STATE OF FLORIDA FLORIDA OFFICE OF EARLY LEARNING. Request for Proposal. Intent to Submit Proposal

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1 STATE OF FLORIDA FLORIDA OFFICE OF EARLY LEARNING Request for Proposal Intent to Submit Proposal ********************************************************************************************************************************* COMPLETE AND RETURN THIS FORM ********************************************************************************************************************************* Proposal Number: RFP Title: EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Date & Time Proposal Due: APRIL 17, 10:30 AM EASTERN TIME (ET) On behalf of Florida Office of Early Learning, hereafter known as the Office, potential Proposers should notify the Florida Department of Education, Bureau of Contracts, Grants and Procurement Management Services by returning this Intent to Submit Proposal Form as soon as possible after downloading. Complete the information below and send this sheet only to fax number (850) , mail to 325 West Gaines Street, 332 Turlington Building, Tallahassee, Florida or it to the below contact. Company Name: Contact Person: Address: City, State, Zip: Telephone: ( ) Fax Number: ( ) Internet Address: Signed: Date: Department of Education contact person: ReGina Fields, regina.fields@fldoe.org, (850) i

2 State of Florida FLORIDA OFFICE OF EARLY LEARNING REQUEST FOR PROPOSAL EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT BID NUMBER: RFP DEADLINE FOR TECHNICAL QUESTIONS: APRIL 8, 2013 by 4:00 ET (There is no deadline for administrative questions) PROPOSALS ARE DUE BY: 10:30 AM ET, APRIL 17, 2013 ESTIMATED POSTING OF INTENDED AWARD BEGINS MAY 3, 2013 MAIL OR DELIVER PROPOSALS TO: Florida Department of Education Bureau of Contracts, Grants and Procurement Management Services On Behalf of the Florida Office of Early Learning 325 West Gaines Street 332 Turlington Building Tallahassee, Florida Attention: ReGina Fields Phone: (850)

3 Table of Contents Request for Proposal... i Intent to Submit Proposal... i SECTION 1 INSTRUCTIONS GENERAL INSTRUCTIONS TO PROPOSER... 6 SECTION 2 CONTRACT CONDITIONS GENERAL CONTRACT CONDITIONS... 6 SECTION 3 - INTRODUCTION INTENT PURPOSE BACKGROUND DEFINITIONS SCHEDULE OF EVENTS SECTION 4 SPECIAL INSTRUCTIONS PRE-SOLICITATION CONFERENCE: A PRE-SOLICITATION CONFERENCE WILL NOT BE HELD SITE INSPECTION: A SITE INSPECTION WILL NOT BE HELD VISITOR S PASS TO THE TURLINGTON BUILDING PROPOSAL QUESTIONS & ANSWERS PROCUREMENT PROTESTS / NOTICE OF RIGHTS ORAL INSTRUCTIONS / CHANGES TO THE REQUEST FOR PROPOSAL (ADDENDA) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL RESTRICTIONS ON COMMUNICATIONS WITH DEPARTMENT STAFF CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL WITHDRAWAL OF A PROPOSAL CONDITIONS TO THE PROPOSAL AWARD SECTION 5 SPECIAL INSTRUCTIONS PROPOSAL FORMAT & CONTENT PROPOSAL SUBMISSION MAIL OR DELIVER PROPOSALS TO: (Do Not Fax or ) PRELIMINARY SUBMITTAL DOCUMENTS TRANSMITTAL LETTER PROPOSAL FORMAT INSTRUCTIONS SECTION 6 SPECIAL CONDITIONS AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA LICENSED TO CONDUCT SERVICES IN THE STATE OF FLORIDA OTHER CONDITIONS IDENTICAL EVALUATION OF PROPOSALS DISCLOSURE STATEMENT DIVERSITY IN CONTRACTING CONTRACTUAL OBLIGATIONS METHOD OF PAYMENT SUSPENDED VENDOR LIST SUB-CONTRACTNG SUBMISSION OF PROPOSALS BY SUBSIDIARIES OR AFFILIATES COSTS INCURRED IN RESPONDING PROHIBITION OF GRATUITIES INDEPENDENT PRICE DETERMINATION PERFORMANCE BOND RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 4

4 6.15 PARTICIPATION IN FUTURE STAGES OF THIS PROJECT ACCESSIBLE ELECTRONIC INFORMATION TECHNOLOGY SECTION 7 SCOPE OF SERVICES SCOPE OF SERVICES SECTION 8 OPENING, EVALUATION AND AWARD PROPOSAL OPENING EVALUATION PROCESS POSTING OF PROPOSAL TABULATION ATTACHMENT PROPOSER S PRICE SHEET ATTACHMENT DRUG-FREE WORKPLACE ATTACHMENT DISCLOSURE STATEMENT ATTACHMENT MINORITY SUB CONTRACTORS UTILIZATION SUMMARY ATTACHMENT REFERENCES ATTACHMENT SPECIAL CONDITIONS ADDENDUM FOR VENDOR CONTRACTS USING AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009 FUNDS ATTACHMENT RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 5

5 REQUEST FOR PROPOSAL STATE OF FLORIDA, DEPARTMENT OF EDUCATION ON BEHALF OF THE FLORIDA OFFICE OF EARLY LEARNING EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT BID NUMBER: RFP SECTION 1 INSTRUCTIONS 1.0 GENERAL INSTRUCTIONS TO PROPOSER This section contains instructions explaining the solicitation process and the actions necessary to respond. General Instructions to Respondent (Form PUR 1001 incorporated herein by reference) is a downloadable document which must be downloaded for review. This document need not be returned with the Proposer s Proposal. Form PUR 1001 may be accessed at under Documents, Forms, References and Resources. In the event of any conflict between Form PUR 1001 and other instructions provided in this document, the additional instructions in this document shall take precedence over the Form PUR 1001 unless the conflicting term is required by any section of the Florida Statutes (F.S.), in which case the statutory requirements shall take precedence. SECTION 2 CONTRACT CONDITIONS 2.0 GENERAL CONTRACT CONDITIONS Standard terms and conditions that will apply to the contract which results from the solicitation event are provided in this section. General Contract Conditions (Form PUR 1000 incorporated herein by reference) is a downloadable document which must be downloaded for review. This document need not be returned with the Proposer s Proposal. Form PUR 1000 may be accessed at under Documents, Forms, References and Resources. In the event of any conflict between the PUR 1000 form and any other Special Conditions, the Special Conditions shall take precedence over the PUR 1000 form unless the conflicting term in the PUR form is required by any section of the F.S., in which case the statutory requirements shall take precedence. SECTION 3 - INTRODUCTION 3.0 INTENT The State of Florida, Department of Education (hereinafter referred to as the "Department") is soliciting written Proposals on behalf of the Florida Office of Early Learning (hereafter referred to as the Office ), from qualified Proposers to establish a term contract of which the term is anticipated to begin upon execution of the contract and be effective through August 31, The award will be made to the responsible and responsive vendor(s) that the Department and the Office determine will provide the best value to the state, taking into consideration price and other criteria set forth in this document. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 6

6 Based upon the purpose of the RFP as described in SECTION 3.1 and the Scope of Services described in SECTION 7.0, the Office anticipates this award will result in a Vendor contract relationship with the selected contractor(s) as defined in Office of Management and Budget (OMB) Circular A-133, Section PURPOSE The purpose of this Request for Proposal is to solicit responses from qualified vendors to accomplish the following: 1. Provide a statewide inventory of early care and education child pre-and-post assessment instruments currently in use throughout the 31 early learning coalitions, RCMA and 45 Head Start grantees in Florida, 2. Determine how the early learning coalitions, RCMA and Head Start grantees are using each pre-and-post assessment tool, and 3. Determine if assessment instruments currently in use produce data which can be related to future student academic performance. 3.2 BACKGROUND The Florida Office of Early Learning (Office) provides oversight and administration for early learning programs in Florida. Section (4)(d)4, Florida Statutes, requires the Office to safeguard the effective use of federal, state, local and private resources to achieve the highest possible level of school readiness for the children of this state. These early learning programs include but are not limited to the School Readiness Program (child care subsidies), Child Care Resource and Referral Program (CCR&R), Child Care Executive Partnership (CCEP) Program and the Voluntary Prekindergarten (VPK) Education Program. Early learning services are implemented at the local level by 31 early learning coalitions located throughout Florida and the Redlands Christian Migrant Association (RCMA) (see Diagram 1). Florida s State Advisory Council on Early Education and Care (State Advisory Council) provides leadership for the development of a high quality, comprehensive system of early childhood education and care. The State Advisory Council ensures coordination and collaboration among the wide array of early childhood programs and services in the state, including Head Start, child care and prekindergarten programs and services. Through partnerships across agencies and organizations that work on behalf of young children and their families, the goal of the State Advisory Council is to create a stronger, more responsive, and more integrated early childhood system. The State of Florida is using the State Advisory Council on Early Education and Care s three-year grant funds to improve coordination and collaboration between state agencies, local organizations, and other early childhood system stakeholder groups. By direction of the state s Executive Office of the Governor, the State Advisory Council serves as a coordinating council to the Florida Children and Youth Cabinet. With leadership from the Executive Office of the Governor, the Office of Early Learning, the Department of Education, the Department of Children and Families, the Department of Health, the Head Start Collaboration Office, and numerous local organizations, the state has made improvements in the infrastructure and quality of services available to families and children. State Advisory Council projects directly impact children, families, and child care teachers, in addition to positively impacting efforts involving state policy development, collaboration, and system infrastructure. The state s School Readiness programs serve over 135,000 children, ages birth to five, through more than 10,000 providers statewide. The state s network of providers includes private centers and schools, family child care homes, public schools, faith-based organizations and informal settings. An estimated 15,000 early learning teachers deliver age appropriate curriculum-based instruction to School Readiness children in Florida each year (see Table 1). While the School Readiness program also serves children over the age of five, the pre-and post-assessment analysis for this procurement is focused only on children ages birth to age five. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 7

