepting any gift, gratuity favor, entertainment, kickback, or any items of monetary value from any person who has or is seeking to do business with the District is prohibited.

Collusive or sham proposals: Any proposal deemed to be collusive, or a sham proposal will be rejected and reported to authorities as such. Your authorized signature on this proposal assures that such proposal is genuine and is not a collusive or sham proposal.

The District reserves the right to reject any and all proposals and to waive any irregularities or informalities.

Sincerely, Kristin Thetford

Sourcing and Contract Manager

Strategic Sourcing & Contracting Department kthetford@psdschools.org mailto:kthetford@psdschools.org

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 5

1.0 BACKGROUND AND CONTEXT

The District is seeking outside Vendors that will provide a resource to support the intersection of the standards, educational equity and culture, and empowering educators, students and parents. The resource must help multilingual learners (MLs) (formerly English Language Learners) develop social and academic language skills in English. All of which support student success in three District priorities: 1) Increase students’ literacy outcomes 2) Prepare students to graduate with options; 3)

Promote student connections and well-being. Additionally, the District is seeking outside Vendors that will provide a resource to support the intersection of the standards, educational equity and culture, and empower educators in the above ways specifically for multilingual learners and newcomer students.

Two strategies that provide direction for detailed work plans in schools and departments are 1) focus on what matters most – the content, teachers, and students of our instructional core and 2) manage our performance. Proposals must outline how the materials will provide a guaranteed viable curriculum for every multilingual learner. The curriculum must account for how students take ownership of their education, the knowledge and skill of the teacher, and the level and complexity of the language students are asked to learn. Additionally, the curriculum supports teachers in pushing students to the highest levels of critical thinking with differentiated language demands. This is built in conjunction with high quality and frequent practice with the language functions and structures of the lesson.

All spending will directly support these goals and strategies including a focus on ensuring equitable access and understanding of a guaranteed viable curriculum and that students are provided with effective ELD instruction that is CELP/WIDA standards aligned and rigorous.

Interested Vendors will include online blended, and face-to-face implementation and ongoing job-embedded professional learning for teachers, facilitators/coaches, and administrators as well as district-level personnel.

Poudre School District is a high-performing district, covering more than 1,800 square miles in northern Colorado with diverse school settings. The District’s instructional program is centered around District Ends, under the Policy Governance model, developed to support a comprehensive curriculum.

While more than 70% of the District’s families choose to send their children to their neighborhood school, the District does support school choice and offers a wide spectrum of educational programs to fit any child’s needs. Program options include International

Baccalaureate, Core Knowledge, Bilingual/Dual Language Immersion, Hybrid/Online, Expeditionary Learning, Science, Technology, Engineering and Math (STEM) along with extra-curriculars and athletics. The District has two (2) Leadership in Energy and

Environmental Design (LEED) certified school buildings and over 30 Energy Star awards and supports operational sustainability in all areas of work.

Our Schools:

● 32 elementary schools

● 10 middle schools

● 4 comprehensive high schools

● 2 combined middle/high schools

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 6

● 6 option (100% choice) schools

● 3 alternative high schools

● 5 charter schools

● 1 online school

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 7

2.0 DISTRICT OBJECTIVES

Our goal in the District is to implement and support a systematic and explicit curriculum that allows for

MLs to experience rigorous CELP standards-aligned instruction. All materials must be culturally relevant, anti-racist, and provide multiple perspectives where students can recognize and draw on their own perspective and culture and come to understand other perspectives and cultures. (See article) It should include support for teachers to implement culturally sustaining practices. In addition, teachers must have the necessary professional learning to implement the curriculum and to build their own knowledge and skill set. In order to meet these high expectations, Suppliers shall state how their proposal meets or does not meet the specification for each section below and district requirements in technology and professional development. This self-evaluation of your proposal shall be submitted as part of your final submission.

3.0 SPECIAL CONDITIONS

3.1 The curriculum, instructional materials and services must be aligned to the Colorado Academic

Standards.

3.2 The curriculum, instructional materials and services must produce evidence of usability and efficacy with a full range of students (i.e., advanced learners, English language learners and students with disabilities).

3.3 The curriculum, instructional materials and services must provide all students with rich learning experiences that build critical knowledge and skills fostering readiness for college and career.

