RFP_PUR-25-061_Enrichment_Services_Final.pdf

DeNerika Johnson | denerika.johnson@pgcps.org

13300 Old Marlboro Pike | Upper Marlboro, MD 20772 | 301-952 6560

RFP PUR-25-061 OFFICE OF COMMUNITY SCHOOLS ENRICHMENT SERVICES

REQUEST FOR PROPOSAL

OFFICE OF COMMUNITY SCHOOLS ENRICHMENT SERVICES

ISSUED BY:

The Department of Purchasing & Supply Services Attention: Garland Anderson, Sr. Procurement Specialist

RFP NUMBER:

RFP PUR-25-061

RELEASE DATE:

April 10, 2025

QUESTIONS DUE DATE:

PRE-PROPOSAL MEETING:

April 16, 2025 @ 2:00 P.M., EST.

Not Applicable

PROPOSAL DUE DATE:

May 12, 2025 @ 2:00 P.M., EST.

DIRECT INQUIRIES TO PROCUREMENT: Garland.Anderson@pgcps.org Sharon.etherly@pgcps.org PSSD.Procurement@pgcps.org

To All Prospective Offerors:

Prince George’s County Public Schools (PGCPS) is soliciting proposals from qualified vendors for the PGCPS Office of Community Schools for Enrichment Services.

A virtual pre-proposal conference will Not be held.

Solicitation Documents may be obtained by:

● Download the solicitation by accessing the Prince George’s County Public School Board’s website at the following link: https://offices.pgcps.org/purchasing/bids.aspx

● Download the solicitation by accessing eMaryland Marketplace link: https://ebidmarketplace.com/

Please respond according to the instructions provided in the RFP. Offerors are cautioned not to make changes to any of the terms and conditions or specifications in this solicitation, doing so may render an Offeror’s Proposal unacceptable and subject to rejection.

The Department of Purchasing & Supply Services is not responsible for information obtained from sources outside the Prince George’s County Purchasing Office, including downloads from the County web-site. Offerors are directly responsible for obtaining updates, changes or addendums either from the updated web-page or by contacting the Purchasing Office for instruction. If the Offeror has questions, they must be in writing and directed to the procurement contacts specified. Failure to adhere to this requirement may subject the Offeror to immediate disqualification.

mailto:denerika.johnson@pgcps.org mailto:Garland.Anderson@pgcps.org about:blank mailto:PSSD.Procurement@pgcps.org https://offices.pgcps.org/purchasing/bids.aspx https://ebidmarketplace.com/

1. PART I: INTRODUCTION AND BACKGROUND

The Board of Education of Prince George’s County (The Board) serves the needs of public education in Prince George’s County, covering approximately 1,789 square miles, with a residential population of more than 904,430. Prince George's County Public Schools (PGCPS), one of the nation's 20th largest school districts, has 208 schools and centers, has approximately 131,657 students and nearly 22,000 employees and an annual operating budget of $2.3 billion.

The school system serves a diverse student population from urban, suburban and rural communities located in the Washington, DC suburbs. PGCPS is nationally recognized for college and career-readiness programs that provide students with unique learning opportunities, including dual enrollment and language immersion. The Central administration headquarters is located at 14201 School Lane, Upper Marlboro, Maryland.

2. PURPOSE

The Board of Education of Prince George’s County (The Board) is issuing this Request for Proposal (RFP) to provide PGCPS Office of Community Schools for Enrichment Services as defined in Part III, Scope of Work. These services are to be performed principally for the Office of Community Schools for Enrichment Services however services may be requested by other Departments within the Prince George’s County Public School system.

3. SUMMARY OF SERVICES

PGCPS requires a comprehensive enrichment service program that includes but is not limited to:

● Provide a minimum of two to three weekly enrichment sessions either before, during or after school, [inclusive of Saturdays] enrichment services to K-12 students.

● Provide enrichment services to all PGCPS student populations (General Education, Students with Disabilities, English Language Development, etc.).

● List of potential enrichment activities to be offered (i.e., STE[A]M workshops, coding classes, art clubs, debate teams, field trips, cooking classes, martial arts, etc.)

● Provide enrichment services aligned to the Maryland STE[A]M and Career and College Readiness Standards.

● Present a detailed program schedule with activity outlines.

● Offer enrichment services either in-person and/or via virtual platforms.

● Conduct formal assessments and analyze student data for enrichment program effectiveness

Outreach initiatives to increase tutoring program awareness and participation among students and families.

4. NON-EXCLUSIVE

The intent of this contract is to provide the Board with an expedited means of procuring supplies and/or services at the lowest cost. This contract is for the convenience of the Board and is considered to be a "Non-Exclusive" use contract. The Board does not guarantee any usage. The Board will not be held to purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item/service listed in the price schedule submitted under Attachment A, Cost Proposal.

5. OFFERORS IN LEGAL PROCEEDINGS WITH PGCPS

PGCPS recognizes the significant costs and imposition on the time of personnel associated with legal proceedings. Accordingly, PGCPS has adopted a process stating that:

“One factor, among others, that are to be considered when awarding a contract or purchase order is the existence of a pending legal dispute – whether in court or an alternative dispute forum – with any Vendor or Offeror which has submitted a Proposal. Before including consideration of the legal dispute as a factor, the Procurement Officer shall seek the advice of the Office of General Counsel regarding the legal dispute and shall obtain the concurrence of the CEO or his designee.”

