RFP26006787 Ancillary Document.pdf

Section A: BACKGROUND

Introduction and Purpose

The Rhode Island Department of Education (RIDE), through the School Building Authority’s Healthy Environments Advance Learning (HEAL) Program, seeks qualified vendors to support a coordinated, statewide portfolio of initiatives focused on improving the health, resilience, sustainability, and performance of Rhode Island’s public-school facilities.

These services support the continued development and implementation of programs that strengthen district capacity to operate, maintain, and invest in safe, healthy, and high-performing learning environments. This work reflects Rhode Island’s commitment to translating public investment into meaningful, lasting improvements in the spaces where students learn and educators teach.

Through this Request for Proposals (RFP), HEAL seeks partners with technical expertise, practical implementation experience, and innovative approaches to advance school facility performance statewide. While this RFP establishes clear goals, core components, and expected outcomes, HEAL intends to allow appropriate professional flexibility in how services are designed, sequenced, and delivered. Proposers are encouraged to apply their expertise to refine approaches, strategically bundle activities, and propose alternative methods that improve efficiency, impact, or scalability, provided that all required outcomes and core deliverables are achieved.

Services requested through this RFP include:

Section 1: Statewide Facilities Leadership, Operations, and Implementation Program Section 2: School Infrastructure Resilience Initiative (SIRI) Section 3: Rhode Island Schoolhouse Adequacy Framework Section 4: Program Evaluation, Strategic Impact, and Long-Term Feasibility Section 5: Communications Section 6: Energy Management

These sections represent HEAL priority areas; however, they are not intended to prescribe a rigid or exhaustive scope. Proposers may recommend modifications, consolidations, or enhancements that strengthen overall program delivery and align with industry best practices. The intent of this RFP is to strengthen the quality, performance, and long-term sustainability of Rhode Island’s public-school facilities while building durable, statewide capacity in school infrastructure management. Vendors shall submit a single, comprehensive proposal covering all sections of this RFP. HEAL intends to make one (1) award to a single vendor responsible for delivering the full scope of work across all sections.

All work under this RFP is expected to generally follow a structured, outcome-oriented progression that includes understanding existing conditions, conducting research and analysis, developing actionable recommendations, supporting implementation, and establishing evaluation frameworks. Proposers may tailor this progression to their methodology while maintaining alignment with HEAL goals and reporting expectations. Deliverables are structured to support clarity for proposal development, evaluation, and contract management, while preserving flexibility in how work is organized and delivered.

Background and Program Context

The State of Rhode Island is undertaking one of the most significant and sustained investments in public school infrastructure in its history. Through the School Building Authority (SBA), the State has established a long-term commitment to improving the condition, performance, and resilience of school facilities across all districts, with a focus on ensuring that capital investment translates into measurable, durable improvements in learning environments.

Rhode Island’s portfolio includes more than 300 public school facilities, many of which require modernization to meet evolving expectations for safety, indoor environmental quality, energy efficiency, accessibility, and climate resilience. Addressing these needs requires not only capital investment but also strengthened statewide capacity for planning, operations, and long-term facility stewardship.

In response, the State has advanced a coordinated portfolio of initiatives designed to align planning, capital investment, technical assistance, and operational improvement across agencies and school districts. These efforts are intended to strengthen decision-making, improve system performance, and ensure consistent, equitable outcomes across the state’s educational facilities.

Healthy Environments Advance Learning (HEAL) HEAL is Rhode Island’s statewide initiative to improve the health, safety, sustainability, and performance of public-school facilities. The program advances a systems-based approach that integrates data-informed decision-making, professional development, technical assistance, and interagency coordination to support districts in managing and improving their facilities. HEAL is grounded in nationally recognized best practices for high-performance learning environments and aligns with established frameworks, including those advanced by the U.S. Green Building Council, while being intentionally adapted to Rhode Island’s regulatory, operational, and educational context.

The program is implemented by the Rhode Island Department of Education’s School Building Authority in partnership with a broad network of state, regional, and national partners with expertise in school health, indoor environmental quality, energy systems, higher education, wellness, and facilities innovation. This collaboration includes key state agencies such as the Rhode Island Department of Health’s Asthma Control Program, the Office of Energy Resources, and the Department of Environmental Management, as well as partnerships with institutions of higher education, technical experts, and national organizations advancing best practices in healthy and high-performance buildings. Together, these partners provide a comprehensive base of expertise spanning health, energy, education, and wellness disciplines at both the local and national scale.

The services requested through this Request for Proposals (RFP) will support the continued expansion and operationalization of HEAL and related statewide initiatives by providing technical expertise, analytical support, program development capacity, and implementation assistance. These efforts are intended to ensure that statewide investment in school infrastructure results in measurable improvements in facility condition, operational efficiency, environmental quality, and district-level capacity, while establishing a coordinated, scalable, and sustainable framework for long-term school facility management across Rhode Island.

