RFP Document.pdf

Rev. 2023-02-13

STATE OF SOUTH DAKOTA

OFFICE OF PROCUREMENT MANAGEMENT

523 EAST CAPITOL AVENUE

PIERRE, SOUTH DAKOTA 57501-3182

Early Childhood Enrichment Program

PROPOSALS ARE DUE NO LATER THAN FEBRUARY 22, 2024 5:00PM CDT

RFP 9726 BUYER:

Department of Social Services POC: Kirsten Blachford

Kirsten.Blachford@state.sd.us

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FIRM NAME: AUTHORIZED SIGNATURE:

(Digital Signature allowed)

ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGIT): FAX NO:

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PRIMARY CONTACT INFORMATION

CONTACT NAME: TELEPHONE NO:

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mailto:Kirsten.Blachford@state.sd.us

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1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The Department of Social Services, Division of Economic Assistance, Child Care Services (CCS) is seeking contractor(s) to provide core services to promote the health, safety, and development of young children in child care settings. This RFP seeks to identify and fund a maximum of 5 Early Childhood Enrichment regional service areas. Programs are responsible for providing a wide variety of services which include services to child care practitioners, services to families seeking child care, and assistance to communities in addressing early care and education needs.

Proposers may apply to provide services in multiple regions of the state.

The State seeks proposals from public or private, non-profit, community-based, or quasi-governmental organizations that are headquartered and licensed to do business in the State of South Dakota.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Division of Economic Assistance, Child Care Services is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota, Department of Social Services. The reference number for the transaction is RFP 9726. Refer to this number on all proposals, correspondence, and documentation relating to the RFP.

Please refer to the Department of Social Services website link http://dss.sd.gov/keyresources/rfp.aspx for the RFP, any related questions/answers, changes to schedule of activities, amendments, etc.

1.3 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication 01/08/2024 Deadline for Submission of Written Inquiries 01/23/2024 Responses to Offeror Questions 02/1/2024 Request for SFTP folder 02/22/2024 Proposal Submission 02/22/2024 Proposal Revisions (if required) TBD Anticipated Award Decision/Contract Negotiation 03/21/2024

1.4 SUBMITTING YOUR PROPOSAL

All proposals must be completed and received by the Division of Economic Assistance, Child Care Services by the date and time indicated in the Schedule of Activities.

Proposals received after the deadline will be late and ineligible for consideration.

Proposals must be submitted as PDF’s via Secured File Transfer Protocol (SFTP). Offerors must request an SFTP folder no later than February 22, 2024 by emailing Kirsten Blachford at the email indicated on page one.

The subject line should be “RFP 9726 SFTP Request”. The email should contain the name and the email of the person who will be responsible for uploaded the document(s).

Please note, offeror will need to work with their own technical support staff to set up an SFTP compatible software on offeror’s end. While the State of South Dakota can answer questions, State of South Dakota is not responsible for the software required.

All proposals may be signed in ink or digitally by an officer of the offeror legally authorized to bind the offeror to the proposal, and sealed in the form intended by the respondent. Proposals that are not properly signed may be rejected.

http://dss.sd.gov/keyresources/rfp.aspx

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No proposal may be accepted from, or any contract or purchase order awarded to any person, firm or corporation that is in arrears upon any obligations to the State of South Dakota, or that otherwise may be deemed irresponsible or unreliable by the State of South Dakota.

1.5 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND

VOLUNTARY EXCLUSION – LOWER TIER COVERED TRANSACTIONS

By signing and submitting this proposal, the offeror certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation, by any Federal department or agency, from transactions involving the use of Federal funds. Where the offeror is unable to certify to any of the statements in this certification, the bidder shall attach an explanation to their offer.

1.6 NON-DISCRIMINATION STATEMENT

The State of South Dakota requires that all contractors, vendors, and suppliers doing business with any State agency, department, or institution, provide a statement of non-discrimination. By signing and submitting their proposal, the offeror certifies they do not discriminate in their employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin or disability.

