REQUEST FOR PROPOSALS FOR PROJECT EVALUATOR

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REQUEST FOR PROPOSALS FOR PROJECT EVALUATOR Powered By Docstoc
					                                 FY 2009 REMS
            Readiness and Emergency Management for Schools Grant
     Schuylkill County Schools Readiness and Emergency Management Project
                         Schuylkill Intermediate Unit 29


                      REQUEST FOR PROPOSALS FOR
                         PROJECT EVALUATOR


INVITATION FOR PROPOSAL

The Schuylkill Intermediate Unit 29 is soliciting proposals for Project Evaluator Services.

Proposals will be received until 9:00 a.m., prevailing time, Monday, November 16, 2009
in a sealed envelope marked “PROPOSAL FOR PROJECT EVALUATOR” to the
attention of Debra Mitchell Miller, Director of Finance, Schuylkill Intermediate Unit 29,
17 Maple Avenue, PO Box 130, Mar Lin, PA 17951. Faxed and emailed submissions
will not be accepted. A minimum of four copies of the proposal must be provided and
shall contain all required items.

The proposals will be opened by an administrative committee and a recommendation for
awarding the proposal will be made to the Schuylkill Intermediate Unit 29 Board of
Directors at their regular monthly meeting on Monday, December 14, 2009 at 7:30 p.m.
The Board meeting will be held in the Board Room of the Maple Avenue Campus, 17
Maple Avenue, MarLin PA.

The Schuylkill Intermediate Unit 29 Board of Directors reserves the right to accept or
reject any or all proposals or any part or parts thereof and to award the proposal in the
best interest of the Intermediate Unit.

The proposal may not be withdrawn for a period of ninety (90) days without written
consent of the Schuylkill Intermediate Unit 29. Each proposal must be a firm proposal
subject to (90) days acceptance.



STATEMENT OF WORK

Schuylkill Intermediate Unit 29 (IU 29) serves as the administrative entity for the U.S.
Department of Education (U.S. ED) Office of Safe and Drug Free Schools (OSDFS)
Readiness and Emergency Management for Schools (REMS) Grant. The REMS grant
serves a consortium of public school districts and non-public schools within the
Schuylkill County area. IU 29 seeks a highly qualified Project Evaluator to provide an
unbiased and fair evaluation of the grant project. The Project Evaluator, using experience
and expertise, will assist IU 29 in addressing the identified goals, objectives and project
measurements set forth in the attached documents.


REMS Project Evaluator

The project evaluation plan involves specific methods that include the use of objective
performance measures related to the intended outcomes that will produce quantitative and
qualitative data. IU 29 will contract with an independent evaluator to provide both a
process and outcomes evaluation for the proposed project. The Project Evaluator will
ensure an unbiased and fair evaluation of the grant project.


Scope of Services:

The Project Evaluator will be responsible for the following functions:

   1. To work closely with the REMS collaborative management team, including the
      Project Director and the consortium of public school districts and non-public
      schools. The Project Evaluator is required to utilize a method of ongoing, open
      communication with the Project Director, and other contracted providers, such as
      the Safe Schools Coalition Consultant and the Schools Planning Consortium
      Emergency Management Consultant on an as needed basis.

   2. To serve as an active member of the grant planning consortium. The Project
      Evaluator will attend bi-monthly Grant Consortium Planning Meetings.
      Additional meetings may be scheduled as needed. The Project Evaluator will
      participate as a member of the planning consortium and provide members with
      process evaluation data so that the consortium can determine an appropriate
      course of action to address any possible project deviations or barriers associated
      with meeting proposed goals and objectives. During each meeting, the Project
      Evaluator will provide both a written and oral report and answer questions
      associated with process or outcome indicator projections.

   3. To review and effectively comprehend the attached Evaluation Plan Overview,
      Comprehensive Evaluation Plan, GPRA Measure Information, and Project
      Timeline. The documents are integral to the effective operations of the grant
      project and guide the evaluation process. The Project Evaluator must utilize the
      documents on an ongoing basis to ensure alignment with the overall goals,
      objectives, and evaluation measurements set forth for this project.

   4. The Project Evaluator is required to review the approved grant proposal in its
      entirety in order to obtain an understanding of the overarching goal of the project

   5. To conduct an unbiased and fair process evaluation. The Project Evaluator will be
      responsible for monitoring the delivery of project related services, such as
       consultations and contractor provided trainings, exercises, workshops, etc. To
       achieve this, the Project Evaluator will create a checklist to reflect key elements
       as outlined in the Project Evaluation Plan. The project evaluation plan involves
       specific methods that include the use of objective performance measures related
       to the intended outcomes that will produce quantitative and qualitative data. Data
       produced from evaluation instruments will be presented to the Project Director to
       address any deficiencies.
           a. The Project Evaluator is required to extend professional courtesy
               regarding evaluation results, regardless of type, to all consortium partners
               involved in the Schuylkill County Schools REM Project. The results of
               any evaluation are intended to be utilized to benefit the consortium as a
               whole; therefore no specific identifying information should be
               communicated. Evaluation results identifying specific partners must be
               shared with the administrative entity (Schuylkill IU 29) and the respective
               partner, solely.