3.4 The instructional materials and services may include technology and online resources calculated to enhance student learning.

3.5 Training and information must be furnished that enable the District to provide job-embedded supports (i.e., observation and feedback, coaching, technical expertise, etc.) to assist its teachers in using the instructional materials and accessing the instructional services in a manner that meets the diverse needs of the students they teach.

3.6 Professional learning opportunities and resources must be provided to support teachers at all levels of knowledge and experience in successfully implementing the curriculum and continuously improving their methods to drive student achievement throughout the entire period the District plans to use the curriculum, instructional materials and services.

3.7 Evaluating teachers may pilot the top scoring programs in their classrooms. The pilot period, if needed, will take place in Fall 2025. Vendors agree to make available to teachers the grade level appropriate teacher materials and enough student materials (textbooks and digital online access) to successfully complete a pilot. Vendors also agree to provide appropriate training on how to use the materials prior to the pilot period and will work with the District’s Information

Technology staff to ensure student and teacher access to digital materials.

3.8 The Vendor with whom the District contracts must ensure that the instructional materials are delivered to the District on or before May 1, 2026, and that the District is able to acquire additional instructional materials to accommodate increases in student enrollment over the up to https://scenicregional.org/wp-content/uploads/2017/08/Mirrors-Windows-and-Sliding-Glass-Doors.pdf

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 8

10-year period that it plans to use the materials. The Vendor with whom the District contracts must also ensure that the instructional services are accessible by the District on or before May 1, 2026, and continuing throughout the up to 10-year period the District plans to use the services, with allowances for increases in student enrollment.

4.0 SCOPE OF WORK, SPECIFICATIONS, AND CRITERIA

To be eligible for award, Supplier must meet requirements for the scope of work, specifications, and criteria as detailed in Attachment A of the solicitation documents.

5.0 REVIEW AND ASSESSMENT

5.1 Instructional Materials will be evaluated on the criteria in Attachment A.

Separate criteria may be the basis for review of the written proposals and interview session.

5.1.1 The rating scale shall be from 0 to 2, with 0 – Not Evident, 1 – Partially Evident, 2 –

Evident and Well Supported. Proposal will be evaluated on the body of evaluation evidence that includes, but is not limited to, the cumulative point system referenced here.

5.2 District staff shall review the written Vendor proposals, profiles, sample instructional materials, online resources, software, training, and professional learning materials and services submitted in response to this RFP during the proposal consideration period.

5.3 Vendors are requested through this RFP to provide information regarding an English Language

Development curriculum solution as listed under the “District Objectives” section above and

Attachment A. Certain vendors will be requested as a result of this RFP to engage in deep discussion, demonstration, and field testing of their proposed solution. The discussions will be scheduled during the Fall of 2025. This RFP does not obligate the District to any purchase or to any action as a result of the information received. If selected for the demonstration (vendor review) process, selected companies will receive additional follow-up questions and information to be addressed at the demonstration.

5.4 Sample materials will be returned to Vendor after the conclusion of the proposal consideration period, at Vendor's request, upon Vendor's arrangements acceptable to the District for payment of shipping and all other return fees and costs, with no expense to the District. Include a comprehensive list of all the materials submitted for evaluation in your proposal. An electronic copy or hard copy of the sample materials must be furnished to the District for our permanent records at no expense. Requests must be made in writing to: Kristin Thetford, kthetford@psdschools.org and copy Dave Lawrence dlawrence@psdschools.org

5.5 The District may select one (1) or more Vendors with which it wishes to contract for the curriculum with instructional materials and services. The selected Vendor's provision of such curriculum, instructional materials and services is subject to and conditioned on: (a) Agreement by the District and Vendor regarding the terms of a written Agreement between the parties, including but not limited to the terms specified in Attachment B of this RFP; (b) negotiation of

Agreement; and (c) execution of the written Agreement by authorized representatives of the

District and Vendor.

mailto:kwooden@psdschools.org mailto:dlawrence@psdschools.org

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 9

5.6 This RFP does not commit the District to select or contract with any Vendor that provides a response, or to pay any costs incurred by Vendors in responding to the RFP or negotiating an

Agreement. The District reserves the right to reject any and all responses to this RFP at any point in the process, to waive any irregularities and/or informalities with respect to the RFP procedures and deadlines, and to select the Vendor whose response it deems in its sole discretion to be in the best interest of the District.

