RFP 27201 Consulting Services.pdf

Loudoun County Public Schools

RFP# R27201

LOUDOUN COUNTY PUBLIC SCHOOLS

DEPARTMENT OF BUSINESS & FINANCIAL SERVICES

PROCUREMENT AND RISK MANAGEMENT SERVICES

21000 Education Court, Suite #316 Ashburn, VA 20148

Phone (571) 252-1270 Fax (571) 252-1432

REQUEST FOR PROPOSAL (RFP)

RFP #: R27201

Title: Consulting Services Issue Date: 7/10/26 Procurement Specialist: Brandon Grayson, Senior Procurement Specialist Commodity Code: Consultant Period of Contract: One year from date of award with four (4) additional one (1) year renewal options.

Sealed proposals shall be received until: July 31, 2026 at 2:00PM (Eastern Time) for furnishing the goods/services described herein. PROPOSALS MUST BE SUBMITTED THROUGH THE LCPS

ELECTRONIC BIDING SYSTEM ON OR BEFORE THE DEADLINE STATED.

In compliance with this Request for Proposals (“RFP”) and all conditions imposed herein, by submitting a proposal in response to this RFP, the undersigned, having become thoroughly familiar with the terms and conditions of this document and with the local conditions which may affect performance and costs, hereby proposes and agrees to furnish all services, labor, and/or materials hereinafter specified, and to fulfill the intent of this agreement in accordance with this document as interpreted by Loudoun County School Board.

The undersigned firm hereby certifies that all information provided in any schedule attached hereto is true, correct, and complete.

Inquiries: All inquiries for information should be provided under the “Questions” tab in the LCPS Electronic Bidding System.

RFP INCLUDES:

● STATEMENT OF NEEDS

● GENERAL SPECIFICATIONS

● GENERAL TERMS AND CONDITIONS

● CONTRACTUAL TERMS AND CONDITIONS

● EXHIBITS: 1, 2, 3 and 4

This public body does not discriminate against faith-based organizations in accordance with the Va. Code, § 2.2-4343.1 or against an Offeror because of race, color, national or ethnic origin, religion, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity, marital status, disability, age, or genetic information or any other basis prohibited by state or federal law relating to discrimination in employment.

TABLE OF CONTENTS

GENERAL SPECIFICATIONS

1. PURPOSE

2. BACKGROUND

3. STATEMENT OF NEEDS

4. SUBMISSION OF PROPOSALS

5. PROPOSAL REQUIREMENTS

6. PRICING SCHEDULE

7. EXCEPTIONS AND DEVIATIONS FROM THE RFP

8. EVALUATION PROCESS

9. SELECTION CRITERIA

10. ORAL PRESENTATION

11. AWARD OF CONTRACT

12. PROTEST OF AWARD OR DECISION TO AWARD

13. EXHAUSTION OF ADMINISTRATIVE REMEDIES

GENERAL TERMS AND CONDITIONS

CONTRACTUAL TERMS AND CONDITIONS

EXHIBIT 1: VENDOR DATA SHEET

EXHIBIT 2: PROPRIETARY CONFIDENTIAL INFORMATION IDENTIFICATION

EXHIBIT 3: PRICING SCHEDULE

EXHIBIT 4: LCPS PROFILE OF A LEADER

GENERAL SPECIFICATIONS

1. PURPOSE

The intent and purpose of this Request for Proposals (“RFP”) is to establish a multiple term contract through competitive negotiations with qualified source(s) to provide support the implementation of a comprehensive leadership development system aligned to the Loudoun County Public Schools profile of a Leader to Loudoun County School Board operating as Loudoun County Public Schools

(“LCPS”).

It is LCPS’s intent that this RFP permit competition. It shall be the Offeror's responsibility to advise the LCPS Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Purchasing Agent not later than fifteen (15) days prior to the date set for acceptance of proposals.

2. BACKGROUND

LCPS is the third largest school division in the Commonwealth of Virginia. Established in 1870, LCPS is located in the rapidly growing Washington metro-area.

LCPS is organized to focus on empowering all 80,551 students to make meaningful contributions to the world, while managing one hundred (100) schools and nine (9) educational support buildings. It is a dynamic, well-managed and efficient organization.

3. STATEMENT OF NEEDS

3.1 General Requirements:

A. LCPS seeks a qualified Contractor to support the implementation of a comprehensive leadership development system aligned to the LCPS Profile of a Leader. The LCPS Profile of a Leader is a framework intended to inspire growth, provide direction for current and aspiring leaders, and align all leadership roles across the division. The LCPS Profile of a Leader presents an opportunity to ensure leader competencies align with the LCPS mission, vision, values, and priorities. LCPS aspires to stand out as an innovative school division with a clear vision for leadership development, standards, and expectations. (See Exhibit 4 for more information)

B. Phase I (Design) is completed, and Phase II (Awareness) is underway. During the 2026– 2027 school year, LCPS will continue Phase II efforts while advancing into Phase III (Integrated Practices) and Phase IV (Implementation and Early Impact Monitoring).