Scope of Services by Section

This Request for Proposals (RFP) includes six service areas of work, referred to as sections. Proposers shall address all sections as part of a single, unified scope of work and demonstrate how services will be integrated across sections. Web-based platforms, dashboards, digital tools, and public-facing systems described throughout Sections 1–6 are intended to function as interoperable components within a coordinated HEAL digital ecosystem rather than standalone or duplicative systems, unless otherwise approved by HEAL.

The scope of services described in each section establishes core expectations for deliverables and outcomes.

Proposers may bundle, refine, or reorganize deliverables where appropriate to improve clarity, efficiency, and overall impact, provided that all core components remain clearly addressed. Deliverables across all sections are organized to support consistent progression from research and analysis through implementation, reporting, and long-term operational support, enabling proposers to clearly scope work and allowing HEAL to track progress, performance, and outcomes in a transparent and administratively consistent manner.

Expected outcomes are defined independently from scope and deliverables and shall serve as the performance criteria by which HEAL evaluates program success. Proposers shall clearly demonstrate how their proposed approach, work plan, and deliverables support the achievement of these outcomes. Deliverables identified within each section shall serve as the primary basis for contract administration, progress tracking, invoicing, and performance evaluation.

The following sections define the scope of services requested under this RFP:

Section 1: Statewide Facilities Leadership, Operations, and Implementation Program Development and delivery of professional development programs, training resources, technical assistance, and integrated digital tools supporting improved school facilities leadership, operations, and long-term stewardship statewide.

Section 2: School Infrastructure Resilience Initiative (SIRI) Technical analysis, resilience planning, greenhouse gas reduction strategy development, and implementation support focused on improving climate resilience, energy performance, and infrastructure planning across priority school facilities.

Section 3: Rhode Island Schoolhouse Adequacy Framework Development of a statewide school facilities adequacy framework, regulatory support materials, stakeholder engagement processes, implementation tools, and integrated digital resources defining expectations for safe, healthy, modern, and high-performing school facilities.

Section 4: Program Evaluation, Strategic Impact, and Long-Term Sustainability Comprehensive evaluation of HEAL program implementation, operational value, strategic impact, and long-term sustainability, including organizational pathway analysis and implementation-ready recommendations supporting statewide continuity.

Section 5: Communications Development of a coordinated communications, public access, and content integration framework supporting HEAL initiatives and related statewide programs.

Section 6: Energy Management Energy management and building performance services, including commissioning, retro-commissioning, operational optimization, monitoring, and implementation support to improve facility performance and long-term sustainability.

Technical Proposal

Healthy Environments Advance Learning (HEAL) seeks qualified vendors and partners with demonstrated technical expertise, operational experience, and organizational capacity to support coordinated statewide improvement of school facilities systems and outcomes across Rhode Island public schools.

Respondents shall submit one (1) comprehensive Technical Proposal demonstrating a clear understanding of HEAL program goals, statewide implementation priorities, and the integrated scope of services requested throughout Sections 1–6 of this RFP.

HEAL intends to make one (1) award to a single vendor responsible for the delivery of the full integrated statewide scope of work. Proposals must address all required sections, deliverables, and pricing components identified throughout this RFP. Incomplete proposals may be deemed non-responsive and may not be evaluated.

The Technical Proposal shall clearly demonstrate the proposer’s ability to:

• Deliver a coordinated, multi-year statewide initiative

• Integrate services across all sections of the RFP

• Manage large-scale implementation and stakeholder coordination

• Deliver measurable outcomes aligned with HEAL priorities

• Support long-term operational sustainability and statewide continuity

At a minimum, the Technical Proposal shall include:

1. Understanding of Scope and Objectives

• Understanding of HEAL program goals, statewide priorities, and intended outcomes

• Understanding of the integrated relationship between Sections 1–6

• Overall approach to improving statewide school facilities capacity, operational performance, resilience, sustainability, and long-term stewardship

2. Technical Approach and Deliverables

• Approach to achieving required deliverables and outcomes

• Implementation sequencing and coordination methodology

• Integration between stakeholder engagement, digital systems, reporting, and implementation activities

• Approach to measurable outcomes, scalability, and long-term sustainability

3. Implementation Plan and Schedule

• Detailed implementation schedule aligned with RFP timelines

• Major phases, milestones, deliverables, and dependencies

• Alignment with required June 30 and November 14 reporting deadlines

• Coordination approach supporting integrated statewide implementation

4. Staffing and Project Management

• Organizational structure, staffing approach, and key personnel

• Project management methodology and communication protocols

• Identification of subcontractors or implementation partners, if applicable

• Coordination structure supporting statewide implementation

5. Adaptability and Continuous Improvement

• Approach to incorporating stakeholder feedback and evolving program priorities

• Strategy for supporting scalability and phased implementation

• Methods for maintaining flexibility while ensuring accountability and schedule alignment

6. Risk Management and Quality Assurance

• Identification of implementation risks and mitigation strategies

• Quality assurance and quality control procedures

• Methods for managing schedule, staffing, coordination, and implementation risks across all sections

The Technical Proposal shall clearly demonstrate the proposer’s ability to deliver an integrated statewide initiative that is operationally practical, outcome-oriented, scalable, and aligned with the long-term goals of HEAL.

