RFQ - Class Observations - Complete File.pdf

September 9, 2025

ECS4Kids / Episcopal Children’s Services 8649 Baypine Road Building 7 Suite 300 Jacksonville, Florida 32256

Request for Quotation and Statement of Work

Project Title: External CLASS Observations for ECS4Kids Head Start Classrooms

Introduction: Offering early childhood education and holistic family services for nearly 60 years, ECS4Kids, headquartered in Jacksonville, FL provides School Readiness, Head Start, and Early Head Start programs to more than 27,000 children and their families in 14 counties in Florida and 9 counties in Georgia.

Project Background: ECS4Kids operates or is associated with 67 Head Start programs (116 Head Start classrooms) in Northeast and Central Florida and 11 Head Start Programs (18 Head Start Classrooms) in Georgia.

We wish to hire an external contractor to perform PreK CLASS observations at selected Head Start locations in Northeast and Central Florida (91 classrooms) and all Head Start locations in Georgia (18 classrooms) for a total of 109 PreK CLASS observations (Attachment 1 Head Start Classrooms).

Scope of Work: The contractor will conduct a PreK CLASS observation consisting of two on-site, 30-minute cycles at each Head Start classroom. Each 30-minute cycle must include a 20-minute observation session followed immediately by a 10-minute coding session. Observations must be completed between 8:30 A M-2:30 PM except during children’s naptime as indicated on posted classroom schedules.

The contractor will provide ECS4Kids with the CLASS scores in the form of

1) copies of score sheets with summary notes

2) an Excel spreadsheet. If multiple regions are scored, the spreadsheet should include a tab for each region. The spreadsheet should include the following information for each classroom:

• Date of Observation

• Time In and Out of Classroom

• Observer First and Last Name

• Program Name

• Classroom Name

• Lead Teacher First and Last Name (present for the observation)

• Co-Teacher First and Last Name (present for the observation)

• Dimension Scores in 2-Decimal Place Format (average of 2 cycles)

• Domain Scores in 2-Decimal Place Format (average of 2 cycles)

Additional Requirements

Contractor is responsible for all travel costs and arrangements. These costs should be built-in to the bid proposal.

Contractor will provide ECS4Kids with a certificate of insurance.

Contractor is responsible for any required materials to perform the project.

Contractor will arrive at ECS4Kids HS locations 30 minutes prior to start of observation to allow ample time to sign-in and locate classrooms.

Payment terms will be net 30 days, unless negotiated otherwise. Contractor may submit monthly invoices for completed assessments.

ECS4Kids will have the right and option to terminate the agreement for convenience at any time during the performance of the project. However, ECS4Kids will pay the contractor, all reasonable costs incurred before the termination is finalized.

If this is the first-time bidding with ECS4Kids on this scope of work, the contractor to supply two business references to ECS4Kids that can speak directly to the contractor’s technical expertise and quality of work as it relates to the essential tenants of this proposal. Annual reliability checks of assessors is preferred.

Timeline: Contractors must submit their quotations via Bidnet Direct by 5 PM the deadline specified online.

Contractor must submit a proposed general schedule of observations by region with the quotation.

Upon award of bid, contractor will receive a list of center locations and will coordinate with ECS4Kids to create monthly observation schedules throughout the contract period. Observations may start upon notice of bid award and approval of the first monthly observation schedule. Observations must be completed by 5 PM on Friday, April 30, 2026. Attachment 2-4: School Calendars indicate dates centers are closed.

All reports must be completed by 5 PM Friday, May 22, 2026.

Criteria for Selection of winning bidder:

1. Total all-inclusive cost per region

2. In-Kind amount offered

3. Demonstrated knowledge of subject matter

4. Demonstrated experience in performing CLASS observations.

5. Ability to meet the requested timeline

6. Acceptance of ECS4Kids terms and conditions.

7. Preference will be given to the individual/company that can manage the observations at all locations within the region(s) within the timeline.

Bid Format

1. If this is the first-time bidding with ECS4Kids on this scope of work, the contractor will supply two business references to ECS4Kids that can speak directly to the contractor’s technical expertise and quality of work as it relates to the essential tenants of this proposal. Annual reliability checks of assessors is preferred. Contractor will also provide an introduction to the contractor’s company: include history, experience, qualifications and principal employees.

2. A total cost line. This line describes the total cost which ECS4Kids will incur for the full completion of the project. A full description of what is included in this cost line should be included.

