ATTACHMENT ONE
STATE OF MISSOURI DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION INVITATION FOR BID (IFB)
IFB NO. SLGRANT08-09 TITLE: 2008-2009 Service-Learning Grant ISSUE DATE: August 20, 2008 CONTACT PERSON: Kim Wolf PHONE NO.: (573) 522-2627 E-MAIL: kim.wolf@dese.mo.gov
RETURN BID NO LATER THAN: September 30, 2008 at 3:00 p.m. Central Time MAILING INSTRUCTIONS: Print or type IFB Number and Return Due Date on the lower left hand corner of the envelope or package. Delivered sealed bid must be in DESE office by the return date and time.
RETURN BID TO:
DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION (DESE) COMMUNITY EDUCATION SERVICE-LEARNING PO BOX 480 JEFFERSON CITY MO 65102-0809
CONTRACT PERIOD: Date of Award through June 30, 2009 DELIVER SUPPLIES/SERVICES FOB (Free on Board) DESTINATION TO FOLLOWING ADDRESS: DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION COMMUNITY EDUCATION SECTION SERVICE-LEARNING 205 JEFFERSON STREET JEFFERSON CITY MO 65101
The bidder hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices quoted, in accordance with all requirements and specifications contained herein and Terms and Conditions IFB. The bidder further agrees that the language of this IFB shall govern in the event of a conflict with his/her bid. The bidder further agrees that upon receipt of an authorized purchase order from the DESE or when this IFB is countersigned by an authorized official of the State of Missouri, a binding contract shall exist between the bidder and the DESE. SIGNATURE REQUIRED
AUTHORIZED SIGNATURE PRINTED NAME COMPANY NAME MAILING ADDRESS CITY, STATE, ZIP VENDOR NO. (IF KNOWN) PHONE NO. FAX NO. FEDERAL EMPLOYER ID NO. E-MAIL ADDRESS DATE TITLE
NOTICE OF AWARD (STATE USE ONLY)
ACCEPTED BY STATE OF MISSOURI AS FOLLOWS:
TITLE
DATE
1. 1.1 1.1.1.
INTRODUCTION AND GENERAL INFORMATION History of Service-Learning: The National and Community Service Trust Act of 1993 created a new federal agency known as the Corporation for National and Community Service. The Corporation’s purpose is to provide funds, training, and assistance to states in order to develop and expand service opportunities for young people. A portion of this national legislation created the Learn and Serve America Program for state departments of education to fund local schools that wish to implement Service-Learning. The Missouri Department of Elementary and Secondary Education (DESE) has received federal dollars from the Corporation for National and Community Service in order to administer the Learn and Serve Missouri Grants Program. Pre-Bid Conference: A pre-bid conference regarding this Invitation for Bid will be held on August 27, 2008, at 10:00 a.m. in Room 316 of the Governor’s Office Building, 200 Madison Street, Jefferson City, Missouri. All potential bidders are encouraged to attend this conference in order to ask questions and provide comments on this IFB; however, attendance is not required in order to submit a response. Bidders should bring a copy of the IFB since it will be used as the agenda for the pre-bid conference. Bidders are strongly encouraged to advise the DESE of any special accommodations needed for disabled personnel who will be attending the conference so that these accommodations can be made. Background Information: What is Service-Learning? Service-Learning combines service to the community with student learning in a way that improves both the student and the community. Service-Learning means a method: By which students learn and develop through active participation in thoughtfully organized service experiences that meet actual community needs and that are coordinated in collaboration with the school and community; That is integrated into the student’s academic curriculum and provides structured time for a student to think, talk, or write about what the student did and saw during the actual service activity; That provides students with opportunities to use newly acquired skills and knowledge in real life situations in their own communities; and That enhances what is taught in school by extending student learning beyond the classroom and into the community and helps to foster a sense of caring for others.
1.2 1.2.1
1.2.2
1.2.3
1.3 1.3.1
1.3.2
What Does Service-Learning Look Like? In colleges and schools, Service-Learning is part of the academic curriculum. In community organizations, youth develop practical skills, self-esteem, and a sense of civic responsibility. Examples of Service-Learning projects include: preserving native plants, designing neighborhood playgrounds, teaching younger children to read, testing the local water quality, creating wheelchair ramps, preparing food for the homeless, developing urban community gardens, starting school recycling programs, and much more.
1.3.3
Why is Service-Learning Important? A national study of Learn and Serve America programs suggests that effective Service-Learning Programs improve academic grades, increase attendance in school, and develop personal and social responsibility. 2
Whether the goal is academic improvement, personal development, or both, students learn critical thinking, communication, teamwork, civic responsibility, mathematical reasoning, problem solving, public speaking, vocational skills, computer skills, scientific method, research skills, and analysis. 1.3.4 What are the Types of Service Involved in Service-Learning? Service-Learning may take one or a combination of the following forms: Direct Service Activities are person-to-person and might include tutoring, building an environmental classroom, peer mediation, study buddies, or Adopt-a-Grandparent. Indirect Service Activities are those that benefit the larger community, as in a safe neighborhood campaign, planning and organizing an Adopt-a-Highway program, or conducting an ―Empty Bowls‖ project to benefit the homeless. Advocacy Service Activities might include writing, speaking, presenting, performing, and/or promoting an issue in the public interest, i.e., native ecosystems, anti-smoking campaigns, or the reduction of school and community violence. 1.3.5 Although an attempt has been made to provide accurate and up-to-date information, the DESE does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this IFB. CONTRACTUAL REQUIREMENTS General Requirements: Renewal Award Period The DESE intends to issue awards starting on Date of Award through June 30, 2009 with subsequent twoyear renewal awards to successful applicants. Awards may be renewed pending availability of funds, successful completion of all deliverables, and submission of an approved renewal application. The contract shall not bind, nor purport to bind, the DESE for any contractual commitment in excess of the original award period. 2.1.2 Eligibility for Award Any Missouri school district or charter school who has not been a previous Service-Learning sub grantee is eligible. 2.1.3 Amount of Award The Service-Learning grant will be on a three-year cycle. The first year the school district will receive monies for year one with 100% In-Kind Match with no Cash Match required. In the second year and third year of the grant, the district will need to find the respective cash match to maintain the program at the original funding level of $8,000. Each building listed on the grant will be expected to complete at least two Service-Learning projects over the course of the school year. In most cases, teachers in those buildings listed on the grant will apply to a grant administrator for mini-grants in the amount needed for any given project. Year in Grant Year 1 2008-2009 Year 2 2009-2010 Year 3 2010-2011 Year 4 2011-2012 Grant Amount $8,000 $7,000 $6,000 $0 - Sustainable Match Requirements Percent of Match In-Kind Match 100% - 0% $8,000 90% - 10% $7,000 80% - 20% $6,000 50% - 50% $4,000 3 Total Budget $16,000 $15,000 $14,000 $8,000
2. 2.1 2.1.1
Cash Match $0 $1,000 $2,000 $4,000
2.2
Program Requirements: The bidder shall develop and implement a Service-Learning Program that takes into consideration the following program requirements: A. Program Development: Effective Service-Learning Programs have four components: Preparation, Action, Reflection, and Celebration/Demonstration. See APPENDIX A and C for more detailed information. Preparation requires a knowledgeable program coordinator, teachers, or adult volunteers to guide instruction on the subject(s) or issues related to the service and to assess the knowledge and skills each participant brings to the project. It is important for youth participants to know the issues behind the service, as well as options regarding where to focus their efforts and abilities. Action is the service itself, and must: Be meaningful, Have academic integrity and support the Show-Me Standards, Have adequate supervision, Provide for student voice and ownership, and Be appropriate for the age/learning level of the student. Reflection experiences provide a structured time for youth participants to think, talk, and write about the service project and apply what they have learned. Reflection can also be used as a measure of what has been accomplished and the impact Service-Learning has on participants. Celebration/Demonstration activities recognize the efforts of the participants and provide time and opportunities to demonstrate their learning and experience to others. Activities need to be appropriate for the service done. For example, if students have participated in a project about homelessness, an appropriate Celebration activity would not be a pizza party, but having lunch with the homeless or giving a presentation (Demonstration) to the School Board. B. Focus Areas: Bidders must incorporate at least one of the following focus areas into their Service-Learning Program. The bidder can also include other community needs it wishes to address. Development of a program which include at-risk students/students with special needs/disabilities into a Service-Learning Program. Development of an alcohol and/or drug abuse prevention and/or intervention program to reduce the number of alcohol/drug related offenses in school district. Development of an anti/violence/anti-bullying program to reduce the number of bullying or violent offenses between students. C. Program Objectives: Bidders must incorporate, at a minimum, the following objectives of their projects into their proposed Service-Learning Program (See APPENDIX B): Projects shall be consistent with the principles of Service-Learning; Projects shall align Service-Learning activities with the Show-Me Standards; Projects shall meet a real community need determined through a community needs assessment; Projects shall show youth participants involved in decision making at some level; Projects shall further the development of school partnerships with the community; Projects shall encourage the involvement and training of classroom teachers in the planning of Service-Learning or implementing it into their classroom or school; 4
Projects shall further intergenerational learning concepts linking the young and old together in the schools; Projects shall further the development of school volunteerism; and Projects shall be inclusive, reflecting the diversity of the community and the state.
