RFP_AI toolbox for schools.pdf

An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender identity or expression, national origin, color, disability or veteran status.

ANGÉLICA INFANTE-GREEN Providence Purchasing Department Commissioner 797 Westminster Street DR. JAVIER MONTAÑEZ Providence, RI 02903-4045

Superintendent tel. 401.456.9264 fax 401. 456.9252 www.providenceschools.org

REQUEST FOR PROPOSALS

ITEM DESCRIPTION: Artificial Intelligence (AI) toolbox for Teachers (2025-26 school year)

DATE AND TIME TO BE OPENED: Thursday, May 22, 2025 at 1:00PM

PRE-BID CONFERENCE (IF APPLICABLE): None

SUBJECT MATTER EXPERT (NAME): Craig Creller, Chief of School Improvement and Innovation

SUBJECT MATTER EXPERT (EMAIL): craig.creller@ppsd.org

QUESTION DEADLINE: Thursday, May 8, 2025 at 4:30PM

Instructions

1. Bidders must submit sealed proposals in an envelope clearly labeled with the Item Description shown above on the outside of the envelope. The proposal envelope and any information relative to the proposal must be addressed to:

Providence Public School Department Purchasing Department, Suite 206 797 Westminster Street, Providence, RI 02903 Attention: Thomas Morgan

2. Bidders must include at least one original copy (a digital PDF is acceptable)

3. Proposal responses must be in ink or typewritten.

4. Bidders are advised that all materials submitted to Providence Public Schools for consideration in response to this Request for Proposals shall be considered to be public records as defined in R.I.

General Law Section 38-2 et seq, without exception, and may be released for public inspection.

All proposals submitted become the property of Providence Public Schools.

5. Bid proposals that are not present in the Providence Public Schools Purchasing Department at the time of opening for whatever cause will be deemed to be late and will not be considered.

Postmarks shall not be considered proof of timely submission.

6. Questions regarding this request for proposals must be submitted to the Subject Matter Expert via email by the question deadline listed above. Questions will be answered via addendum to be posted publicly on the Providence Schools website. Bidders are responsible for checking the website for all addenda distributed in response to questions and requests for additional information.

http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/title38/38-2/INDEX.HTM

An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender

Notice to Vendors General Terms

1. Providence Public Schools reserves the right to award the contract on the basis of the lowest responsible evaluated bid proposal.

2. In determining the lowest responsive evaluated bid proposal, cash discounts based on preferable payment terms will not be considered.

3. No proposal will be accepted if it is made in collusion with any other bidder.

4. Providence Public Schools reserves the right to award to a single vendor, to split the award between multiple vendors and to reject any and all proposals. Unless otherwise specified, Providence Public Schools reserves the right to make the award by item or items or by total as may be in its best interest.

5. As Providence Public Schools is exempt from the payment of Federal Excise Taxes and Rhode Island Sales Tax, prices quoted are not to include these taxes.

6. In case of error in the extension of prices quoted, the unit price will govern. In the event there is a discrepancy between the price written in words and written in figures, the prices written in words shall govern.

7. Awards shall be subject to the General Terms set forth herein, which terms shall be deemed accepted by the Bidder upon submission of the bid proposal, subject to the provisions of this paragraph, and shall be further deemed to be incorporated into the contract upon issuance of the award. Any proposed exceptions, modifications, or deviations from the terms, conditions, and specifications contained herein must be listed and fully explained on a separate sheet attached to the Bidder’s detailed conditions and specifications and referred to separately in the Bids. Such proposed exceptions, modifications, or deviations shall be an additional variable for consideration by the Providence Public School District in addition to vendor qualifications, price, quantity, and/or scope of services. In all cases not indicated by Bidders as an exception, modification, or deviation, it is understood that the terms, conditions and specifications of the Providence Public School District shall apply. No exception, modification, or deviation shall be deemed accepted, approved, or otherwise incorporated into the contract unless expressly set forth in the award notice.

8. Proposals must meet the attached specifications. Bids may be submitted on an “equal in quality” basis. Providence Public Schools reserves the right to decide equality and determine whether bids are responsive. Bidders must indicate brand or make offered and submit detailed specifications if other than brand requested.

9. A bidder who is an out of-state corporation shall qualify or register to transact business in this State, in accordance with R.I. General Law Section 7-1.2-1401 et seq. as amended)

10. Delivery dates must be shown in the bid. If no delivery dates are specified, it will be assumed that an immediate delivery from stock will be made.

http://webserver.rilin.state.ri.us/Statutes/TITLE7/7-1.2/7-1.2-1401.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE7/7-1.2/7-1.2-1401.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE7/7-1.2/7-1.2-1401.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE7/7-1.2/7-1.2-1401.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE7/7-1.2/7-1.2-1401.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE7/7-1.2/7-1.2-1401.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE7/7-1.2/7-1.2-1401.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE7/7-1.2/7-1.2-1401.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE7/7-1.2/7-1.2-1401.HTM

An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender

11. Only one shipping charge will be applied in the event of partial deliveries for blanket or term contracts.

12. For contracts involving construction, alteration and/or repair work, the provisions of State Labor Law concerning payment of prevailing wage rates apply (See R.I. General Law Section 37-13-1 et seq. as amended).