3. An itemized cost line. This line breaks down the total cost for each of the 76 classrooms.

4. A supplementary cost line. This line describes any additional or incremental costs that may be incurred because of factors that are at this time unknown or not defined.

5. A proposed schedule of observations and timeline for the entire project.

6. Any other information pertinent to the bid and not requested by this document.

7. Include attachments of a COI and W9.

Confidentiality

All information shared by Episcopal Children’s Services with the contractor is strictly confidential. It is understood that unauthorized disclosure or use, whether intentional or unintentional, of Confidential Information by Receiving Party may be detrimental to the Disclosing Party. Accordingly, the parties agree:

1. To maintain in confidence the existence of this Agreement and the fact that discussions pertaining to the Project have occurred or are occurring between the parties.

2. Not to use any of the other party’s Confidential Information for any purpose other than in connection with the Project.

3. To maintain all of the Confidential Information in confidence and not to disclose any portion of the Confidential information to third parties, except as permitted pursuant to this Agreement.

4. To cause each party’s representatives who have access to Confidential Information to comply with the terms and provisions of this Agreement in the same manner as each party is bound hereby with each party remaining responsible for the actions and disclosures of such representatives.

5. In the event that the Receiving Party or its representatives receives a request to disclose all or any part of the Confidential Information under the terms of a valid and effective subpoena or order issued by a court of competent jurisdiction or by a governmental or banking regulatory body, Receiving Party agrees to:

a. Immediately notify the Disclosing Party of the existence, terms and circumstances surrounding such a request, so that it may seek an appropriate protective order and/or waive Receiving Party’s compliance with the provision of this Agreement; and

b. If disclosure of such Confidential Information is required in the opinion of Receiving Party’s counsel, at its own expense, promptly cooperate with the Disclosing Party in obtaining reliable assurances that confidential treatment will be accorded to the disclosed Confidential Information.

6. The parties acknowledge that the Confidential Information is the property of the Disclosing Party and the disclosure of the Confidential Information to Receiving Party does not convey any right, title or license in the Confidential Information to the Receiving Party. Receiving Party must only use the Disclosing Party’s Confidential Information for the benefit of the Disclosing Party except to the extent authorized in writing by the Disclosing Party.

7. It is further understood that ECS4Kids does not grant Contractor the right to use or link to ECS4Kids’s trademarks, service marks, trade names, business names, internet domain names, e-mail address names, telephone numbers, logos or other designations in any press releases, advertising, promotions or publications or on its external website without first obtaining ECS4Kids’s prior written consent.

8. As part of the discussions regarding the Project between ECS4Kids and the Company, ECS4Kids may disclose to the Company, the name of principals, investors, buyers, vendors, suppliers or other ECS4Kids related contacts. The Company acknowledges and agrees that the identities of the contacts will be recognized as exclusive and valuable contacts of ECS4Kids and shall be considered Confidential Information. The Company agrees to keep confidential the names of any contacts and agrees that neither it nor any employee, agent, assigns, designee, or consultant of the Company will contact, deal with, negotiate or participate in any transactions specifically related to the products related directly to the Project without the prior written approval of ECS4Kids.

9. It is further understood and agreed that money damages would not be sufficient remedy for any breach by the Receiving Party of this Agreement and that Disclosing Party is entitled to seek specific performance and injunctive or other equitable relief as a remedy for any such breach, and Receiving Party further agrees to waive any requirement for the securing or posting of any bond in connection with such remedy. Such remedy is not the exclusive remedy for Receiving Party’s breach of this Agreement but is in addition to all other remedies available at law or equity to Disclosing Party.

10. It is further understood and agreed that no failure or delay by the Disclosing Party in exercising any right, power or privilege hereunder operates as a waiver thereof, nor does any single or partial exercise thereof preclude any other or further exercise of any right, power or privilege hereunder.

11. No waiver, modification or amendment to this Agreement is valid unless in writing and signed by the parties hereto. References to Company and Receiving Party are deemed to include each of their subsidiaries, if any.

12. The provisions of this Agreement if not terminated earlier by mutual agreement of the parties, will terminate three (3) years after the Effective Date of a signed Agreement.

13. This Agreement is binding upon and inures to the benefit of the parties hereto and their respective successors and assigns. Neither party may assign its rights of obligations under this Agreement without the prior written consent of the other party, which consent will not be unreasonably withheld.

By signing below and accepting the contract, the Vendor’s authorized representative agrees to incorporate this Addendum into the Agreement, and hereby executes and agrees this Addendum of Confidentiality as of the date set forth below.

