RFP_FINAL--MNP20_Strategic_Planning_-_04212025.docx

State of Minnesota Minnesota Office of Higher Education

REQUEST FOR PROPOSAL

Minnesota P-20 Education Partnership Strategic Planning 2000016955 Date Posted: Monday April 21, 2025

· Responses must be received not later than 2:00 P.M. Central Time, Tuesday May 20, 2025

· Late responses will not be considered

Minnesota’s Commitment to Diversity and Inclusion The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities. Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651-296-2600 or go to the Office of Equity in Procurement home page, at www.mn.gov/admin/oep.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal. Please note the security changes below that may impact responders from submitting a timely response.

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on October 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi-Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours of 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

TABLE OF CONTENTS

Solicitation Content

Solicitation Attachments

· Attachment A: Responder Declarations

· Attachment B: Exceptions to State's Terms and Conditions

· Attachment C: Cost Detail

· Attachment D: Responder Forms

· Veteran-Owned Preference Form

· Workforce Declaration Page

· Attachment E (MNP20 Theory of Change overview document)

Sample Contract

· Exhibit A: Contract Terms

· Exhibit B: Insurance Requirements

· Exhibit C: Specifications, Duties, and Scope of Work

· Exhibit D: Pricing

· Exhibit E: Optional if Needed

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact person for questions is:

Catherine Seurer, Contracts Coordinator Catherine.seurer@state.mn.us Questions should be emailed to the contact by 2 p.m. Central Time, Friday May 2, 2025.

Other personnel are not authorized to answer questions regarding this Solicitation.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 6, Conditions of Offer.

SECTION 2 – SUMMARY OF SCOPE

Procurement Overview and Goals.

The Minnesota P-20 Education Partnership (“MNP20” or “the partnership”), a multi-sector, independent coalition of statewide education and workforce development leaders, requests proposals for the creation of a five-year strategic plan (July 2026-June 2031) that will determine the partnership’s current priorities and key activities.

MNP20’s mission is to collaborate across sectors to increase equitable education access and supports, enhance lifelong learning opportunities, and improve outcomes for every Minnesotan (review MNP20 mission, vision, and commitments here: https://www.ohe.state.mn.us/mPg.cfm?pageID=2576). The organizational members of the partnership are:

Rev. 07.01.2024 Rev. 07.01.2024 Page 17 of 18

· Association of Metropolitan School Districts

· Education Minnesota

· Education Partnerships Coalition

· Greater Twin Cities United Way

· MINNDEPENDENT

· Minnesota Association for the Education of Young Children

· Minnesota Association of Charter Schools

· Minnesota Association of Colleges for Teacher Education

· Minnesota Association of School Administrators

· Minnesota Association of Secondary School Principals

· Minnesota Business Partnership

· Minnesota Chamber of Commerce

· Minnesota Department of Children, Youth, and Families

· Minnesota Department of Education

· Minnesota Department of Employment and Economic Development

· Minnesota Early Childhood Longitudinal Data System

· Minnesota Education Equity Partnership

· Minnesota Elementary School Principals Association

· Minnesota House of Representatives

· Minnesota Office of Higher Education

· Minnesota Private College Council

· Minnesota PTA

· Minnesota Senate

· Minnesota State Colleges and Universities

· Minnesota Statewide Longitudinal Education Data System

· Tribal Nations Education Committee

· University of Minnesota

Based on the partnership’s newly adopted mission, vision, commitments, and theory of change (Attachment E), and in alignment with the State of Minnesota’s legislatively adopted educational attainment goal, the selected contractor (“contractor”) will work closely with the MNP20 Executive Director (and other staff as directed), MNP20 Executive Committee (Commissioner of the Minnesota Office of Higher Education, Deputy Commissioner of the Minnesota Department of Education, Senior Vice Chancellor for Academic and Student Affairs for Minnesota State Colleges & Universities, and Vice Provost and Dean of Undergraduate Education for University of Minnesota), and Strategic Planning Task Force (consisting of MNP20 members, with specific participants to be determined) to lead and manage the planning process from start to finish. The contractor will also interact with the MNP20 Data Use and Capacity committee to set the metrics within the final plan. While the contractor will interact with other MNP20 members and invested parties, the aforementioned individuals and groups will comprise the contractor’s main points of contact throughout the duration of the project, with the Executive Director serving as the primary contact.

The contractor will gather broad input, conduct a benchmarking analysis, summarize findings, facilitate the creation of strategic plan content, draft and design the final plan, and present the final document to the partnership. The contractor will ultimately produce two ADA compliant Microsoft Word (or other editable format) reports—one full strategic plan and one shorter summary document.

