STATE OF FLORIDA DEPARTMENT OF EDUCATION. Request for Proposal. Intent to Submit Proposal

Transcription

1 STATE OF FLORIDA DEPARTMENT OF EDUCATION Request for Proposal Intent to Submit Proposal ********************************************************************************************************************************* COMPLETE AND RETURN THIS FORM ********************************************************************************************************************************* Proposal Number: RFP RE-BID Title: PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Date & Time Proposal Due: SEPTEMBER 24, 02:30 PM EASTERN TIME (ET) 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 below address (preferred). Form may also be faxed to fax number (850) , or mailed to 325 West Gaines Street, 332 Turlington Building, Tallahassee, Florida 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) (Revised 12/04/2013) i

2 State of Florida Department of Education REQUEST FOR PROPOSAL PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM BID NUMBER: RFP RE-BID DEADLINE FOR TECHNICAL QUESTIONS: September 12, 04:00 PM ET (There is no deadline for administrative questions) PROPOSALS ARE DUE BY: 02:30 PM ET, ON SEPTEMBER 24, 2014 ESTIMATED POSTING OF INTENDED AWARD BEGINS OCTOBER 14, 2014 ENDS OCTOBER 17, 2014 MAIL OR DELIVER PROPOSALS TO: Florida Department of Education Bureau of Contracts, Grants and Procurement Management Services 325 West Gaines Street 332 Turlington Building Tallahassee, Florida Attention: ReGina Fields Phone: (850) RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 2

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 POOR PERFORMANCE NOTICE WITHDRAWAL OF A PROPOSAL CONDITIONS TO THE PROPOSAL AWARD SECTION 5 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 CONVICTED VENDOR LIST SUB-CONTRACTNG SUBMISSION OF PROPOSALS BY SUBSIDIARIES OR AFFILIATES COSTS INCURRED IN RESPONDING PROHIBITION OF GRATUITIES INDEPENDENT PRICE DETERMINATION BID GUARANTY (optional) PERFORMANCE BOND PARTICIPATION IN FUTURE STAGES OF THIS PROJECT ACCESSIBLE ELECTRONIC INFORMATION TECHNOLOGY SCRUTINIZED COMPANIES LISTS RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 3

4 SECTION 6 SCOPE OF SERVICES SCOPE OF SERVICES DELIVERABLES FINANCIAL CONSEQUENCES SECTION 7 SPECIAL INSTRUCTIONS PROPOSAL FORMAT & CONTENT PROPOSAL SUBMISSION MAIL OR DELIVER PROPOSALS TO: (Do Not Fax or ) PRELIMINARY ADMINISTRATIVE REVIEW PROPOSAL FORMAT INSTRUCTIONS SECTION 8 OPENING, EVALUATION AND AWARD PROPOSAL OPENING EVALUATION PROCESS POSTING OF PROPOSAL TABULATION ATTACHMENT PROPOSER S PRICE PROPOSAL DRUG-FREE WORKPLACE ATTACHMENT DISCLOSURE STATEMENT ATTACHMENT MINORITY SUB CONTRACTORS UTILIZATION SUMMARY ATTACHMENT REFERENCES ATTACHMENT SCRUTINIZED COMPANIES LISTS ATTACHMENT OEL STANDARD CONTRACT EXHIBIT SCOPE OF WORK ATTACHMENT AVAILABLE DATA SYSTEM EXPORT ELEMENTS ATTACHMENT FLORIDA EARLY LEARNING AND DEVELOPMENTAL STANDARDS FOR FOUR-YEAR-OLDS (2011) CORRELATION TABLE 84 ATTACHMENT PSYCHOMETRIC PROPERTIES TABLE ATTACHMENT ASSESSOR CHARACTERISTICS AND IMPLEMENTATION SUPPORT INFORMATION ATTACHMENT DEMOGRAPHIC DATA ELEMENTS FROM THE VPK ASSESSMENT ONLINE REPORTING SYSTEM AVAILABLE FOR EXPORT RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 4

5 ATTACHMENT VPK ASSESSMENT REPORT EXAMPLES RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 5

6 REQUEST FOR PROPOSAL STATE OF FLORIDA, DEPARTMENT OF EDUCATION PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM BID NUMBER: RFP RE-BID 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 Proposer (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 from qualified Proposers to establish a term contract of which the term is anticipated to begin upon execution of the contract and be effective for thirty-six (36) months thereafter. Award will be made to the responsible and responsive vendor(s) that the Department determines will provide what is most advantageous to the state, taking into consideration price and other criteria set forth in this document. The resulting contract may be renewed for up to an additional two (2) years, see Form PUR 1000 for renewal requirements. Original contract term and subsequent renewal periods resulting from this RFP are contingent upon annual legislative appropriation. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 6

7 3.1 PURPOSE The purpose of this Request for Proposal (RFP) is to solicit Proposals for the procurement of an assessment instrument to be paired with an existing assessment for the continued administration of the Florida Voluntary (VPK) Assessment beginning September 2014 with the school year through the school year. The Department will select an assessment instrument that meets the requirements described herein through written proposals solicited from qualified vendors. The Department intends to combine the selected observation-based instrument, through a licensing agreement, with a direct assessment instrument, the Florida VPK Assessment. The Contractor will provide the training and support tasks described in this RFP. 3.2 BACKGROUND The Office of Early Learning (OEL) provides oversight and administration for early learning programs in Florida. 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 contracted for at the local level by 30 early learning coalitions located throughout the state. (See Diagram 1) Florida s State Constitution, Article IX, Section 1(b) requires that every four-year old child in Florida shall be provided by the State a prekindergarten learning opportunity in the form of an early childhood development and education program which shall be voluntary, high quality, free, and delivered according to professionally accepted standards. An early childhood development and education program is defined to mean an organized program designed to address and enhance each child s ability to make age appropriate progress in an appropriate range of settings in the development of language and cognitive capabilities and emotional, social, regulatory and moral capacities through education in basic skills and such other skills as the Legislature may determine to be appropriate pursuant to section through , Florida Statutes (F.S.). The OEL expects to serve up to 182,000 VPK children annually through approximately 6,500 providers statewide. The state s network of providers includes child care centers and schools, family child care homes, public schools, and non-public schools. Approximately 17,000 VPK instructors deliver age appropriate curriculum-based instruction to VPK children in school year programs (540 instructional hours) or summer programs (300 instructional hours) each year. VPK instructor qualifications for the school year program are a minimum of the Child Development Associate (CDA) credential or approved equivalent. VPK instructor qualifications for the summer VPK program are educator/teacher certification or a bachelor or higher degree in one of a few specified majors. VPK Children Served Table Total Enrollment 1 Estimated Enrollments 2 FRL SWD ELL VPK School Year 167,303 80,138 7,027 21,415 Summer 6,938 3,760 1,485 1,068 VPK (as of March 2014) School Year 163,272 78,207 6,857 20,899 Summer Not Started 1 Total Enrollments OEL Consolidated Database as of March Projected Enrollments use the percentages based on the VPK readiness rate date, which have been applied to the total enrollment data. FRL Students qualified for free or reduced lunch. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 7

8 SWD Students with a current individual education plan. ELL Students identified as English language learners. Requirement for Pre- and Post-Assessment In 2012, section (s.) (3), F.S. was amended to require, (a) Contingent upon legislative appropriation, each private prekindergarten provider and public school in the Voluntary Prekindergarten Education Program must implement an evidence-based pre- and post-assessment that has been approved by rule of the State Board of Education. (b) In order to be approved, the assessment must be valid, reliable, developmentally appropriate, and designed to measure student progress on domains which must include, but are not limited to, early literacy, numeracy, and language. (c) The pre- and post-assessment must be administered by individuals meeting requirements established by rule of the State Board of Education. Beginning in 2012, the General Appropriations Act includes an allocation, to implement the Florida Voluntary Prekindergarten Assessment developed by the Department of Education in collaboration with the Florida Center for Reading Research to be used to conduct pre- and post-assessments as required in section , Florida Statutes (2013 GAA, Line Item 72). The Florida General Appropriation Act specifies funds through proviso language that shall be used to purchase and implement the Voluntary Prekindergarten research-based pre- and post-assessment. The instrument must assess all domains as identified in the 2011 Florida Early Learning and Developmental Standards for Four- Year-Olds, to the maximum extent possible, and provide valid and reliable data to measure student learning gains. Background of the Florida VPK Assessment a progress monitoring tool In 2008, the Department of Education contracted with the Florida Center for Reading Research at Florida State University to develop a progress monitoring tool for VPK instructors that focused on certain pre-academic areas of the performance standards for the VPK program. The Florida VPK Assessment is designed to: reflect current research on emergent literacy and numeracy, align with the Standards for Four-Year-Olds, predict student performance on the Florida Assessments for Instruction in Reading for Kindergarten, and provide teachers with valid and reliable feedback regarding children s progress in attaining the skills in the Standards for Four-Year-Olds. Teachers may use this information to customize instruction to meet the needs of each child. See for more information about the VPK Assessment. The VPK Assessment is a progress monitoring tool that has two forms of training: a training DVD included in every kit and an instructor-led training available statewide. Typically, the VPK instructor administers the assessment. A description of the four measures is below. The Print Knowledge measure assesses the child s ability to recognize letters or words, and his/her knowledge of letter names (both upper and lower case) and the sounds they make and includes a total of 12 assessment items and two practice items. Phonological Awareness is the awareness and manipulation of the different sounds in a word and includes a total of 14 assessment items and two practice items. The Phonological Awareness measure assesses the child s ability to: Blend (put together) a word if it is broken up into smaller sounds or syllables Blend a compound word Recognize the remaining word when part of the stimulus word is taken away. The Mathematics measure assesses early numeracy skills across three different areas: counting skills, numerical relations skills, and arithmetic reasoning skills and includes a total of 13 assessment items. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 8

9 The Oral Language/Vocabulary measure Assesses a child s expressive language and receptive language. Targets the child s knowledge of adjectives, verbs, verb tenses, prepositions, and nouns. The VPK Assessment was field tested in Both the VPK Assessment and the VPK Assessment Online Reporting System were available statewide in The VPK Assessment Online Reporting System is where providers are required to submit VPK Assessment data. Statewide, all providers are required to administer and submit data for the pre-assessment [Assessment Period 1 (AP1)] and the post-assessment [Assessment Period 3 (AP3)]. There are currently approximately 16,000 active users for the VPK Assessment Online Reporting System. For a full school year program (the most common configuration) AP1 is administered during the month of September and data submitted no later than October 31. AP3 is administered during the last month of the program (April/May) and submitted no later than June 15. Assessment Period 2 (AP2) is available to administer mid-year (January) and most programs do submit AP2 data no later than February 15, though only a portion are required to do so (Providers on Probation that chose the Staff Development Plan as a part of their improvement plan). For semester programs during the school year and for summer programs, pre-assessment is administered the first month of the program and post-assessment is administered the last month of the program. The technical manual for the VPK Assessment is available here: NAL%2010%2013%2011)%20(Passed%20508).pdf. Using two instruments for VPK Pre- and Post-Assessment The 2014 legislative budget proviso language clearly outlines that two instruments will be used for VPK assessment. The VPK Assessment progress monitoring tool will continue to be used to evaluate children s growing understanding about certain pre-academic content areas that may not be easily observable. The VPK pre- and post-assessment procured through this RFP must also align to the Standards for Four-Year-Olds and contain all domains to the extent possible. To reduce confusion and ensure compliance, the Assessment Periods and deadlines for submitting data for both instruments should be the same with the exception of the initial assessment beginning November Additionally, the Proposer s VPK pre- and post-assessment must have an online reporting system that uses certain file descriptors to allow for some information to be easily shared (i.e., provider profile, center staff, classroom information, and children s demographic information). The Contractor must work with OEL and OEL s vendor for the VPK Assessment Online Reporting System to determine the best mechanism for providers to go and submit data, such as a common portal. Assessments embargoed under current contracts with the Department PROPOSALS INCORPORATING EARLY LEARNING CHILD ASSESSMENTS PROCURED THROUGH ITN WHICH EMBARGOED THE SALE AND USE IN THE STATE OF FLORIDA BEYOND ANY CURRENT CONTRACT WITH THE DEPARTMENT, WILL BE CONSIDERED NON-RESPONSIVE. THIS SPACE LEFT BLANK INTENTIONALLY RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 9

10 Escambia Okaloosa Walton Holmes Jackson Santa Rosa Washington Bay Calhoun Gulf Liberty Franklin Gadsden Leon Wakulla Early Learning Coalitions ELC of Escambia ELC of Santa Rosa ELC of Okaloosa & Walton Counties ELC of North West Florida ELC of the Big Bend Region ELC of Florida s Gateway ELC of the Nature Coast ELC of Alachua ELC of Duval ELC of North Florida ELC of Marion ELC of Flagler & Volusia Counties ELC of Orange ELC of Seminole ELC of Lake ELC of Pasco & Hernando Counties ELC of Pinellas ELC of Hillsborough ELC of Polk ELC of Osceola ELC of Brevard ELC of Manatee ELC of Sarasota ELC of Florida s Heartland, Inc. ELC of Martin, Okeechobee, Indian River ELC of St. Lucie ELC of Southwest Florida ELC of Palm Beach ELC of Broward ELC of Miami/Dade & Monroe Jefferson Madison Taylor Hamilton Suwannee Columbia Lafayette Dixie Gilchrist Levy Pinellas Baker Union Clay Bradford Alachua Pasco Marion Citrus Sumter Hernando Hillsborough Manatee Sarasota RCMA Nassau Duval Putnam Lake Polk Hardee DeSoto Charlotte Lee St. Johns Flagler Volusia Seminole Orange Osceola Brevard Okeechobee St. Lucie Highlands Martin Glades Collier Hendry Monroe Indian River Palm Beach Broward Miami-Dade RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 10

11 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 Department 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 September 8, 2014 Questions due from prospective Proposers (Fax & acceptable September 12, 2014 by 4:00 pm ET and preferred) Responses to questions due from the department (date is on or about) September 17, 2014 PROPOSALS DUE (FAX & NOT ACCEPTABLE) September 24, 2:30 pm ET Proposals opened September 24, 2:45 pm ET Evaluation of Technical Proposals September 26 October 10, 2014 Opening of Price Proposals October 13, 2014 Anticipated Posting of Intended Award (date is on or about) October 14, 2014 Anticipated beginning of work November 2014 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 Department'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 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 timely received written inquiries will be officially addressed by the Department. See SECTION 3.4 CRITICAL EVENT DATES for question due date. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 11

12 WRITTEN QUESTIONS should be submitted to: 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): or Fax No.: (850) PROCUREMENT PROTESTS / NOTICE OF RIGHTS Pursuant to F.S., Section (3) (b): 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 ten (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, F.S." 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 Department in an amount equal to 1 percent of the estimated contract amount. F.S., Section (2) (c) 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 Department 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 addressed to the issuing office as identified in SECTION 4.3 above, and filed with the agency clerk. 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 Department. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 12

13 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 Department, 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 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 Department. For violation of this provision, the Department reserves the right to reject a Proposer s Proposal. Proposers 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 Department 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 Department 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 one (1) electronic copy (compact disc (CD), flash drive, etc.) of their Redacted Copy. 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 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. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 13

14 4.9. POOR PERFORMANCE NOTICE The Proposer shall provide for both the Proposer and its employees, subcontractors, and subcontractor employees, copies of any and all documents regarding complaints filed, investigations made, warning letters or inspection reports issued, any notice of breach, notice of default, termination notice, suspension notice, or any disciplinary action initiated or taken under any contract or job performance within the past seven (7) years. For each instance listed, provide a narrative summary of the contract s purpose and scope of work, the Proposer s performance, including the concerns of the project owner, and any major adverse findings. In addition, provide the contract or job number, the name of the owner, the term of the contract, the name, address, and telephone number of the owner s contract manager. Please also include any relevant documentation evidencing the performance issues. The Department reserves the right to seek further information on this matter from the Proposer or to make inquiries with the project owner. The information obtained from this review may be reflected in the Proposer s score or used to declare the Proposer not a responsible vendor. 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 (see "RESPONSIVENESS OF PROPOSALS"). 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 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 CONDITIONS 5.0 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 award of contract. For authorization, contact: Florida Department of State Tallahassee, Florida (850) RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 14

15 5.1 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 award of contract. 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. 5.3 IDENTICAL EVALUATION OF PROPOSALS Whenever two (2) or more Proposals which are equal with respect to price, quality, and service are received, the Department will determine the order of award using the criteria established in 60A-1.011, F.A.C. The "Drug-Free Workplace Program Certification" form can be found as Attachment DISCLOSURE STATEMENT The Disclosure Statement Form (Attachment 3) must be signed and submitted with the Proposal response. 5.5 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) 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 Department s Contract Standard Terms and Conditions are incorporated in this RFP as Attachment 7 and will govern the relationship between the Department and the Contractor. Proposal(s) submitted by the successful Proposer(s) shall be incorporated into the final contract(s). RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 15

16 5.7 METHOD OF PAYMENT Compensation and payment will be made in accordance with the terms and conditions of the contract. 5.8 CONVICTED VENDOR LIST A company placed on the Convicted 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 Convicted Vendor List is published at under the category Business then Doing Business with the state. 5.9 SUB-CONTRACTNG This contract or any portion thereof, shall not be sub-contracted without the prior written approval of the Department. 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 Department shall deal through the Contractor, which shall retain the legal responsibility for performing the Contractor s obligations. The Prime 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 Utilization Summary form (Attachment 4). The Contractor shall provide a list of subcontractors to the Department 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 Subcontractor 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 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 Department 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 Department 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 BID GUARANTY A Bid Guaranty is not required for this procurement. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 16

17 5.15 PERFORMANCE BOND The successful Contractor shall supply to the Department a Performance Bond in the amount of 5 percent of the amount of the annual award. The surety shall be in a form acceptable to the Florida Department of Education, 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 Department ten (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. (17)(a)c 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 SCRUTINIZED COMPANIES LISTS Section , Florida Statutes, requires that at the time a company submits a bid or proposal for a contract for goods or services of $1 million or more, the company must certify that the company is not on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. Both lists are created pursuant to section , Florida Statutes. Proposals of $1 million or more must include the attached Scrutinized Companies Lists Form (Attachment 6) to certify the Proposer is not on either of those lists. The Form shall be submitted with the Technical Proposal LIQUIDATED DAMAGES Accurate and timely delivery is imperative and, as a result, the contract will include the following provisions for the completion of the Critical Work Tasks and Extremely Critical Work Tasks identified in this RFP. The Contractor s failure to complete work tasks both correctly and on time will result in substantial injury to the Department, but the amount of damages resulting from such injury cannot be calculated with certainty. Each such failure to complete a work task both correctly and on time is hereinafter referred to as a default. Defaults shall be deemed corrected on the date that the work task has been correctly completed. For each default, the contractor shall be liable to the Department for liquidated damages and not as a penalty, as set forth below: (a) Critical Work Tasks: For each default on a Critical Work Task, as designated in Section 6, it is agreed that for each and every day work remains uncompleted beyond the time set for its completion the Contractor shall be liable to the Department in a specified amount of one thousand dollars ($1,000) per calendar day as liquidated damages for such delay, and not as a penalty, from the date of default until the default has been corrected. (b) Extremely Critical Work Tasks: For each default on an Extremely Critical Work Task, as designated in Section 6, it is agreed that for each and every day work remains uncompleted beyond the time set for its completion the Contractor shall be liable to the Department in a specified amount of five thousand dollars ($5,000) per RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 17

18 calendar day as liquidated damages for such delay, and not as a penalty, from the date of default until the default has been corrected. (c) Cap: For each contract year, beginning on the date of execution of the contract and every anniversary thereafter, the cumulative total of liquidated damages for which the Contractor may be liable shall not exceed 15% of the total contract amount at the beginning of that contract year. (d) Collection: At its option, the Department shall collect liquidated damages by making claims against the performance bond, from time to time, until the bond has been exhausted or by deducting the liquidated damages from contract payments to the Contractor. (e) Deadline Adjustments: (1) In the event the Contractor wishes to propose a change of deadline for a Critical Work Task, the Contractor may propose the change to the Department, in writing. The Department has no obligation to agree to the change, but shall notify the Contractor, in writing, as to whether or not it agrees to the proposed change. If the Department agrees, the modified deadline shall become the effective deadline for purposes of assessing liquidated damages. (2) In the event the Department wishes to change a deadline for an Extremely Critical Work Task to a date which shortens the Contractor s time for meeting the deadline, it shall notify the Contractor of the new deadline in writing in the form of a contract amendment. If the Contractor determines that by exercise of every reasonable effort, the Contractor will be unable to meet the new deadline, the Contractor shall offer a proposed shortened deadline which the Contractor can meet by the exercise of every reasonable effort. (3) In the alternative, the Contractor may propose a contract amendment in which the additional personnel hours needed to achieve the shortened deadline are compensated by a price adjustment. (4) If the parties are unable to reach agreement, the Department shall determine the deadline. However, the issue of whether liquidated damages apply to the Contractor s failure to meet the shortened deadline shall be reached as follows. The parties shall submit to binding arbitration the issue of what date (earlier than the original deadline) the Contractor could have completed the Extremely Critical Work Task on time and correctly by exercising every reasonable effort. The date determined through arbitration shall be the deadline for purposes of assessing liquidated damages. Arbitration shall be conducted pursuant to the procedures of the American Arbitration Association, subject to the Florida Arbitration Code, Chapter 682, F.S. (f) Waiver: The Department, in its sole discretion, may waive the imposition of liquidated damages or a portion thereof in a given instance. Such waiver, in any instance, shall not constitute a waiver in any future instance, nor establish any right on behalf of the contractor to a waiver. (f) Department Approval. In situations wherein the Contractor must obtain the Department s approval of an activity or product before the Contractor can complete a Critical Work Task, the Contractor shall be responsible for providing a reasonable time for the Department to complete its review and for the Contractor to correct any deficiencies. In the event the Department s review is not conducted within a reasonable time, as described in Section 4.7, that shall be grounds for the Contractor to propose a deadline adjustment pursuant to Subsection (e)(1), above. The parties contract managers may agree, in writing, in advance, as to the reasonable time for the Department s review of a specific activity or product. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 18