VENDOR:

SIGNATURE:

NAME:

TITLE:

DATE:

Attachment 1:

Head Start Classroom List 2025-26

Grant County Center # HS Classrooms to Be Assessed

Additional Classrooms

NOT ASSESSED BY CONTRACTOR

Central Florida Alachua Building Dreams 2 Central Florida Alachua Eastside 2 1 VPK classroom will use state assessment Central Florida Alachua Eden Park 1 1 VPK classroom will use state assessment Central Florida Alachua Gainesville 1 VPK classrooms will use state assessment Central Florida Alachua Hawthorne 0 1 VPK classroom will use state assessment Central Florida Alachua Highlands I 1 VPK classrooms will use state assessment Central Florida Alachua Highlands 2 (newly opened) 3 Central Florida Alachua Martin Rochelle 0 1 VPK classroom will use state assessment Central Florida Citrus Carter St 0 1 VPK classroom will use state assessment Central Florida Dixie Doodle Bugs 1 Central Florida Lake Clermont 1 VPK classrooms will use state assessment Central Florida Lake Eustis 2 VPK classrooms will use state assessment Central Florida Lake Leesburg 1 1 VPK classroom will use state assessment Central Florida Lake Mount Dora 0 1 VPK classroom will use state assessment Central Florida Lake Potters Hand Christian Academy 1 1 VPK classroom will use state assessment Central Florida Levy Bronson 0 1 VPK classroom will use state assessment Central Florida Levy Clyatt House 3 Central Florida Levy Fun 4 Kids 1 Central Florida Levy Kids & Company 4 Central Florida Marion ABC Academy@ Ocala 4 Central Florida Marion Building Blocks 1 1 VPK classroom will use state assessment Central Florida Marion Howard 1 VPK classrooms will use state assessment Central Florida Marion Kids Academy 1 Central Florida Marion Kids City USA 1 Central Florida Marion Mildred Boynton 3 VPK classrooms will use state assessment Central Florida Marion Skylark 2 VPK classrooms will use state assessment

Central Florida Grant Total 37

Grant County Center # HS Classrooms to Be Assessed

Additional Classrooms

NOT ASSESSED BY CONTRACTOR

North Florida Baker Baker Complex 1 1 VPK classroom will use state assessment North Florida Bradford Starke (VPK will be assessed) 1 North Florida Bradford Rainbow Center (non-HS program) 1 North Florida Clay Green Cove 0 1 VPK classroom will use state assessment North Florida Clay Middleburg 1 1 VPK classroom will use state assessment North Florida Clay Orange Park 1 1 VPK classroom will use state assessment North Florida Duval For Your Child Only/Victory Land 1 North Florida Duval North Florida Education Institute 0 1 VPK classroom will use state assessment North Florida Duval Rhoda Martin (VPK will be assessed) 1 North Florida Nassau Callahan 0 1 VPK classroom will use state assessment North Florida Nassau Fernandina Beach Peck Center 0 1 VPK classroom will use state assessment

North Florida Grant Total 7

Grant County Center # HS Classrooms to Be Assessed

Duval Duval John Love Elementary 2

Duval Duval Rutledge H. Pearson Elementary 2

Duval Duval Normandy Village Elementary 4

Duval Duval Westview K8 1

Duval Duval Beauclerc Elem 1

Duval Duval Ramona Blvd 2

Duval Duval Brookview Elementary 1

Duval Duval Timicuan Elementary 3

Duval Duval SP Livingston Elementary 3

Duval Duval Gregory Drive Elementary 2

Duval Duval Andrew Robinson 2

Duval Duval Northwestern Elementary 1

All VPK Classrooms will be assessed

ECS4Kids

Head Start Classrooms for CLASS Assessments

2025-26

Duval Duval Parkwood Heights Elementary 2

DCPS Classrooms to Be Assessed 26

Duval Duval Brentwood Center 2

Duval Duval Fairway Oaks 2

Duval Duval Southwind Villa Center 2

Duval Duval 8th Street 3

Duval Duval Emerson 4

Duval Duval St. Peter's 3

Duval Duval Crawford Early Learning Center 2

Duval Duval Impact Learning Center 3

Duval Classrooms to Be Assessed 21

Grant County City (locations pending) # HS Classrooms to Be Assessed

Georgia Bulloch Statesboro 2 Georgia Screven Sylvania 1 Georgia Jenkins Millen 1 Georgia Emanuel Swainsboro 4 Georgia Jefferson Wadley 1 Georgia Jefferson Louisville 1 Georgia Jefferson Wrens 1 Georgia Burke Waynesboro 3 Georgia Columbia Harlem 1 Georgia McDuffie Thomson 2 Georgia Lincoln Lincolnton 1

