RFQ 4144 Attendance Boundary Review.docx.pdf

REQUEST FOR QUOTATION

For Attendance Boundary Review

THIS IS NOT AN ORDER

Conditions of quotation which include the “shall” or “must” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no vendor is able to comply with a given specification, condition of quote or provide a specific product on the Itemized Request for Quotation List, the MMSD reserves the right to delete that specification, condition of quotation or item.

VENDOR NAME & ADDRESS

Unless otherwise noted, names of all organizations submitting quotes will be publicly available after the date and time specified as the deadline for submitting quotes. Quotation abstract will be open to public inspection after award(s).

Revisions to this request for quotation, including due date, may be made by an official written amendment issued by Purchasing Services.

Correspondence and delivery envelopes/packages must reference the request for quotation number.

QUOTATION NUMBER: 4144

ISSUE DATE: May 7, 2025

DUE DATE: May 30, 2025 - 2:00 PM (CST)

IF NOT QUOTING, please check here and return this cover page only.

SUBMISSION: All quotes (ONE hardcopy original (identified as such), ONE electronic version (memory stick or e-mail attachment) and ONE additional hardcopy, of all documentation/materials) may be submitted via US mail, hand delivery or a delivery service and must be received by PBPA - Room 200A at 545 W Dayton Street, Madison, WI 53703. Quotes not date/time stamped by PBPA - Room 200 staff (or designee) by the posted date and time shall be considered late and shall be rejected.

Any entity submitting a quote has no enforceable right to amend its quote after the submission deadline.

The MMSD is exempt from Federal Excise and Wisconsin State Sales tax.

The Madison Metropolitan School District, Strategy and Innovation, requests a quote for the Attendance Boundary Review in accordance with the information listed below (more detailed descriptions may be attached to this document). Special Conditions, Specifications, Itemized List, and Standard Terms and Conditions are contained herein. Questions MUST be sent to Dana Scheel, Manager - Procurement & Contracts - at bids@madison.k12.wi.us. To formally submit your quote for consideration, simply provide the information required below, sign, and return this document with all other required documentation in accordance with the guidelines established herein.

ITEMIZED LIST

ITEM QUANTITY DESCRIPTION UNIT

PRICE

TOTAL

PRICE

1.

Short-term Planning: Currently, several MMSD schools at or approaching MMSD’s room-based capacity - the maximum number of students in all classrooms. This boundary review will help to identify shifts in boundaries that can provide immediate alleviation in enrollment for the district’s over-utilized schools.

Long-range Planning: MMSD’s future enrollment may shift, as the City of Madison experiences its own growth.

MMSD also is working on an enrollment strategy to increase student enrollment over the next 5 years. It’s likely that the shift in enrollment will be different across different areas of Madison. This review will provide MMSD with the necessary information to assess and address long-range needs of the district, as its enrollment shifts. The review will provide scenarios that help to balance and efficiently spread out enrollment across the district and account for potential growth in student-aged children in the corresponding attendance area.

By signing this quote, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a quote; that this quote has been independently arrived at without collusion with any other competitor or potential competitor; that this quote has not been knowingly disclosed prior to the opening of quotes to any other vendor or competitor;

that the above statement is accurate under penalty of perjury.

The undersigned states that he/she is authorized to bind the vendor and on its behalf, hereby agrees with all the terms, conditions, and specifications required by the Madison Metropolitan School District in this Request for Quotation, and declares that the attached quote and pricing are in conformity therewith.

SIGNATURE: DATE:

TYPE or PRINT NAME:

TITLE: TELEPHONE NUMBER:

FEIN or TAX ID NUMBER: FAX NUMBER:

EMAIL ADDRESS:

Table of Contents

1. Required Forms 3

1.1 Cover Page (Sign and complete Request for Quotation cover page) 3

1.2 Attachment A Cost Summary Page 3

1.3 Attachment B Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion 3

Standard Terms and Conditions (Non-Construction) 4

Attachment A – Item Specifications 6

Attachment B – Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion 7

Appendix A – Document Change Control 8

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1. Required Forms

The following forms must be completed and submitted with the quote. Blank forms are attached.

1.1 Cover Page (Sign and complete Request for Quotation cover page)

1.2 Attachment A Cost Summary Page

1.3 Attachment B Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

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Standard Terms and Conditions (Non-Construction)

1. GENERAL: “Madison Metropolitan School District,” “District,” and “MMSD” are synonymous and mean the Madison Metropolitan School District. The MMSD reserves the right to accept or reject any or all bids/proposals, to waive any informality or technicality in any bid/proposal submitted, and to accept any part of a bid/proposal deemed to be in the best interest of the District. The MMSD reserves the right to reject any or all bids/proposals without indicating a reason for such rejection.