   6. To develop and implement a data collection strategy that captures data related to
      the GPRA (Government Performance and Results Act) measure and other
      relevant project-specific performance measures outlined in the application.
          a. Data Collection and Storage. The Project Evaluator will develop
             evaluation instrument/tools specific to each proposed objective and
             activity that will be used to continuously identify strengths and
             weaknesses and for tracking progress. The Project Evaluator will design a
             data entry system that effectively and efficiently records responses in a
             valid manner.

           b. Outcomes Data. The Project Evaluator will work with the Project Director
              to develop the data collection plan and methods based upon project goals
              and objectives.

   7. To provide data analysis.

   8. To assist in the development and dissemination of data and project results. The
      Project Evaluator will be responsible to assist the Project Director in the
      dissemination of results including: internal and external project reports;
      dissemination of data to state and federal governmental offices; preparation of
      results for dissemination via electronic resources, etc. The Project Evaluator will
      assist the Project Director in developing mid-term and final reports as required by
      the OSDFS.


Term of Services:

The term of service provision shall be for the duration of the grant period. The grant is
scheduled to end on January 31, 2011; however, the Schuylkill Intermediate Unit 29 may
request an extension to extend the grant period an additional year if deemed necessary to
fulfill the requirements of the grant award.


Payment for Services Rendered:

The first payment of 10% of the total awarded proposal would be made after receipt of a
satisfactory checklist reflecting key elements as outlined in the Project Evaluation Plan
and GRPA measure baseline data.

Additional payments will be made upon request in 10% increments subject to the
following restrictions:
       Payment of 50% of the total awarded proposal will not be made until after the
       midpoint of the grant period is reached.
       Maximum payment of 80% of total awarded proposal by the end of the grant
       period.

Balance of total awarded proposal will be paid following receipt of satisfactory data
required for completion of final grant reporting.

Payments require Board approval. Invoices should be submitted by the 15th of the month
for payment to be made at the next month’s Board Meeting.



CONSULTANT QUALIFICATIONS

The procurement of professional services will be subject to IU 29’s determination that the
vendor meets the following standards for performing required work:

   General Consultant Qualifications:

   1. Overall ability to meet required delivery of performance data within designated
      timeframe.
   2. Demonstration of a satisfactory performance record.
   3. Possess the necessary organization, experience, accounting and operational
      controls, computer and technical skills.
   4. Ability to meet all federal and state requirements and regulations for contractors
      under U.S. Department of education grant programs..
   5. The Project Evaluator must supply the required technologies or have use of the
      technologies. The REMS grant project will not support the purchase of any
      required technologies.
   6. Familiarity with schools and school operations.

   Specific Consultant Qualifications Include:
   1. Experience in conducting evaluations that include specific measures as set forth
      and defined by the Government Performance and Results Act of 1993 (GPRA).
   2. Experience working in a collaborative team setting with public and non-public
      educators, schools and school districts.
   3. Experience conducting evaluations of grant programs in public and non-public
      educational settings.



CONDITIONS AND REQUIREMENTS

A minimum of four copies of the proposal must be provided and shall contain all required
items.

The Schuylkill Intermediate Unit 29 Board of Directors reserves the right to accept or
reject any or all proposals or any part or parts thereof and to award the proposal in the
best interest of the Intermediate Unit.

The proposal may not be withdrawn for a period of ninety (90) days without written
consent of the Schuylkill Intermediate Unit 29.

Each proposal must be a firm proposal subject to (90) days acceptance.

The Schuylkill Intermediate Unit 29 may require prospective consultants to attend
mandatory on-site proposal development and/or proposal presentation meetings.

Questions may be e-mailed to bestd@iu29.org until the close of business on November 6,
2009. Answers to questions will be posted at http://www.iu29.org, Educational Services,
REMS Grant, Project Evaluator RFP.

Proposals will be reviewed by a committee potentially consisting of the Director of
Finance, the Project Director, and one or more members of the Schuylkill County
Schools Readiness and Emergency Management Planning Consortium. While cost will
be weighted heavily, it will not be the sole deciding factor in the selection process. The
following selection criteria will be utilized:

   1. Ability to follow instructions – 10 points
      Specific formatting instructions are provided in this request for proposal for
      respondents’ submittals. The format in which responses are received will serve as
      an indication of the respondent’s ability and desire to follow instructions and
      establish a good working relationship with the Schuylkill Intermediate Unit 29.