1.7 RESTRICTION OF BOYCOTT OF ISRAEL

For contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter into a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, has not refused to transact business activities, has not terminated business activities, and has not taken other similar actions intended to limit its commercial relations, related to the subject matter of the bid or offer, with a person or entity on the basis of Israeli national origin, or residence or incorporation in Israel or its territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.8 CERTIFICATION RELATING TO PROHIBITED ENTITY

For contractors, vendors, suppliers, or subcontractors who enter into a contract with the State of South Dakota by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, is not an entity, regardless of its principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by South Dakota Executive Order 2023-02. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch

RFP9726 Page 4 of 32 agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.9 CERTIFICATION OF NO STATE LEGISLATOR INTEREST

Offeror (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to any Agreement entered into as a result of this RFP. By signing an Agreement pursuant to this RFP, Offeror hereby certifies that the Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

1.10 MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

No oral, telephonic, telegraphic or facsimile responses or modifications to informal, formal bids, or Request for Proposals will be considered.

1.11 OFFEROR INQUIRIES

Offerors may email inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after January 23, 2024. Email inquiries must be sent to Kirsten.Blachford@state.sd.us with the following wording, exactly as written, in the subject line:

RFP 9726 Questions.

The Department of Social Services (DSS) will respond to offerors’ inquiries by posting offeror aggregated questions and Department responses on the DSS website at http://dss.sd.gov/keyresources/rfp.aspx no later than February 1, 2024. For expediency, DSS may combine similar questions. Offerors may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP. Offerors will be notified in the same manner as indicated above regarding any modifications to this RFP.

1.12 PROPRIETARY INFORMATION

The proposal of the successful offeror(s) becomes public information.

Proprietary information can be protected under limited circumstances such as client lists and non-public financial statements. An entire proposal may not be marked as proprietary. Offerors must clearly identify in the Executive Summary and mark in the body of the proposal any specific proprietary information they are requesting to be protected. The Executive Summary must contain specific justification explaining why the information is to be protected. Proposals may be reviewed and evaluated by any person at the discretion of the State. All materials submitted become the property of the State of South Dakota and may be returned only at the State's option.

Offerors may submit a redacted copy of their proposal when they respond though this is optional.

1.13 LENGTH OF CONTRACT

It is anticipated that this RFP may result in the selection of multiple providers who enter into provider agreements. Each provider contract for the provision of Early Childhood Enrichment (ECE) program resulting from this RFP will be issued for a period of one year (June 1 to May 31) beginning on June 1, 2024 with the option for renewal for up to four, one-year contracts at the discretion of the State based on agency performance and the continued availability of funds.

1.14 GOVERNING LAW

Venue for any and all legal action regarding or arising out of the transaction covered herein shall be solely in Hughes County, State of South Dakota. The laws of South Dakota shall govern this transaction.

mailto:Kirsten.Blachford@state.sd.us http://dss.sd.gov/keyresources/rfp.aspx

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1.15 DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION/NEGOTIATIONS)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the State. However, the State may award a contract based on the initial proposals received without discussion with the offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offeror’s expense.

This process is a Request for Proposal/Competitive Negotiation process. Each Proposal shall be evaluated, and each respondent shall be available for negotiation meetings at the State’s request.

The State reserves the right to negotiate on any and/or all components of every proposal submitted. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such, will be kept confidential. The negotiation discussions will also be held as confidential until such time as the award is completed.

2.0 STANDARD AGREEMENT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include, at minimum, the State’s standard terms and conditions as seen in Attachment A Sub-Recipient Agreement.

The offeror should indicate in their response any issues they have with any specific contract terms. If the offeror does not indicate any contract term issues, then the State will assume the terms are acceptable.

3.0 SCOPE OF WORK

The mission of the Department of Social Services is: “Strong families –South Dakota’s foundation and our future.” To support this mission, Child Care Services (CCS) and the Office of Licensing and Accreditation (OLA) provide oversight, technical assistance, and support for child care programs in promoting safe, healthy, and caring environments for children through licensing, registration, and quality improvement activities.

Services are designed to assist caregivers, teachers and others involved in the day-to-day care of children, families in meeting their need for child care, and to provide support to communities as they work to develop quality child care programs and services.

The State is soliciting proposals from agencies that demonstrate their organizational capacity to plan and deliver these services that are responsive to caregivers and collaborative with local partners, across a pre-determined service delivery area, that also support the mission of the department. Successful offeror(s) will be responsive to caregivers, teachers, and others involved in the day-to-day care of children, as well as state and local partners.

BACKGROUND:

The federal Administration for Children and Families (ACF) Child Care & Development Block Grant (CCDBG) is the primary funding source for Child Care Services. CCDBG outlines the requirements states must meet to maintain this funding. The CCDBG requires that states use a portion of these funds to assist child care programs in improving the quality of child care. The focus of the Child Care & Development Block Grant (CCDBG) is to:

• Protect the health and safety of children in child care.