2. TAX EXEMPTION: The MMSD is exempt from the payment of Federal Excise Tax and State Sales Tax. The MMSD’s tax-exempt number is

ES42341.

3. PRICING AND DISCOUNTS: The MMSD qualifies for governmental and educational discounts. Unit prices shall reflect these discounts. Unit prices shall govern in the bid/proposal evaluation and contract administration.

4. SPECIFICATIONS: All bidders/proposers must be in compliance with all specifications and any drawings provided with this solicitation. Any reference to brand names and numbers is descriptive, but not restrictive, unless otherwise specified. When specific manufacturer and model numbers are shown, they are used to establish a design, type of construction, quality, functional capability and/or performance level desired. The MMSD reserves the right to determine whether an alternate offer is equivalent to and meets the standard of quality indicated by the brand name referenced. When alternates are bid/proposed, they shall be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The MMSD shall be the sole judge of equivalency!

5. DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from the original text, terms, conditions, or specifications shall be described fully, on the bidder’s/proposer’s letterhead, signed and attached to this request. In the absence of such a request, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications.

6. CHANGES AND WITHDRAWALS: The MMSD reserves the right to change due dates and openings for its own convenience and to withdraw solicitations at any time without prior notice.

7. APPLICABLE LAW: This solicitation and any resultant contract shall be governed under the laws of the State of Wisconsin.

8. ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or delegated without prior written consent of the MMSD.

9. HOLD HARMLESS: The contractor will indemnify, save harmless, and defend the MMSD and all of its officers, agents and employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the contractor, or any of its contractors, in prosecuting work under this agreement.

10. PUBLIC RECORDS ACCESS: It is the intention of the MMSD to maintain an open and public process in the solicitation, submission, review and approval of procurement activities. Bid/proposal openings are public unless otherwise stated. Records are not generally available until after an award has been made.

11. INSURANCE RESPONSIBILITY: The contractor performing services for the MMSD shall:

Maintain worker’s compensation insurance as required by law for all employees engaged in the work.

Maintain commercial liability, bodily injury and property damage insurance against any claims(s) that might occur in carrying out this agreement/contract. Minimum coverage shall be one million ($1,000,000) liability for bodily injury and property damage including product liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract.

Minimum coverage shall be one million ($1,000,000) per occurrence combined single limit for automobile liability and property damage.

The MMSD reserves the right to require higher or lower limits and additional types of insurance if warranted. All insurance required by this contract shall be maintained during the entire length of the contract.

12. CANCELLATION: The MMSD reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation of funds or for failure of the contractor to comply with terms, conditions and specifications of this contract.

The MMSD also reserves the right to cancel any contract with a federally debarred contractor or a contractor which is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.

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13. SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the MMSD must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code, Rules of the Industrial Commission on Safety, and all applicable OSHA Standards.

14. MATERIAL SAFETY DATA SHEETS: If any items(s) on order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy to MMSD - Risk Management, 545 W Dayton Street, Madison, WI 53703-6721.

15. RESPONSIVENESS AND RESPONSIBILITY: Award will be made to the responsible and responsive bidder/proposer whose bid is most advantageous to the MMSD with price and other factors considered. For the purposes of this project, responsiveness is defined as conformance to the requirements of the solicitation and the furnishing of information requested.

Responsibility is defined as the bidder's/proposer’s potential ability to perform successfully under the terms of the proposed contract. Briefly, a responsible bidder/proposer has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills.

The MMSD reserves the right to refuse to accept any bid or proposal from any person, firm or corporation that is in arrears or is in default to the MMSD, or has failed to perform faithfully any previous contract with the MMSD. If requested, the bidder must present within five (5) working days evidence satisfactory to the MMSD of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder's ability to comply with the terms of this solicitation document.

16. WARRANTY:Unless otherwise required equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one year from the date of receipt. Equipment manufacturer’s standard warranty shall apply as a minimum and shall be honored by the Contractor.

17. QUANTITIES: The quantities shown on this request are based on estimated needs. The MMSD reserves the right to increase or decrease quantities to meet actual needs.

18. QUALITY: Unless indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without the prior written consent of the MMSD.

19. AWARD CRITERIA: In comparing bids/proposals and making awards, the MMSD may consider such factors as relative quality and adaptability of supplies and services, bidder/proposer financial responsibility, skill, experience, record of integrity, and ability to furnish repairs and maintenance services, the time of delivery or performance offered, contract compliance requirements, and any other element or factor in addition to that of the price which would affect the final cost to the MMSD and whether the bidder has complied with the specifications.