Cost Proposal and Pricing Structure

Proposers shall submit one (1) complete and consolidated Cost Proposal covering all Sections (1–6) of this RFP using the Cost Proposal Template provided as Attachment X.

Pricing shall include all labor, staffing, management, subcontractors, meetings, stakeholder engagement, travel, software, hosting, reporting, materials, administrative costs, overhead, profit, and all other expenses necessary to fully perform the scope of work described throughout this RFP.

At a minimum, the Cost Proposal shall include:

• Total lump sum pricing for each RFP section

• Total consolidated contract cost

• Optional/scalable pricing identified within the Cost Proposal Template (for information purposes only)

• Annual pricing by contract year

• Pricing assumptions and staffing assumptions

• Identification of subcontractors and associated responsibilities, where applicable

Pricing shall remain fixed throughout the contract term unless modified through formal written amendment approved by HEAL.

Optional/scalable pricing requested within the Cost Proposal Template is intended for information purposes, solely to support phased implementation, scalability, future amendments, and contract administration activities during the contract term and shall not be interpreted as authorization for additional work unless approved in writing by HEAL.

CONTRACT ADMINISTRATION, FLEXIBILITY, AND FISCAL REQUIREMENTS

The resulting contract shall function as an integrated statewide implementation agreement supporting coordinated delivery across all Sections (1–6) of this RFP.

HEAL reserves the right to refine, re-sequence, prioritize, scale, expand, reduce, or modify deliverables, implementation activities, optional services, or schedules during the contract period to align with evolving statewide priorities, funding availability, operational needs, stakeholder input, implementation findings, or programmatic requirements. Any modifications shall be executed through written authorization or formal contract amendment, as appropriate, while maintaining the overall intent and integrated structure of the contract.

All invoicing, reporting, deliverables, and fiscal activities shall align with:

• Rhode Island state fiscal year requirements (July 1–June 30)

• Federal reporting requirements where applicable

• State budget reconciliation procedures

• HEAL reporting schedules and deliverable milestones

• Required June 30 and November 14 reporting deadlines

Invoices shall align directly with approved deliverables, implementation milestones, and documented progress achieved under the contract. Time-and-materials billing shall not be permitted unless expressly authorized in writing by HEAL through formal contract modification procedures.

HEAL reserves the right to request supporting documentation necessary to validate invoicing, deliverable completion, staffing utilization, implementation progress, and compliance with contract requirements throughout the contract term.

Section 1: STATEWIDE FACILITIES LEADERSHIP, OPERATIONS, AND IMPLEMENTATION PROGRAM

1.1 Professional Development

1.2 Training Programs

1.3 Technical Assistance

1.4 Web-Based Platform and Program Integration

OVERVIEW

The Healthy Environments Advance Learning (HEAL) initiative seeks a qualified vendor to design and deliver a transformative, statewide, web-based professional development, training, and technical assistance system that fundamentally strengthens how Rhode Island school districts plan, fund, deliver, operate, and sustain school facilities investments.

This is not a traditional training contract. It is a statewide capacity-building framework intended to create shared language, shared decision-making structures, and shared operational tools that allow districts to more effectively navigate the full lifecycle of school facilities work. This includes early visioning, capital planning, funding strategy, project delivery, and long-term stewardship. HEAL’s intent is to significantly elevate consistency, transparency, and effectiveness across all districts by increasing cohesion in how facility decisions are understood and executed.

This program is intended to function as a unifying statewide framework for facilities leadership and operations, a practical decision-making system supporting real district actions and approvals, and a long-term reference platform that districts can continuously utilize throughout planning, implementation, and operational cycles.

All content shall be web-based, on-demand, designed for immediate application, and ensure that every district has access to clear, actionable, and consistent guidance. Materials must be accessible to a broad audience, including superintendents, business managers, facilities directors, school committees, municipal partners, and other stakeholders involved in capital planning and facilities operations.

The vendor shall also develop short-form video content featuring Rhode Island district leaders sharing real experiences, lessons learned, and practical strategies. These videos are intended to ground the work in lived practice and support peer learning across the state.