• Help parents make informed consumer choices and access information to support child development.

• Provide equal access to stable, high quality child care for low-income children.

• Enhance the quality of child care and the early child care workforce.

The Child Care Services State Plan outlines the activities and services in place to meet these requirements., The state plan includes activities specific to the coordination and delivery of early childhood and school-age training and technical assistance by the Early Childhood Enrichment (ECE) System. As ECE agencies, vendors are required to provide support to practitioners to assist them in maintaining licensing requirements, meeting training requirements toward state registration or licensure, and engage in activities to improve program quality. All activities paid by the State must fit within the scope of the most current Child Care &

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Development Fund (CCDF) State Plan unless otherwise specified or pre-approved. The 2022-24 Child Care State Plan can be found on the CCS website at https://dss.sd.gov/childcare/stateplan/default.aspx.

There are five regional service areas addressed by this RFP. Offerors may apply to provide services in multiple regions of the state. Separate region-specific budget proposals must be submitted for each area addressed in the proposal. Proposals may also demonstrate satellite office or extension services in counties/towns in addition to the service delivery district host agency.

The Early Childhood Enrichment (ECE) regions are defined as follows:

Region 1 - Western Region 1 consists of 13 counties in western South Dakota. Counties included in this region are Bennett, Butte, Custer, Fall River, Haakon, Harding, Jackson, Lawrence, Meade, Pennington, Perkins, Oglala Lakota and Ziebach.

Region 2 - Central Region 2 consists of 12 counties in central South Dakota. Counties included in this region are Brule, Buffalo, Gregory, Hughes, Hyde, Jones, Lyman, Mellette, Stanley, Sully, Todd and Tripp.

Region 3 - Northern Region 3 consists of 12 counties in north central and northeastern South Dakota Counties included in this region are Brown, Campbell, Corson, Day, Dewey, Edmunds, Faulk, Marshall, McPherson, Potter, Spink, and Walworth.

Region 4 - Northeastern Region 4 consists of 13 counties in northeastern South Dakota. Counties included in this region are Beadle, Brookings, Clark, Codington, Deuel, Grant, Hamlin, Hand, Kingsbury, Lake, Miner, Moody, and Roberts.

Region 5 - Southeastern Region 5 consists of 16 counties in southeastern South Dakota. Counties included in this region are Aurora, Bon Homme, Charles Mix, Clay, Davison, Douglas, Hanson, Hutchinson, Jerauld, Lincoln, McCook, Minnehaha, Sanborn, Turner, Union, and Yankton. Describe your project requirements in detail here.

Please refer to Attachment B for a Map of State Licensed and Registered Child Care programs by Early Childhood Enrichment (ECE) regional service area.

Early Childhood Enrichment (ECE) System Definitions Practitioner - refers to an individual who provides direct supervision and care of children and/or youth in various settings such as: family daycare, licensed child care center and licensed school-age programs. Also includes those who may be in an administrative position such as a supervisor, operator or director or an assistant in a family daycare program.

E-Learning – learning using electronic means; the acquisition of knowledge and skill using electronic technologies such as computer- and internet-based courseware and local and wide area networks. This includes such offerings as: Live Interactive Online Learning, Self-paced (or Self-Learning) Online Modules, Digital Dakota Video Network (DDN), Hybrid, and Blended Training (combination of Interactive Online learning as well as Self-paced Modules).

Evidence-based Training – for South Dakota’s purposes, this is defined as proven to work and informed by research or justifiable information.

The following definitions from the National Association for the Education of Young Children (NAEYC) and the National Association for Child Care Resource and Referral Agencies (NACCRRA) Early Childhood Education Professional Development: Training and Technical Assistance Glossary (2023) https://dss.sd.gov/childcare/stateplan/default.aspx

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(http://www.naeyc.org/GlossaryTraining_TA.pdf) have been adopted by the Department of Social Services, Child Care Services.

Training – a learning experience, or series of experiences, specific to an area of inquiry and related set of skills or dispositions delivered by a professional(s) with subject matter and adult learning knowledge and skills. A planned sequence of training sessions comprises a training program.

Technical Assistance (TA) – the provision of targeted and customized supports by a professional(s) with subject matter and adult learning knowledge and skills to develop or strengthen processes, knowledge application, or implementation of services by recipients.