20. AWARD: Award(s) will be made, as determined by the MMSD, to the lowest responsive and responsible bidder/proposer meeting MMSD award criteria.

21. ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special conditions are stated elsewhere in the request; in such cases, the special conditions shall apply. Further, the written contract and/or order with referenced parts and attachments including these Standard Terms and Conditions shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgement shall be effective or binding unless expressly agreed to in writing by the MMSD.

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Attachment A – Item Specifications

Attendance Boundary Review

Process of Conducting a Boundary Review This section breaks down the proposed process of conducting a boundary review by highlighting the key components and proposed timeline for this entire project.

Key Components

● Establish a clear list of criteria for making boundary decisions: District leaders will create a list of criteria for measuring and comparing different scenarios. For instance, one of the goals of this review is to help long-range planning by looking at balancing out enrollment. One or more criteria for this review may include how to measure a balanced and efficiently spread out enrollment. MMSD will document and share these metrics with stakeholders to ensure transparency in the decision process.

● Establish a clear decision matrix: MMSD will create a clear plan for how decisions will be made, including what group(s) will need to approve any final recommendations.

● Set up working groups: This review will need to review initial scenarios and gather community feedback. A working group(s) will help to bring in community voice in the decision process and community outreach strategies after the district makes decisions.

● Keep high school boundaries/feeder patterns intact, pending an initial review: MMSD will need to do an initial review of long-term enrollment at the high school attendance area level. If there are no pressing long-term enrollment considerations at the high school level, this review will hold high school attendance areas constant and analyze middle and elementary school boundary changes.

● Contract with an outside organization that specializes in boundary review: MMSD will contract with an organization to conduct this review work. Bringing in an outside organization helps to utilize industry expertise and helps to ensure the work meets the proposed timeline.

Desired Timeline:

The district is interested in a phased approach to this work, which teases out the separate components that go into this project - both the foundation and context setting work and the actual boundary analysis. This document provides a proposed phased approach that separates out the analysis work into the four high school attendance areas. The proposed timeline of this work and a rollout plan for new boundaries is a two year process, with a final set of proposals for the Board by fall of the 2027-2028 school year.

Deliverables coming from a Boundary Review To help MMSD make decisions on boundary changes, the boundary review will provide deliverables throughout the multiple phases. District leaders will review multiple scenarios within each high school zone, which will include a summary of impact on the established criteria.

1. Multiple Scenarios: Deliverables from this review will include a set of various scenarios, each with different outcomes on enrollment and the other list of review criteria.

2. Summary of Impact: The boundary review deliverables will outline the differential impacts on the established criteria. This will allow district leaders to make informed and transparent decisions.

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3. This Request for Quotation (RFQ) is issued by Madison Metropolitan School District, Purchasing Services, which is the sole point of contact for the District during the Request for Quotation process. The person responsible for managing this procurement process is Dana Scheel, Manager - Procurement & Contracts.

4. As it pertains to this RFQ, vendors shall NOT have contact with anyone other than the Manager - Procurement & Contracts (if absent, the Christina Wayland) through the duration of this RFQ process.

All communication pertaining to this RFQ must be in writing by email (preferred) or US mail.

5. Any contract(s) resulting from this RFQ will be administered by Madison Metropolitan School District, Department. The contract administrator will be Cindy Green, Assistant Superintendent.

6. The duration of the quotation process shall run from May 7, 2025 through May 30, 2025.

7. All goods and/or services must be delivered to and accepted by Madison Metropolitan School District prior to any payment being made.

8. If applicable, vendor should demonstrate that each software and/or hardware proposed conforms to the accessibility guidelines established by the World Wide Web Consortium's Web Content Accessibility Guidelines 2.0 (WCAG 2.0). In addition, Vendor should demonstrate that each software and/or hardware conforms to the accessibility guidelines established by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), as amended. (Section 508 is the section of the 1973 Rehabilitation Act that states that all electronic and information technology procured, used, or developed by the federal government after June 25, 2001, must be accessible to people with disabilities. Affected technology includes hardware such as copiers, fax machines, telephones, and other electronic devices as well as application software and websites.) Vendor may demonstrate compliance with such guidelines by submitting a VPAT (Voluntary Product Accessibility Template) or comparable documentation (evaluated by MMSD Legal Services).

9. …

A) …

B) …

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Attachment B – Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

MADISON METROPOLITAN SCHOOL DISTRICT

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

Federal Executive Order (E.O.) 12549 “Debarment and Suspension” requires that all contractors receiving individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government.

Your signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

_______________________________________ Name

_______________________________________ Company

_______________________________________ Address

_______________________________________ City, State, Zip Code

PHONE ________________ FAX___________

EMAIL ________________________________

Signature Date

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