7 Table 1 School Readiness Children Including RCMA (Birth to Five) Age Number of SR Children Number of SR Children SFY SFY as of 1/20/13 Ethnicity Percent Under Age 1 10,338 8,192 Black 47% Ages 1 to 2 21,231 18,010 Hispanic 23% Ages 2 to 3 28,866 23,480 White 25% Ages 3 to 4 33,361 27,374 Other 5% Ages 4 to 5 34,442 27,684 Source: Office of Early Learning Consolidated Database. Data period July 1, 2011 through December 31, Run date : January 2013 Head Start programs provide comprehensive, developmental services for low-income pre-school children ages three to five and social services for their families. The purpose of the Head Start program is to promote school readiness by enhancing the social and cognitive development of children through the provision of health, educational, nutritional, and social services. Head Start grantees serve children from three years to school age; Early Head Start grantees serve pregnant women and children from birth to age three; and Migrant and Seasonal Head Start grantees serve children six weeks to school age using modified methods of service delivery to meet the unique needs of migrant and seasonal farm-worker families. Head Start services for preschool age children are available in every county in Florida. Early Head Start and Migrant and Seasonal Head Start is available in certain areas of the state and not in every county. Florida Head Start programs served over 42,000 children in FY through 45 grantees. Florida Head Start grantees are listed in Attachment 9, Florida Head Start Grantees. Table 2 Head Start, Early Head Start and Migrant (Birth to Five) Number of HS & MSHS Number of Early HS &MSHS Age Children FY Children FY Under Age 1 0 1,803 Ages 1 to 2 0 2,095 Ages 2 to ,439 Ages 3 to 4 13, Ages 4 to 5 21,753 0 Head Start Early Head Start Ethnicity Number Percentage Number Percentage Hispanic or Latino Origin 11, % 1, % Non-Hispanic/Non-Latino Origin 24, % 5, % Head Start Early Head Start Race Number Percentage Number Percentage American Indian/Alaska Native % % Asian % % Black or African American 19, % 3, % Native Hawaiian/Pacific Islander % % White 12, % 2, % Biracial or Multi-Racial 1, % % Other Race 1, % % Unspecified Race % % Source: The Office of Head Start Head Start Program Information Report (PIR): Enrollment Statistics Report State Level To create a comprehensive statewide compendium of the pre-and-post assessments currently in use throughout early learning coalitions and Head Start Grantees, the Office is seeking proposals for inventory and an analysis of these instruments. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 8

8 1. ELC of Escambia 17. ELC of Pasco & Hernando Counties 2. ELC of Santa Rosa 18. ELC of Pinellas 3. ELC of Okaloosa & Walton Counties 19. ELC of Hillsborough 4. ELC of North West Florida 20. ELC of Polk 5. ELC of the Big Bend Region 21. ELC of Osceola ELC of Florida s Gateway 22. ELC of Brevard 7. ELC of the Nature Coast 23. ELC of Manatee 8. ELC of Alachua 24. ELC of Sarasota 9. ELC of CNBB 25. ELC of Florida s Heartland 10. ELC of Duval 26. ELC of Indian River, Martin & Okeechobee 11. ELC of St. Johns & Putnam 27. ELC of St. Lucie 12. ELC of Marion 28. ELC of Southwest Florida 13. ELC of Flagler & Volusia Counties 29. ELC of Palm Beach 14. ELC of Orange 30. ELC of Broward 15. ELC of Seminole 31. ELC of Miami/Dade & Monroe 16. ELC of Lake Redlands Christian Migrant Association Headquarters Diagram 1 1 Okaloosa Walton Holmes Santa Rosa Escambia 3 Washington 2 Bay Jackson Calhoun Gulf Liberty Franklin Early Learning Coalitions of Florida and the RCMA 4 Gadsden Wakulla 5 Leon Jefferson Madison Taylor Lafayette Dixie Hamilton Suwannee Gilchrist Levy 7 Columbia 6 Alachua Citrus 8 Hernando Pasco Baker 9 Hillsborough Bradford Marion Sumter Manatee Sarasota Nassau Clay Lake Duval Putnam 16 Polk Hardee DeSoto Charlotte 10 Lee St. Johns Collier 11 Flagler Volusia Seminole Orange Highlands Osceola Hendry Brevard Okeechobee Glades Monroe 26 Indian River St. Lucie Martin Palm Beach 29 Dade Broward RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 9

9 3.3 DEFINITIONS After the award, said proposer will be referred to as the "contractor." For the purpose of this document, the term "Proposer" means a potential contractor acting on its own behalf and on behalf of those individuals, partnerships, firms, or corporations comprising the proposer s team. The term "Proposal" means the complete response of the proposer to the RFP, including properly completed forms and supporting documentation. The term contract refers to the agreement between the Office and the contractor resulting from this RFP. A responsive bid is a proposal submitted by a responsive and responsible vendor which conforms in all material respects to the solicitation. Deliverable means a tangible, specific, quantifiable and measurable event or item that must be produced to complete a project or part of a project directly related to the scope of services. 3.4 SCHEDULE OF EVENTS EVENT DATE Request for Proposal released March 28, 2013 Questions due from prospective Proposers (Fax & acceptable and April 8, 2013 by 4:00 p.m. preferred) Responses to questions due from the Department on behalf of the Office April 11, 2013 PROPOSALS DUE (FA & NOT ACCEPTABLE) April 17, 10:30am Proposals opened April 17, 10:45am 325 West Gaines Street, Tallahassee, Florida (Room #332) Evaluation of Technical Proposals April 18 May 2, 2013 Opening of Price Proposals May 3, West Gaines Street, Tallahassee, Florida (Room #332) Anticipated Posting of Intended Award (date is on or about) May 6, 2013 Anticipated beginning of work May 2013 SECTION 4 SPECIAL INSTRUCTIONS 4.0 PRE-SOLICITATION CONFERENCE: A PRE-SOLICITATION CONFERENCE WILL NOT BE HELD. 4.1 SITE INSPECTION: A SITE INSPECTION WILL NOT BE HELD. 4.2 VISITOR S PASS TO THE TURLINGTON BUILDING Each visitor to the Turlington Building is required to sign in and obtain a Visitor's Pass at the security desk in the main lobby. Please allow at least 15 minutes prior to Proposal due time if hand-delivering the Proposal to the Bureau of Contracts, Grants and Procurement Management Services. 4.3 PROPOSAL QUESTIONS & ANSWERS Any technical questions arising from this RFP must be forwarded, in writing, to the purchasing agent identified below. The Office's written response to written inquiries submitted timely by Proposers will be posted on the Florida Vendor Bid System (VBS) at (click on Business, then click on Doing Business with the state, under Everything for Vendors and Customers, click on the Vendor Bid System, then Search Advertisement; select the RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 10

10 Department of Education in the Agency drop down window and initiate search), under this Proposal number. It is the responsibility of all potential Proposers to monitor this site for any changing information prior to submitting a Proposal. Only written inquiries from Proposers, which are submitted by the company s authorized representative, will be recognized by the Office as duly authorized expressions on behalf of the Proposers. WRITTEN QUESTIONS should be submitted to: Florida Office of Early Learning c/o Florida Department of Education Bureau of Contract, Grants and Procurement Management Services Attn: ReGina Fields 325 West Gaines Street, 332 Turlington Building Tallahassee, Florida Address (preferred): regina.fields@fldoe.org or Fax No.: (850) PROCUREMENT PROTESTS / NOTICE OF RIGHTS Pursuant to Section (3) (b), F.S.: Any person who is adversely affected by the agency decision or intended decision shall file with the agency a notice of protest in writing within 72 hours after the posting of the notice of decision or intended decision. With respect to a protest of the terms, conditions, and specifications contained in a solicitation, including any provisions governing the methods for ranking bids, proposals, or replies, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours after the posting of the solicitation. The formal written protest shall be filed within 10 days after the date the notice of protest is filed. Failure to file a notice of protest or failure to file a formal written protest shall constitute a waiver of proceedings under this chapter. The formal written protest shall state with particularity the facts and law upon which the protest is based. Saturdays, Sundays, and state holidays shall be excluded in the computation of the 72-hour time periods provided by this paragraph. Section (3)(a) provides: Failure to file a protest within the time prescribed in Section (3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statute. Florida Administrative Code (F.A.C.) Rule (2) defines the term decision or intended decision, and includes the solicitation terms (and any addenda), the award of the contract, and a rejection of all bids. At the time of filing the Formal Written Protest, the protestor must also file a Protest Bond payable to the Office in an amount equal to 1 percent of the estimated contract amount. Section (2) (c), F.S. and F.A.C. Rule contain further terms relating to the Protest Bond, including how to determine the estimated contract amount. In lieu of a Protest Bond, the Office will accept cashier s checks, official bank checks or money orders. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. The Notice of Protest, Formal Written Protest, and Protest Bond shall be filed with the issuing office as defined in SECTION 4.3 above. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 11

11 4.5 ORAL INSTRUCTIONS / CHANGES TO THE REQUEST FOR PROPOSAL (ADDENDA) No negotiations, decisions, or actions will be initiated or executed by a Proposer as a result of any oral discussions with a state employee. Only those communications which are in writing from the Bureau of Contracts, Grants and Procurement Management Services will be considered as a duly authorized expression on behalf of the Office. Notice of changes (addenda) will be posted on the VBS, under this Proposal number. It is the responsibility of all potential Proposers to monitor this site for any changing information prior to submitting a Proposal. 4.6 MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL Proposers may modify submitted Proposals at any time prior to the Proposal due date. Requests for modification of a submitted Proposal shall be in writing and must be signed by an authorized representative of the Proposer. Upon receipt and acceptance of such a request, the entire Proposal will be returned to the Proposer and not considered unless resubmitted by the due date and time. Proposers may also send a change in a sealed envelope to be opened at the same time as the Proposal. The RFP number, opening date and time should appear on the envelope of the modified Proposal. Unless specifically requested by the Office, any amendments, revisions, or alterations to Proposals will not be accepted after the closing for the receipt of Proposals. 4.7 RESTRICTIONS ON COMMUNICATIONS WITH DEPARTMENT STAFF Proposers shall not communicate with any Department or Office staff concerning this RFP except for the Department contact person identified in SECTION 4.3 PROPOSAL QUESTIONS AND ANSWERS of this RFP. Only those communications which are in writing from the Bureau of Contracts, Grants, and Procurement Management Services shall be considered as a duly authorized response on behalf of the Office. For violation of this provision, the Office reserves the right to reject a Proposer s Proposal. Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a Proposal. 4.8 CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL The Office takes its public records responsibilities as provided under Chapter 119, F.S., and Article I, Section 24 of the Florida Constitution, very seriously. If Proposer considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority, Proposer must clearly mark and identify in its Proposal those portions which are confidential, trade secret or otherwise exempt. Proposer must also simultaneously provide the Office with a separate redacted copy of its Proposal. This redacted copy shall contain the Department s solicitation name, number, and the name of the Proposer on the cover, and shall be clearly titled Redacted Copy. The Redacted Copy shall be provided to the Department at the same time Proposer submits its Proposal to the solicitation and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret, or otherwise exempt. The Proposer shall also provide two (2 electronic copy (compact disc (CD), flash drive, etc.) of their Redacted Copy. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 12