6. PERIOD OF PERFORMANCE

The term of this Contract begins on the date the Notice of Award is signed by both the Offeror and The BOARD (the “Effective Date”) and shall continue for a period of three (3) years (“Initial Term”). In its sole discretion, The Board shall have the unilateral right to renew the Contract for two (2) one-year option periods successive (each a “Renewal Term”) at the prices established at contract award. “Term” means the Initial Term and any Renewal Term(s).

7. OPTION TO EXTEND SERVICE

The Board may require continued performance of any services within the limits and at the rates specified in the contract. The option to extend provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 12 months.

8. CONTRACT TYPE

The contract resulting from this solicitation shall be Fixed Rate requirements. Vendors are encouraged to partner with local Offerors or firms if they don’t meet all the required expertise or MBE requirements.

Subcontractor and or teaming partner information shall be included in response.

9. CONTINUITY OF SERVICES

The Vendor recognizes that the services under this contract are vital to the PGCPS and must be continued without interruption and that, upon contract expiration, a successor, either the PGCPS or another vendor, may continue them. The Vendor agrees to exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor.

10. BONDING

The Offeror may be required to submit a Bid and or a Performance Bond as indicated below.

A. BID BOND (Not Required) If applicable, the bid bond will be in the amount of five percent (5%) as determined by the BOARD and specified in the RFP, to ensure the satisfactory completion of the work for which a contract or purchase order is awarded that may exceed $100K. (COMAR 21.06.07.10). The bond must be made in favor of the BOARD OF EDUCATION OF PRINCE GEORGE’S

COUNTY, UPPER MARLBORO, MARYLAND 20772-9983.

B. PERFORMANCE AND LABOR BOND (Not Required) The awarded vendor(s) will be required to submit a performance and/or labor bond, Cashier’s or

Certified Check in the amount of one hundred percent (100%) of the project cost as determined by the BOARD and specified herein to ensure all phases of the project are satisfactory complete for which a contract or purchase order is awarded that exceeds 100K. (COMAR 21.06.07.10). When applicable, the Board reserves the right to request performance and labor bond for amount over or under $100K. The bond, cashier or certified check must be made in favor of the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY and mailed to 13300 Marlboro Pike, Upper Marlboro, Maryland 20772-9983 prior to the start of performance.

11. POINT OF CONTACTS

The Offeror’s performance will be under the direction of the Procurement Department ensuring the Offeror's compliance with the requirements of this contract to include managing the daily activities of the contract, providing guidance to the contract, and coordination. The Offeror shall be accountable to the end users on all matters relating to the scope of work.

PROCUREMENT CONTACTS TECHNICAL CONTACT

Garland Anderson, Sr. Procurement Specialist Ingrid Williams-Horton, Project Manager Garland.Anderson@pgcps.org (Do Not Contact)

Sharon Etherly, Jr. Buyer Sharon.Etherly@pgcps.org

Purchasing Services PSSD.Procurement@pgcps.org mailto:Garland.Anderson@pgcps.org about:blank mailto:PSSD.Procurement@pgcps.org

PART II: INSTRUCTIONS TO OFFERORS

1. OFFEROR KNOWLEDGE OF TERMS AND CONDITIONS

Before submitting Proposals, Offerors are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting a Proposal. Offeror shall acquaint themselves with all State and Federal governing laws, ordinances, etc. and otherwise familiarize themselves with all matters, which may affect the Proposal. The act of submitting a Proposal shall be considered as meaning that the Offeror has so familiarize themselves; therefore, there shall be no misunderstanding or lack of information. Offerors, or their authorized representatives, are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting Proposals. Failure to do so will be at the Offeror's own risk and Offeror cannot secure relief on the plea of error. Neither law nor regulations make allowance for errors of omission or commission on the part of Offerors.

All correspondence concerning the Proposal and contract, including Notice of Award, copy of Contract, and Purchase Order, will be provided electronically.

2. PROPOSAL SCHEDULE

Due to the constant need of the Solicitation, milestones are listed with target dates. Please adhere to the schedule unless notified by way of an Addendum.

Solicitation Milestones Milestone Date

Issue RFP Solicitation April 10, 2025

Questions Due Date and Time NLT April 16, 2025 @ 2:00 P.M., EST.

Responses to Questions NLT April 24, 2025

Letter of Intend to Submit a Proposal April 16, 2025 @ 2:00 P.M., EST.

Proposal Due Date and Time May 12, 2025 @ 2:00 P.M., EST.

Board Approval June 2025

Notice of Intent to Award Notice June 2025

Project Implementation July 1, 2025

3. PROPOSAL SUBMISSION REQUIREMENTS

In order to be eligible, Proposals must be received via eMaryland MarketPlace Advantage (eMMA) no later than May 12, 2025, at 2:00 P.M., EST. The Proposal shall consist of the required documentation for each volume as identified. Offerors shall retain one (1) original copy of the Proposal for their files.