C. The successful Contractor shall provide, at a minimum, the following services to LCPS:

1. The Contractor shall build on existing LCPS-developed work and deliver a clear, actionable implementation approach that operationalizes the LCPS Profile of a Leader across leadership systems.

2. The Contractor shall produce concrete, facilitation-ready deliverables and design professional learning that LCPS will deliver internally to both aspiring and current leaders. All work shall position the LCPS Profile of a Leader as a developmental framework for leader growth, not a compliance mechanism.

D. Work under this contract shall begin in September 2026 and support implementation during the 2026–2027 school year.

3.2 Specific Requirements:

The successful Contractor shall, at a minimum, provide the following services:

A. Comprehensive Implementation Plan. The Contractor shall develop a detailed implementation plan that defines how the LCPS Profile of a Leader will be integrated across LCPS leadership systems. The plan shall include:

1. A phased implementation roadmap (minimum 2–3 years) that reflects:

a. Continued divisionwide awareness (Phase II)

b. Integration into leadership practices (Phase III)

c. Implementation and monitoring (Phase IV)

2. Clear alignment to existing LCPS structures, including:

a. Leadership development programs

b. Mentoring and coaching systems

c. Performance management (opportunities for alignment, but not evaluative)

d. Succession planning efforts

3. Defined roles and responsibilities for:

a. Talent Development Division

b. School-based leaders

c. Central office leaders

4. A defined change management approach that includes:

a. Communication expectations

b. Stakeholder engagement structures

c. Implementation milestones

5. Identification and definition of key implementation drivers required for successful adoption, with clear expectations for how they will be operationalized across the system.

6. Guidance that ensures consistency of implementation while allowing for differentiation across leader pathways.

7. The implementation plan shall be specific, sequenced, and immediately actionable.

B. Professional Learning Design and Development (Divisionwide Leaders). The successful Contractor shall design and develop a comprehensive professional learning curriculum aligned to the LCPS Profile of a Leader for LCPS to deliver internally. This shall include:

1. A clearly sequenced learning pathway aligned to Profile competencies.

2. Differentiated learning experiences for:

a. Aspiring leaders

b. Onboarding of newly hired and newly promoted leaders

c. Early-career leaders

d. Experienced leaders

e. C-Suite leaders

3. Fully developed materials, including:

a. Detailed facilitator guides (required)

b. Program delivery guide including, but not limited to:

i. session agenda/s

ii. timing and pacing

iii. presenter materials need, prior, during & after the session

iv. post session action items (e.g. surveys, etc.)

c. Participant materials

d. Structured protocols for engagement, reflection, collaboration, and application.

4. Dynamic learning designs to include, but not limited to, multimedia, current research, case studies that require application to real leadership practice, etc.

5. Clear guidance on delivery models (e.g., cohort-based, modular, blended).

6. All materials shall be complete, facilitation-ready, and require no additional development by LCPS.

C. Professional Learning for HRTD Leadership Team. The Contractor shall design and deliver targeted professional learning for the LCPS Human Resources and Talent Development (HRTD) leadership team aligned to identified leadership competencies for growth. This work is distinct from the implementation of the LCPS Profile of a Leader and is intended to strengthen the effectiveness of the HRTD leadership team. This shall include:

1. Direct facilitation of professional learning sessions aligned to identified leadership competencies.

2. Design of learning experiences that:

a. Strengthen individual and collective leadership capacity,

b. Support application to current leadership responsibilities, and

c. Include structured opportunities for reflection, feedback, and practice.

3. A clear connection between the professional learning and day-to-day leadership work within HRTD

4. Opportunities to gather feedback and refine the learning experience over time

5. This work shall not be limited to awareness or discussion but must include application to leadership practice.

D. Integration of Existing LCPS Resources. The successful Contractor shall leverage and integrate existing LCPS-developed materials associated with the LCPS Profile of a Leader into the overall implementation approach. The Contractor shall:

1. Incorporate existing LCPS resources into the implementation plan and professional learning design.

2. Ensure these resources are positioned and used as developmental tools that support leader growth.

3. Provide clear guidance on how these resources are to be used within:

a. Professional learning experiences,

b. Coaching and mentoring structures, and

c. Leader reflection and goal-setting processes.

4. Develop protocols and expectations that ensure consistent and meaningful use across leader groups.

5. Align all integration to the broader implementation strategy so that resources are embedded in practice and not used in isolation.

6. The Contractor shall not duplicate, replace, or create parallel resources that replicate the function of existing LCPS-developed materials.