12 Proposer shall be responsible for defending its determination that the redacted portions of its Proposal are confidential, trade secret or otherwise not subject to disclosure. Further, Proposer shall protect, defend, and indemnify the Department and the Office for any and all claims arising from or relating to Proposers determination that the redacted portions of its Proposal are confidential, proprietary, trade secret or otherwise not subject to disclosure. If Proposer fails to submit a Redacted Copy with its Proposal, the Department is authorized to produce the entire documents, data or records submitted by Proposer in answer to a public records request for these records. 4.9 WITHDRAWAL OF A PROPOSAL A Proposer may withdraw a Proposal by written notice to the Department on or before the deadline specified for the receipt of Proposals in SECTION 3.4 SCHEDULE OF EVENTS of this RFP. Such written notice is to be submitted to the Issuing Office at the address specified in SECTION 4.3 PROPOSAL QUESTIONS AND ANSWERS of this RFP CONDITIONS TO THE PROPOSAL No conditions may be applied to any aspect of the RFP by the prospective Proposer. Any conditions placed on any aspect of the Proposal documents by the prospective Proposer may result in the Proposal being rejected as a conditional Proposal. DO NOT WRITE IN CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to Proposal opening will be a written addenda issued by the Department on behalf of the Office AWARD As in the best interest of the state, the right is reserved to award based on all or none, groups of services, or any combination thereof, to a responsive, responsible Proposer. As in the best interest of the state, the right is reserved to reject any and/or all Proposals or to waive any minor irregularity in Proposals received. Conditions which may cause rejection of Proposals include, without limitation, evidence of collusion among Proposers, obvious lack of experience or expertise to perform the required work, failure to perform, or meet financial obligations on previous contracts. SECTION 5 SPECIAL INSTRUCTIONS PROPOSAL FORMAT & CONTENT 5.0 PROPOSAL SUBMISSION By submitting a Proposal, the Proposer represents that it understands and accepts the terms and conditions to be met and the character, quality and scope of services to be provided. All Proposals and associated forms must be signed and dated in ink by a duly authorized representative of the Proposer. Each Proposer must fully acquaint itself with the conditions relating to the performance of services under the conditions of this RFP. All Proposal prices are to be submitted on the forms provided in this RFP. All Proposal prices must remain firm for 180 days from date of Proposal Opening. All Proposals and related documents submitted in response to this RFP shall become the property of the state. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 13

13 5.1 MAIL OR DELIVER PROPOSALS TO: (Do Not Fax or ) Florida Office of Early Learning c/o Florida Department of Education Bureau of Contracts, Grants and Procurement Management Services Attn: ReGina Fields 325 West Gaines Street 332 Turlington Building Tallahassee, Florida PRELIMINARY SUBMITTAL DOCUMENTS The absence of any of these documents may result in a determination that the Proposal is non-responsive and the Proposal shall not be evaluated. The Proposal forms furnished must be used when submitting the Proposal. Forms are to be filled out in ink or typewritten. Submittal information shall consist of the following: TRANSMITTAL LETTER (ON COMPANY LETTERHEAD) WORK REFERENCES: (ATTACHMENT 5) DISCLOSURE STATEMENT: (ATTACHMENT 3) SCRUTINIZED COMPANIES LISTS (ATTACHMENT 6) (IF APPLICABLE) SIGNED ADDENDUM(S), IF APPLICABLE If applicable, a copy of the Certified small, minority-, women-, and service-disabled veteran business enterprise certificate from the Department of Management Services, Office of Supplier Diversity should be enclosed. Certification must be current at the time of the Proposal opening. 5.3 TRANSMITTAL LETTER The Proposer shall provide a Transmittal Letter (on Company Letterhead) that contains the following: 1. A statement certifying that the person signing the Proposal is authorized to represent the Proposer and bind the Proposer relative to all matters contained in the Proposer's Proposal. 2. The company s federal tax identification number. 3. A statement certifying that the Proposer has read, understands, and agrees to comply with all provisions of this RFP. 4. A statement certifying that the Proposer is authorized to conduct business in Florida in accordance with the provisions of Chapter 607, F.S. In lieu of such statement, the Proposer alternatively must certify that authorization to do business in Florida will be secured prior to the award of the contract. 5. A statement certifying that the Proposer is registered on the MyFloridaMarketPlace website in accordance with the provisions by the state of Florida. In lieu of such statement, the Proposer must alternatively certify that such registration authorization will be completed prior to the award of the contract. 6. A statement certifying that the Proposer has electronically registered a valid W-9 with the Department of Financial Services (DFS). DFS is ready to assist any vendors with questions, and vendors must submit their W- 9 forms electronically at Contact the DFS Customer Service Desk at (850) or FLW9@myfloridacfo.com with any questions. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 14

14 Failure of a Proposer to provide the above may result in a non-responsive determination by the Office. Proposals found to be non-responsive will not be considered, unless the non-compliance is waived, in the Office s discretion, as a minor irregularity. 5.4 PROPOSAL FORMAT INSTRUCTIONS This section contains instructions that describe the required format for the Proposal. All Proposals submitted shall contain 2 parts and be marked as follows: PART I TECHNICAL PROPOSAL NUMBER RFP (One Separately Sealed Package for Technical) PART II PRICE PROPOSAL NUMBER RFP (One Separately Sealed Package for Price) THE SEPARATELY SEALED PACKAGES MAY BE MAILED TOGETHER IN ONE ENVELOPE OR BO Technical Proposal (Part I) (9 hard copies) (Do not include price information in Part I) The Proposer must submit one (1) original in hard copy, eight (8) hard copies and two (2) in electronic format (compact disc (CD), flash drive, etc.) copies in Microsoft Word 5.0 or higher, or Adobe Acrobat of the Proposal which is to be divided into the sections described below. SECTION 5.2 PRELIMINARY SUBMITTAL DOCUMENTS must be included in the Technical Proposal portion of the Proposal. Since the Office will expect all Technical Proposals to be in this format, failure of the Proposer to follow this outline may result in the rejection of the Technical Proposal. The Technical Proposal must be submitted in a separate sealed package marked "TECHNICAL PROPOSAL NUMBER RFP ". 1. EECUTIVE SUMMARY The Proposer shall provide an Executive Summary summarizing the Proposer s overall capabilities for meeting the product and services specified herein. The Executive Summary shall not exceed three pages. Any information provided beyond three pages will not be considered in the evaluation. The Proposer shall, at a minimum, provide summary responses to the following; a. Qualifications and history of the company; b. Description of past projects involving statewide early childhood or K-12 student level assessment instrument data analysis; c. Brief description of proposed approach to the analysis of statewide early childhood assessments; d. Brief description of how the company s experience in research and analysis may benefit Florida stakeholders (parents, children, child care providers, taxpayers, and local communities); and e. Brief description of prior involvement in the development, administration and scoring of student assessments. 2. PROPOSER'S MANAGEMENT PLAN The Proposer shall provide a management plan which describes administration, management and key personnel. The work tasks identified in the Scope of Work and Deliverables constitute a large and complex project that requires a number of skills and competencies working together to successfully complete the project. The contractor shall provide a sufficient number of qualified personnel to work closely with the Office to manage the contract. The Proposer must demonstrate personnel assigned to the project possess qualifications and competencies of the position to which they are assigned. The Office requires that assigned personnel perform satisfactorily all responsibilities of the assigned position. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 15

15 a. Administration and Management The Proposer shall include a description of the organizational structure and management style established and the methodology to be used to control costs, provide reliable services and to maintain schedules; as well as the means of coordination and communication between the organization and the Office. The Proposer shall submit documentation addressing diversity and describing the efforts being made to encourage the participation of small, minority-owned, women-owned, and service-disabled veteran-owned business enterprises. b. Identification of Key Personnel The Proposer shall provide the names of key personnel on the Proposer's team, as well as a resume for each proposed individual and a description of the functions and responsibilities of each key person relative to the task(s) each person will perform. The Proposer shall also indicate the approximate percent of time to be devoted exclusively for this project and to the assigned tasks. Proposers shall propose personnel that have demonstrated experience in the area of educational measurement, especially in comparing psychometric properties between different assessment instruments. The Proposer shall clearly define the roles of individuals, including a team leader and the staff who will develop the statistical data analysis. The contractor must use the key personnel submitted in its Proposal and approved by the Office. The Office will deem changing key personnel without the Office s prior consent, which the Office may refuse at its discretion, a breach of the resulting agreement. The Proposer may choose to employ subcontractors to complete one or more tasks. If the Proposer plans to use subcontractors for any portion of the work activities, the Proposer must name the subcontractor(s) and document the experience and qualifications of the subcontractor(s) in performing tasks identical to those the Proposer will be asking them to do. A separate chart in the reply will identify all of the subcontractors proposed to be involved in the project and the services the Proposer expects them to provide. 3. PROPOSER S QUALIFICATIONS AND EPERIENCE The Proposer shall provide at least three (3) references, which demonstrate efforts comparable to the one described in this RFP. The Department reserves the right to contact the references regarding the services provided. Any information provided will be subject to the requirements of the Florida Public Records Law Chapter 119, Florida Statute. The Proposer shall provide a detailed description of its qualifications and prior experience performing tasks similar to those required in this Proposal. Proposer shall propose personnel that have demonstrated experience in the area of educational measurement, especially in comparing psychometric properties between different assessment instruments. To complete the documentation of qualifications and experience, the Proposer must document the contracted services for previous inventory and analysis of multiple sources of data similar to the one described in this RFP and any other projects the Proposer believes will document its organizational capability. For each, the documentation shall include a description of the services and products delivered; the contract period; and the name, address, telephone number and address of a contact person for each of the contracting agencies. The Proposer also shall provide examples of materials that demonstrate the quality of the work the Proposer performed on similar projects. The Proposer shall describe why the Florida State Advisory Council can be confident that the Proposer s organization has the resource capacity to perform a project of the nature and scope requested by this RFP. The Proposer should give special attention providing assurances regarding completion of the project within the specified timelines. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 16