Coaching – a relationship-based process led by an expert with specialized adult learning knowledge and skills, who often serves in a different professional role than the recipient(s). Coaching is designed to build capacity for specific professional dispositions, skills, and behaviors and is focused on goal setting and achievement for an individual or group.

Consultation – a collaborative, problem-solving process between an external consultant with specific expertise and adult learning knowledge and skills and an individual or group from one program or organization. Consultation facilitates the assessment and resolution of an issue-specific concern-a program- /organizational, -staff, or child-/family-related issue -or addresses a specific topic.

3.1 Core Service Description and Expectations

Agencies or organizations who are awarded contracts for Early Childhood Enrichment (ECE) services under this RFP must meet the following conditions and guidelines. The following services must be available to parents, practitioners, and/or the public in each of the counties in the five regional areas.

ECE agencies are responsible to:

3.1.1 Implement the basic Early Childhood Enrichment (ECE) model which includes training, on-site technical assistance, and coaching to child care providers addressing: social development and emotional development, cognitive and problem-solving, language and physical development, health and safety, etc.

3.1.2 Ensure the State’s training and professional development system:

3.1.2.1 Provides a continuum of training and professional development for early childhood and school-age practitioners in accordance with the federally required health and safety training areas and the established South Dakota Pathways Professional Development System for individuals on child care related issues. All trainings should be evidence-based, align with the early learning guidelines, and include developmentally appropriate practice concepts.

3.1.2.2 Incorporates knowledge and application of the South Dakota Early Learning Guidelines (where applicable), the South Dakota health and safety standards, and incorporates social and emotional behavior intervention and support models into the training and professional development requirements.

3.1.2.3 Ensures training opportunities are accessible to all providers including those that receive support through the Indian tribes or tribal organizations receiving CCDF.

3.1.2.4 Is appropriate to the extent practicable, for different types of providers including family home and center based; children of different age groups including infants, toddlers, school age children; English Language Learners, children with disabilities, and Native Americans.

3.1.3 Provide training and technical assistance to child care providers on identifying and serving homeless children and their families.

http://www.naeyc.org/GlossaryTraining_TA.pdf

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3.1.4 Ensure that early childhood educator and parent training opportunities incorporate the latest research-informed content on child development, family engagement, developmental screenings and referrals to specialized services, and positive behavioral guidance. Provide training, technical assistance, and referrals to parents seeking information on how to choose care and access developmental screenings and other services that will benefit their children’s development.

3.1.5 Work with child care programs to increase program quality through the use of evidence-based tools such as the Program Administration Scale, Business Administration Scale for Family Child Care, and the Environmental Rating Scales developed by Harms, Cryer and Clifford upon provider request or referral by the licensing agency.

3.1.6 Give priority to referrals received from Child Care Services (CCS) and the Office of Licensing and Accreditation (OLA) for training, coaching and technical assistance for child care providers who need assistance to meet minimum licensing requirements. As these referrals are time-sensitive, the offeror is required to make initial contact with the program within one week from the date the referral was received. The offeror will then work with the child care program to develop an action plan and provide a response to the referent as to how the services will be delivered within two weeks of the referral.

3.1.7 Coordinate and collaborate with other organizations that provide direct services to families and caregivers within the service delivery area or in partnership with neighboring ECE regions and other state level partners to assure services are provided seamlessly across service area boundaries.

3.1.8 Provide outreach and community collaboration that will capitalize on the strengths, talents, and expertise in the service area by providing information and training to practitioners on various subjects such as tax preparation, fire safety, medication administration, etc. when applicable.

3.1.9 Enhance the consumer’s ability to choose quality care by providing education through referral, training, community outreach, public information, etc.

3.2 SD Early Childhood Enrichment (ECE) System Statewide Projects

Through award of this contract, agencies are required to not only deliver services to child care providers, parents and communities on a regional basis, also to work together with neighboring ECE colleagues to ensure comparable services are consistently delivered statewide within the resources available. In doing so, the vendor will be expected to actively participate in the design and implementation of statewide initiatives such as fitCare and special events coordinated and hosted by the SD ECE System. In addition, selected vendors will become a part of ECE system established components such as SD Early Childhood Enrichment (ECE) ECE website (https://sdece.org/) and utilize the ECE system branding.