13. All proposals will be disclosed at the opening date and time listed above. After a reasonable lapse of time, tabulation of proposals may be viewed on the Providence Public School’s website (https://www.providenceschools.org/Page/4634).

14. Awards will be made within ninety (60) days of the proposal opening. All proposal prices will be considered firm, unless qualified otherwise. Requests for price increases will not be honored.

15. No goods should be delivered and no work should be started without a Purchase Order from Providence Public Schools.

16. Prior to commencing performance under the contract, the successful bidder (the “Contractor”) shall attest to compliance with provisions of R.I. General Law Section 28-29-1, et seq. If exempt from compliance, the Contractor shall submit a sworn Affidavit by a corporate officer to that effect, which shall accompany the signed contract.

17. Prior to commencing performance under the contract, Contractor shall, submit a certificate of insurance, in a form and in an amount satisfactory to Providence Public Schools.

a. Errors & Omissions insurance plus General Commercial Liability coverage of one million dollars per incident with $ two million aggregate claims.

18. The Contractor will not be permitted to: assign or underlet the contract; or assign either legally or equitably any monies or any claim thereto without the previous written consent of the Director of Purchasing.

19. The Contractor shall not be paid in advance.

20. The contract shall be in effect from the date of award through June 30, 2026 or for such other duration as may be agreed to in writing and signed by the parties, unless terminated by either party at any time, with or without cause.

21. In the event of termination by District or the Contractor prior to completion of the contract, compensation shall be prorated on the basis of hours actually worked, and the Contractor shall only be entitled to receive just and equitable compensation for any satisfactory work completed and expenses incurred up to the date of termination.

22. Failure to deliver within the time quoted or failure to meet specifications may result in default in accordance with the general specifications.

http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM https://www.providenceschools.org/Page/4634 https://www.providenceschools.org/Page/4634 https://www.providenceschools.org/Page/4634 http://webserver.rilin.state.ri.us/Statutes/TITLE28/28-29/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE28/28-29/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE28/28-29/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE28/28-29/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE28/28-29/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE28/28-29/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE28/28-29/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE28/28-29/INDEX.HTM http://webserver.rilin.state.ri.us/Statutes/TITLE28/28-29/INDEX.HTM

An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender

23. The Contractor must conduct a criminal background check, at the Contractor’s expense, of all employees employed under the contract who interact with students, except District employees.

The Contractor shall provide a copy of the background check report(s) to the District, upon request.

24. The Contractor is not an employee of District and is not entitled to fringe benefits, pension, workers’ compensation, retirement, etc. District shall not deduct Federal income taxes, FICA (Social Security), or any other taxes required to be deducted by an employer, as this is the responsibility of the Contractor.

25. The Contractor understands products produced as a result of the contract are the sole property of the District and may not be used by the Contractor without the express written permission of the District.

26. The Contractor agrees to hold District and the City of Providence harmless from any and all damages incurred by District or the City by reason of the Contractor’s negligence or breach of contract, including without limitation, damages of every kind and nature, out-of-pocket costs, and legal expenses.

27. The contract may not be modified or amended in any way except by mutual agreement in writing and signed by each party. Notwithstanding the foregoing, and subject to the provision concerning exceptions, modifications, or deviations set forth in Paragraph 7 hereinabove, the General Terms shall not be modified or amended in any way by subsequent agreement. In the event of a conflict between the General Terms and any subsequent modification or amendment to the contract, the General Terms shall control.

28. The Contractor expressly submits itself to and agrees that all actions arising out of or related to the contract or the relationship between the parties shall occur solely in the venue and jurisdiction of the State of Rhode Island.

An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender

BID FORM 1: BIDDER INFORMATION

Agrees to Bid on: Artificial Intelligence (AI) toolbox for Teachers (2025-26 school year) DATE AND TIME TO BE OPENED: Thursday, May 22, 2025 at 1:00PM

Name of Bidder (Firm or Individual): __________________________________________________

Business Address: __________________________________________________________________

Contact Name: ____________________________________________________________________

Contact Email Address: _____________________________________________________________

Contact Phone Number: _____________________________________________________________

Delivery Date: _____________________________________________________________________

Signature of Representation

Title

An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender

Providence Public School District

Request for Proposals

Artificial Intelligence (AI) toolbox for Teachers

(2025-26 school year)

Funding Source (Contingent on Funding): local budget

An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender

I. Background

The Providence Public School Department is soliciting proposals from vendors who can provide an

Artificial Intelligence (AI) toolbox for Teachers during the 2025-26 school year

The District has six (6) middle schools that range from 400 to 800 students.