19 SECTION 6 SCOPE OF SERVICES 6.0 SCOPE OF SERVICES This RFP provides for implementation of the OEL s award for a high quality VPK pre- and post-assessment. The contract period will be from the contract execution date to June 30, All purchases from the Contractor by early learning coalitions for the products and services specified in this Scope of Services shall be in accordance with any Contract resulting from this RFP. Following award of any resulting contract, the Scope of Services described in this RFP will be included the Scope of Work in the included Standard Core Contract template (Attachment 7). A. Terms and Definitions 1. Accommodation A change in the way assessments and screeners are presented or in how the child is allowed to respond so that children with disabilities or limited English proficiency can be assessed or screened. This term generally refers to changes that do not alter what is being measured. 2. Administrator designated Coalition, District and OEL staff. 3. Age-appropriate What children are generally able to do at a given age. 4. Assessment A tool used to measure skills and abilities that helps determine progress over time. 5. Authentic Uses tasks that are as close as possible to real-life practical and intellectual challenges and the child completes the desired behavior in a context as close to real-life as possible. 6. Construct The concept, idea, or theory that an assessment or screener measures. 7. Content validity The extent to which a tool reflects the range of possible skills or behaviors that make up the domain or construct being assessed. This is often determined through expert review. 8. Construct validity The extent to which a tool measures a clearly-defined theoretical concept. The instrument should be theory-based, and scores from the instrument should reflect what would be expected based on that theory. 9. Correlation A statistic that tells the strength of the relationship between different variables, items, constructs, or responses. When two measures correlate highly, one is not necessarily a substitute for the other. For example, students reading test scores may correlate highly with their math test scores, but giving the students extra help and practice in math is not likely to improve their reading skills. Although a correlation tells how strongly two measurements tend to agree, it cannot tell why they agree. A positive correlation means that when one variable increases, the other increases as well, such as when language skills increase as a child gets older. A negative correlation means that as one variable increases, the other decreases, such as when children with more advanced language skills are less likely to show aggressive behaviors. 10. Criterion-referenced assessment An assessment intended for comparing each child s score with one or more fixed performance standards. The test s purpose is not to determine each child s relative position in a group, but to determine whether each child is above or below a particular level of the measured knowledge or skill. Scores have meaning relative to a child s own progress, rather than in relation to the scores some external reference (or norm) groups made. See also norm-referenced test. 11. Criterion-related validity The degree to which the scores of one tool are related to the scores of another existing tool which measures the same construct. This other well-established tool is referred to as the criterion. The comparison between the tool and the criterion can be done either concurrently (i.e., concurrent validity), or later in time (i.e., predictive validity). RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 19

20 12. Direct assessment An assessment that an assessor administers that requires a child to perform tasks in response to a set of standardized, direct instructions. 13. Domain A set of related skills, behaviors, or information that is classified as a single area of study or development. Domains typically cover multiple, related constructs within a broad area of study or development, such as fine motor development or approaches toward learning. 14. Early Learning Coalition (ELC) Part of a system of thirty (30) 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. 15. Family Engagement The process of involving, incorporating, engaging and partnering with parents and families of children enrolled in early learning programs. 16. Florida Early Learning and Developmental Standards for Four-Year-Olds (Standards for Four-Year-Olds) A set of performance standards developed by OEL required by section , F.S. This document describes skills that four-year-olds should know and be able to do by the end of their prekindergarten year. 17. Indicators Questions included in the tool related to the developmental skill or ability being measured. 18. Inter-rater Reliability The variation in measurement when a child is assessed by a different person but with the same method or instrument. 19. Internal consistency reliability How closely items or indicators within a construct are interrelated. 20. Normed The process of establishing a baseline of scores on a nationally representative sample. 21. Observation Based Type of assessment based on observing children's behaviors and actions. 22. Office of Early Learning The Office of Early Learning (OEL) 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), Child Care Resource and Referral Program (CCR&R), Child Care Executive Partnership (CCEP) Program and the Voluntary Prekindergarten Education (VPK) Program. 23. Post-assessment The follow-up or ongoing process of using an observation-based assessment instrument on VPK children for the purposes of supporting early learning and development by documenting a child s learning and development over time; assisting in making sound decisions that inform teacher planning and instruction; helping to engage families by facilitating communication about learning and development and providing at-home learning activities; and aiding in the early identification of children at academic risk. 24. Pre-assessment The initial process of using an observation based assessment instrument on VPK children for the purposes of supporting early learning and development by; documenting a child s learning and development over time; assisting in making sound decisions that inform teacher planning and instruction; helping to engage families by facilitating communication about learning and development and providing at home learning activities; and aiding in the early identification of children at academic risk. 25. Predictive validity The degree to which items relate to an established measurement tool that assesses the same, or a related, outcome at a later point in time. 26. Psychometric The attributes of tests used to measure various skills and abilities. Three of these attributes of particular interest include (1) the type of data (scores) generated by the application of such tests, (2) the reliability of data from such tests, and (3) issues concerning the validity of data obtained from such tests. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 20

21 27. Reliable The degree to which an instrument produces consistent information across different circumstances and is free from random error associated with the process of measuring the construct of interest. 28. Reliability A term that describes whether a tool produces consistent information across different circumstances. Scores will be stable regardless of when, where and who administers it. Therefore, reliability is an indication of the consistency of scores across raters, over time or across different tasks or items that measure the same thing. An unreliable assessment or screener cannot be valid. 29. Sample A subset of a population. An entity collects samples and calculates statistics from the samples to draw conclusions about the total population. A representative sample refers to a carefully chosen number of representatives of a specific group, such as children of a certain age, race/ethnicity or income status whose characteristics represent as accurately as possible the entire population of children with these characteristics. 30. Software as a Service (SaaS) Software that the Contractor owns, delivers and manages remotely. The Contractor delivers software as a Web-based service based on one set of common code and data definitions that all contracted customers consume in a one-to-many model at any time on a pay-for-use basis or as a subscription based on use metrics. 31. Test-retest reliability An indicator of whether the tool will yield the same score across two administrations of the tool within a short time period. This shows whether the tool provides a consistent skill assessment, regardless of other factors, such as the child s mood or health, time of day or time of year. A child should score similarly (within a defined range) if tested within a short time period, usually defined as within three months. 32. Valid Extent to which a tool assesses what it is supposed to assess and indicates that scores accurately capture what the tool should measure in terms of content. 33. Validity A term that describes whether a tool assesses what it is supposed to assess and indicates that scores accurately capture what the tool should measure in terms of content. For example, if a child performs well on a vocabulary test, a valid measure would mean there is confidence that the child is good at word comprehension. An assessment or screener cannot be valid if it is not reliable. 34. Voluntary Prekindergarten (VPK) Education Program A free prekindergarten program for four-year-olds who reside in Florida and were born on or before September VPK Provider An entity that is licensed by the state of Florida to provide child care and approved by the local early learning coalition to provide the VPK program. Entity is usually represented by a director and at least one instructor. B. Pre- and Post-Assessment Instrument 1. Psychometric Properties The Contractor shall provide a pre- and post-assessment that meets the following requirements based on state standards: 1.1 Criterion referenced. 1.2 Norm referenced. 1.3 Evidence of reliability in English. 1.4 Evidence of reliability in Spanish. 1.5 Evidence of reliability for children with special needs/disabilities. 1.6 Inter-rater reliability. 1.7 Test-retest reliability. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 21

22 1.8 Internal consistency reliability. 1.9 Evidence of validity in English Evidence of validity in Spanish Content validity aligned to the state Standards Construct validity aligned to the state Standards Appropriate for four-year-olds Accommodations for children with disabilities Accommodations for English language learners Culturally and linguistically sensitive Criterion-related validity. 2. Method of Assessment The Contractor shall provide a pre- and post-assessment meeting the following design requirements: 2.1 Individually administered. 2.2 Observation-based assessment. 2.3 Authentic assessment. 2.4 Designed for administration by VPK providers who may have a minimum education level of a Child Development Associate (CDA) credential or equivalent (less than an Associate degree). 2.5 Appropriate for use with developmentally-appropriate curricula. 2.6 Appropriate across the range of early learning settings, to include child care centers, family child care homes and private and public schools. 3. Child Progress and Supports The Contractor s pre- and post-assessment shall: 3.1 Document meaningful and subtle learning and developmental gains for four-year-olds from diverse backgrounds and with diverse abilities. 3.2 Document a child s learning and developmental gains at multiple time points over a time period. 3.3 Document a child s learning and developmental gains as aligned to the five developmental domains established in the Florida Early Learning and Developmental Standards for Four-Year-Olds (Standards for Four-Year-Olds) Set individual child learning growth and performance goals. 3.5 Provide information to VPK providers on individualized instruction methods based on the skill levels of individual children. 3.6 Suggest activities and learning experiences aligned to the developmental levels of four-year-olds and based on the results of each child s assessment. 3.7 Provide information on age-appropriate behaviors and activities for four-year-olds. 4. Alignment to the Florida Early Learning and Developmental Standards for Four-Year-Olds (Standards for Four-Year-Olds) located here: The Contractor s assessment shall align to the developmental domains established in the Florida Early Learning and Developmental Standards for Four-Year-Olds (2011), which include: RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 22

23 4.1 Physical Development. 4.2 Social and Emotional Development. 4.3 Approaches to Learning. 4.4 Language, Communication, and Emergent Literacy. 4.5 Cognitive Development and General Knowledge. C. Assessment Data Capture for Reporting The Contractor shall provide a web-based assessment solution where the assessment includes an integrated online reporting system meeting the specifications set forth below. Web-based integrated online reporting system is defined as a system where assessment, data capture and reporting are primarily conducted using a computer or tablet connected through the internet to the Contractor s hosted system, also known as Software as a Service (SaaS). The Contractor s SaaS system should at a minimum provide the following capabilities: 1. Paperless to the greatest extent possible meaning that the required use of paper forms or documents is limited but available. 2. Browser (web) based and paper-based. 3. Provide reporting and monitoring to multiple levels of users through a secure password portal. 4. Capture and customization of site license status including, but not limited to 4.1 Licensed. 4.2 Public. 4.3 License exempt. 5. Secure capture and transmission of child assessment information. 6. Capture and customization of provider types including, but not limited to 6.1 Child care center. 6.2 Family child care home. 6.3 Public School. 6.4 Private school. 7. Provide the ability to establish at least two assessment data entry time windows that would allow assessment data to be entered only during the assigned time periods for pre- assessment and post-assessment. 8. Manage a potential data load of up to 200,000 children per year 9. Notification component (tickler) to alert the VPK provider when calendar scheduled follow-up assessments are due. 10. Automated capture, storage and tracking of provider, county, and early learning coalition data. 11. Be functional and compatible with standard Windows-based PC, tablets or phones; Android based notebooks, tablets and phones; and imac, ipad and iphones with high-speed internet connectivity. 12. Be compatible with the following web browsers: 12.1 IE8 and above Apple Safari 5 and above Google Chrome 8 and above. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 23

24 12.4 Mozilla Firefox 3.6 and above. 13. Useable at a minimum of 800x600 resolution. 14. Useable on PC s running Windows XP, Vista and 7, Mac OS 10.4 and later. 15. Useable on ipads and Android-based tablet computers. 16. Operate on PC s with minimum 256 MB RAM, and minimum 233 MHz Pentium Processor. 17. The Contractor or its subcontractor shall host the software, backend data structure and connectivity shall meet the following requirements: 17.1 Internet connectivity with appropriate bandwidth for demand Provide administration functions Incorporate appropriate security and intrusion protection. 18. The Contractor s SaaS system must have the ability to: 18.1 Maintain a secure environment meeting state standards for data security and records storage All data must be stored, transmitted and managed to meet Family Educational Rights and Privacy Act (FERPA) protection laws and regulations. See Operate with response times in sub-second intervals. D. Reporting Requirements 1. VPK Provider Reporting The Contractor shall provide a reporting solution that: 1.1 Allows the VPK provider to report on the following areas: Individual child progress as aligned to the Standards for Four-Year-Olds Individual child learning and developmental gains and performance Comparisons among children in classrooms Comparisons of teacher-selected groups. 1.2 Provides child care directors comparative reports among their sites. 2. Family Engagement Reporting The Contractor shall provide a reporting solution for assessment reporting of child progress in English, Spanish and Haitian-Creole suitable for use by VPK providers to share with a child s family that: 2.1 Provides information on the child s growth and development. 2.2 Suggests learning activities at home to support each child s growth and development. 2.3 Are easy for people with low reading levels to read and understand. 3. Early Learning Coalition Reporting The Contractor shall provide a reporting solution which allows early learning coalition administrators to report on VPK provider pre- and post-assessment results that includes the following: 3.1 VPK provider name. 3.2 Pre- and Post-assessment dates. 3.3 Number of assessments/frequency per VPK provider. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 24

25 3.4 OEL provider ID allowing for easy and accurate site identification. 3.5 Classroom identifier, if applicable. 3.6 Number of assessments/frequency per VPK provider. 3.7 Summary information on gains. 3.8 Means and average of time between assessments. 3.9 Early learning coalition indicator Total and average number and frequency of assessments per teacher/child care provider. 4. School District Reporting The Contractor shall provide a reporting solution which allows school district administrators to report on VPK provider pre- and post-assessment results that includes the following: 4.1 VPK provider name (public school). 4.2 Child identifier. 4.3 Demographic data. 4.4 Date of child enrollment with the VPK provider. 4.5 Assessment dates. 4.6 OEL provider ID allowing for easy and accurate site identification. 4.7 Classroom identifier, if applicable. 4.8 Number of assessments/frequency per child. 4.9 Number of assessments/frequency per VPK provider Summary information on gains Means and average of time between assessments Early learning coalition indicator Total and average number and frequency of assessments per child Total and average number and frequency of assessments per teacher/child care provider. 5. OEL Statewide Reporting The Contractor shall provide a statewide pre- and post-assessment reporting solution to the Office of Early Learning which, at a minimum provides: 5.1 VPK provider name. 5.2 Child identifier. 5.3 Demographic data. 5.4 Date of child enrollment with the VPK provider. 5.5 Assessment dates. 5.6 Provider site identifier allowing for easy and accurate site identification. 5.7 Classroom identifier, if applicable. 5.8 Number of assessments/frequency per child. 5.9 Number of assessments/frequency per VPK provider. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 25

26 5.10 Summary information on gains Means and average of time between assessments Early learning coalition indicator Total and average number and frequency of assessments per child Total and average number and frequency of assessments per teacher/child care provider. E. Training 1. Training for VPK Providers The Contractor shall provide training that ensures participating VPK providers are qualified to administer the pre- and post-assessment consistent with the publisher s instructions. 1.1 The Contractor shall provide assessment training and train-the-trainer training that, at a minimum teaches VPK providers to: Administer and score the proposed assessment Record assessment information on paper version as well as online. VPK providers may record online only, but a version must be available for those choosing to record on paper and transfer information to the online reporting system Obtain or develop reports, interpret reports, analyze data, monitor children s learning gains and progress over time, and use data to reflect upon and adjust their teaching Access tools and suggested activities for supporting individual child instruction Use assessment results to communicate with parents Engage parents to use the resources in the system to support their child(ren) s learning and development. 1.2 The Contractor shall provide the OEL a description of: Any prerequisite assessor qualifications or education levels Whether assessor training includes required assessor certification or re-certifications Any assessor calibration options or requirements. 1.3 The Contractor s training shall address the differentiated learning needs of VPK providers, including: Varying education levels Varying levels of exposure to observational assessment methods Knowledge of children s development Various learning styles Address varying learning modalities. 2. Training for Trainers The Contractor shall provide trainer training to OEL-designated participants that: 2.1 Teaches trainers how to train VPK providers to administer the pre- and post-assessment consistent with the publisher s instructions per the specifications detailed in section E.1 Training for VPK Providers. 2.2 Ensures that trainees possess the training skills to reliably deliver the assessor training to attendees in a way that the people they train can implement the instrument with reliability. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 26

27 3. Training for Administrators The Contractor shall provide training that teaches designated administrators to: 3.1 Acquire and interpret administrator level reporting. 3.2 Perform quality assurance and/or compliance reporting analysis. 4. Ongoing Technical Support The Contractor shall provide ongoing technical support to VPK providers and designated administrators related to the pre- and post-assessment. Support shall include the following: 4.1 Inter-rater reliability supports, if available. 4.2 A website containing frequently asked questions about the Contractor s child assessment instrument. 4.3 Ongoing phone and/or online support for assessors, technical assistance staff and administrators including available hours per day and days per week. 4.4 Ongoing training assistance via webinars, training videos, and Web-based online learning communities monitored by assessment experts. 5. Implementation Support To aid with initial statewide assessment implementation, the Contractor shall provide to Coalitions and school districts information on the following: 5.1 The materials needed to individually administer the standard assessment. 5.2 The materials needed to conduct each child observation. 5.3 The materials needed for authentic assessment of each child and resulting portfolio. 5.4 The process for individually administering the standard assessment, the qualifications needed for the assessor, and the amount of training needed to certify assessors as reliable to administer the tool and input the data. 5.5 The process for gathering or using multiple sources such as other observations, portfolios, and parents. 5.6 The process for inputting the observed data into the assessment online instrument. 5.7 A description of the average or typical time to complete a child observation. 5.8 A description of additional personnel support a teacher might need while conducting a child observation during normal classroom activities. 5.9 A description of the time needed to input child observation data into the assessment online instrument Recommended timeframes between assessments A summary of any issues with delayed observation and inputting child observation data into the assessment online instrument A summary of common challenges and any suggested solutions that have been noted with the assessment instrument. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 27

28 F. Technical Support for Web-Based Assessments 1. The Contractor shall provide ongoing technical support to VPK providers and designated administrators throughout the year at the service levels described in section F.2 Service Level Agreement. The Contractor shall: 1.1 Provide ongoing technical assistance via phone support (i.e., Help Desk) available to users seven (7) days a week including before and after program hours [7:00a.m. 7:00p.m. Eastern Time (ET)]. 1.2 Provide emergency support to keep system operational 24/7/365. This does not include routine functions such as loading data, training, or user support. 1.3 Notify the OEL Contract Manager in writing no less than 48 hours prior to any scheduled system maintenance that will result in the system being unavailable for users. System down time for scheduled maintenance should be scheduled on the weekends to avoid service interruption. Regularly scheduled maintenance will not count as down time. 1.4 Notify the OEL Contract Manager in writing within 30 minutes of system outages excluding State observed holidays and making the system unavailable for longer than 15 minutes. 1.5 Solve high priority issues within 24 hours and non-high-priority issues within 72 hours, not including nonbusiness days High-priority issues are those issues that affect system integrity in a manner that prevents users from performing tasks detailed in this Scope of Services Non-high-priority issues are those that do not affect system integrity but do prevent a user from performing tasks or significantly impact user productivity. 2. Service Level Agreement 2.1 The Contractor shall ensure that the online reporting system will be continuously available for use 24 hours a day, seven (7) days a week, 365 days a year. 2.2 The Contactor shall meet or exceed the standards in the Service Level Agreement (SLA) Performance Standards Table. 2.3 The Contractor shall verify and report system performance using a monitoring system approved by the OEL to confirm availability, uptime and responsiveness. 2.4 Service Level Agreement Performance Standards Table SLA Ref # SLA Area SLA Description SLA Metric (s) 1. System Availability 2. System Performance A minimum of 99.5% of uptime for the entire system. Note: The calculation will not include system outages outside the Contractor s control due to force majeure or regularly scheduled system maintenance. The Contractor s system will meet industry standards for system response time and required reporting timeliness. Per Contractor s guaranteed rate Per Contractor s guaranteed rate Frequency of Measurement Monthly and evidenced in a report electronically delivered monthly to the OEL Contract Manager in a format approved by the OEL Monthly and evidenced in a report electronically delivered monthly to the OEL Contract Manager in a format approved by the OEL RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 28

29 SLA Ref # SLA Area SLA Description SLA Metric (s) 3. Catastrophic System Failure Recover Time 4. Help Desk - Phone 5. Help Desk Per the Contractor s Disaster Recovery Plan and Continuity of Operations Plan including guaranteed recovery time and the maximum time, in minutes, before notifying the OEL in writing of catastrophic system failure. The Contractor shall provide Help Desk phone support per the guaranteed response times. The Contractor shall provide Help Desk support per the guaranteed response times. Per Contractor s guaranteed time Per Contractor s guaranteed time Per Contractor s guaranteed time Frequency of Measurement Monthly and evidenced in a report electronically delivered monthly to the OEL Contract Manager in a format approved by the OEL Monthly Monthly 3. Failure to Perform The Contractor shall immediately notify OEL if the Contractor fails to meet any service level specified in the Contract. Promptly, at no additional charge, the Contractor shall use all reasonable efforts to minimize the impact of and correct the problem, and begin meeting the Service Level as soon as practicable. The Contractor shall provide financial consequences per the terms and conditions set forth in the OEL Standard Form Contract (see Attachment 7) and the Service Level Agreement Performance Standards in the contract. 4. Data Export for Analysis The Contractor shall provide an on-demand data export solution enabling OEL to import and analyze all child assessment data uploaded into the Contractor s online reporting system by eligible users of this contract during the term of the contract. 5. System Status and Invoice Reporting The Contractor shall provide to the OEL Contract Manager monthly status reports in an electronic format approved by OEL with the monthly invoice to document proof of service delivery and performance. Report elements shall include, but are not limited to: 5.1 Number of trainings provided during the report period (if applicable) including: Type of training Number of participants Training location Trainer name (if face-to-face or webinar) Sign-in and sign-out sheets for each day of training (if face-to-face) Number of participants passing training. 5.2 Online system service levels per Section 7, subsection F.2 Service Level Agreement including System availability System performance. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 29

30 5.2.3 Catastrophic System Failure Recover Time during the report period Help Desk activity including phone and Any problems or conditions that impair service delivery during the report period and proposed corrective actions. G. Dissemination of Materials The Contractor shall provide and disseminate assessment materials including assessment kits per the schedule and proposed cost agreed to in the contract. Assessment materials in a paper format are required for year one VPK assessment implementation. The Contractor shall ship initial materials distribution on a bill-to/ship-to basis billed to OEL. The Contractor shall ship materials directly to the VPK provider sites listed in the Materials Distribution Table and include with each assessment kit an instructional letter to the VPK provider developed by OEL. OEL will provide the Materials Distribution Table and letter to the Contractor no later than 15 calendar days following contract execution. See Materials Distribution Table Example. Subsequent material orders shall be compiled by the Contractor and approved by OEL prior to shipping. Materials Distribution Table Example ELC or ELC or Public/Private Public/Private Ship to Materials School Contact Person Units Shipping Date Address Description School and address H. Project Management 1. Initial project planning 1.1 Within two (2) days of contract execution, the Contractor shall provide the OEL Project Manager log-in access to the Contractor s proposed online Training for VPK Providers. Log-in access shall allow multiple VPK pre- and post-assessment project staff (project staff) to take the training and prepare for the initial project planning meeting. 1.2 Within fifteen (15) calendar days of contract execution, the Contractor shall conduct two (2) on-site meetings to OEL project staff at the OEL office located at 250 Marriott Drive, Tallahassee, FL, The room is to be determined and will have A/V capabilities. Meeting agenda topics shall include: Meeting one shall include a presentation and question and answer session by the Contractor covering separately the assessment instrument and the online system Meeting two shall be a project planning meeting. Agenda items shall include: Introductions, identification of project staff by role, and contact information Project goals and scope of work who, what, how, when and where Critical dates and priorities Communication plan Format and elements of project plan and training plan Next steps. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 30

31 2. Project Plan Within twenty (20) calendar days of contract signing, the Contractor shall submit a detailed project plan setting forth the project goals, objectives, deliverables, and timelines. The plan will clearly establish roles, responsibilities and level of effort expected of all participants. The plan will include procedures for documenting and tracking progress toward meeting the established goals and objectives. It will also stipulate how any modifications of adjustments to the project will be managed. For this detailed project plan, the Office will review and provide feedback to the Contractor within fifteen (15) business days after the plan is delivered. The Project plan shall also include a Quality Assurance Plan that addresses, at a minimum, the following: 2.1 The Contractors process or mechanisms for screening and identifying abnormalities among assessment data recording and results, by teacher. 2.2 The process and mechanisms for ensuring that VPK teachers only record assessment data on eligible children. 2.3 The process and mechanisms for early learning coalitions to monitor and ensure that VPK teachers and child care providers use the VPK pre- and post-assessment instrument to assess eligible children only. 2.4 The capability and process for transferring a child s assessment record to another child care provider site. 3. Training Plan Within twenty (20) calendar days of contract signing, the Contractor shall submit a training plan detailing the training to be provided to 17,000 VPK providers (instructors and or/directors), 175 trainers and 110 administrators provided face to face and/or web-based by the Contractor to participants designated by OEL. The training plan shall, at a minimum, include: 3.1 Training goals; 3.2 Training content; 3.3 Training agenda; 3.4 Training tests to be used; 3.5 Training evaluations; 3.6 Training manuals; 3.7 Methods of presentation; and 3.8 Handouts for training sessions. 3.9 Outcome measures for each training delivered for approval by OEL which at a minimum shall: Define expected training outcomes for trainer trainings and how they will be measured and reported; Define expected training outcomes for online web based trainings and how they will be measured and reported; Describe how the Contractor will measure if participants have acquired the necessary subject matter knowledge required by role; and Define how reporting of outputs (numbers of trainings delivered, types of training delivered, numbers of participants, number of participants passing the course) will be conducted. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 31

32 I. Project Schedule (approximate) Activity C Critical work tasks; XC Extremely critical work tasks Project Coordination XC Project Plan XC Training Plan XC Delivery of the Assessment Instrument XC Online user training XC available to VPK Providers Table 1 Approximate Proposed Schedule Base Three-year Contract 1 Optional Renewal of Two Years Within 2 calendar days of 1-Mar 1-Mar 1-Mar 1-Mar contract execution Within 20 calendar days after 1-Aug 1-Aug 1-Aug 1-Aug execution of contract. Within 20 calendar days after 1-Apr 1-Apr 1-Apr 1-Apr execution of contract. Within 20 calendar days after N/A N/A N/A N/A execution of contract. Per the training plan and no later than 1-Feb, 2015 Ongoing Ongoing Ongoing Ongoing Receipt of initial shipment of materials including paperbased assessment kits by VPK Providers XC July 1, 2015 N/A N/A N/A N/A Training for trainers C Per training plan Per training Per training Per training Per training plan plan plan plan Training for Administrators C Per training plan Per training Per training Per training Per training plan plan plan plan Initial assessment XC administration begins N/A 1-Sep 1-Sep 1-Sep 1-Sep Assessment window C dates locked in system Ordering and shipment of additional materials XC N/A Within 7 days of receiving order from OEL Per project plan Per project plan Per project plan Per project plan Per project plan Per project plan Per project plan Per project plan 6.1 DELIVERABLES The Contractor is responsible for all deliverables per the schedule in Section 6.1, Deliverables Table. Upon acceptance of a properly prepared invoice and documented proof of performance by the Contractor, the OEL will pay for each deliverable at the contracted price per the schedule in the Deliverables Table. Deliverables Table # Deliverable Tasks and Evidence of Completion Due Date Initial Project Planning 1. Access to VPK Provider training The Contractor shall provide the OEL Project Manager login access to the Contractor s proposed online Training for VPK Providers. Login access shall allow multiple VPK pre- and post-assessment project staff (project staff) to take the training and prepare for the initial project planning meeting. Evidence of completion shall include a login to the Contractors online Training for VPK Providers allowing project staff to take the training. Within two (2) days of contract execution RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 32

33 # Deliverable Tasks and Evidence of Completion Due Date 2. On-site project planning meetings Within five (5) calendar days of contract execution, the contractor shall conduct two (2) on-site meetings with OEL project staff at the OEL office located at 250 Marriott Drive, Tallahassee, FL, Evidence of completion shall include meeting agenda s and presentation materials for both meetings and attestation from the Project Manager of meeting delivery. Within five (5) days of contract execution Project Plan 3. Draft Project Plan 4. Final Project Plan Web-based Assessment 5. Web-based preand postassessment instrument and related supporting online reporting system on a per child subscription basis 6. Data Export Plan 7. System Status Reporting The Contractor shall submit a detailed project plan setting forth the project goals, objectives, deliverables, and timelines. The plan will clearly establish roles, responsibilities and level of effort expected of all participants. The plan will include procedures for documenting and tracking progress toward meeting the established goals and objectives. It will also stipulate how any modifications of adjustments to the project will be managed. Evidence of completion shall include an approved draft Project Plan delivered to OEL Contract and Project Managers by the due date. Evidence of completion shall include a final Project Plan based on the draft Project Plan and incorporating any modifications requested by Office of Early Learning delivered to and approved by the Contract and Project Managers by the due date. Within 15 calendar days of contract start date, the Contractor shall provide the OEL local access to Web-based pre- and post-assessment instrument and related supporting online reporting system per the scope and scale set forth in SECTION 6.0, SCOPE OF SERVICES. Evidence of completion shall include user attestations from users confirming availability and functionality of the Contractor s system to eligible users designated by the OEL and complete set of assessment materials. Within 30 calendar days of Contract start date, the Contractor shall provide the OEL a Data Export Plan approved by OEL per the specifications set forth in SECTION 6, SCOPE OF SERVICES By the 20 th of each month, the Contractor shall provide the OEL Contract Manager a system status report detailing training and system activity for the previous month per the specifications set forth in SECTION 6.0, subsection F.5, System Status and Invoice Reporting Within 20 calendar days of contract signing By close of business five (5) calendar days following approval of the draft project plan by OEL 20 calendar days after contract start date Within 30 calendar days of Contract signing Monthly RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 33

34 # Deliverable Tasks and Evidence of Completion Due Date 8. Disaster Recovery Plan and Continuity of Operations Plan Within 30 calendar days of contract start date, the Contractor shall provide to the OEL electronic copies of the Contractor s Disaster Recovery Plan and Continuity of Operations Plan describing the processes and guaranteed recovery performance standards for restoring system functionality in the event of a disaster. Evidence of completion shall be receipt and acceptance of the Contractor s Disaster Recovery Plan and Continuity of Operations Plan by the Coalition contract manager by the date specified. Within 30 calendar days of Contract signing 9. Pre- and Post- Assessment Materials The Contractor shall disseminate all mandatory paper-based materials per the schedule, cost and terms and conditions set forth in the contract, if applicable. As needed, per the delivery schedule established between the Contractor and OEL 10. Reporting By the date(s) established in the contract or on demand, the Contractor shall provide assessment reporting to VPK providers, Coalition administrators, School Districts, and the OEL per the specifications set forth in SECTION 6, SCOPE OF SERVICES. TBD 11. Training Plan The Contractor shall submit a training plan detailing the training to be provided to 17,000 VPK teacher/child care providers, 150 trainers and 150 administrators provided face to face and/or web-based by the Contractor to participants designated by OEL. Evidence of completion shall include an approved draft Training Plan per the specifications set forth in Section H.2 Training Plan delivered to and approved by the Contract and Project Managers by the due date. 12. Final Training Plan 13. Training for VPK Providers Approved final training plan based on the approved draft and incorporating changes requested by OEL and submitted to the Contract Manager and the Project Manager for approval by the due date. Evidence of completion shall include an approved final training plan submitted to OEL Contract Manager and Project Manager by the due date. By the date(s) established in the training plan, the Contractor shall provide training for VPK providers and train-the-trainer training to designated participants per the specifications set forth in SECTION 6.0, subsection E.1. Within 20 calendar days of contract signing Within 10 calendar days of draft plan approval by OEL. TBD in the training plan RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 34

35 # Deliverable Tasks and Evidence of Completion Due Date 14. Training for Trainers By the date(s) established in the training plan, the Contractor shall provide training on how to teach trainers how to train VPK providers to administer the pre- and post-assessment TBD in the training plan consistent per the publisher s instructions and the specifications detailed in section E.1 Training for VPK Providers. To participants designated by the OEL per the specifications set forth in SECTION 6.0, subsection E Training for Administrators By the date(s) established locally with each coalition, the Contractor shall provide Coalition administrator training and train-the-trainer training to designated participants per the specifications set forth in SECTION 6.0, subsection E.3. TBD in the training plan 16. Ongoing Training Support 17. Implementation Support 18. Ongoing Technical Support 19. Copy of all stored records Support per the terms set forth in the Contract as evidenced by a services log submitted with the monthly invoice. The Contractor shall provide the implementation information to Office of Early Learning, Coalitions and school districts to aid with the initial statewide assessment implementation. Evidence of completion shall include a packet of implementation support information per the specifications set forth in section E.5 approved by the Project Manager. The Contractor shall provide ongoing technical support to VPK providers, trainers and administrators throughout the term of the contract at the service levels described in section F.2 Service Level Agreement. Evidence of completion shall include an approved monthly Service Level Agreement report submitted with the monthly invoice. The Contractor shall provide the Contract Manager a copy of all records stored electronically in the Contractor s online reporting system during the term of and related to this contract in a format compatible with Office information technology systems. Evidence of completion shall include receipt by the OEL Contract Manager of an approved copy of all records stored electronically in a format approved by the OEL recorded on a DVD disk. Monthly Within 30 days of contract execution Monthly throughout the contract term With the final invoice of the contract term 6.2 FINANCIAL CONSEQUENCES The contract manager shall periodically review the progress made on the activities and deliverables listed above. If the Contractor fails to meet and comply with the activities/deliverables established in the Contract or to make appropriate progress on the activities and/or towards the deliverables and they are not resolved within two weeks of notification, the contract manager may approve a reduced payment or request the Contractor redo the work or terminate the Contract. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 35

36 SECTION 7 SPECIAL INSTRUCTIONS PROPOSAL FORMAT & CONTENT 7.0 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 one hundred eighty (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. 7.1 MAIL OR DELIVER PROPOSALS TO: (Do Not Fax or ) 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 ADMINISTRATIVE REVIEW 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. Administrative Review information shall consist of the following: TRANSMITTAL LETTER (ON COMPANY LETTERHEAD SEE CONTENT REQUIREMENTS BELOW) DISCLOSURE STATEMENT: (ATTACHMENT 3) WORK REFERENCES: (ATTACHMENT 5) 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. Transmittal Letter: The Proposer shall provide a Transmittal Letter (on Company Letterhead) that contains the following: a statement confirming 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 the company s federal tax identification number the company s DUNS number RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 36

37 a statement confirming that the Proposer has read, understands, and agrees to comply with all provisions of this RFP. a statement confirming 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 confirm that authorization to do business in Florida will be secured prior to the award of the contract. a statement confirming 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 confirm that such registration authorization will be completed prior to the award of the contract. a statement confirming 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. a statement certifying that the Proposer s assessment meets the following mandatory requirements: 1. Be observation based. 2. Be criterion referenced. 3. Be appropriate for use with any developmentally appropriate curriculum. 4. Be appropriate for use with four-year-olds. 5. Have the ability to assess children with disabilities. 6. Have the ability to assess English language learners. 7. Document a child s learning and developmental gains at multiple time points over a period of time. 8. Document a child s learning and developmental gains as aligned to the developmental domains established in the Florida Early Learning and Developmental Standards for Four-Year-Olds (Standards for Four-Year- Olds). 9. Have the ability to document learning gains for four-year-olds from diverse backgrounds and with diverse abilities. 10. Provide a parent portal with opportunities for parents to review the information on their child(ren) in English or Spanish and the ability to download suggested activities and learning experiences aligned to their child s developmental needs to support their individual development. 11. Be functional/compatible with standard Windows based PC and/or Windows based tablets, Mac or ipad and other common tablets with high speed Internet connectivity. 12. Allow for the secure capture and transmission of child assessment information per state data security requirements. 13. Have the capacity to manage a potential data load of 200,000 children a year. 14. Have a notification component (tickler) to alert the VPK provider when calendar scheduled follow-up assessments are due. 15. Allow for automated capture, storage and tracking of county, early learning coalition and state early learning data. 16. Include paper-based assessment kits that the Contactor shall ship to OEL-designated VPK locations during the initial project implementation period. 17. Include a Web-based training option for up to 17,000 VPK providers. the following attachments: Attachment 8, Available Data System Export Elements Attachment 9, Florida Early Learning and Developmental Standards for Four-Year-Olds (2011) Correlation Table Attachment 10, Psychometric Properties Table Attachment 11, Assessor Characteristics and Implementation Support Information Attachment 12, Demographic data elements from the State VPK Assessment System available for export RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 37

38 Failure of a Proposer to provide the above may result in a non-responsive determination by the Department. Proposals found to be non-responsive will not be considered, unless the non-compliance is waived, in the Department s discretion, as a minor irregularity. 7.3 PROPOSAL FORMAT INSTRUCTIONS This section contains instructions that describe the required format for the Proposal. All Proposals submitted shall contain two 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 BOX Technical Proposal (Part I) (eleven (11) hard copies) (Do not include price information in Part I) The Proposer must submit one (1) original in hard copy, ten (10) 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 7.2 PRELIMINARY ADMINISTRATIVE REVIEW documents must be included at the beginning of the Technical Proposal portion of the Proposal. Since the Department 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 must be submitted in a separate sealed package marked "TECHNICAL PROPOSAL NUMBER RFP ". 1. EXECUTIVE SUMMARY The Proposer shall provide an Executive Summary to be written in non-technical language to summarize the Proposer's overall capabilities and approaches for accomplishing the services specified herein. The Proposer is encouraged to limit the summary to no more than three (3) pages. 2. PROPOSER S QUALIFICATIONS AND EXPERIENCE The Proposer should provide summary responses to the following: a. Qualifications and history of company. b. Description of other statewide pre- and post-assessment instrument contracts awarded to the Proposer. The Proposer should provide at least three (3) references (Attachment 4), 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. 3. PROPOSER'S MANAGEMENT PLAN The Proposer shall provide a management plan which describes administration, management and key personnel. 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, services reliability and to maintain schedules; as well as the means of coordination and communication between the organization and the Department. The Proposer shall submit RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 38

39 documentation addressing diversity and describing the efforts being made to encourage the participation of small, minority-, women-, and service-disabled veteran 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 individual proposed and a description of the functions and responsibilities of each key person relative to the task(s) to be performed. The approximate percent of time to be devoted exclusively for this project and to the assigned tasks shall also be indicated. The Contractor must use the key personnel submitted in its Proposal. Changing key personnel without the Department s prior consent, which may be refused in its discretion, will be deemed a breach of the resulting contract. 4. PROPOSER'S TECHNICAL PLAN The Proposer shall provide a technical plan which explains technical approach and facility capabilities. a. Technical Approach The Proposer shall explain the approach, capabilities, and means to be used in accomplishing the tasks in the Scope of Services, and where significant development difficulties may be anticipated and resolved. Any specific techniques to be used shall also be addressed. 1) Scope of Services, Deliverables, and associated attachments of this RFP describe the work tasks designed to implement Office s award for high quality VPK pre- and post-assessment. In their Proposals, Proposers should explain in detail their plans for completing the work tasks. Each of the work tasks identified in the Scope of Work, and Deliverables must be addressed separately in the Technical Plan 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. 2) Proposer should provide the following psychometric related information in its Proposal: a. A detailed description of how learning gains are measured in each domain. b. A detailed description of how data from the Proposer s assessment and the Florida VPK Assessment can be used together to inform stakeholders including teachers, program directors, OEL and the Florida Legislature. c. A completed Attachment 9, Florida Early Learning and Developmental Standards for Four-Year-Olds (2011) Correlation Table d. A completed Attachment 10, Psychometric Properties Table. e. Accommodations that are available and are commonly used with the instrument being proposed. The Department requires that the pre- and post-assessment provide for inclusion of these students, and Proposer s proposed solutions will be evaluated in this regard. 3) Proposer should provide a completed Attachment 11, Assessor Qualifications and Training and Implementation Support Information 4) Proposer should provide a completed Attachment 8, Available Data System Export Elements 5) The Proposer should provide a solution for batch importing the demographic information detailed in Attachment 12, Demographic data elements from the VPK Assessment Online Reporting System available for export into the Proposers information system. The goal is to eliminate dual data entry for providers who will be entering assessment data into both the VPK Assessment Online Reporting System and the online reporting system awarded as a result of this RFP. Batch import of demographic information could occur at least twice a year for the school year and at least twice a year for the summer VPK program. 6) For the purpose of evaluating the quality of the Proposer s web-based trainings, Proposer should include in their Proposal hyperlinks to any web-based teacher/assessor, technical assistance/trainer and administrator trainings included in its Proposal. The hyperlink(s) should allow DOE evaluators to access and complete any or all of the web-based trainings described in the Proposal. This will assist evaluators in determining whether the Proposers training solution will be suitable for training approximately 17,000 VPK providers statewide in a limited time window and meet the State s needs for program implementation. The links provided will remain RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 39