Provide narrative responses to the following questions, describing the offeror’s experience as it relates to the project:

a. Provide leadership within a group to implement a new system or project.

b. Provide two examples of current collaborative partners and the nature of those partnership(s) or collaborations.

https://sdece.org/

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3.3 Services for Practitioners

3.3.1 Training for Individual Practitioners – The offeror is expected to provide ongoing training and professional development that is accessible to practitioners from a variety of diverse backgrounds. All training offered shall be evidence-based and should provide a progression of professional development opportunities reflecting research and best practice to meet the developmental needs of infants, toddlers, preschool, and school-age children. There are several existing state curriculums for the Offeror to provide and others that will need to be developed based on the needs of the practitioners.

The offeror will be required to implement a variety of training opportunities such as classroom style and e-learning and on-site practitioner technical assistance, coaching and consultation. Training shall address one or more content areas and demonstrate continuity and depth of content understanding. The South Dakota Child Care Licensing Regulations and Pathways to Professional Development Training Areas are located respectively on the following websites: http://dss.sd.gov/childcare/licensing/ and http://dss.sd.gov/childcare/pathwaystopd/.

Training shall also incorporate knowledge and application of the South Dakota Early Learning Guidelines) and social, emotional or behavioral interventions (such as the Pyramid Model) which may include positive behavior intervention and support models (where applicable). Some training/courses may not be offered directly by the ECE; in this instance, the ECE will identify appropriate trainers.

Other evidence-based trainings may be offered as determined by the needs of local practitioners. The content of these training sessions which may use information from focus groups, knowledge-based assessments, observations, self-assessments or checklists, needs assessments, or surveys, focus group recommendations or as suggested by the State. Monthly training calendars are required to be submitted to Child Care Services three months in advance of the training.

Offerors will be required to create a professional development publication that includes information of upcoming trainings through the regional ECE agency, other state, regional and local events for early childhood and school-age providers and articles related to child development.

Agencies will encourage practitioner participation in the Pathways to Professional Development Career Lattice to recognize individuals who actively pursue continuing education and demonstrate commitment to working with children and families.

For more specific information on these training opportunities visit the following website:

https://dss.sd.gov/childcare/pathways.aspx.

1. Delivery of early childhood and school-age care training using evidence-based resources.

2. Marketing of professional development opportunities and ongoing communication with practitioners within a regional service area.

3. Provide access to a continuum of training and professional development for new and experienced child care providers on a wide range of topic areas throughout the identified regional service area.

4. Delivery of training courses via e-learning methods.

http://dss.sd.gov/childcare/licensing/ http://dss.sd.gov/childcare/pathwaystopd/ chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/dss.sd.gov/docs/childcare/Early_Learning_Guidelines.pdf chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/dss.sd.gov/docs/childcare/Early_Learning_Guidelines.pdf https://dss.sd.gov/childcare/pathways.aspx

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3.3.2 Special Initiatives and Services

The ECE System is the state resource for training for early childhood and school-age care practitioners in South Dakota. State agencies such as the SD Department of Health and the SD Department of Education are among those agencies that partner with the SD Department of Social Services, Child Care Services and the ECE System to reach South Dakota early childhood and school-age practitioners.

These partnerships include both short and long-term initiatives that are in addition to the requirements of this RFP. Child Care Services’ will work in collaboration with the ECE System to develop and implement any new initiatives and ensure the availability of appropriate resources. The Offeror will be required to participate in these initiatives.

3.3.3 Improving Program Quality - The Offeror will be required to work with child care programs to increase program quality using various assessment and observational tools upon provider request or referral by the Department of Social Services, Child Care Services and the Office of Licensing and Accreditation (OLA). In addition, work with child care practitioners to develop action plans based on the results of the observations is expected.

3.3.4 Technical Assistance (TA)/Coaching

Early Childhood Enrichment (ECE) programs are expected to provide technical assistance, coaching, and consultation opportunities that are responsive to the needs of child care practitioners. Referrals for TA/coaching for practitioners may be received from licensing referrals or directly from child care programs. Please refer to Section 3.1.1 for definitions of these activities. ECE programs are expected to do direct outreach to individual child care programs and new program directors to promote available ECE services. South Dakota has adopted the practice-based coaching model.

a. Providing technical assistance and coaching to practitioners in the child care and school-age setting.

b. Work with child care programs to increase program quality using research-based tools, coaching, and technical assistance through a variety of efforts including new provider needs, licensing referrals and provider’s individual requests.

