WESD RFP - South Coast to Valley SC2V REN - Equity Certificate.pdf

Willamette Education Service District (WESD) South Coast to Valley Regional Educator Network (SC2V REN)

Request For Proposal:

Equity Certificate

PURPOSE: The Willamette Education Service District (WESD) is seeking proposals from organizations/programs to provide culturally relevant and responsive professional learning for educators throughout the South Coast Education Service District (SCESD) and WESD regions for the 2023-2024 SY. Educators must be able to complete a rigorous program that supports them in developing equity leadership and facilitation skills in order to become leaders in their school buildings.

RFP PROPOSALS DUE: May 15, 2023

RFP PROPOSAL QUESTIONS:

1. Tell us how your firm would support an educator in:

a. Facilitation of equity focused conversation (150 words or less)

b. Providing and receiving feedback (150 words or less)

c. Developing and implementing equity centered family/community and school partnerships (150 words or less)

2. In Oregon, how many school districts has your firm provided similar services?

Which school districts have you provided similar services?

3. Provide three references from district partners or representatives in Oregon that have participated in your program. Include name, phone number, email address and services provided relative to his RFP, and the dates services were provided.

4. Share the total price for 20 participants in your program, targeted support, and an additional 10 participant enrollment in an educator intensive or similar program.

5. Tell us how participants will access your program.

a. Initial contact

b. Program courses

c. Program conclusion

6. Describe how you will report on the following standards of measurement

a. Participants’ engagement in your program activities

b. Participants’ growth and development of equity literacy

c. Participants’ ability to lead and facilitate family/community and school partnership initiatives

7. What metrics and tools do you use to evaluate the growth and development of participants as leaders and facilitators in Oregon schools?

SCORING: 50 POINTS POSSIBLE

Element Description Possible Points

Prompt 1: Support and structure for each element. 5

Prompt 2: Number of districts served in Oregon. 5

Prompt 3: Two to four references with names, dates, and emails at a minimum. 5

Prompt 4: Cost structure for the requested pieces. 10

Prompt 5: Process for connecting with services, expectations for WESD and regional participants 5

Prompt 6: Description and examples of measurement tools and strategies. 5

Prompt 7: Metrics and additional tools described for assessing participant learning and growth. 5

Overall fit for the purpose of this RFP. 10

Total Possible Points = 50 points

SCHEDULE OF EVENTS

Item Event Date

1. Issue RFP April 28, 2023

2. Deadline for request for change, clarification, or protest of solicitations

May 8, 2023

3. Last addenda issued May 10

4. Proposals Due/Closing Date May 15, 2023 by 4:00pm

5. RFP Committee to review proposals May 16, 2023 through May 19 2023

6. Optional finalist interviews/formal presentations

May 23, 2023

Notice: WESD reserves the sole right, without incurring any liability, to change any aspect of the proposed procurement described above, including the right not to proceed with the procurement and/or the right to proceed in a different manner or on a different timeline.

General Conditions:

Proposals: Responses shall be submitted electronically as an attached PDF via email by May 15, 2023, at 4:00 pm Pacific Daylight Saving Time. Submit responses electronically to: Ella.Taylor@wesd.org and cc'd to Karen.Pettersen@wesd.org.

Proposals submitted via postal mail, hand delivered or facsimile will not be accepted.

Pursuant to ORS 192.501 (2) and 646.461 to 646.475: all information contained in the response designated as "confidential" (and/or proprietary) must be clearly marked and separated from other non-confidential information at the time the responses are submitted.

Cost of Proposal: Proposals should be prepared simply providing a straightforward, concise description of proposer's capabilities to satisfy the requirements of the RFP.

This RFP does not commit the WESD to pay any costs incurred for this proposal.

Special production such as colored displays and promotional material are not necessary; However, the proposer should be prepared to provide a virtual presentation via Zoom to an evaluation panel for the WESD. Emphasis should be on completeness and clarity of the content.

The WESD reserves the option to award based solely on submitted proposals and forego Finalist Interviews/Formal Presentations at our sole discretion. Virtual Finalist Interviews/Formal Presentations may still be required and will be scheduled if needed.

The WESD reserves the right to select one or more vendors to provide the requested services.

Cancellation: The WESD reserves the right to cancel this invitation or reject any and all proposals submitted or to waive any minor formalities of this call, if in the judgment of the WESD Board the best interest of the WESD would be served. No proposer may withdraw his/her proposal after the hour set for the opening thereof, unless the award of contract is delayed for a period exceeding thirty (30) days.