16 4. PROPOSER'S TECHNICAL PLAN The Proposer shall provide a technical plan to address the components which are described in the Scope of Services (SECTION 7.0). When reviewing the RFP and preparing a proposal, Proposers must take into account the following information: a. Scope of Services, Deliverables, and associated attachments of this RFP describe the work tasks designed to implement the Office s award for an early care and education needs assessment. Proposers shall explain in detail their plans for completing the work tasks. The Proposer must address separately in the Technical Plan each of the work tasks in the Scope of Services and Deliverables in the order in which they are presented in this RFP. The plan must convey an understanding of the requirements of each work task and explain proposed processes and solutions for accomplishing all work tasks. The plan shall also include a proposed schedule of deliverables based on the Deliverables Table in section 7.1 with estimated dates of delivery for each deliverable. Proposed dates should show a logical and timely progression of work throughout the project time period. b. The Proposer must provide a completed Technical Plan Reviewer Worksheet (Attachment 8) with their proposal. The Proposer shall provide the page(s) or document number(s) where their proposed solution to the requirement listed in the reviewer worksheet can be found. c. The work tasks identified in SECTIONS 7.0 and 7.1 represent a common basis for the evaluation of proposals. Proposals must be designed to meet all requirements of the RFP. The Office may reject, at any stage of the proposal evaluation process, Proposals that do not completely represent the scope and nature of the work tasks stated in this RFP or otherwise attempt to limit or redefine the work tasks stated in this RFP in either the technical or cost sections of the proposal. d. Time constraints of the grant necessitate a restricted timeline to complete the work. The Contractor must complete work by August 31, Proposers shall propose efficient and innovative procedures to meet this timeline and must demonstrate in their proposals that they have the capability and are willing to commit the human and technological resources needed to complete the project in the time required. e. The fundamental purpose of Early Care and Education Pre-and-Post Assessment Analysis and Report is to provide accurate statewide data and analysis on early care and education pre-and-post assessment instruments currently in use by the early learning coalitions. The contractor will use every means required to ensure the correctness of information created by the project. The contractor is responsible for correcting, at the contractor s expense, any errors arising from activities that are the contractor s responsibility. This may involve activities such as conducting analyses to identify the cause and extent of errors Price Proposal (Part II) (8 hard copies) The Proposer must submit 1 original hard copy, 7 hard copies, and 2 electronic format (compact disc (CD), flash drive, etc.) copies in Microsoft Excel 5.0 or higher or Adobe Acrobat.. The Price Proposal information shall be submitted on the forms provided in the RFP. The Price Proposal information is to be submitted in a separate sealed package marked "PRICE PROPOSAL NUMBER RFP ". Presenting the Proposal The Proposal shall be limited to a page size of 8½" x 11". Type size shall not be less than a 12 point font. The Proposal shall contain a table of contents, be typed single-spaced and have separate parts, each clearly labeled including page numbers. The information to be contained in each part is described in the above sections. The absence of information or the organization of information in a manner inconsistent with the requirements of this RFP may result in the rejection of the Proposal. Bindings and covers will be at the Proposer's discretion; however, elaborate notebooks/hard back binders are discouraged. Unnecessarily elaborate brochures, artwork, expensive paper and expensive visual and other presentation aids are neither necessary nor desired. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 17

17 The overall response must be written in a concise manner, which is conducive to effective evaluation and product selection. All proposed materials must be packaged so that each box of materials shipped to the Department does not exceed 25 pounds. SECTION 6 SPECIAL CONDITIONS 6.0 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA Foreign corporations and foreign limited partnerships must be authorized to do business in the state of Florida. Domestic corporations must be active and in good standing in the state of Florida. Such authorization and status should be obtained by the Proposal due date and time, but in any case, must be obtained prior to posting of the intended award. For authorization, contact: Florida Department of State Tallahassee, Florida (850) LICENSED TO CONDUCT SERVICES IN THE STATE OF FLORIDA If the services being provided require that individuals be licensed by the Florida Department of Business and Professional Regulation or any other state or federal agency, such licenses should be obtained by the Proposal due date and time, but in any case, must be obtained prior to posting of the intended award. For state licensing, contact: Florida Department of Business and Professional Regulation Tallahassee, Florida (850) OTHER CONDITIONS Other conditions which may cause rejection of Proposals include, without limitation, evidence of collusion among Proposers, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts. 6.3 IDENTICAL EVALUATION OF PROPOSALS Whenever 2 or more Proposals which are equal with respect to price, quality, and service are received, the Department in conjunction with the Office will determine the order of award using the criteria established in 60A , F.A.C. The "Drug-Free Workplace Program Certification" can be found as Attachment DISCLOSURE STATEMENT The Disclosure Statement Form (Attachment 3 ) must be signed and submitted with the Proposal response. 6.5 DIVERSITY IN CONTRACTING The State of Florida is committed to supporting its diverse business industry and population through ensuring participation by minority-, women-, and service-disabled veteran business enterprises in the economic life of the state. The state of Florida Mentor Protégé Program connects minority-, women-, and service-disabled veteran business enterprises with private corporations for business development mentoring. We strongly encourage firms doing business with the state of Florida to consider this initiative. For more information on the Mentor Protégé Program, please contact the Office of Supplier Diversity at (850) RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 18

18 The state is dedicated to fostering the continued development and economic growth of small, minority-, women-, and service-disabled veteran business enterprises. Participation by a diverse group of vendors doing business with the state is central to this effort. To this end, it is vital that small, minority-, women-, and service-disabled veteran business enterprises participate in the state s procurement process as both contractors and sub-contractors in this solicitation. Small, minority-, women-, and service-disabled veteran business enterprises are strongly encouraged to contribute to this solicitation. The Proposer shall submit documentation addressing diversity and describing the efforts being made to encourage the participation of small, minority-, women-, and service-disabled veteran business enterprises. Information on Certified Minority Business Enterprises (CMBE) and Certified Service-Disabled Veteran Business Enterprises (CSDVBE) is available from the Office of Supplier Diversity at CONTRACTUAL OBLIGATIONS The Office s Standard Contract Terms and Conditions are incorporated in this RFP (Attachment 7) and will govern the relationship between the Office and the contractor. Proposal(s) submitted by the successful Proposer(s) shall be incorporated into the final contract(s). 6.7 METHOD OF PAYMENT Compensation and payment will be made in accordance with the terms and conditions of the contract. The estimated amount of Federal funding to be used to fund the early care and education needs assessment anticipated during the contract period is 100% of the total annual contract amount. The estimated amount of State funding to be used to fund the early care and education needs assessment anticipated during the contract period is 0% of the total annual contract amount. 6.8 SUSPENDED VENDOR LIST A company placed on the Suspended Vendor List may not submit a Proposal or be awarded a contract to provide any goods or services pursuant to Rule 60A F.A.C. The Suspended Vendor List is published at under the category Business then Doing Business with the State. 6.9 SUB-CONTRACTNG This contract or any portion thereof, shall not be sub-contracted without the prior written approval of the Office. No sub-contract shall, under any circumstances, relieve the contractor of their liability and obligation under this contract; and despite any such sub-contracting the Office shall deal through the contractor, which shall retain the legal responsibility for performing the contractor s obligations. The primary contractor shall report all small, minority-, women-, and service-disabled veteran business enterprise sub-contractors, identifying the Name, Address, Type of Certification and Dollar Amount on the Utilization Summary form, attached as Attachment 4. The contractor shall provide a list of subcontractors to the Office s contract manager upon execution of the Contract. The prime contractor shall provide the Utilization Summary form with each invoice submitted for payment. The form must be submitted with all invoices, regardless if funds have not been spent with a small, minority-, women-, and service-disabled veteran business enterprise sub-contractor for the period covered by the invoice. The DMS Office of Supplier Diversity will assist in furnishing names of qualified small, minority-, women-, and service-disabled veteran business enterprises. The Office of Supplier Diversity can be reached at (850) ; the Internet Web address is RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 19

19 6.10 SUBMISSION OF PROPOSALS BY SUBSIDIARIES OR AFFILIATES A Proposer, its subsidiaries, affiliates, or related entities shall be limited to one Proposal. Submission of more than one Proposal per activity by a Proposer will cause the rejection of all Proposals submitted by the Proposer. A subsidiary or affiliate of a prime Proposer may also be included as a subcontractor in another Proposer s Proposal COSTS INCURRED IN RESPONDING This RFP does not commit the Office or any other public agency to pay any costs incurred by the Proposer in the submission of a Proposal or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services PROHIBITION OF GRATUITIES By submission of a Proposal, the Proposer certifies that no elected or appointed official or employee of the state of Florida has or will benefit financially or materially from this procurement. Any contract arising from this procurement may be terminated by the Office if it is determined that gratuities of any kind were either offered to or received by any of the aforementioned officials or employees from the Proposer or its agents or employees INDEPENDENT PRICE DETERMINATION A Proposer shall not collude, consult, communicate, or agree with any other Proposer regarding this procurement as to any matter relating to the Proposer s Proposal PERFORMANCE BOND The contractor shall supply to the Office a Performance Bond in the amount of 10% of the amount of the annual award. The surety shall be in a form acceptable to the Office, such as a bond, cashier s check, certified check or money order. A Surety must be authorized to do business in the state of Florida. The Performance Bond shall be executed and furnished to the Office 10 calendar days prior to the contractor beginning work under the contract. A performance bond is not required from Florida state universities PARTICIPATION IN FUTURE STAGES OF THIS PROJECT As stated in Chapter F.S (18), a person who receives a contract that has not been procured pursuant to subsections (1) through (5) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency ACCESSIBLE ELECTRONIC INFORMATION TECHNOLOGY Proposers submitting Proposals to this solicitation must provide electronic and information technology resources in complete compliance with the accessibility standards provided in Sections , F.S., and Rule , F.A.C. These standards establish a minimum level of accessibility. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 20