3.3.5 Quality Recognition and Information System (QRIS)

The Department of Social Services has contracted with South Dakota State University (SDSU) to design, develop, implement, and evaluate a pilot for the South Dakota's Quality Recognition and Information System (SD-QRIS). SD-QRIS determines the quality criteria and measures that will be used to assist in supporting child care and out-of-school care quality improvement and assist parents in selecting quality child care. It is expected that ECE programs will participate in this pilot and future implementation supporting programs participating in the QRIS with technical assistance and Environmental Rating Scales as scheduled and participating in the Coaching Community of Practice. Selected vendors will be required to promote statewide online, on demand series providing feedback and reflection in class workbooks and coaching as requested to child care providers who attend the classes. Additional information on the SD QRIS Pilot can be found at https://www.sdstate.edu/school-education-counseling-and-human-development/child-and-family-resource-network/south-dakota.

3.4 Proposed Staff Requirements

Early Childhood Enrichment (ECE) agencies must respond to a wide variety of provider questions and concerns. This process may involve problem solving, making educational resources available, https://www.sdstate.edu/school-education-counseling-and-human-development/child-and-family-resource-network/south-dakota https://www.sdstate.edu/school-education-counseling-and-human-development/child-and-family-resource-network/south-dakota

RFP9726 Page 11 of 32 making referrals to other services or providing on-site technical assistance or workshop follow-up training.

Provide narrative responses to the following questions, describing the offeror’s experience as it relates to the project:

a. Minimum hiring requirements ensuring staff have a combination of education and experience to provide the work required under the contract prior to conducting training sessions.

3.5 Consumer Education

To address the diverse needs of children and families in the service area, ECE agencies shall coordinate services and develop collaborations with other state and local agencies. This promotes a seamless system to ensure families have access to information and services to support their children’s development.

Specific consumer education services include, but are not limited to the following:

3.5.1 Assist families in making informed choices when choosing child care in partnership with the Helpline Center.

3.5.2 Connect families with community resources as needed.

3.5.3 Provide opportunities for consumer awareness and education about available services or current events within the agency as it relates to early childhood and youth services.

3.5.4 Provide information on research and best practices for parents and practitioners that support child development such as information about developmental screenings and social-emotional health of children.

3.5.5 Distribute consumer education information to families regarding available services at the state and local level such as Child Care Assistance, Temporary Assistance for Needy Families (TANF), Supplemental Nutrition Assistance Program (SNAP), etc.

3.5.6 Provide child safety seat distribution services for families through the South Dakota Child Safety Seat Program (https://dss.sd.gov/childcare/childsafetyseat/)

3.5.7 Provide regional parenting class series for parents of children birth to three years.

Please see the following website for additional information:

https://dss.sd.gov/childcare/educationalopportunities/.

a. Provide parent access to supports and resources to enhance their ability to support their child’s development.

b. Provide regional expertise in the areas of child development, early childhood and school-age care supporting practitioners, parents and communities.

3.6 Public/Private Partnerships - The Department requires that Early Childhood Enrichment (ECE) Agencies stay apprised of services offered by other human service agencies and that coordination occur with other entities for the provision of services to families, practitioners, and the community to ensure that existing services are not duplicated as described in Section 3.3.

Provide narrative responses to the following questions, describing the offeror’s experience as it relates to the project:

a. Has or plans to coordinate, share expertise, and support activities utilizing community resources and other organizations as related to ECE work.

https://dss.sd.gov/childcare/childsafetyseat/ https://dss.sd.gov/childcare/educationalopportunities/

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b. Provide two more examples of current collaborative partners and the nature of those partnership(s) or collaborations.

3.7 Project Management Plan

The Project Management Plan details the specific tasks and responsibilities of the Early Childhood Enrichment (ECE) agency core services in each of the contract areas. Detailed responses are required as to how the plan will be carried out in the regional service area. A proposed project management plan must be included in your response to this RFP.

Information from the entire proposal response will be considered when awarding contracts for core services.

By submission of the Project Management Plan, the Offeror acknowledges that it will be required to perform according to that plan. The offeror further acknowledges that any necessary substitutions or changes proposed by the offeror are subject to approval of the Department.

3.7.1 At a minimum, the Project Management Plan should include information on:

3.7.1.1 Staffing plan that will address the needs of training, coaching and technical assistance with practitioners.

3.7.1.2 Delivery of comprehensive and accessible training, technical assistance, and coaching supports to practitioners throughout the proposed regional service area.

3.7.1.3 Methodology for annual professional development opportunities including frequency, duration, and level of trainings ensuring that all training reflects current research and best practice information.

