goodwill education initiatives...that face many indy met students. to further support students, indy...

Goodwill Education Initiatives

On Behalf of:

Indianapolis Metropolitan High School

Request for Proposal 17-001

Solicitation For:

Data Analysis, National Scan and Best Practice, Implementation Support

Response Due Date: May 3, 2017 at 11:59 p.m. ET

GEI Request For Proposal #17-001, of 26

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION ........................................................................................... 3

1.1 INTRODUCTION ................................................................................................................ 3

1.2 PURPOSE OF THE RFP .................................................................................................... 3

1.3 SUMMARY SCOPE OF WORK ........................................................................................ 3

1.4 RFP OUTLINE ...................................................................................................................... 4

1.5 QUESTION/INQUIRY PROCESS .................................................................................. 4

1.6 DUE DATE FOR PROPOSALS ....................................................................................... 4

1.7 MODIFICATIONS OR WITHDRAWAL OF OFFER ................................................ 5

1.8 PRICING ................................................................................................................................ 5

1.9 PROPOSAL CLARIFICATIONS AND DISCUSSIONS, AND CONTRACT DISCUSSIONS ...................................................................................................................... 5

1.10 BEST AND FINAL OFFER ............................................................................................... 5

1.11 TYPE AND TERM OF CONTRACT .............................................................................. 6

1.12 SUMMARY OF MILESTONES......................................................................................... 6

1.13 CONFLICT OF INTEREST............................................................................................... 6

SECTION 2: PROPOSAL PREPARATION ........................................................................................... 7

2.1 GENERAL ................................................................................................................................... 7 . Response Letter Project Proposal Cost Proposal Qualifications Response

2.2 RESPONSE FORMAT .............................................................................................................. 9

SECTION 3: EVALUATION PROCESS ............................................................................................. 10

3.1 PROPOSAL EVALUATION PROCEDURE..................................................................... 10

3.2 EVALUATION CRITERIA ................................................................................................... 10


REQUEST FOR PROPOSAL

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

Goodwill Education Initiatives (GEI) requires contracted services for Indianapolis Metropolitan High School (Indy Met). It is the intent of GEI to solicit responses to this Request for Proposal (RFP) in accordance with the statement of work and specifications outlined in this document. The RFP is posted to the GEI website for download. (http://www.goodwillindy.org/education/)

1.2 PURPOSE OF THE RFP

The purpose of this RFP is to select a contractor to satisfy Indy Met’s need for an in-depth data analysis, recommendations for “best fit” best practices, and develop and implement staff training services to address the needs of Indy Met students.

1.3 SUMMARY SCOPE OF WORK

Indy Met serves a diverse student population facing a number of academic and social-emotional challenges. Poverty, school and home transiency, and credit deficiency are just some of the challenges that face many Indy Met students. To further support students, Indy Met is pursuing this Request for Proposal (RFP) to support the school in the development and execution of an in-depth data analysis; gather recommendations on research-based practices, including the use of a national scan of successful, similarly-situated schools; and develop an implementation series to address the needs of Indy Met students based on the results of the data analysis and the corresponding recommendations of research-based practices. The intent is that as a result of this RFP Indy Met will have a sustainable

process that is well established and lives beyond the RFP itself.


1.4 RFP OUTLINE

The outline of this RFP document is described below:

Section Description

Section 1: General Information This section provides an overview of the RFP, general timelines for the process, and a summary of the services being solicited by GEI.

Section 2: Proposal Preparation This section provides instructions on the format and content of the RFP response submission.

Section 3: Evaluation Process This section discusses the evaluation criteria to be used to evaluate Respondents’ proposals.

Attachment A Scope of Work document

Attachment B Qualifications Response document

1.5 QUESTION/INQUIRY PROCESS

All questions/inquiries regarding this RFP must be submitted via email to Anne Davis, Senior Director of Education Initiatives, at [email protected] .

If it becomes necessary to revise any part of this RFP, or if additional information is necessary for a clearer interpretation of provisions of this RFP prior to the due date for proposals, an addendum will be posted on the GEI website. If such addenda issuance is necessary, GEI may extend the due date to accommodate such additional information requirements.

1.6 DUE DATE FOR PROPOSALS

All proposals must be received electronically at the email address below no later than 11:59 p.m. Eastern Time on May 3, 2017. Proposals must follow the format indicated in Section 2 of this document. All proposals must be emailed to:

Anne Davis

Senior Director, Education Initiatives [email protected]


1.7 MODIFICATION OR WITHDRAWAL OF PROPOSALS Modifications to responses to this RFP may only be made in the manner and format consistent with the submittal of the original response, acceptable to GEI, and clearly identified as a modification. Modification to a proposal received by GEI after the hour and date specified for receipt of proposals will not be considered.