Preferred Qualifications and Experience The contractor should have the following qualifications and experience:

· Experience leading complex planning projects in education/education policy

· Experience working with large, multi-stakeholder groups on public-facing projects – this project is particularly unique in that stakeholders are a variety of public and private entities, organizations, agencies, and legislative representatives, needing to collaborate on developing a shared plan while also striving to meet their own distinct goals and visions

· Strong organizational skills, communication skills, and experience facilitating complex, challenging conversations while leading diverse groups towards shared outcomes

· Expertise synthesizing large amounts of input, feedback, and data and developing succinct goals, priorities, and actions from the information and input Sample Tasks and Deliverables.

The contractor’s duties may include, but is not limited to, the following:

· Phase 1: Level-setting

· Become knowledgeable about MNP20 by reviewing documentation (which will be provided) and conducting one virtual meeting with the Executive Director (ED).

· Meet virtually with the MNP20 Executive Committee (EC) to provide a process overview, set objectives, and to review deliverables.

· Facilitate a virtual orientation meeting for the MNP20 Strategic Planning Task Force, providing a document outlining an overview of the process and defining roles and responsibilities.

· Phase 2: Information Gathering and Benchmarking

· Gather input on issues, opportunities, and priorities from MNP20 members and their organizations/agencies, as well as any additional key stakeholders identified by the ED or EC.

· Research and summarize current trends in P-20 strategic planning by reviewing strategic plans and current initiatives from four to five comparable P-20s in other states (contact information will be provided).

· Identify high-impact practices for P-20-type partnerships based on current research and recommendations from the field (e.g., from national organizations such as Education Commission of the States, Lumina Foundation, Jobs for the Future, etc.)

· Provide a written summary of findings to the MNP20 Strategic Planning Committee and MNP20 Executive Committee.

· Phase 3: Content Development and Feedback

· Lead the MNP20 Strategic Planning Task Force, via virtual meetings, in drafting priorities for the strategic plan, developed in part based on the data collected in the information gathering and benchmarking phase. Revise based on feedback from the EC.

· Work via virtual meeting(s) with the MNP20 Data Use and Capacity Committee to develop top-level success metrics that will be used to benchmark and monitor progress of the priorities.

· Work via virtual meeting(s) with the MNP20 Strategic Planning Task Force to develop and draft the specific activities MNP20 will complete under each of the priorities over the five-year period of the plan. Revise based on feedback from the EC.

· Invite and gather feedback on the draft priorities, metrics, and activities from all MNP20 members. Work via virtual meeting(s) with the MNP20 Strategic Planning Task Force to revise based on the input received.

· Phase 4: Final Production and Presentation

· Draft final strategic plan documents (a full plan and a one to two-page summary document).

· Gather final feedback on the draft plan from the MNP20 Strategic Planning Task Force and MNP20 Executive Committee. Make final revisions with the ED, then complete graphic design, layout, and production of final document. Both documents must meet state accessibility/ADA requirements as directed by the Minnesota Office of Higher Education communications staff and must be delivered in a Microsoft Word or other editable format.

· Present final draft to MNP20 members at a virtual meeting.

· Deliverables

· Process overview document for the MNP20 Strategic Planning Task Force

· Written summary of results from information gathering and benchmarking

· Draft priorities

· Draft metrics

· Draft activities

· Draft final strategic plan

· Final strategic plan document and one-to-two-page summary of plan The State may require the contractor to coordinate and collaborate with other vendors that may be engaged by the State for work related to the P-20 Education Partnership. This may include, but is not limited to, information sharing, joint planning, or other activities necessary to ensure consistency, efficiency and quality across related efforts. The State will determine when such coordination is necessary and will work with the contractor to define expectations and clarify roles and responsibilities as appropriate.

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

1. Anticipated Contract Term.

The term of this contract is anticipated to be from July 2025 to June 2026, with the option to extend up to an additional three months. The State reserves the right to extend this contract up to a total of five years if it is determined to be in the best interest of the State.

Question and Answer Instructions.

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

Additional Tasks or Activities.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

Subcontracting.

Responders may propose the use of subcontractors to perform portions of the work described in this solicitation. The State prefers proposals that include the use of certified Targeted Group, Economically Disadvantaged, or Veteran Owned (TG/ED/VO) vendors as subcontractors. Responders proposing such subcontracting arrangements may receive additional consideration during the evaluation process.