D. Community-Based Organization Collaboration: Each bidder is required to partner with at least two Community-Based Organizations (CBO). A community-based organization typically means an organization that is representative of a community or a significant segment of a community and that is engaged in meeting human, educational, or environmental community needs. If the partner is a for-profit organization, they should not use their partnership with the Service-Learning Program as a means to generate income or publicity. Roles and Responsibilities: Assist youth in identifying local community needs. Make projects available for students participating in Service-Learning. Assist youth in completing the project through the Service-Learning cycle. Serve on the local Service-Learning Advisory Council in making plans for implementing and sustaining Service-Learning. Publicize Service-Learning to encourage other community members to get involved. E. Performance Measures: All applicants shall submit Service-Learning projects based on provided performance measures submitted by the Missouri Department of Elementary and Secondary Education to the Corporation for National and Community Service. Each applicant shall complete performance measure A, B, or C and complete performance measure D. F. Service-Learning Advisory Council: Each bidder is required to establish a local Service-Learning Advisory Council made of students, parents, staff, administrators, board members, and community members. The group will meet no less than two times each school year. Roles and Responsibilities: Plan professional development opportunities for community and staff on Service-Learning. Develop a plan for assessing the affect of Service-Learning on student achievement. Develop a plan for implementing Service-Learning in the building or district. Develop a plan for making Service-Learning part of the regular curriculum. Develop a plan for sustaining Service-Learning should grant monies no longer be available. Develop a plan for reaching additional community members that might partner in projects or provide opportunities for service. G. Sustainability: Bidders must include a preliminary plan describing how to sustain the program beyond the award period (it is not adequate to say ―our sustainability plan is to look for more funds‖). You must demonstrate a well thought out and systematic plan for sustainability. Descriptions should include plans for maintaining important components of a high quality program. Plans must also address the roles of CBO partner(s) beyond the award period. H. Program Evaluation: Bidders are required to create an evaluation design to provide data on their chosen performance measures within this IFB. 5
Quantitative methods: This can include surveys, tests, or other objective measures of outcomes such as grades, graduation rates, or attendance records. Qualitative methods: The primary tools for qualitative research are: focus groups, personal interviews, and observation.
I.
Training: Budgets are required to include travel funds and substitute salaries for the Service-Learning coordinator or Service-Learning director/teacher to attend two state trainings per year as identified by the DESE. The DESE may allow other trainings in lieu of these where appropriate and reasonably justified. The DESE encourages the bidder to seek additional training to assist in meeting the needs of their Service-Learning Program. The DESE also encourages the bidder to provide opportunities for students to participate in Service-Learning training activities either regionally or statewide. Examples of Meetings: Fall Missouri Learn and Serve America Conference (Coordinator Meeting) - October 2008 National Service-Learning Conference - March 2009 (students attend) Winter Coordinator Training - January 2009 Missouri Service Day - April 2009 (students attend)
2.3
Reporting Requirements: The bidder shall submit the reports identified hereinafter to the state agency for review and approval. For each type of report, the contractor must obtain the prior written approval of the state agency on the format and design of the report prior to its first submission. Service-Learning Monthly Values - This report shows demographic numbers for ServiceLearning activities during the year. It must be done no less than quarterly. The due dates for the school year 2008-2009 are October 15, January 15, March 16, and June 15. This report is part of the web-based reporting system. Year-End Program Report - This report shows progress toward the identified performance measures and objectives. This report is due no later than June 30, 2009. This report is part of the web-based reporting system. Budget Amendment - This form is due as needed. All funds must be shown to be allocated no later than May 15, 2009. Invoice - This form shows expenditures for reimbursement. All funds must be expended no later than June 30, 2009. The due dates for the school year 2008-2009 are October 15, January 15, March 16, and June 15. Final Expenditure Report - This form is due no later than July 15, 2009. Any portion of the award that was not expended by June 30, 2009 will be allocated to other eligible entities. Any other forms and/or materials as required by the DESE.
2.4
Funding: Service-Learning grants cannot exceed three years. The DESE intends to make first year awards through June 30, 2009 with two subsequent one-year renewal awards to successful applicants. Awards may be renewed pending availability of funds, successful completion of all deliverables, submission of complete and accurate year-end reports, submission of an approved renewal application, and program performance. 6
2.4.1
Diminishing Funds: Applicants shall be aware that Service-Learning funds will diminish during the second and third years of the three-year grant. The DESE anticipates that funds will diminish by 12.5% in year two and by 25% in year three. In such cases, the awardees must demonstrate the ability to maintain these diminished amounts in their renewal application for years two and three. Failure to do so will result in renewals not being awarded. In year four, awardees should be 100% responsible for the program and should maintain the program in subsequent years.
2.5
Match Requirements: Match is defined in two ways: 1. Cash Match - Real monies made via cash contribution. 2. In-Kind Match - An amount assigned to donated time or materials directly related to the Service-Learning Program or project that are not purchased with grant monies. All matching contributions will be accounted for separately, itemized, reported by the sub grantee, and the documentation retained for audit purposes. The value of in-kind costs should be reasonable and should not exceed the area market value of the property or service at the time of the donation. Coordinator/teacher hours, salaries, and fringe benefits of professional, clerical, or service personnel may be used as match. Rental or use of space, equipment, or personnel salaries can be prorated only for that portion of time that is directly attributable to Service-Learning. In order to increase sustainability, an effort should be made to secure cash match from state, local, public, or private sources. Match may be generated in any amount from any category. The total match generated at the end of the first grant period must equal 100% of the grant award, all match for this year may be In-Kind. In order to ensure that districts are willing to invest in this program, the district shall generate at least 10% of the match in ―district monies‖ during the second year of the grant and 20% in the final year of the grant. This will be considered monies paid to or for the Service-Learning Program by the district. District monies could be salaries, project monies, monies for buses, attendance of participants at state conferences substitutes, etc. The other 90% of the match in the second year and 80% of the match in the final year can be generated in teacher or volunteer hours, supplies donated by outside sources, etc. A district can generate more, but not less than the total amount awarded in grant monies based on this percentage. The first year the school district will receive monies with 100% In-Kind Match and with no Cash Match required. In the second year of the grant, the amount of funding will be distributed at the district’s discretion. The total listed above will not necessarily be provided to each building. However, each building listed in the formula will be expected to complete at least two Service-Learning projects over the course of the school year. In most cases, teachers in those buildings listed on the grant will apply to the district coordinator for minigrants in the amount needed for any given project.
2.5.1
Examples of Match Include: Rental or use of public or privately owned space For example, a group of students use a room in a banquet hall for a senior adults’ dance. The hall does not charge a fee; therefore, the cost of the room is recorded as match. Rental or use of public or privately owned equipment The district pays a cost for a copier. A coordinator makes copies of a monthly match document to be used by teachers to record their hours spent on Service-Learning. The actual paper and copier usage is not purchased through grant monies, so it can be recorded as match. Salaries and fringe benefits of professional, clerical, or service personnel This may not exceed 65% of the match requirement. Teachers' time during and outside the contracted day spent on Service-Learning may be recorded as match. Multiply the teacher’s hourly wage by the hours. The amount is match. A secretary may assist a coordinator in preparing 7
documents. Because the secretary does not receive grant monies for this duty and it is outside her contracted duties, her time multiplied by her salary may be recorded as match. Coordinators, support staff, or teachers that receive a stipend must determine the number of working hours covered by the stipend. Additional hours may be reported as match. For example: Teacher Smith’s hourly wage is $19.50. She works 4 extra hours a week on Service-Learning projects which are not part of her normal work week. $19.50 x 4=$78.00 per week. $78.00 x 42 weeks is $3,276.00 for the year. Supplies Tools used for projects or training not purchased with grant money. Other items in this category include: office supplies, copies, and other items needed to complete the projects. Donated adult volunteer time A speaker presents to a class on a topic relating to the Service-Learning curriculum. The speaker’s salary multiplied by the hours donated may be recorded as match. If adults (18 or older) volunteer to assist in Service-Learning projects, the approved rate is $19.51 per hour based on federal guidelines found at http://www.independentsector.org/programs/research/volunteer_time.html. Transportation If the school district pays for student transportation to a Service-Learning project or Service-Learning event, this may be used for match. Also, if an item is created as a project and is delivered or if the coordinator travels to a meeting, mileage may be used if reimbursement is not paid from the grant. Professional development If the school district pays attendance fees for a teacher/student to attend a conference that has a direct connection to Service-Learning and it is not taken from the grant, this may be used as match. Justification may need to be given to the State Supervisor regarding the meeting. 2.5.2 Unallowable Match: The following categories of costs are unallowable for use in meeting the matching requirements for Learn and Serve America programs: Funds, property, or equipment derived from other federal sources - unless specifically authorized by the federal department. Funds, property, services, or fraction thereof, used to match grants awarded by other federal agencies - unless duplication is specifically authorized by the federal department. Indirect costs not readily assignable to the program's cost objectives. Costs incurred outside the contract period - unless authorized by the DESE. Funds which are not verifiable from the recipient’s records.
2.6 2.6.1
Invoicing and Payment Requirements: The firm, fixed amount shall constitute the total amount due to the contractor for all services specified in the requirements of this document unless services are specifically listed as reimbursable in the paragraph related to reimbursements, below. a. Upon receipt and approval of a properly prepared quarterly invoice, the state agency shall pay the contractor the amount of verifiable expenditures. b. Any invoice arriving after the due date may be held until the next quarterly payment. 8
c. Any invoice not completed according to specified instructions will be returned and may result in payment not being made until the next quarter. 2.6.2 Other than the payments and reimbursements on the Budget or subsequent Budget Amendment forms, no other payments or reimbursements shall be made to the contractor for any reason. Other Contractual Requirements: Business Compliance - The contractor must be in compliance with the laws regarding conducting business in the State of Missouri. The contractor certifies by signing the signature page of this original document and any amendment signature page(s) that the contractor and any proposed subcontractors either are presently in compliance with such laws or shall be in compliance with such laws prior to any resulting contract award. The contractor shall provide documentation of compliance upon request by the DESE. The compliance to conduct business in the state shall include, but not necessarily be limited to: a. b. c. d. e. f. 2.7.2 Registration of business name (if applicable) Certificate of authority to transact business/certificate of good standing (if applicable) Taxes (e.g., city/county/state/federal) State and local certifications (e.g., professions/occupations/activities) Licenses and permits (e.g., city/county license, sales permits) Insurance (e.g., worker’s compensation/unemployment compensation)
2.7 2.7.1
Authorized Personnel - The contractor understands and agrees that by signing the IFB, the contractor certifies the following: a. The contractor shall only utilize personnel authorized to work in the United States in accordance with applicable federal and state laws. This includes but is not limited to the Illegal Immigration Reform and Immigrant Responsibility Act (IIRIRA) and INA Section 274A. If the contractor is found to be in violation of this requirement or the applicable laws of the state, federal and local laws and regulations, and if the State of Missouri has reasonable cause to believe that the contractor has knowingly employed individuals who are not eligible to work in the United States, the state shall have the right to cancel the contract immediately without penalty or recourse and suspend or debar the contractor from doing business with the state. The contractor agrees to fully cooperate with any audit or investigation from federal, state or local law enforcement agencies.
b.
c.