3.7.1.4 Selection of training topics and methods for delivery the method of delivery that considering the professional development needs of practitioners.

3.7.1.5 Annual program review process to evaluate program policies, procedures, outcomes and service delivery.

3.7.1.6 Collection of feedback from consumers feedback to measure the quality of services providing any specific examples of what your organization has done to improve existing services.

3.7.1.7 Within the plan, include a description of any processes and strategies the Offeror has designed to identify potential critical problems and how the organization has and will handle these situations. If available, use specific examples of how these challenges were addressed as part of a current or past contract.

3.7.2 Provide the following attachments:

3.7.2.1 Organizational Chart – The offeror is required to provide an organizational chart showing how staff responsibilities will be distributed and lines of authority. Staff positions may be full or part-time, but the number of hours each position will work per week and the role must be noted if known

3.7.2.2 Staff Job Duties – The offeror is required to provide resume for each staff person directly involved in providing ECE services as outlined in Section 3.0. If a position is currently vacant or new, a copy of the proposed job description must be attached.

3.7.2.3 Resume of Program Coordinator – The Program Coordinator is the individual who is accountable for the completion of activities as noted in this RFP.

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3.7.2.4 Sample Training Plan – Attach a sample 3-month training plan/calendar demonstrating how the training and on-site technical assistance model and training programs listed in Section 3.1, 3.2, and 3.3 will be implemented to provide training and technical assistance. The plan must include at a minimum the title of training, training location, class times and method of delivery.

3.8 Program Reporting

The Early Childhood Enrichment (ECE) agency is required to consistently track data related to the funded services provided. The ECE agency will be required to complete a monthly program report, financial reports, and an annual statistical reports. Training, technical assistance, and coaching data will be collected in the South Dakota Early Childhood Enrichment System for Technical Assistance, Referral and Training (SD ECE START) which is the systemwide data tracking program for the SD ECE System work.

Reporting requirements will also require the Offeror to 1) conduct student pre and post surveys for each class offering to measure knowledge gain, and 2) adhere to an established process to gather information on technical assistance outcomes that measure the behavior change of putting knowledge into practice. In addition, the agency will be required to provide additional data regarding program service delivery upon request by Child Care Services.

3.9 Program Responsibilities and Expectations – By signing and submitting the proposal, the offeror acknowledges and assures that the agency can meet the program responsibilities and expectations outlined in Attachment C.

4.0 PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

4.1 Provide the following information related to at least two previous and current service/contracts performed by the offeror’s organization which are similar to the requirements of this RFP. If the agency is currently contracted with the Department of Social Services, Child Care Services, the Department may be used as one of the two references. Provide this information as well for any service/contract that has been terminated, expired or not renewed in the past three years:

a. Name, address and telephone number of client/contracting agency and a representative of that agency who may be contacted for verification of all information submitted;

b. Dates of the service/contract; and

c. A brief, written description of the specific prior services performed and requirements thereof.

If your agency does not have two current or previous contracts similar to the requirements of this RFP, please indicate that in your response. The Department of Social Services, Child Care Services reserves the right to contact the agencies listed in the Offeror’s response for additional information regarding the service/contract.

4.2 The offeror must detail examples that document their ability and proven history in handling special project constraints.

4.3 The offeror must describe their proposed project management techniques.

4.4 The offeror is cautioned that it is the offeror's sole responsibility to submit information related to the evaluation categories and that the State of South Dakota is under no obligation to solicit such information if it is not included with the proposal. The offeror's failure to submit such information may cause an adverse impact on the evaluation of the proposal.

4.5 Offeror's Contacts: Offerors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, RFP9726 Page 14 of 32 the evaluation, etc. to the point of contact of the buyer of record indicated on the first page of this RFP. Offerors and their agents may not contact any state employee other than the buyer of record regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Offerors and their agents who have questions regarding this matter should contact the buyer of record.

4.6 The offeror may be required to submit a copy of their most recent independently audited financial statements.

4.7 Proposals will not be accepted for the following reasons:

• Not received on time.

• Incorrectly addressed or labeled.

• Not signed by the proposer.

If an offeror’s proposal is not accepted by the State, the proposal will not be reviewed/evaluated.

5.0 PROPOSAL RESPONSE FORMAT

5.1 Only a PDF copy shall be submitted.

5.1.1 As outlined in section 1.4 “SUBMITTING YOUR PROPOSAL” proposals shall only be submitted electronically via SFTP.

5.1.2 The proposal should be page numbered and should have an index and/or a table of contents referencing the appropriate page number.