PGCPS may request the original notarized documents that were posted electronically before final award execution.

The electronic Proposal shall show the full business address, telephone number, email and fax number of the Offeror and be signed by the person or persons legally authorized to sign contracts and commit the company.

4. PROPOSAL MARKINGS

All Proposals shall be submitted without redactions. All sections of the Proposal that are considered Confidential or Proprietary shall be clearly marked within the Proposal. The Offerors’ shall provide justification for any and all confidential or proprietary information. Justification must be on a separate piece of paper and submitted with the Technical Proposal.

5. PROPOSAL SUBMISSION LAYOUT

The completed bid documents(s) should be without interlineations, alterations, or erasures. The bid should present all information in a concise manner, neatly arranged, legible, and in terms understandable for evaluation. All information requested is to be addressed directly and completely. It is more desirable to give additional information than less when the answer could be misinterpreted. The submission layout will include four (4) parts:

GENERAL FORMAT- FOUR-PART SUBMISSION

● Volume I - Technical Proposal

● Volume II - Cost Proposal

● Volume III - Minority Business Enterprise (MBE)

● Volume IV - Appendices

6. BIDDER DELIVERY AND ENVELOPE PACKAGING

The bidder shall deliver their Proposal electronically through eMMA and package their bid in two separate eMMA envelopes as noted below.

A. VOLUME I – TECHNICAL PROPOSAL (Envelope One) The Technical Proposal shall be submitted in PDF format. Offerors shall not include any pricing.

Offeror shall include a table of contents and all pages in the technical proposal must be numbered, consecutively from beginning to end and separated by tabs as described below:

1) TAB A – TRANSMITTAL LETTER

Offeror shall include a brief transmittal letter prepared on the Offerors’ letterhead, and signed by an individual who is authorized to commit the Offeror to the services and requirements in the RFP and Proposal. This transmittal letter shall include:

a) The name, title, address, telephone number, and electronic mail address of the person authorized to bind the Offeror to the contract and the person who will receive all official notices concerning this RFP.

b) The Offerors’ Federal Tax Identification Number or Social Security Number.

c) The Offerors’ PGCPS iSupplier ID Number must be listed. To obtain an iSupplier ID number, you must register with PGCPS at https://www.pgcps.org/offices/purchasing/isupplier

d) A brief statement of the Offerors’ understanding of the work to be done, the commitment to perform the work, and a statement of why the firm believes it is best qualified to perform the work specified in RFP.

https://www.pgcps.org/offices/purchasing/isupplier

e) A statement that the Proposal is a firm and irrevocable offer for a period of one hundred twenty (120) days following the closing date for receipt of initial Proposals or the closing date for receipt of a best and final offer, if applicable.

2) TAB B – LEGAL CLAIMS

Offeror shall identify any claims during the past three (3) years and provide information on any pending litigation, lawsuits etc. The failure to provide accurate information may be determined to be a material breach of any future agreement or contract with The Board.

If applicable, the Offeror must state no claims exist.

3) TAB C – EXPERIENCE AND CAPABILITIES

Offeror shall prepare and present a Technical Proposal in such a way as to provide a straightforward description of response to experience and qualifications, product quality, demonstrated capacity to perform, past performance and references to satisfy the requirements of the RFP.

B. VOLUME II - MINORITY BUSINESS ENTERPRISE (MBE) (Envelope One)

Offerors shall submit MBE information electronically in eMMA under the Technical Proposal folder in a separate file, titled as such. A MBE goal of 15% has been established for the contract representing a percentage of the total Contract dollar value, including all renewal option terms. Minority Businesses included in the Proposal package at time of opening, cannot be changed without prior approval of the Director of Purchasing and Supply Services.

By submitting a response to this RFP, the Offeror acknowledges the overall MBE participation goal and commits to achieving the overall goal by utilizing certified minority business enterprises, or will include a full or partial waiver of the overall goal with the Proposal.

1) Offerors shall describe how they intend to meet the MBE goals or justify why the goal cannot be met.

C. VOLUME III – COST PROPOSAL (Envelope Two) The Offeror cost proposal shall include all labor, delivery, materials, tools, and equipment to perform work

All pricing shall remain fixed for the full contract term, including renewals thereto unless an escalation or adjustment is included herein. Offerors should not include any portion of their Technical Proposal in its Cost Proposal.

1) Offerors shall provide the Cost Proposal in excel format (Attachment A). Do not amend, alter, or leave blank any items on the Proposal Form or include additional clarifying or contingent language on or attached to the Proposal Form. Items or costs required to provide the services and deliverables as proposed, but not identified will be the sole responsibility of the Offeror.

2) The Offeror shall demonstrate its financial stability. The Offeror shall include a fiscal integrity / financial statement for the last two calendar years. If the Offeror has not had its financial statements audited by an independent accounting firm, the Offeror must submit such un-audited financial statements.

