STRATEGIC PLAN FOR STAMFORD PUBLIC SCHOOLS BID OPENING: DATE: THURSDAY, OCTOBER 6, COPIES OF RESPONSE REQUIRED

Transcription

1 MAIL BIDS TO: STAMFORD PUBLIC SCHOOLS PURCHASING DEPARTMENT P.O. BOX 9310 STAMFORD, CT (203) RFP REQUESTING DEPT: PURCHASING TITLE OF RFP: DEVELOPMENT OF A LONG-TERM STRATEGIC PLAN FOR STAMFORD PUBLIC SCHOOLS BID OPENING: DATE: THURSDAY, OCTOBER 6, 2016 TIME: PLACE: 11:00 AM PURCHASING, 3 rd FLOOR 888 Washington Boulevard Stamford, CT COPIES OF RESPONSE REQUIRED 1

2 STAMFORD PUBLIC SCHOOLS RFP DEVELOPMENT OF A LONG-TERM STRATEGIC PLAN FOR STAMFORD PUBLIC SCHOOLS A. Introduction Invitation to Bid/Overview of Services Stamford Public Schools (SPS) is soliciting proposals from consultants to conduct a study on Developing a Long-Term Strategic Plan and provide administrators and Board of Education members with a comprehensive report of their findings and recommendations. The results of the study must cover a ten-year period from to Requests for proposals will be available at the Purchasing Department section of the Stamford Public Schools (SPS) website: from Wednesday September 14, 2016 through Friday, September 30, 2016 Proposals must be sealed and received by Thursday, October 6, 2016 at 11:00 am. All responses should be made on the official response form. Rejection of Proposals Stamford Public Schools reserves the right to reject for any reason deemed to be in the District s best interest any and/or all proposals submitted under this RFP. Selection For requests for proposals for services anticipated to exceed $100,000, a selection committee shall be formed to review all proposals. The selection committee shall, if possible, interview the most qualified proposers. Proposals over $100,000 will require SPS Board of Education approval. B. General Contract Information 1. Awarding the Contract The contract shall be awarded to the proposer whose proposal is deemed by the department head and/or selection committee to best provide the services desired, taking into account the requirements, terms and conditions contained in the request for proposals and the criteria for evaluating proposals. 2

3 2. Contract Agreement The successful bidder will be required to enter into an Agreement with Stamford Public Schools for the completion of the contract. If so, a sample copy of the Agreement is available at the following website: contract form for rfp.pdf. The specifications of the proposal and the purchase order issued to the proposer shall serve as a contract where no formal written contract is required. 3. Terms of Agreement This Agreement shall remain in effect from vendor selection until projection completion. This Agreement shall remain in effect until such time that either party gives sixty (60) business days prior written notice of its intent to terminate the Agreement. 4. Cancellation of the Contract The Stamford Public Schools (SPS) reserves the right to cancel this contract, at any time, with sixty (60) days prior written notice to the consultant or organization, should any of the following conditions exist: Funds are not appropriated by the City of Stamford for the continuation of this contract. The Stamford Public Schools (SPS), through changes in its requirements, method of operation, or program operation no longer has a need for the commodity or service. 5. Tax Exempt The Stamford Public Schools (SPS) is exempt from payment of taxes by the Federal Government and/or State of Connecticut. Such taxes must not be included in the bid price. 6. Provision for Required Insurance City of Stamford/Stamford Public Schools The Consultant hereby agrees to maintain at its own expense comprehensive general liability, automobile liability, excel liability, professional liability, and workers compensation insurance during the term of this Agreement in amounts determined to be sufficient by the City s Risk Manager. The commercial general liability insurance policies shall contain minimum limits of liability of $1,000,000 / $1,000,000 combined single limit per occurrence for bodily injury and property damage and shall name the City of Stamford, The Stamford Public Schools (SPS), and their officers, agents and employees as additional insureds. The general liability policy shall contain, but not be limited to: operations liability, contractual liability, which insures any indemnities contained in the Agreement, products liability and completed operations, which shall be maintained for a period of not less than three (3) years following completion of the work under the Agreement and personal injury and advertising liability. The Consultant shall also maintain commercial automobile liability insurance, subject to minimum liability of $1,000,000 per accident for bodily injury and property damage. This insurance shall include coverage for all owned, non-owned and leased / rented vehicles. The City of Stamford, Stamford Public Schools (SPS) and their employees, agents and officers shall be designated as additional insureds. The Consultant shall maintain professional liability insurance, which covers the services to be provided pursuant to the contract between the Stamford Public Schools (SPS) and the 3

