RFP for Elementary Literacy Adoption 12.21.23.pdf

Vendor’s Competitive Bid Request

To Whom It May Concern, Our school is accepting competitive bids from vendors for the item(s)/service(s) as detailed below. Please accept this letter as a request for your company to participate in the bid process. All interested vendors should email me their intent to submit a bid within seventeen (17) business days of the date of this letter to be considered. Failure to respond within seventeen (17) business days will indicate your lack of desire to participate in the competitive bid process. All written bids will be required to be e-mailed to me by 4:00 p.m. EST on February 2, 2024 to be considered. I can be contacted at the information below if you have any questions. Thank you for your consideration.

Sincerely, Theresa Yeck, Coordinator of Curriculum and Instruction tyeck@battlecreek.k12.mi.us

Today’s Date: December 21, 2023

Deadline To Submit Interest:

January 12 @ 4:00 PM EST

Deadline To Submit Written Bid by Email:

February 2 @ 4:00 PM EST

School’s Name:

Battle Creek Public Schools

School’s Address:

3 West Van Buren

Battle Creek, MI 49017

Contact’s Phone #:

269-924-1894

Details Of Requested Bid

Request for Proposal: Elementary K-5 Literacy Program RFP

Release Date: December 21, 2023

Deadline for submitting bid: February 2, 2024 @ 4:00 PM EST

Who Are We?

Battle Creek Public Schools (BCPS) is a school district located in Battle Creek, Michigan. The district serves a diverse student population of over 4,500 students across various grade levels. BCPS is committed to providing a world-class education for every student, regardless of background or challenges.

The district faces a number of challenges, including demographics and academic disparities that mirror those of larger urban areas. More than 70% of the student population qualifies for free/reduced lunch, over 50% of the students belong to minority groups, and more than half of the students come from single-parent or no-parent households. Truancy rates are also a significant challenge, being five times higher in BCPS compared to neighboring districts.

Despite these challenges, BCPS remains committed to its students' success. The district prioritizes evidence-based teaching methodologies proven to be effective with diverse learners. To further this commitment, BCPS is seeking to enhance its

Language Arts Reading Program and ensure it aligns with the district's dedication to providing every student with a top-notch education.

BCPS believes that by enhancing its Language Arts Reading Program, it can equip its students with the essential reading skills and literacy foundation they need to thrive in all aspects of life. The district is inviting the community to learn more about

BCPS and its commitment to its students.

Project Overview:

BCPS invites proposals for a comprehensive K-5 Language Arts Reading Program that caters to diverse learners, including

English Language Learners, students with disabilities, and those in need of further enrichment. The selected program will contribute to BCPS's objective of providing a guaranteed and viable curriculum, aligned with academic standards, and fostering student success.

Proposal Requirements:

Materials Requested: Language Arts Reading Curriculum for Grades K-5

● Student core instructional materials (books, consumables and online resources)

● Teacher editions for all instructional materials (hard copy and digital)

● Ancillary materials encompassing assessments, enrichment software, etc.

● Replacement materials for consumables and commonly lost or damaged items

Requirements for Provided Materials:

● Include a unified and coherent K-5 Language Arts Reading curriculum

■ Unit Planning Organizers

■ Assessment Calendar

■ Scope and Sequence

● Alignment with Michigan's Academic Standards for English Language Arts

● Focus on Essential Skills specific to each grade level

● Support for Language Arts practices within each grade level

● Catering to diverse learners' needs, including those learning English, students with disabilities, and enrichment needs

● Assessment plan for Benchmark, Formative and Progress Monitoring (standards aligned)

● Detailed support plan (professional development plan) for educators implementing the materials, including recommended scope and sequence and strategies for differentiated instruction

● Plan for integration of technology (software, applications, extensions) that is compliant with FERPA regulations.

■ FERPA compliance for student data.

■ Preferred rostering via Clever.

■ Chromebook compatibility in Google Space.

Additional Requirements:

● Full menu of implementation services (training, professional development, consultation with district officials, etc.) available to support BCPS's continued success in utilizing the provided materials.

■ Written plan for ongoing professional development and coaching for 3 years.

■ Professional Development available for BCPS Administrators and Coaches prior to Fall school year between August 5 and August 23, 2024, with exact dates to be determined.

■ Professional Development available for BCPS teachers for effective implementation prior to Fall school year between August 5 and August 23, 2024, with exact dates to be determined based on negotiated contract.

■ Specifics on professional development sessions for teachers, principals, and instructional coaches

● Written plan for delivery of materials pre-sorted by building, grade level and individual teacher.

● Written details of a typical ordering and distribution process for initial order and replacement materials.