D. VOLUME IV - Appendices (Envelope Two)

Offerors shall submit the Appendices electronically in eMMA under the Technical Proposal folder in a separate file, titled as such. The Offeror shall sign, date, and notarize where applicable all appendices identified. Appendices shall be packaged together as one file and delivered under Volume IV.

o Appendix A – Proposal and Addendum Acknowledgement o Appendix B – Past Performance and References o Appendix C – Non-Collusion Certificate o Appendix D – Debarment Affidavit o Appendix E – Anti-Bribery Affidavit o Appendix F – Certificate of Insurance Coverage o Appendix G – Financial Proposal Form o Appendix H – MBE Form o Appendix I – Certificate State of Maryland Tax Certification o Appendix J – Certification of Compliance o Appendix K – Vendor Conflict of Interest Disclosure Form o Attachment B – Letter of Intent to Submit a Proposal

Failure to provide any of the requested information or documents in this solicitation may render the Proposal non-responsive.

PART III: SCOPE OF WORK

1. INTRODUCTION

The Prince George’s County Public Schools (PGCPS) Office of Community Schools is dedicated to providing students and families with the resources, support, and opportunities necessary to foster academic success and holistic development. As part of our commitment to student enrichment, we are seeking proposals from qualified vendors to provide high-quality enrichment services that enhance learning, engagement, and well-being beyond the traditional classroom setting.

Community Schools serve as hubs of support, offering wraparound services that address academic, social, emotional, and extracurricular needs. Through this Request for Proposals (RFP), we aim to partner with organizations that can deliver impactful enrichment programs in areas such as STEM, arts, music, sports, leadership development, wellness, and cultural education. These services will play a crucial role in expanding opportunities for students, fostering creativity, and promoting lifelong learning.

We invite vendors with a proven track record of success in youth enrichment to submit proposals that align with the mission and goals of the PGCPS Community Schools initiative. Our goal is to create engaging and equitable learning experiences that empower students, support families, and strengthen school communities.

2. BACKGROUND

George’s County Public Schools (PGCPS) has embraced the Community Schools strategy as a transformative approach to education. This initiative ensures that students and families receive the comprehensive support they need to thrive academically, socially, and emotionally. This is rooted in the understanding that student success is deeply connected to family stability, community engagement, and access to essential resources.

A Community School is a public school that functions as a hub for academics, health and social services, youth and community development, and family engagement. It integrates a holistic approach by leveraging partnerships with local organizations, government agencies, and businesses to provide wraparound services that address barriers to learning.

The PGCPS Community Schools initiative was launched in response to the Blueprint for Maryland’s Future, which mandates increased investment in high-poverty schools to improve educational outcomes and student well-being. Schools with high concentrations of poverty receive additional funding and resources to implement the Community School strategy effectively.

PGCPS currently designates Community Schools based on economic need, with funding allocated through the Concentration of Poverty Grants. Each Community School is supported by a full-time Community School Coordinator (CSC), who works to:

● Conduct needs assessments to identify the most pressing challenges facing students and families.

● Develop strategic partnerships with local businesses, healthcare providers, food pantries, and social service organizations.

● Implement programs and services that address areas such as food insecurity, mental health support, after-school enrichment, and family engagement.

PGCPS Community Schools operate under six core pillars that shape the services and supports provided:

2.1 Expanded Culturally Relevant Curriculum – Ensuring diverse, inclusive, and engaging learning experiences.

2.2 Effective Teaching Practices – Professional development and strategies that enhance instructional effectiveness.

2.3 Inclusive Leadership – A collaborative approach that includes students, families, and educators in decision-making.

2.4 Multi-Tiered Systems of Support (MTSS) – Addressing student needs through academic, behavioral, and social-emotional interventions.

2.5 Family and Community Partnerships – Strengthening connections with parents, guardians, and local organizations.

2.6 Community Support Services – Providing wraparound resources, including food assistance, mental health support, and housing stability.

The Community Schools model has helped create equitable learning environments where students have access to the resources they need to succeed. By focusing on whole-child development, these schools not only improve academic performance but also contribute to higher attendance rates, stronger family engagement, and increased student well-being.

As PGCPS continues to expand its Community Schools initiative, the district remains committed to reducing educational disparities, fostering strong school-community relationships, and ensuring that every student has the opportunity to thrive.

PGCPS currently operates 129 Community Schools and is set to expand to 148 schools in the 2025- 2026 school year (SY26). Our Community Schools are projected to serve over 95,000 students across the district, offering enrichment opportunities before, during, and after school. These programs will run from October 1st through mid-June or until the last day of school, whichever comes first. Each enrichment session must be 60 to 90 minutes in duration.

3. SCOPE OF WORK

The selected vendor will develop and implement a comprehensive enrichment program to assist PGCPS Community Schools in meeting their school wide performance plan targets for English/Language Arts and Mathematics through before, during, and after the school day enrichment services. Additionally, the vendor will work with students and provide academic enrichment for them through tutoring and STE[A]M programming to assist students with improving their academic performance in Mathematics and English/Language Arts. By continuing to engage students via various enrichment activities of their interests, students will become enthusiastic learners and repeatedly experience a sense of accomplishment; therefore, improving their desire to attend school and improving students’ attendance, while increasing their academic ability and overall wellness and character development.