All VPK Classrooms will be assessed

Total Classrooms to Be Assessed

Georgia Classrooms to Be Assessed

Total Florida Classrooms to Be Assessed

Attachment 2:

NFL-CFL School Calendar 2025-26

2025/26 School Calendar

August 2025 September 2025 October 2025

Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa

28 29 30 31 1 2 1 2 3 4 5 6 1 2 3 4

3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11

10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18

17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25

24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31

November 2025 December 2025 January 2026

1 1 2 3 4 5 6 1 2 3

2 3 4 5 6 7 8 7 8 9 10 11 12 13 4 5 6 7 8 9 10

9 10 11 12 13 14 15 14 15 16 17 18 19 20 11 12 13 14 15 16 17

16 17 18 19 20 21 22 21 22 23 24 25 26 27 18 19 20 21 22 23 24

23 24 25 26 27 28 29 28 29 30 31 25 26 27 28 29 30 31

February 2026 March 2026 April 2026

1 2 3 4 5 6 7 1 2 3 4 5 6 7 1 2 3 4

8 9 10 11 12 13 14 8 9 10 11 12 13 14 5 6 7 8 9 10 11

15 16 17 18 19 20 21 15 16 17 18 19 20 21 12 13 14 15 16 17 18

22 23 24 25 26 27 28 22 23 24 25 26 27 28 19 20 21 22 23 24 25

29 30 31 26 27 28 29 30

*EHS open on 2/24

May 2026 June 2026 July 2026

1 2 1 2 3 4 5 6 1 2 3 4

3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11

10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18

17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25

24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31

Pre-Service ECS Paid Holidays (May 25th, June 19th & July 3rd)

12-month staff only

Open-House Stagger Start http://www.calendarpedia.com/

First/Last Day of School August Education/Comprehensive Training HS May 21st & EHS July 23rd

Planning Spring/Winter Break (Teachers, CSA’s SNA’s & Kitchen Staff)

Early Release @ 1:00pm EHS closed (no pay for teaching staff)

HS Home-Visits on 2/23 & 2/24 (No School) EHS Home-Visits 2/23 (No School)

SPRING BREAKS

March 16th – March 20th – Alachua, Clay, Duval, Lake, Marion & Nassau March 23rd – March 27th – Bradford & Citrus April 6th – April 10th - Baker April 13th – April 17th - Dixie, Gilchrist & Levy ***If a HS child drops after April 22nd, the slot will not be replaced

HOLIDAYS 25/26

September 1st Labor Day January 1st New Year’s Day November 11th Veterans Day January 19th Martin Luther King, JR Birthday November 27th Thanksgiving Day April 3rd ECS Wellness Day November 28th Day after Thanksgiving May 25th Memorial Day** December 25th Christmas Day June 19th Juneteenth** December 26th Christmas Holiday July 3rd Independence Day observed**

HR Training Dates September 29, 2025 – HR Wellness April 27, 2026 – Whole Life Wellness

GOLD ASSESSMENT CHECKPOINT DATES

CP1

Window: October 27-31 Due Date: October 31 Parent-Teacher Conferences: November 3-21

CP2

Window: February 9-13 Due Date: February 13

CP3

Window: April 20-24 Due Date: April 24 Parent-Teacher Conferences April 28 – May 15

Attachment 3:

Duval County Public Schools Calendar

Duval County Public Schools

2025-2026

District Calendar

^If the district must close schools for a day or more due to hazardous weather, the school district will utilize weather day/s to provide for any lost instructional days. Given the placement of weather days on May 29, June 1 and 2, there is a possibility that the school year could extend past

May 28th. Should there be no need to use the Weather Days on May 29, June 1 and 2, teacher post-planning days would be moved up to begin on the first available non-instructional day during that week.