SCOPE OF WORK

The vendor shall design and deliver an integrated system consisting of three coordinated components:

• Professional Development (Leadership and Governance)

• Training Programs (Facilities Operations and Maintenance)

• Technical Assistance (Real-Time Implementation Support)

These components must function as a single unified statewide system that supports progression from vision, planning, funding, approval, delivery, operations, and stewardship. The intent is not isolated learning modules, but a unified system framework that integrates professional development, training, technical assistance, and the web platform into one statewide system that districts can apply directly to real facility challenges and capital planning processes. The web-based platform (Section 1.4) shall serve as the integration layer connecting all components of this system.

Vendor Pricing Requirements

To ensure consistency, transparency, and comparability across proposals, vendors shall provide a unified pricing structure covering all Section 1 services, including professional development, training, technical assistance, multimedia production, and web-based platform development and integration.

Pricing shall be included within the single, consolidated cost proposal covering all sections of this RFP, with Section 1 costs clearly identifiable within the overall structure.

Pricing must be provided as a lump-sum cost; however, it must include a unit-based breakdown where appropriate. Proposers shall clearly identify assumptions related to staffing, level of effort, platform development, content production, technical assistance delivery, multimedia production, and ongoing implementation support.

Pricing shall support scalable statewide implementation and allow HEAL flexibility to phase, expand, or prioritize services based on funding availability, district participation, and program priorities.

1.1 Professional Development (Leadership, Governance, and Capital Planning Systems) Professional Development establishes the statewide foundation for how Rhode Island districts understand and navigate the school facilities governance and capital investment system. This includes how educational vision is translated into facility requirements, how funding is secured and authorized, and how districts successfully move through formal approval processes such as the SBA’s multi-stage necessity process.

This component is designed for district leadership, school committees, municipal partners, and facilities administrators engaged in capital planning and long-range infrastructure decision-making. The purpose is to ensure all stakeholders operate from a consistent, transparent, and actionable understanding of how school facilities decisions are made and executed in Rhode Island.

Required Professional Development (PD) Modules Each module must include:

• Structured instructional narrative with Rhode Island specific context

• Applied case examples and scenario-based decision pathways

• Process maps illustrating real capital planning workflows

• Downloadable tools including templates, checklists, and guidance documents

• On-demand recorded delivery version

• Optional facilitator-led delivery format

• Clear linkage to decision points in the capital planning lifecycle

Proposers are encouraged to partner with Rhode Island-based institutions of higher education, or other accredited institutions of higher learning, to provide opportunities for continuing education credit, professional certification pathways, and expanded learning outcomes for participants, and to engage students enrolled in relevant higher education programs (including but not limited to education, engineering, architecture, planning, public policy, sustainability, and facilities-related disciplines) in applied learning opportunities such as internships, practicum placements, research collaborations, and project-based support roles that directly contribute to PD content development, analysis, tool creation, and implementation support under this contract.

Professional Development (PD)-1: Educational Visioning and Facility Alignment Establishes how instructional priorities, student needs, and educational programming directly inform facility design, capital investment, and long-range infrastructure planning. Focuses on translating educational goals into spatial, programmatic, and capital requirements.

PD-2: Community Engagement and Stakeholder Alignment Defines structured approaches for engaging school committees, families, educators, municipal leaders, and community stakeholders in facilities planning. Emphasizes consensus-building, transparency in decision-making, and alignment of competing priorities within capital planning processes.

PD-3: Ethics, Equity, and Public Investment in School Facilities Defines principles of responsible public investment in school infrastructure, including equity of access, fairness in resource allocation, and transparency in capital decision-making. Establishes expectations for stewardship of public funds across diverse communities.

PD-4: Master Planning and Pre-Design Planning Systems Provides a comprehensive framework for facility master planning, including enrollment projections, building condition analysis, educational specifications, and capital prioritization. Explains how districts move from needs identification to structured capital planning documents.

PD-5: Funding, Finance, and Capital Strategy (Core Priority) Explains local, state, and federal funding mechanisms, bonding processes, capital reserve planning, and financial structuring of school construction projects. Includes practical guidance on aligning project scope with funding availability and approval pathways.

PD-6: Necessity of School Construction Process (Stages I–II) (Core Priority) Provides detailed instruction on Rhode Island’s necessity process, including Letter of Intent, Stage I- Identification of Need, Stage II- Development of a Solution, and final funding authorization. Includes required documentation expectations, approval pathways, and common barriers to progression.

PD-7: Project Delivery and Construction Implementation Frameworks (Stage III) Covers procurement methods, delivery models (design-bid-build, design-build, construction management), roles of project stakeholders, and the transition from Stage III (Design Reviews) through Stage IV (Construction Phase) and commissioning. Emphasizes coordination between district leadership, municipalities, designers, and contractors.

PD-8: Long-Term Operations, Maintenance, and Facility Stewardship Focuses on lifecycle planning, maintenance planning, post-occupancy evaluation, and long-term asset management strategies that ensure sustained building performance following capital investment.

EXPECTED OUTCOMES

The vendor shall design PD as a scalable statewide learning system, not a fixed course sequence.

