RFP26006787 SOW.pdf

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 1 of 6 Revised 4/22/2024

RFP26006787 - AGENCY SOLICITATION SPECIFICATIONS

HEADER

TITLE: HEALTHY ENVIRONMENTS ADVANCE LEARNING (HEAL): STATEWIDE SCHOOL

FACILITIES CAPACITY BUILDING AND TECHNICAL ASSISTANCE SERVICES

DESCRIPTION: THIS RFP SOLICITS QUALIFIED VENDORS TO PROVIDE STATEWIDE

PLANNING, TECHNICAL ASSISTANCE, RESILIENCE, EVALUATION, COMMUNICATIONS,

AND PERFORMANCE SERVICES FOR PUBLIC SCHOOL FACILITIES UNDER THE HEALTHY

ENVIRONMENTS ADVANCE LEARNING (HEAL) PROGRAM. THE SELECTED VENDOR WILL

SUPPORT THE HEAL TEAM TO FACILITATE IMPROVEMENTS IN BUILDING HEALTH,

SAFETY, SUSTAINABILITY, AND OPERATIONAL PERFORMANCE ACROSS RHODE ISLAND

PUBLIC SCHOOLS. VENDORS MAY BID ON ONE OR MORE SECTIONS, AND MULTIPLE

AWARDS MAY BE ISSUED.

PRE-BID/ PROPOSAL CONFERENCE: NO

MANDATORY: NO

BONDING REQUIREMENTS

BID SURETY BOND REQUIRED: NO

PAYMENT AND PERFORMANCE BOND REQUIRED: NO

The selected vendor shall be responsible for all subcontractors and shall serve as the single point of accountability to Healthy Environments Advance Learning (HEAL) team. Subcontractors must be identified in the proposal and approved by HEAL team. Use of subcontractors does not relieve the vendor of responsibility for performance, deliverables, compliance, or contract management.

SECTION A. BACKGROUND

The Rhode Island Department of Education (RIDE), through the School Building Authority’s

Healthy Environments Advance Learning (HEAL) Program, is advancing a statewide effort to improve the health, resilience, sustainability, and overall performance of public-school facilities. HEAL is designed to strengthen district capacity, modernize learning environments, and ensure that recent public investments translate into durable, measurable improvements for students and educators. This RFP seeks partners who can support this work through targeted expertise and scalable solutions that enhance long-term school infrastructure management and learning conditions across Rhode Island.

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 2 of 6 Revised 4/22/2024

See attached document for more information.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

This Request for Proposals (RFP) includes six distinct but complementary sections of work through which vendors may propose to support statewide improvement of public-school facilities. The scope establishes core expectations for deliverables and outcomes while allowing proposers flexibility to bundle, refine, or reorganize activities to maximize efficiency and impact, provided all required components are addressed.

HEAL anticipates that work will follow a structured, outcome-oriented progression that includes conducting research and analysis, developing actionable recommendations, supporting implementation, and evaluating and reporting results.

Service areas span:

• 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 and Feasibility

• Section 5: Communications

• Section 6: Energy Management

Deliverables are designed to support clear proposal development, evaluation, contract management, and performance tracking. Proposers must demonstrate how their approach will achieve defined program outcomes and contribute to improved facility performance statewide.

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

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 3 of 6 Revised 4/22/2024

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 C: 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

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 4 of 6 Revised 4/22/2024

• 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

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 5 of 6 Revised 4/22/2024

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.

3. Supplemental Bidder Attestation Form

See Appendix A on the “Overview” tab in Ocean State Procures™ for information. Vendors are required to complete, sign and submit this form with their overall proposal.

4. ISBE Proposal

See Appendix B on the “Overview” tab in Ocean State Procures™ for information and the MBE, WBE and/or Disability Business Enterprise Participation Plan form(s). Vendors are required to complete, sign and submit these forms with their overall proposal. Please complete separate forms for each MBE, WBE, and/or Disability Business Enterprise subcontractor to be utilized on the solicitation.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Technical proposals must receive a minimum of 55 (78.5%) out of a maximum of 70 points to advance to the cost evaluation phase. Technical proposals scoring below 55 points will not have their accompanying cost or ISBE participation proposals opened or evaluated and will receive no further consideration.

Technical proposals scoring 55 points or higher will proceed to cost evaluation, where cost proposals will be reviewed and assigned up to a maximum of 30 points, bringing the total potential evaluation score to 100 points . After total evaluation points are determined, vendor proposals will be reviewed and may receive up to 6 bonus points for ISBE participation, Rhode Island Department of Administration ’s participation of Small Business Enterprises

(SBEs).

Proposals shall be reviewed and scored based on the following criteria:

Criteria Possible Points

Staff Qualifications 5 Points

Capability, Capacity, and Qualifications of the Vendor 5 Points

Work Plan 30 Points

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 6 of 6 Revised 4/22/2024

Approach/Methodology 30 Points

Total Possible Technical Points 70 Points

Cost proposal 30 Points

Total Possible Evaluation Points 100 Points

ISBE Participation 6 Bonus Points

Total Possible Points 106 Points

For those with an OSP account, see the “Requirements” tab of this solicitation in OSP for additional information on the evaluation and selection process in the “RFP Standard

Specification” section.

For those without an OSP account, public access to the full bid can be found at https://ridop.ri.gov/vendors/bidding-opportunities. Search for this solicitation, open the record, click on the “Print/Download Solicitation Summary” button in the upper right corner for all the solicitation requirements and supporting documents are found at the bottom of the page in the “Solicitation

Attachments” section.

https://ridop.ri.gov/vendors/bidding-opportunities