E. Capacity Building for Internal Delivery. The successful Contractor shall build LCPS’s internal capacity to deliver and sustain the work. This shall include:

1. Training for Talent Development staff and designated facilitators on:

a. Delivering professional learning,

b. Facilitating adult learning, and

c. Using Profile-aligned resources effectively.

2. A structured gradual release model (e.g., co-facilitation transitioning to full internal delivery).

3. Complete documentation and guidance to support ongoing internal implementation without contractor dependency.

F. Measurement, Monitoring, and Continuous Improvement. The successful Contractor shall develop a clear and manageable approach to monitoring implementation and early impact. This shall include:

1. A defined measurement framework that includes:

a. Implementation progress

b. Evidence of leader growth

c. Early indicators of changes in leadership practice

2. Data collection tools and protocols that are practical and aligned to existing LCPS systems where possible

3. Structured processes for ongoing review, including:

a. Regular reflection cycles

b. Defined points for adjustment and refinement G. Alignment and Coherence. The successful Contractor shall ensure all work is aligned and integrated across LCPS systems. The Contractor shall:

1. Align all deliverables to LCPS strategic priorities.

2. Integrate the LCPS Profile of a Leader into existing systems rather than creating parallel structures.

3. Ensure coherence across professional learning, implementation, and leader development efforts.

H. Deliverables. At a minimum, the successful Contractor shall provide:

1. A comprehensive implementation plan and multi-year roadmap,

2. Professional learning curriculum and facilitation materials for divisionwide use,

3. Professional learning design and delivery for the HRTD leadership team,

4. Integrated guidance for use of LCPS-developed resources,

5. Capacity-building materials and facilitator training,

6. Measurement and monitoring framework, and

7. Final documentation to support sustainability and scale.

8. All deliverables shall be complete, usable, and ready for implementation.

I. Timeline.

1. Work shall begin in September 2026.

2. Initial implementation plan and core professional learning materials shall be delivered during Fall 2026 to support rollout within the 2026–2027 school year.

3. Ongoing implementation support, refinement, and progress monitoring shall occur throughout the 2026–2027 school year.

J. Contractor Qualifications. The successful Contractor shall demonstrate:

1. Strong experience in leadership development and adult learning design.

2. Experience designing and supporting implementation of system-level initiatives

3. Understanding of K–12 organizational structures and systems.

4. Direct experience with K–12 leadership competency frameworks is beneficial but not required.

K. Ownership of Work Product. All materials, deliverables, and work products developed under this contract shall become the property of Loudoun County Public Schools (LCPS) upon creation. This includes, but is not limited to:

1. Implementation plans and supporting documentation.

2. Professional learning materials (facilitator guides, participant materials, protocols).

3. Training resources and capacity-building materials.

4. Measurement tools, frameworks, and supporting documentation.

5. Any customized content developed specifically for LCPS.

The Contractor shall provide LCPS with full rights to use, reproduce, modify, adapt, and distribute all deliverables without restriction. The Contractor shall not retain ownership of or reuse LCPS-specific materials, frameworks, or deliverables without prior written consent from LCPS.

4. SUBMISSION OF PROPOSALS

4.1 Each Offeror shall respond to this solicitation using the LCPS Electronic Bidding System by July 31, 2026 at 2:00PM (Eastern Time). Different forms of the proposal will NOT be accepted. NO FAXED, MAILED, OR E-MAILED PROPOSALS WILL BE ACCEPTED.

4.2 A “How-To Guide” for step-by-step instructions on how to respond to this solicitation can be found on the login page of the LCPS Electronic Bidding System via the following link: LCPS Electronic Bidding System.

4.3 After your successful submission, the system will display “Response Submitted” followed by the date and time stamp in the “Response Status” field. It is the sole responsibility of the Offeror https://lcpscm.ionwave.net/Login.aspx https://lcpscm.ionwave.net/Login.aspx to ensure that their offer is submitted by the designated date and time stated. An incomplete submission will NOT be considered.

4.4 The digital signature must be signed by a person authorized to represent and bind the Offeror’s company.

4.5 Requests for additional information or clarification of specifications must be sent via the LCPS Electronic Bidding System under the “Questions” tab. Requests for information must be received before the question cutoff date and time posted under the “Event Details” tab. Any material interpretation made to prospective Offerors will be expressed in the form of a written response or addendum to the solicitation which shall be posted on the LCPS Electronic Bidding System. It shall be the Offeror’s responsibility to monitor the website for changes. The addenda will be posted no later than three (3) business days before the opening date. Oral answers shall not be authoritative or provide any basis for reliance by an Offeror. Offerors shall acknowledge receipt of any addenda with their proposal.

4.6 Offeror will receive a system-generated email notification if an addendum has been issued.

4.7 Upon award, the solicitation in its entirety including any forms, vendor response, and addenda shall be referred to as the contract.