5.7 The District may at its discretion, elect to interview one (1) or more Vendors that submit a proposal, but is not required to do so.

5.8 The determination of whether to conduct interviews with the finalists shall be made by the

District based solely on its determination of whether interviews would be helpful in evaluating the proposals.

5.9 Any Vendor selected for an interview will be expected to make an introductory presentation followed by a question and answer period at a Poudre School District location in Fort Collins, CO 80521. The exact location will be determined and announced to selected Vendor(s). The

District will not reimburse any travel related or other expenses related to an interview.

5.10 All Vendors must fill out and submit the included Reference form in Section 11.0.

5.11 All Vendors must sign and submit the Proposal Certification Form in Section 12.0

6.0 GENERAL TERMS AND CONDITIONS

6.1 Information and materials submitted in response to this solicitation may be considered public records subject to disclosure under the Colorado Open Records Act ("CORA"), C.R.S. §§ 24-72-

200.1 to -205.5. Information and materials that the vendor believes are confidential and not subject to disclosure under CORA must be submitted separately with a citation to the section of

CORA and any other relevant law under which the vendor believes they are confidential. The

District, not vendor, shall determine whether information and materials so identified will be withheld as confidential, but will inform the vendor in advance of disclosure to give it an opportunity to take legal action to protect its interests vis-à-vis the party making the CORA request.

6.2 Each Vendor, its employees, representatives, and subcontractors agree to abide by all applicable

Federal, State and Local codes, laws, rules, and regulations.

6.3 All issues regarding the formation, performance and/or legal enforcement of the contract shall be governed by and construed in accordance with the laws of the State of Colorado. Venue for the resolution of any disputes arising out of or relating to the contract shall be in Larimer County, Colorado.

6.4 The District shall issue a written addendum if substantial changes, which impact the technical submission of Bids, are required. A copy of such addenda will be distributed via BidNet. In the event of conflict with the original contract documents, addenda shall govern all other contract

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 10 documents to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

6.4.1 The Vendor shall be solely responsible for confirming receipt of all addenda prior to Bid submittal.

6.4.2 Amendments or clarifications to the submitted bids not requested by the District evaluation committee will not be accepted, nor considered in awarding of the contract.

6.5 The District confirms and the Vendor agrees that there is no expressed or implied obligation for the District to reimburse Vendors for any expenses incurred in preparing the Vendor’s response to this RFP.

6.6 This solicitation does not commit the District to select or contract with any bidder that provides a response, or to pay any costs incurred by bidders in responding to the solicitation or negotiating a contract.

6.7 The District reserves the right to reject any and all responses to this solicitation at any point in the process, to waive any irregularities and/or informalities with respect to the solicitation procedures and deadlines, and to select the bidder whose response it deems in its sole discretion to be in the best interest of the District.

6.8 Vendor must provide all requested information. Failure to do so may result in rejection of the response at the option of the District.

6.9 Bid responses must meet or exceed specifications contained in the solicitation document.

6.10 Vendor agrees to furnish the products or services covered as a result of this solicitation in strict accordance with the District’s specifications.

6.11 All information and supplemental documentation required in conjunction with this solicitation shall be furnished by the Vendor with their bid responses. If the Vendor fails to supply any required information or documents, their bid response may be considered non-responsive and ineligible for award.

6.12 The accuracy of the bid responses is the sole responsibility of the Vendor. No changes in the bid response shall be allowed after the submission deadline, except when the Vendor can show clear and convincing evidence that an unintentional factual mistake was made, including the nature of the mistake and the price actually intended.

6.13 The apparent silence or omissions within this solicitation regarding a detailed description of the materials and services to be provided shall be interpreted to mean that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be used.

6.14 The award of this solicitation to a selected bidder is contingent upon the execution of a mutually acceptable agreement. If a mutually acceptable agreement is not executed, the District reserves the right, at its sole discretion, to negotiate with a subsequent bidder(s) who submitted a responsive and responsible response to this solicitation per the specified terms herein.