5.2 All proposals must be organized and have a separator page between each the following headings. The separator page should have the heading names on it.

5.2.1 RFP Form. The State’s Request for Proposal form completed and signed.

5.2.2 Executive Summary. The one or two page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary. Proprietary information requests should be identified in this section.

5.2.3 Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

5.2.3.1 A complete narrative of the offeror's assessment of the work to be performed, the offeror’s ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror's understanding of the desired overall performance expectations.

5.2.3.2 A specific point-by-point response, in the order listed, to each requirement in the

RFP as detailed in Sections 3 and 4. The response should identify each requirement being addressed as enumerated in the RFP.

5.2.3.3 A clear description of any options or alternatives proposed.

5.2.4 Cost Proposal. Cost will be evaluated independently from the technical proposal.

Offerors may submit multiple cost proposals. All costs related to the provision of the required services must be included in each cost proposal offered.

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See section 7.0 for more information related to the cost proposal.

6.0 PROPOSAL EVALUATION AND AWARD PROCESS

6.1 After determining that a proposal satisfies the mandatory requirements stated in the Request for Proposal, the evaluator(s) shall use subjective judgment in conducting a comparative assessment of the proposal by considering each of the following criteria listed in order of importance:

6.1.1 Specialized expertise, capabilities, and technical competence as demonstrated by the proposed approach and methodology to meet the project requirements;

6.1.2 Proposed project management techniques;

6.1.3 Resources available to perform the work, including any specialized services, within the specified time limits for the project;

6.1.4 Record of past performance, including price and cost data from previous projects, quality of work, ability to meet schedules, cost control, and contract administration;

6.1.5 Availability to the project locale;

6.1.6 Ability and proven history in handling special project constraints;

6.1.7 Familiarity with the project locale and;

6.1.8 Cost proposal.

6.2 Experience and reliability of the offeror's organization are considered subjectively in the evaluation process. Therefore, the offeror is advised to submit any information which documents successful and reliable experience in past performances, especially those performances related to the requirements of this RFP.

6.3 The qualifications of the personnel proposed by the offeror to perform the requirements of this RFP, whether from the offeror's organization or from a proposed subcontractor, will be subjectively evaluated. Therefore, the offeror should submit detailed information related to the experience and qualifications, including education and training, of proposed personnel.

6.4 The State reserves the right to reject any or all proposals, waive technicalities, and make award(s) as deemed to be in the best interest of the State of South Dakota.

6.5 Award: The requesting agency and the highest ranked offeror shall mutually discuss and refine the scope of services for the project and shall negotiate terms, including compensation and performance schedule.

6.5.1 If the agency and the highest ranked offeror are unable for any reason to negotiate a contract at a compensation level that is reasonable and fair to the agency, the agency shall, either orally or in writing, terminate negotiations with the contractor. The agency may then negotiate with the next highest ranked contractor.

6.5.2 The negotiation process may continue through successive offerors, according to agency ranking, until an agreement is reached or the agency terminates the contracting process.

6.5.3 Only the response of the vendor awarded work becomes public. Responses to work orders for vendors not selected and the evaluation criteria and scoring for all proposals

RFP9726 Page 16 of 32 are not public. Vendors may submit a redacted copy with the full proposal as stated in Section 1.12 Proprietary Information. SDCL 1-27-1.5 and See SDCL 1-27-1.5 and 1-27- 1.6.

7.0 COST PROPOSAL

Cost will be evaluated independently from the technical proposal. Offerors may submit multiple cost proposals. All costs related to the provision of the required services must be included in each cost proposal offered.

The budget proposal and budget narrative justification forms for requesting all funding needed to provide the services described in this Request for Proposal have been provided separate from the RFP document. These are included in one document with separate tabs for each form.

An explanation for all funding listed under the “Agency Match” column must accompany the program budget form. This must include income that will be received from class fees, and any other grant funding (i.e. United Way, etc.) that will be used toward activities supported by this contract.

Early Childhood Enrichment (ECE) programs may collect minimal class fees to offset program expenses. All income from class fees is required to be used to offset costs such as materials, books, supplies, and other miscellaneous costs with service delivery. All fees charged must be consistent with those charged by ECE agencies statewide.

DSS will provide scholarships to cover the cost of Certified CPR training delivered by the ECE agency to state registered and licensed child care providers to assist them in…