40 confidential during the RFP process and the Proposer may disable the links following the Department s decision regarding award. 7) Proposer should describe all face-to-face training including, if applicable, training hours required, testing, certifications received, affiliate trainer agreements, and recertification requirements. 8) For the purpose of evaluating the quality of the assessment materials, Proposers should include a complete set of materials needed for proper administration, scoring, reporting, interpretation of students results, including any necessary training materials with each copy of the Proposal. Proposers who submit proposals to this RFP and proposed to the original RFP and provided complete sets of assessment materials with their original proposal need not provide them for this RFP and should include a statement in the transmittal letter noting the particulars. 9) For the purpose of evaluating the quality of the online reporting system, Proposers should include in their Proposal hyperlinks and login information (as applicable) to the product s existing online reporting system. The hyperlink(s) should allow DOE evaluators to access and test any or all of the web-based components of the online reporting system described in the Proposal. This will assist evaluators in determining whether the Proposers online reporting system solution will be suitable to capture necessary information, even if other features are proposed as part of the solution and deliverables in the future. The links and login information provided will remain confidential during the RFP process and the Proposer may disable the links following the Department s decision regarding award. 10) The Proposer should include in its Proposal an online (web-based) solution for ordering materials that enables VPK providers to order materials directly from the Proposer s website with approval final purchase approval made by OEL. The solution should have the ability to compile orders and request approval from a VPK state-level administrator before shipping. 11) The Proposer must certify that the proposed product will maintain its psychometric properties when used during specified time periods for AP1 and AP3 (AP2, if applicable). 12) Proposer should provide a comparative crosswalk between its recommended assessment solution and the current Florida VPK Assessment. 13) Proposer should provide a recommended solution for determining and reporting on adequate and appropriate learning gains across the program year using the two pre- and post-assessments (VPK Assessment and new VPK pre- and post-assessment). See Exhibit 13 for Florida VPK Assessment report examples. The Proposer must provide a recommended solution for determining adequate and appropriate learning gains across the program year using the two pre- and post-assessments (VPK Assessment and new VPK pre- and post-assessment). b. Facility Capabilities The Proposer shall provide a description and location of the Proposer's facilities as they currently exist and as they will be employed for the purpose of this work Price Proposal (Part II) (4 hard copies) The Proposer must submit one (1) original hard copy, three (3) hard copies, and two (2) electronic format (compact disc (CD), flash drive, etc.) copies in Microsoft Excel 5.0 or higher. 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 eight and one-half by eleven inches (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 RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 40

41 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. 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 8 OPENING, EVALUATION AND AWARD 8.0 PROPOSAL OPENING TECHNICAL PROPOSALS WILL BE OPENED 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 An Evaluation 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 Project Manager/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 RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 41

42 8.1.1 Seeking Clarification The Department reserves the right to seek clarification on any Proposal as needed. Clarification sought will be evaluated by the committee based on the criteria established in SECTION above. During this stage Proposers will be asked to provide any clarifications needed by the Committee to assist in evaluating their Proposal. Information received in this stage will be added to the Proposer s Proposal and evaluated as a part of the appropriate Section above 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, Technical Plan and Work 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 Replies. A) Executive Summary N/A B) Qualifications and Experience 10 points C) Management Plan 10 points D) Technical Plan 60 points Total 80 points E) Price 20 points Total 100 points Price analysis is conducted through the comparison of price quotations submitted. 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 seventy-two (72) hours. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 42

43 ATTACHMENT 1 PROPOSER S PRICE PROPOSAL RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Upon award, any per child cost billed to contracted early learning coalitions shall occur as a result of a documented intake of an individual non-duplicated child record into the Proposer s Web-based assessment system. All figures used below are good faith estimates and not guaranteed. 1. Web-Based VPK Pre- and Post- Assessment Cost Proposal Proposers shall provide a cost per child to be assessed. Proposers shall indicate what is included in the price per child cost (e.g. booklets, answer sheets, relevant software or SaaS, training, reporting, technical assistance, etc.). Data collection and data entry by users will occur, at a minimum, twice per calendar year for each child. A B Total Number of Cost per Assessment Name Contact Year Cost Children Child A B Annually Year 1 182,000 $ $ Year 2 182,000 $ $ Year 3 182,000 $ $ Renewal Year 1* 182,000 $ $ Renewal Year 2* 182,000 $ $ Web-Based VPK Pre- and Post-Assessment Total $ *Applies if the Department exercises the contract renewal clause. Renewal period not guaranteed. 2. Assessment Materials Cost Proposal Paper-based assessment kits are mandatory to support project training and implementation. For purposes of evaluation, Proposer shall use the classroom kits per year figure shown in the tables below and must not modify or make assumptions. A B C Cost Per Kit including shipping to Assessment Kits VPK providers statewide. Kit must Total Cost Classrooms include all materials necessary to A B assess a minimum of 20 children Year 1 $ 17,000 $ Year 2 $ 4,250 $ Year 3 $ 4,250 $ Renewal Year 1* $ 4,250 $ Renewal Year 2* $ 4,250 $ Assessment Kits Total $ *Applies if the Department exercises the contract renewal clause. Renewal period not guaranteed. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 43

44 Assessment Scoring Booklets A B C Cost for set of scoring booklets to score at least AP1 and AP3 for a minimum of 20 children Classrooms Total Cost A B Year 1 Not needed All classrooms will receive assessment kit in Year 1 Year 2 $ 12,750 $ Year 3 $ 12,750 $ Renewal Year 1* $ 12,750 $ Renewal Year 2* $ 12,750 $ Assessment Scoring Booklets Total $ *Applies if the Department exercises the contract renewal clause. Renewal period not guaranteed. 3. Training Cost Proposal Proposers shall provide a price per participant cost for required training and train-the-trainer training for teachers; technical assistance staff and early learning administrative staff per the requirements in SECTION 6.0, SCOPE OF SERVICES, and indicate the format of the training. Add rows as needed if the Proposer wishes to provide more than one training format option for a given training. Web-based Provider Training Web-based provider training** RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 44 A Estimated Training Participants B Cost per Participant Year 1 17,000 $ $ Year 2 4,250 $ $ Year 3 4,250 $ $ Renewal Year 1* 4,250 $ $ Renewal Year 2* 4,250 $ $ Total Cost A B Web-based provider training Total $ *Applies if the Department exercises the contract renewal clause. Renewal period not guaranteed. **If included in the per/child subscription cost for local access indicate No Cost in Total Cost column. Train-the-Trainer Face-to-Face Training Train-the-Trainer training A Estimated Training Participants B Cost per training Participant Year $ $ Year 2 30 $ $ Year 3 30 $ $ Renewal Year 1* 30 $ $ Renewal Year 2* 30 $ $ Total Cost A B Train-the-Trainer training Total $ *Applies if the Department exercises the contract renewal clause. Renewal period not guaranteed.

45 Administrator Face-to-Face Training Administrator Face-to-Face Training RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 45 A Estimated Training Participants B Cost per training Participant Year $ $ Year 2 30 $ $ Year 3 30 $ $ Renewal Year 1* 30 $ $ Renewal Year 2* 30 $ $ Total Cost A B Administrator training Total $ *Applies if the Department exercises the contract renewal clause. Renewal period not guaranteed. Ongoing Training Support Ongoing Training Support** A Estimated Training Participants B Cost per training Participant Year $ $ Year 2 30 $ $ Year 3 30 $ $ Renewal Year 1* 30 $ $ Renewal Year 2* 30 $ $ Total Cost A B Training Support Total $ *Applies if the Department exercises the contract renewal clause. Renewal period not guaranteed. **If included in the per/child subscription cost for local access, indicate No Cost in Total Cost column. 4. Technical Assistance Cost Proposal Provide cost of technical assistance related to the Proposers Web-based online reporting system to authorized users designated by early learning coalitions, their authorized agent(s) and OEL per the terms and conditions of any contract resulting from this RFP. Proposers should base cost per year on typical technical assistance requirements to support 17,000 assessors administering at a minimum AP1 and AP3 on up to 182,000 children, 175 trainers and 110 administrators. Year 1 Description Format (describe) Cost** Year 1 $ Year 2 $ Year 3 $ Renewal Year 1* $ Renewal Year 2* $ Technical Assistance Cost Proposal Total $ *Applies if the Department exercises the contract renewal clause. Renewal period not guaranteed. **If included in the per/child subscription cost for local access, indicate No Cost in Total Cost column.

46 Note: Proposers shall provide additional notes to explain items that may need additional clarification. GRAND TOTAL INITIAL CONTRACT PERIOD + RENEWAL YEARS: $ * *POINTS AWARDED WILL BE BASED ON THIS PRICE THIS SECTION AND COST NOT INCLUDED IN TOTAL COST AND SCORING 5. Additional Assessment Materials and Consumables Cost Proposal Proposer should include below price proposals for additional materials related to the proposed assessment including individual kit materials including teacher manuals, scoring sheets/books, other consumables, and training materials including manuals and DVDs. These materials would be ordered periodically and shipped by the Contractor to OEL- or ELC-designated locations. Add additional rows if needed to express tiered pricing. OEL anticipates the need for ordering additional materials on a component basis but cannot determine actual amounts at this time. Description including item number Pack Indicate if printable from the Proposer s Web-based subscription system Order Quantity Cost SIGN BELOW. UNSIGNED OFFERS WILL NOT BE CONSIDERED. VENDOR NAME: MAILING ADDRESS: CITY/STATE/ZIP: AUTHORIZED AGENT (typed): AUTHORIZED AGENT (manual): DATE: TELEPHONE: FAX: ADDRESS: THIS SPACE LEFT BLANK INTENTIONALLY RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 46

47 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 two 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 drugfree 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 RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 47

48 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 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 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 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 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 RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 48

49 ATTACHMENT 4 STATE OF FLORIDA DEPARTMENT OF EDUCATION MINORITY SUB CONTRACTORS UTILIZATION SUMMARY The Department s Supplier Diversity initiative strives to ensure the promise of Florida s future is shared by all of its residents, regardless of race, ethnicity, disability, neighborhood or background. To that end, the Department is 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 Prime 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 Prime 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 Total Amount $ Certified True and Correct by: Submit Report to: Prime Contractor Mrs. ReGina Fields Bureau of Contracts, Grants and Procurement Management Services 325 West Gaines Street 332 Turlington Bldg Title Tallahassee, FL Date For additional information, you may call Mrs. Fields at (850) , or regina.fields@fldoe.org RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 49

50 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 BUSINESS NAME: ADDRESS: CONTACT PERSON: PHONE NUMBER: FAX NUMBER: ADDRESS: DATE AND DESCRIPTION OF SERVICES: BUSINESS NAME: ADDRESS: CONTACT PERSON: PHONE NUMBER: FAX NUMBER: ADDRESS: DATE AND DESCRIPTION OF SERVICES: BUSINESS NAME: ADDRESS: CONTACT PERSON: PHONE NUMBER: FAX NUMBER: ADDRESS: DATE AND DESCRIPTION OF SERVICES: RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 50

51 ATTACHMENT 6 VENDOR CERTIFICATION REGARDING SCRUTINIZED COMPANIES LISTS Proposing Vendor Name: Vendor FEIN: Vendor s Authorized Representative Name and Title: Address: City: State: Zip: Phone Number: Address: Section , Florida Statutes, prohibits agencies from contracting with companies, for goods or services over $1,000,000, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. Both lists are created pursuant to section , Florida Statutes. As the person authorized to sign on behalf of Proposer, I hereby certify that the company identified above in the section entitled Proposing Vendor Name is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. I understand that pursuant to section , Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney s fees, and/or costs. Certified By: who is authorized to sign on behalf of the above referenced company. Authorized Signature Print Name and Title: RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 51

52 ATTACHMENT 7 OEL STANDARD CONTRACT 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 ( ) Office of Early Learning Website: 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 RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 52

53 TABLE OF CONTENTS STANDARD CONTRACT Vendor or Subrecipient Determination Contract Documents Order of Precedence in the Event of Conflict in Terms Incorporation of Florida Contract Provisions Effective Date Ending Date No State Obligation before Starting Date or After Ending Date Total Contract Amount Extension Contract Manager for Contractor and for the Office of Early Learning Change in Contract Managers Warranty of Authority Execution Exhibit 1 - Special Conditions Governing Law - Florida Dispute Resolution and Venue Mutual Discussion Performance during Dispute Resolution Litigation Vendor Ombudsman Cooperation Renegotiation due to Changes in Federal or State Law, Rules or Regulation Auditing and Accounting Return of Funds and Property Agreements Funded with Federal or State Financial Assistance s , F.S Scope of Work s (1)(a), F.S Quantifiable Units of Deliverables s (1)(b), F.S Financial Consequences for Contractor s Failure to Perform s (1)(c), F.S Allowable Costs s (1)(d), F.S Return of Unobligated Funds s (1)(e), F.S Return of Excess Funds s (1)(f), F.S Florida Single Audit Act s (1)(g), F.S Vendor s Compliance - s , F.S Final Invoice Certified Forward Records Retention Contractor s Responsibility If Contract Is Terminated Public Records Law Compliance s , F.S Public Records - Proprietary or Trade Secret Information Subpoenas Public Announcements, Press Releases, Sponsorships Subcontracts Supplemental Contracts Accessible Electronic Information Technology Information and Data Security Requirements RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 53

54 22. Procurement of Information Technology Resources or Services Information Resource Acquisition Confidential Data Prohibition of Peripheral Devices for Confidential Data Storage Return or Destruction of Confidential Data Breach of Confidentiality No Contract Services to be performed Outside the USA Background Screening Contractor as Independent Contractor No Waiver of Sovereign Immunity Insurance General Requirements Office of Early Learning as Additional Insured Proof of Insurance Liability Insurance Workers Compensation Insurance Unemployment Compensation Insurance Errors and Omissions Insurance Mandatory Reporting of Fraud and Criminal Activity Notification of Legal Action Whistleblower s Act Requirements Reasonable Assurances If Requested Loss of Federal or State Funding Intellectual Property Patent Rights Intellectual Property Copyrights Intellectual Property Rights in Data Change of Ownership of Contractor Staff Qualifications and Substitutions Time is of the Essence Reports - Florida Abuse Hotline Reports - Office of Minority Business Enterprise Reports Reports For Additional Reporting Requirements See the Scope of Work Licenses, Permits, and Taxes Compliance with Applicable Laws Equal Employment Opportunity (E.E.O.) Clean Air Act and Federal Water Pollution Control Act Energy Efficiency Trafficking Victims Protection Act of (TVPA) "The Transparency Act" (as defined in 2 CFR Part 170) Purchase of American-Made Equipment and Products E-Verify Requirements Unauthorized Alien(s) Discriminatory Vendor List Convicted Vendor List Scrutinized Companies Lists Lobbying Assurances Certifications Exhibit Contractor (Subrecipient) Monitoring and Audit Requirements Limitation RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 54

55 Accounting and Auditing Standards Monitoring Audits Part I: Federally Funded Part I: Federally Funded Miscellaneous Matters Part II: State Funded Part II: State Funded Miscellaneous Matters Part III: Other Audit Requirements Related Party Disclosures Auditor Work Papers On Internal Controls Compliance and Reporting On Internal Controls Part IV: Report Submission Exhibit Scope of Work Inclusion of Solicitation Documents & Subrecipient or Vendor Response RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 55

56 Contract # STATE OF FLORIDA OFFICE OF EARLY LEARNING STANDARD CONTRACT THIS CONTRACT (the Contract ) is between the State of Florida, Office of Early Learning, (hereinafter the Office ) and hereinafter referred to as the Contractor (each individually a Party and collectively the Parties ). WHEREAS, the Contractor responded to the Office s Solicitation Number ; and, WHEREAS, the Office has determined that the Contractor s offer provides the best value to the State of Florida (the State ); and, WHEREAS, the Parties desire to enter into the Contract pursuant to which the Contractor will provide the commodities or contractual services hereafter described. NOW THEREFORE, in consideration of the premises set forth herein, the Parties agree as follows: 1. Vendor or Subrecipient Determination The Office having reviewed the criteria pursuant to OMB Circular A-133 has determined that Contractor is a Vendor/ Subrecipient for purposes of this Contract. Contractor acknowledges that if it is determined to be a Subrecipient then it is subject to federal audit requirements as specified in OMB Circular A-133, Section 210, as revised and Florida Single Audit Act, , F.S., as appropriate. Monitoring and audit conditions and requirements are set forth in Exhibit Contract Documents The Contract consists of the following documents (the Contract Documents ): A. Standard Contract B. Exhibit 1 - Special Conditions; C. Exhibit 2 - Contractor (Subrecipient) Monitoring and Audit Requirements D. Exhibit 3 - Scope of Work General Contract Conditions (PUR 1000) are hereby incorporated by reference as if fully set out herein. Promulgated by the State of Florida, Department of Management Services, (hereinafter DMS ) the PUR 1000 is required by s (12), Florida Statutes (hereinafter F.S. ), and Rule 60A-1.002(7), Florida Administrative Code (hereinafter FAC ). The term Customer referred to in the PUR 1000 is the Office. 3. Order of Precedence in the Event of Conflict in Terms If there is any conflict in the provisions set forth herein, the conflict will be resolved in the following order of priority (highest to lowest): A. Federal law and regulations B. Florida law and rules C. Special Conditions (Exhibit 1) D. PUR 1000 unless the conflicting term in the PUR 1000 Form is required by any section of the Florida Statutes, in which case the term contained in the PUR 1000 shall take precedence over the Special Condition (Rule 60A (7) (b), FAC) RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 56

57 E. Contractor (Subrecipient) Monitoring and Audit Requirements (Exhibit 2) F. Scope of Work (Exhibit 3) 4. Incorporation of Florida Contract Provisions The general contracting document provisions of s , Florida Statutes, are hereby adopted and incorporated by reference as if fully set forth herein. 5. Effective Date The Contract shall be effective on later. 6. Ending Date The Contract term shall end on herein. or on the date on which the last Party has signed the Contract, whichever is unless the Contract is terminated earlier or extended or renewed as provided 7. No State Obligation before Starting Date or After Ending Date The Office shall not be obligated to pay for costs incurred related to the Contract prior to its effective date or after the ending date of the contract. 8. Total Contract Amount The total amount to be paid under this contract shall not exceed:. 9. Extension Subject to agreement by the parties, extension of a contract for contractual services shall be in writing for a period not to exceed six months and shall be subject to the same terms and conditions set forth in the initial contract. There shall be only one extension of a contract unless the failure to meet the criteria set forth in the contract for completion of the contract is due to events beyond the control of the Contractor. 10. Contract Manager for Contractor and for the Office of Early Learning The Contract Manager is responsible for enforcing performance of the contract terms and conditions and serves as a liaison with the Contractor. Contractor s Contract Manager Name: Title: Address: Zip Code: Office Phone: Address: RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 57

58 Office of Early Learning s Contract Manager Name: Title: Address: Zip Code: Office Phone: (850)717- Address: Contract Manager Office of Early Learning 250 Marriott Drive Tallahassee, Florida 11. Change in Contract Managers In the event that different Contract Managers are designated by any Party after the execution of the Contract, notice of the foregoing information for the new Contract Manager will be transmitted by or sent in writing to all of the Parties and said notification will be attached to copies of the Contract. 12. Warranty of Authority Each person signing this Contract warrants that he or she is duly authorized to do so and to bind the respective party. 13. Execution In consideration of the mutual covenants set forth above and in the exhibits hereto, the Parties have caused to be executed this Contract by their undersigned officials duly authorized. Execution by Contractor Contractor s Name: By: Printed Signature: Title: Date: FEIN: Execution by Office of Early Learning By: Printed: Signature: Shan Goff Executive Director Title: Date: FEIN: Office of Early Learning Approval as to Form and Legality By: Printed Signature: Title: Date: RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 58