• All PD modules must be delivered in both live and on-demand recorded formats.

• All content must be fully web-based and accessible asynchronously.

• Modules must include downloadable implementation tools (templates, checklists, process maps).

• Content must be designed for reuse in district leadership meetings, board sessions, and planning cycles

• PD must support real decision-making, not just awareness building.

• Increased engagement with higher education partners and expanded student participation in applied learning opportunities supporting statewide facilities work.

1.2 Training Programs (FACILITIES OPERATIONS AND BUILDING PERFORMANCE) The Training Programs component is designed to strengthen the day-to-day operational capacity of Rhode Island school districts by establishing a consistent, statewide baseline for facilities operations, maintenance practices, and performance management.

While Professional Development establishes how decisions are made at the leadership and governance level, Training ensures that those decisions are supported by effective execution within school buildings. A core objective of this section is to reduce reactive facility management by shifting districts toward anticipatory, seasonal operational planning aligned to New England climate conditions and school calendar cycles. This system is designed to support both experienced facilities professionals and individuals newly responsible for school building operations by establishing a standardized operational framework for facility stewardship and consistent statewide facilities practices.

Training Design and Delivery Requirements Each training module must be developed as a fully integrated learning asset that includes:

• Web-based, on-demand learning modules with recorded content.

• Structured instructional content supported by real-world school facility applications.

• Step-by-step operational guidance suitable for immediate use in district environments.

• Downloadable tools such as checklists, schedules, and field reference guides.

• Seasonal and lifecycle timing considerations where applicable.

• Learning for both technical and non-technical facilities personnel.

• Designed scalability for statewide deployment across districts of varying size and capacity.

Training shall complement existing workforce credentialing programs such as Building Operator Certification (BOC) and other recognized facilities operations certifications, including LEED and WELL credential pathways where applicable. The intent is not to replicate certification coursework, but to strengthen applied operational decision-making within active school facility environments, particularly in areas not fully addressed by formal credentialing pathways.

Training (TR-1): Preventive Maintenance and Building Systems Establishes structured preventive maintenance practices for mechanical, electrical, plumbing, and building envelope systems. Focuses on extending asset life and reducing long-term capital expenditure through early intervention and system monitoring.

TR-2: Indoor Air Quality and Healthy Buildings This training module focuses on maintaining healthy learning environments through ventilation, filtration, and air quality management. It includes alignment with EPA tools, CHPS principles, and best practices for indoor environmental quality.

TR-3: Safety and Security Planning This module addresses facility-based safety considerations, including physical security, emergency preparedness, and coordination with school safety teams and local responders.

TR-4: Energy, Sustainability, and Resiliency This module focuses on reducing operational costs and improving building performance through energy efficiency, sustainability practices, and resiliency planning.

TR-5: Post-Construction Operations and Commissioning This module supports districts during the transition from construction to occupancy. It focuses on ensuring systems operate as intended, identifying performance issues early, and supporting long-term building success.

EXPECTED OUTCOMES

• Increased consistency in facilities decision-making and governance processes.

• Improved ability to plan capital investments and navigate approval pathways.

• Reduced variability in operational practices across districts.

• Increased proactive management of facility systems across seasonal cycles.

• Stronger alignment between capital investment and long-term building performance.

• Improved readiness and execution of facilities operations across diverse district contexts.

1.3 Technical Assistance (REAL TIME SUPPORT)

Technical Assistance (TA) provides targeted, short-duration support to districts as they apply Professional Development and Training content to active facilities planning, funding, construction, and operational decisions. TA is designed to support execution in real time, ensuring districts can apply established statewide frameworks within the context of their current season, active projects, and immediate operational priorities.

This component ensures districts are not required to interpret, sequence, or operationalize guidance independently, but instead receive structured support aligned to decision timing and facility lifecycle conditions. TA is not curriculum development or standalone training delivery; it is applied implementation support focused on advancing active district planning, operational, and facilities management activities.

TA Delivery Model All TA engagements shall be:

• Short-duration and scoped to defined district requests or decision points.

• Aligned to active operational cycles and project timelines.

• Focused on applying PD and Training content to real district conditions.

• Delivered virtually and/or on-site based on need and scope.

• Documented in a standardized format to support statewide consistency and knowledge transfer.

Technical Assistance (TA)-1: Predictive Seasonal Facilities Operations Framework Supports districts in structuring facilities operations across a full annual cycle aligned with New England climate conditions and school operational calendars. Focus includes forward planning of maintenance, staffing alignment, and system readiness sequencing to support proactive rather than reactive facility management.

TA-2: Heating Plant Systems and Winter Operations Management Supports winter operational readiness and heating system performance during cold weather conditions. Focus includes boiler system optimization, freeze protection strategies, snow and ice response planning, and continuity of operations in occupied school facilities.