Timeline:

Submission deadline: February 2, 2024

Presentation to BCPS adoption team: February 12, 2024 - March 1, 2024 (Four publishers invited)

Staff and community open house: April TBD, 2024 (Two publishers invited)

Note: Dates are subject to change

Organizational Qualifications:

Past Performance: Demonstrated success working with diverse urban districts and case studies of successful partnerships.

Alignment with Standards: Ability to showcase alignment with the Common Core State Standards.

Research Validation: Provide research evidence validating the effectiveness of the proposed program.

Change Management Capabilities: Past experiences in resolving challenges post-curriculum adoption.

References: Contact information for officials in three districts using the vendor's services aligned with Common Core or similar standards.

Selection Criteria:

The successful offer will be chosen based on:

● Ability to meet proposal requirements (50%)

● Organizational Qualifications (25%)

● Price Proposal (25%)

Submission Requirements:

Electronic response to Theresa Yeck at tyeck@battle-creek.k12.mi.us and Wes Seeley at wseeley@battle-creek.k12.mi.us by

4pm on February 2nd.

The Technical Proposal Should Include:

● Executive Summary (Optional): Brief description aligning vendor's philosophy with BCPS's goals (up to six pages).

● Detailed Description: Respond to each requirement listed under "Proposal Requirements."

Price Proposal:

The price proposal should include the prices for all materials for the following estimated student counts in each of the grades listed below for 1 year. Additionally, a daily rate for any and all consultants, along with the number of days included in the proposal, should be included.

Grade Estimated Number of Students Estimated number of teachers

Kindergarten 310 students 14 teachers

First 300 students 14 teachers

Second 325 students 15 teachers

Third 280 students 14 teachers

Fourth 305 students 13 teachers

Fifth 280 students 11 teachers

SPED K-2 Resource Room 7 teachers (teacher edition only)

SPED K-5 Resource Room 10 teachers (teacher edition only)

ESL K-2 3 teachers (teacher edition only)

ESL 3-5 2 teachers (teacher edition only)

ESL K-5 2 teachers (teacher edition only)

This RFP outlines BCPS's requirements for an elementary K-5 Language Arts Reading Program. Interested vendors are encouraged to submit comprehensive proposals meeting the specified criteria.

Contingency BCPS reserves the right to consider additional needs and services identified by vendors or BCPS which were not originally included in the RFP, but relate to its original intent.

Intellectual Property

BCPS is the sole owner of all content and materials developed under this RFP. BCPS retains distribution rights to all content and materials to exercise as it deems necessary.

Proposal Requirements

Given the collaborative nature of the contractual work, all applicants must have demonstrated the ability to work seamlessly with teams to identify and leverage knowledge and resources. This section details the submission documents that are expected to be transmitted by the applicant to BCPS in response to this RFP. The submission will become the basis on which BCPS will judge the applicant's ability to perform the required services as laid out in the RFP. The proposal must communicate an understanding of the scope and deliverables of the RFP, describe how the tasks are to be performed, and identify potential problems in meeting the deliverables as well as methods to identify and solve such problems.

Proposal Submission

Email electronic copies of the proposals and work samples to Theresa Yeck at tyeck@battlecreek.k12.mi.us.

Please label clearly and submit each of the documents and work samples separately. The proposal must be received by

February 2, 2024 by 4:00 PM EST.

If submitting hard copies, please ensure each of the documents are enclosed in separate envelopes that are clearly labeled. A print version may be US Mailed or delivered to:

ATTN: Theresa Yeck

Battle Creek Public Schools

Administration Building

3 Van Buren West

Battle Creek, MI 49017

Questions about this RFP should be submitted in writing to Theresa Yeck at:

tyeck@battle-creek.k.12.mi.us on or before January 19, 2024 by 4:00 PM EST. A response can be expected on or before

January 26, 2024 at 5:00 PM EST.

Please use the subject line Elementary K-5 Literacy Program RFP on all communications.

Timeline: RFP Process Schedule

Activity Date

Release of RFP December 21, 2024

Deadline to Submit Interest January 12, 2024

Questions Submitted January 19, 2024

Responses to Questions Sent January 26, 2024 mailto:tyeck@battlecreek.k12.mi.us

Proposal due February 2, 2024

Applicants notified of status/next steps by April 12, 2024

RFP Award Announced by May 31, 2024

Selection Criteria Selection of Contractor will be based on the following criteria:

● Contractor’s commitment to Work Scope

● Narrative response describing the Contractor’s competence to perform the required services as indicated by the training, education and experience of the Contractor’s personnel, especially the training, education, and experience of the employee(s) who would be assigned to perform the services

● Narrative response describing how Contractor would use its expertise to meet the deliverables and objectives outlined in the RFP

● Evidence of successful implementation of services similar to those outlined in this RFP and provided within the last

12 months

● Sample plans and ability to meet goals of project

● A demonstrated familiarity with the Battle Creek, MI community, its history, current challenges and how the work in

BCPS will impact its future success

● References: Past performances as reflected by the projects for previous clients with respect to factors such as control of costs, quality of work and meeting of deadlines; and other similar factors.

● Overall cost of products/services

Additional considerations:

● At its discretion, BCPS is not required to select the Contractor that submits the lowest cost proposal for providing the services. Instead, BCPS intends to select the Contractor submitting the proposal deemed by the BCPS to be in BCPS’ best interest.

● In making its selection, BCPS may consider any other information, including information not requested in this RFP or not included in the proposals received.

● In the event BCPS is unable to negotiate a satisfactory contract with the top ranked Contractor, BCPS may terminate negotiations with that Contractor and enter into negotiations with the Contractor submitting the proposal ranked next best.

● In the event that BCPS or the contractor determines it is in the best interest to sever the partnership, either party may do so with 60 days written notice prior to separation of relationship.

● In the event that the needs of the district change over the course of the contract, the specifications of said contract may be renegotiated at any time.

● In the event that the needs of the district change over the course of the contract, the specifications of said contract may be renegotiated to meet the district’s needs.

Notification

All applicants will receive notification of the awarded contract by May 31, 2024.

Notification will be sent to the primary contact by email.

Battle Creek Public Schools reserves the right to modify partnership requirements based on funding changes and/or change in district needs.

The District requires that the following attached disclosures are completed: Familial Relationship and Iran Economic

Sanctions Act.

Battle Creek Public School reserves the right to reject any and all proposals where the contractor fails to meet the terms and conditions of the RFP including standards, specifications, requirements, and cost limitations as specified in the RFP.

Submissions to Battle Creek Public Schools will be subject to the Freedom of Information Act in accordance with Federal

Law.

The Battle Creek Board of Education reserves the right to reject any or all bids, as well as waive any irregularities and to accept the bid that meets its requirements most satisfactorily.

BATTLE CREEK PUBLIC SCHOOLS

Communications Services

DISCLOSURE STATEMENT – FAMILIAL RELATIONSHIP

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner and any employee of the vendor/contractor and any member of the Battle Creek Public Schools Board of Education or the Battle

Creek Public Schools Superintendent must be accompanied with the bid/proposal.

Bids and Proposals without this disclosure statement will not be accepted.

The members of the Battle Creek Public Schools Board of Education are: Catherine LaValley, Kyra Wallace, Patty Poole-Gray, Nicole Perry, Art McClenney, Nathan Grajek and Charlie Fulbright. The Battle Creek Public Schools Superintendent is Kimberly

Carter.

□ The following are the familial relationship(s):

Owner/Employee Name Related to: Relationship

1. ________________________________________________________________

2. ________________________________________________________________

3. ________________________________________________________________

4. ________________________________________________________________

Attach additional pages if necessary to disclose all familial relationships.

□ There are no familial relationships that exist between the owner and any employee of the vendor/contractor and any member of the Battle Creek Public Schools Board of Education or the Battle Creek Public Schools Superintendent.

The undersigned, the owner or authorized representative of bidder (insert name) ______________________does hereby represent and warrant that the disclosure statements herein contained are true.

Signature of Bidder Representative

Print Name

Title

STATE OF ________________)

) ss

COUNTY OF ______________)

This instrument was acknowledged before me on the _____ day of ________________, _______, by

________________________________________ , Notary Public _________________County, _______________ (State)

My commission expires: ____/____/____ Acting in the County of: _____________

BATTLE CREEK PUBLIC SCHOOLS

Communications Services

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner and or authorized officer of the below named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the Battle Creek Public Schools, (the “School District”) Request For Proposals

Communications Services, (the “RFP”), hereby certifies, represents and warrants that the Contractor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economics Sanctions Act, Michigan

Public Act No. 517 of 2012 (the “Act”), and that in the event Contractor is awarded a contract as a result of the aforementioned

RFP, the Contractor will not become an “Iran linked business” at any time during the course of performing the Work or any services under the contract.

The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine.

Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date that it is determined that the person has submitted the false certification.

CONTRACTOR:

Name of Contractor

Name of Representative

Title

Date

STATE OF _____________)

) ss

COUNTY OF ______________)

This instrument was acknowledged before me on the _____ day of ________________, _______, by

________________________________________ , Notary Public _________________County, _______________ (State)

My commission expires: ____/____/____ Acting in the County of: _____________