4 Consultant. The minimum limit of liability shall be $1,000,000 per claim or per incident and $1,000,000 in the aggregate. The Consultant further agrees to maintain at its own expense workers compensation and employer s liability insurance, which shall insure all employees of the Consultant. The workers compensation insurance shall comply with all workers compensation laws and regulations in the State of Connecticut. The employer s liability insurance shall contain limits of liability of not less than $100,000 for each accident, disease each employee and disease policy limit. All such insurance required hereunder shall contain provisions requiring the insurance company(s) to provide thirty (30) days prior written notice to the Risk Manager for the City of Stamford in the event of cancellation, termination or material change to any policy terms and conditions. Any insurance required hereunder written on a claims made rather than on an occurrence basis shall contain a retroactive date no later than the earlier of the commencement date of the services under the Agreement or execution of the Agreement and shall provide that in the event of cancellation or non-renewal, the discovery period for insurance claims (Tail Coverage) shall be available for at least sixty (60) months following termination of the services under the Agreement or termination of the Agreement, whichever is later. The Consultant agrees to waive any right of claim against the City of Stamford, Stamford Public Schools, and their employees, agents and officers for any losses, damages and expenses arising out of the services in the Contract between the Stamford Public Schools and the Consultant. All insurance required hereunder shall contain waivers of subrogation against the City of Stamford, Stamford Public Schools, and their employees, agents and officers. The insurance required hereunder shall be primary without any right of contribution by any insurance maintained by or on behalf of the City of Stamford and Stamford Public Schools. The Consultant agrees to provide the Risk Manager for the City of Stamford with certified copies of all insurance policies required hereunder or certificates of insurance, whichever the Risk Manager deems appropriate, prior to commencement of services under this Agreement and throughout the full term of this contract, upon expiration or termination, or change in any insurance coverage required hereunder. The insurance requirements of the Agreement are an integral part of the Agreement. Any defect in the insurance program required in the Agreement may result in termination of the Agreement, as stipulated in the Agreement. No employee of the Consultant can modify the terms of the Agreement without the prior approval of Counsel for the Stamford Public Schools or his/her designee. 7. Employer Discrimination by Consultant/Organization Prohibited The successful bidder will not discriminate against any employee, or applicant for employment, because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The successful bidder agrees to post in a conspicuous place, available to 4

5 employees to applicants for employment, notices setting forth the provision of this non division clause. The successful bidder in all solicitation or advertisements for employees, placed by or behalf of the contractor, will state that such successful bidder is an equal opportunity employer. Employment discrimination by contractor prohibited. Notices, advertisements, and solicitations placed in accordance with Federal Law, rules or regulation shall, be deemed sufficient for the purpose of meeting the requirements of this section. C. Scope of Services The Stamford Public Schools (SPS) is soliciting proposals from consultants to develop and help implement a long-term strategic plan and to provide administrators and Board of Education members with a comprehensive report of their findings and recommendations. The study and resulting plan must cover a ten year time period from to Detailed Scope of Services Independent Contractor Status It is the intent of this proposal that the successful bidder be an independent contractor, and not an employee or agent. Nothing in this proposal or the contract to be signed shall be interpreted or construed as creating or establishing the relationship of employer and employee between the Stamford Public Schools and the Agency, or any employee or agent of the Agency, or between the Agency and any agent or employee of the Board. Both parties acknowledge that the Agency will not be an employee for federal or state tax purposes. Background SPS serves some 16,000 students in grades K-12 in 21 schools. The district, which encompasses 2,850,000 square feet of space, contains 13 elementary schools. Of the existing 13 elementary schools, 11 include grades K-5, the new school is K and 1 and one includes grades K-8; five middle schools with grades 6-8, and three high schools. Included in this mix are five magnet elementary schools, one magnet middle school, two large comprehensive high schools, and a magnet technology and engineering high school. SPS seeks qualified bidders who have prior successful experience in carrying out similar projects. Familiarity with SPS programs and demographics is a plus. SPS is confronted with many items that must be incorporated into district planning: increased enrollment, student diversity, limited budget resources, increased regulations, district accountability and a variety of stakeholders with competing interests. With many challenges the district desires a strategic plan that will balance district interests with a finite number of high level priorities to maintain district focus and be implemented as efficiently as possible. The district is not interested in assembling overly lengthy or complex planning document but wishes to assemble high level and obtainable district needs that will focus on the most pressing district objectives and student needs. The Stamford Public Schools (SPS) firmly believes that greatest effects can be gained from creating a highly focused strategy. Rather than creating a long list of objectives, SPS believes in creating a strategic plan centered on a small set (ideally less than eight) of the most critical elements for improving performance. These goals then need to be integrated and incorporated into all district activities to drive improvement. 5