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 11

6.15 The District may, at its sole and absolute discretion:

6.15.1 Reject any and all or parts of any or all bid responses submitted by prospective Vendors;

6.15.2 Re-advertise this solicitation;

6.15.3 Postpone or cancel the solicitation process for this solicitation;

6.15.4 Waive any irregularities or technicalities that are not qualified as a requirement for responsiveness in this solicitation or in bid responses received in conjunction with this solicitation; and/or

6.15.5 Determine the criteria and process whereby bid responses are evaluated and awarded.

6.16 The District shall be the sole judge in determining equals in regard to quality, price and performance.

6.17 Vendor shall provide the services under this RFP as an independent contractor of the District. As such, Vendor shall have the right to determine how and by whom the Services will be provided and the right to provide the Services free from the direction and control of the District, subject to and consistent with the terms and conditions of a District issued purchase order or agreement.

6.17.1 Vendor shall be exclusively responsible for: (a) all compensation, employment tax withholdings and payments, and all fringe benefits for its employees (if any) in full compliance with all applicable federal, state and local laws; (b) all insurance coverages and benefits for its employees (if any) in full compliance with all applicable federal, state and local laws, including but not limited to pension or retirement benefits, workers’ compensation, unemployment compensation, and Social Security benefits; and (c) all payments to its contractors and subcontractors for goods and/or services directly or indirectly related to this RFP.

6.17.2 Nothing in this Solicitation shall be construed as creating a single enterprise, partnership, joint venture or employer-employee relationship between Vendor and the District.

Vendor is not a partner, agent or representative of the District and shall not represent itself to be a partner, agent or representative of the District. The District is not a partner, agent or representative of Vendor and shall not represent itself to be a partner, agent or representative of Vendor.

6.17.3 Vendor shall not attempt or purport to extend the faith and credit of the District to any third party, person or entity. Vendor acknowledges and agrees that it has no authority to enter into any contract with a third party that would bind or in any way obligate the

District. The District shall not attempt or purport to extend the faith and credit of Vendor to any third party, person or entity. The District acknowledges and agrees that it has no authority to enter into any contract with a third party that would bind or in any way obligate Vendor.

6.18 The Vendor shall not assign an agreement, as a result of this solicitation, or any of its rights, interests or obligations without the prior written consent of the District. The consent may be withheld for any reason or no reason as determined by the District in its sole discretion.

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 12

6.19 It is agreed that no otherwise qualified vendor shall be excluded from participating in, be denied the benefits of, or be subject to discrimination, including harassment, under any provision of this

RFP on the basis of race; creed; color; national origin; age; sex; pregnancy; physical recovery from childbirth or a related condition; sexual orientation; marital status; veteran status; religion;

genetic information; gender expression; gender identity; ancestry; or disability.

6.20 Vendors may offer a cash discount for prompt payment; however, such discounts shall not be considered in determining the lowest net cost for the Bid evaluation purposes.

6.21 Invoicing. The District utilizes an online vendor portal to collect, validate, and manage vendor information, including but not limited to tax identification verification, sanction monitoring, receipt of W9 and other required forms. Prior to the issuance of a purchase order or payment, the

Contractor will be required to complete the online registration process through the online vendor portal, which shall include the Contractor providing all required documentation, and receiving approval of the submission of all documentation, including but not limited to, taxpayer identification number and bank account verification.

6.21.1 Invoices for Services provided shall be submitted directly to the District’s accounts payable department within thirty (30) days of completion of Services. Invoices for such

Services shall include (a) date on which Services were provided, (b) the District Location for which the Service were provided, (c) details of Products delivered, (d) and purchase order number. All invoices must be submitted within 30 days of fiscal year end June 30 and may not include items received by the District outside of the fiscal year July 1 – June

30.

6.21.2 Invoices received from the Contractor pursuant to this Agreement will be reviewed and approved by the District's representative, indicating that services have been rendered in conformity with the Agreement and then will be sent to the Finance Department for payment. Payment for Services not approved by the District in writing, shall not be considered valid and the District will not be responsible for covering associated costs.

Invoices will generally be paid within thirty (30) days following the District representative's approval.

6.21.3 Invoices which do not conform with the agreement will be paid thirty (30) days from receipt of a revised and corrected invoice.

6.21.4 Invoices shall be sent to ap@psdschools.org.

6.21.5 The District is a political subdivision of the State of Colorado and considered a governmental entity for tax classification purposes. The District is exempt from city, county, and state sales tax. The District’s state tax exempt number is 98-03335 and the

District’s Federal Tax Identification Number (TIN) is 84-6013733.

6.21.6 If the contract results in the right to use an asset, the Contractor shall provide the District, if requested, documentation necessary to facilitate the District’s compliance with the

Governmental Accounting Standards Board (“GASB”) issued GASB Statement No. 87, Leases.

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 13

6.22 Contingent upon complete execution of a successfully negotiated agreement between the District and the service provider and continue in full force and effect through the date of the executed agreement and including either June 30, 2033, or June 30, 2036, unless earlier terminated by the

District.

6.22.1 Notwithstanding any other term or provision of this RFP, the District’s obligations hereunder are expressly subject to its budgeting and appropriation of sufficient funds for each fiscal year (July 1 - June 30) an agreement is in effect. In no event shall the

District’s obligations in an agreement constitute a multiple-fiscal year direct or indirect debt or other financial obligation under Article X, Section 20(4)(b) of the Colorado

Constitution.

6.23 Vendors shall comply with and the services provided under this IFB shall be in compliance with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for

Individuals with a Disability, as established by the State of Colorado’s Governor’s Office of

Information Technology pursuant to Section §24-85-103 (2.5), C.R.S. Vendors shall also comply with all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines

(WCAG), incorporated in the State of Colorado technology standards.

6.23.1 Vendors shall ensure compliance by providing a Voluntary Product Accessibility

Template (VPAT) using the current template available here:

https://www.section508.gov/sell/vpat/

6.24 Governing Law. All issues regarding the formation, performance and/or legal enforcement of the Contract shall be governed by and construed in accordance with the laws of the State of

Colorado. Venue for the resolution of any disputes arising out of or relating to the Contract shall be in Larimer County, Colorado.

6.25 Equal Opportunity. It is agreed that no otherwise qualified Vendor shall be excluded from participating in, be denied the benefits of, or be subject to discrimination, including harassment, under any provision of this Agreement on the basis of race; creed; color; national origin; age;

sex; pregnancy; physical recovery from childbirth or a related condition; sexual orientation;

marital status; veteran status; religion; genetic information; gender expression; gender identity;

ancestry; or disability.

6.26 Indemnification. The Vendor shall indemnify and hold harmless the District and the District's

Board members, employees, representatives and agents from and against any and all liability arising from any suit, action, third party claims, grievance, or proceeding, including all attorneys’ fees, costs and expenses, incurred as a result of any negligent or intentional act or omission by Vendor, or its employees, agents, Subcontractors, or assignees related to the terms of this Agreement and any Services provided under this Agreement.

6.27 Governmental Immunity. It is specifically understood and agreed that nothing contained in this

Agreement shall be construed as an express or implied waiver by the District of any of the https://www.section508.gov/sell/vpat/

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 14 immunities, rights, benefits, protections, or other provisions of the Colorado Constitution or

Governmental Immunity Act, C.R.S. §§ 24-10-101 et seq, as now or hereafter amended.

7.0 INSURANCE REQUIREMENTS

7.1 Vendor shall procure and maintain the required insurance specified in Attachment C.

8.0 EVALUATIONS AND AWARD OF CONTRACT

8.1 Vendor responses to this RFP shall be evaluated on ability to meet all requirements as set forth in this RFP.

8.2 During the evaluation process, the District reserves the right, where it may serve the District’s best interest, to request additional information, or clarifications from bidders, or to allow corrections of errors or omissions. Amendments or clarifications to submitted response not requested by the District will not be accepted, nor considered following the opening of the response.

8.3 Responses to this solicitation will be independently evaluated by an evaluation committee to be established for such purpose.

8.4 Responses submitted will be evaluated using pre-determined rating criteria. Those responses that are clearly non-responsive to the stated requirements may be eliminated prior to the evaluation.

Prior to response submission, bidders are encouraged to review the requirements stated in this solicitation document and BidNet for any related addenda to ensure requirements are incorporated in their responses.

8.5 The District reserves the right to request additional information, negotiate, award, or negotiate an agreement further with one or more Vendor.

8.6 Should the District determine in its sole discretion that only one Vendor is fully qualified or that one Vendor is clearly more highly qualified than the others under consideration, an agreement may be negotiated and awarded to that Vendor.

8.7 For the purposes of solicitation evaluation, bidders must indicate any variances to the specifications and terms and conditions, no matter how slight. If variations are not stated in the bidder’s response, it shall be construed that the proposal fully complies with the specifications and terms and conditions. Notwithstanding the above, it is hereby agreed and understood that the

District reserves the right to reject these variations if they individually or, as a whole, do not meet the standards established in the specifications.

8.8 Modification to this document, exhibits, attachments, or addenda will be considered invalid will not accepted in any format by the District, and may be cause for disqualification. Proposed modifications may be submitted through BidNet with the submission of a Bid response.

Proposed modifications are not considered as accepted unless formally accepted in writing by the procurement agent prior to the intent to award. Submission of a modification, and an intent to award from a solicitation shall not be considered in any way, an acceptance of any proposed modifications by the Vendor.

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 15

8.9 Award of contract shall be made to the responsive and responsible Vendor meeting the specifications and as deemed to be in the best interests of the District. Interviews may be requested with one or more respondents. Final evaluation may be based on, but not limited to, any or all of the following: price, adherence to specifications, performance, previous experience with similar projects, references, product availability and delivery time. Those Bids that are clearly non-responsive to the stated requirements may be eliminated prior to this evaluation.

8.10 This solicitation, or submitted agreement from the Vendor, does not commit the District to award a contract or to pay any costs incurred in the preparation of a proposal or to procure a contract for the services. The District reserves the right to accept or reject any or all proposals received as a result of this request or to cancel in part or in its entirety this solicitation if it is deemed to be in the best interest of the District. The District reserves the right to accept any portion of the proposal or the entire proposal as deemed in the best interest of the District.

9.0 SUBMISSION OF BID

9.1 By signature of the Proposal Certification Form, contained within this RFP, and accepted submission through BidNet to this solicitation, the Vendor certifies that submission of this RFP is made without any previous understanding, agreement, or connection either with any persons, firms or corporations offering a RFP for the same items or with the District.

9.2 Bid responses shall contain a signature of an authorized representative in the space provided on the Proposal Certification Form.

9.3 The Vendor through submission of the Proposal Certification Form certifies that this solicitation is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

9.4 Submission of a bid response is deemed as acceptance of all terms, conditions and specifications contained in the solicitation package initially provided to the Vendor.

9.5 It shall be the sole responsibility of the Vendor to ensure their Bid is submitted through BidNet by the submission deadline. Late responses will not be accepted.

10.0 COOPERATIVE PURCHASING EFFORTS

The District is a member of, or affiliated with, several regional professional procurement organizations within Colorado and Wyoming. These organizations are comprised of governmental purchasing agents, or agency representatives responsible for the purchasing function. These organizations include:

10.1.1 Colorado Educational Purchasing Council (CEPC) - A cooperative purchasing organization comprised of purchasing agents/buyers representing all Colorado public school districts.

10.1.2 Multiple Assembly of Procurement Officials (MAPO) - A cooperative purchasing organization comprised of procurement representatives from state, county, municipal, governments, special districts, or school districts along the front range of the Rocky

Mountains in Colorado.

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 16

10.1.3 Rocky Mountain Governmental Purchasing Association (RMGPA) - A chapter member of the National Institute of Governmental Purchasing (NIGP), consisting of public procurement professionals and their representative agencies which include approximately

100 state, county, and municipal governments; school districts and higher education; and other special districts.

10.1.4 Members of these organizations, at their discretion, may request use of the contracts or awards that result from this solicitation. Each governmental entity which uses a contract resulting from this solicitation would establish its own contract, issue its own orders, schedule deliveries, be invoiced individually, make its own payments, and issue its own exemption certificates as required by the Vendor. It is understood and agreed that the

Poudre School District R-1 is not a legally binding party to any contractual agreement made between another governmental entity and the Vendor as a result of this solicitation.

The District shall not be liable for any costs or damages incurred by any other entity.

Usage by any other entity shall not have a negative impact on the District in the current term or in any future terms.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 17

11.0 REFERENCES

References – List three (3) references for which your company has completed similar services for projects of similar scope.

11.1 Company Name

Address

Contact Person

Telephone

Email

Describe type of work/service performed or items supplied

11.2 Company Name

11.3 Company Name

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 18

12.0 PROPOSAL CERTIFICATION FORM English Language Development Curriculum

RFP# 25-630-002

The District will only accept and consider electronically submitted proposals from Vendors, which must be submitted and received in the www.bidnetdirect.com electronic solicitation portal on or before

July 14, 2025, 2:00 p.m. MT.

The sample instructional materials and access to online resources, software, training and professional learning materials and services, all as requested in Attachment A of this RFP must be physically received on or before

2:00 p.m. MT July 14, 2025 and shall be in a sealed packaged and marked RFP# 25-630-002 English

Language Development Curriculum with Instructional Materials and Services and mailed or delivered to:

Poudre School District R-1 Curriculum, Instruction and Assessment Attn: David Lawrence – RFP# 25-630-002 – English Language Development Curriculum

1502 South Timberline Road

Fort Collins, CO 80524

The undersigned hereby affirms that:

• Agent is a duly authorized agent of the company issuing this proposal and that all information provided in the proposal is true and accurate.

• Vendor has read the conditions and technical specifications, which were made available to the company in conjunction with this RFP and fully understands and accepts these terms unless specific variations have been expressly listed in the proposal.

• Vendor will adhere to all terms and conditions and provide, at a minimum, all services as expressed in the RFP and/or the company’s proposal responding to the RFP.

• Vendor meets or exceeds all the required criteria as specified by this RFP, or if not, has submitted a Justification for Consideration addressing any failure to meet the criteria.

• Vendor’s proposal is being offered independently of any other Vendor and in full compliance with the terms specified in the RFP.

• Vendor will accept any awards made to it, contingent on Agreement negotiation, as a result of this RFP for a minimum of ninety (90) calendar days following the date and time of the RFP opening.

Vendor Name:

Signature of Authorized Agent:

Printed Name:

Title:

http://www.bidnetdirect.com/

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 19

PROPOSAL CERTIFICATION FORM (continued) RFP# 25-630-002

E-mail address: _____________________

Phone Number:

Contact Person:

Phone Number:

Contact Email:

(If different from Agent)

NOTE: Proposals submitted without the signature of an authorized agent of the Vendor may be considered non-responsive.

Poudre School District Strategic Sourcing & Contracting - RFP #25-630-002 Page 20

13.0 MODEL FORMAT OF PROPOSAL

To simplify the review process and obtain the maximum degree of comparability, proposals should be organized in a manner specified by this RFP as follows:

13.1 Title Page

13.1.1 Show the RFP subject, the name of the proposing Supplier, local address, telephone number, name of the contact person, and the date. Show the state and address that the principal place of business resides. Include a comprehensive list of the materials submitted for evaluation.

13.2 Table of Contents

13.2.1 Include a clear identification of the material by section and by page number (or by referencing the relevant attachment)

13.3 Letter of Transmittal – Limit to three (3) pages.

13.3.1 Briefly state the proposers understanding of the work to be done. Make a positive statement that deadlines specified in the RFP will be met

13.3.2 Briefly provide your company’s background. The District reserves the right to request financial information during the evaluation

13.3.3 State the names of the persons who will be authorized to make representations for the proposer, their titles, addresses, and telephone numbers

13.4 Proposer’s Approach

13.4.1 Submit a plan to accomplish the scope defined in Attachments A and D and respond to the requirements found in Attachment B - Sample Agreement

13.5 Cost Component of Proposal

13.5.1 Submit the information requested in Attachment A of this RFP and supplemental quote(s) for the referenced materials and shipping costs. Include quotes for both a seven

(7) and ten (10) year period

13.6 Reference Form

13.6.1 Submit the completed form in section 11.0

13.7 Proposal Certification Form

13.7.1 Submit the completed form in section 12.0