20 SECTION 7 SCOPE OF SERVICES 7.0 SCOPE OF SERVICES A. Terms and Definitions 1.0 Pre-and-Post Assessment Instrument An instrument that documents children s learning and development over a period of time and provides information for the purpose of informing care and education offered and demonstrating learning gains about a child s progress in the major domains which may include but are not limited to, health/physical development, social/emotional, process learning, language, literacy, and cognition. 2.0 Early Learning Coalition (ELC) - Part of a system of 31 statutorily-created local entities in Florida that implement early learning programs at the local level including, but not limited to, the School Readiness Program, Child Care Resource and Referral Program (CCR&R), Child Care Executive Partnership (CCEP) Program, and the Voluntary Prekindergarten Education (VPK) Program. Each coalition implements an approved plan that includes a comprehensive program of School Readiness services that enhance the cognitive, social and physical development of children to achieve the performance standards and outcome measures the Florida Office of Early Learning specifies. 3.0 Head Start - A group of national school readiness programs that provides comprehensive education, health, nutrition, and parent involvement services to children from low-income families. The Office of Head Start (OHS), within the Administration of Children and Families of the Department of Health and Human Services, awards grants directly to public and private agencies on a competitive basis to provide these comprehensive services to specific communities for the purpose of operating Head Start, Early Head Start and Migrant and Seasonal Head Start programs at the community level. Head Start, Early Head Start and Migrant and Seasonal Head Start grantees provide the services as described in the Head Start Performance Standards and in accordance with the Head Start Act of The Office of Head Start is responsible for oversight of these grantees, to ensure the performance standards are met and the best quality of care is provided to the enrolled children. 4.0 Head Start Grantee - Any local public or private nonprofit agency, including community-based and faithbased organizations, or for-profit agency, within a community, designated to operate a Head Start program in the manner and process utilized by the Secretary of Health and Human Services in accordance with the enactment of the Improving Head Start for School Readiness Act of Head Start Grantee is the collective term used for all grantees including Early Head Start Grantees and Migrant and Seasonal Head Start Grantees. 5.0 Office of Early Learning The Office of Early Learning is the governmental entity providing oversight and administration for early learning programs in Florida consisting of, but not limited to, the School Readiness Program (child care subsidies), CCR&R, CCEP Program, and the VPK Education Program and is the acting fiscal agent for the State Advisory Council. 6.0 Multiple Data Points The representative data of multiple assessments conducted over a period of time on a single child. 7.0 Psychometrics A methodology to quantify the precision of measurement in test items. 8.0 Pre-and-Post Assessment Assessments administered at the beginning and at the end of a program of instruction. 9.0 Redlands Christian Migrant Association (RCMA) - RCMA provides School Readiness, Voluntary Pre- Kindergarten, Child Care Resource and Referral and Child Care Executive Partnership services to eligible children and families of the seasonal and migrant farm worker community. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 21

21 10.0 School Readiness Program - The School Readiness program, which the Office of Early Learning administers, provides eligible parents financial assistance for child care to enable them to become selfsufficient State Advisory Council on Early Education and Care The State Advisory Council on Early Education and Care (State Advisory Council) established in 2010 through the Head Start Reauthorization Act of Florida State Advisory Council serves as an advisory body to the Florida Children and Youth Cabinet and works in partnership with state agencies and statewide organizations on behalf of young children and their families Statistical Methods The analytical and computational methods for measuring aspects of a set of data, including descriptive statistics and inferential analysis Task Performance A child assessment technique that requires the child to complete a specific activity demonstrating certain skills Voluntary Prekindergarten Education Program The Voluntary Prekindergarten (VPK) Education Program designed to prepare four-year-olds for kindergarten. B. Services to be Provided 1.0 Project Plan Within 21 calendar days of contract signing, the Contractor shall submit a detailed draft project plan setting forth the project goals, objectives, deliverables, and timelines for project benchmarks related to each deliverable. The draft plan will clearly establish roles, responsibilities and the level of effort the Contractor expects of all participants. The draft plan will include procedures for documenting and tracking progress toward meeting the established goals and objectives. It will also stipulate how the contractor will manage any modifications or adjustments to the project. The draft project plan shall include a description of how the Contractor shall accomplish the tasks in Section 2.0. For this detailed draft project plan, the Office will review and provide to the contractor approval/disapproval and any recommended changes within ten (10) calendar days (excluding holidays) after the contractor delivers the plan. By close of business ten (10) calendar days following approval of the draft project plan, the contractor shall submit to the Office a final project plan based on and incorporating the draft that the Contractor has modified to incorporate the Office s feedback. 2.0 Data Collection 2.1 The Contractor shall compile an inventory describing the types of pre-and-post assessments and the process used by the 31 early learning coalitions, RCMA and 45 Head Start grantees. Data shall be collected and cataloged in a manner that shall allow for separate reporting of early learning coalition findings and Head Start grantee findings. The inventory shall: Be based on the geographic boundaries that make up the early learning coalitions, RCMA and Head Start grantees; Describe all of the current pre-and-post assessments in use in the 31 early learning coalitions, RCMA and Head Start grantees; Describe, by ELC, RCMA and by Head Start grantee, the support activities related to the administration and scoring of the pre-and-post assessments including, but not limited to, staff time, technical assistance and materials; and Describe, by early learning coalition, RCMA and by Head Start grantee, how many children are assessed, what age, how often and the number of providers participating in the assessment. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 22

22 2.2 The inventory shall include pre-and-post assessment data elements including, but not limited to: Name of the assessment, Publisher of the assessment, Developer(s) of the assessment, Versions and Publication Date(s), Type of assessment (e.g., observational, formal, informal, etc.), Norm referenced (Y/N), Criterion referenced (Y/N), Purposes of the assessment: Diagnostic, Screening, Instructional/curriculum, and Progress monitoring Reported Validity, Reported Reliability, Other psychometric properties, such as the population upon which the assessment was normed, Administration of the assessment to include: Time to administer, Ease of use, Ease of administration, and Assessor qualifications and certification Scoring method by instrument, Type of data gathering methods to include: Naturalistic/observational, Class setting, Task performance, At-home, Parent Input, Individually, and Multiple data points Reporting of data, Data management system including: Availability (Y/N), Levels of data aggregation, RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 23

23 Web-based user interface (Y/N), and Administrative levels including parent, teacher, center, multiple site, and state Appropriate or targeted age groups, Domains and Sub-Domains, Available Languages, Cultural Sensitivity, Description of use with children with disabilities, Description of use with English language learners, and Parent or family involvement. 2.3 The Contractor shall determine and describe the alignment of each assessment instruments identified in subsection 2.1 to the domains established in Florida s Early Learning and Developmental Standards: Birth-Five (Standards): Forms/Form_OEL-SR_30_Florida_Early_Learning_and_Developmental_Standards_ pdf Findings developed through the Contractor s research shall be independent of those issued by the assessment s publisher Findings shall be presented in a Table of Alignment for each assessment, including a list of the assessment instrument s domain and subdomain item numbers, and the domains and subdomains listed Alignments shall be aggregated by each assessment instrument and in a master crosswalk table that includes all applicable assessment instrument elements and all the domains and subdomains in the Standards. 2.4 The Contractor shall determine and describe the alignment of each domain and subdomain of all assessment instruments identified in subsection 2.1 to each other Findings developed through the Contractor s research shall be independent of those issued by the assessment s publisher Findings shall be presented in a Table of Domain and Sub-Domain Alignment for all assessment instrument s domain and subdomains Alignments shall be aggregated by each assessment instrument and in a crosswalk table that includes all the domains and subdomains in all identified assessment instruments. 3.0 Summary of Initial Findings Report 3.1 Contractor s Responsibilities. The Contractor shall provide a draft Summary of Initial Findings Report to the Office of Early Learning. Data for the early learning coalitions, RCMA and Head Start grantees shall be aggregated and reported separately. The report shall include, but is not limited to: An inventory of pre-and-post assessment instruments from the findings resulting from the tasks in Section 2.0, per the specifications set forth in subsection 2.1, A compendium of assessment instrument specifications from the findings resulting from the tasks in Section 2.0, per the specifications set forth in subsection 2.2, A Table of Alignment per the specifications set forth in subsection 2.3, and RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 24

24 3.1.4 A Table of Domain and Sub-Domain Alignment per the specifications set forth in subsection The Contractor shall provide a Final Summary of Initial Findings Report to the Office for approval based on and incorporating the approved draft report detailed in subsection 3.1 including any edits or recommendations provided by the Office. 3.3 Office of Early Learning s Responsibilities Review and provide approval/disapproval and any recommendations to the Contractor within ten (10) calendar days of receipt of the draft Summary of Initial Findings Report Review and provide approval/disapproval to the Contractor within ten (10) calendar days of receipt of the final Summary of Initial Findings. 4.0 Assessment Analysis Plan 4.1 Contractor s Responsibilities Develop a draft Assessment Analysis Plan based on the data available resulting from the tasks detailed in subsections 2.0 and 3.0 above and submit to the Office of Early Learning for approval. At a minimum, the plan shall address: Development of a table of alignment of domains in each preschool assessment instrument identified in subsection 2.0 with the domains in the kindergarten assessments including the Florida Kindergarten Readiness Screener (FLKRS), a subset of the Early Childhood Observation System (ECHOS ) and the first two measures of the Dynamic Indicators of Basic Early Literacy Skills (DIBELS ) for kindergarten and the Stanford Early School Achievement Test (SESAT), Development of a correlation matrix that analyzes the psychometric properties of each preschool assessment instrument identified in subsection 2.0 with the set of kindergarten assessment instruments described in section 5.1, and Based on strong alignment of domains and robust psychometric properties, how to determine which preschool assessment instruments identified in subsection 2.0 would have the greatest likelihood of predictive validity for future performance on the kindergarten assessment instruments described in section Conduct a meeting in person or via webinar with the Office of Early Learning project staff within ten (10) calendar days of receiving approval/disapproval of the draft Assessment Analysis Plan from the Office of Early Learning, in person or by webinar, to review the Summary of Initial Findings Report, draft Statistical Analysis Plan elements, goals, timelines and any Office recommendations Develop a final Statistical Analysis Plan for approval within ten (10) calendar days of the Contractor-conducted meeting or webinar based on and incorporating the approved draft Assessment Analysis Plan including any edits or recommendations provided by the Office following review of the draft report and during the meeting or webinar. 4.2 Office of Early Learning s Responsibilities Review and provide approval/disapproval of and any recommendations to the Contractor within ten (10) calendar days of receipt of the draft Statistical Analysis Plan, Participate in a Contractor-conducted meeting or webinar to review Statistical Analysis Plan elements, goals, timelines and recommendations by the Office, and RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 25