2.7.3
Contract - A binding contract shall consist of: (1) the IFB, amendments thereto; (2) the contractor’s bid; (3) clarification of the bid, if any; and (4) the DESE’s acceptance of the bid by ―notice of award‖. All Exhibits and Attachments included in the IFB shall be incorporated into the contract by reference. a. b. The contract expresses the complete agreement of the parties and performance shall be governed solely by the specifications and requirements contained therein. Any change to the contract, whether by modification and/or supplementation, must be accomplished by a formal contract amendment signed and approved by and between the duly authorized representative of the contractor and the DESE prior to the effective date of such modification. The contractor expressly and explicitly understands and agrees that no other method and/or no other document, including correspondence, acts, and oral communications by or from any person, shall be used or construed as an amendment or modification to the contract.
9
2.7.4
Contract Period - The original contract period shall be as stated on page 1 of the IFB. The contract shall not bind, nor purport to bind, the state for any contractual commitment in excess of the original contract period. The DESE shall have the right, at its sole option, to renew the contract for additional one-year periods, or any portion thereof. In the event the DESE exercises such right, all terms and conditions, requirements and specifications of the contract shall remain the same and apply during the renewal period, pursuant to applicable option clauses of this document. Renewal Periods - If the option for renewal is exercised by the DESE, the contractor shall agree that the prices for the renewal period shall not exceed the maximum price for the applicable renewal period stated on the Pricing Page of the contract. a. If renewal prices are not provided, then prices during renewal periods shall be the same as during the original contract period. The DESE does not automatically exercise its option for renewal based upon the maximum price and reserves the right to offer or to request renewal of the contract at a price less than the maximum price stated.
2.7.5
b.
2.7.6
Termination - The DESE reserves the right to terminate the contract at any time, for the convenience of the State of Missouri, without penalty or recourse, by giving written notice to the contractor at least thirty (30) calendar days prior to the effective date of such termination. In the event of termination pursuant to this paragraph, all documents, data, reports, supplies, equipment, and accomplishments prepared, furnished or completed by the contractor pursuant to the terms of the contract shall, at the option of the , become the property of the State of Missouri. The contractor shall be entitled to receive just and equitable compensation for services and/or supplies delivered to and accepted by the State of Missouri pursuant to the contract prior to the effective date of termination. Contractor Liability - The contractor shall be responsible for any and all personal injury (including death) or property damage as a result of the contractor's negligence involving any equipment or service provided under the terms and conditions, requirements and specifications of the contract. In addition, the contractor assumes the obligation to save the State of Missouri, including its agencies, employees, and assignees, from every expense, liability, or payment arising out of such negligent act. a. The contractor also agrees to hold the State of Missouri, including its agencies, employees, and assignees, harmless for any negligent act or omission committed by any subcontractor or other person employed by or under the supervision of the contractor under the terms of the contract.
2.7.7
b. The contractor shall not be responsible for any injury or damage occurring as a result of any negligent act or omission committed by the State of Missouri, including its agencies, employees, and assignees. c. Under no circumstances shall the contractor be liable for any of the following: (1) third party claims against the state for losses or damages (other than those listed above); or (2) economic consequential damages (including lost profits or savings) or incidental damages, even if the contractor is informed of their possibility.
2.7.8
Insurance - The contractor shall understand and agree that the State of Missouri cannot save and hold harmless and/or indemnify the contractor or employees against any liability incurred or arising as a result of any activity of the contractor or any activity of the contractor's employees related to the contractor's performance under the contract. Therefore, the contractor must acquire and maintain adequate liability insurance in the form(s) and amount(s) sufficient to protect the State of Missouri, its agencies, its employees, its clients, and the general public against any such loss, damage and/or expense related to his/her performance under the contract. The insurance shall include an endorsement that adds the State of Missouri as an additional insured. Subcontractors - Any subcontracts for the products/services described herein must include appropriate provisions and contractual obligations to ensure the successful fulfillment of all contractual obligations agreed 10
2.7.9
to by the contractor and the State of Missouri and to ensure that the State of Missouri is indemnified, saved, and held harmless from and against any and all claims of damage, loss, and cost (including attorney fees) of any kind related to a subcontract in those matters described in the contract between the State of Missouri and the contractor. a. The contractor shall expressly understand and agree that he/she shall assume and be solely responsible for all legal and financial responsibilities related to the execution of a subcontract.
b. The contractor shall agree and understand that utilization of a subcontractor to provide any of the products/services in the contract shall in no way relieve the contractor of the responsibility for providing the products/services as described and set forth herein. c. The contractor must obtain the approval of the State of Missouri prior to establishing any new subcontracting arrangements and before changing any subcontractors. The approval shall not be arbitrarily withheld.
2.7.10 Substitution of Personnel - The contractor agrees and understands that the State of Missouri's agreement to the contract is predicated in part on the utilization of the specific key individual(s) and/or personnel qualifications identified in the proposal. Therefore, the contractor agrees that no substitution of such specific key individual(s) and/or personnel qualifications shall be made without the prior written approval of the state agency. The contractor further agrees that any substitution made pursuant to this paragraph must be equal or better than originally proposed and that the state agency's approval of a substitution shall not be construed as an acceptance of the substitution's performance potential. The State of Missouri agrees that an approval of a substitution will not be unreasonably withheld. 2.7.11 Contractor Status - The contractor represents himself or herself to be an independent contractor offering such services to the general public and shall not represent himself/herself or his/her employees to be an employee of the State of Missouri. Therefore, the contractor shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc., and agrees to indemnify, save, and hold the State of Missouri, its officers, agents, and employees, harmless from and against, any and all loss; cost (including attorney fees); and damage of any kind related to such matters. 2.7.12 Coordination - The contractor shall fully coordinate all contract activities with those activities of the state agency. As the work of the contractor progresses, advice and information on matters covered by the contract shall be made available by the contractor to the DESE throughout the effective period of the contract. 2.7.13 Property of State - All documents, data, reports, supplies, equipment, and accomplishments prepared, furnished, or completed by the contractor pursuant to the terms of the contract shall become the property of the state. Upon expiration, termination, or cancellation of the contract, said items shall become the property of the DESE. 2.7.14 Confidentiality - The contractor shall agree and understand that all discussions with the contractor and all information gained by the contractor as a result of the contractor’s performance under the contract shall be confidential and that no reports, documentation, or material prepared as required by the contract shall be released to the public without the prior written consent of the state agency. 3. 3.1 3.1.1 BIDDER’S SUBMISSION INSTRUCTIONS Bid Detail Requirements and Deviations: It is the bidder’s responsibility to submit a bid that meets all mandatory specifications stated herein. The bidder should clearly identify deviations from both mandatory and desirable specifications stated in the IFB. Any deviation from a mandatory requirement may render the bid non-responsive. Any deviation from a desirable specification may be reviewed by the department as to its acceptability and impact on competition. 11
3.1.2
Bidders should note: A descriptive brochure of the item bid may not be acceptable as clear identification of deviations from the written specification. Determination for Award: The award of contract shall be made to the lowest priced responsive bidder. The DESE reserves the right to reject any bid which is determined unacceptable for reasons which may include but are not necessarily limited to: 1) failure of the bidder to meet mandatory general performance specifications; and/or 2) failure of the bidder to meet mandatory technical specifications; and/or, 3) receipt of any information, from any source, regarding delivery of unsatisfactory product or service by the bidder within the past five years. As deemed in its best interests, the DESE reserves the right to clarify any and all portions of any bidder’s offer. Submission of Invitations for Bid: Electric submission of bids through the on-line bidding web site is not available for this IFB. When submitting a bid, the bidder must include two (2) additional copies along with their original bid for a total of three (3). All three must be contained within the same envelope. The department will not add items to the IFB’s received, nor will the department remove items from the IFB’s received. If any adjustment to the IFB is needed, applicant must replace the entire IFB with another prior to the due date. In such cases, when submitting the new IFB, applicant must inform the DESE to replace the previous IFB with the new one. To facilitate the evaluation process, the contractor MUST organize their bid as described herein in 3.3.6. a. Each page must be titled as it appears in 3.3.6 in the top right hand margin. b. The bid should be page numbered chronologically in lower right hand corner. c. Each attachment should be no more than the requested number of pages and the font style must be either Arial or Times New Roman and the point size no smaller than 11 point. d. All pages requesting signatures must have the appropriate signatures e. Do not add fancy bindings or add unasked for information. f. Bids must be on regular white bond paper and must be bound in the upper left hand corner by a staple. The applicant is cautioned that it is the applicant’s sole responsibility to submit information related to the evaluation components and that the DESE is under no obligation to solicit such information if it is not included with the IFB. The applicant’s failure to submit such information may cause an adverse impact on the evaluation of the IFB. The following components must be included in the bid in the order as indicated: I. Application Cover Page ATTACHMENT ONE II. Program Summary and Abstract ATTACHMENT TWO III. Statement of Assurances ATTACHMENT THREE IV. Budget Sheets ATTACHMENT FOUR - B1, B2, B3 V. Program Narrative ATTACHMENT FIVE VI. Performance Measures ATTACHMENT SIX - A, B, C, and D VII. Sustainability of Program ATTACHMENT SEVEN VIII. Letters of Support (see Letters of Support 4.1.3) - APPENDIX D Bids must be received by the DESE no later than 3:00 p.m. on September 30, 2008.