59 Exhibit 1 - Special Conditions 1. Governing Law - Florida This contract is executed and entered into in the State of Florida, and shall be construed, performed, and enforced in all respects in accordance with the laws, rules, and regulations of the State of Florida. Each party shall perform its obligations herein in accordance with the terms and conditions of this contract. 2. Dispute Resolution and Venue Section 31 of PUR 1000 relating to Dispute Resolution is removed and replaced with the following: 2.1. Mutual Discussion In case of any dispute, claim, question or disagreement arising from or relating to or arising out of this Contract or the breach thereof, the parties shall first attempt resolution through mutual discussion Performance during Dispute Resolution The Contractor agrees that pending the resolution of any dispute, controversy, or question, the Contractor shall continue to perform its obligations without interruption or delay, and the Contractor shall not stop or delay any performance under the contract Litigation Disputes, claims, or any other matters shall be determined under the judiciary system of the State of Florida. The venue of any and all actions pertaining to this Contract shall be in Leon County, Florida. 3. Vendor Ombudsman A Vendor Ombudsman has been established within the Florida Department of Financial Services. The duties of this individual include acting as an advocate for contractors who may be experiencing problems in obtaining timely payment(s) from a state agency. The Vendor Ombudsman may be contacted by calling (850) Cooperation The Contractor shall cooperate in good faith in response to any reasonable requests from the Office to discuss, review, inspect, or audit Contractor performance and compliance under this contract. 5. Renegotiation due to Changes in Federal or State Law, Rules or Regulation The Parties agree to negotiate changes to the Contract if Federal or State revisions of any applicable laws or regulations make changes in the Contract necessary 6. Auditing and Accounting If Contractor is a subrecipient as opposed to a vendor as specified on page six then, in accordance with Exhibit 2, the Contractor will provide a financial and compliance audit to the Office, if applicable, and ensure that all related party transactions are disclosed to the auditor. Pursuant to 45 CFR 92.36(i)(10), Contractor agrees to provide access by the Office, any sub-grantee, the Federal Health and Human Services (HHS) Agency, the Comptroller General of the United States, or any of their duly authorized representatives to any books, documents, papers, and records of the Contractor which are directly pertinent to this specific contract for the purpose of making audit, examination, excerpts, and transcriptions. Representatives of the Office, the Chief Financial Officer of the State of Florida, the Auditor General of the State of Florida, the Florida Office of Program Policy Analysis and Government Accountability ( OPPAGA ), and their duly authorized representatives, shall have access, for purposes of examination, to any books, documents, papers, and records, including electronic storage media, of the Contractor as they may relate to the Contract. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 59

60 The Contractor shall maintain (or have immediate access to) books, records, and documents in accordance with generally accepted accounting procedures and practices which sufficiently and properly reflect all revenues and expenditures of funds provided by the Office under the Contract. The Office shall have the right to audit Contractor s records and practices related to use and disclosure of confidential information. The Contractor agrees to make internal practices, books, and records, including policies and procedures and confidential information, relating to the use of and disclosure of confidential information received from, or created or received by the Contractor on behalf of, the Office available to the Office upon request. The Contractor shall include the aforementioned audit and record keeping requirements in all approved subcontracts and assignments. 7. Return of Funds and Property The Contractor shall return to the Office any overpayments due to unearned funds or funds disallowed pursuant to the terms of the Contract that were disbursed to the Contractor by the Office. In the event that the Contractor or its independent auditor discovers that an overpayment has been made, the Contractor shall repay said overpayment within forty (40) calendar days without prior notification from the Office. In the event that the Office first discovers an overpayment has been made, the Office of Early Learning will notify the Contractor in writing of such a finding which was paid contrary to the terms of the Contract. Should repayment not be made in a timely manner, the Office shall be entitled to charge interest at the lawful rate of interest on the outstanding balance beginning forty (40) calendar days after the date of notification or discovery. Refunds should be sent to the Office s Contract Manager, and made payable to the Office of Early Learning. If Contractor is a subrecipient, then all computer and information technology equipment regardless of value or remaining useful life, and all other property purchased by Contractor pursuant to this contract in the amount of $1000 (original purchase price) or more and having a useful life of one year or more shall revert to the Office upon termination or conclusion of this contract (or to a coalition if the contractor was a subrecipient of a Coalition (s , F.S.). All property required to be returned to the Office will be in good working order. See 45 CFR 92.36, s , F.S., and 69I , F.A.C. 8. Agreements Funded with Federal or State Financial Assistance s , F.S. If Contractor is a recipient or subrecipient as opposed to a vendor (i.e. box in section one of this contract is marked as a recipient or subrecipient), then the Contractor will fully comply with all requirements of s , F.S Scope of Work s (1)(a), F.S. Exhibit 3 entitled Scope of Work clearly establishes the tasks that the recipient or subrecipient is required to perform under this contract Quantifiable Units of Deliverables s (1)(b), F.S. The Scope of the Work has provisions that divide this contract into quantifiable units of deliverables that must be received and accepted in writing by the Office before payment. Each deliverable is directly related to the scope of work and specifies the required minimum level of service to be performed and the criteria for evaluating the successful completion of each deliverable Financial Consequences for Contractor s Failure to Perform s (1)(c), F.S. If the Contractor fails to meet the minimum level of service or performance identified in this contract, or that is customary for the industry, then the Office of Early Learning will be injured as a result thereof. Therefore, Contractor agrees that if the requirements of this Contract are not timely and satisfactorily performed, the Contractor shall be subject to one or more of the financial consequences listed herein. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 60

61 The contract manager shall periodically review the progress made on the activities and deliverables listed on Exhibit # 3 entitled Scope of Work incorporated herein. If the contractor fails to meet and comply with the activities/deliverables established in the contract or to make appropriate progress on the activities and/or towards the deliverables and they are not resolved within two weeks of written notification wherein the nature of the failure to perform is identified, the contract manager may approve: (1) a withholding of payment until the deficiency is cured, (2) a reduced payment, (3) a request the contractor redo the work, (4) suspending, or terminating the contract, (5) the per day assessment agreed to by the parties prior to entering into the contract, or (6) requisition of services from an alternate source for which the contract shall reimburse the Office for the cost of the services. The contract manager may assess one or more of the financial consequences based on the severity of the failure to perform and the impact of such failure on the ability of the contract to meet the timely and desired results. These financial consequences shall not be considered penalties. Exhibit 3 entitled Scope of Work clearly establishes the tasks that the Contractor is required to perform under this Contract. The Office of Early Learning, at its sole discretion, may offer the Contractor an extension for any listed tasks, timelines, or deliverables during which the indicated financial consequences shall not apply. Notification of any extension shall be provided to the Contractor in writing. In addition, the Office of Early Learning may, in its sole discretion, grant a waiver of financial consequences if the Contractor drafts a corrective action plan for approval by the Office of Early Learning and subsequently comes into compliance with the approved corrective action plan. If financial consequences are imposed and due, the Office of Early Learning may offset the financial consequences from the next invoice submitted by the Contractor or from the final retained payment of the contract, or require separate payment from the Contractor. Any payment made in reliance on the Contractor s evidence of performance, which evidence is subsequently determined to be erroneous, will be immediately due as an overpayment in accordance with the above section of this Contract entitled Return of Funds and Property to the extent of such error Allowable Costs s (1)(d), F.S. Contractor may expend funds only for allowable costs resulting from obligations incurred during the contract period Return of Unobligated Funds s (1)(e), F.S. The balance of any unobligated funds which have been advanced or paid under this contract must be refunded to the Office Return of Excess Funds s (1)(f), F.S. Any funds paid in excess of the amount to which Contractor is entitled under the terms and conditions of this contract shall be refunded to the Office Florida Single Audit Act s (1)(g), F.S. The information required by s , F.S., (Florida Single Audit Act) is required in section 6 above on Auditing and Accounting and in Exhibit Vendor s Compliance - s , F.S. If Contractor is a vendor as opposed to a recipient or subrecipient (i.e. checked the box in section one of this contract as a vendor), then the Office requires vendors to also fully comply with all requirements of s , F.S. as set forth in section 8 above. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 61

62 10. Final Invoice Contractor shall submit the Final invoice for payment to the Office no more than 45 days after the contract ends or is terminated. If the Contractor fails to do so, all rights to payment is forfeited and the Office will not honor any requests submitted after the above 45 day time period. Any payment due under the terms of this contract may be withheld until all reports due from the Contractor and any necessary adjustment thereto have been approved by the Office. 11. Certified Forward In accordance with s , F.S., on June 30 of each year, the Office certifies outstanding obligations in the form of certified forward budget. The certified forward budget reverts on September 30 th each year, and is no longer available for payment of invoices. Invoices submitted after June 30 th for the prior fiscal year, for which no certified forward budget remains, shall be paid from the current fiscal year funding allocation. Refunds submitted after June 30 th for the prior fiscal year will not restore or create certified forward budget. 12. Records Retention Section (2)(d), F.S. requires the Contractor to meet all requirements for retaining public records and transfer, at no cost, to the Office all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the Office in a format that is compatible with the information technology systems of the Office. In accordance with the foregoing and to meet necessary audit requirements, the Contractor shall retain copies of sufficient records demonstrating its compliance with the terms of this contract and copies of all Contractor records, financial records, supporting records, statistical records, audit work papers, and any other records (including all records on electronic storage media) pertinent to this Contract for a period of five (5) years after termination of the Contract, or if an audit has been initiated and audit findings have not been resolved at the end of five (5) years, the records shall be retained until resolution of the audit findings through litigation or otherwise. Any of the records will be made available to the Office or its designees upon its request. The Contractor will cooperate with the Office during the contract, and subsequent required retention period, to facilitate the duplication and transfer of any records or documents upon request of the Office. 13. Contractor s Responsibility If Contract Is Terminated After receipt of a notice of termination, and except as otherwise specified by the Office, the Contractor shall: A. Stop work under the Contract on the date of and to the extent specified in the notice. B. Complete performance of the work not terminated by the Office. C. Take such action as may be necessary, or as the Office may specify, to protect and preserve any property related to the Contract which is in the possession of the Contractor and in which the Office has or may acquire an interest. D. Transfer, assign, and make available to the Office all property and materials belonging to the Office, upon the effective date of termination of the Contract. No extra compensation will be paid to the Contractor for its services in connection with such transfer or assignment. E. Meet all the public records law requirements specified under the section of this contract on Public Records Law Compliance. 14. Public Records Law Compliance s , F.S. Contractor is required to comply with the Florida Public Records law - Chapter 119, F. S. Contractor specifically shall: A. Keep and maintain public records that ordinarily and necessarily would be required by the Office in order to perform the services under this contract. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 62

63 B. Provide the public with access to public records on the same terms and conditions that the Office would provide the records and at a cost that does not exceed the cost provided in chapter 119, F.S., or as otherwise provided by law. C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law. D. Meet all requirements for retaining public records and transfer, at no cost, to the Office all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the Office in a format that is compatible with the information technology systems of the Office. If the contractor does not comply with a public records request, the Office shall enforce the contract provisions in accordance with the contract. The Contractor must notify the Office, by to the Contract Manager within one (1) business day from receipt, of all request(s) for public records pursuant to Chapter 119, Florida Statutes, including an estimate of when the public records request will be satisfied. Public Records Requests shall also be ed to: Office of Early Learning Public Information Officer 250 Marriott Drive Tallahassee, FL Address: PIO@OEL.MyFlorida.com The Contractor shall to the address above a copy of all documents provided to the public records requestor by the end of the day the records are sent to the requestor. 15. Public Records - Proprietary or Trade Secret Information Unless exempted by law, all public records are subject to public inspection and copying under Florida s Public Records Law, Chapter 119, F.S. Any claim by Contractor of proprietary or trade secret confidentiality for any information contained in Contractor s documents (reports, deliverables or work-papers, etc., in paper or electronic form) submitted in connection with this contract will be waived, unless the claimed confidential information is submitted in accordance with this section. The Contractor must clearly label any portion of the documents, data, or records submitted that it considers exempt from public inspection or disclosure pursuant to Florida s Public Records Law as proprietary or trade secret. The labeling will include a justification citing specific statutes and facts that authorize exemption of the information from public disclosure. If different exemptions are claimed to be applicable to different portions of the protected information, the Contractor shall include information correlating the nature of the claims to the particular protected information. The Office, upon receiving a public records request that includes a request for any documents that the Contractor claims are confidential as proprietary trade secrets, may require the Contractor to expeditiously submit redacted copies of documents marked as confidential or trade secret in accordance with this section. Accompanying the submission shall be an updated version of the justification under this section, correlated specifically to redacted information, either confirming that the statutory and factual basis originally asserted remain unchanged or indicating any changes affecting the basis for the asserted exemption from public inspection or disclosure. The redacted copy must exclude or obliterate only those exact portions that are claimed to be proprietary or trade secret. If the Contractor fails to promptly submit a redacted copy, the Office is authorized to produce the records sought without any redaction of proprietary or trade secret information. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 63

64 The Contractor shall be responsible for defending its claim that each and every portion of the redactions of proprietary or trade secret information are exempt from inspection and copying under Florida s Public Records Law. 16. Subpoenas The Contractor shall notify the Office verbally within twenty-four (24) chronological hours and in writing within seventytwo (72) chronological hours if any data in the Contractor s possession related to the Contract is subpoenaed or used, copied, or removed (except in the ordinary course of business) by anyone except an individual authorized by the Office to use, copy, or remove data. The Contractor shall cooperate with the Office in taking all steps as the Office deems advisable to prevent misuse, regain possession, and/or otherwise protect the State s rights and the data subject s privacy. 17. Public Announcements, Press Releases, Sponsorships The Office does not endorse any Contractor, commodity or service. The Contractor shall not provide any information to any media representative or any other external party regarding the Contract or any services delivered under the Contract without prior written approval from the Office s Public Information Officer. The Contractor shall also notify the Public Information Officer of the Office of Early Learning at (850) verbally within one (1) hour and in writing, with a copy to the Office s Contract Manager, within one (1) business day of any inquiries received from any media outlet or representative. The Contractor shall not use the Office s Logo without the written approval of the Office. When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, all States receiving Federal funds, including but not limited to State and local governments and contractors of Federal research grants, shall clearly state (1) the percentage of the total costs of the program or project which will be financed with Federal money, (2) the dollar amount of Federal funds for the project or program, and (3) percentage and dollar amount of the total costs of the project or program that will be financed by nongovernmental sources. P. L , the Departments of Labor, Health and Human Services, and Education, and Related Agencies Appropriations Act of 1995, 508 Public Announcements and Press Releases. In addition, as required by Section , F.S., if the Contractor is a nongovernmental organization which sponsors a program financed wholly or in part by state funds, including any funds obtained through the Contract, it shall, in publicizing, advertising, or describing the sponsorship of the program, state: Sponsored by (Contractor s name) and the State of Florida, Office of Early Learning. If the sponsorship reference is in written material, the words State of Florida, Office of Early Learning shall appear in the same size letters or type as the name of the organization. The Contractor is prohibited from using Contract information, sales values or sales volumes, or the Office s stakeholders or customers, in sales brochures or other promotions, including press releases, unless prior written approval is obtained from the Office. 18. Subcontracts The Contractor shall not subcontract any of the work contemplated under the Contract without prior written approval of the Office. Any subcontract or other transfer of duties and responsibilities without prior approval of the Office shall be null and void. The Contractor agrees to be responsible for all work performed and all expenses incurred with the Project. If the Office permits the Contractor to subcontract all or part of the work contemplated under the Contract, including entering into subcontracts with vendors for services and commodities, it is understood by the Contractor that all such subcontract arrangements shall be evidenced by a written document subject to prior review and approval by the Office. The review of the written subcontract document by the Office will be limited to a determination of whether or not subcontracting is permissible and the inclusion of applicable terms and conditions of the Contract. In subcontracting, the Contractor shall ensure that the subcontractor has the same responsibilities to the Contractor with respect to the subcontracted work RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 64

65 that the Contractor has to the Office. The Contractor further agrees that the Office shall not be liable to the subcontractor for any expenses or liabilities incurred under the subcontract and the Contractor shall be solely liable to the subcontractor for all expenses and liabilities incurred under the subcontract. The Contractor, at its expense, will defend the Office against such claims. The Contractor retains sole responsibility for the qualifications of all persons working on this Contract whether Contractor s employees or any Sub-Contractors employees. In the event the State approves transfer of the Contractor s obligations, the Contractor remains responsible for all work performed and all expenses incurred in connection with the Contract. In addition, the Contract shall bind the successors, assigns, and legal representatives of the Contractor. 19. Supplemental Contracts The Contractor agrees that the Office may undertake or award supplemental contracts for work related to the Contract, or any portion thereof. The Contractor shall cooperate with such other contractors and the Office in all such cases. Any subcontractors to the Contractor will be required to act in a like manner. 20. Accessible Electronic Information Technology The Contractor hereby agrees that by entering into this contract, Contractor will provide electronic and information technology resources in complete compliance with the accessibility standards provided in Rule , F.A.C. These standards establish a minimum level of accessibility. See s , F.S. 21. Information and Data Security Requirements The Contractor must comply with Rule 71A-1.005, F.A.C., the Office s (Information Technology) Security Policies, and employ adequate security measures to protect the Office s information, applications, data, resources, and services. The Office s (Information Technology) Security Policies are hereby adopted and incorporated by reference as if fully set out herein. 22. Procurement of Information Technology Resources or Services If this contract is the result of procurement of Information Technology or Information Technology Resources or Services, the Scope of Work must contain appropriate security requirements which are consistent with the rules and guidelines established by the Agency for Enterprise Information Technology or successor entity. See s (4)(g) and(5), F.S. 23. Information Resource Acquisition The Contractor shall obtain prior written approval from the Office Contract Manager for the purchase of any Information Technology Resource (ITR). The Contractor agrees to secure said prior approval by means of an Information Resource Acquisition (IRA) form, available from the Office s Contract Manager. 24. Confidential Data The provisions of the Florida Public Records Act, Chapter 119, F.S., and other applicable state and federal laws will govern disclosure of any confidential information received by the State of Florida. The Contractor will treat data obtained from the Office, Early Learning Coalitions or other Partner Agencies as confidential as required under Sections and , F.S., and other applicable laws. The Contractor agrees not to use or disclose any information concerning Contractor s services under this Contract for any purpose not in conformity with state and federal law or regulations except upon written consent of the public assistance recipient, or their responsible parent or guardian when authorized by law, if applicable, and then only with the prior written approval of the Office. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 65

66 All Contractor personnel with access to confidential information while performing work under the Contract must receive instruction regarding the confidential nature of the information and the requirements of the contract. 25. Prohibition of Peripheral Devices for Confidential Data Storage The Contractor, including its employees, subcontractors, agents, or any other individuals to whom the Contractor exposes confidential information obtained under the Contract, shall not store, or allow to be stored, any confidential information on any portable storage media (e.g., laptops, thumb drives, hard drives, etc.) or peripheral device with the capacity to hold information. Failure to strictly comply with this provision shall constitute a breach of Contract. 26. Return or Destruction of Confidential Data Upon termination of the Contract for any reason, Contractor agrees either to return to the Office or, if return is not feasible, destroy all confidential information in whatever form or medium that Contractor received from or created on behalf of the Office to include without limitation all backup tapes. This provision shall also apply to all confidential information that is in the possession of subcontractors or agents of Contractor. In such case, Contractor shall retain no copies of such information, including any compilations derived from and allowing identification of confidential information. Contractor shall complete such return or destruction as promptly as possible, but not more than ten (10) calendar days after the effective date of the conclusion of the Contract. Within the ten (10)-calendar day period, Contractor shall certify on oath in writing to the Office that such return or destruction has been completed. If Contractor believes that the return or destruction of confidential information is not feasible, Contractor shall provide in writing within ten (10) days, the conditions that make return or destruction infeasible. Upon mutual agreement of the Parties that return or destruction is not feasible, Contractor shall continue the protections provided for in this contract as long as Contractor maintains the confidential information. 27. Breach of Confidentiality For purposes of this Contract, Security Incident means the attempted or successful unauthorized access, use, disclosure, modification, or destruction of information or interference with Contractor operations; however, random attempts at access shall not be considered a security incident. The Contractor shall notify the Office in writing of any Security Incident or breach of confidential information of which it becomes aware by its employees, subcontractors, agents or representatives. Contractor s notification shall be made in writing to the Office within 24 hours after Contractor learns of the security incident or breach. Contractor s notification shall identify: (i) the nature of the unauthorized use or disclosure, (ii) the confidential information used or disclosed, (iii) who made the unauthorized use or received the unauthorized disclosure, (iv) what Contractor has done or shall do to mitigate any deleterious effect of the unauthorized use or disclosure, and (v) what corrective action Contractor has taken or shall take to prevent future similar unauthorized use or disclosure. Contractor shall provide such other information, including a full written report, as reasonably requested by the Office. If the Office, at its sole discretion, determines that the Contractor has failed to comply with any confidentiality provision of this contract, or determines that prompt and satisfactory corrective action has not occurred, the Office has the unilateral right to suspend the Contract until it is satisfied that corrective action has been taken or may terminate the Contract. If the contract is terminated, Contractor must immediately surrender to the Office all confidential information and copies thereof obtained under the Contract and any other information relevant to the Contract. The Contractor understands and agrees that all reasonable fees and costs necessary for the Office to remedy any breach of confidentiality due to the conduct of the Contractor, its employees, subcontractors, agents, or affiliates, or any individual within the control of the Contractor, shall be the responsibility of the Contractor. The Contractor shall cooperate in the defense and settlement of such claims. The obligations of this section shall survive the expiration or termination of the Contract. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 66

67 The Contractor understands and agrees to the confidentiality and security provisions of this Contract regarding the requirements to safeguard the confidentiality of the information which is the subject of the Contract, and which is considered a material condition of the Contract. In the event that requirements to safeguard the information, unauthorized disclosure of the information, or the confidentiality of the information are compromised in any way, the Contractor will be subject to penalties as follows: Criminal Penalties: The Contractor and any of its employees, agents, contractors, subcontractors, affiliates or any other individual that breaches the confidentiality requirements of the Contract are subject to any state or federal criminal sanctions provided by law, including, but not limited to penalties as provided for in ss (5), , and , F.S., the Florida Computer Related Crimes Act, or any other applicable state or federal laws or regulations. Civil Remedies: In addition to criminal sanctions, the Contractor and its employees, agents, contractors, subcontractors, affiliates or any other individual who breaches the confidentiality requirements of this Contract or applicable laws are subject to any and all civil remedies available to the Office and the State of Florida. 28. No Contract Services to be performed Outside the USA The Contractor and its subcontractors and agents are prohibited from (i) performing any of the Contract services outside the United States, or (ii) sending, transmitting or accessing any School Readiness Program or Voluntary Prekindergarten Education Program related data outside of the United States unless approved by the Office in writing. The Parties agree that a violation of this provision will: A. Entitle the Office to immediately terminate the contract for cause upon notice to Contractor s Contract Manager. B. Result in immediate and irreparable harm to the Office, entitling the Office to immediate injunctive relief. C. Entitle the Office to recover damages for the breach. These damages will include all reasonable costs incurred by the Office for investigations, forensic investigations, data recoveries, notifications and remediation. 29. Background Screening Qualified entity, as defined in s , F.S., means a business or organization, whether public, private, operated for profit, operated not for profit, or voluntary, which provides care or care placement services, including a business or organization that licenses or certifies others to provide care or care placement services. Any contractor who meets the definition of Qualified Entity as defined in s , F.S. shall: A. ensure that background checks, including criminal history checks, are conducted on current and newly hired employees, including subcontractor employees, prior to the employee or subcontractor providing services under the Contract. B. register with the Florida Department of Law Enforcement (FDLE) and have all of its employees assigned to work on this Contract screened in a manner consistent with Section , F.S. C. ensure that any Sub-Contractor it retains who also meets the definition of qualified entity to also register and have all of its employees assigned to work on this Contract (or subcontract) screened in a manner consistent with Section , F.S. D. provide verification for all personnel of Contractor and of any Sub-Contractor assigned to work on this contract of: a. Passing the level 2 background screening standards as set forth in s , F.S., b. The highest level of education claimed, c. All applicable professional licenses claimed, and d. The past seven years of employment history. E. not allow any employee or subcontractor employee to assist in the providing of services under the Contract if the background checks indicate that the employee fails to meet the qualification standards established pursuant to s (2), F.S. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 67

68 F. submit the above verifications for personnel assigned to this Contract within thirty (30) calendar days of the beginning date of the Contract to the Office. G. submit the above verification for new personnel assigned to this Contract before they begin work on the Contract to the Office. A level 2 background screening no earlier than ninety (90) days before the effective date of this contract shall be accepted as in compliance with this provision. H. update the background screening before the anniversary date of the initial background screening check, and each year thereafter, if the individual continues to perform under the contract. I. redo the background screening if there is a ninety day lapse in employment from working on this Contract in which case the person shall be rescreened before being assigned to this contract. J. arrange for and pay all the costs for background screenings. K. Require each employee it assigns to this contract to notify the Contractor within ten days of being arrested for any criminal offense. L. Review the alleged offense, determine if the offense is one that would exclude the employee under a level 2 screening, and if so remove the employee from work on this contract. The employee may not return to work on this Contract until cleared of all charges. Not permit the employee to return to work on the contract until cleared of all charges. Any Contractor or subcontractor who does not meet the definition of Qualified Entity but who will perform duties under this contract and who will have access to a child care location while children are present, or who will have access to confidential information about the children or their parent or guardian in either the School Readiness or Voluntary Prekindergarten Education program shall nevertheless comply with all of the above standards. Any Contractor or subcontractor who does not meet the definition of Qualified Entity and who will perform duties under this contract but will have absolutely no interaction with nor be present around a child in care nor will they have access to any confidential information about either a child in care or that child s family is not required to submit its employees to a background screening. 30. Contractor as Independent Contractor In the Contractor s performance of its duties and responsibilities under the Contract, it is mutually understood and agreed that the Contractor is at all times acting and performing as an independent contractor. The Office shall neither have nor exercise any control or direction over the methods by which the Contractor shall perform its work and functions other than as provided herein and in law. Nothing in the Contract is intended to or shall be deemed to constitute a partnership or joint venture between the Parties. Except where the Contractor is a State agency, the Contractor, its Officers, agents, employees, subcontractors, or assignees, in performance of the Contract shall act in the capacity of an independent contractor and not as an officer, employee, or agent of the State. Nor shall the Contractor represent to others that, as the Contractor, it has the authority to bind the Office unless specifically authorized to do so. Unless agreed to by the Office in the Scope of Work, the Office will not furnish services of support (e.g., office space, office supplies, telephone service, secretarial, or clerical support) to the Contractor or its subcontractor or assignee. All deductions for social security, withholding taxes, income taxes, contributions to unemployment compensation funds, and all necessary insurance for the Contractor, its officers, employees, agents, subcontractors, or assignees shall be the responsibility of the Contractor. 31. No Waiver of Sovereign Immunity Nothing contained in this contract is intended to serve as a waiver of sovereign immunity by any entity to which sovereign immunity may be applicable. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 68

69 32. Insurance General Requirements All insurance coverage shall be maintained in full force and effect during the term of the Contract. Failure to maintain such coverage may void the Contract. In the event that any of the coverage is canceled by the insurer for any reasons, the Contractor shall immediately notify the Office of such cancellation and shall obtain replacement coverage acceptable to the Office and provide proof of such replacement coverage within ten (10) calendar days after the cancellation of coverage. If Contractor is a state agency or political subdivision as defined in Chapter 768, Florida Statutes, this paragraph is limited to the extent required by section , Florida Statutes Office of Early Learning as Additional Insured The Office shall be named as an additional insured on all required insurance policies Proof of Insurance All insurance policies shall be with the insurers qualified and doing business in Florida. The Office shall be furnished proof of coverage of insurance by standard ACORD form certificates of insurance accompanying the Contract documents. The Office shall be exempt from, and in no way liable for, any sums of money that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Contractor providing such insurance Liability Insurance The Contractor shall maintain adequate liability insurance coverage on a comprehensive basis and hold such liability insurance at all times during the existence of the Contract and any renewal(s) and extension(s) of it. By execution of the Contract, unless it is a State agency or subdivision as defined by Subsection (2), F.S., the Contractor accepts full responsibility for identifying and determining the type(s) and extent of liability insurance necessary to provide reasonable financial protections for the Contractor and the clients to be served under the Contract. A selfinsurance program established and operating under the laws of the State may provide such coverage Workers Compensation Insurance During the Contract term, the Contractor at its sole expense shall provide workers compensation insurance in accordance with Chapter 440, F.S., with such terms and limits as may be reasonably associated with the Contract with minimum employer s liability limits of $100,000 per accident, $100,000 per person, and $500,000 policy aggregate. The policy shall cover all employees engaged in any Contract work. Employers who have employees who are engaged in work in Florida must use Florida rates, rules, and classifications for those employees Unemployment Compensation Insurance The Contractor, during the life of the Contract, must comply with the reporting and contribution payments required under Chapter 443, F.S., for all employees connected with the work of the Contract Errors and Omissions Insurance The Contractor shall obtain and keep in force during the life of the Contract, Errors and Omissions Insurance which shall indemnify and pay on behalf of the Contractor for direct loss which may be incurred due to human error, computer error, machine error, or equipment problems, whether caused by negligence, error, omission or mistake by the Contractor, subcontractor, any employee, officers or agents thereof. Errors and Omissions Insurance coverage shall not limit any liabilities or any other obligations that the Contractor has under the Contract. 33. Mandatory Reporting of Fraud and Criminal Activity The Contractor shall report to the Office s Contract Manager within twenty-four (24) chronological hours all suspected or known instances of Contractor s operational fraud or criminal activities relating to the Contract. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 69

70 34. Notification of Legal Action The Contractor shall notify the Office of legal actions taken against it or potential actions such as lawsuits, related to services provided through this contract or that may impact the Contractor s ability to deliver the contractual services, or adversely impact the Office. The Office s contract manager will be notified in writing within twenty-four (24) chronological hours of Contractor becoming aware of such actions or from the day of the legal filing, whichever comes first. 35. Whistleblower s Act Requirements In accordance with subsection (2), F.S., the Contractor and its subcontractors shall not retaliate against an employee for reporting violations of law, rule or regulation that creates and presents a substantial and specific danger to the public s health, safety, or welfare. Furthermore, agencies or independent contractors shall not retaliate against any person who discloses information to an appropriate agency alleging improper use of governmental office, gross waste of funds, or any other abuse or gross neglect of duty on the part of any agency, public officer, or employee. The Contractor and any subcontractor shall inform its employees that they and other persons may file a complaint with the Office of Chief Inspector General, the Office s Inspector General, and the Florida Commission on Human Relations or the Whistle-blower s Hotline number at Reasonable Assurances If Requested If the Office learns of the existence of legal or financial conditions during the term of the Contract, whether disclosed by the Contractor or independently discovered by the Office, that causes the Office concern that the Contractor s ability or willingness to perform the Contract is jeopardized, then upon written demand by the Office, the Contractor shall provide to the Office in writing all reasonable assurances to demonstrate that the Contractor will be able to perform the Contract in accordance with its terms and conditions, and the Contractor and/or its subcontractor(s) has not and will not engage in conduct in performing services for the Office which is similar in nature to the conduct that is the subject of the legal or financial conditions causing such concern. 37. Loss of Federal or State Funding In the event funds to finance the Contract become unavailable or if federal and state funds upon which the Contract is dependent is withdrawn or redirected, the Office may terminate the Contract upon no less than twenty-four (24) hours written notice to the Contractor. Said notice shall be delivered by certified mail, return receipt requested or in person with proof of delivery. The Office shall be the final authority as to the availability of funds. In the event that the Office terminates the Contract for lack of funding, the Office shall pay the Contractor as follows: For Contractor s work in progress that has not yet culminated in a Deliverable accepted by the Office, the Office shall reimburse Contractor for all documented and verifiable costs reasonably incurred for such Contract work. The Office shall reimburse Contractor for all documented and verifiable costs reasonably incurred terminating or winding down the Contract. In no event shall Contractor be entitled to receive, or the Office obligated to pay, any amounts in excess of what is legally appropriated and available for the Office to devote to Contract payments. If such funds are not appropriated or available for the Contract purpose, such event will not constitute a default on part of the Office or the State. The Office agrees to notify the Contractor in writing at the earliest possible time if funds are not appropriated or available. The cost of services paid under any other Contract or from any other source is not eligible for reimbursement under the Contract. The Contractor shall cooperate and make available any documentation in order for the State and the Office to comply with applicable federal statutes, laws, rules, policy, guidance and procedures as it relates to the funding of the Contract. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 70

71 38. Intellectual Property Patent Rights Pursuant to 45 CFR 92.36(i)(8), Contractor agrees that to the extent applicable under this contract to comply with the following: That Contracts or agreements for the performance of experimental, developmental, or research work shall provide for the rights of the Federal Government and the Contractor in any resulting invention in accordance with 37 C.F.R. part 401, Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements, and any implementing regulations issued by the awarding agency. See this link for complete details if applicable: Rights to Inventions. If any discovery or invention arises or is developed in the course of or as a result of work or services performed with funds from this Contract, or in any way connected with the Early Learning Programs or the Office, the Contractor shall refer the discovery to the Office. Pursuant to s , F.S., if the discovery or invention arises or is developed in connection with the use of state funds, the Office will refer it to the Department of State to determine whether patent protection will be sought in the name of the State of Florida. Any and all patent rights accruing under or in connection with the performance of this Contract are hereby reserved to the State of Florida. 39. Intellectual Property Copyrights Pursuant to 45 C.F.R , the U.S. Department of Health and Human Services, Administration for Children and Families, reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes: (a) the copyright in any work developed under the Contract; and (b) any rights of copyright to which the Office or the Contractor purchases ownership with grant support. See 45 CFR (i)(9). Pursuant to s , F.S., and subject to claims of the U.S. Department of Health and Human Services, any and all copyrights accruing under or in connection with this Contract funded by the Office are hereby reserved to the State of Florida. Anything by whatsoever designation it may be known, that is produced by, or developed in connection with, this Contract shall become the exclusive property of the State of Florida and may be copyrighted, patented, or otherwise restricted as provided by Florida or federal law. Neither the Contractor nor any individual employed under this Contract shall have any proprietary interest in the product. With respect to each Deliverable that constitutes a work of authorship within the subject matter and scope of U.S. Copyright Law, 17 U.S.C. Sections , such work shall be a work for hire as defined in 17 U.S.C. Section 101 and all copyrights subsisting in such work for hire shall be owned exclusively by the Office pursuant to s , F.S., on behalf of the State of Florida. In the event it is determined as a matter of law that any such work is not a work for hire, Contractor shall immediately assign to the Office all copyrights subsisting therein for the consideration set forth in the Contract and with no additional compensation. The foregoing shall not apply to any preexisting software, or other work of authorship used by Contractor, to create a Deliverable but which exists as a work independently of the Deliverable, unless the preexisting software or work was developed by Contractor pursuant to a previous Contract with the Office or a purchase by the Office under a State Term Contract. The Office shall have full and complete ownership of all software developed pursuant to the Contract including without limitation: the written source code, the source code files, the executable code, the executable code files, the data RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 71

72 dictionary, the data flow diagram, the work flow diagram, the entity relationship diagram, and all other documentation needed to enable the Office to support, recreate, revise, repair, or otherwise make use of the software. This ownership interest will continue after the expiration or termination of the Contract. 40. Intellectual Property Rights in Data All data created by the Office or received by the Contractor from the Office, whether electronic or hardcopy, during the duration of the Contract are the property of the Office and must be surrendered to the Office upon expiration, termination or cancellation of the Contract at no cost to the Office. See 45 CFR 92.36(i)(9). 41. Change of Ownership of Contractor If a change of ownership of the Contractor is anticipated during the contract period following the Contract effective date, the Contractor must notify the Office s Contract Manager by within twenty-four (24) hours of learning of the potential change in ownership and describe the circumstances of such change and indicate when the change is likely to occur. 42. Staff Qualifications and Substitutions Contractor shall ensure that all staff assigned to this contract is qualified to deliver services under the terms and conditions of this Contract. Qualifications must include not only appropriate educational background based upon job duties, but also experience in similar or like employment. Staff qualifications must be in writing for all staff assigned to this contract while the contract remains in effect. Contractor shall notify the Contract Manager by no later than ten days of any changes in the staff assigned to this Contract, and shall include information related to replacement staff assigned to the Contract. Changes in staff are subject to review and approval of the Office. 43. Time is of the Essence Time is of the essence regarding the performance obligations set forth in the Contract. 44. Reports - Florida Abuse Hotline In compliance with Chapters 39 (s , F.S.) and 415 (s , F.S.), F.S., any employee of the Contractor who knows or has reasonable cause to suspect: That a child, is abused, abandoned, or neglected by a parent, legal custodian, caregiver, or other person responsible for the child s welfare or that a child is in need of supervision and care has no parent, legal custodian, or responsible adult relative immediately known and available to provide supervision and care; or, That a vulnerable adult has been or is being abused, neglected, or exploited; Then any employee of the Contractor shall immediately report such knowledge or suspicion to the Florida Abuse Hotline on the single statewide toll-free telephone number ( ABUSE). See 45 CFR 92.36(i)(7). 45. Reports - Office of Minority Business Enterprise Reports The Contractor shall submit to the Florida Department of Education on a quarterly basis a report listing all expenditures with Florida Certified Minority Business Enterprises as certified under s , F.S. The Contractor shall submit the quarterly minority expenditure report to the following address: Florida Department of Education Bureau of Contracts, Grants and Procurement, CMBE Coordinator 325 West Gaines Street, 332 Turlington Building RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 72

73 Tallahassee, FL Reports For Additional Reporting Requirements See the Scope of Work See 45 CFR 92.36(i)(7). 47. Licenses, Permits, and Taxes The Contractor shall pay for all licenses, permits, taxes, or other fees required for the performance of this Contract. 48. Compliance with Applicable Laws The Contractor shall comply with all applicable Federal, State of Florida, and local laws governing its performance of the Contract, which include, but are not limited to, the following: A. Chapter 1002, Part VI, F.S., School Readiness Program; B. Chapter 1002, Part V, F.S., Voluntary Prekindergarten Education Program (VPK); C. Section , F.S., State Single Audit Act; D. Chapter 119, F.S., Public Records; E. OMB Circulars, as applicable: a. A-21 - Educational institutions b. A-87 - State, Local, and Indian Tribal Governments Cost Principles (2 CFR Part 225), c. A State and Local Governments d. A Uniform Administrative Requirements (2 CFR Part 215), (45 CFR Part 74); e. A Cost Principles for Nonprofit Subrecipients (2 CFR Part 230), and f. A Audits of States, Local governments, and Non-Profit Organizations (45 C.F.R. part 74.26); F. Child Care Development Fund (CCDF) Block Grant, 42 U.S.C. s et seq., as implemented by: a. 45 CFR Part 98 - Child Care and Development Fund: Final Rule; b. 45 CFR Part 99 - Procedures for Hearings for the Child Care and Development Fund; G. Section 418 of the Social Security Act, as amended by Title VI of the Personal Responsibility and Work Opportunity Reconciliation Act, 42 U.S.C. Section 618; H. Provisions of the Current Approved CCDF State Plan including all Approved Amendments or Revisions; I. 45 C.F.R. Part 92, (Common Rule); J. The Temporary Assistance for Needy Families Statutes, 42 U.S.C. s. 601, and et seq., as implemented by 45 C.F.R. parts ; K. The most recent HHS Grant Policy Statement along with all applicable federal policies generally described therein; L. Florida Reference Guide to State Expenditures, and, M. All applicable requirements of all other Federal and State laws, local codes and ordinances, executive orders, regulations and policies. 49. Equal Employment Opportunity (E.E.O.) The Contractor agrees that it shall comply with Executive Order (E.O.) No , Equal Employment Opportunity (30 FR 12319, 12935, 3 CFR, Comp. p. 339), September 24, 1965, as amended by E.O , Amending Executive Order Relating to Equal Employment Opportunity, of October 13, 1967, and as supplemented by Department of Labor regulations (41 CFR part 60), Office of Federal Compliance Programs, Equal Opportunity, Department of Labor. See 45 CFR 92.36(i)(3). 50. Clean Air Act and Federal Water Pollution Control Act Pursuant to the Clean Air Act (42 U.S.C et seq.) and the Federal Water Pollution Control Act (33 U.S.C et seq.), as amended, if this grant or contract is in an amount in excess of $100,000, Contractor shall comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C et seq.). Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). See 45 CFR 92.36(i)(12). RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 73

74 51. Energy Efficiency The Contractor shall comply with mandatory standards and policies relating to energy efficiency which are contained in the State of the energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Public Law ). See 45 CFR 92.36(i) (13). 52. Trafficking Victims Protection Act of (TVPA) Human Trafficking Requirements are hereby adopted and incorporated herein by reference as if fully set forth herein. (22 U.S.C. 7104(g), as amended) 53. "The Transparency Act" (as defined in 2 CFR Part 170) The following award term is hereby adopted and incorporated herein by reference as if fully set forth herein: Transparency Act Requirements: Awards under these programs are included under the provisions of P.L , the Federal Funds Accountability and Transparency Act of 2006 (FFATA). Under this statute, the State is required to report information regarding executive compensation and all sub-grants, contracts and subcontracts in excess of $25,000 through the (Federal Sub-award Reporting System) and in accordance with the terms found in Federal regulations at 2 CFR Part 170, including Appendix A. 54. Purchase of American-Made Equipment and Products Contractor agrees that, to the greatest extent practicable, all equipment and products purchased with funds made available by this Contract will be American-made. P. L , the Departments of Labor, Health and Human Services, and Education, and Related Agencies Appropriations Act of 1995, 507 It is the sense of the Congress that, to the greatest extent practicable, all equipment and products purchased with funds made available in this Act should be American-made. 55. E-Verify Requirements Contractor agrees to utilize the U.S. Department of Homeland Security s E-Verify system to verify the employment of all new employees hired by the Contractor during the contract term. Also, Contractor agrees to include in related subcontracts a requirement that subcontractors performing work or providing services pursuant to the Contract utilize the E-Verify system to verify employment of all new employees hired by the subcontractor during the contract term. Contractor agrees to provide the Office, within thirty days of the effective date of this contract, documentation of enrollment in the E-Verify program in the form of a copy of the E-Verify Edit Company Profile screen, which contains proof of enrollment in the program. (This page can be accessed from the Edit Company Profile link on the left navigation menu of the E-Verify employer s homepage.) Contractor further agrees that it will require each subcontractor that performs work under this contract to enroll and participate in the E-Verify program within ninety days of the effective date of the contract or within ninety days of the effective date of the contract between the Contractor and the subcontractor, whichever is later. The Contractor shall obtain from the subcontractor(s) a copy of the Edit Company Profile screen indicating the enrollment in the E-Verify program and make such record(s) available to the Office upon request. Contractor further agrees to maintain records of its participation and compliance with the provisions of the E-Verify program, including participation by its subcontractors as provided above, and to make such records available to the Office. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 74

75 56. Unauthorized Alien(s) Contractor agrees that unauthorized aliens shall not be employed. The Office shall consider the employment of unauthorized aliens a violation of Section 274A (e) of the Immigration and Nationality Act (8 U.S.C. 1324a). Such violation shall be cause for unilateral cancellation of the Contract by the Office. 57. Discriminatory Vendor List In accordance with s (2)(a), F.S.: An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity. See s (3)(a), F.S. 58. Convicted Vendor List In accordance with s (2)(a) and (b), F.S. : A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity. See s (2), F.S. 59. Scrutinized Companies Lists Scrutinized Companies Lists Provisions and Certification - section , Florida Statutes A company that, at the time of bidding or submitting a proposal for a new contract or renewal of an existing contract, is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s , F.S., or is engaged in business operations in Cuba or Syria, is ineligible for, and may not bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of $1 million or more. S (2), F.S. Any contract with an agency or local governmental entity for goods or services of $1 million or more entered into or renewed on or after July 1, 2012, must contain a provision that allows for the termination of such contract at the option of the awarding body if the company is found to have submitted a false certification as provided under subsection (5), been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or been engaged in business operations in Cuba or Syria. s (3)(b), F.S. At the time a company submits a bid or proposal for a contract or before the company enters into or renews a contract with an agency or governmental entity for goods or services of $1 million or more, the company must certify that the company is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or that it does not have business operations in Cuba or Syria. s (5), F.S. If this Contract is in the amount of $1 million or more, in accordance with the requirements of s (5), F.S., Contractor, by signing this contract, hereby certifies that the company is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or that it does not have business operations in Cuba or Syria. 60. Lobbying Pursuant to s , F.S., no funds awarded under this Contract may be used for the purpose of lobbying the Legislature, the judicial branch, or a State agency. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 75

76 61. Assurances The following Assurances are hereby adopted and incorporated herein by reference as if fully set forth herein. EACH MUST BE PRINTED AND SIGNED AND ATTACHED TO THIS CONTRACT WHEN THE CONTRACT IS SIGNED. THIS CONTRACT IS NOT VALID UNTIL EACH HAS BEEN COMPLETED IN FULL, SIGNED, AND ATTACHED TO AN ORIGINAL SIGNED CONTRACT. A. SF-424B Non-construction Programs B. SF-424D Construction Programs. IF APPLICABLE 62. Certifications The following Certifications are hereby adopted and incorporated herein by reference as if fully set forth herein. SEVERAL REQUIRE SIGNATURE AS STATED BELOW. FOR THOSE THAT REQUIRE SIGNATURE, EACH MUST BE PRINTED AND SIGNED AND ATTACHED TO THIS CONTRACT WHEN THE CONTRACT IS SIGNED. THIS CONTRACT IS NOT VALID UNTIL EACH HAS BEEN COMPLETED IN FULL, SIGNED, AND ATTACHED TO AN ORIGINAL SIGNED CONTRACT. A. Filing and Payment of Taxes Certification. IF APPLICABLE, SIGNATURE REQUIRED B. Lobbying Certification. SIGNATURE REQUIRED C. Debarment Certification - Primary D. Debarment Certification - Lower Tier E. Drug-free Certification. NOT REQUIRED FOR VENDORS F. Environmental Tobacco Smoke Certification G. Maintenance of Effort Certification SIGNATURE REQUIRED ONLY APPLICABLE TO THE OFFICE OF EARLY LEARNING RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 76

77 Exhibit 2 Contractor (Subrecipient) Monitoring and Audit Requirements The administration of resources awarded by the Office to the Contractor may be subject to audits and monitoring by the Office as described in this exhibit. Limitation This Exhibit is only applicable to those Contractors who are subrecipients those who checked the box in section 1 of this Contract. Accounting and Auditing Standards The Contractor is subject to the requirements of OMB Circular A-133 which states that audits must be conducted in accordance with generally accepted government auditing standards (GAGAS) issued by the Comptroller General of the United States and generally accepted accounting principles (GAAP) identified by the American Institute of Certified Public Accountants (AICPA). The AICPA has identified the Accounting Standards Codification (ASC) developed by the Financial Accounting Standards Board (FASB) as the GAAP applicable to nongovernmental entities such as the Contractor. Monitoring In addition to reviews of audits conducted in accordance with OMB Circular A-133 and s , F.S., as revised (see AUDITS below), the Office may conduct or arrange for monitoring of activities of the Contractor. Such monitoring activities may include, but not be limited to, on-site visits by the Office s staff, contracted consultants, or limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures. By entering into this contract, the Contractor agrees to comply and cooperate with any monitoring procedures or processes deemed appropriate by the Office. In the event the Office determines that a limited scope audit of the Contractor is appropriate, the Contractor agrees to comply with any additional instructions provided by the Office s staff to the Contractor regarding such audit. The Contractor further agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the United States Department of Health and Human Services, the Department of Financial Services, or Florida s Auditor General. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 77

78 Audits Part I: Federally Funded This part is applicable if the Contractor is a State or local government or a non-profit organization as defined in OMB Circular A-133, as revised. In the event that the Contractor expends $500,000 or more in Federal awards in its fiscal year, the Contractor must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised. The Office s Notice of Award or Contract Routing Form indicates Federal resources awarded through the Office by this contract. In determining the Federal awards expended in its fiscal year, the Contractor shall consider all sources of Federal awards, including Federal resources received from the Office. The determination of amounts of Federal awards expended should be in accordance with the guidelines established by OMB Circular A-133, as revised. An audit of the Contractor conducted by the Auditor General in accordance with the provisions of OMB Circular A-133, as revised, will meet the requirements of this part. In connection with the audit requirements addressed in Part I, above, the Contractor shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised. If the Contractor expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the Contractor expends less than $500,000 in Federal awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of the audit must be paid from non-federal resources (i.e., the cost of such an audit must be paid from Contractor resources obtained from other than Federal entities). Part I: Federally Funded Miscellaneous Matters The audits shall cover the entire Contractor s organization for the organization s fiscal year. Compliance findings related to contracts with the Office shall be based on the contract requirements, including any rules, regulations, or statutes referenced in the Contract. The financial statements shall disclose whether or not the matching requirement was met for each applicable contract. All questioned costs and liabilities due to the Office shall be fully disclosed in the audit report with reference to the Office contract involved. Additionally, the results from the Office s annual financial monitoring reports must be included in the audit procedures and the OMB A-133 audit reports. If not otherwise disclosed as required by section.310(b)(2) of OMB Circular A-133, as revised, the schedule of expenditures of Federal awards shall identify expenditures by contract number for each contract with the Office in effect during the audit period. Commercial Organizations (i.e., For Profit Corporations) - Non-Federal Audits (45 CFR 74.26) (1) Recipients and subrecipients that are commercial organizations (including for-profit hospitals) have two options regarding audits: (i) A financial related audit (as defined in the Government Auditing Standards, GPO Stock # ) of a particular award in accordance with Government Auditing Standards, in those cases where the recipient receives awards under only one HHS program; or, if awards are received under multiple HHS programs, a financial related audit of all HHS awards in accordance with Government Auditing Standards; or (ii) An audit that meets the requirements contained in OMB Circular A 133. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 78

79 (2) Commercial organizations that receive annual HHS awards totaling less than OMB Circular A 133's audit requirement threshold are exempt from requirements for a non-federal audit for that year, but records must be available for review by appropriate officials of Federal agencies. A web site that provides links to several Federal Single Audit Act resources can be found at: Federal Single Audit Act Resources. Part II: State Funded This part is applicable if the Contractor is a non-state entity as defined by s (2), F.S. The Florida Single Audit Act. In the event that the Contractor expends a total amount of state financial assistance equal to or in excess of $500,000 in any fiscal year of such Contract, the Contractor must have a State single or project-specific audit for such fiscal year in accordance with s , F.S.; applicable rules of the Department of Financial Services; and Chapters (local governmental entities) or (nonprofit and for-profit organizations), Rules of the Auditor General. The Office s Notice of Award or Contract Routing Form indicates state financial assistance awarded through the Office by this contract. In determining the state financial assistance expended in its fiscal year, the Contractor shall consider all sources of state financial assistance, including state financial assistance received from the Office, other state agencies, and other non-state entities. State financial assistance does not include Federal direct or pass-through awards and resources received by a non-state entity for Federal program matching requirements. In connection with the audit requirements addressed in Part II, paragraph 2, above, the Contractor shall ensure that the audit complies with the requirements of s (8), F.S. This includes submission of a financial reporting package as defined by s (2), F.S., and Chapters (local governmental entities) or (nonprofit and for-profit organizations), Rules of the Auditor General. If the Contractor expends less than $500,000 in state financial assistance in its fiscal year, an audit conducted in accordance with the provisions of s , F.S., is not required. In the event that the Contractor expends less than $500,000 in state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the provisions of s , F.S., the cost of the audit must be paid from the non-state entity s resources (i.e., the cost of such an audit must be paid from the Contractor s resources obtained from other than State entities). Part II: State Funded Miscellaneous Matters Additional information regarding the Florida Single Audit Act can be found at: Florida Single Audit Act. Part III: Other Audit Requirements Related Party Disclosures The Contractor shall ensure that all related party transactions are included in the financial statement footnote disclosures in accordance with requirements defined in Financial Accounting Standards Board (FASB) Accounting Standards Codification (ASC) 850, Related Party Disclosures. Generally accepted auditing standards (GAAS) require that financial statement auditors evaluate whether the related party transaction(s) are adequately disclosed in the financial statements. The Contractor will ensure that all possible related party transactions are disclosed to the financial statement auditor(s). In addition, the Contractor will ensure compliance with the applicable requirements of Chapter 112, F.S., as required by s (8), F.S. Auditor Work Papers On Internal Controls The Contractor shall also obtain the internal control work-papers from the auditor(s) performing their annual independent financial statement audit. The Contractor will keep these work-papers onsite as part of their financial records and will provide a copy to the Office as part of the Contractor s reporting package per the instructions in this Exhibit, Part IV, entitled Report Submission. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 79

80 Compliance and Reporting On Internal Controls The Contractor is required to perform a self-assessment of internal controls by completing the Office s annual Internal Control Questionnaire (ICQ) Survey Form. The Contractor shall provide a copy of the completed annual ICQ Survey Form to the Office, as instructed below, by September 30th of each contract award period unless other written instructions are provided by the Office. Each Contractor shall submit electronically the completed ICQ and any other supporting files considered necessary to the following SharePoint Zone site: FMSAS/ ICQ - Completed. The Office will provide the annual ICQ Survey Form to the Contractor by July 1 of each award period in an electronic format, unless other arrangements are made by the Office. The annual ICQ Survey Form will help the Contractor document that the primary objectives of internal controls pertaining to compliance requirements for Federal Programs, including the following, are met, in accordance with OMB Circular A-133 section _.105: 1. Transactions are properly recorded and accounted for; 2. Transactions are executed in compliance with laws, regulations and contract provisions; and 3. Funds, property and other assets are safeguarded against loss from unauthorized use or disposition. (NOTE: This part is used to specify any additional audit requirements imposed by the State awarding entity that are solely a matter of that State awarding entity s policy (i.e., the audit is not required by Federal or State laws and is not in conflict with other Federal or State audit requirements). Pursuant to s (8), F.S., State agencies may conduct or arrange for audits of state financial assistance that are in addition to audits conducted in accordance with s , F.S. In such an event, the State awarding agency must arrange for funding the full cost of such additional audits. Part IV: Report Submission Copies of reporting packages (including any management letter issued by the auditor) for audits conducted in accordance with OMB Circular A-133, as revised, and required by PART I of Exhibit 2, Audits, shall be submitted, when required by Section.320 (d), OMB Circular A-133, as revised, by or on behalf of the Contractor directly to each of the following: The Office at each of the following addresses: Office of the Inspector General Office of Early Learning 250 Marriott Drive Tallahassee, FL Financial Management Systems Assurance Section (FMSAS) Office of Early Learning 250 Marriott Drive Tallahassee, FL The Federal Audit Clearinghouse as designated in OMB Circular A-133, as revised, with the number of copies as required by Sections.320 (d)(1) and (2), OMB Circular A-133, as revised, at the following address: Federal Audit Clearinghouse Bureau of the Census 1201 East 10 th Street Jeffersonville, IN RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 80

81 Other Federal agencies and pass-through entities in accordance with Sections.320(e) and (f), OMB Circular A-133, as revised Pursuant to Section.320(f), OMB Circular A-133, as revised, the Contractor shall submit a copy of the reporting package described in Section.320 (c), OMB Circular A-133, as revised, and any management letter issued by the auditor, to the Office at each of the addresses listed above. Copies of financial reporting packages required by PART II shall be submitted by or on behalf of the Contractor directly to each of the following: The Office at each of the following addresses: Office of the Inspector General Office of Early Learning 250 Marriott Drive Tallahassee, FL Financial Management Systems Assurance Section (FMSAS) Office of Early Learning 250 Marriott Drive Tallahassee, FL The Auditor General s Office at the following address: Auditor General s Office Room 401, Pepper Building 111 West Madison Street Tallahassee, Florida Any reports, management letter, or other information required to be submitted to the Office pursuant to this agreement shall be submitted timely in accordance with OMB Circular A-133, Florida Statutes, and Chapters (local governmental entities) or (nonprofit and for-profit organizations), Rules of the Auditor General, as applicable. Contractor, when submitting financial reporting packages to the Office for audits done in accordance with OMB Circular A-133 or Chapters (local governmental entities) or (nonprofit and for-profit organizations), Rules of the Auditor General, should indicate the date that the reporting package was delivered to the Contractor in correspondence accompanying the reporting package. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 81

82 Exhibit 3 Scope of Work Inclusion of Solicitation Documents & Subrecipient or Vendor Response The Scope of Work shall include the original specifications and all responses and addendums by the Contractor, including all representations, warranties, commitments, and related correspondence as contractual obligations. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 82

83 ATTACHMENT 8 AVAILABLE DATA SYSTEM EXPORT ELEMENTS Proposers should indicate child assessment data elements available for export. Use additional columns and rows needed to indicate any additional data characteristics relevant to the process. 1. Available data for export Field Name Data Type Description Configurable Y/N 2. Available export formats. 3. Available methods of data transfer. 4. Measures to ensure secure data transfer. 5. Guaranteed time interval from request to transfer. Indicate in hours, days or on demand via administrative portal 6. Data integrity assurances. 7. A proposed Personal Information Transfer Agreement. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 83

84 ATTACHMENT 9 FLORIDA EARLY LEARNING AND DEVELOPMENTAL STANDARDS FOR FOUR-YEAR-OLDS (2011) CORRELATION TABLE Proposers shall use this form to indicate which items in the proposed instrument assess which standards and or benchmarks. I. PHYSICAL DEVELOPMENT Standard A. Health and Wellness Alignment 1. Shows characteristics of good health to facilitate learning 2. Shows visual abilities to facilitate learning and healthy growth and development 3. Demonstrates auditory ability to facilitate learning and healthy growth and development 4. Demonstrates characteristics of good oral health and performs oral hygiene routines 5. Shows familiarity with health care providers in relation to health and wellness 6. Demonstrates self-control, interpersonal, and social skills in relation to mental health 7. Shows basic physical needs are met 8. Actively takes part in basic health and safety routines 9. Participates in physical fitness activities 10. Makes healthy food choices B. Self-Help Alignment 1. Actively participates in self-care 2. Helps carry out classroom routines C. Gross Motor Development Alignment 1. Demonstrates increasing motor control and balance 2. Demonstrates the ability to combine movements for gross motor skills D. Fine Motor Development Alignment 1. Demonstrates increasing control of small motor muscles to perform simple tasks 2. Uses eye-hand coordination to perform fine motor tasks 3. Shows beginning control of writing by using various drawing and art tools with increasing coordination RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 84

85 II. APPROACHES TO LEARNING Standard A. Eagerness and Curiosity Alignment 1. Shows curiosity and is eager to learn new things and have new experiences B. Persistence Alignment 1. Attends to tasks for a brief period and seeks help when needed C. Creativity Alignment 1. Approaches daily activities with creativity D. Planning and Reflection Alignment 1. Shows initial signs of planning and learning from their experiences A. Self-Regulation III. SOCIAL AND EMOTIONAL DEVELOPMENT Standard Alignment Affective 1. Demonstrates growing autonomy and independence, indicated by increasing self-care and willing participation in daily routines, when given a consistent and predictable environment 2. Begins to recognize, then internally manage and regulate, the expression of emotions both positive and negative, with teacher support and multiple experiences over time Life/Adaptive 1. Follows simple rules, agreements, and familiar routines with teacher support 2. Begins to use materials with increasing care and safety 3. Adapts to transitions with increasing independence B. Relationships Alignment Self 1. Shows increasing confidence in their own abilities Peers 1. Interacts with and develops positive relationship with peers 2. Develops special friendships 3. Shows care and concern for others Adults 1. Develops positive relationships and interacts comfortably with familiar adults C. Social Problem Solving Alignment 1. Shows developing ability to solve social problems with support from familiar adults 2. Develops an initial understanding of bullying, with support from familiar adults RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 85

86 IV. LANGUAGE, COMMUNICATION, AND EMERGENT LITERACY Standard/Benchmark A. Listening and Understanding Alignment 1. Increases knowledge through listening Benchmark a: Child shows understanding by asking and answering relevant questions, adding comments relevant to the topic, and reacting appropriately to what is said. 2. Follows multi-step directions Benchmark a: Child achieves mastery of two-step directions and usually follows three-step directions, with teacher support and multiple experiences over time. B. Speaking Alignment 1. Speech is understood by both a familiar and an unfamiliar peer or adult Benchmark a: Child s speech is understood by both a familiar and an unfamiliar adult. C. Vocabulary Alignment 1. Shows an understanding of words and their meanings Benchmark a: Child has age-appropriate vocabulary across many topic areas and demonstrates a wide variety of words and their meanings within each area (e.g., world knowledge: names of body parts, feelings, colors, shapes, jobs, tools, plants, animals and their habitats, and foods; words that describe: adjectives, verbs, and adverbs). Benchmark b: Child has mastery of functional and organizational language of the classroom (e.g., same and different, in front of and behind, next to, opposite, below). Benchmark c: Child understands or knows the meaning of many thousands of words including disciplinary words, (e.g., science, social studies, math, and literacy) many more than he or she routinely uses (receptive language). 2. Shows increased vocabulary to describe many objects, actions and events Benchmark a: Child uses a large speaking vocabulary, adding new words weekly. Benchmark b: Child uses category labels (e.g., fruit, vegetable, animal, transportation, tools). Benchmark c: Child uses a variety of word meaning relationships (e.g., part-whole, objectfunction, object-location). D. Sentence and Structure Alignment 1. Uses age-appropriate grammar in conversations and increasingly complex phrases and sentences Benchmark a: Child typically uses complete sentences of four or more words, usually with subject, verb, and object order. Benchmark b: Child uses regular and irregular plurals, regular past tense, personal and possessive pronouns, and subject-verb agreement. 2. Connects phrases and sentences to build ideas Benchmark a: Child uses sentences with more than one phrase. Benchmark b: Child combines more than one idea using complex sentences. Benchmark c: Child combines sentences that give lots of detail, stick to the topic, and clearly communicate intended meaning. RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 86

87 IV. LANGUAGE, COMMUNICATION, AND EMERGENT LITERACY Standard/Benchmark E. Conversation Alignment 1. Uses language to express needs and feelings, share experiences, predict outcomes, and resolve problems Benchmark a: Child demonstrates varied uses of language (e.g., requesting, commenting, using manner words, problem-solving). 2. Initiates, ask questions, and responds to adults and peers in a variety of settings Benchmark a: Child follows another s conversational lead, appropriately initiates or terminates conversations, or appropriately introduces new content. Benchmark b: Child provides appropriate information for the setting (e.g., introduces himself or herself, requests assistance, answers questions by providing name and address to a police officer or other appropriate adult). 3. Uses appropriate language and style for context Benchmark a: Child demonstrates knowledge of verbal conversational rules (e.g., appropriately takes turns, does not interrupt, uses appropriate verbal expressions, and uses appropriate intonation). Benchmark b: Child demonstrates knowledge of nonverbal conversational rules (e.g., appropriate eye contact, appropriate facial expressions, maintaining a comfortable distance in conversation). Benchmark c: Child matches language to social and academic contexts (e.g., uses volume appropriate to context, addresses adults more formally than he or she addresses other children, and uses the more formal academic language of the classroom). F. Emergent Reading Alignment 1. Shows motivation for reading Benchmark a: Child enjoys reading and reading-related activities (e.g., selects reading and reading-related activities when given a choice, pretends to read to others). Benchmark b: Child interacts appropriately with books and other materials in a print-rich environment. Benchmark c: Child asks to be read to or asks the meaning of written text. 2. Shows age-appropriate phonological awareness Benchmark a: Child can distinguish individual words within spoken phrases or sentences. Benchmark b: Child combines words to make a compound word (e.g., foot + ball = football ) Benchmark c: Child deletes a word from a compound word (e.g., starfish star = fish ). Benchmark d: Child combines syllables into words (e.g., sis + ter = sister ). Benchmark e: Child can delete a syllable from a word (e.g., trumpet trum = pet or candy dy = can ). Benchmark f: Child combines onset and rime to form a familiar one-syllable word with and without pictorial support (e.g., when shown several pictures, and adult says /c/ + at, child can select the picture of the cat). RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 87