TA-3: Spring Transition and Facility Recovery Operations Supports post-winter facility recovery and preparation for spring operational demands. Focus includes building envelope assessment, ventilation balancing, indoor environmental quality stabilization, custodial recovery cycles, and transition planning for seasonal programming changes.

TA-4: Summer Facility Optimization and Capital Maintenance Coordination Supports summer operational windows for system optimization and capital project execution. Focus includes HVAC readiness, deferred maintenance planning, system commissioning support, and coordination of construction activity during reduced occupancy periods.

TA-5: Integrated Facilities Operations, Safety, and Energy Performance Supports ongoing facility operations through integrated management of safety, energy performance, and system monitoring. Focus includes operational coordination, energy optimization strategies, and alignment of facility performance with district priorities.

Alignment with Training and Professional Development TA is explicitly designed to complement, not duplicate, existing certification programs such as Building Operator Certification (BOC) and other recognized facilities operations certifications where applicable. Training provides foundational operational knowledge. TA ensures that knowledge is correctly applied within real district conditions and timing constraints.

EXPECTED OUTCOMES

TA will support districts in:

• Applying statewide facilities frameworks within real operational conditions.

• Supporting both technical facilities staff and administrative leadership responsible for facility oversight.

• Improving timing and sequencing of facilities decisions.

• Reducing reactive maintenance and operational decision-making.

• Strengthening consistency across district facility operations.

• Improving lifecycle performance through proactive, seasonally aligned management practices.

• Increasing alignment between planning, operations, and capital execution.

1.4 Web-Based Platform and Program Integration

The vendor shall design, develop, and maintain a centralized, web-based platform that serves as the primary access point for all Professional Development, Training Programs, and Technical Assistance resources developed under this contract.

This platform replaces a traditional final report and functions as a living, statewide facilities knowledge system. It shall provide districts with continuous access to standardized guidance, tools, and learning materials that support decision-making, operations, and long-term facilities planning. The platform may be developed concurrently with early content creation, with initial content hosted in interim environments until full platform functionality is launched.

The platform shall serve as a unified statewide resource for district leaders, facilities staff, school committees, and municipal partners. It shall operate not as a passive document repository, but as an integrated system that connects leadership frameworks, operational practices, and implementation support into a single, accessible structure.

Platform Requirements The platform shall:

• Be publicly accessible through a secure web-based interface determined by HEAL.

• Provide intuitive navigation that allows users to access content by topic, function, and application area.

• Be structured for both technical and non-technical users, including district leadership, facilities staff, and community stakeholders.

• Support search and filtering by subject matter, operational function, and facility lifecycle phase.

• Be fully responsive for desktop and mobile access.

• Be designed for long-term sustainability beyond the contract period.

• Allow for scalable updates, additions, and expansion of content over time, and beyond the contract period.

Integrated Program Content Structure The platform shall organize all program content into three interconnected components. These components shall be fully interconnected within the platform, allowing users to move seamlessly between leadership decision frameworks, operational execution tools, and implementation support resources:

Professional Development Content

• All recorded PD modules (PD-1 through PD-8).

• Supporting tools, including templates, process maps, and planning frameworks.

• Governance, funding, and capital planning resources.

Training Content

• All recorded Training modules (TR-1 through TR-5).

• Operational tools, checklists, and field-ready reference materials.

• Seasonal and lifecycle facilities management resources.

Technical Assistance Resources

• TA frameworks and implementation guidance tools.

• Seasonal operational planning tools and decision supports.

• Standardized reference materials developed through district engagement and support activities.

Program Integration Function The platform shall function as the statewide integration point for all Section 1 activities by:

• Connecting leadership decision-making frameworks (PD) with operational practices (Training).

• Linking operational guidance with real-time implementation support (TA).

• Providing a unified reference system for school facilities planning, funding, and operations.

• Ensuring consistent statewide access to tools, language, and processes.

Facility Director Video Series The vendor shall produce two (2) short-form video case studies featuring Rhode Island school facility directors and/or district leaders. Each video shall include full production services, including planning, coordination, filming, editing, and final delivery.

These videos are intended to:

• Capture real-world facilities planning, funding, construction, and operations experience.

• Translate statewide frameworks into applied, practitioner-based examples.

• Support peer-to-peer learning across districts.

• Reinforce consistent statewide understanding of facilities decision-making and execution.

Videos shall be:

• Professionally produced and suitable for statewide publication

• Integrated directly into the PD library within the platform

• Designed for use in leadership meetings, training sessions, and stakeholder engagement

EXPECTED OUTCOMES

The platform shall result in a statewide digital system that:

• Consolidates all program materials into one accessible location

• Supports consistent application of facilities planning and operational practices across districts

• Improves accessibility of tools and guidance for all stakeholder groups

• Provides a long-term, sustainable reference system for facilities leadership and operations

• Enhances transparency and consistency in how school facilities decisions are made and executed

DELIVERABLES

SECTION 1: Statewide Facilities Leadership, Operations, and Implementation Program

1.1 Professional Development Description

1.1.A PD Framework and Structure Develop a statewide PD framework organizing all modules around governance, funding, planning, and capital decision-making systems. Includes sequencing logic and learning pathway design.