3.2 3.2.1
3.3 3.3.1 3.3.2
3.3.3
3.3.4
3.3.5
3.3.6
3.3.7
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3.4 3.4.1
Evaluation and Award Process: After determining that a bid satisfies the mandatory requirements stated in the IFB, the evaluator(s) must use both objective analysis and subjective judgment in conducting a comparative assessment of the bid in accordance with the evaluation criteria stated below. The percentages are as follows: Quality of Program Narrative ................................................................................................... 50 % Quality of Program Measures .................................................................................................. 15 % Quality of Budget and Justification ......................................................................................... 15 % Quality of Letters of Support .................................................................................................... 10 % Quality of Sustainability of Program ........................................................................................ 10 %
3.4.2
Following review and recommendations by a peer review panel using the criteria and priorities described in this document, award recipients will be designated. Costs and budget demonstrates reasonable costs in relationship to number of persons to be served and to the anticipated results and benefits. The budget matches the needs listed in narratives and detailed narrative matches budget form, with items clearly explained. Within program narrative the following information must be provided: a. Provide a description of the proposed services that will be performed and/or the proposed products that will be provided by Missourians and/or Missouri products. b. Provide a description of the economic impact returned to the State of Missouri through tax revenue obligations. c. Provide a description of the company's economic presence within the State of Missouri (e.g., type of facilities: sales offices; sales outlets; divisions; manufacturing; warehouse; other), including Missouri employee statistics. d. If any products and/or services offered under this IFB are being manufactured or performed at sites outside the continental United States, the offer MUST disclose such fact and provide details with the bid. BID COMPONENTS The following components shall be labeled and included in the bid in the order as indicated in 3.3.6: Application Cover Page ATTACHMENT ONE Program Summary and Abstract ATTACHMENT TWO Statement of Assurances ATTACHMENT THREE Budget ATTACHMENT FOUR - B1, B2, B3 a. Complete budget, labeled ATTACHMENT FOUR - B1, B2 (year one actual budget, projected for year two) b. Provide itemized justifications labeled ATTACHMENT FOUR - B3 according to directions on each page. Failure to do so may result in items or services not being approved. (This is for year one only.) Acceptable example: $500 professional development: $150 Learn and Serve Conference registration fee x 2 people = $100 lodging x 2 people x 1 night = Unacceptable example: $500 professional development 13 $300 $200 $500
3.4.3
3.4.4
4. 4.1
Program Narrative ATTACHMENT FIVE (8 pages total) Specifically, applicants will be asked to provide information on each of the following components: I. General Program Summary a. Program Description - This section should describe the overall Service-Learning Program that the school district is going to build through the grant monies, professional development opportunities and community involvement. b. Focus Area and Other Community Needs - This section must identify one of the focus areas described in 2.2. This section should also describe how this focus area will address a community need in the bidder’s school district. The bidder can also address any other community needs they wish to address during the grant period. Data should be supplied to support focus areas and other community needs. c. Preparation - This section should include a clear description of how student participants will be engaged in the planning of the Service-Learning Program activities. d. Service Activities - This section should include a clear description of what will take place, who will be involved, and when and where service(s) will be provided. Please note that student involvement is the foundation of Service-Learning. Learn and Serve America programs must involve students in the performance of direct, indirect or advocacy service. Preferably, students should be engaged in service activities for a minimum of 25 hours per year. Additionally, any staff or volunteer training needs should be addressed in this section. e. Reflection - Reflection activities should be well defined and provide for a variety of ways for students to think critically about their service experience throughout the year. It is not enough to say they will maintain a journal for the course of the year. f. Celebration/Demonstration - Celebration activities should be well defined, appropriate for the projects, and provide closure to the program along with describing how students will be recognized for their service. Demonstration activities should highlight any learned skills or knowledge by the students participating in Service-Learning activities.
g. Applicant Qualifications - This section should include a description of the program coordinator’s experience, if any, in effectively managing a Service-Learning Program or a federal, state, or foundation grant. Relevant experience in managing finances, promoting youth leadership, coordinating service activities with curriculum, and/or replicating successful programs should be cited. II. Curriculum Connection This section should include a description of how the program will incorporate Service-Learning activities, which are also tied to the identified focus area and/or other community needs, with their curriculum and the Show-Me Standards. It is critically important that the application clearly articulates the program’s connection to and promotion of the academic curriculum. Curricular connections need not be limited to one area of study; teachers of varied subject areas are encouraged to work together to create projects. III. Evaluation Applicants should show how students’ mastery of key concepts will be measured. Classroom assessments that measure student achievement may include assessments such as improvement on standardized tests, rubrics, and behavior checklists. The measurement of outcomes should be directly related to the curriculum connection component of the application. IV. Partnerships This section should identify relevant program partners (other teachers, administrators, other schools, educational institutions, parents, nonprofit organizations, local and state government agencies, corporate partners, national service programs like AmeriCorps, etc.) and should clearly articulate each 14
partner’s roles and responsibilities in implementing the project as well as contributions (monetary or otherwise) that each partner is willing to make to the project. V. Outreach/Replication This section should clearly state how the program will seek to promote and, if appropriate, replicate Service-Learning activities in other classrooms, schools, communities, etc. The application should offer ways to increase school and community awareness of Service-Learning. Performance Measures ATTACHMENTS SIX - A, B, C, and D The Performance Measures have been identified for the three-year grant cycle. Each bidder is expected to complete a project which will meet the state Performance Measure stated in Attachment Six A, B or C and complete Attachment Six D. Sustainability of Programs ATTACHMENT SEVEN (1 page limit) A preliminary plan for continuation of the Service-Learning Program after federal funding ends. Provide the following labeled as ATTACHMENT SEVEN a. A preliminary plan describing how to sustain the program beyond the award period (it is not adequate to say ―our sustainability plan is to look for more funds‖). Bidder will demonstrate a well thought out and systematic plan for sustainability. Descriptions shall include plans for maintaining important components of a high quality program (such as: transportation, staff retention [including volunteer participation], resources, etc.). Plans will also address the roles of the specified partners beyond the award period. Letters of Support APPENDIX D Please label all letters as APPENDIX D a. IFB must contain a letter of support from each designated community-based partner listed as partners in the application. There is a sample letter within this IFB APPENDIX D. A letter should be written by the CBO stating how they will be involved in Service-Learning activities and the bidder’s ServiceLearning Program.
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ATTACHMENT TWO PROGRAM SUMMARY AND ABSTRACT Contact Information: Superintendent Name District Name District Address City Contact Person Building Name Address City Summer Phone E-mail** Contact Phone Contact Fax State Alternate E-mail** Zip State
County District Code District Phone District Fax Zip
**This is required. Most grant correspondence is sent by E-mail.** Community-Based Partners Contact Person E-mail** Organization Name Address City Contact Person Organization Name Address City E-mail** Contact Phone Contact Fax State Zip Contact Phone Contact Fax State Zip
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ATTACHMENT TWO - CONTINUED
Please list all buildings to participate in the Service-Learning Program. Name of building 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Grade level Estimated number of participants
12. 13. 14. 15. 16.
District setting
Rural
Urban
Estimated number of volunteers Estimated number of teachers Senatorial District and Senator House District and Representative
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ATTACHMENT THREE STATEMENT OF ASSURANCES WHEREAS, the DESE has applied for and received a grant pursuant to the National and Community Service Trust Act of 1993; and WHEREAS, the DESE is desirous of having the Sub grantee establish programs (or other relevant services); and WHEREAS, the Sub grantee is willing to provide such services; NOW, THEREFORE, the DESE and the Sub grantee do mutually agree as follows: 1. The Agreement shall not bind nor purport to bind the DESE for any contractual commitment in excess of the original project period. All project costs must be incurred during the time period of grant award to June 30, 2009. The DESE shall have the right, at its sole option, to extend this Project Agreement for three one-year periods, or a portion thereof. 2. In the event that the DESE exercises its option, all terms, conditions, and provisions of the original Project Agreement shall remain the same and apply during the extension period, unless otherwise stipulated. 3. This Project Agreement is subject to all applicable terms and conditions of 45 CFR (Code of Federal Regulations) Chapter XXV, and any amendments or revisions thereto, which by this reference are incorporated herein as if fully rewritten. 4. This Project Agreement is subject to all the terms and conditions of the National and Community Service Trust Act of l993, and any amendments or revisions thereto, which by this reference are incorporated herein as if fully rewritten. 5. Sub grantee agrees to abide by any letters or memorandums issued by the DESE or the Corporation for National Service (CNCS) relating to policy decisions on the administration of program or activities funded under this Project Agreement. 6. The Sub grantee will proceed and save the DESE herein, harmless from any and all loss, claims, expenses, actions, causes of actions, costs, damages, and obligations, final or otherwise, arising from any and all acts of the Sub grantee, its agents, employees, licensees, school employees or participants hereunder or invitees that result in injury to property or loss to the DESE, arising from performance of this agreement, as those injuries, damages or losses relate to any person, corporation, partnership or any other entity. 7. The Sub grantee assumes full liability for the actions of itself for expenditures determined by the DESE to be unallowable. The Sub grantee further agrees to repay all expenditures determined by the DESE to be unallowable from non-CNCS sources. 8. It is agreed and understood that this Project Agreement may be terminated by either party upon 30 days written notice. If, through any cause, the Sub grantee shall violate any of the covenants, agreements, or stipulations of this Project Agreement, the DESE shall thereupon have the right to suspend, reduce, or terminate this Project Agreement. 9. The operation of this Project Agreement is contingent upon the DESE's receipt of sufficient funds from the Corporation for National and Community Service; otherwise, this agreement is void and of no force and effect. Unused and/or unauthorized funds will revert to the DESE upon termination of this Project Agreement. 10. The Sub grantee shall provide and perform the services agreed upon and approved by the DESE as described in the approved grant application. Any changes in the scope of work as stated in the grant application shall be made by written amendment and signed by all parties. 11. The Sub grantee agrees to maintain an accounting system to document expenses and match, which are reported to the DESE. 12. The Sub grantee shall retain all records pertinent to this Project Agreement, including financial, statistical, property and participant records and supporting documentation, for a period of three years from the date of obligation of funds.