Late Proposals: Proposals received after the scheduled closing time will be rejected.

Questions and Clarifications: Questions, interpretations or clarifications of this RFP must be requested via email. All questions should be directed to Ella Taylor, Chief Research Officer, at Ella.Taylor@wesd.org and cc'd to Karen.Pettersen@wesd.org.

Oral instructions or information concerning the RFP given out by WESD employees or agents to prospective Respondents shall not bind the WESD.

mailto:Ella.Taylor@wesd.org mailto:Karen.Pettersen@wesd.org mailto:ella.taylor@wesd.org mailto:Karen.Pettersen@wesd.org

Addenda: The WESD shall make interpretations, corrections, or changes of the Proposal Documents in writing by published Addenda. Any changes and/or addenda to this solicitation will be posted on the Willamette ESD website. Failure to acknowledge all addenda may result in declaration of your proposal as non-responsive.

Insurance: Successful Respondent shall be required to provide the WESD with a certificate of insurance verifying that the successful Respondent has all of the following insurance coverages and endorses the WESD as an additional insured: professional liability insurance, commercial general liability insurance, automobile liability insurance, and worker's compensation insurance, each in an amount not less than required by the WESDs Policies.

Certification as an EEO Affirmative Action Employer: Successful Respondent must abide by a policy of Equal Employment Opportunity Affirmative Action. Equal Opportunity Employer: The WESD is committed to providing equal opportunities to State of Oregon licensed Minority, Disadvantaged and Women's Business Enterprises in contracting activities. (OAR 445-050- 0001 to 445-050-0090, State of Oregon).

Right to Protest In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must itself claim to be eligible for Awarding in the event the Protest was successful and must be next in line for the Award. A Proposer may protest the award of a contract, or the intent to award of a contract, whichever occurs first, if the conditions set forth in ORS 279B.410(1) are satisfied.

A proposer’s written protest shall specify the grounds for the protest to be considered pursuant to ORS 279B.410(2). Proposer may not protest the content of specifications, the exercise of judgment used by the evaluators in scoring the written proposals and interviews, or the content of specifications. Proposers may protest only deviations from laws, rules, regulations, or procedures including procedures set out in this RFP.

Protests must specify the grounds for the appeal including the specific citation of law, rule, regulation, or procedure upon which the protest is based. Protests not filed within the time specified or which fail to cite the specific law, rule, regulation, or procedure upon which the protest is based shall be dismissed.

Protests shall be submitted via email as an attached PDF addressed to russ.allen@wesd.org.

The superintendent or the superintendent's designee shall have the authority to settle or resolve a written protest. The Executive Director of Business Services may waive any procedural irregularities that had no material effect on the selection of the mailto:russ.allen@wesd.org proposed contractor, invalidate the proposed award, amend the award decision, request the evaluation committee re-evaluate any proposal or cancel the solicitation and begin a new solicitation.

Judicial review of the superintendent or the superintendent's designee’s decision relating to a contract award protest shall be in accordance with ORS 279B.415. A proposer must file a written protest with the district and exhaust all administrative remedies before seeking judicial review of the contract award decision.

Contract Negotiations The WESD reserves the right to negotiate final contract terms, if any, with the awarded Proposer to the fullest extent allowed by law and as in the best interests of the

WESD.

The WESD reserves the right to enter into negotiations with the apparent successful Proposer and will begin contract negotiations, if any, as soon as possible after the Notice of Intent to Award. If contract negotiations are not finalized within a reasonable period of time, the Owner may conclude negotiations with the selected firm and begin negotiations with the next ranked firm(s) based on final ranking.

PROPOSAL PREPARATION AND SUBMITTAL

Submit responses as follows:

1. Use 8.5'' x 11" electronic PDF Format in portrait layout.

2. Only one PDF file may be submitted.

3. PDF File size for the entire proposal shall be limited to 10,000KB maximum.

4. Basic text information should not be smaller than 11 - point type.

5. Margins shall not be less than 0.5 inches on any side.

6. Email subject lines shall include the name of the Proposers organization and the

RFP number.

7. Responses must be submitted electronically as a PDF attachment via email only.

a. All erasures, or other changes must be initialed by the person signing the response.

All proposals will be evaluated on the completeness and quality of the content.

Responses may not be submitted as hard copy or by facsimile.

Responses must be received by the closing date and time stated in this document.

Submit responses via email to Ella Taylor, Director, at Ella.Taylor@wesd.org and cc'd to Karen.Pettersen@wesd.org.

mailto:Ella.Taylor@wesd.or mailto:Karen.Pettersen@wesd.org