RFQ - FY25 State Authorized Charter Renewal Evaluators.pdf

ILLINOIS STATE BOARD OF EDUCATION RFQ – B-44380

REQUEST FOR QUOTE (RFQ)

For Questions please contact: Ally Bradley at abradley@isbe.net Telephone: 217-782-3096 or Fax 217-557-5839

RFQ Specifications:

The Illinois State Board of Education (ISBE) is seeking up six (6) evaluators to provide:

Independent reviews of two state-authorized charter schools with charter agreements that are set to expire on June 30, 2025. The reviews will provide an unbiased, external evaluation of the charters to assist with ISBE’s decision on whether these charter agreements should be renewed and in the case of renewals, the term length. The state reserves the right to award to multiple vendors but anticipates awarding no more than six vendors based on the lowest cost per evaluator. Vendors may submit pricing for a minimum of 1 evaluator or maximum 6 evaluators. If multiple vendors are selected, each available evaluator will be assigned to both charters. Each evaluator will function as an equal team member for each charter and will create their own independent evaluations for submission to ISBE. ISBE will manage scheduling, coordination, and logistics for all on-site visits.

The vendors will be retained to provide the following services:

o Individual evaluators to conduct all required reviews for each charter renewal applications.

o Review and evaluate the Initial Charter Renewal Findings reports for each charters’ current charter term. The Initial Charter Renewal Findings report is a summary of the charter’s performance against the Accountability System indicators during the first four years of the current term.

o Review and evaluate renewal applications and supporting documents submitted by each charter.

o All evaluators will participate as a team in a one-day, on-site visit to each charter. ISBE will select the dates for each visit in consultation with the charters and the evaluators.

On-site visits will include interviews with focus groups, school management teams, staff, and stakeholders to give schools an opportunity to address questions or concerns identified in the renewal application analysis by the evaluators or ISBE.

o Conduct a public forum to gather public comments regarding the possible renewal of each charter. These meetings would be performed in association with each on-site school visit.

o Provide a written analysis of each school’s performance, including strengths, weaknesses, and areas of concern, in at least the following areas:

Academic program/performance;

Organizational structure/compliance; and Financial performance/stewardship.

o Provide a renewal recommendation to ISBE Charter School staff for each of the two charters based on the analysis of all items identified above, which will inform the State Superintendent’s final renewal recommendations to ISBE’s Board. The renewal recommendation should include any conditions that the vendor recommends be included as a condition of renewal.

o The two schools eligible to apply for renewal are:

Southland College Prep Charter High School, Richton Park LEARN John and Kathy Schreiber Charter School, Waukegan

Vendors who meet the requested requirements and are deemed responsive will be awarded by lowest price. ISBE anticipates awarding to a maximum of six responsive vendors.

mailto:abradley@isbe.net

ISBE’s official charter renewal process will commence with each school’s submission of a charter renewal application on August 16, 2024, or upon execution of a contract, and is expected to culminate no later than January 31, 2025. Vendor will be notified of the assigned schools and will be given 3 business days to identify any conflicts between vendor and/or the assigned experts with the schools, charter organizations or personnel in either. Conflicts may include, but not be limited to:

prior work or support provided directly to the charters or affiliated entities or individuals; prior employment with the charters, affiliated entities or individuals; personal connections with or to the charters, affiliated entities or individuals. Vendor is required to sign a confidentiality statement.

Information related to any evaluation must not be discussed with any individuals outside of ISBE staff or other individuals as expressly permitted by ISBE in writing.

Vendor and all assigned evaluators are required to participate in all meetings conducted by ISBE for training/introduction; such meetings will be scheduled in coordination with the availability of the evaluators. Vendor and assigned evaluators are required to read all materials provided by ISBE and to participate in all school visits, interviews, focus groups, forums, and hearings that are necessary for fulfillment of the project. These events have not yet been scheduled but are expected to be completed during the months of September and October 2024.

For each school, assigned experts will be expected to review ISBE’s Initial Renewal Findings Report, the charter renewal application, and any conditions for the school stipulated within the current Charter Agreement. This information along with any other evidence or testimony gathered via stakeholder meetings/interviews will form the basis from which each assigned expert must develop a renewal recommendation report. This report should be based on the facts gathered and include the assigned expert’s recommendation that ISBE take one of the following actions: 1) deny the renewal application and subsequently close the school; 2) renew the charter agreement for a full term, with or without specific conditions for areas in need of improvement; or 3) renew the charter agreement for a shortened term with specific conditions for areas in need of improvement. This report should be completed as a Word document and submitted to ISBE along with all evaluation notes, summaries, rubrics, and written reports. The final reports will be due by the end of October 2024 deadline designated by ISBE. Additional reviews, supplementary analysis, or amendments to reports may be requested. ISBE does not guarantee a set number of hours or minimum payment amount for the duration of the contract term.

Expenses:

The vendor must provide an hourly rate inclusive of all costs. Project is expected to be completed in no more than 100 hours per evaluator for a total time of 100-600 hours depending upon the number of evaluators used, inclusive of both charter evaluations. All payments will be processed upon timely submission of monthly invoices detailing hours worked on the projects.

Effective Dates:

The term of this contract will be from: Upon execution until January 31, 2025.

Insurance:

Vendor shall, at all times during the Term of this Contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additional insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to the State. Vendor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law; (d) a Professional Liability Insurance Policy with a limit of liability not less than $1,000,000 for each claim, and not less than $1,000,000 in the aggregate on an annual basis, for errors, omissions or negligent acts arising out of the performance of (or the failure to perform) professional services hereunder such as, but not limited to: systems analysis, system design, programming, data processing, consulting, system integration and information services. The Professional Liability coverage shall include contractual liability coverage in support of the Vendor’s indemnification agreements in favor of ISBE, shall be written on a “claims made” basis and must be maintained for a period of not less than three (3) years following the date of final payment to the Vendor for all such Services.

The Vendor shall cause all its subcontractors to purchase and maintain insurance coverages identical to those required of the Vendor hereunder. Insurance shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

Upon execution of this Agreement, the Vendor shall provide a copy of certificate of insurance evidencing the coverage described in this Section. The policy specified above shall be placed with an insurance company reasonably acceptable to ISBE.

Quotes Must Include:

Vendor must provide evidence of their capability to coordinate the types of activities and to provide the services described in the RFQ in a timely manner. The evidence shall include details of the vendor's background and relevant experience as related to the required activities in the RFQ, i.e., resume’ or CV for the evaluators. Required experience includes:

• At least 5 years public school or charter school administrative experience (at a school, district, or board level)

• At least three years of experience in areas including:

o Implementation or evaluation of school improvement practices;

o Evaluation of school performance and success; and o School operations, which may include: student academic achievement and growth, teaching and learning, school operations, leadership development and coaching, organizational governance, financial stewardship.

Notes to Vendor:

• All quoted prices must be valid for 30 days from date of submission. All prices must include all charges.

• No price increases will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price.

• ISBE reserves the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects.

• Vendors are encouraged to register as a Small Business with the State of Illinois

• If you have questions about State of Illinois purchasing procedure, policy or payment please contact ISBE contact located below before placing your quote for consideration.

• Vendor may attach separate page describing its bid.