25 4.2.3 Review and provide approval/disapproval to the Contractor within ten (10) calendar days of receipt of the final Statistical Analysis Plan. 5.0 Analysis of Assessment Instruments The Contractor shall: 5.1 Develop a table of alignment of domains in each preschool assessment instrument identified in subsection 2.0 with the domains in the kindergarten assessments including the Florida Kindergarten Readiness Screener (FLKRS), a subset of the Early Childhood Observation System (ECHOS ) and the first two measures of the Dynamic Indicators of Basic Early Literacy Skills (DIBELS ) for kindergarten and the Stanford Early School Achievement Test (SESAT). 5.2 Develop a correlation matrix that analyzes the psychometric properties of each preschool assessment instrument identified in subsection 2.0 with the set of kindergarten assessment instruments described in section Based on strong alignment of domains and robust psychometric properties, determine which preschool assessment instruments identified in subsection 2.0 would have the greatest likelihood of predictive validity for future performance on the kindergarten assessment instruments described in section Early Care and Education Pre-and-Post Assessment Report 6.1 Contractor Responsibilities Develop and deliver to the Office of Early Learning a comprehensive draft Florida Early Care and Education Pre-and-Post Assessment Report that shall include, at a minimum: A detailed description of methodology and data sources used for all objectives, A summary of the Contractor s findings from the analysis described in Section 5.0, limitations of the analysis and the overall quality of the operations performed, A table of alignment of domains in each preschool assessment instrument identified in subsection 2.0 with the domains in the kindergarten assessments including the Florida Kindergarten Readiness Screener (FLKRS), a subset of the Early Childhood Observation System (ECHOS ) and the first two measures of the Dynamic Indicators of Basic Early Literacy Skills (DIBELS ) for kindergarten and the Stanford Early School Achievement Test (SESAT, A correlation matrix that analyzes the psychometric properties of each preschool assessment instrument identified in subsection 2.0 with the set of kindergarten assessment instruments described in section 5.1., A determination which preschool assessment instruments identified in subsection 2.0 would have the greatest likelihood of predictive validity for future performance on the kindergarten assessment instruments described in section 5.1., and An annotated bibliography Findings for the early learning coalitions, RCMA and the Head Start grantees shall be reported separately within the overall report The format for the written portions of the deliverable shall be Microsoft Word 2007 or above. For tables and charts use Microsoft Excel 2007 or above. The contractor shall submit draft documents in electronic format. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 26

26 6.1.4 Within ten (10) calendar days following approval of the draft Florida Early Care and Education Pre-and-Post Assessment Report, develop and deliver to the Office a comprehensive final Florida Early Care and Education Pre-and-Post Assessment Report for approval. The final report shall be based on and incorporate the approved draft Florida Early Care and Education Pre-and-Post Assessment Report. The report shall include any edits or recommendations provided by the Office following review of the draft report. The final report shall: Be submitted in both electronic and hard copy per the specification in subsection 6.1.3, Include all data sets used for the analysis in an organized electronic format (e.g., memory device or DVD with a sub- menu), and Include a print-ready Adobe.pdf version suitable for publication. 6.2 Office of Early Learning s Responsibilities Review and provide approval/disapproval and any recommendations to the Contractor within ten (10) calendar days of receipt of the draft Early Care and Education Pre-and-Post Assessment Report Review and provide approval/disapproval and any recommendations to the Contractor within ten (10) calendar days of receipt of the final Early Care and Education Pre-and-Post Assessment Report. 7.1 DELIVERABLES The Deliverable(s) required to be received and approved, the schedule of progress payments, and the projected payment dates are set forth below. The actual date of payment shall be governed by the receipt and approval of the Deliverable(s), not by the projected payment date which is included to assist in planning the Contract activities and managing the project. A. Deliverables Table Deliverable 1. Project Plan a. Within 21 calendar days of contract signing, the Contractor shall submit to the Office a detailed draft project plan setting forth the project goals, objectives, deliverables, and timelines for project benchmarks related to each deliverable. The draft plan will clearly establish roles, responsibilities and the level of effort the Contractor expects of all participants. The draft project plan will include procedures for documenting and tracking progress toward meeting the established goals and objectives. It will also stipulate how the contractor will manage any modifications or adjustments to the project. The draft project plan shall include a description of how the Contractor shall accomplish the tasks in Section 2.0. Evidence of Completion Approved Draft Project Plan shall serve as evidence of completion Due Date Within 21 calendar days of contract signing RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 27

27 Deliverable b. Specific deliverable associated with this task: By close of business ten (10) calendar days following approval of the draft project plan by the Office, the Contractor shall submit a Final Project Plan to the Office setting forth the project goals, objectives, deliverables, and timelines for project benchmarks related to each deliverable and based on the approved Draft Project Plan and incorporating any edits or recommendations provided by the Office following review of the draft report. 2. Summary of Initial Findings Report a. Specific deliverable associated with this task: The Contractor shall provide a draft Summary of Initial Findings Report to the Office of Early Learning. Data for the early learning coalitions, RCMA and Head Start grantees shall be aggregated and reported separately. The report shall include, but is not limited to: 1. An inventory of pre-and-post assessment instruments from the findings resulting from the tasks in Section 2.0, per the specifications set forth in subsection 2.1, 2. A compendium of assessment instrument specifications from the findings resulting from the tasks in Section 2.0, per the specifications set forth in subsection 2.2, 3. A Table of Alignment per the specifications set forth in subsection 2.3., and 4. A Table of Domain and Sub-Domain Alignment per the specifications set forth in subsection 2.4. b. Specific deliverable associated with this task: By close of business ten (10) calendar days following approval of the draft Summary of Initial Findings Report by the Office, the Contractor shall provide a final Summary of Initial Findings Report to the Office for approval based on and incorporating the approved draft Project Plan. The final plan shall include any edits or recommendations provided by the Office following review of the draft report. 3. Assessment Analysis Plan a. Specific deliverable associated with this task: Develop a draft Assessment Analysis Plan based on the data available resulting from the tasks detailed in subsections 2.0 and 3.0 and submit to the Office of Early Learning for approval. At a minimum, the plan shall address: 1. Development of a table of alignment of domains in each preschool assessment instrument identified in subsection 2.0 with the domains in the kindergarten assessments including the Florida Kindergarten Readiness Screener (FLKRS), a subset of the Early Childhood Observation System (ECHOS ) and the first two measures of the Dynamic Indicators of Basic Early Literacy Skills (DIBELS ) for kindergarten and the Stanford Early School Achievement Test (SESAT)., 2. Develop a correlation matrix that analyzes the psychometric properties of Evidence of Completion Approved Final Project Plan shall serve as evidence of completion Approved Draft Summary of Initial Findings Report Approved Final Summary of Initial Findings Report Approved draft Assessment Analysis Plan Due Date By close of business ten (10) calendar days following approval of the draft project plan by the Office Date proposed by the Vendor and approved by the Office By close of business ten (10) calendar days following approval of the draft Summary of Initial Findings Report by the Office Date proposed by the Vendor and approved by the Office RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 28

28 Deliverable each preschool assessment instrument identified in subsection 2.0 with the set of kindergarten assessment instruments described in section 5.1, and 3. Based on strong alignment of domains and robust psychometric properties, how to determine which preschool assessment instruments identified in subsection 2.0 would have the greatest likelihood of predictive validity for future performance on the kindergarten assessment instruments described in section 5.0. b. Specific deliverable associated with this task: Conduct a meeting in person or via webinar with the Office of Early Learning project staff within ten (10) calendar days of receiving approval/disapproval of the draft Assessment Analysis Plan from the Office of Early Learning, in person or by webinar, to review the Summary of Initial Findings Report, draft Assessment Analysis Plan elements, goals, timelines and any Office of Early Learning recommendations. c. Specific deliverable associated with this task: Develop a final Assessment Analysis Plan for approval and deliver to the Office within ten (10) calendar days of the Contractor-conducted meeting or webinar based on and incorporating the approved draft Statistical Analysis Plan including any edits or recommendations provided by the Office of Early Learning following review of the draft plan and during the meeting or webinar. 4. Early Care and Education Pre-and-Post Assessment Report a. Specific deliverable associated with this task: 1. Develop and deliver to the Office of Early Learning a comprehensive draft Florida Early Care and Education Pre-and-Post Assessment Report that shall include, at a minimum: a) A detailed description of methodology and data sources used for all objectives, b) A summary of the Contractor s findings from the analysis described in Section 5.0, limitations of the analysis and the overall quality of the operations performed, c) A table of alignment of domains in each preschool assessment instrument identified in subsection 2.0 with the domains in the kindergarten assessments including the Florida Kindergarten Readiness Screener (FLKRS), a subset of the Early Childhood Observation System (ECHOS ) and the first two measures of the Dynamic Indicators of Basic Early Literacy Skills (DIBELS ) for kindergarten and the Stanford Early School Achievement Test (SESAT, d) A correlation matrix that analyzes the psychometric properties of each preschool assessment instrument identified in subsection 2.0 with the set of kindergarten assessment instruments described in section 5.1., Evidence of Completion Documentation of meeting or webinar including time, date and a list of participants Approved final Assessment Analysis Plan Approved draft Early Care and Education Preand-Post Assessment Report Due Date Within ten (10) calendar days of receiving approval/disap proval of the draft Statistical Analysis Plan from the Office of Early Learning Within ten (10) calendar days of receiving approval/disap proval of the final Analysis Plan from the Office of Early Learning Date proposed by the Vendor and approved by the Office RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 29

29 Deliverable e) A determination which preschool assessment instruments identified in subsection 2.0 would have the greatest likelihood of predictive validity for future performance on the kindergarten assessment instruments described in section 5.1., and f) An annotated bibliography. 2. Findings for the early learning coalitions, RCMA and the Head Start grantees shall be reported separately within the overall report. 3. The format of the written portions of the deliverable is Microsoft Word 2007 or above (for tables and charts use Microsoft Excel 2007 or above) and the contractor shall submit draft documents in electronic format. b. Specific deliverable associated with this task: Within ten (10) calendar days following approval of the draft Florida Early Care and Education Pre-and-Post Assessment Report, develop and deliver to the Office a comprehensive final Florida Early Care and Education Pre-and-Post Assessment Report for approval. The final report shall be based on and incorporate the approved draft Florida Early Care and Education Pre-and-Post Assessment Report. The report shall include any edits or recommendations provided by the Office following review of the draft report. The final report shall: 1. Be submitted in both electronic and hard copy per the specification in subsection 6.1.3, 2. Include all data sets used for the analysis in an organized electronic format (e.g., memory device or DVD with a sub- menu), and 3. Include a print-ready Adobe.pdf version suitable for publication. Evidence of Completion Approved final Early Care and Education Preand-Post Assessment Report Due Date By close of business ten (10) calendar days following approval of the draft Florida Early Care and Education Preand-Post Assessment Report by the Office B. This is a Fixed Price Contract. The anticipated total contract amount will not exceed $300,000. The contract price is all-inclusive and the Office will not compensate or reimburse the contractor any other amounts related to contract performance, such as travel expenses, license fees, taxes, miscellaneous expenses, overhead, etc. The Office will pay the contractor in arrears the price agreed to for each contract payment milestone identified in the Deliverables Table, minus any amounts due to the Office for financial consequences. Before submitting an invoice, the contractor shall deduct financial consequences or liquidated damages due; The Office s contract manager shall notify the contractor of the Office s intent to deduct financial consequences pursuant to the applicable contract provision. Failure by the Office to notify the contractor for any financial consequences shall not relieve the contractor from such obligations. The American Recovery and Relief Act (ARRA) grant provides funding for any contract resulting from this RFP and is subject to the terms and conditions set forth in Attachment 6, Special Conditions Addendum for Vendor Contracts Using American Recovery and Reinvestment Act of 2009 Funds. C. Financial Consequences If the contractor fails to meet the minimum level of service or performance identified in the contract or that is customary for the industry, the Office will be injured as a result. The Office will apply financial consequences per the terms and conditions set forth in Exhibit 1, Special Conditions, Section 8 of the Standard Form Contract (Attachment 7 of this RFP). RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 30