3.1 Key Responsibilities:

3.1.1 Establish baseline data on student participation.

3.1.2 Pre/Post-assessments to capture student growth throughout the program toward proficiency or higher in STE[A]M enrichment activities.

3.1.3 Data on student engagement, such as improved school attendance, homework completion rates, and class participation through anecdotal data.

3.1.4 Data Collection and Reporting:

1. Assign a Data Administrator. The Data Administrator is responsible for complying with all data requirements for this Agreement.

2. Prior to the start of programming, the awardee must provide the district with any changes to the site location, enter organization details, program site information, schedule, activities, and clearances for staff, volunteers, and contractors into the designated Office of Community Schools data sharing system.

3. Within twenty (20) business days prior to the start of programming, the awardee must enter enrolled participant information: full name, date of birth, school name, grade, gender, permanent address, zip code, ward of residence, and verification of on-file parent/guardian-provided FERPA consent form for each participant into the designated Office of Community Schools data sharing system.

4. Awardee must enter attendance of participants in the Office of Community Schools data sharing system weekly (or monthly if offering one-on-services) and attendance documentation must be maintained for five (5) years pursuant Section

5. Track program impact, including participation rates.

6. Provide quarterly reports detailing program outcomes and recommendations to include the following factors:

● Data Aligned Student Growth Measures

● Alignment to Evidenced Based Practices

● Documentation for Individualization and Group Size

4. MINIMUM ELIGIBILITY REQUIREMENTS

Vendor(s) selected must demonstrate expertise, capacity, and commitment to delivering high-quality, results-driven enrichment services that aligns with PGCPS Community Schools’ vision. Vendors responding to this Request for Proposal (RFP) must demonstrate the capacity, experience, and resources necessary to effectively develop and implement a comprehensive enrichment services program that aligns with the PGCPS Community Schools initiative. The selected vendor(s) must demonstrate expertise, capacity, and commitment to delivering high-quality, results-driven services that aligns with PGCPS Community Schools’ vision.

4.1 Vendor(s) must demonstrate a minimum of five (5) years of experience in providing enrichment services to K-12 schools, with a focus on high-poverty schools and/or Community Schools.

5. ORGANIZATION OF TECHNICAL RESPONSE

The Vendor’s Technical Response to this RFP shall be organized in the format indicated in the RFP.

Further, the Vendor’s Technical Response to Part III Scope of Work must be addressed in accordance with the numbering and order in which evaluation criteria is presented in Part IV. Respondents that do not follow organization may receive point deductions.

Vendor shall prepare and present proposal in such a way as to provide a straightforward description of Vendor’s response experience and capabilities, technical approach to the scope of work, capabilities, experience, qualifications, past performance and references to satisfy the requirements of this RFP.

Emphasis should be concentrated on conformance with the RFP instructions, quality responsiveness to the RFP requirements, and completeness and clarity of content.

The completed documents(s) should be without interlineations, alterations, or erasures. The Proposal should present all information in a concise manner, neatly arranged, legible, and in terms understandable for evaluation. All the information requested is to be addressed directly and completely. It is more desirable to give additional information than less when the answer could be misinterpreted.

Required documentation shall be provided in each section/tab. The Vendors’ Table of Contents shall include reference to the page number(s) in the Proposal where such evidence can be found. Vendors shall submit quality proposals that fully address all aspects of the scope of work and implementation plan, including, but not limited to the following:

6. FINANCIAL PROPOSAL

Pricing must be inclusive of all Respondent’s staff costs, administrative support costs, supplies, office supplies, equipment, pagers, cell phones, parking fees, meals, lodging, rents, mileage, travel expenses, training, after hours or weekend time, insurance, use of subcontractors, overhead, profit, and costs for all other items consumed, utilized, and/or required by Vendor’s staff or subcontractor’s staff. Unless otherwise specified, all hardware and software, audio and video materials deemed necessary by the Vendor shall be included in the proposed costs. Travel time between PGCPS schools will not be compensated.

Items or costs required to provide the services and deliverables as proposed, but not identified in the Vendor’s pricing proposal will be the sole responsibility of the Vendor.

The Board of Education expects Vendors to offer a complete, viable solution. Solutions offered in response to this RFP shall not be contingent upon the purchase of additional optional services that may be offered.

As part of the financial proposal response, the Vendor must complete the Financial Pricing Worksheet included with the RFP and provide pricing for each proposed service option in the appropriate worksheet.

Vendors shall enter their pricing on the Attachment A. Financial Proposal Form provided with the RFP.

Proposals received in an altered format may be considered non-responsive and ineligible for the award.

7. Fingerprinting and Background Checks (See Part V, Section 19. of the RFP for additional information) Vendors participating in this program, must undergo fingerprinting and background checks for delivery of foods at schools and community home deliveries.

8. CONTRACT AWARDS

To ensure goals and delivery objectives are met, PGCPS reserves the right to award multiple contracts via this solicitation. Notice is hereby given of the possibility that awards may be made without discussion of the proposals submitted. Therefore, the Respondents should submit its best proposal initially from both technical and price standpoints.

9. Maryland Public Information Act Requests This solicitation is subject to Maryland Public Information Act Requests. In anticipation of MPIA requests.