-Ultimately, the goal of PPSD is to improve the school experience for both students and families. These efforts are more urgent now as we rebuild our community in the aftermath of the pandemic. They are also aligned with the ground-breaking work of the community-designed Turnaround Action Plan, which sets clear expectations for district transformation.

II. Required Qualifications

The vendor must:

be able to provide pricing that includes the appropriate District license.

III. Scope of Work

The AI toolbox must include the following:

- The ability to change reading levels of a passage

- Give feedback on student work

The AI toolbox should do the following:

- Generate curriculum

- Inspect writing

- Turn video or an article into condensed slides or notes

- Make an assessment

- Help generate lesson plans

- Create word problems (Math)

- Be able to be used by all teachers (ELA, Math, Social Studies, Science, electives, etc.)

Proposals should not exceed $100,000 in PPSD-based expenditures.

Additional points will be awarded for proposals which also allow the following:

• Some type of pilot or trial program whereby the District can test the product before purchase; or

• Have additional features not listed above https://annenberg.brown.edu/sites/default/files/PPSD_Turnaround_Action_Plan_6.23.20.pdf

An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender

IV. Timeline for Implementation

The contract will begin upon award and end on June 30, 2026.

V. Limitations

This Request for Proposals (RFP) does not commit the Providence School Department to award any contract or pay for the preparation of any proposal submitted in response to this RFP. The Providence School Department may withdraw or amend this RFP in its entirety or in part, at any time if it is in the best interests of the organization to do so. This award is contingent upon the receipt of funding.

VI. Proposal Requirements

To achieve a uniform review process and obtain the maximum degree of comparability, it is required that proposals be organized in the manner specified

The proposal shall be submitted one document (hard copy and flash drive with an electronic copy) with the tabs as set forth below and must be delivered prior to the closing date to:

Providence Public School Department Attention: Thomas Morgan

Purchasing Department, Suite 206 797 Westminster Street, Providence, RI 02903

Proposals received after the closing date will be deemed late; No late proposals will be considered.

Title Page

Tab 1 – Bid From (this form with page 5 completed) Be sure to complete this form with the required signatures and titles

Tab 2 - Profile of the Partner & Program Proposal

• Partner’s qualifications and experience

• The strategies you are addressing and how your proposal will influence this goal.

Tab 3 - Measurement & Impact

Anticipated plans for the measurement of impact of your proposal – How does your product meet the six (6) needs outlined in this RFP?

An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender

Tab 4 - Pricing Proposal

• The District will not consider submissions that exceed $100,000.

• Any and all pricing information, including any alternative pricing proposals that may be acceptable for individual components and/or supplemental products/services that meet all or some of the criteria listed in this RFP.

• District may request pricing to be submitted electronically at a future date.

VII. Questions

Questions concerning this solicitation should be emailed to: Craig Creller at craig.creller@ppsd.org by May 8, 2025 at 4:30 PM. All questions will be answered via addendum.

mailto:craig.creller@ppsd.org

An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender

VIII. Evaluation of Proposals

Each vendor proposal will be reviewed and scored against the criteria in the table below. A review committee with at least three members will evaluate the proposals. Each member of the committee will conduct a thorough, independent evaluation of each proposal. The committee will then meet for a discussion after which members will have the option to revise their scores. The technical score will be determined by averaging each member’s score in each category.

The maximum number of points scored is 100. The threshold to advance to cost proposal review is 75 points. Proposals scoring below 75 points will be deemed technically unacceptable and will not be considered in the cost proposal review.

The awards will then be made to the lowest cost, technically acceptable proposal(s).

Providence Public Schools may choose to seek clarifications from vendors with regard to their proposals. All responses will be provided in writing, and incomplete and/or unclear responses may result in a proposal being deemed technically unacceptable. Providence Public Schools reserves the right to make a selection without requesting clarification. Additionally, Providence Public Schools may not necessarily seek clarifications from all vendors submitting proposals.

Vendor Name

Technical Proposal Category

Score

Profile of the Company and Product (0 - 10 points)

Alignment--How does the plan align with the specific needs outlined in the proposal?

(0 -80 points)

Implementation—Is the product easy to implement?

(0-10 points)

Additional/Bonus – Ability of the vendor to provide a free trial or pilot; or bonus features not already listed

(max = 10 points)

Total Score