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ATTACHMENT THREE - CONTINUED 13. The aforementioned records will be retained beyond three years if any litigation or audit is begun or if a claim is instituted involving this Project Agreement. In these instances, the records will be retained until the litigation, audit or claim has been finally resolved. 14. The Sub grantee shall not assign this Project Agreement or any part thereof without the written consent of the DESE, and in no case shall such consent relieve the Sub grantee from the obligation under or change the terms of the Project Agreement. 15. All parts of this Project Agreement must be complied with, through use of staff employed by the district of the sub grantee. 16. Sub grantee agrees to submit to the DESE in a timely and appropriate manner all required reports and other information requested by the DESE including but not limited to quarterly reimbursement forms, mid-year and end-year reports, and final expenditure reports. 17. The DESE or its representative(s) has the right to monitor programs and fiscal activities under this Project Agreement to ensure that performance goals are being met, that appropriate administrative procedures, controls, and records are maintained, and Project Agreement terms and conditions are being fulfilled. The Sub grantee shall also permit on-site visits by representatives from the Corporation for National and Community Service and any other state or federal agency as legally authorized, to monitor all activities under this Project Agreement for which funds have been provided. 18. The Sub grantee will agree to perform all actions and support all intentions stated in the Certifications. The three Certifications are: The Sub grantee certifies that it is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. The Sub grantee ensures compliance with the Drug-Free Workplace Requirements for Federal Grant Recipients under Section 5153 through 5158 of the Anti-Drug Abuse Act of 1988. The Sub grantee certifies that no funds provided under this Project Agreement shall be expended for lobbying activities.
19. Missouri Service-Learning funds will be used to serve school-aged students enrolled in grades K-12. 20. Prior to the placement of a participant, the program will consult with any local labor organization representing employees in the area who are engaged in the same or similar work as that proposed to be carried out by the program. 21. The Sub grantee agrees to develop an age-appropriate learning component for participants in the program that shall include a chance for participants to reflect on service experiences and expected learning outcomes. A minimum of two projects per building listed on the application must be completed within the grant period. At least one third of the projects must benefit the community at large (benefit persons outside the school community). 22. The Sub grantee agrees to establish a local advisory committee that consists of representatives of these groups: community-based agencies, youth, parents, teachers, administrators, and school board members. Said committee will meet no less than two times each school year. 23. The applicant will participate in all regional and state meetings as required by the DESE. 24. The sub grantee shall establish a community-based partner which has demonstrated expertise in the provision of services that meet human, environmental, education or public safety needs. The partner is a non-for-profit agency (colleges, universities, and state agencies are acceptable.) The partner has been in existence at least one year prior to the date of this application. The partner will assist in or make projects available for student participants. 25. The Sub grantee agrees to obtain a permission form signed by a parent or legal guardian which acknowledges that they are aware that their child will be involved in Service-Learning related activities when those activities occur off school grounds. 19
ATTACHMENT THREE - CONTINUED 26. The Sub grantee agrees to complete one Service-Learning project in each building or two per district listed on the grant application page within the given school year. 27. The sub grantee shall not purchase equipment over the amount of $1,000 without prior approval of the DESE program supervisor. The school district and any partnering school district fully understands the Assurances and the responsibility for compliance placed upon the organization by the Assurances. The contractor will refund directly to the DESE any unused or misused funds. Any significant revision of the approved bid will be requested by the contractor prior to the enactment of the change. ______________________________________ _______________________________________ _____________ Authorized Signature Print Name Date ______________________________________ _______________________________________ _____________ Signature of Contact Person Print Name Date
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ATTACHMENT FOUR - B1 ACTUAL BUDGET SUMMARY Year One (Make additional copies as needed) Program Name: _____________________________________________________________ Budget Categories Program Coordinator Salaries/Stipend (Must not exceed $2,000) Support Staff Salaries Substitute Salaries Equipment Supplies Travel and Transportation Professional Development Fall Coordinator Meeting - State Conference Spring Coordinator Meeting Other Conferences (describe which meeting on ATTACHMENT FOUR – B3) Miscellaneous (describe on ATTACHMENT FOUR – B3) $ $ $ $ $ $ $ $ $ $ $ Total Grant Monies $ Match Categories Program Coordinator Salaries/Stipend Support Staff Salaries Substitute Salaries (Total of first three categories must not exceed $5,200) Travel and Transportation Supplies Equipment Professional Development Miscellaneous (describe on ATTACHMENT FOUR – B3) $ $ $ $ $ $ $ $ Cash $ $ $ $ $ $ $ $ In-Kind Amount
Total Match Monies (Cash + In-Kind) $ Total Grant Monies From Above + $
Total Amount (Grant + Match) $
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ATTACHMENT FOUR - B2 ACTUAL BUDGET SUMMARY Projected Year Two (Make additional copies as needed) Program Name: _____________________________________________________________
Budget Categories Program Coordinator Salaries/Stipend (Must not exceed $2,000) Support Staff Salaries Substitute Salaries Equipment Supplies Travel and Transportation Professional Development Fall Coordinator Meeting - State Conference Spring Coordinator Meeting Other Conferences (describe which meeting on ATTACHMENT FOUR – B3) Miscellaneous (describe on ATTACHMENT FOUR – B3) $ $ $ $ $ $ $ $ $ $ $ Total Grant Monies $ Match Categories Program Coordinator Salaries/Stipend Support Staff Salaries Substitute Salaries (Total of first three categories must not exceed $5,200) Travel and Transportation Supplies Equipment Professional Development Miscellaneous (describe on ATTACHMENT FOUR – B3) $ $ $ $ $ $ $ $ Cash $ $ $ $ $ $ $ $
Amount
In-Kind
Total Match Monies (Cash + In-Kind) $ Total Grant Monies From Above + $
Total Amount (Grant + Match) $
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ATTACHMENT FOUR - B3 Itemized Budget Justification Within the space provided, provide an itemized justification sufficiently explaining each budget category on ATTACHMENT FOUR - B1. (See example in 4.1)
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Program Narrative I. General Program Summary - (Please limit answers to the space provided)
ATTACHMENT FIVE Page 1 of 8
a) Program Description - Please describe the Service-Learning Program in 100 words or less.
b) Focus Area and other Community Needs - Please describe the focus area and any other community needs that the Service-Learning Program will address. Show any data to support focus area(s) and other community needs.
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ATTACHMENT FIVE - CONTINUED Program Narrative Page 2 of 8
c) Preparation - Please describe how student participants will be engaged in the planning of the ServiceLearning Program.
d) Service Activities - What service activities will be included in the program? Who will be involved in the Service-Learning Program? Where will Service-Learning activities take place? What is the timeline for the program? What are the specific training needs for staff or student participants and how will the training be incorporated into the program?
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ATTACHMENT FIVE - CONTINUED Program Narrative Page 3 of 8
e) Reflection - Define the reflection activities planned for student participants. How will student participants have the opportunity to think critically about their Service-Learning throughout the program?
f) Celebration/Demonstration - Define the celebration/demonstration activities planned for the program, including a plan to recognize student participants for their service as part of their Service-Learning Program or an occasion to demonstrate their learned skills through presentation activities.
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ATTACHMENT FIVE - CONTINUED Program Narrative Page 4 of 8
g) Applicant Qualifications - What, if any, experience does the program coordinator have in effectively managing a Service-Learning Program or a federal, state, or foundation grant? List any relevant experience in promoting youth leadership, financial management, integrating service into the academic curriculum, and/or expanding or replicating these programs.
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ATTACHMENT FIVE - CONTINUED Program Narrative Page 5 of 8
II. Curriculum Connection The connection of curriculum and service is critical to quality Service-Learning. Describe how your ServiceLearning projects will tie to the curriculum. For example, if you choose a food drive for the local food pantry, how will this food drive be connected to the curriculum?
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ATTACHMENT FIVE - CONTINUED Program Narrative Page 6 of 8
III. Evaluation a. Describe your plan to evaluate the success of your Service-Learning Program. How will student achievement be measured and what are the assessment tools you plan to use to measure student achievement?
b.
How are the measured outcomes related to the curriculum component of your program? Please refer to the assessments listed in the previous answer and the standards, benchmarks, and grade level expectations cited in the curricular connection section.
c.
If you coordinate an existing Service-Learning Program, please share how the Service-Learning Program was evaluated, including student learning of key concepts and specific measured results.
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ATTACHMENT FI VE - CONTINUED Program Narrative Page 7 of 8
IV. Partnerships Please identify relevant program partners and the role these partners will play in the Service-Learning Program. Please show how these partners are involved in the Service-Learning cycle. Please list partner, role, responsibility, and contribution to the program. Partners may include other teachers, administrators, parents, volunteers, educational institutions, not-for-profit organizations, local and state government agencies, businesses, and other national service programs (i.e. AmeriCorps and Senior Corps).
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ATTACHMENT FIVE - CONTINUED Program Narrative V. Outreach/Replication What, if any, are your plans to promote Service-Learning beyond the participating classroom? Page 8 of 8
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ATTACHMENT SIX-A Performance Measures Worksheets Below are performance measures which were submitted to the Corporation for National and Community Service. We are in our first year of a three-year cycle, so these performance measures will be used for the next three years. Choose the performance measure (A, B, or C) associated with your identified focus area. In the blank cells on the right, please respond to the corresponding questions. Bidder must also complete performance measure D. Do not offer responses in cells that are not blank. PLEASE BE AS SPECIFIC AS POSSIBLE. Performance Measure A – Alcohol/Drug Abuse Prevention/Intervention Focus Area Performance Measures 1) Identify the result you expect to achieve and label as output, intermediate or end outcome.