   2. Consultant Qualifications – 25 points
      Background and professional qualifications of the person assigned as project
      evaluator.
   3. Experience – 25 points
      Experience in conducting evaluations that include specific measures as set forth
      and defined by the Government Performance and Results Act of 1993 (GPRA);
      experience working in a collaborative team setting with public and non-public
      educators, schools and school districts; and, experience conducting evaluations of
      grant programs in public and non-public educational settings.

   4. Total Cost for Project Evaluator Services – 40 points

The committee plans to make a recommendation to the Schuylkill Intermediate Unit 29
Board of Directors for possible acceptance of the proposal at the December 14, 2009
Board Meeting.



PROTEST PROCEDURES

A protest must be made in writing and submitted to the Director of Finance, Schuylkill
Intermediate Unit 29, 17 Maple Avenue, PO Box 130, Mar Lin, PA 17951. To be
considered a valid protest, it must contain the following information:
       Name of person submitting protest
       Company Name
       Address
       Telephone Number
       Email Address
       Description of item being protested
       Rationale for Protect
       Remedy Sought
       Signature

Only an actual or potential proposer with a direct economic interest in the procurement of
the services requested may protest this proposal action.

Deadlines for protests are as follows:

       Request for Proposal Protest - Protests concerning content included in the
       Request for Proposal must be submitted by the end of the business day on
       November 6, 2009.

       Post Award Protest – Protests concerning the award of the proposal must be
       submitted within 5 business days of the award.

The Director of Finance will provide a written response within 10 business days of the
receipt of the protest. In the event that the Director of Finance cannot reach a
determination within 10 business days, the Director of Finance will notify the protestor of
that fact and will provide a date by which the determination will be made.
In the event that the protestor is not satisfied with the determination, the protestor may
submit a written appeal within 10 business days of receipt of the determination to the
Executive Director, Schuylkill Intermediate Unit 29, 17 Maple Avenue, PO Box 130,
Mar Lin, PA 17951.



NON-DISCRIMINATION POLICY

The Schuylkill Intermediate Unit does not discriminate in its educational programs,
activities or employment practices based on race, color, national origin, sex, sexual
orientation, disability, age, religion, ancestry, union membership, or any other legally
protected category. This policy is in accordance with state law, including the Pennsylvania
Human Relations Act, and with federal law, including Title VI and Title VII of the Civil
Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the
Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967 and the
Americans with Disabilities Act of 1990. The Schuylkill Intermediate Unit’s commitment
to non-discriminatory practices extends to prospective students and employees, current
students and employees, parents of students, community members, and representatives of
outside agencies.

Schuylkill Intermediate Unit employees, community members, and agency representatives
who have a complaint of harassment or discrimination or who seek information about
accommodations for individuals with disabilities should contact Dr. Diane M. Niederriter,
Executive Director and Equal Rights and Opportunities Director, at Schuylkill Intermediate
Unit 29, P.O. Box 130, 17 Maple Avenue, Mar-Lin, PA 17951, telephone number (570)
544-9131 or fax number (570) 544-6412.
                PROPOSAL RESPONSE DOCUMENT
                               Project Evaluator
               Due by November 16, 2009 at 9:00 a.m. prevailing time


Contact Person:
Please indicate the person to be contacted by the Schuylkill Intermediate Unit concerning
any part of this proposal or RFP:

          Name:
           Title:
     Telephone:
   Fax Number:
         E-Mail:



Vendor Assurances:
The Vendor has reviewed the request for proposal and related documents; meets the
consultant qualifications; and can perform the services as described in the proposal
developed by Schuylkill Intermediate Unit 29.

The Vendor understands and agrees to these requirements.
            Agrees/Comply without exception
            Agreed/Comply with clarification, as explained below:




              Take exception, as noted below:




TOTAL PROPOSAL COST:                 ___________________________________


                    Signature                                            Date
Submission Requirements

All vendor proposals shall contain the Proposal Response Document and the following
items in the order and format indicated below:
        1.       A cover letter to introduce your firm and its structure.
        2.       Please provide a brief introduction of the vendor inclusive of business
        history, capabilities and experience in the provisioning of project evaluator
        services.
        3.       Description of prior experiences working in a collaborative team setting
        with public and non-public educators, schools and school districts.
        4.       Description of prior experiences in conducting evaluations that include
        specific measures as set forth and defined by the Government Performance and
        Results Act of 1993 (GPRA).
        5.       Description of prior experience conducting evaluations of grant programs
        in public and non-public educational settings.
        6.       Resume of the person who would serve as Project Evaluator.
        7.       A minimum of 3 references including the contact name, address, telephone
        and fax numbers, and email address for the Project Evaluators’ last projects.
        8.       A minimum of 3 references including the contact name, address, telephone
        and fax numbers, and email address for similar clients to whom your firm has
        provided comparable services.
        9.       A sample of evaluation materials from a previous project similar in scope
        to this request for proposal.
        10.      List of any consulting contracts terminated prior to completion.

This is the total response required; however, failure to provide all required information
may result in disqualification or reduction of points assigned.



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