PGCPS requests Vendors submit with their proposal a redacted Technical and Pricing Proposal in the appropriate Technical and Pricing envelopes in eMMA.

PGCPS respectfully requests that the vendor provide us with a sanitized/redacted copy of the Technical, Cost, MBE proposals. However, please do not redact confidential information to the degree where the information redacted is unreadable. Therefore, we request vendors to adhere to the following:

12.1 Highlight the confidential information or strikethrough the data that you consider to be confidential. Do not redact the data to the degree where the “redacted” information is not legible. As such, please do not “black out” confidential information.

12.2 Provide a justification as to why each "redaction" is considered by your organization to be confidential.

PGCPS will not release a vendor’s proposal without first notifying them of the initial request for solicitation documents. When MPIAs are requested, the PGCPS General Counsel's Office will review the “redacted/sanitized” documents provided by the participating vendors for this solicitation to for compliance with MPIA law. If the General Counsel's Office determines any portion of the "redacted" data to not be confidential, the General Counsel’s Office will contact your organization to discuss its review in an effort to reach an agreement on the release of this data.

Note: If PGCPS does not receive a sanitized/redacted copy of the vendor’s proposal with the proposal response via eMMA, PGCPS will assume that the vendor’s entire Technical, MBE, and Pricing Proposals are eligible for release to the public.

PART IV: PROPOSAL EVALUATION AND AWARD

1. EVALUATION COMMITTEE

Only proposals that are submitted via eMMA will be utilized during the evaluation process. Proposals that are not submitted via this portal will be ruled non-responsive.

Evaluation of the proposals will be performed by a committee established for that purpose and will be based on the criteria set forth below. The contract resulting from this RFP will be awarded to the Vendor(s) whose proposal is the most advantageous to The Board, considering price and technical factors set forth herein. The Board will consider the Vendor's record and performance of any prior contracts with The Board, federal departments or agencies, or with other public bodies.

Vendor, including any of their representatives, subcontractors, affiliates and interested parties shall not contact any member of the Committee or any person involved in the evaluation of the proposals. All inquiries related to this procurement must be handled by the RFP officials identified on the cover page.

Failure to comply with this directive may, at the sole discretion of the Board result in the disqualification of an Vendor from the procurement process. The Evaluation Committee will make the final determination about acceptability of proposals.

2. EVALUATION PROCESS

The committee will evaluate each technical proposal using the evaluation criteria set forth below. As part of this evaluation, the Committee may hold discussions with all qualified Vendors. Discussions may be conducted via teleconference or may take the form of questions to be answered by the Vendors and conducted by mail, E-mail, or facsimile transmission at the discretion of The Board. During the evaluation process, the committee may request technical assistance from any source.

a. Following the completion of the technical evaluation of all Vendors’ technical proposals, including any discussions, the committee will rank each qualified Vendors’ technical proposal.

b. The cost proposal of each qualified proposal will be distributed to the Evaluation Committee following the completion of the technical evaluation. The cost proposals will not be distributed to the committee until the technical evaluation is completed. The Committee will determine total costs of the proposals in order to establish a financial ranking of the proposals from lowest to highest.

c. The Evaluation Committee may reject in whole or in part any and all proposals, waive minor irregularities, and conduct discussions with all responsible Vendors in any manner deemed necessary to serve the best interests of the Board.

d. Based on the results of the evaluation, the highest rated Vendor(s) may be invited by the Director of Procurement to make oral presentations to the Committee. The Committee will then conduct final evaluation of the proposals.

e. If it is determined to be in the best interest of The Board, the Board may invite Vendors to make final revisions to their technical and/or financial proposals through submission of a Best and Final Offer.

f. Should the Committee determine in writing and at its sole discretion that only one Vendor is fully qualified, or that one Vendor is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Vendor. The Committee will make appropriate recommendations to the Board, if appropriate, prior to actual award of contract. The Committee will recommend the Vendor whose overall proposal provides the most advantageous offer to the Board considering both price and technical factors set forth in this RFP.

3. EVALUATION CRITERIA

The evaluation criteria include proposal responsiveness, demonstration of capability to perform, price factors, and responsibility. The Board reserves the right to: (1) reject in whole or in part any and all proposals and waive minor irregularities; (2) Reject any or all proposals, or portions thereof; (3) Cancel a RFP and re-solicit.

The Evaluation committee will evaluate the technical proposals using the following criteria below. The committee shall determine which proposals have the basic requirements of the RFP and shall have the authority to determine whether any deviation from the requirements of the RFP is substantial in nature.

EVALUATION FACTORS

Vendors must demonstrate their response to the evaluation criteria. Proposals will be evaluated based on the following criteria:

1. Organizational Capacity and Experience – (20 points)

● Demonstrated experience in providing high-quality enrichment programs in a school setting.

● Qualifications and expertise of key staff members involved in program implementation.

● Previous partnerships with school districts, community organizations, or similar institutions.

● Financial stability and organizational capacity to successfully execute the proposed program.

2. Program Design and Alignment with Educational Goals - (25 points)

● Clear program objectives, structure, and instructional methods.