END OUTCOME: Students will decrease the level of substance abuse in their school through peer mentoring and/or peer intervention programs resulting in a 25% decrease in substance abuse offenses across the state.
2) Describe how you will achieve this result i.e., what Service-Learning project will achieve this result. Be specific—which students will participate? When?
3) What instruments and data will you use to measure the results?
4) What are the targets that you expect to meet during the grant period? These are statewide targets, not per district. 5) Restate the complete performance measure by combining steps 1 and 4 above. This is your performance measure.
Year One: 5% Year Two: 15% Year Three: 25% Students will develop mentoring and peer intervention programs to decrease the number of students experimenting with drugs and alcohol; therefore, decreasing the number of substance abuse offenses reported to the Department. In 2005, 523 alcohol-related offenses and 2,378 drugrelated offenses were reported to the Department.
6) If you have data for this performance measure from prior years, report it here.
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ATTACHMENT SIX-B Performance Measure B – Inclusion of At-Risk and Special Needs/Students with Disabilities Focus Area Performance Measures 1) Identify the result you expect to achieve and label as output, intermediate or end outcome.
END OUTCOME: By the end of year three, 90% of Learn and Serve Missouri sub grants will include students with disabilities/special needs and at-risk students as part of the Service-Learning Program.
2) Describe how you will achieve this result i.e., what Service-Learning project will achieve this result. Be specific—which students will participate? When?
3) What instruments and data will you use to measure the results?
4) What are the targets that you expect to meet during the grant period? These are statewide targets, not per district. 5) Restate the complete performance measure by combining steps 1 and 4 above. This is your performance measure.
Year One: 50% of sub grants Year Two: 75% of sub grants Year Three: 90% of sub grants Learn and Serve Missouri sub grants will include students with disabilities/special needs and at-risk students as part of the Service-Learning Program which will in turn allow for a more inclusive and high-quality Service-Learning Program. No data to report.
6) If you have data for this performance measure from prior years, report it here.
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ATTACHMENT SIX-C Performance Measure C – Anti-Violence/Anti-Bullying Focus Area Performance Measures 1) Identify the result you expect to achieve and label as output, intermediate or end outcome.
END OUTCOME: Students will decrease the level of bullying/violent offenses between students in their school through anti-violence/anti-bullying programs resulting in a 25% decrease in offenses across the state.
2) Describe how you will achieve this result i.e., what Service-Learning project will achieve this result. Be specific—which students will participate? When?
3) What instruments and data will you use to measure the results?
4) What are the targets that you expect to meet during the grant period? These are statewide targets, not per district. 5) Restate the complete performance measure by combining steps 1 and 4 above. This is your performance measure. 6) If you have data for this performance measure from prior years, report it here.
Year One: 15% of sub grants Year Two: 25% of sub grants Year Three: 50% of sub grants Students will develop anti-violence and/or antibullying programs to decrease the number of studentinvolved offenses; therefore, decreasing the number of violent offenses reported to the Department. No data to report.
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ATTACHMENT SIX-D Performance Measure – For All Bidders Performance Measures 1. Identify the result you expect to achieve and label as output, intermediate or end outcome.
END OUTCOME: Service-Learning Programs and participants will show an increase in the quality of their Service-Learning projects by increasing the student voice, improving their reflection, celebration/demonstration activities, and collaborating with their community-based partners more effectively.
2. Describe how you will achieve this result i.e., what Service-Learning project will achieve this result. Be specific—which students will participate? When?
3. What instruments and data will you use to measure the results? Part of the measurement for this outcome will be done via NPASS. Please list the instruments you will use to evaluate your projects.
4. What are the targets that you expect to meet during the grant period?
Year One: 50% of each school’s projects Year Two: 75% of each school’s projects Year Three: 100% of each school’s projects Service-Learning Programs and participants will have high-quality Service-Learning projects by increasing the student’s voice, improving their reflection and celebration/demonstration activities, and collaborating with their community-based partners more effectively. Sub grants average about 50% of their ServiceLearning projects which can be considered highquality Service-Learning.
5. Restate the complete performance measure by combining steps 1 and 4 above. This is your performance measure.
6. If you have data for this performance measure from prior years, report it here.
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ATTACHMENT SEVEN
Sustainability of Program Provide a preliminary plan for continuation of the Service-Learning Program after federal funding ends.
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STATE OF MISSOURI
DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION TERMS AND CONDITIONS -- INVITATION FOR BID
1. TERMINOLOGY/DEFINITIONS
Whenever the following words and expressions appear in an Invitation for Bid (IFB) document or any amendment thereto, the definition or meaning described below shall apply. a. Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Department of Elementary and Secondary Education (DESE). The agency is also responsible for payment. b. Amendment means a written, official modification to an IFB or to a contract. c. Attachment applies to all forms which are included with an IFB to incorporate any informational data or requirements related to the performance requirements and/or specifications. d. Bid Opening Date and Time and similar expressions mean the exact deadline required by the IFB for the receipt of sealed bids. e. Bidder means the person or organization that responds to an IFB by submitting a bid with prices to provide the equipment, supplies, and/or services as required in the IFB document. f. Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services. g. Contractor means a person or organization who is a successful bidder as a result of an IFB and who enters into a contract. h. Exhibit applies to forms which are included with an IFB for the bidder to complete and submit with the sealed bid prior to the specified opening date and time. i. Invitation for Bid (IFB) means the solicitation document issued by the DESE to potential bidders for the purchase of equipment, supplies, and/or services as described in the document. The definition includes these Terms and Conditions as well as all Pricing Pages, Exhibits, Attachments, and Amendments thereto. j. May means that a certain feature, component, or action is permissible, but not required. k. Must means that a certain feature, component, or action is a mandatory condition. Failure to provide or comply will result in a bid being considered nonresponsive. l. Pricing Page(s) applies to the form(s) on which the bidder must state the price(s) applicable for the equipment, supplies, and/or services required in the IFB. The pricing pages must be completed and submitted by the bidder with the sealed bid prior to the specified bid opening date and time. m. RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of DESE. n. Shall has the same meaning as the word must. o. Should means that a certain feature, component and/or action is desirable but not mandatory.
2. APPLICABLE LAWS AND REGULATIONS
a. The contract shall be construed according to the laws of the State of Missouri. The contractor shall comply with all local, state, and federal laws and regulations related to the performance of the contract to the extent that the same may be applicable. b. To the extent that a provision of the contract is contrary to the Constitution or laws of the State of Missouri or of the United States, the provisions shall be void and unenforceable. However, the balance of the contract shall remain in force between the parties unless terminated by consent of both the contractor and the DESE. c. The contractor must be registered and maintain good standing with the Secretary of State of the State of Missouri and other regulatory agencies, as may be required by law or regulations. d. The contractor must timely file and pay all Missouri sales, withholding, corporate and any other required Missouri tax returns and taxes, including interest and additions to tax. e. The exclusive venue for any legal proceeding relating to or arising out of the IFB or resulting contract shall be in the Circuit Court of Cole County, Missouri. f. The contractor shall only utilize personnel authorized to work in the United States in accordance with applicable federal and state laws and Executive Order 0713 for work performed in the United States.
3. OPEN COMPETITION/INVITATION FOR BID DOCUMENT
a. It shall be the bidder's responsibility to ask questions, request changes or clarification, or otherwise advise the DESE if any language, specifications or requirements of an IFB appear to be ambiguous, contradictory, and/or arbitrary, or appear to inadvertently restrict or limit the requirements stated in the IFB to a single source. Any and all communication from bidders regarding specifications, requirements, competitive bid process, etc., must be directed to the contact person from the DESE, unless the IFB specifically refers the bidder to another contact. Such communication should be received at least ten calendar days prior to the official bid opening date. b. Every attempt shall be made to ensure that the bidder receives an adequate and prompt response. However, in order to maintain a fair and equitable bid process, all bidders will be advised, via the issuance of an amendment to the IFB, of any relevant or pertinent information related to the procurement. Therefore, bidders are advised that unless specified elsewhere in the IFB, any questions received less than ten calendar days prior to the IFB opening date may not be answered. c. Bidders are cautioned that the only official position of the State of Missouri is that which is issued by the DESE in the IFB or an amendment thereto. No other means of communication, whether oral or written, shall be construed as a formal or official response or statement. d. The DESE monitors all procurement activities to detect any possibility of deliberate restraint of competition, collusion among bidders, price-fixing by bidders, or any other anticompetitive conduct by bidders which appears to violate state and federal antitrust laws. Any suspected violation shall be referred to the Missouri Attorney General's Office for appropriate action. e. The DESE reserves the right to officially amend or cancel an IFB after issuance.
4. PREPARATION OF BIDS
a. Bidders must examine the entire IFB carefully. Failure to do so shall be at bidder's risk. b. Unless otherwise specifically stated in the IFB, all specifications and requirements constitute minimum requirements. All bids must meet or exceed the stated specifications and requirements. c. Unless otherwise specifically stated in the IFB, any manufacturer names, trade names, brand names, information and/or catalog numbers listed in a specification and/or requirement are for informational purposes only and are not intended to limit competition. The bidder may offer any brand which meets or exceeds the specification for any item, but must state the manufacturer's name and model number for any such brands in the bid. In addition, the bidder shall
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explain, in detail, (1) the reasons why the proposed equivalent meets or exceeds the specifications and/or requirements and (2) why the proposed equivalent should not be considered an exception thereto. Bids which do not comply with the requirements and specifications are subject to rejection without clarification. d. Bids lacking any indication of intent to bid an alternate brand or to take an exception shall be received and considered in complete compliance with the specifications and requirements as listed in the IFB. e. In the event that the bidder is an agency of state government or other such political subdivision which is prohibited by law or court decision from complying with certain provisions of an IFB, such a bidder may submit a bid which contains a list of statutory limitations and identification of those prohibitive clauses which will be modified via a clarification conference between the DESE and the bidder, if such bidder is selected for contract award. The clarification conference will be conducted in order to agree to language that reflects the intent and compliance of such law and/or court order and the IFB. Any such bidder needs to include in the bid, a complete list of statutory references and citations for each provision of the IFB which is affected by this paragraph. f. All equipment and supplies offered in a bid must be new, of current production, and available for marketing by the manufacturer unless the IFB clearly specifies that used, reconditioned, or remanufactured equipment and supplies may be offered. g. Prices shall include all packing, handling and shipping charges FOB destination, freight prepaid and allowed unless otherwise specified in the IFB. h. Bids, including all pricing therein, shall remain valid for 90 days from bid opening unless otherwise indicated. If the bid is accepted, the entire bid, including all prices, shall be firm for the specified contract period. i. Any foreign bidder not having an Employer Identification Number assigned by the United States Internal Revenue Service (IRS) must submit a completed IRS Form W-8 prior to or with the submission of their bid in order to be considered for award.