Responders may review the list of Certified TG/ED/VO vendors on the Office of State Procurement website: https://mn.gov/admin/osp/government/procuregoodsandgeneralservices/tgedvo-directory/. For additional information on the State of Minnesota’s Certified Small Business Procurement Program, go to the Office of Equity in Procurement website: https://mn.gov/admin/business/vendor-info/oep/sbcp/.

SECTION 4 – PROPOSAL CONTENT

Please submit the following information:

Work Plan. Responder should provide a description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. The work plan should demonstrate the responder’s understanding of MNP20’s mission, vision, and commitments, and the theory of change that guide its work, and incorporate this understanding into the responder’s proposed approach to ensure alignment with MNP20’s strategic direction. Responder should clearly identify if it proposes to subcontract any work in this project, and indicate if any proposed subcontractor is a Certified TG/ED/VO vendor as detailed above in Section 3, clause 4. This document should NOT list cost detail. If cost detail is included in this document, the State may disqualify the proposal as non-responsive. Responder should provide a statement of the objectives, goals, and tasks to show or demonstrate the Responder's view and understanding of the nature of the contract, and what makes the Responder uniquely suited for this work.

Qualifications and Experience. Responder should provide an outline of background and experience with examples of similar work done by the Responder, in particular highlighting any examples related to the Preferred Qualifications and Experience in Section 2; organizational strategic planning; and work on high visibility, statewide or federal projects. Responder should also provide a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses, or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the response that personal contact information is being provided.

Work Samples. Responder must provide two work samples. Work samples should reflect the quality of the deliverables that Responder will provide to the State. Work samples are ideally very similar to the services being requested in this RFP.

Diversity, Equity, and Inclusion. The following are MNP20’s specific commitments to equity:

· Prioritizing and embedding efforts to strengthen equitable systems and outcomes across learning environments, in actionable and measurable ways; and

· Advocating for education and workforce development solutions that center historically excluded and marginalized populations.

Responder should provide a description of how it will integrate an equity-based approach into the work outlined in this project. Provide examples, if any, of past projects where Responder incorporated diversity, equity and inclusion principles in its services or approach to projects. Responder may include additional information such as: how Responder’s policies and practices promote diversity, equity, and inclusion; a demographic breakdown; and any other information pertinent to efforts in this area.

Cost Detail. Complete and submit Attachment C, “Cost Detail,” attached to this solicitation.

Submit all requested documentation, including, but not limited to, the following documents:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State's Standard Terms and Conditions

3. Attachment C: Cost Proposal

4. Attachment D: Responder Forms

a. Veteran-Owned Preference Form

b. Workforce Declaration Page

5. Work samples

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted in three phases:

Phase 1 - Review responses for responsiveness and pass/fail requirements Phase 2 - Evaluate responses Phase 3 - Select finalist(s)

1. Phase 1 – Responsiveness and Pass/Fail Requirements The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

· Responses must be received by the due date and time specified in this RFP.

· Responses must include at least two work samples.

Phase 2 - Evaluate Responses Only those responses found to have met Phase 1 criteria will be considered in Phase 2.

The factors and weighting on which responses will be evaluated are:

Preference points are described under Solicitation Terms and will be applied to the total score after points have been awarded.

Phase 3 - Select Finalist(s) Only those responses that have been evaluated under Phase 2 shall be eligible for Phase 3.

The State will make its selection based on best value, as determined by this evaluation process. The State reserves the right to pursue negotiations on any exception taken to the State’s standard terms and conditions. In the event that negotiated terms cannot be reached, the State reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the State deems appropriate. If the State anticipates multiple awards, the State reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed by June 2025.

SECTION 6 – SOLICITATION TERMS

1. Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

Data Security - Foreign Outsourcing of Work is Prohibited All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

Rights Reserved The State reserves the right to:

· Reject any and all responses received;

· Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

· Negotiate with the highest scoring Responder[s];

· Terminate negotiations and select the next response providing the best value for the State;

· Consider documented past performance resulting from a State contract may be considered in the evaluation process;

· Short list the highest scoring Responders;

· Require Responders to conduct presentations, demonstrations, or submit samples;

· Interview key personnel;

· Request a best and final offer from one or more Responders;

· The State reserves the right to request additional information; and

· The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

Samples and Demonstrations Upon request, Responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the Responder’s expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the Responder.

Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

Trade Secret Information Responders must not submit as part of their response trade secret material, as defined by Minn. Stat. § 13.37.

In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the State as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.296.2600.

Reciprocity State shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.

image1.jpeg