M T W T F M T W T F M T W T F 1 2 3 4 1 1 2 3 4 5

7 8 9 10 11 4 5 6 7 8 8 9 10 11 12

14 15 16 17 18 11 12 13 14 15 15 16 17 18 19

21 22 23 24 25 18 19 20 21 22 22 23 24 25 26

28 29 30 31 25 26 27 28 29 29 30

M T W T F M T W T F M T W T F 1 2 3 1 2 3 4 5

6 7 8 9 10~ 3 4 5 6 7 8 9 10 11 12

13 14 15 16 17 10 11 12 13 14 15 16 17 18 19~

20 21 22 23 24 17 18 19 20 21 22 23 24 25 26

27 28 29 30 31 24 25 26 27 28 29 30 31

M T W T F M T W T F M T W T F 1 2 2 3 4 5 6 2 3 4 5 6

5 6 7 8 9 9 10 11 12 13 9 10 11 12 13~

12 13 14 15 16 16 17 18 19 20 16 17 18 19 20

19 20 21 22 23 23 24 25 26 27 23 24 25 26 27

26 27 28 29 30 30 31

M T W T F M T W T F M T W T F 1 2 3 1 1 2 3 4 5

6 7 8 9 10 4 5 6 7 8 8 9 10 11 12

13 14 15 16 17 11 12 13 14 15 15 16 17 18 19

20 21 22 23 24 18 19 20 21 22 22 23 24 25 26

27 28 29 30 25 26 27 28~ 29 29 30 Board Approved 06/04/2024

Legend:

# Weather Day # First & Last Day of School # Schools Closed

#~ End of Grading Period # Employee Planning/Inservice # Schools/Admin Offices Closed

Weather Closure Former Weather Day# #w

APRIL MAY JUNE

JANUARY FEBRUARY MARCH

OCTOBER NOVEMBER DECEMBER

JULY AUGUST SEPTEMBER

Attachment 4:

Rainbow Center School Calendar

2025-2026 Calendar

The Rainbow Center

12 MONTH STAFF

Date

August 4 (Tentative) New Hire Orientation

August 5- 8 (Tentative) Preservice Training / Planning

August 11 (Tentative) First Day of School

September 1 Labor Day - Holiday

October 13 Teacher Training/Planning Day

November 11 Veterans Day - Holiday

November 27 Thanksgiving Day - Holiday

November 28 Day after Thanksgiving - Holiday

December 25 Christmas Day - Holiday

December 26 Day after Christmas - Holiday

January 1 New Year’s Day - Holiday

January 5 Teacher Training/Planning Day

January 19 Birthday of Martin Luther King, Jr. - Holiday

March 6 Teacher Training/Planning Day

April 3 Staff Wellness Day - Holiday

May 25 Memorial Day - Holiday

June 8 Teacher Training/Planning Day

June 19 Juneteenth - Holiday

July 3 Independence Day Observed - Holiday https://www.federalholidays.net/usa/holiday/labor-day.html https://www.federalholidays.net/usa/holiday/veterans-day.html https://www.federalholidays.net/usa/holiday/thanksgiving-day.html

Attachment 5:

Georgia Counties School Calendars

ECS4KIDS SRRGA Head Start Program Calendar Oct 2025-May 2026

This calendar is subject to change

1-3 In-Service Training (No School for Children)

9-14 Lincoln (No School for Children)

10 Louisville, Wadley, Wrens (No School for Children)

13 In-Service Training (No School for Children)

School Days: 19

OCTOBER ‘25

S M T W Th F S

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

FEBRUARY ‘26

S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28

6 In-Service Training

13 Lincoln (No School for Children)

16 In-Service Training

School Days: 18

7 In-Service Training

11 ECS4Kids Holiday

24-26 In-Service Training (No School for Children)

27 & 28 ECS4Kids Holiday

School Days: 13

NOVEMBER ‘25

S M T W Th F S

2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29

MARCH ‘26

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

6 In-Service Training

13 & 16 Lincoln (No School for Children)

16 Louisville, Wadley, Wrens

School Days: 21

5 In-Service Training

18-19 Lincoln (No School for Children)

22- Jan 2 Winter Break (10-month staff)

25 & 26 ECS4Kids Holiday

School Days: 14

DECEMBER ‘25

1 2 3 4 5 6

7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

APRIL ‘26

1 2 3 4

5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

3 ECS4Kids Holiday

6-10 Spring Break (10-month staff)

School Days: 16

1 ECS4Kids Holiday

2 Winter Break

5 In-Service Training (No School for Children)

6 Louisville, Wadley, Wrens (No School for Children)

19 ECS4Kids Holiday

School Days: 18 Staff Days: 19

JANUARY ‘26

S M T W Th F S 1 2 3

4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 28 30 31

MAY ‘26

1 2

3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

1 In-Service Training

15 Last Day of School

22 10 mos. staff Last Day

25 ECS4Kids Holiday (12 mos. staff)

School Days: 10