● Alignment with the district’s academic standards, social-emotional learning (SEL) goals, and whole-child development.

● Use of evidence-based or innovative approaches to engage and support diverse student populations.

● Flexibility to serve students with varying needs, including English Language Learners (ELLs), special education students, and at-risk youth.

3. Student Engagement and Impact (15 points)

● Strategies to foster student participation, motivation, and learning outcomes.

● Inclusion of hands-on, experiential learning activities that enhance creativity, critical thinking, and teamwork.

● Methods for ensuring equity and accessibility for all students, regardless of background or ability.

● Plan for collecting student feedback and measuring program effectiveness.

4. Implementation Plan and Logistics - (20 points)

● Feasibility of the proposed timeline and implementation plan.

● Ability to provide age-appropriate, culturally responsive, and engaging activities.

● Plan for staff training, background checks, and adherence to district safety policies.

● Capacity to manage multiple school sites or grade levels, if applicable.

5. Community and Family Engagement - (15 points)

● Approach to involving families, caregivers, and the local community in enrichment activities.

● Collaboration with local businesses, nonprofit organizations, or other community stakeholders.

● Strategies to extend learning opportunities beyond the school environment.

6. Performance Evaluation and Reporting - (5 points

● Clear plan for tracking, measuring, and reporting program success.

● Data collection methods to assess impact on student learning and engagement.

● Willingness to collaborate with the district in evaluation and reporting requirements.

7. MBE - (5 Bonus Points)

● Vendors shall include in their technical response their detailed plan to meet the MBE requirement outlined in this RFP.

Total Possible Points: 100

See Part III, Scope of Work for additional information.

4. PROPOSAL AWARD

The Award of this contract will not be final and complete until after: (1) Vendor has an active iSupplier,

(2) the Vendor submits complete and satisfactory documentation required under the Contract and/or documentation required by the Procurement Officer; and (2) the Contract is signed by the Department following any required approvals of the Contract, including approval by the Board, if such approval is required.

PGCPS retains the right to award in aggregate, item-by-item, group-by-group, in full or in part, make multiple awards, partial awards, to increase or decrease quantities where quantities are shown and may reject any bid which indicates any omission, contains alteration of form or additions, or imposes conditions, or offers alternate items and may make any award which is deemed in the best interest of the PGCPS or to make no award at all at its sole discretion.

PART V: GENERAL TERMS AND CONDITIONS

1. PARTNERSHIPS

Proposals by partnerships shall be signed with the partnership name by one of the members of the partnership or by an authorized representative, followed by the signature and designation of the person signing, who shall also state the names of the individuals composing the partnership.

2. CORPORATIONS

Proposals by corporations shall be signed with the name of the corporation, followed by the signature and designation of the officer having authority to sign. When requested, satisfactory evidence of authority of the officer signing on behalf of the corporation shall be furnished. Anyone signing the proposal as agent shall file satisfactory evidence of authorization to do so.

3. SAMPLES

Offerors may be required to submit samples of each product awarded with an affidavit stating that the chemical composition of the sample submitted is identical with the composition tested prior to the proposal and all remain unchanged during the period of the contract. This requirement shall be part of the specifications of the product or products requested if applicable.

If Samples are required, a properly tagged sample and descriptive data shall be submitted to the address specified no later than the date specified. The tag on the sample shall indicate the item number, the name of the company submitting the sample, and the IFB number. The Board will not be responsible for any samples not picked up within 30 days of the notification of Vendors to do so. Samples may be retained by The Board until Vendors are notified to remove them. Vendors agree that The Board will incur no liability for samples that are damaged, destroyed, lost, or consumed in testing processes.

Failure to submit the above information when requested is sufficient grounds for rejection of the proposal.

4. PROPOSAL PREPARATION FEES

The Board will not be responsible for any costs incurred by a Offeror in preparing and submitting a proposal in response to a proposal.

5. RIGHT TO PROTEST

The Director of Purchasing and Supply Services shall attempt to resolve informally all protests of proposal award recommendations. Vendors are encouraged to present their concerns promptly to the Buyer and/or Purchasing Supervisor for consideration and resolution. The Director of Purchasing shall inform the Chief Financial Officer (CFO) upon receipt of the protest. Open dialogue is helpful for all parties and disputes are often only a misunderstanding of the evaluation and recommendation process.

A vendor who does not file a timely protest before the contract is executed by the Board is deemed to have waived any objection.

a. An interested party (bidding of standing or offeror) must file a protest with the Purchasing Office within five (5) calendar days of the recommendation of award or notification to the offeror or bidder that their proposal or bid will be rejected.

b. Purchasing and Supply Services a proposed award of a contract for supplies, equipment, services, or maintenance. A offeror of standing is a offeror who would be directly next in line for an award should the protest be supported.

c. The protest shall be in writing addressed to the Purchasing Supervisor with a copy to the Director and shall include the following:

The name address and telephone number(s) of the protester.