4.8 Offeror must provide contact information where remittance will be sent under the “Attributes” tab.

5. PROPOSAL REQUIREMENTS

5.1 General Instructions

A. Proposal Preparation:

1. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in LCPS requiring prompt submissions of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by Procurement & Risk Management Office. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

2. Proposals should be as thorough and detailed as possible so that LCPS may properly evaluate the Offeror’s capabilities to provide the required service.

3. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

4. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements.

Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted in the appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

5. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

6. As used in this RFP, the terms “must,” “shall,” “should,” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful but are not necessary. Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements. The inability of an Offeror to satisfy a “must” or “shall” requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offeror’s proposal.

7. Ownership of all data, materials and documentation originated and prepared for LCPS pursuant to the RFP shall belong exclusively to LCPS and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protection of Va. Code § 2.2-4342(F), in writing, either before or at the time the data is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret materials submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information.

8. The Offeror agrees to be bound by its proposal for a period of at least 365 days, during which time LCPS may request clarification or correction of the proposal for the purpose of evaluation. Amendments or clarifications shall not affect the remainder of the proposal, but only the portion so amended or clarified.

9. In order to be considered for selection, Offerors must submit a complete response to this RFP. Should the proposal contain proprietary information, provide one (1) redacted copy with proprietary portions removed or blacked out. This copy should be clearly marked “Redacted Copy.” The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable. LCPS shall not be responsible for the Offeror’s failure to exclude proprietary information from this redacted copy.

5.2 Specific Proposal Instructions

A. Proposal Requirements. Offerors shall submit a complete proposal that clearly demonstrates their ability to meet the requirements outlined in the Statement of Needs.

Proposals must be specific, detailed, and aligned to the expectations of LCPS. General or non-specific responses will not be considered responsive. Offerors are required to submit only the following information as a complete proposal to avoid submitting complete copies of the entire solicitation. This will help speed up the review process.

1. Proposal Section 1: Executive Summary and Approach

a. Executive Summary. One- or two-page executive summary of the proposal, including brief descriptions of the Contractor’s expertise and experience dealing with a contract the size and scope of LCPS service operations and plan to address the requirement of the solicitation.

b. Summary of Approach for Providing Services. The Offeror must submit a written statement indicating the Offeror’s understanding of LCPS’s requirements.

It should include, but is not limited to, the following:

i. Narrative description of the services, programs, etc., offered to meet the requirements and objectives stated in the RFP. The Offeror shall provide samples of all invoices, notices, and reports offered in their proposal.

ii. Length of time required from date of contract award to commencement of work with a contract implementation and transition plan in place and adequate and trained personnel on staff and ready for operation.

c. Deliverables Summary. Offerors shall provide a clear summary of all deliverables included in their proposal aligned to the Statement of Needs.

2. Proposal Section 2: Capability and Skills.

a. Technical Approach. Offerors shall provide a detailed description of their approach to delivering the full scope of work. This shall include:

i. A clear methodology for implementing the LCPS Profile of a Leader across a large, complex school system

ii. A description of how existing LCPS-developed materials will be leveraged and integrated into the work

iii. A defined approach to designing professional learning that is job-embedded and results in changes to leadership practice

iv. A description of how the work will be structured to ensure coherence across leadership development, coaching, and system implementation

v. A clear explanation of how key implementation drivers will be identified, defined, and operationalized

vi. Responses shall demonstrate a concrete plan for execution, not a general philosophy or framework.

b. Implementation Plan and Timeline. Offerors shall provide a proposed implementation plan aligned to a September 2026 start date. This shall include:

i. A detailed timeline for the 2026–2027 school year

ii. Key phases, milestones, and deliverables

iii. A description of how the work will support the overlap of Phase II (Awareness) and Phase III (Integrated Practices)

iv. Identification of required LCPS staff time and engagement at each phase

c. Professional Learning Design Sample. Offerors shall provide a sample of professional learning materials that reflect the level of quality LCPS can expect.

This shall include:

i. A sample facilitator guide (required)

ii. Sample participant materials

iii. Evidence of structured opportunities for engagement, reflection, collaboration, and application

iv. Slide decks alone are not sufficient.

d. Approach to HRTD leaders’ development. Offerors shall describe their approach to designing and delivering professional learning for the Human Resources and Talent Development (HRTD) leadership team. This work is separate from implementation of the LCPS Profile of a Leader and shall focus on leadership development aligned to identified competencies for growth. This shall include:

i. A description of how leadership competencies will be translated into meaningful learning experiences

ii. A sample outline of professional learning sessions or topics

iii. A description of how learning will be applied to current leadership roles and responsibilities

iv. A description of how participant feedback and evidence of growth will be incorporated

e. Capacity Building and Sustainability. Offerors shall describe how they will build LCPS’s internal capacity to sustain the work. This shall include:

i. A clear approach to training internal facilitators

ii. A description of the gradual release model

iii. A plan for ensuring LCPS can independently deliver and scale the work beyond the contract period

f. Measurement and Monitoring Approach. Offerors shall provide a proposed approach to measuring implementation and early impact. This shall include:

i. A description of how implementation progress will be monitored

ii. A description of how leader growth and changes in practice will be measured

iii. Sample tools, frameworks, or reporting structures (if available)

g. Project Team and Staffing. Offerors shall identify the proposed project team.