88 IV. LANGUAGE, COMMUNICATION, AND EMERGENT LITERACY Standard/Benchmark F. Emergent Reading (continued) Alignment 3. Shows alphabetic knowledge Benchmark a: Child recognizes almost all letters when named (e.g., when shown a group of letters, can accurately identify the letter that is named). Benchmark b: Child names most letters (e.g., when shown an uppercase or lowercase letter, can accurately say its name). Benchmark c: Child recognizes some letter sounds (e.g., when shown a group of letters, can accurately identify the letter of the sound given). Benchmark d: Child names some letter sounds (e.g., when shown a letter, can accurately say the sound the letter makes). 4. Demonstrates comprehension of text read aloud Benchmark a: Child retells or reenacts story after it is read aloud. Benchmark b: Child asks and answers appropriate questions about the story (e.g., What just happened? What might happen next? What would happen if? What was so silly about? How would you feel if you? ). G. Emergent Writing Alignment 1. Shows motivation to engage in written expression Benchmark a: Child demonstrates their understanding of the connections among their own ideas, experiences, and written expression. Benchmark b: Child intentionally uses scribbles/writing to convey meaning (e.g., signing artwork, captioning, labeling, creating lists, making notes). 2. Uses scribbling, letter-like shapes, and letters that are clearly different from drawing to represent thoughts and ideas Benchmark a: Child independently uses letter-like shapes or letters to write words or parts of words. Benchmark b: Child writes own name (e.g. first name, last name, or frequent nickname), not necessarily with full correct spelling or well-formed letters. 3. Demonstrates age-appropriate ability to write letters Benchmark a: Child independently writes some letters on request. 4. Demonstrates knowledge of purposes, functions, and structure of written composition Benchmark a: When writing or dictating, child uses appropriate writing conventions (e.g., a letter starts with Dear ; or a story with a beginning, middle, and end.). RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 88

89 V. COGNITIVE DEVELOPMENT AND GENERAL KNOWLEDGE A. Mathematical Thinking Standard/Benchmark A. Mathematical Thinking a. Number Sense Alignment 1. Demonstrates understanding of one-to-one correspondence Benchmark a: Child demonstrates one-to-one correspondence when counting. Benchmark b: Child demonstrates one-to-one correspondence to determine if two sets are equal. 2. Shows understanding of how to count and construct sets Benchmark a: Child counts sets in the range of 10 to 15 objects. Benchmark b: Child constructs sets in the range of 10 to 15 objects. 3. Shows understanding by participating in the comparison of quantities Benchmark a: Child compares two sets to determine if they are equal. Benchmark b: Child compares two sets to determine if one set has more. Benchmark c: Child compares two sets to determine if one set has fewer. Benchmark d: Child determines one set of objects is a lot more than another set of objects. 4. Assigns and relates numerical representations among numerals (written), sets of objects, and number names (spoken) from zero to Counts and knows the sequence of number names (spoken) Benchmark a: Child counts and recognizes number names (spoken) in the range of 10 to 15. Benchmark b: Child counts up through 31 by understanding the pattern of adding by one, with teacher support and multiple experiences over time. 6. Shows understanding of and uses appropriate terms to describe ordinal positions Benchmark a: Child demonstrates the concept of ordinal position with concrete objects (e.g., children or objects). Benchmark b: Child names ordinal positions (e.g., first, second, third, fourth, fifth). b. Number and Operations Alignment 1. Shows understanding of how to combine sets and remove from a concrete set of objects (receptive knowledge) Benchmark a: Child indicates there are more when combining (adding) sets of objects. Benchmark b: Child indicates there are less (fewer) when removing (subtracting) objects from a set. 2. Shows understanding of addition and subtraction using a concrete set of objects (expressive knowledge) or story problems found in everyday classroom activities Benchmark a: Child combines sets of objects to equal a set no larger than 10. Benchmark b: Child removes objects from a set no larger than 10. Benchmark c: Child uses concrete objects (e.g., fingers, blocks) to solve complex problems. 3. Begins to develop an understanding of separating a set into a maximum of four parts, with teacher support and multiple experiences over time RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 89

90 A. Mathematical Thinking (continued) c. Patterns and Seriation Alignment 1. Understands characterists of patterns and non-patterns and begins to reproduce them with at least two elements (e.g., red/blue, red/blue versus a non-pattern such as rainbow) Benchmark a: Child recognizes patterns and non-patterns. Benchmark b: Child duplicates identical patterns with at least two elements. Benchmark c: Child recognizes pattern units (e.g., red/blue is the pattern unit of a red/blue/red/blue/red/blue pattern; dog/cat/cow is the pattern unit of a dog/ cat/cow/dog/cat/cow pattern) Benchmark d: Child begins to independently produce patterns with at least two elements (e.g., red/blue, red/blue), with teacher support and multiple experiences over time. 2. Sorts, orders, compares, and describes objects according characteristics or attribute(s) (seriation) Benchmark a: Child places objects in increasing order of size where the increasing unit is constant (e.g., unit blocks). Benchmark b: Child verbalizes why objects were placed in order (e.g., describes process of how and why), with teacher support and multiple experiences over time. d. Geometry Alignment 1. Understands various two-dimensional shapes, including circle, triangle, square, rectangle, oval, and other less common shapes (e.g., trapezoid, rhombus) Benchmark a: Child categorizes (sorts) examples of two-dimensional shapes. Benchmark b: Child names two-dimensional shapes. Benchmark c: Child constructs examples of two-dimensional shapes. Benchmark d: Child identifies the number of sides of two-dimensional shapes. 2. Shows understanding that two-dimensional shapes are equivalent (remain the same) in different orientations Benchmark a: Child slides shapes, with teacher support and multiple experiences over time. Benchmark b: Child flips shapes, with teacher support and multiple experiences over time. Benchmark c: Child rotates shapes, with teacher support and multiple experiences over time. 3. Understands various three-dimensional shapes, including sphere, cube, cone, and other less common shapes (e.g., cylinder, pyramid) Benchmark a: Child categorizes (sorts) examples of three-dimensional shapes. Benchmark b: Child names three-dimensional shapes. 4. Analyzes and constructs examples of simple symmetry and non-symmetry in two dimensions, using concrete objects A. Mathematical Thinking (continued) e. Spatial Relations Alignment 1. Shows understanding of spatial relationships and uses position words (e.g., above, below, next to, beside, on top of, inside, outside) Benchmark a: Child shows understanding of positional words (receptive knowledge). RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 90

91 Benchmark b: Child uses the positional terms verbally (expressive knowledge ) (e.g., in front of, behind, between, over, through, under), with teacher support and multiple experiences over time. 2. Describes relative position from different perspectives (e.g., I am on top of the climber and you are below me. ) 3. Understands and can tell the difference between orientation terms such as horizontal, diagonal, and vertical 4. Uses directions to move through space and find places in space (e.g., obstacle courses, Simon Says, Mother May I?, hop scotch, giving simple directions) f. Measurement Alignment 1. Engages in activities that explore measurement 2. Compares continuous quantities using length, weight, and height Benchmark a: Child measures or compares the length of one or more objects using a nonstandard reference (e.g., paper clips), with teacher support and multiple experiences over time. Benchmark b: Child measures or compares the weight of one or more objects using nonstandard reference (e.g., beans), with teacher support and multiple experiences over time. Benchmark c: Child measures or compares the height of one or more objects using nonstandard reference (e.g., pencils), with teacher support and multiple experiences over time. Benchmark d: Child uses measurement vocabulary (e.g., more, less, shorter, longer, heaviest, lightest), with teacher support and multiple experiences over time. 3. Represents and analyzes data Benchmark a: Child assists with collecting and sorting materials to be graphed. Benchmark b: Child works with teacher and small groups to represent mathematical relations in charts and graphs. Benchmark c: Child analyzes, with teacher and small groups, the relationship between items/objects represented by charts and graphs. 4. Child predicts the results of a data collection, with teacher support and multiple experiences over time V. COGNITIVE DEVELOPMENT AND GENERAL KNOWLEDGE B. Scientific Inquiry Standard B. Scientific Inquiry Alignment a. Investigation and Inquiry 1. Demonstrates the use of simple tools and equipment for observing and investigating 2. Examines objects and makes comparisons b. Physical Science 1. Explores the physical properties and creative use of objects or matter c. Life Science 1. Explores growth and change of living things 2. Identifies the characteristics of living things 3. Identifies the five senses and explores functions of each RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 91

92 d. Earth and Space 1. Explores the outdoor environment and begins to recognize changes (e.g., weather conditions) in the environment, with teacher support and multiple experiences over time 2. Discovers and explores objects (e.g., rocks, twigs, leaves, seashells) that are naturally found in the environment e. Environmental Awareness 1. Demonstrates ongoing environmental awareness and responsibility (e.g., reduce, reuse, recycle), with teacher support and multiple experiences over time V. COGNITIVE DEVELOPMENT AND GENERAL KNOWLEDGE C. Social Studies Standard C. Social Studies Alignment a. Individual Development and Identity 1. Begins to recognize and appreciate similarities and differences in people 2. Begins to understand family characteristics, roles, and functions 3. Shows awareness and describes some social roles and jobs that people do b. People, Places, and Environments 1. Demonstrates awareness of geographic thinking c. Technology and Our World 1. Shows awareness of technology and its impact on how people live d. Civic Ideals and Practices 1. Demonstrates awareness of group rules (civics) 2. Begins to understand and take on leadership roles RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 92

93 ATTACHMENT 10 PSYCHOMETRIC PROPERTIES TABLE D. Supporting Evidence from Proposer in the table below for each reliability or validity type listed in column A. Type of d in column B. Description and Source of Evidence Used to Establish Criteria, as applicable. oposer s pre- and post-assessment instrument will be scored based on the cut points listed in Column C. Criterion and vided in column D. Supporting Evidence from Proposer. B. Description and Source of Evidence Used to Establish Criteria Measured by examining associations between subscales within the assessment or screener instrument. Also measured by examining associations between subscale scores and child characteristics, such as age. No established standard in the field Measured by whether tool was reviewed by experts to determine if content reflects what the assessment or developmental screener is supposed to be measuring Measured by correlating the scores of the assessment/ developmental screener with scores on other assessments/ developmental screeners of similar content to determine the strength of relationships between the two Source: Administration for Children and Families (2003) C. Criterion and Terminology Used 0.50 or higher=strong/high =moderate 0.29 or below=weak/low Content was or was not reviewed by experts 0.50 or higher=strong/high =moderate 0.29 or below=weak/low D. Supporting Evidence from Proposer

94 A. Type of Reliability or Validity B. Description and Source of Evidence Used to Establish Criteria C. Criterion and Terminology Used D. Supporting Evidence from Proposer Predictive Validity Sensitivity Specificity Internal Consistency Reliability Inter-rater Reliability Measured by correlating the scores of the assessment/ developmental screener with scores on later assessments to determine how well the assessment/developmental screener predicts to later achievement or development Source: Administration for Children and Families (2003) Measured by how often the developmental screener correctly identifies children at risk for developmental delays Source: Council on Children with Disabilities (2006) Measured by how often the developmental screener correctly identifies children not at risk for developmental delays Source: Council on Children with Disabilities (2006) Measured by correlating items within a construct to determine the interrelatedness of the items No established standard in the field Measured by the level of agreement between two raters when assessing the same children No established standard in the field 0.40 or higher=provides evidence that measure may predict to later achievement 0.39 or below=does not provide evidence that measure predicts to later achievement 0.90 or higher=high =moderate 0.69 or below=low 0.90 or higher=high =moderate 0.69 or below=low 0.70 or higher=acceptable 0.69 or below=low/weak 0.80 or higher=acceptable 0.79 or below=low/weak RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 94

95 A. Type of Reliability or Validity B. Description and Source of Evidence Used to Establish Criteria C. Criterion and Terminology Used D. Supporting Evidence from Proposer Test-Retest Reliability Measured by correlating the scores on two administrations of the same assessment/ developmental screener given to the same child within a short period of time to determine consistency No established standard in the field 0.70 or higher=acceptable (across a period of three months or less) 0.69 or below=low/weak (Halle, T., Zaslow, M., Wessel, J., Moodie, S., Darling-Churchill, K., 2011) Sources Consulted in Determining Cut points (as referenced in Understanding and Choosing Assessments and Developmental Screeners for Young Children Ages 3-5: Profiles of Selected Measures, Final Report, Office of Planning, Research and Evaluation Administration for Children and Families) Bentler, P.M., & Bonett, D.G. (1980). Significance tests and goodness of fit in the analysis of covariance structures. Psychological Bulletin, 88, Brown, M.W., & Cudeck, R. (1993). Alternative ways of assessing model fit. In K.A. Bollen & J.S. Long (Eds.), Testing structural equation models. Newbury Park, CA: Sage. Carmines, E.G., & Zeller, R. A. (1979). Reliability and validity assessment. Sage University Series on Quantitative Applications in the Social Sciences, Beverly Hills, CA, and London: Sage. Cohen, J. (1988). Statistical power analysis for the behavioral sciences (2nd ed.) Hillsdale, NJ: Lawrence Erlbaum. Council on Children with Disabilities, Section on Developmental Behavioral Pediatrics, Bright Futures Steering Committee, Medical Home Initiatives for Child with Special Needs Project Advisory Committee. (2006). Identifying infants and young children with developmental disorders in the medical home: An algorithm for developmental surveillance and screening. Pediatrics 118(1), Lewis-Beck, M.S. (1995). Data analysis: An introduction. Thousand Oaks, CA: Sage. Robinson, J.P., & Shaver, P.R., Wrightsman, S. (1991). Measures of personality and social psychological attitudes. San Diego, CA: Academic Press. Snow, C.E., & Van Hemel, S.B. (Eds.). (2008). Early childhood assessment: What, why, and how. Washington, DC: National Research Council of the National Academies. Administration for Children and Families (2003). Resources for measuring services and outcomes in Head Start Programs Serving Infants and Toddlers. E. Kisker, K. Boller, C. Nagatashi, C. Sciarrino, V. Jethwani, T. Zavitsky, M. Ford, J. Love, & Mathematica Policy Research, Inc. Washington, DC: U.S. Department of Health and Human Services. Retrieved February 15, 2009 from RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 95

96 ATTACHMENT 11 ASSESSOR CHARACTERISTICS AND IMPLEMENTATION SUPPORT INFORMATION Proposer shall provide a detailed description in column C. for element listed in columns A. and B. Assessor Qualifications and Training A. Element B. Requirement C. Description 1. Teacher/Assessor Qualifications Minimum recommended assessor education level - Primary grade level, secondary, post-secondary, etc. 2. Teacher/Assessor Training Available formats - online, face-to-face, train the trainer, other. 3. Recommended format 4. Certification available - Y/N. Required? 5. Assessor calibration supports available Y/N. Describe, including delivery format. 6. Recertification: Y/N; Requirements? 7. Inter-rater reliability supports available Y/N. Describe. Implementation Support A. Element B. Requirement C. Description 8. Materials The materials needed to individually administer the standard assessment. 9. The materials needed to conduct each child observation 10. The materials needed for authentic assessment of each child and resulting portfolio 11. Processes The process for individually administering the standard assessment, the qualifications needed for the assessor, and the amount of training needed to certify assessors as reliable to administer the tool and input the data 12. The process for gathering or using multiple sources such as other observations, portfolios, and parents. 13. The process for inputting the observed data into the assessment online instrument (if applicable). RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 96

97 A. Element B. Requirement C. Description 14. Time requirements A description of the average or typical time to complete a child observation. 15. A description of additional personnel support a teacher might need while conducting a child observation during normal classroom activities. 16. Time requirements A description of the time needed to input child observation data. 17. Recommended timeframes between assessments. 18. Process for establishing administrative access to the Contractor s online reporting system for and an estimated 17,000 VPK providers. Process description should identify who will be responsible for setting up the administrative rights for users ID s and log-in information. describe how long it should take to set up 12,000 VPK providers. Describe how the Contractor s system can import provider profile demographic information from the existing State of Florida VPK assessment system. 19. Anticipated issues and challenges A summary of any issues with delayed observation and inputting child observation data into the assessment online instrument. 20. A summary of common challenges and any suggested solutions that have been noted with the assessment instrument. 21. Reporting assessment data using two instruments Proposer should recommend or develop a solution to ensure features available are comparable with those in the current VPK Assessment. Proposer should provide a recommended solution for determining adequate and appropriate learning gains across the program year using the two preand post-assessments (VPK Assessment and new VPK pre- and post-assessment) RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 97

98 ATTACHMENT 12 DEMOGRAPHIC DATA ELEMENTS FROM THE VPK ASSESSMENT ONLINE REPORTING SYSTEM AVAILABLE FOR EXPORT Provider Profile Field Name Field ID Data Type Description Name of VPK Center ProviderName Varchar Name of Providers Provider ID OELProviderID Integer 4-5 digit OEL Provider ID County CountyName Varchar Name of county Early Learning Coalition ELCName Varchar Name of coalition Provider Type ProviderTypeName Varchar Type of Providers Faith Based ProviderFaithBased Bit Indicates Faith Based Provider School Readiness ProviderSchoolReadiness Bit Indicates School Readiness Provider First Name StaffFirstName Varchar Contact person first name Last Name StaffLastName Varchar Contact person last name Position RoleName Varchar Security Role of contact person for Provider Phone StaffContactPhoneNumber Varchar Contact person phone number Staff Varchar Contact person address Physical Address1 ProviderPhysicalStAddr1 Varchar Physical Address 1 for provider Physical Address2 ProviderPhysicalStAddr2 Varchar Physical Address 2 for provider City ProviderPhysicalCity Varchar Physical Address city of provider State ProviderPhysicalState Varchar Physical Address state of provider Zip Code ProviderPhysicalZipCode Varchar Physical Address zip code Mailing Address1 ProviderMailingStAddr1 Varchar Mailing address 1 for provider Mailing Address2 ProviderMailingStAddr2 Varchar Mailing address 2 for provider City ProviderMailingCity Varchar Mailing address city of provider State ProviderMailingState Varchar Mailing address State of provider Zip Code ProviderMailingZipCode Varchar Mailing address Zip code of provider Center Staff Field Name Field ID Data Type Description Last Name StaffLastName Varchar Contact person last name First Name StaffFirstName Varchar Contact person first name Middle Initial StaffMiddleInitial Varchar Contact person middle RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 98

99 initial Position RoleName Varchar Security Role of contact person for Provider Program ProgramTypeName Varchar Type of program staff person is assigned Contact Phone (Extension) StaffContactPhoneNumber Varchar Contact person phone number Contact Staff Varchar Contact person address Classroom Details Field Name Field ID Data Type Description Classroom Name ClassroomName Varchar Name of classroom First Day of VPK Program ClassroomStartDate Datetime First Day of program Last Day of VPK Program ClassroomEndDate Datetime Last Day of program Curriculum CurriculumName Varchar Classroom curriculum Instructor Name StaffName Varchar Name of primary staff that is assigned as instructor Contact Phone StaffContactPhoneNumber Varchar Contact person phone number Contact Staff Varchar Contact person address Instructor Name StaffName Varchar Name of secondary staff that is assigned as instructor Contact Phone StaffContactPhoneNumber Varchar Contact person phone number Contact Staff Varchar Contact person address Children Field Name Field ID Data Type Description Last Name ChildLastName Varchar Last name of child First Name ChildFirstName Varchar First name of child Middle Initial ChildMiddleInitial Varchar Child middle initial Date of Birth ChildDateOfBirth Datetime Child DOB Gender GenderName Varchar Child Gender VPK Child/Student ID (optional field) ChildExternalId Varchar External ID, local student Id for providers to match their local systems. Race RaceName Varchar Child race Primary Home Language HomeLanguageName Varchar Child primary home language RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 99

100 ATTACHMENT 13 VPK ASSESSMENT REPORT EXAMPLES ATTACHMENT 13 (continued) RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 100

101 ATTACHMENT 13 (continued) RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 101

102 ATTACHMENT 13 (continued) RFP RE-BID PRE- AND POST-ASSESSMENT FOR VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM Page 102