1.1.B PD Module Development (8 Modules) Develop eight (8) PD modules (PD-1 through PD-8), including recorded instruction, applied Rhode Island examples, and implementation tools such as templates, checklists, and process maps.

1.1.C PD Delivery Sessions Deliver live PD sessions (virtual and/or in-person as determined by HEAL). All sessions must be recorded and converted into on-demand learning modules. Vendor shall provide unit pricing per session.

1.1.D PD Implementation Tools Develop supporting tools aligned to each PD module, including funding guides, necessity process maps, governance frameworks, and planning templates.

1.2 Training Programs Description

1.2.A Training Module Development (5 Modules)

Develop five (5) operational training modules (TR-1 through TR-5) focused on building systems operations, maintenance practices, and lifecycle performance management.

1.2.B Training Content Production Convert all training modules into recorded, on-demand formats with standardized instructional structure, job aids, and quick-reference materials.

1.2.C Optional Live Training Delivery (If proposed)

Deliver limited live training sessions where proposed and approved by HEAL. Vendor shall provide unit pricing per session.

1.2.D Operational Tools and Guides Develop practical tools, including seasonal checklists, maintenance guides, system operation references, and job aids for facility staff use.

1.3 Technical Assistance Description

1.3.A TA Framework and Intake Structure Develop a structured approach for district TA engagement, including an intake process, prioritization method, and alignment to PD and Training content.

1.3.B TA Engagement Delivery Provide short-duration, targeted TA engagements to districts focused on applying PD and Training content to active planning, funding, capital, and operational challenges.

1.3.C Seasonal Operational TA Support Deliver TA aligned to seasonal facility cycles (winter, spring, summer, fall) to support proactive facility operations and planning.

1.3.D TA Tools and Implementation Guidance Develop implementation tools, including seasonal planning frameworks, operational decision guides, and district-specific support materials.

1.4 Web-Based Platform and Program

Integration

Description

1.4.A Statewide Digital Platform Design, implement, and maintain a centralized web-based platform housing all PD, Training, and TA materials in a structured, searchable format.

1.4.B Content Library Integration Upload and organize all recorded modules, tools, templates, and guidance materials into a unified statewide knowledge library.

1.4.C Navigation and User Structure Develop intuitive navigation by function (PD, Training, TA) and topic area to support both technical and non-technical users.

1.4.D Long-Term Accessibility Framework Ensure the platform is designed for ongoing use beyond the contract term with scalable content expansion capability.

1.4.E Facility Director Video Series (2 Videos Required)

Produce two (2) short-form videos featuring Rhode Island school facility directors and leaders. Content shall highlight real-world experience, lessons learned, and practical application of facilities planning, funding, and operations. Videos shall include full production services (planning, coordination, filming, editing, and final delivery) and be fully integrated into the statewide platform and PD library.

SCHEDULE

24 Month Performance Period The following schedule establishes baseline expectations for completion of all Section 1 deliverables within the two-year (24-month) contract period. Vendors may propose alternative sequencing or adjusted timelines, provided all deliverables are completed within the contract term, and any deviations are clearly justified. The vendor shall ensure that delivery, application, and adoption activities are sequenced to support continuous implementation and measurable uptake across the full contract period. HEAL will finalize the implementation schedule with the selected vendor at project kickoff.

To support consistent proposal evaluation and comparability across respondents, vendors should be aware of two key distribution deadlines: June 30, marking the end of the Rhode Island state fiscal year, and November 14, marking the end of the federal fiscal year. All major deliverables (as defined in the vendor’s proposed work plan and approved by HEAL) must be scheduled for release on or before one of these two dates, as determined in coordination with HEAL based on program priorities and reporting requirements. These deadlines apply throughout the full contract term and must be reflected in the proposed project schedule and shall be treated as fixed reporting constraints for planning purposes.

The selected vendor shall be responsible for integrating the Section 1 schedule with all other sections of the RFP to ensure coordinated delivery, reporting alignment, and overall program consistency.

SECTION 1: Statewide Facilities Leadership, Operations, and Implementation Program

1.1 Professional Development Timeframe

1.1.A PD Framework and Structure Months 1–4 1.1.B PD Module Development (8 Modules) Months 3-12 1.1.C PD Delivery Sessions Months 6-24 1.1.D PD Implementation Tools Months 4-12

1.2 Training Programs Timeframe

1.2.A Training Module Development (5 Modules) Months 2-8 1.2.B Training Content Production Months 5-12 1.2.C Optional Live Training Delivery (If proposed) Months 8-24 1.2.D Operational Tools and Guides Months 6-14

1.3 Technical Assistance Timeframe

1.3.A TA Framework and Intake Structure Months 3-6 1.3.B TA Engagement Delivery Months 6-24 1.3.C Seasonal Operational TA Support Months 6-24 1.3.D TA Tools and Guidance Months 6-18

1.4 Web-Based Platform and Program Integration Timeframe

1.4.A Statewide Digital Platform *Initial platform functionality shall be available no later than Month 9 to support early content deployment and user access.