6 The district also recognizes the importance of stakeholder support to creating and implementing an effective strategic plan. Plans created in a vacuum without the necessary input and vetting by stakeholders (both internal and external) have limited potential for success. However, inviting significant stakeholder and community input and failing to incorporate the feedback into the strategic plan can also prove problematic, causing frustration and disillusionment. Therefore, a critical part of our work is working with the district to engage the community and stakeholders in meaningful discussions at critical junctures in the process. The result is a targeted, inclusive, and implementable strategic plan that is based on district needs and has wide stakeholder buy-in. Consultant Capabilities/Specifications Each proposer shall submit a statement of qualifications, as described below. If an entity is submitting a proposal, the proposal shall describe the statement of qualifications of each individual who is proposed to perform services for the SPS: At a minimum, consultants should have a record of experience in: Operational knowledge of school districts Long range strategic planning for public school systems Carrying out projects on schedule The following steps are anticipated in the development of the districts long range strategic plan: Reviewing district needs and produce and in depth analysis of the district s performance on a quantitative and qualitative basis Reviewing existing long range plans Reviewing district strengths and weaknesses Identifying and obtaining input from all stakeholders in the district s plan Holding planning meetings with the stakeholders to obtain information and gain support for the district s plan Developing reasonable timelines to obtain the most comprehensive plan possible Engaging all stakeholders in the planning process and incorporating their feedback Disseminating information on progress to the superintendent and Board of Education members Developing and proposing roles and responsibilities for all involved in the process Writing the district s plan to allow for flexibility if the district s needs change Identifying plans and strategies for the district to increase student performance Drafting a comprehensive Mission, Vision, Core Values and Beliefs statements to clarify district priorities Formulating district priorities to address a limited number of major strategic areas Helping the district to formulate long term, quantifiable goals Drafting preliminary and detailed action plans Formulating efficient methods to obtain district goals Facilitating collaboration and ownership for all areas of the plan Producing the finished strategic plan that mesh with the district s internal systems and structure and share with superintendent, stakeholders, and Board of Education Assisting in implementing the strategic plan 6

7 Tracking progress against district objectives and providing mid-course revisions Providing reports on key goals Training of steering committee members D. Pricing Provide pricing information per day. For pricing please include a not to exceed price for the entire scope of the work. E. Submission of Questions Questions relating to this request for proposal must be submitted in writing ( ONLY) to the following address no later than Friday, September 23, 2016 at 12:00 PM EST: F. Proposal Submission Stamford Public Schools Attention: Hugh Murphy 888 Washington Blvd., 3 rd Floor Stamford, CT address: hmurphy@stamfordct.gov 1. Six (6) complete sets of the proposal along with an (electronic copy CD or Flash Drive) are to be submitted in a sealed envelope and received by the Stamford Public Schools, Purchasing Department, 3 rd floor, by Thursday October 6, 2016 at 11:00 am EST, and listing the following information on the outside of the envelope: RFP Bidder s name and address Bid Due Date. No telephone, electronic, or facsimile proposals will be considered. No bids will be accepted after this time. Send your bid to attention of: Stamford Public Schools Attn: 3 rd Floor Purchasing RFP Dev. Long-Term Strategic Plan 888 Washington Blvd. Stamford, CT

8 2. The proposal should include: i. A narrative section that addresses the following topics: (20 pages maximum) Proposed approach, and overview of methods General work plan and timetable Qualifications of firm, including relevant prior experience Key personnel who will be involved in the project, with resumes attached; Expectations of the SPS; and Comprehensive pricing plan Samples of similar work done ii. Attachments should include: Resumes of key personnel; and Three references (including name, affiliation, brief description of the project, and contact information). 3. The Official Response Form (2 pages max.) attached must be completed. 4. The Non-Collusion Affidavit attached must be completed and will not be included as part of the page limits of the proposal. 8

9 Stamford Public Schools RFP G. Official Response Form Name of Consultant/Vendor Name of Primary contact person Address of Vendor Phone Number of Vendor Contact Person for follow-up Number of Years providing similar work: years 1. Pricing Pricing $ s per/day Price not to Exceed Anticipate completion date Estimated hours of district staff time 9

10 Official Response Form (continued) 2. List of School based references of similar work completed including contact names, school district and phone numbers (Contract size can be either # students served or annual dollar amount) Reference District Contact Name Phone Number Contract Size Scope of Work Date Completed 10