Identification of the solicitation Statement of reasons for the protest Supporting documentation to substantiate the claim Proposed remedy to resolve

6. APPEAL OF CONTRACT AWARD DECISION:

The Director of Purchasing shall confer with the general counsel prior to issuance of a decision regarding disputes of contracts or awards.

a. The Director of Purchasing shall issue a decision in writing. Any decision of a proposal award protest may be appealed to the CFO within two (2) days of issuance of the decision by the Director of Purchasing.

b. Any decision of a proposal award protest may be appealed to the Board of Education within thirty (30) days of issuance of the decision by the CFO.

c. A vendor who remains unsatisfied after following the procedures may contest a contract awarded by the Board by filing an appeal to the Maryland State Board of Education as provided by Maryland’s public-school law.

d. The Board reserves the right to award during protest and or during an appeal, if a determination that execution of the contract without delay is necessary to protect substantial State and Board interest.

e. The Offeror shall refer to the General Terms and Conditions attached to the proposal for details regarding the Term of Contract for this proposal.

7. COMMENCEMENT OF SERVICES

The Board shall have no obligation to pay for services performed before the Notice of Award is executed;

Board approves the contract or after the contract ends. The Board shall have no obligation to pay for services in excess of the monetary amount of the award. The Board shall have no obligation to pay for services before a purchase order is issued.

8. ADDENDA

a. No interpretation of the meaning of the specification or other documents will be made to any Supplier orally. To be given consideration, inquiries must be received in writing via email to Procurement Department points of contacts identified on the cover page.

The subject field of the e-mail must include "INQUIRY” and the RFP name and number.

b. Any changes to the specifications will be made through the appropriate addenda. Failure of any Offeror to receive such addenda or interpretation shall not relieve any Offeror from any obligations under this RFP as amended by all addenda. All addenda so issued shall become part of the award.

c. Failure of any Offeror to receive or acknowledge receipt of such addenda or interpretation shall not relieve any Offeror from any obligations under this IFB as amended by all addenda. All addenda so issued shall become part of the award.

9. STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any confidential or proprietary information of The Board of Education of Prince George’s County and/or third-party participants.

Proposal submissions are subject to the Maryland Public Information Act (Education Article, Maryland Annotated Code, §10-611, et seq.). In accordance with the Act, certain information is subject to public disclosure. Please be advised that should you deem any portion of your proposal as confidential or proprietary, it must be conspicuously indicated on those portions so deemed. However, and in accordance with the Act, you are hereby notified that every portion may still be subject to disclosure under the Act.

10. TERM OF AGREEMENT

The anticipated initial term of this contract shall be three (3) years. The term of option renewal shall not exceed two (2) one-year option periods.

a. The offeror warrants that prices for the proposal under this RFP are not higher than prices currently extended to any other governmental agency for the same product or service.

b. Upon satisfactory service and by mutual agreement the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY reserves the right to extend the contract for no more than 12 months.

c. The Board expects all vendors to provide cost reductions recommendations.

d. Price decreases are acceptable at any time, need not be verifiable, and are required should the offeror/producer/processor/manufacturer experience a decrease in costs associated with the execution of the contract.

e. Price adjustments from the offeror/producer/processor/manufacturer for any/all items may be considered at renewal. The request is subject to approval by the Contracting Officer. The request must be submitted in writing at least ninety (90) days prior to the renewal term and shall be accompanied by supporting documentation.

f. Should the awarded vendor, at any time during the life of the contract, sell materials of similar quality to another customer, or advertise special discounts or sales, at a price below those quoted within the contract, the lowest discounted prices shall be offered to Prince George’s County Public Schools.

11. PRE-PROPOSAL MEETING – NOT APPLICABLE

12. PAYMENT TERMS

The Offeror shall submit an invoice detailing the services provided and the actual costs incurred.

Payment shall be in accordance with line item price on the Purchase Order and within 30 days after the date on the invoice or upon invoice acceptance, whichever occurs last.

The Board reserves the right to reduce or withhold contract payment in the event the Offeror does not provide the Department with all required deliverables within the timeframe specified in the contract or in the event that the Offeror otherwise materially breaches the terms and conditions of the contract.

13. MINORITY BUSINESS ENTERPRISE PROGRAM

The Board of Education of Prince George’s County Minority Business Enterprise (MBE) Administrative Procedure No. 3325 requires bids for materials, supplies, equipment, and services, other than materials of instruction, be listed as deliverables. Information about this program and forms can also be downloaded. See MBE Administrative Procedures (AP) 3325. https://www.pgcps.org/offices/general-counsel/administrative-procedures/3000---business--non-instructional-operations/ap-3325---minority-business-enterprise-procurement-procedures

a. Only those businesses registered in the Oracle database and listed in the Minority Business Enterprise Office directory for the Board of Education of Prince George’s County as a certified minority vendor at the time of any respective proposal opening, shall be recognized as a “Certified Minority Business”. If not listed, evidence of acceptable certification from the Maryland Department of Transportation (MDOT), Prince George’s County Government and Washington Metropolitan Area Transit Authority (WMATA) must be provided to the Board’s Purchasing Office prior to any respective proposal opening.

14. LOCAL MBE INITIATIVE

In accordance with Prince George’s County School goals promoting minority and locally based purchases, if all other factors are equal, priority shall be given to a locally based firm.