Months 3-18

1.4.B Content Library Integration Months 6-20 1.4.C Navigation and User Structure Months 6-18 1.4.D Long-Term Accessibility Framework Months 12-24 1.4.E Facility Director Video Series (2 Videos) Months 6-12

SECTION 2: SCHOOL INFRASTRUCTURE RESILIENCE INITIATIVE (SIRI)

2.1 Assessment and Technical Analysis

2.2 Resilience and GHG Reduction Strategy Development and Implementation Support

2.3 LEED Transition Framework

2.4 Stakeholder Engagement

2.5 Monitoring and Implementation Tracking

2.6 Final SIRI Report and EC4 Closeout Presentation

OVERVIEW

Healthy Environments Advance Learning (HEAL) seeks a qualified vendor to support the School Infrastructure Resilience Initiative (SIRI), a statewide effort focused on improving climate resilience, energy performance, and long-term infrastructure planning across Rhode Island school facilities. The initiative will focus on thirty (30) high-priority PreK-12 school facilities (hereafter referred to as the “SIRI portfolio”) and provide districts and the State with analytical tools, technical assessments, and planning resources to support strategic infrastructure investment decisions. The selected vendor will collaborate with district facility leaders, municipal partners, and state agencies to assess resilience conditions, climate vulnerability exposure, energy performance, and emissions profiles, leveraging existing facility condition data and prior assessments rather than replicating facility condition assessments already completed under other programs and translate technical analyses into actionable recommendations for facilities planning and capital investment.

This initiative is an integrated, portfolio-based planning program rather than a standalone assessment effort, structured to support progression from analysis to prioritization, planning, and implementation-ready recommendations. All work shall be designed for statewide applicability and long-term sustainability, enabling districts to continuously improve facility resilience, operational efficiency, and climate adaptation planning. The work shall support structured pathways that translate technical findings into capital planning inputs, operational strategies, and facilities management decisions across districts.

The resilience and GHG reduction work focuses on infrastructure performance, emissions reduction, and climate adaptation strategies, including real-world implementation pathways that districts can apply directly within capital planning, operations, and maintenance practices. The LEED transition work focuses on supporting the State’s transition from NE-CHPS to LEED-aligned standards, including capacity building, gap analysis, and implementation readiness resources.

All components shall function as a coordinated system, ensuring that facility-level analysis, statewide strategy, and implementation tools are directly aligned and mutually reinforcing. All services described in this section shall be delivered by the single vendor awarded under this RFP and shall be fully integrated with the work performed under all Sections.

SCOPE OF WORK

The vendor will provide a coordinated sequence of services that include baseline resilience assessment (leveraging existing data sources and prior facility condition assessments rather than duplicating them), technical analysis, resilience planning, stakeholder engagement, and reporting. The scope encompasses both program evaluation and planning activities and is structured to ensure actionable outcomes and statewide applicability.

This scope is explicitly focused on resilience assessment, benchmarking, prioritization, and implementation planning. It is not intended to replicate or re-perform existing facility condition assessments, energy audits, or building evaluations already completed by Rhode Island Energy, The Energy Efficiency Group, the Rhode Island Department of Education, or other state, utility, or district-level entities. Existing datasets shall be treated as the baseline foundation for analysis. The vendor’s responsibility is to validate, synthesize, and extend existing information to develop resilience-focused insights, gap identification, and forward-looking planning strategies rather than duplicative data collection.

All work under Section 2 shall follow a structured progression consistent with Section 1, including:

1. Baseline resiliency assessment and data development (2.1)

2. Strategy development and implementation pathway design (2.2)

3. Statewide systems alignment (LEED transition) (2.3)

4. Stakeholder validation and prioritization (2.4)

5. Implementation tracking and performance measurement (2.5)

6. Synthesis, reporting, and statewide scaling guidance (2.6)

The vendor shall be responsible for delivering fully actionable outputs under both workstreams, ensuring that resilience/GHG strategies and LEED transition efforts are each independently implementable while remaining aligned at the program level. All deliverables are intended to support decision-making and capital planning processes and do not constitute project execution or capital implementation services.

The vendor shall coordinate all Section 2 activities with work performed under the other sections of this RFP to ensure consistency in data, methodologies, stakeholder engagement, and statewide implementation strategies.

Vendor Pricing Requirements To ensure…