11 H. Non-Collusion Affidavit The undersigned, having been duly sworn, affirms and says that to the best of his/her knowledge and belief: 1. The prices in this Proposal have been arrived at independently without collusion, consultation, communication, or agreement with any other Proposer or with any competitor for the purpose of restricting competition. 2. Unless otherwise required by law, the prices, which have been quoted in this Proposal, have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly, to any other Proposer or to any competitor. 3. No attempt has been made or will be made by the Proposer to induce any other person, partnership or corporation to submit or not to submit a Proposal for the purpose of restricting competition. Name of Proposer: By: Print Name: Title: 11

12 Visioning and Strategic Planning Process 9/12/16 Activity Actor Resources Timeframe Comments Form and Advisory s Select Visioning and Strategic Planning Consultant Provide Training to on its role, norms and process Internal and External Scans => Description of Status Quo and Root Cause Analysis => District POPs Develop Vision, Mission, Values and Beliefs Approve District Vision, Mission, Values and Beliefs Approve District TOA Identify District Priorities* Train School Teams on Tactical Plan Development Develop District Outcomes, Measures, Benchmarks, and Targets Set and Vet District Goals for BOE approval** Approve Strategic Initiatives (existing or new) Supt Consultant TBD Consultant TBD BOE (1), Asst Supt (2), HR Dir, Spt Serv Dir (1), Research Dir, Grants Dir, Pub Aff, Division Principals (3), SEA President, City Liaison (1), Business Ldr (1), Parent (1), Student (1). Vendor List Criteria for Selection Sample Plans and Impact Statements Charter Draft Manuals from consultant Research, Finance, Principals, Business Leaders, Community Leaders, CSDE Strategic Plan, Stakeholder Sessions Sep 2016 Oct 2016 Oct 2016 Oct 2016 Charter - Draft Charter for Advisory Register for DMC Conference? Approve and Advisory Charters, Cabinet Nov 2016 when does work of steering committee get shared with entire DLT? BOE, Cabinet Dec 2016 Cabinet, DLT, Other? Jan 2017 Cabinet, DLT Jan 2017 how will this be shared? BOE meeting? Media? Principals meeting? Consultant TBD Jan 2017 Task Group on OMT Research, CSDE, Consultant TBD Feb 2017 Cabinet, DLT, Stakeholder Sessions Mar 2017 Cabinet, DLT Mar 2017 Develop a budget process, framework and tools such that strategic initiatives and priorities clearly shape budget submission

13 Develop District Improvement (Action) Plans Develop Monitoring and Plan Renewal Process Approve Strategic Plan and Announce Re Organization, if needed Develop Communications Plan Complete 1 year School Improvement (Tactical) Plan Improvement (Action) Plan Owners Principals District Implementation (Action) Implementation Teams Apr 2017 Consultant TBD May 2017 May 2017 Public Affairs June 2017 Instructional Data Teams, School Improvement Teams Complete 3 year Tactical Plan Principals Instructional Data Teams, School Improvement Teams Aug 2017 Dec 2017 Ch 1: Description of the Context Ch 2: Description of the Process Ch 3: Vision, Mission, Values and Beliefs Ch 4: District Priorities, Goals & Strategies Ch 5: 3 5 Year District Action Plans v 1.0

14 VISIONING AND STRATEGIC PLANNING STEERING COMMMITTEE CHARTER Draft 9/12/16 Purpose: To guide the development and implementation of the District Visioning and Strategic Planning Process for the Stamford Public Schools. The recommendations of the the District Vision, Mission, Core Values & Beliefs, Goals and Strategies will be subject to BOE approval. Organization: The Visioning and Strategic Planning is composed of 17 members: superintendent (1), assistant superintendents (2), support services representative (1), finance representative (1), BOE representative (1), human resources representative (1), research representative (1), public affairs representative (1), division principal representatives (3), SEA representative (1), city education liaison (1), community/business leader (1), parent (1) and student (1). Members will be selected based on: their expertise in leading and managing change within their respective area/constituent group, ability to think broadly about systems, ability to collaborate and problem-solve and ability to implement/manage change. members should expect to meet at least once a month for the better part of a day with significant time invested in the fall and early winter of 2016 for selecting consulting partner and training on the process. Between meetings, committee members may have tasks to perform in preparation for the next meeting. The district-level planning should be completed by April 2017 at which time the will shift into implementation monitoring mode. Responsibilities: 1. To delineate the visioning and planning process in collaboration with facilitating agent 2. To approve the facilitating agent for the process 3. To present periodic reports to the Advisory for feedback per #1 4. To lead, shape and inform different stages of the visioning and planning process from visioning to articulation of a district theory of action to identification of key levers/strategies for change and prioritization of needs. 5. To keep the planning process on time and on budget Norms: 1. Begin and end on time 2. Be prepared for meetings 3. Full attendance and participation 4. Active listening 5. Focused and constructive dialogue Reference: Reviewed: Approved: