School Needs Assessment Study RFP 7-15-2026 V2.pdf

REQUEST FOR PROPOSALS (RFP)

School Needs Assessment Study Towns of Ayer, Harvard, Shirley Devens Enterprise Commission MassDevelopment Devens Educational Advisory Committee (DEAC)

Issued By:

● Town of Ayer

● Town of Harvard

● Town of Shirley

● Devens Enterprise Commission

● Ayer Shirley Regional School District

● Harvard Public Schools

● MassDevelopment

● Devens Educational Advisory Committee

Issue Date: July 15, 2026 Proposal Due Date: August 13, 2026 by 2:00pm Estimated Contract Award: August 24, 2026

1. Introduction The Towns of Ayer, Harvard, Shirley, the Devens Enterprise Commission (DEC), MassDevelopment the Ayer Shirley Regional School District (ASRSD), and Harvard Public Schools (HPS) are seeking proposals from qualified firms or consultants to conduct a comprehensive School Needs Assessment.

The purpose of this study is to evaluate current and projected educational needs associated with demographic trends, existing and future development, school capacity, and facilities including the impact of growth and development within the Devens Regional Enterprise Zone (Devens) and the underlying Towns of Ayer, Harvard, and Shirley.

This study is intended to provide current objective data to be used to inform the public and decision makers regarding future educational and facility needs for the region.

This study project is funded by a Housing Choice Grant issued by the Commonwealth of Massachusetts.

2. Project Background Professionals from the Towns of Ayer, Harvard, Shirley, the Devens Educational Advisory Committee, MassDevelopment, and the Devens Enterprise Commission, in collaboration with the Superintendent of the Ayer Shirley Regional School District and the Superintendent of the Harvard Public Schools, have identified an opportunity to conduct an assessment of the current and future educational, enrollment, facility, and financial considerations affecting each school district. The purpose of this assessment is to provide data analysis that will assist both districts and their communities in long-term planning and decision-making with respect to:

● Current and projected enrollment trends

● Existing school facility utilization and capacity

● Projected housing growth trends and demographics

● Financial impacts associated with projected growth

The selected consultant will work collaboratively with municipal officials, school district leadership, and other professionals and stakeholders throughout the project.

3. Scope of Services The selected consultant shall provide a comprehensive School Needs Assessment addressing the following components:

A. Enrollment Study The consultant shall:

● Analyze available enrollment data provided by the Ayer Shirley Regional School District and Harvard Public Schools.

● Review demographic and housing trends within Ayer, Harvard, Shirley, and Devens.

● Develop enrollment projections considering:

○ Current and future residential development

○ Demographic shifts

○ School choice participation

○ Charter school enrollment

○ Private school enrollment trends

● Identify projected student composition and future enrollment demands.

● Provide short-term and long-term enrollment projections.

Deliverables shall include:

● Enrollment projection models

● Demographic trend analysis

● Narrative of findings and initial analysis

B. School Building Assessment The consultant shall:

● Evaluate existing school facilities within ASRSD and HPS to include the Parker Charter School on Devens.

● Assess current facility utilization and educational space usage.

● Identify existing surpluses and shortfalls in educational space.

● Evaluate how projected enrollment trends may impact facilities.

● Consider impacts of school choice, charter schools, and private schools.

Deliverables shall include:

● Facility utilization analysis

● Space needs assessment

● Narrative of findings and initial analysis

C. Capacity Analysis The consultant shall:

● Analyze the current student capacity of existing school facilities.

● Assess projected capacity impacts based on:

○ Current development

○ Approved/permitted development

○ Future development potential

○ Demographic trends

● Identify areas where future enrollment may exceed current facility capacity.

Angus, Neil Should we include daycare, private schools, and charter schools in this evaluation? (not just consideration, but inclusion?) Are we considering special needs schools or populations?

● Provide initial analysis regarding capacity planning, including transportation and financial considerations.

