P18-056 Eastside Memorial Vertical Team Regional Engagement Initiative

  1. INTRODUCTION

The Austin Independent School District (herein after referred to as “AISD” or the “District”) is seeking proposalsfrom organizations to provide facilitation and planning services and outreach and engagement support for the Eastside Memorial Vertical Team school communities. All deliverables must be in accordance with a Community School model that has an integrated focus on academics, health and social services, youth and community development and community engagement that leads to improved student learning, stronger families and healthier communities.

AISD educates approximately 83,000 students and embraces 130 diverse school communities in one of the fastest-growing, ever-changing metroplexes in the country. In partnership with parents and our community, AISD's mission is to provide a comprehensive educational experience that is high quality, challenging, and inspires all students to make a positive contribution to society. We partner with world-class universities, innovative businesses and nonprofit organizations and engaged community leaders to prepare our students for college, career and life.

This competitive solicitation is aRequest for Proposals (RFP) advertised under Texas Education Code 44.031 in the Austin American-Statesman newspaper and the AISD website.

The District will use the objective criteria specified within to review such proposals and will create Service Agreements with approved providers. The selection of approved providers will be recommended for award by the AISD Evaluation Team of Experts and result in a service agreement with the District.

Proposers are encouraged to read the entire contents of this RFP. There are multiple documents, some included by reference, that make up the RFP. Proposers are also encouraged to review and respond to the documents on the AISD webpage. Proposers may make written inquiries concerning this solicitation to obtain clarification of the requirements. Submit inquiries via email to the contact person listed on the information page by the deadline specified. In the subject line of the email, type Questions and the solicitation number: Questions, P18-056, Eastside Memorial Vertical Team Regional Engagement Initiative. Questions received by this deadline and corresponding answers will be included in an Addendum posted on the Austin ISD Contract & Procurement Services’ web site.

  1. TERMS AND CONDITIONS

The agreement(s) resulting from this solicitation will be in effect for an initial term of January 1, 2018 through June 30, 2019, or such date established by the agreement. The parties, by mutual consent, may renew the agreement for up to two (2) additional 1-year periods.

Any service agreement resulting from this solicitation is contingent upon the continued availability of

appropriations and is subject to cancellation, without penalty, either in whole or in part, if funds are

not appropriated by the AISD Board of Trustees or otherwise not made available to the District.

  1. SCOPE OF SERVICES

The deliverables may vary slightly through the two optional renewals, if exercised. The District will discuss the updated deliverables with the contractor before any renewal takes effect.

  1. General Requirements
  1. Experience working with school communities similar to the Eastside Memorial Vertical Team.
  1. Experience developing and executing linguistically and culturally effective outreach strategies with diverse and economically disadvantaged communities.
  1. Ability to facilitate community meetings effectively in Spanish and English.
  1. Deliverables
  1. Establish and facilitate a minimum of six meetings throughout the year with representation from the campus advisory councils fromEastside Memorial Vertical Team campuses.
  1. Organize at least two parent / community meetings throughout the year to inform constituencies of the progress being made on the implementation of the academic plan and to glean input from participants on modifications that are necessary to improve student performance. The meetings must be conducted in Spanish and English and must be led by Carruth Administration Center/CAC co-chairs and the campus principal.
  1. Work with the neighborhoods that are part of the Eastside Memorial feeder area to increase support for the vertical team, including engaging new partners.
  1. Develop linguistically and culturally effective communication tools to use in outreach efforts, including, but not limited to, handouts, PowerPoint presentations, Frequently Asked Questions, a printed resource guide for the vertical team, and fliers to promote the engagement opportunities.
  2. Develop and maintain a website for this project with up-to-date information about the work being done in the vertical team and engagement opportunities with guidance and approval from Department of Communications and Community Engagement.
  1. Facilitate a minimum of 12 core team and CAC meetings per year at four campuses (Eastside Memorial High School, Martin Middle School, Govalle Elementary and Ortega Elementary) to report on student performance and to review improvement strategies within the Campus Improvement Plans. In addition, meetings will identify best

practices to expand community partnerships, increase awareness of volunteer opportunities and strengthen neighborhood support for the schools.

  1. Host a minimum of four meetings or training opportunities per year to include all Campus Advisory Councils and Parent/Teacher Associations in the Eastside Memorial Vertical Team to strengthen membership, leadership and parental involvement. In addition, the meetings will serve to inform constituencies of the progress being made on the implementation of the academic plan and to collect input from participants on modifications that are necessary to improve student performance.
  1. Conduct three focus groups per year with a diverse and representative sample of current parents of students attending a school in the Eastside Memorial Vertical Team for the purposes of identifying effective outreach strategies as well as desired parental engagement opportunities.
  1. SPECIAL INSTRUCTIONS – Proposal Format
  1. Preface

The offeror shall provide an Executive Summary of two (2) pages or less, which gives in brief, concise terms, a summation of the proposal.

  1. Proposal

The proposal itself shall be organized in the following format and informational sequence:

Section I– Summary of Experience

  • Full name and address of the Contractor submitting the proposal, and a brief summary of the Contractor’s corporate and individual experience for personnel who will provide this product or service.

Section II - Scope of Service

  • A description of services and capabilities as outlined in the Scope of Services section of this RFP.

Section III - Financial Proposal

  • This section shall contain a straightforward, concise delineation of the Contractor’s fees to satisfy the requirements of this RFP. It is the Contractor’s responsibility to specify all costs (i.e. administrative fees, processing fees, etc.) associated with providing the products or services required herein.

Section IV – References

  • References are to be from government agencies and/or firms, which are substantially serviced by the Contractor (references most similar to AISD should be provided). Each reference must contain the reference’s name, address, telephone number, and point of

contact (including email address). A list of at least four (4) references from current customers must be provided.

  1. Required Forms

Vendor shall execute the following required forms and returnthe signedoriginals with the proposal:

  • Offer Certification
  • Notification of Criminal History of Vendor
  • Debarment, Suspension and Ineligibility Certification
  • CTPA Adoption Clause
  • Interlocal Cooperative Agreement Clause
  • W-9
  1. COMPETITIVE SELECTION
  1. This is a negotiated procurement and as such, award will not necessarily be made to the Vendor submitting the lowest priced proposal. Award will be made to the organizations submitting the best responsive proposal satisfying AISD’s requirements, price, and other factors considered as listed above.
  1. AISD will evaluate each Vendor’s proposal in the areas of experience, cost and service capabilities, based on the following predetermined criteria:

Criteria / Maximum Points
Proposed Plan: The adequacy and completeness of the plan offered addressing the Scope of Services / 35
Contractor’s Experience and Capabilities: The demonstrated ability of the Contractor to provide services, including references / 35
Finance Proposal: Fees for providing services / 30
  1. The committee evaluating the proposals submitted in response to this RFP may require any or all Vendors to give an oral presentation in order to clarify or elaborate on their proposal. Upon completion of oral presentations or discussions, Vendors may be requested to revise any or all portions of their proposals.

Austin ISD Contract & Procurement ServicesPage 1 of 4