30 SECTION 8 OPENING, EVALUATION AND AWARD 8.0 PROPOSAL OPENING TECHNICAL PROPOSALS WILL BE OPENED ON BEHALF OF THE OFFICE BY THE DEPARTMENT'S BUREAU OF CONTRACTS, GRANTS AND PROCUREMENT MANAGEMENT SERVICES PERSONNEL AT 325 WEST GAINES STREET, 332 TURLINGTON BUILDING, TALLAHASSEE, FLORIDA, AS SPECIFIED IN SECTION 3.4 SCHEDULE OF EVENTS. PRICE PROPOSALS (which have corresponding responsive Technical Proposals) WILL BE OPENED AS SPECIFIED IN SECTION 3.4 SCHEDULE OF EVENTS AT 325 WEST GAINES STREET, 332 TURLINGTON BUILDING, TALLAHASSEE, FLORIDA. 8.1 EVALUATION PROCESS The work tasks identified in the Scope of Services and Deliverables represent a common basis for the evaluation of proposals. Proposals must be designed to meet all requirements of the RFP. Proposals that do not completely represent the scope and nature of the work tasks stated in this RFP or otherwise attempt to limit or redefine the work tasks stated in this RFP in either the technical or cost sections of the proposal may be rejected at any stage of the proposal evaluation process. Proposals will be evaluated on the basis of the Proposer s qualifications and experience and the technical and cost proposals for the work tasks described herein for the entire span of the ensuing contract. A Selection Committee, hereinafter referred to as the "Committee", will be established to review and evaluate each Proposal submitted in response to this RFP. However, Proposals rejected due to non-compliance with terms and conditions of this RFP will not be evaluated. The Committee will be comprised of at least three persons with knowledge, background, experience, and/or professional credentials in relative service areas. Each member of the Committee will be provided a copy of each Technical Proposal. Proposals will be evaluated on the criteria established in the section below entitled "Criteria for Evaluation" in order to assure that Proposals are uniformly rated. The Committee will assign points, utilizing the technical evaluation criteria identified herein and complete a technical summary. Proposing firms must attain a score of 60 points or higher on the Technical Proposal to be considered responsive. Should a Proposer receive fewer than 60 points for their Technical Proposal score, the Price Proposal will not be opened. The Bureau of Contracts, Grants and Procurement Management Services will open Price Proposals in accordance with SECTION 8.0, Proposal Openings. The Bureau of Contracts, Grants and Procurement Management Services and/or the Office s project manager/selection committee will review and evaluate the Price Proposals and prepare a summary of its price evaluation. Points will be assigned based on price evaluation criteria identified herein. During the process of evaluation, the Bureau of Contracts, Grants and Procurement Management Services will conduct examinations of Proposals for responsiveness to requirements of the RFP. Those determined to be nonresponsive will be automatically rejected. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 31

31 Criteria for Evaluation Proposals will be evaluated and graded in accordance with the criteria detailed below. a. Technical Proposal (80 Points) Technical evaluation is the process of reviewing the Proposer's Executive Summary, Management Plan, and Technical Plan for understanding of project, qualifications, approach and capabilities, to assure a quality product. The following point system is established for scoring the Proposals: The following criteria will be used to evaluate and rank Proposals. A) Executive Summary 5 points B) Management Plan 10 points C) Qualifications and Experience 10 points D) Technical Plan 55 points Total 80 points D) Price 20 points Total 100 points Price analysis is conducted through the comparison of price quotations submitted. The maximum points will be awarded to the lowest acceptable Price Proposal. Proposals with higher costs will receive the fraction of the maximum points proportional to the ratio of the lowest Proposal price to the higher Price Proposal. The fractional value of points to be assigned will be rounded to one decimal place. The criteria for price evaluation shall be based upon the following formula: (Low Price/Proposer's Price) x Price Points = Proposer s Awarded Points The total maximum number of points that can be earned in the evaluation process is 100 points. The contract shall be awarded to the responsible and responsive vendor whose Proposal is determined in writing to be the most advantageous to the state, taking into consideration the price and the other criteria set forth in this RFP. 8.2 POSTING OF PROPOSAL TABULATION The Proposal Tabulation will be posted at the Florida Department of Education, 325 West Gaines Street, 332 Turlington Building, Tallahassee, Florida and on the Florida Vendor Bid System at as specified in SECTION 3.4 SCHEDULE OF EVENTS, and will remain posted for a period of 72 hours. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 32

32 ATTACHMENT 1 PROPOSER S PRICE SHEET Prices/Delivery Schedule We propose to provide the services the Office is soliciting within the specifications of RFP All work shall be performed in accordance with this RFP, which we have reviewed and understood. The below prices are all inclusive. We shall charge no additional costs for work performed under any agreement resulting from this RFP. Deliverable 1. Project Plan a. Specific deliverable associated with this task: By close of business ten (10) calendar days following approval of the draft project plan by the Office of Early Learning, the Contractor shall submit a Final Project Plan to the Office of Early Learning setting forth the project goals, objectives, deliverables, and timelines for project benchmarks related to each deliverable and based on the approved Draft Project Plan and incorporating any edits or recommendations provided by the Office following review of the draft report. 2. Summary of Initial Findings Report a. Specific deliverable associated with this task: By close of business ten (10) calendar days following approval of the draft Summary of Initial Findings Report by the Office, the Contractor shall provide a final Summary of Initial Findings Report to the Office of Early Learning for approval based on and incorporating the approved draft Project Plan. The final plan shall include any edits or recommendations provided by the Office following review of the draft report. 3. Assessment Analysis Plan a. Specific deliverable associated with this task: Conduct a meeting in person or via webinar with the Office of Early Learning project staff within ten (10) calendar days of receiving approval/disapproval of the draft Statistical Analysis Plan from the Office of Early Learning, in person or by webinar, to review the Summary of Initial Findings Report, draft Assessment Analysis Plan elements, goals, timelines and any Office of Early Learning recommendations. Evidence of Completion Approved Final Project Plan shall serve as evidence of completion Approved Final Summary of Initial Findings Report Documentation of meeting or webinar including time, date and a list of participants Proposed Cost $ 20% of total Contract amount. $ 30% of total Contract amount. $ 5% of total Contract amount RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 33

33 Deliverable b. Specific deliverable associated with this task: Develop a final Assessment Analysis Plan for approval and deliver to the Office of Early Learning within ten (10) calendar days of the Contractor-conducted meeting or webinar based on and incorporating the approved draft Assessment Analysis Plan including any edits or recommendations provided by the Office of Early Learning following review of the draft plan and during the meeting or webinar. Evidence of Completion Approved final Assessment Analysis Plan Proposed Cost $ 15% of total Contract amount 4. Early Care and Education Pre-and-Post Assessment Report a. Within ten (10) calendar days following approval of the draft Florida Early Care and Education Pre-and-Post Assessment Report, develop and deliver to the Office of Early Learning a comprehensive final Florida Early Care and Education Pre-and-Post Assessment Report for approval. The final report shall be based on and incorporate the approved draft Florida Early Care and Education Pre-and-Post Assessment Report. The report shall include any edits or recommendations provided by the Office of Early Learning following review of the draft report. The final report shall: 1. Be submitted in both electronic and hard copy per the specification in subsection , 2. Include all data sets used for the analysis in an organized electronic format (e.g., memory device or DVD with a sub- menu), and 3. Include a print-ready Adobe.pdf version suitable for publication. Approved final Early Care and Education Pre-and-Post Assessment Report $ 30% of total Contract amount GRAND TOTAL $ * *POINTS AWARDED WILL BE BASED ON THIS PRICE SIGN BELOW. UNSIGNED OFFERS WILL NOT BE CONSIDERED. VENDOR NAME: MAILING ADDRESS: CITY/STATE/ZIP: AUTHORIZED AGENT (typed): AUTHORIZED AGENT (manual): DATE: TELEPHONE: RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 34

34 ATTACHMENT 2 DRUG-FREE WORKPLACE (Will be considered in case of identical tie Proposals) Preference shall be given to businesses with drug-free workplace programs. Whenever 2 or more bids which are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall: 1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). 4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted. 6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Vendor's Signature RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 35

35 ATTACHMENT 3 DISCLOSURE STATEMENT PARTNERSHIP OR INDIVIDUAL I hereby certify that I, if an individual, or each of us, if a partnership, doing business as. (Name of Individual or Partnership) (am)(is) not now involved in nor have I ever engaged in any private business venture or enterprise, directly or indirectly, with the Director and Deputy Directors of Office of Early Learning, the Commissioner of Education, the Deputy Commissioner of Education, any Associate Commissioner of Education, Division Director, or Bureau Chief within the Florida Department of Education. I further certify that neither I, nor any partner, if a partnership, nor anyone acting in my or our behalf has requested that any of the above designated persons or any other employee of the Florida Department of Education and /or Office of Early Learning exert any influence to secure the appointment of under this proposed agreement. (Name of Individual or Partnership) (1) Signature Signature (1) If partnership, each partner must sign and execute. Signature COMPANY OR CORPORATION I hereby certify that neither I nor any owner, officer, director, or shareholder of (Name of Corporation/Company), a (1) corporation, licensed to do business in Florida, is presently involved in or has been (Name of State of Inc.) engaged in any private business venture or enterprise, directly, or indirectly, with the Director and Deputy Directors of the Office of Early Learning, the Commissioner of Education, the Deputy Commissioner of Education, any Associate Commissioner of Education, Division Director, or Bureau Chief within the Florida Department of Education. I further certify that neither I nor any owner, officer, director, or shareholder of this corporation or anyone acting on behalf of this corporation or any of its owners, officers, directors, or shareholders has requested that any of the above designated persons or any other employee of the Office of Early Learning, Florida Department of Education exert any influence to secure the appointment of under this proposed agreement. (Company) (Corporation) (2) Signature (1) If company is not incorporated, insert "not incorporated" in this space. (2) If incorporated, this statement is to be executed by same person who will execute contract, if awarded. Title RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 36