5. SUBMISSION OF BIDS
a. Bidders may submit bids hard copy delivered to the DESE office. Delivered bids must be sealed in an envelope or container, and received in the DESE office no later than the exact opening time and date specified in the IFB. All bids must (1) be submitted by a duly authorized representative of the bidder's organization, (2) contain all information required by the IFB, and (3) be priced as required. Hard copy bids may be mailed to the DESE. However, it shall be the responsibility of the bidder to ensure their bid is in the DESE office (address listed above) no later than the exact opening time and date specified in the IFB. b. The sealed envelope or container containing a bid should be clearly marked on the outside with (1) the official IFB number and (2) the official opening date and time. Different bids should not be placed in the same envelope, although copies of the same bid may be placed in the same envelope. c. A bid which has been delivered to the DESE office, may be modified by signed, written notice which has been received by the DESE prior to the official opening date and time specified. A bid may also be modified in person by the bidder or its authorized representative, provided proper identification is presented before the official opening date and time. Telephone or telegraphic requests to modify a bid shall not be honored. d. A bid which has been delivered to the DESE office, may only be withdrawn by a signed, written notice or facsimile which has been received by the DESE prior to the official opening date and time specified. A bid may also be withdrawn in person by the bidder or its authorized representative, provided proper identification is presented before the official opening date and time. Telephone, e-mail, or telegraphic requests to withdraw a bid shall not be honored. e. Bidders delivering a hard copy bid to DESE must sign and return the IFB cover page or, if applicable, the cover page of the last amendment thereto in order to constitute acceptance by the bidder of all IFB terms and conditions. Failure to do so may result in rejection of the bid unless the bidder's full compliance with those documents is indicated elsewhere within the bidder's response. f. Faxed bids shall not be accepted. However, faxed and e-mail no-bid notifications shall be accepted.
6. BID OPENING
a. Bid openings are public on the opening date and at the opening time specified on the IFB document. Names, locations, and prices of respondents shall be read at the bid opening. The DESE will not provide prices or other bid information via the telephone. b. Bids which are not received in the DESE office prior to the official opening date and time shall be considered late, regardless of the degree of lateness, and normally will not be opened. Late bids may only be opened under extraordinary circumstances in accordance with 1 CSR 40-1.050.
7. PREFERENCES
a. In the evaluation of bids, preferences shall be applied in accordance with Chapter 34 RSMo. Contractors should apply the same preferences in selecting subcontractors. b. By virtue of statutory authority, a preference will be given to materials, products, supplies, provisions and all other articles produced, manufactured, made or grown within the State of Missouri and to all firms, corporations or individuals doing business as Missouri firms, corporations or individuals. Such preference shall be given when quality is equal or better and delivered price is the same or less. c. In accordance with Executive Order 05-30, contractors are encouraged to utilize certified minority and women-owned businesses in selecting subcontractors.
8. EVALUATION/AWARD
a. Any clerical error, apparent on its face, may be corrected by the buyer before contract award. Upon discovering an apparent clerical error, the buyer shall contact the bidder and request clarification of the intended bid. The correction shall be incorporated in the notice of award. Examples of apparent clerical errors are: 1) misplacement of a decimal point; and 2) obvious mistake in designation of unit. b. Any pricing information submitted by a bidder shall be subject to evaluation if deemed by the DESE to be in the best interest of the State of Missouri. c. The bidder is encouraged to propose price discounts for prompt payment or propose other price discounts that would benefit the State of Missouri. However, unless otherwise specified in the IFB, pricing shall be evaluated at the maximum potential financial liability to the State of Missouri. d. Awards shall be made to the bidder whose bid (1) complies with all mandatory specifications and requirements of the IFB and (2) is the lowest and best bid, considering price, responsibility of the bidder, and all other evaluation criteria specified in the IFB and (3) complies with Sections 34.010 and 34.070 RSMo and Executive Order 04-09. e. In the event all bidders fail to meet the same mandatory requirement in an IFB, DESE reserves the right, at its sole discretion, to waive that requirement for all bidders and to proceed with the evaluation. In addition, the DESE reserves the right to waive any minor irregularity or technicality found in any individual bid. f. The DESE reserves the right to reject any and all bids. When all bids are non-responsive or otherwise unacceptable and circumstances do not permit a rebid, DESE may negotiate for the required supplies. g. When evaluating a bid, the State of Missouri reserves the right to consider relevant information and fact, whether gained from a bid, from a bidder, from bidder's references, or from any other source. h. Any information submitted with the bid, regardless of the format or placement of such information, may be considered in making decisions related to the responsiveness and merit of a bid and the award of a contract. i. Any award of a contract shall be made by notification from the DESE to the successful bidder. The DESE reserves the right to make awards by item, group of items, or an all or none basis. The grouping of items awarded shall be determined by DESE based upon factors such as item similarity, location, administrative efficiency, or other considerations in the best interest of the State of Missouri.
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j.
All bids and associated documentation which were submitted on or before the official opening date and time will be considered open records pursuant to Section 610.021 RSMo following the official opening of bids. k. The DESE reserves the right to request clarification of any portion of the bidder's response in order to verify the intent of the bidder. The bidder is cautioned, however, that its response may be subject to acceptance or rejection without further clarification. l. Any bid award protest must be received within ten (10) calendar days after the date of award in accordance with the requirements of 1 CSR 40-1.050 (10). m. The final determination of contract award(s) shall be made by DESE.
9. CONTRACT/PURCHASE ORDER
a. By submitting a bid, the bidder agrees to furnish any and all equipment, supplies and/or services specified in the IFB, at the prices quoted, pursuant to all requirements and specifications contained therein. b. A binding contract shall consist of: (1) the IFB and any amendments thereto, (2) the contractor's response (bid) to the IFB, (3) clarification of the bid, if any, and (4) DESE's acceptance of the response (bid) by "notice of award" or by "purchase order." All Exhibits and Attachments included in the IFB shall be incorporated into the contract by reference. c. A notice of award issued by the State of Missouri does not constitute an authorization for shipment of equipment or supplies or a directive to proceed with services. Before providing equipment, supplies and/or services for the State of Missouri, the contractor must receive a properly authorized purchase order or other form of authorization given to the contractor at the discretion of the state agency. d. The contract expresses the complete agreement of the parties and performance shall be governed solely by the specifications and requirements contained therein. Any change to the contract, whether by modification and/or supplementation, must be accomplished by a formal contract amendment signed and approved by and between the duly authorized representative of the contractor and the DESE or by a modified purchase order prior to the effective date of such modification. The contractor expressly and explicitly understands and agrees that no other method and/or no other document, including correspondence, acts, and oral communications by or from any person, shall be used or construed as an amendment or modification to the contract.
10. INVOICING AND PAYMENT
a. The State of Missouri does not pay state or federal taxes unless otherwise required under law or regulation. b. The statewide financial management system has been designed to capture certain receipt and payment information. For each purchase order received, an invoice must be submitted that references the purchase order number and must be itemized in accordance with items listed on the purchase order. Failure to comply with this requirement may delay processing of invoices for payment. c. The contractor shall not transfer any interest in the contract, whether by assignment or otherwise, without the prior written consent of the DESE. d. Payment for all equipment, supplies, and/or services required herein shall be made in arrears unless otherwise indicated in the IFB. e. The State of Missouri assumes no obligation for equipment, supplies, and/or services shipped or provided in excess of the quantity ordered. Any unauthorized quantity is subject to the state's rejection and shall be returned at the contractor's expense. f. All invoices for equipment, supplies, and/or services purchased by the State of Missouri shall be subject to late payment charges as provided in Section 34.055 RSMo. g. The State of Missouri reserves the right to purchase goods and services using the state purchasing card.
11. DELIVERY
Time is of the essence. Deliveries of equipment, supplies, and/or services must be made no later than the time stated in the contract or within a reasonable period of time, if a specific time is not stated.
12. INSPECTION AND ACCEPTANCE
a. No equipment, supplies, and/or services received by an agency of the state pursuant to a contract shall be deemed accepted until the agency has had reasonable opportunity to inspect said equipment, supplies, and/or services. b. All equipment, supplies, and/or services which do not comply with the specifications and/or requirements or which are otherwise unacceptable or defective may be rejected. In addition, all equipment, supplies, and/or services which are discovered to be defective or which do not conform to any warranty of the contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected. c. The State of Missouri reserves the right to return any such rejected shipment at the contractor's expense for full credit or replacement and to specify a reasonable date by which replacements must be received. d. The State of Missouri's right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies the state may have.
13. WARRANTY
a. The contractor expressly warrants that all equipment, supplies, and/or services provided shall: (1) conform to each and every specification, drawing, sample or other description which was furnished to or adopted by the DESE, (2) be fit and sufficient for the purpose expressed in the IFB, (3) be merchantable, (4) be of good materials and workmanship, and (5) be free from defect. b. Such warranty shall survive delivery and shall not be deemed waived either by reason of the state's acceptance of or payment for said equipment, supplies, and/or services.
14. CONFLICT OF INTEREST
a. Officials and employees of the state agency, its governing body, or any other public officials of the State of Missouri must comply with Sections 105.452 and 105.454 RSMo regarding conflict of interest. b. The contractor hereby covenants that at the time of the submission of the bid the contractor has no other contractual relationships which would create any actual or perceived conflict of interest. The contractor further agrees that during the term of the contract neither the contractor nor any of its employees shall acquire any other contractual relationships which create such a conflict.
15. REMEDIES AND RIGHTS
a. No provision in the contract shall be construed, expressly or implied, as a waiver by the State of Missouri of any existing or future right and/or remedy available by law in the event of any claim by the State of Missouri of the contractor's default or breach of contract.
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b. The contractor agrees and understands that the contract shall constitute an assignment by the contractor to the State of Missouri of all rights, title and interest in and to all causes of action that the contractor may have under the antitrust laws of the United States or the State of Missouri for which causes of action have accrued or will accrue as the result of or in relation to the particular equipment, supplies, and/or services purchased or procured by the contractor in the fulfillment of the contract with the State of Missouri.
16. CANCELLATION OF CONTRACT
a. In the event of material breach of the contractual obligations by the contractor, the DESE may cancel the contract. At its sole discretion, the DESE may give the contractor an opportunity to cure the breach or to explain how the breach will be cured. The actual cure must be completed within no more than 10 working days from notification, or at a minimum the contractor must provide DESE within 10 working days from notification a written plan detailing how the contractor intends to cure the breach. b. If the contractor fails to cure the breach or if circumstances demand immediate action, the DESE will issue a notice of cancellation terminating the contract immediately. c. If the DESE cancels the contract for breach, the DESE reserves the right to obtain the equipment, supplies, and/or services to be provided pursuant to the contract from other sources and upon such terms and in such manner as the DESE deems appropriate and charge the contractor for any additional costs incurred thereby. d. The contractor understands and agrees that funds required to fund the contract must be appropriated by the General Assembly of the State of Missouri for each fiscal year included within the contract period. The contract shall not be binding upon the state for any period in which funds have not been appropriated, and the state shall not be liable for any costs associated with termination caused by lack of appropriations.
17. COMMUNICATIONS AND NOTICES
Any notice to the bidder/contractor shall be deemed sufficient when deposited in the United States mail postage prepaid, transmitted by facsimile, transmitted by e-mail or hand-carried and presented to an authorized employee of the bidder/contractor.
18. BANKRUPTCY OR INSOLVENCY
a. Upon filing for any bankruptcy or insolvency proceeding by or against the contractor, whether voluntary or involuntary, or upon the appointment of a receiver, trustee, or assignee for the benefit of creditors, the contractor must notify the DESE immediately. b. Upon learning of any such actions, the DESE reserves the right, at its sole discretion, to either cancel the contract or affirm the contract and hold the contractor responsible for damages.
19. INVENTIONS, PATENTS AND COPYRIGHTS
The contractor shall defend, protect, and hold harmless the State of Missouri, its officers, agents, and employees against all suits of law or in equity resulting from patent and copyright infringement concerning the contractor's performance or products produced under the terms of the contract.
20. NON-DISCRIMINATION AND AFFIRMATIVE ACTION
In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall agree not to discriminate against recipients of services or employees or applicants for employment on the basis of race, color, religion, national origin, sex, age, disability, or veteran status unless otherwise provided by law. If the contractor or subcontractor employs at least 50 persons, they shall have and maintain an affirmative action program which shall include: a. A written policy statement committing the organization to affirmative action and assigning management responsibilities and procedures for evaluation and dissemination; b. The identification of a person designated to handle affirmative action; c. The establishment of non-discriminatory selection standards, objective measures to analyze recruitment, an upward mobility system, a wage and salary structure, and standards applicable to layoff, recall, discharge, demotion, and discipline; d. The exclusion of discrimination from all collective bargaining agreements; and e. Performance of an internal audit of the reporting system to monitor execution and to provide for future planning. If discrimination by a contractor is found to exist, the DESE shall take appropriate enforcement action which may include, but not necessarily be limited to, cancellation of the contract, suspension, or debarment by the DESE until corrective action by the contractor is made and ensured, and referral to the Attorney General's Office, whichever enforcement action may be deemed most appropriate.
21. AMERICANS WITH DISABILITIES ACT
In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall comply with all applicable requirements and provisions of the Americans with Disabilities Act (ADA).
22. FILING AND PAYMENT OF TAXES
The commissioner of administration and other agencies to which the state purchasing law applies shall not contract for goods or services with a vendor if the vendor or an affiliate of the vendor makes sales at retail of tangible personal property or for the purpose of storage, use, or consumption in this state but fails to collect and properly pay the tax as provided in chapter 144, RSMo. For the purposes of this section, "affiliate of the vendor" shall mean any person or entity that is controlled by or is under common control with the vendor, whether through stock ownership or otherwise. Therefore bidder’s failure to maintain compliance with chapter 144, RSMo may eliminate their bid from consideration for award.
23. TITLES
Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language. Terms and Conditions Revised 02-15-08
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APPENDIX A
SERVICE-LEARNING FRAMEWORK
Preparation consists of the learning activities that take place prior to the service itself. Prior to their service experience, students must understand what is expected of them as well as what they can expect from the service project. Preparation components include the following: Identifying and analyzing the problem, Selecting and planning the project, and Training and orientation.
Action is the service itself and needs to meet certain criteria. It must: Be meaningful, Provide for student ownership, Have academic integrity, Be developmentally appropriate, and Have adequate supervision.
Reflection enables students to critically think about their service experience. When students reflect on their experiences, they think about them, write about them, share them with others, and learn from them. The reflection time is a structured opportunity for students to learn from their experiences. They can reflect through: Discussion, Writing, The arts, Reading, or Presentations.
Celebration/Demonstration is the component of Service-Learning which recognizes students for their contributions. It also provides closure to an ongoing activity. Society needs to let young people know that their contributions are valued. Celebration activities should be appropriate for the project. There are many ways that this final component of Service-Learning can be implemented: School assemblies, Presentations to School Boards, outside organization or other classes about their project, Certificates, Joint celebration with service recipients, or Special media coverage.
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APPENDIX B
ASLER STANDARDS
Members of the Alliance for Service-Learning in Education Reform (ASLER) developed these standards to promote quality in school-based and community-based Service-Learning Programs. I. II. Effective Service-Learning efforts strengthen service and academic learning. Model Service-Learning provides concrete opportunities for youth to learn new skills, to think critically, and to test new roles in an environment that encourages risk-taking and rewards competence. Preparation and reflection are essential elements in Service-Learning. Youths' efforts are recognized by those served, including their peers, the school, and the community. Youth are involved in the planning. The service students perform makes a meaningful contribution to the community.
III. IV. V. VI.
VII. Effective Service-Learning integrates systematic formative and summative evaluation. VIII. Service-Learning connects the school or sponsoring organization and its community in new and positive ways. IX. X. XI. Service-Learning is understood and supported as an integral element in the life of a school or sponsoring organization and its community. Skilled adult guidance and supervision are essential to the success of ServiceLearning. Preservice training, orientation, and staff development that include the philosophy and methodology of Service-Learning best ensure that program quality and continuity are maintained.
Standards of Quality for School-based and Community-based Service-Learning, Alliance for Service-Learning in Education Reform, March, 1995.
Source:
If your Service-Learning Project meets six to seven of these eleven ASLER Standards, you have a project that is consistent in the principles of Service-Learning.
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APPENDIX C
BENEFITS TO STUDENTS
Service-Learning enriches the lives of all students. This methodology provides developmental opportunities that promote personal, social, and intellectual growth, as well as civic responsibility and career exploration. Most young people agree each of these areas must be met if they are to make a transition from childhood to adulthood. Many favorable outcomes occur in each developmental area through participation in Service-Learning activities. These are listed below.
Personal Growth applies to the development of characteristics related to self-improvement and self-actualization. Self-confidence and self-esteem Self-understanding A sense of identity Independence and autonomy Openness to new experiences and roles Ability to take risks and accept challenges A sense of usefulness and purpose Personal values and beliefs Responsibility for one's self and actions Self-respect Citizenship refers to the responsibilities of participation in a multicultural society and of citizenship in a democracy. A sense of responsibility to contribute to society Democratic participation (informed citizen, exercises voting privileges) Awareness of community needs Organizational skills Social action skills (persuasion, policy research, petitioning) Empowerment, belief in ability to make a difference
Social Growth includes the social skills which are necessary for relating to others in society. Communication skills Leadership skills Ability to work cooperatively with others A sense of caring for others A sense of belonging Acceptance and awareness of others from diverse and multicultural backgrounds Peer group affiliation
Preparation for the World of Work are the skills that help students gain work experience and make choices about possible career directions. Human service skills Realistic ideas about the world of work Professionalism (dress, grooming, manners) Ability to follow directions Ability to function as a member of a team Reliable working skills (punctuality, consistency, regular attendance) Contacts and references for future job possibilities
Intellectual Growth encompasses the cognitive skills necessary to enhance academic learning and acquire higher level thinking skills. Application of knowledge, relevance of curriculum Problem-solving and decision-making skills Critical thinking skills Skills in learning from experience Use of all learning styles Development of a positive attitude toward learning
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APPENDIX D
SAMPLE ONLY FOR APPENDIX D – Please retype entire letter Letter of Support
To: Alicia Riner, Supervisor of Service-Learning
From: Community partner___________________________ Re: Service-Learning Program proposed by ______________________________
I am in complete support of _______________________’s Service-Learning Program. From my standpoint, the program will contribute to the _______________________ community. How? Be specific.
I am pleased with the amount of communication that has taken place between us thus far. We plan to continue our meetings and communication efforts. How often?__________________________________________ We plan to communicate in the following ways (E-mail, phone, meetings). ____________________________________________________________________________________________ Student and project assessment plans are as follows:
I am pleased to collaborate on this project. Please feel free to add any specific comments.
Signature:_____________________________________
Date:__________________
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