SAN JOAQUIN COUNTY OFFICE OF EDUCATION MIGRANT EDUCATION REGION 23 REQUEST FOR PROPOSALS FOR: Migrant Educatin Lcal Needs Assessment March 25, 2015
Ntice NOTICE IS HEREBY GIVEN that the San Jaquin Cunty Office f Educatin, Migrant Educatin Prgram (MEP) is seeking prpsals frm interested, independent, established and experienced utside educatinal agencies t cnduct a Cmprehensive Needs Assessment (CNA) f the Regin 23 Migrant Educatin Prgram. Prpsals are t be delivered via email r hard cpy t Manuel Nunez, Directr f Migrant Educatin Regin 23 at 2707 Transwrld Drive, Stcktn, CA, 95206, Email: mnunez@sjce.net. Phne 209-468-9291. Prpsal is due n later than 3:00 p.m. (Califrnia Time), n April 24, 2015. The Prpsal Qualified firms shall be free frm cnflicts f interest arising frm financial relatinships with ptential suppliers, cnstructrs, financiers, r wner f related prjects r prducts; and shall nt be an emplyee f the San Jaquin Cunty Office f Educatin. Migrant Educatin Cmprehensive Needs Assessment Backgrund The MEP is authrized under Part C f Title I f the Elementary and Secndary Educatin Act (ESEA) f 1965. In Califrnia, in 2014 2015, the MEP is administered thrugh 20 MEP subgrantees acrss the state. Sme f these subgrantees are based at cunty ffices f educatin and sme at individual schl districts. The Regin 23 MEP is based at the San Jaquin Cunty Office f Educatin and serves migratry students in San Jaquin and East Cntra Csta cunties. MEP funds supprt high quality educatinal prgrams fr migratry children t help ensure that migratry children, wh mve amng the states, are nt penalized in any manner by disparities amng states in curriculum, graduatin requirements, r state academic cntent and student academic achievement standards. Funds als ensure that migratry children nt nly are prvided with apprpriate educatinal services (including supprtive services) that address their special needs, but als that such children receive full and apprpriate pprtunities t meet the same challenging state academic cntent and student academic achievement standards that all children are expected t meet. Federal funds are allcated by frmula t State Educatin Agencies (SEAs), based n each state s per pupil expenditure fr educatin and cunts f eligible migratry children, age three thrugh twenty-ne, residing within the state. The ESEA requires that each SEA peridically review and revise its state plan t prvide services. As the state plan is based n a statewide CNA f the MEP, a review/revisin f the CNA is the first step in the prcess t revise the state plan. In cntrast t prir practice in Califrnia, the CNA will include tw majr phases. The first phase will require that each migrant subgrantee hire an independent evaluatr t cnduct a lcal CNA. Once the lcal CNAs fr each subgrantee are cmplete, the state will begin phase 2 f the CNA. Phase 2 will cmprise a statewide evaluatin
f needs based n a meta-analysis f the subgrantee CNAs, analysis f statewide student assessment data, and review f stakehlder input. What is a Cmprehensive Needs Assessment? A CNA is part f a cntinuus prgram imprvement cycle that prvides the pprtunity t d an in-depth review f data n migrant students, review their prgress tward prgram gals, identify needs, and prpse specific recmmendatins fr prgram imprvements. The CNA will als infrm the MEP State Service Delivery Plan t target instructinal and service strategies tward identified needs. Accrding t the Federal Migrant Educatin CNA Tl Kit, a CNA: Fcuses n the ends t be achieved, rather than the means. In ther wrds, the fcus is n utcmes and prcess (e.g., reading achievement is an utcme, whereas reading instructin is a means tward that end). Gathers data by means f established prcedures and methds that are thughtfully selected t fit the purpses and cntext f the needs assessment. Sets pririties and determines criteria fr slutins s that planners and managers can make sund decisins. Sets criteria fr determining hw best t allcate available mney, peple, facilities, and ther resurces. Leads t actin that will imprve prgrams, services, rganizatinal structure and peratins, r a cmbinatin f these elements Additinally, the Federal Migrant Educatin CNA Tl Kit ges n t state that a needs assessment is cmprehensive as lng as it: Includes bth needs identificatin and the assessment f ptential slutins. Examines all relevant perfrmance targets established fr migrant children (e.g., prficiency in reading, prficiency in math, graduatin frm high schl, reductin f the drput rate, and any ther prgram gals set fr migrant children by the state, including schl readiness). Identifies the needs f migrant children at a level that is useful fr prgram design purpses. Cllects data frm apprpriate target grups (e.g., students, parents, teachers, etc.). Examines data disaggregated by key subgrups.
Timeline fr lcal cmprehensive needs assessment January 2015 Release SOW t MEP subgrantees January March 31, 2015 MEP subgrantees request prpsals frm external service prviders, identify preferred vendr, and submit tp three prpsals t the CDE fr review March April 2015 CDE apprves subgrantee vendr April June 2015 MEP subgrantees enter int cntract with external service prvider fr lcal needs assessment t be cmpleted by June 2015 June July 2015 CDE awards funding fr needs assessments t MEP subgrantees December 2015 Lcal Needs Assessment Reprts due t the CDE General prpsal cnditins In accrdance with the Educatin General Administrative Regulatins as well as with the Office f Management and Budget Circulars applicable t federal educatin grants, 34 CFR Part 74.43 delineates that Requests fr Prpsals (RFPs) must abide by the regulatins prcurement prcess in that: Awards must be made t the bidder r ffer r whse bid r ffer is respnsive t the slicitatin and mst advantageus t the recipient, price quality, and ther factrs cnsidered Each MEP subgrantee must acquire the minimum amunt f bids as per required by the prcurement prcess f the migrant subgrantee. Additinally, recipients shall, n request, make available t the CDE prcurement dcuments, such as requests fr prpsals r invitatins fr bids, and independent cst estimates. Subgrantees must submit t the CDE the prpsal frm the bidder preferred by the subgrantee as well as tw additinal bids/prpsals submitted fr the task. The CDE Migrant Educatin Office will have the final apprval fr all vendrs. Bid pprtunities must be advertised fr at least 10 wrking days prir t the bid pening date per Gvernment Cde 14827.2 Travel shuld be limited t the gegraphical area f the subgrantee. Hwever, if lcal evaluatrs are nt available, travel will be limited t gegraphic bundaries f the state f Califrnia.