36 ATTACHMENT 4 FLORIDA OFFICE OF EARLY LEARNING MINORITY SUB CONTRACTORS UTILIZATION SUMMARY The Department of Education and Florida Office of Early Learning Supplier Diversity initiatives strive to ensure the promise of Florida future is shared by all of its residents, regardless of race, ethnicity, disability, neighborhood or background. To that end, both are dedicated to support, track and increase its small, minority-, women-, and service-disabled veteran business enterprise spending with prime contractors and subcontractors. This form was developed to assist in these efforts. The primary contractor shall report all small, minority-, women-, and service-disabled veteran business enterprise Subcontractors, identifying the Name, Address, Type of Certification and Dollar Amount on the form below. The primary contractor shall submit this form with each invoice submitted for payment, whether or not funds have been spent with a small, minority-, women-, and service-disabled veteran business enterprise subcontractor for the period covered by the invoice. The Office of Supplier Diversity, Florida Department of Management Services will assist in furnishing names of qualified minorities. The Office of Supplier Diversity can be reached at (850) ; the Internet Web address is PRIME CONTRACTOR: CONTRACT NO.: CONTRACT TITLE: MBE CONTRACTORS Full Name, Address, Telephone Number State Certified Non- Certified Non- Profit Dollar Amount Certified True and Correct by: Prime Contractor Total Amount $ Submit Report to: The Florida Office of Early Learning designated Contract Manager, with each monthly invoice, and: Mrs. Janice Brown Bureau of Contracts, Grants and Procurement Management Services 325 West Gaines Street Title 332 Turlington Bldg Tallahassee, FL Date For additional information, you may call Mrs. Brown at (850) , or janice.brown@fldoe.org RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 37

37 ATTACHMENT 5 REFERENCES PROPOSER NAME PROVIDE THE FOLLOWING REFERENCE INFORMATION FOR A MINIMUM OF THREE (3) BUSINESSES WHERE SERVICES OF SIMILAR SIZE AND SCOPE HAVE BEEN COMPLETED DURING THE PAST FIVE (5) YEARS OR CURRENTLY UNDERWAY: BUSINESS NAME: ADDRESS: CONTACT PERSON: PHONE NUMBER: FA NUMBER: ADDRESS: DATE AND DESCRIPTION OF SERVICES: BUSINESS NAME: ADDRESS: CONTACT PERSON: PHONE NUMBER: FA NUMBER: ADDRESS: DATE AND DESCRIPTION OF SERVICES: BUSINESS NAME: ADDRESS: CONTACT PERSON: PHONE NUMBER: FA NUMBER: ADDRESS: DATE AND DESCRIPTION OF SERVICES: RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 38

38 ATTACHMENT 6 SPECIAL CONDITIONS ADDENDUM FOR VENDOR CONTRACTS USING AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009 FUNDS The contract to which these Special Conditions are attached will be funded, in whole or in part, with American Recovery and Reinvestment Act of 2009 ( ARRA ) funds. Contractor shall comply with these Special Conditions and shall assure that all subcontracts and other contracts for an ARRA funded project contain these Special Conditions. In the event of a conflict between these Special Conditions, the contract, or any attachments or exhibits incorporated into and made a part of the contract, these Special Conditions shall control. 1. Compliance. Contractor shall comply with all applicable provisions of ARRA and the regulations issued pursuant thereto, including but not limited to these Special Conditions. Any revisions to such provisions or regulations shall automatically become a part of these Special Conditions, without the necessity of either party executing any further instrument. The Florida Office of Early Learning may provide written notification to Contractor of such revisions, but such notice shall not be a condition precedent to the effectiveness of such revisions. 2. ARRA Contracts and Subcontracts. Contractor shall include these Special Conditions in all of its contracts and subcontracts using ARRA funds, in whole or in part, and shall provide written notification of revisions hereto to all parties to such contracts or subcontracts. Contractor shall ensure that all subcontractors comply with applicable provisions of ARRA. 3. Conflict of Laws. In the event of a conflict between the laws of the State of Florida or these Special Conditions and ARRA, ARRA shall control. 4. Posting with Employ Florida Marketplace. In addition to any other job postings Contractor normally utilizes, Contractor shall post with Employ Florida Marketplace all positions for which it intends to hire workers as a result of being awarded this contract. Employ Florida Marketplace is located at 5. Whistleblower Protection. ARRA Contractor shall not discharge, demote or otherwise discriminate against an employee as a reprisal for disclosures by the employee of information that the employee reasonably believes is evidence of: (a) gross mismanagement of a contract or grant relating to ARRA funds; (b) a gross waste of ARRA funds; (c) a substantial and specific danger to public health or safety related to the implementation or use of ARRA funds; (d) an abuse of authority related to implementation or use of ARRA funds; or (e) a violation of law, rule, or regulation related to a contract, including the competition for or negotiation of a contract or grant, awarded or issued relating to ARRA funds. Contractor shall post a notice of the rights and remedies available to employees under ARRA 1553 in all workplaces where employees perform work that is funded in whole or in part by money authorized under the ARRA. A sample notice can be found at Contractor specifically acknowledges that Contractor and its employees are aware of and shall abide by the provisions of ARRA Contractor shall include the language and requirements of this subsection ("Whistleblower Protection under 1553 of the ARRA") in all of its contracts and agreements with employees, subcontractors and anyone else who performs work on behalf of Contractor. 6. False Claims Act, 31 U.S.C Office of Management and Budget (OMB) Memorandum M Contractor shall promptly refer to an appropriate Federal Inspector General any credible evidence that a principal, employee, agent, contractor, subcontractor or other person has committed a false claim under the False Claims Act or has committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving ARRA funds. 7. Reporting of Fraud, Waste, and Abuse. Contractor shall also refer promptly to Florida Chief Inspector General any credible evidence that a principal, employee, agent, contractor, subcontractor, or other person has committed a criminal or civil violation of laws pertaining to fraud, waste, and abuse involving ARRA funds. The office can be reached by calling or by fax at A complaint may be filed at 8. Access of Government Accountability Office. ARRA 902. Each contract awarded using ARRA funds must include a provision that provides the United States Comptroller General and his or her representatives with the authority to: RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 39

39 (a) Examine any records of the Contractor or any of its subcontractors, or any state or local agency administering such contract, that directly pertain to, and involve transactions relating to, this contract or any contract or subcontract using ARRA funds; and (b) Interview any officer or employee of the Contractor or any of its subcontractors, or of any state or local government agency administering the contract, regarding such transactions. Accordingly, the Comptroller General and his or her representatives shall have the authority and rights as provided under Section 902 of ARRA with respect to this contract, which is funded with ARRA funds. Section 902 further states that nothing in that section shall be interpreted to limit or restrict in any way any existing authority of the Comptroller General. 9. Authority of Inspector General. ARRA Section 1515(a) of ARRA provides authority for any representatives of the United States Inspector General to examine any records or interview any employee or officers working on this contract. The Contractor is advised that representatives of the Inspector General have the authority to examine any record and interview any employee or officer of the Contractor, its subcontractors, or other firms working on this contract. Section 1515(b) further provides that nothing in that section shall be interpreted to limit or restrict in any way any existing authority of an Inspector General. 10. Wage Rate Requirements Davis-Bacon Wage Determinations. ARRA Contractor and its subcontractors shall pay all laborers and mechanics employed on ARRA projects by Contractor or any of its subcontractors at wage rates not less than those prevailing on projects of a character similar in the locality, as determined by the United States Secretary of Labor in accordance with Subchapter IV of Chapter 31 of Title 40 of the United States Code. The Secretary of Labor s determination regarding the prevailing wages applicable in Florida is available at Buy American Requirement - Construction. ARRA All iron, steel and manufactured goods used in any ARRA project for the construction, alteration, maintenance, or repair of a public building or public work shall be produced in the United States in a manner consistent with United States obligations under international agreements. This requirement can be waived only by the awarding Federal Agency in limited situations. 12. Fixed Price Competitively Bid. ARRA Contractor, to the maximum extent possible, shall award subcontracts as fixed-price subcontracts under this Contract using competitive bid procedures. Contractor shall provide to Office of Early Learning a summary of any contract or subcontract awarded using ARRA funds that is not fixed-price or not awarded using competitive procedures. 13. Prohibition on Use of Funds. ARRA ARRA funds shall not be used for any casino or other gambling establishment, aquarium, zoo, golf course, or swimming pool. 14. Reporting. ARRA 1512, FFATA 2. The Florida Office of Early Learning may require that the Contractor provide reports and other employment information as evidence to document the number of jobs created and/or retained by this project for the Contractor s own workforce and the workforce of any subcontractors. No direct payment shall be made to Contractor for providing any reports required under these Special Conditions, as the cost of producing such reports shall be deemed included in the contract price. The reporting requirements are based on guidance from OMB, and as such are subject to change at any time by OMB. Any such changes shall be automatically incorporated into this contract and shall become part of Contractor s obligations under this Contract. The State may provide written notice to Contractor of any such change, but such notice shall not be a condition precedent to Contractor s duty to comply with revised OMB reporting requirements. 15. Event of Default. Failure to comply with these Special Conditions shall constitute an event of default under the Contract and the State of Florida may terminate the Contract upon 30 days prior written notice if the default remains uncured five calendar days following the notice period. This remedy will be in addition to any other remedy available to the State of Florida under the Contract, at law or in equity. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 40

40 By Signature Title Date Federal Employer Identification Number: RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 41

41 ATTACHMENT 7 Florida Office of Early Learning Name of Contractor Type of Procurement and Number Contract Award Number 250 Marriott Drive, Tallahassee, Florida Telephone: (850) Fax: (850) Toll Free Line: FL-Ready ( ) The Office of Early Learning is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711. RFP EARLY CARE AND EDUCATION PRE-AND-POST ASSESSMENT ANALYSIS AND REPORT Page 42