This shall include:

i. Roles and responsibilities of each team member

ii. Relevant experience of key personnel

iii. Identification of the primary point of contact

3. Proposal Section 3: References and Related Experience

a. Relevant Experience and Qualifications. Offerors shall demonstrate relevant experience and qualifications. This shall include:

i. Description of prior work in leadership development and adult learning design

ii. Experience supporting implementation of system-level initiatives

iii. Experience working within or alongside K–12 organizations

iv. Examples of similar projects, including scope and outcomes

b. References. Offerors shall provide a minimum of three (3) references from organizations for which similar work has been completed to enable LCPS to assess the quality of the Offeror’s past performance. K-12 experience is preferred The referenced contracts shall be similar in scope, magnitude, and complexity to that contemplated in this RFP. (Exhibit 1: Vendor Data Sheet).

Note for All Offerors: In addition to the information provided by Offeror in these Sections, LCPS may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the services and the Offeror shall furnish to LCPS all such information and data for this purpose as may be requested. LCPS reserves the right to inspect Offeror’s physical facilities prior to award to satisfy questions regarding the Offeror’s capabilities. LCPS further reserves the right to reject any offer if the evidence submitted by, or investigation of, such Offeror fails to satisfy LCPS that such Offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

4. Proposal Section 4: LCPS Required Documents (to be completed)

a. Exhibit 1: Vendor Data Sheet

b. Exhibit 2: Proprietary Confidential Information Identification

c. Exhibit 3: Pricing Schedule (Reference Section 5: Proposal Section below)

d. Certificate of Insurance (Proof of Insurance)

e. W9

5. Proposal Section 5: Proposed Pricing. The Offeror shall provide a proposed pricing schedule, attached to this RFP, to include all costs. Provide a fixed line-item price budget. Offeror’s, and any subcontractors’ or subconsultants’ as applicable, costs must be broken out, in detail, as such included in the total cost for providing services described herein. Refer to (Exhibit 3: Pricing Schedule) and Section 6: Pricing Schedule.

6. Proposal Section 6: Additional Information. Provide LCPS with other information that may be pertinent. Offeror may recommend any alternative approaches to performing the work and services described for this contract that would provide better dimmer system reliability for LCPS. LCPS may, but is not obligated to, consider any alternative methods proposed in its decision to award the Contract.

6. PRICING SCHEDULE

6.1 The Offeror shall provide a proposed pricing schedule to include all costs. Provide a firm fixed price with a line item budget that, at a minimum, provides labor categories, description of type of work performed by each labor category and hourly pricing per labor category, travel, supplies, and other expenses. If subcontractors or independent consultants are used, their costs must be broken out, in detail, as such included in the total cost for providing services described herein. Offerors shall submit a cost proposal using the Pricing Schedule, provided with the

RFP.

6.2 Offerors agree that the pricing offered in response to the RFP is equal to or less than prices offered on other contracts with similar terms and conditions.

6.3 Unit prices must remain firm for the duration of the contract.

6.4 Offerors must provide contact information where payment will be rendered under the “Attributes” tab.

6.5 Approved travel expenses will be paid at the same rate at which LCPS employees are currently reimbursed at the time of service.

6.6 Unless stated otherwise in the solicitation, Offerors shall state offer prices in U.S. dollars.

7. EXCEPTIONS AND DEVIATIONS FROM THE RFP

7.1 If there is any exception or deviation in any proposal offer from the terms, condition, and specifications prescribed in this RFP, it must be noted under the “Attributes” tab of the LCPS Electronic Bidding System. LCPS reserves the right to determine the responsiveness of any deviation.

7.2 Unless otherwise indicated, any specification for an item of equipment shall be interpreted to include not only the item of equipment specified, but also the parts, items, appurtenances, and accessories reasonably necessary to make the equipment complete and working.

8. EVALUATION PROCESS

8.1 A Proposal Analysis Group (PAG) has been established to review and evaluate all proposals submitted in response to this RFP. The group shall conduct a preliminary evaluation of all proposals based on the information provided with the Offeror’s proposal, and the evaluation criteria listed below. Based upon this review, the highest rated Offeror(s) may then be invited to make oral presentations.