Subgrantee may utilize this SOW fr preparatin f the lcal prcurement slicitatin. The subgrantee may charge an indirect fee t prcess this RFP. The maximum indirect fee allwed is eight percent; hwever, if the apprved CDE indirect cst rate is belw eight percent, the subgrantee must charge the lesser f the tw. Any funds awarded that are nt expended fr this SOW shall be liquidated by the CDE. Funds fr this purpse will nt be released until the CDE receives a cpy f the executed cntract with the CDE apprved vendr. A final expenditure reprt shall be submitted t the CDE that details expenses by each task f the SOW. Failure t prvide invices in this frmat may require the CDE t request the subgrantee reimburse the CDE fr cntracted expenses. Vendr must sign and submit General and MEP specific assurances t the subgrantee. Qualificatins Grant awards may nt exceed $150,000. Al Prpsers must present dcumentatin f the fllwing: Evaluatin and measurement expertise, such as experience wrking as an evaluatr with educatinal agencies such as schls, schl districts, and COEs. Experience develping educatinal prgrams. Must prvide examples f prir wrk. Must prvide letters f recmmendatins frm superintendents f schl districts/coes r chief executive fficers f rganizatins where wrk was perfrmed. Knwledgeable abut serving at-risk yuth. Able t wrk in partnership with staff and ther stakehlders. Pssess gd cmmunicatin and listening skills.
Demnstrates sensitivity and respect fr peple. Demnstrates prfessinal integrity and hnesty such as cmpleting tasks in a csteffective and timely manner. Scpe f wrk ALL Prpsers shall address main tasks, activities, and deliverables that include, but are nt limited t, the fllwing: (The fllwing tasks are the majr respnsibilities f the prpser prviding services.) TASK 1 CREATE AND MAINTAIN A COLLABORATIVE WORKING RELATIONSHIP WITH THE MIGRANT SUBGRANTEE The bidder will wrk cllabratively with the MEP subgrantee in the review f current plicies, practices, and prgrams including: Legal Requirements MEP Pririty and Gal Areas Gvernment Perfrmance and Results Indicatrs Pririty fr Service Students Serving Preschl Migratry Children Out f Schl Yuth TASK 2 CREATE A MIGRANT STUDENT PROFILE AND IDENTIFY NEEDS BASED ON LOCAL DATA AND ASSESSMENTS The bidder shall create a student prfile that includes, but is nt limited t: Cllecting and examining demgraphic data, lcal academic achievement data, perfrmance targets, data n migrant families, mbility patterns and lcally determined data and perfrmance indicatrs fr migrant students Identifying and summarizing trends and patterns that include utilizing data frm multiple years and drawn frm lngitudinal analysis Including cmparisn grups as a means fr gap analysis (including, but nt limited t: All, English Learner, and Sci-ecnmically disadvantaged). Reviewing the mst recent subgrantee prgram evaluatin, subgrantee CNA, statewide CNA, and State Service Delivery Plan t evaluate prgress twards gals Cnducting fcus grups t gather perspectives and prgram experiences and expectatins with stakehlders that include, but are nt limited t, parents, students, teachers, classified supprt and prgram administratrs
The bidder shall identify needs and cncerns that are fcused primarily n student need and that are useful at a level fr prgram design. Regulatins published at 34 Cde f Federal Regulatins (CFR) 200.83(a)(2) require all SEAs that receive MEP funds t have a state plan (based n its CNA) that at a minimum, has perfrmance targets established by the state fr all children in: Reading achievement Math achievement High schl graduatin Schl drputs Schl readiness TASK 3 LOCAL DATA COLLECTION AND ANALYSIS PLAN The bidder shall develp a lcal data cllectin and analysis plan that: Identifies supprt and resurces Reviews and cllects existing data Cllects primary data Determines sampling Determines cmparisn grups (including, but nt limited t: All, English Learner, and Sci-ecnmically disadvantaged) Determines data cllectin strategies Cnducts surveys Selects data cllectin tls and strategies Develps data cllectin plan Launches data cllectin and manages the prcess Archives infrmatin fr the CNA
TASK 4 ANALYZING DATA, WRITING NEEDS STATEMENTS AND RECOMMENDATIONS The bidder shall analyze data, establish pririties, create needs statement, and ffer recmmendatins fr prgram effectiveness that: TASK 5 DELIVERABLES Analyzes and articulates the gap when cmpared t ther subgrups as identified n the data cllectin and analysis plan Cnducts a priritizatin f needs with criteria and ratinale Creates need indicatrs with recmmended data surces that are cnnected t at least ne f the identified/priritized needs and cncerns Recmmends pririty slutins and related strategies that are feasible and attainable Identifies best and effective practices The bidder shall create a reprt that includes: Executive summary Purpse, scpe and methdlgy f reprt Updated migrant student prfile Results and implicatins Slutins and measurable utcmes Identify cncerns and prvide specific recmmendatins fr imprvement fr each cncern Timeline fr implementatin f recmmendatins Final reprt must be presented t the Superintendent, r designee, that versees the MEP at the Cunty Office f Educatin (COE)/district ffice, the MEP directr, and the CDE.