The Respondent’s authorized representative may withdraw the proposal, via email, providing proper documentation and identification.

1.8 PRICING

Pricing on this RFP must be firm and remain open for a period of not less than 180 days from the proposal due date. Any attempt to attach caveats to pricing or submit pricing that deviates from the requirements will put your proposal at risk.

Please refer to the Cost Proposal sub-section under Section 2 for a detailed discussion of the proposal pricing format and requirements.

1.9 PROPOSAL CLARIFICATIONS AND DISCUSSIONS, AND CONTRACT DISCUSSIONS

GEI reserves the right to request clarifications on proposals submitted in response to this RFP. GEI also reserves the right to conduct proposal discussions, either oral or written, with Respondents. These discussions could include requests for additional information, request for cost, or Qualifications Response revision, etc. Additionally, in conducting discussions, GEI may use information derived from proposals submitted by competing Respondents only if the identity of the Respondent providing the information is not disclosed to others. The State will provide equivalent information to all Respondents which have been chosen for discussions. Discussions, along with negotiations with Respondents, may be conducted for any appropriate purpose.

GEI will schedule all discussions. Any information gathered through oral discussions must be confirmed in writing.

1.10 BEST AND FINAL OFFER

GEI may request best and final offers from those Respondents determined by GEI to be reasonably viable for contract award. However, GEI reserves the right to award a contract on the basis of initial proposals received. Therefore, each proposal should contain the Respondent’s best terms from a price and technical standpoint.


Following evaluation of the best and final offers, GEI may select for final contract negotiations/execution the offers that are most advantageous to GEI, considering cost and the evaluation criteria in this RFP.

1.11 TYPE AND TERM OF CONTRACT

GEI intends to sign a contract with one or more Respondent(s) to fulfill the requirements in this RFP.

The term of the contract shall be for a period of one (1) year from the date of contract execution. There may be two (2) one-year renewals for a total of three (3) years at GEI’s option.

1.12 SUMMARY OF MILESTONES

The following timeline is only an illustration of the RFP process. The dates associated with each step are not to be considered binding. Due to the unpredictable nature of the evaluation period, these dates are commonly subject to change. At the conclusion of the evaluation process, all Respondents will be informed of the evaluation team’s findings.

Key RFP Dates

Activity Date

Issue of RFP April 14, 2017

Submission of Proposals May 3, 2017

The dates for the following activities are target dates only.

These activities may be completed earlier or later than the date shown.

Proposal Evaluation May 5-10, 2017

Proposal Discussions/Clarifications (if necessary) May 12, 2017

Oral Presentations (if necessary) May 15-17, 2017

Best and Final Offers (if necessary) May 18, 2017

RFP Award Recommendation May 22, 2017

1.13 CONFLICT OF INTEREST

Any person, firm or entity that assisted with and/or participated in the preparation of this RFP document is prohibited from submitting a proposal to this specific RFP. This includes a GEI officer, employee, special appointee, or any individual or entity working with or advising GEI or involved in the preparation of this RFP proposal. This prohibition would also apply to an entity who hires, within a one-year period prior to the publication of this RFP, a person that assisted with and/or participated in the preparation of this RFP.


REQUEST FOR PRPOSAL

SECTION 2: PROPOSAL PREPARATION

2.1 GENERAL

To facilitate the timely evaluation of proposals, a standard format for proposal submission has been developed and is described in this section. All Respondents are required to format their proposals in a manner consistent with the guidelines described below:

Each item must be addressed in the Respondent’s proposal. The Response Letter must be in the form of a letter.

The proposal must be submitted via email and organized to mirror the sections below and any attachments.

Each item, i.e. Response Letter, Project Proposal, Cost Proposal, etc., must be a separate standalone electronic files attached to the email. Please do not submit your proposal as one large file.

Whenever possible, please submit all attachments in their original format. If any information provided in the proposal is confidential, it must also be clearly marked in a

separate attachment/file.

A. RESPONSE LETTER

The Response Letter must address the following topics except those identified as “optional.”

A.1. Agreement with Requirements in listed in Section 1

The Respondent must explicitly acknowledge understanding of the general information in Section 1 and agreement with any requirements/conditions listed in Section 1.

A.2. Summary of Ability and Desire to Supply the Required Products or Services

The Transmittal Letter must briefly summarize the Respondent’s ability to supply the requested products and/or services that meet the requirements defined in this RFP. The letter must also contain a statement indicating the Respondent’s willingness to provide the requested products and/or services subject to the terms and conditions set forth in the RFP.

A.3. Signature of Authorized Representative

A person authorized to commit the Respondent to its representations and who can certify that the information offered in the proposal meets all general conditions must sign the Response Letter. In the Response Letter, please indicate the principal contact for the proposal along with an address, telephone number,


and email address, if that contact is different than the individual authorized for signature.

A.4. Respondent Notification

Unless otherwise indicated in the Response Letter, Respondents will be notified via email.

It is the Respondent’s obligation to notify GEI of any changes in any address that may have occurred since the origination of this solicitation. GEI is not responsible for incorrect Respondent addresses.

A.5. Other Information

This item is optional. Any other information the Respondent may wish to briefly summarize will be acceptable.

B. PROJECT PROPOSAL

Using the Scope of Work (Attachment A) as a framework, provide a proposal of the work to be completed. Responses should be thorough and specific, providing sufficient detail to clearly outline the proposed work.

B.1. Format and Categories in Scope of Work

The Respondent must provide a proposal of work specifically tied to the Scope of Work that follows the categories and labeling found within the Scope of Work.

B.2. Project Plan

A project plan, including deliverables and milestones consistent with each section of the Scope of Work (Attachment A) must accompany the Project Proposal.

C. COST PROPOSAL C.1. General Information

The cost proposal should include the method for determining costs and address escalation, any burdening factors and man-hours per year, where applicable. Proposals should include any escalation of rates anticipated from Year 1 through Year 3 (i.e. – cost of living or performance-related increases for staff, etc.).

Each area of the Scope of Work should be addressed distinctly, including: Data Analysis; National Scan, Best Practice, and Recommendations; Implementation.


The Cost Proposal will be evaluated on the total three (3) year contract cost.

D. QUALIFICATIONS RESPONSE D.1. General Information

The Qualifications Response is divided into questions designed to provide insight into the Respondent’s professional expertise and ability to execute their proposal in response to this RFP. In additional to the Qualifications Response, the Respondent must attach a resume and curriculum vitae for each member of the Respondent’s team.

2.2 RESPONSE FORMAT

Response submissions must include the following documents. Each document must be titled according to the nomenclature provided, submitting the Respondent’s name for [RESPONDENT].

Response Letter: [RESPONDENT]_01_Response Letter_RFP 17.001

Response Proposal: [RESPONDENT]_02_Response Proposal_RFP 17.001

Cost Proposal: [RESPONDENT]_03_Cost Proposal_RFP 17.001

Qualifications Response: [RESPONDENT]_04_Qualifications Response_RFP 17.001

Resumes and Curriculum Vitae: [RESPONDENT_Individual Name]_05_Resume_RFP 17.001 or [RESPONDENT_Individual Name]_05_Curriculum Vitae_RFP 17.001


REQUEST FOR PROPOSAL

SECTION 3: EVALUATION PROCESS

3.1 PROPOSAL EVALUATION PROCESS

GEI has selected a group of personnel to act as a proposal evaluation team. The procedure for evaluating the proposals against the evaluation criteria will be as follows:

3.1.1 Each proposal will be evaluated for adherence to requirements. Proposals that are

incomplete or otherwise do not conform to proposal submission requirements may be eliminated from consideration.

3.1.2 Each proposal will be evaluated on the basis of the categories included in the table included in this section.

3.1.3 If technical proposals are close to equal, greater weight may be given to price.

3.1.4 Based on the results of this evaluation, the qualifying proposal determined to be the most advantageous to GEI, taking into account all of the evaluation factors, may be selected for further action, such as contract negotiations. If, however, GEI decides that no proposal is sufficiently advantageous, GEI may take whatever further action is deemed necessary to fulfill its needs. If, for any reason, a proposal is selected and it is not possible to consummate a contract with the Respondent, GEI may begin contract preparation with the next qualified Respondent or determine that no such alternate proposal exists.

3.2 EVALUATION CRITERIA

Proposals will be evaluated based upon the proven ability of the Respondent to satisfy the requirements of the RFP in a cost-effective manner. Each of the evaluation criteria categories is described below with a brief explanation of the basis for evaluation in that category.

Summary of Evaluation Criteria:

Criteria

1. Response Letter: Ability to meet all requirements

2. Response Proposal: Ability to effectively meet all requirements of the Scope of Work

3. Cost: Evaluation of Cost Proposal

4. Qualifications Response: Ability to demonstrate experience and expertise related to this RFP


All proposals will be evaluated using the following

approach. Step 1

Proposals will be evaluated against Criteria 1 to ensure that they adhere to the RFP requirements. Any proposals not meeting Criteria 1 will be disqualified.

Step 2

Only those proposals that meet Criteria 1 will be scored on Criteria 2, 3, and 4. All proposals will be ranked on the basis of their combined scores for Category 2, 3, and 4. This ranking will be used to create a “short list.” Any proposal not making the “short list” will not be considered for any further evaluation.

Step 2 may include one or more rounds of proposal discussions, oral presentations, clarifications, demonstrations, etc. focused on cost and other proposal elements. Step 2 may include a second “short list.”

Step 3

If determined necessary, the short-listed proposals will then be evaluated based on all the entire evaluation criteria outlined in the table above and a best and final offer round will be added. Respondent rankings may be revised based on the best and final offer round.

Note: Based on the number of responses received, Steps 1 and 2 may be combined.

ATTACHMENT A: Scope of Work

[Type here] [Type here] GEI Request for Proposal #17-001, Page 1

Goodwill Education Initiatives on behalf of Indianapolis Metropolitan High School

Request for Proposal: Scope of Work

OVERVIEW Indianapolis Metropolitan High School (Indy Met) serves a diverse student population facing

a number of academic and social-emotional challenges. Poverty, school and home

transiency, and credit deficiency are just some of the challenges that face many Indy Met

students. To further support students, Indianapolis Metropolitan Board of Directors is drafting

this Request for Proposal (RFP) to conduct an in-depth data analysis, gather

recommendations on research-based practices, and develop a staff training series to

address the needs of Indy Met students.

During the course of this school year, the leadership team at Indy Met has developed

specific interventions to support their students. However, because the Indy Met leadership

team is new to the school, many of these interventions began after the start of this school

year and data to evaluate outcomes is not available. As with any research-based

intervention, it is most effective when coupled with data collection and progress monitoring to

ensure the intervention is achieving its intended results and that the resources supporting

the interventions are well spent. An additional component of the interventions is to ensure

the school staff understands the students they serve as well as the challenges they face.

As a result, Indy Met is interested in pursuing a Request for Proposal (RFP) to support the

school in the development and execution of an in-depth data analysis, providing guidance

surrounding existing and potential interventions, and training staff in these areas as well as

racial equity and cultural competency. The intent is that as a result of this RFP Indy Met will

have a sustainable process that is well established and lives beyond the RFP itself. Below is

an outline of the key components of the RFP.

ATTACHMENT A: Scope of Work

[Type here] [Type here] GEI Request for Proposal #17-001, Page 2

PROPOSAL REQUIREMENTS I. Data Analysis

A. Conduct a data analysis of Indy Met including, at a minimum: 1. Student specific enrollment information to develop an understanding of

the students drawn to Indy Met. (e.g. age, grade level, transiency, credit status, and discipline history of students upon enrollment)

2. Student-specific information (e.g. gender, race/ethnicity, socioeconomic status, grade level at enrollment)

3. Student-outcome data (e.g. attendance, suspension/expulsion, state assessments, graduation rate)

4. Comparison to similarly situated public schools (traditional and charter) in Marion County and statewide

B. Based on the data analysis, conduct a root cause analysis, including: 1. Why Indy Met attracts its particular student population 2. What type of school Indy Met should be in order to best serve its

population, as well as the needs of Indianapolis II. Identify research-based strategies

A. Based on the data analysis, identify potential research-based strategies/interventions aligned to meet the identified needs of the school

1. Overarching initiatives/educational models 2. Content-specific strategies 3. Social emotional interventions 4. Behavioral components

B. Share information related to a national scan of similarly situated successful schools and their effective strategies in the areas of (life) coaching, parent involvement, and cultural competency

C. Based on the data analysis, recommend “best fit” strategies from those identified above, including advantages and challenges of each

D. Provide guidance on implementation of recommendations, including best means for training staff and implementation

E. Provide tools and resources for documenting, tracking, and measuring change for the recommended strategies

III. Develop and train staff A. As it relates to staff monitoring student progress, tracking data and growth, and

evaluating effectiveness, provide training in identification of key data points, disaggregating data, and analyzing to assess effectiveness of interventions

B. Implement progress monitoring tools with staff and train staff to use results for progress monitoring and evaluation of effectiveness

C. Provide in-depth training on racial equity, how to disaggregate data, and cultural competency, as well as how to use this information to best serve Indy Met’s students

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