8.2 If additional information is requested, Offeror must respond within forty-eight (48) hours.

8.3 No Offeror, including any of their representatives, subcontractors, affiliates and interested parties, shall contact any member of the PAG or any person involved in the evaluation of the proposals. PAG members will refer all calls related to this solicitation to the Procurement & Risk Management Office. Failure to comply with this directive may, at the sole discretion of LCPS, result in the disqualification of an Offeror from the procurement process.

8.4 Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals based on the evaluation factors included in the RFP, including price, if so, stated in the RFP. Negotiations shall be conducted with the Offerors so selected. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, LCPS shall select the Offeror(s) which, in its opinion, has made the best proposal, and shall award the contract to that Offeror(s).

8.5 LCPS may cancel this Request for Proposals or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Va. Code § 2.2-4359(D)). Should LCPS determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror.

8.6 Acceptance or Rejection: LCPS reserves the right to accept or reject any or all proposals, in whole or in part, to take exception to any RFP specifications, to make an award based solely on the proposals received or to negotiate further with one or more offers. Failure to comply with the RFP by an Offeror may be grounds for the exclusion of such Offeror from further consideration by LCPS. Selection: The selection by LCPS of any proposal as ultimately negotiated will be at the School System’s entire discretion, which discretion shall extend to purely subjective considerations solely exercisable by the LCPS without regard to a claimed lowest cost by any proposed vendor. LCPS is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous.

9. SELECTION CRITERIA

Proposals will be evaluated by LCPS using the requirements of this RFP and the following criteria.

Evaluation Criteria Max Points

1. Executive Summary and Approach for providing Service As outlined in Proposal Section 1, above, proposals will be evaluated based on:

• The Offeror’s understanding of the requirements and proposed plan, process, and staffing (10 points)

• Services and programs offered to meet the requirements and objective and Project implementation and timeline (5 points)

• Deliverables Summary (5 points)

2. Capability, Skill & Guarantee Proposals will be evaluated based on the range of services provided and factors influencing the delivery of services, such as the capability, integrity and reliability of the Offeror, financial stability, operating history, ability to start immediately and sustain services, etc. as outlined in Proposal Section 2, above.

• Technical Approach (10 points)

• Implementation Plan and Timeline (5 points)

• Professional Learning Design Sample(5 points)

• Approach to Leadership Development (5 points)

• Capacity Building and Sustainability(5 points)

• Measurement and Monitoring Approach(5 points)

• Project Team and Staffing (5 points)

3. References and Experience Proposals will be evaluated based on using the form included in this RFP, clients for whom comparable service have been performed.

Experience and history of the firm in the particular disciplines covered by the RFP, as well as credentials of the project team and experience in providing similar services as outlined in Proposal Section 3, above.

• Relevant Experience and Qualifications (10 Points)

• References (10 points)

4. Cost of Services Offered Pricing must be submitted on RFP pricing form only as required in Proposal section 5 above.

Total 100

10. ORAL PRESENTATION

10.1 Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to LCPS. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. LCPS will schedule the time and location of these presentations. Oral presentations are an option of the School System and may or may not be conducted.

10.2 The Offeror’s Project Team must be in attendance to represent all phases of services requested.

A. The Project Team and services must be presented by the Project Manager who will be assigned to LCPS projects.

B. Firm principals, not responsible for project management, and marketing professionals may participate in the presentation in a supportive role only.

C. A total ranking of 50 points are possible for this portion of the Evaluation Process. Points will be determined by:

1. Overall presentation

2. Project team qualifications

3. Presentation and staff competence of all services requested

4. Responses to Proposal Analysis Group questions

D. After the oral presentations, the PAG will finalize the rankings and determine the highest ranked Offerors.

E. Negotiations shall then be conducted, with the Offerors until contracts can be negotiated at a fair and reasonable price. LCPS intends to negotiate a fixed price aligned across each vendor.

10.3 Schedule. The number of proposals received will determine the actual schedule.

11. AWARD OF CONTRACT

11.1 The award, if any, will be made to the responsive and responsible Offeror(s) that meets or exceeds the specifications and conditions of the request for proposals, that offers the best value and is determined to be to the best advantage to LCPS.

11.2 LCPS reserves the right to reject any or all proposals received and to waive technicalities in any proposal.

11.3 LCPS reserves the right to award the proposal in total, by item, or by group of related items.

11.4 LCPS reserves the right to make multiple awards as a result of this solicitation.

11.5 LCPS reserves the right to reject any and all proposals in whole or in part, to waive technical defects, irregularities, and omissions if in its judgment the best interest of LCPS will be served.

11.6 Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the Purchasing Agent will publicly post such notice on the LCPS website (www.lcps.org) for a minimum of ten (10) days.