Deliverables shall include:

● Capacity analysis report

● Capacity projections

● Narrative identifying potential projected capacity concerns

4. Project Deliverables The selected consultant shall provide:

1. Project work plan and timeline

2. Interim progress updates

3. Stakeholder engagement meetings as necessary

4. Draft School Needs Assessment Report

5. Final School Needs Assessment Report

6. Executive summary presentation

7. Presentation of findings to participating entities and stakeholders

All reports and deliverables shall be provided in both electronic and printable formats.

5. Estimated Budget The estimated project budget is not to exceed $80,000.

The anticipated budget breakdown is as follows:

Scope Item Estimated Cost

Enrollment Study, School Building Assessment, Capacity Analysis $58,000

Contingency $22,000

Total Estimated Budget $80,000

The awarding authority reserves the right to negotiate scope and pricing.

6. Proposal Requirements Proposals shall include the following:

A. Cover Letter Include:

● Firm name and contact information

● Authorized representative

● Summary of qualifications and interest

B. Firm Qualifications and Experience Provide:

● Description of firm and team

● Relevant experience with similar school studies

● Experience with enrollment projections, facilities analysis, and regionalization studies

● Experience working with municipalities and school districts

C. Project Approach and Methodology Describe:

● Proposed methodology for each scope item

● Data collection and analysis approach

● Stakeholder engagement process

● Proposed timeline and project management approach

D. Project Team Provide:

● Key personnel

● Roles and responsibilities

● Relevant qualifications and resumes

E. References Provide at least three references for similar projects completed within the last five years.

F. Cost Proposal Provide:

● Detailed project budget

● Cost breakdown by scope item

● Hourly rates if applicable

● Any reimbursable expenses

G. Required Documents Provide:

● Certificate of Non Collusion

● Tax Compliance Certificate

7. Proposal Evaluation Criteria Proposals will be evaluated based on:

Criteria Weight

Relevant Experience and Qualifications 30%

Project Approach and Methodology 30%

Understanding of Scope and Regional Issues

20%

Cost Proposal 15%

References 5%

The awarding authority reserves the right to interview finalists.

8. Tentative Project Schedule Milestone Date

RFP Issued July 15, 2026

Questions Due July 31, 2026

Proposals Due August 13, 2026

Consultant Interviews (if necessary) Week of August 17, Contract Award August 24, 2026

Project Commencement September 1, 2026

Draft Report Due January 15, 2027

Final Report Due February 15, 2027

Public Presentation of Final Report Late February or early March

9. Submission Instructions Proposals must be submitted as sealed hard copies. There must be a sealed non-price proposal and a separately sealed price proposal submitted by:

Thursday, August 13, 2026 by 2:00pm (Non-Price Proposals will be Publicly opened at this time)

Submissions shall be delivered to:

Bryan Sawyer, Town Administrator Town of Shirley 7 Keady Way, Shirley, MA 01464

Questions regarding this RFP shall be directed to:

Bryan Sawyer Town Administrator of Shirley bsawyer@shirley-ma.gov 978-425-2600 x121

10. Reserved Rights The issuing entities reserve the right to:

● Reject any or all proposals

● Waive informalities or irregularities

● Request additional information from proposers

● Negotiate scope and fees

● Cancel or amend this RFP

● Award the contract in the best interest of the participating entities

11. Project Team The following individuals have participated in the development of this project:

● Robert Pontbriand, Town Manager, Town of Ayer

● Dawn Dunbar, Town Administrator, Town of Harvard

● Bryan Sawyer, Town Administrator, Town of Shirley

● Neil Angus, Director, Devens Enterprise Commission

● Dr. Adam Renda, Superintendent, Ayer Shirley Regional School District

● Dana Labb, Superintendent, Harvard Public Schools

● Michael Sweeney, Vice President for Devens, MassDevelopment

● Dorinda Abrafi, Devens Educational Advisory Committee (DEAC)

12. Additional Information The selected consultant may be required to:

● Participate in public meetings

● Present findings to municipal boards and school committees

● Coordinate with local and regional planning entities

● Provide supporting materials for public communication purposes

The consultant shall comply with all applicable Massachusetts procurement laws and regulations.