12. PROTEST OF AWARD OR DECISION TO AWARD

Any Offeror who desires to protest the award or decision to award the contract shall submit the protest in writing to LCPS Procurement & Risk Management Office no later than ten (10) days after the award or the announcement of the decision to award, whichever occurs first. Any potential Offeror on a contract negotiated on a sole source or emergency basis who desires to protest the award or decision to award such contract shall submit the protest in the same manner no later than ten (10) days after posting or publication of the notice of such contract as provided in Va. Code § 2.2-4303.

If the protest of any actual or potential Offeror depends in whole or in part upon information contained in public records pertaining to the procurement transaction that are subject to inspection under Va.

Code § 2.2-4342, then the time within which the protest shall be submitted shall expire ten (10) days after those records are available for inspection by such Offeror under Va. Code § 2.2-4342, or at such later time as provided in this provision. All protests must be received by LCPS Procurement & Risk Management Office no later than 5:00 p.m. on the tenth day. If the tenth day falls on a weekend or an official holiday, then the ten-day period expires at 5:00 p.m. on the next regular business day. No protest shall lie for a claim that the selected Offeror is not a responsible Offeror. The written protest shall include the basis for the protest and the relief sought. Procurement & Risk Management Office shall issue a decision in writing within ten (10) days stating the reasons for the action taken. This decision shall be final unless the Offeror appeals within ten (10) days of receipt of the written decision by instituting legal action under Va. Code § 2.2-4364.

13. EXHAUSTION OF ADMINISTRATIVE REMEDIES

No Offeror, potential Offeror, or Contractor shall institute any legal action against LCPS until all administrative remedies available under the above provisions have been exhausted and until all requirements of School Board Policy, and, to the extent applicable, the Virginia Public Procurement Act, have been met.

GENERAL TERMS AND CONDITIONS

14. AUTHORITY

The Purchasing Agent shall serve as the principal purchasing official for LCPS and shall be responsible for the procurement of goods and services, with the exception of design and construction, the responsibility for which shall reside with the Chief Financial Officer. In the discharge of these http://law.lis.virginia.gov/vacode/2.2-4303/ http://law.lis.virginia.gov/vacode/2.2-4342/ http://law.lis.virginia.gov/vacode/2.2-4342/ responsibilities, the Purchasing Agent may be assisted by other staff. Any purchase order or contract made contrary to these provisions and authorities shall be of no effect and void, and LCPS and the School Board shall not be bound thereby.

15. DEFINITIONS

The following terms, whether capitalized or lowercase, shall have the following meanings, as used in this solicitation or any awarded contract:

BUSINESS DAY or WORKING DAY: The term “business day” or “working day” shall mean any day that the LCPS Administrative Office is open. Unless otherwise specified, business or working days are Monday through Friday from 8:00 a.m. to 5:00 p.m., and shall not include Saturday, Sunday, or any holiday observed by LCPS. The term “day” shall mean the calendar day.

CONTRACTOR: Any individual, company, firm, corporation, partnership or other organization to whom an award is made by the County. Also referred to as the “successful Contractor.”

LCPS: Loudoun County School Board, operating as Loudoun County Public Schools the contracting entity.

OFFEROR: Any individual, company, firm, corporation, partnership or other organization submitting a proposal in response to a solicitation issued by the Purchasing Agent and offering to enter into contracts with LCPS.

PURCHASING AGENT: The Purchasing Agent employed by LCPS and formally appointed, supervised and subject to the direction of the LCPS Superintendent or his/her designees.

REQUEST FOR PROPOSAL (RFP): A request for an offer from prospective offerors which will indicate the general terms which are sought to be procured from the offeror. The RFP will specify the evaluation factors to be used and will contain or incorporate by reference other contractual terms and conditions applicable to the procurement. All RFPs are made pursuant to School Board Policy which is in compliance with the Virginia Public Procurement Act, Va. Code § 2.2-4300, et. seq.

SOLICITATION: The process of notifying prospective offerors that LCPS wishes to receive proposals on a set of requirements to provide goods or services. The notification of LCPS requirements may consist of public advertising (LCPS Web Site or other electronic notification), the emailing Notices of Solicitation or Request for Proposal (RFP), the public posting of notices, newspapers advertisement, or issuance of an informal solicitation to include telephone calls to prospective offerors.

16. SOLICITATION CONTACT

All contacts between Offerors or prospective Offerors shall be only with the Purchasing Agent or other designated employee of LCPS. No Offeror or potential Offeror shall initiate or engage in any discussions with any other employee of LCPS or any member of the School Board while a solicitation is outstanding concerning the contents of such solicitation or with the intent to influence or interfere with the contract award authorized by and described in such solicitation. A violation hereof may result in a disqualification of such Offeror.

17. QUALIFICATIONS OF OFFERORS

LCPS may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the services/furnish the goods and the Offeror shall furnish to Procurement & Risk Management Office all such information and data for this purpose as may be requested. LCPS reserves the right to inspect Offeror’s physical facilities prior to award to satisfy questions regarding the Offeror’s capabilities. LCPS further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy LCPS that such Offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

18. MANDATORY USE OF FORMS AND TERMS AND CONDITIONS

Failure to submit a proposal on the official LCPS forms provided may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, LCPS reserves the right to decide on a case-by-case basis, in its sole discretion, whether to reject such a proposal.

19. TAX EXEMPT STATUS

LCPS is exempt from the payment of any federal excise or Virginia sales tax. The price must be net, exclusive of taxes. When, under established trade practice, any federal excise tax is included in the list price; Offeror may quote the list price and shall show separately the amount of federal excise tax, either as a flat sum or as a percentage of the list price, which shall be deducted by LCPS. All Offerors, however, shall assure that all their real and personal property taxes owed to the County of Loudoun are paid prior to submitting a proposal.

20. INSURANCE

20.1 Contractor shall be responsible for its work, services, and/or products and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description in connection therewith. Contractor assumes all risks for direct and indirect damage or injury to the property or persons used or employed in connection with the work, services, and/or products, and for damage or injury to property or persons, wherever located, resulting from any action, omission, commission or operation connected in any way whatsoever with Contractor’s work, services, and/or products.

20.2 Contractor agrees to maintain, on a primary basis and at its sole expense, at all times during the provision of work, services, and/or products, the insurance coverages, limits, and endorsements described hereunder. Required insurance coverages must be acquired from insurers with an A.M. Best Rating of A- or better, licensed to conduct business in the Commonwealth of Virginia, and acceptable to LCPS.

20.3 Subcontractors’ and Suppliers’ Liability Insurance—Contractor’s provision of work, services, and/or products shall not be construed as creating any contractual relationship between any subcontractors or suppliers and LCPS. Contractor shall be as fully responsible to LCPS for the work, services, and/or products of its subcontractors and suppliers and persons employed by subcontractors and suppliers as it is for acts and omissions of persons directly employed by Contractor.

20.4 If work involves subcontractors, Contractor shall require all subcontractors (of every tier) to meet the same insurance criteria as required of Contractor. The subcontractor’s insurance must name the Loudoun County School Board operating as Loudoun County Public Schools as additional insured. Contractor shall maintain each subcontractor’s certificate of insurance on file and provide such information to LCPS for its review upon request.

20.5 Certificates of Insurance—Contractor shall provide these insurance requirements to their insurance agent/broker for their evaluation and the processing of an original, signed Certificate of Insurance showing evidence of coverages and that Loudoun County Public Schools is the Certificate Holder. Emailed electronic scans of the original certificate from Contractor’s insurance representative will be accepted. The certificate shall be filed with the LCPS Procurement Office,prior to the provision of work, services, and/or products.

On request by LCPS, Contractor will provide certified copies of all required insurance policies within ten (10) business days. The certified copies shall be sent to LCPS from Contractor’s insurance representative. Any request made under this provision shall be deemed confidential and proprietary.

20.6 The certificates shall provide evidence that the following minimum insurance coverages, limits, and endorsements required herein are in full force and effect. Contractor’s insurance agents/brokers shall provide insurance policy endorsements for those coverages below:

A. Workers’ Compensation Insurance—Virginia Statutory Benefits

B. Employers’ Liability Insurance—$1,000,000 each accident and each employee

C. Commercial General Liability Insurance—$2,000,000 each occurrence and on an annual aggregate “per project” basis. Coverage shall name Loudoun County Public Schools as an Additional Insured and shall include coverages, not limited to, Products/Completed Operations, Independent Contractors, Contractual Liability, and Cross Liability.

D. Business Automobile Liability Insurance—$1,000,000 combined single limit each occurrence. Coverage shall include liability for Owned, Non-Owned, and Hired vehicles.

In the event Contractor does not own vehicles, Contractor agrees to maintain coverage for Hired and Non-Owned Automobile Liability which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Automobile Liability policy.

E. Umbrella or Excess Liability Insurance over the above listed coverages naming Loudoun County Public Schools as an additional insured as per the underlying or primary Liability insurance—$2,000,000 each occurrence and aggregate limit shall be designated to apply per project.

F. Professional (Errors and Omissions) Liability Insurance with a minimum limit of $2,000,000 per claim to cover the negligence, wrongful acts, errors, or omissions for Contractor’s professional services and legal liability. It is preferred that the coverage be on an occurrence basis. Examples of Contractor’s professional services include, but are not limited to, those with specialized knowledge or skills and those required to be licensed or certified to perform the required scope of work or services. If Professional Liability insurance is included by endorsement in the General Liability policy, please so indicate evidence of coverage on the Contractor’s certificate of insurance.

G. Cyber Liability-If Contractor provides…