Chester-Upland School District
SECTION 1: OVERVIEW
1. Educational Empowerment, Act 16 of 2000
In May 2000, Governor Tom Ridge signed the Education Empowerment Act into law as Act 16 of 2000 (see Appendix A.) The law provides academically distressed school districts new tools to redesign their local education system and provides every school district in the Commonwealth the ability to seek mandate relief.
Under Act 16, the Secretary of Education uses the Pennsylvania System of School Assessment (PSSA) tests to identify school districts with a “history of low test performance” – defined as a combined average of 50 percent or more students scoring in the bottom-measured group on the PSSA tests in math and reading for the most recent two years. Identified districts are placed on an education empowerment list. These districts establish a School District Empowerment Team that, working with a state Academic Advisory Team, develops a School District Improvement Plan. Act 16 requires the plan to set forth specific methods and goals for improving the educational performance of each school district. and the school district and must address certain identified issues
School districts on the education empowerment list receive optional new powers and tools to redesign the district’s educational system. Specifically, they can transform schools into custom-designed charter or independent schools; reconstitute schools and hire new managers and employees; conduct instructional, fiscal and performance audits; better manage tax dollars and improve performance; and sign agreements with for-profit and non-profit entities to operate and manage schools or provide educational services for students.
Affected districts are also eligible to receive special grants to help implement their improvement plans. These grants can be used to purchase new instructional materials and technology; establish after-school, summer, and weekend programs; develop curriculum; provide enhanced staff professional development; or fund any other program contained in the school district improvement plan.
If after three or four years a school district is unable to improve so that it no longer has a history of low test performance, Act 16 directs the Secretary of Education to certify the district as an Education Empowerment District and establish a state-appointed Board of Control to assume control of the district.
Appendix B of this Call for Business Proposals (CFBP) provides more information about the Educational Empowerment Act and its implications for improving Pennsylvania’s schools.
1.2 Chester Upland School District: Education Empowerment District
On July 3, 2000, the Chester Upland School District (“District”) was certified as an Education Empowerment District under Act 16 of 2000, the Education Empowerment Act. Chester Upland met the requirements for certification under Act 16 having: 1) been under the management of a state fiscal board of control for more than two years after being declared fiscally distressed in June 1994 by the Pennsylvania Department of Education; and 2) a “history of low test performance” as defined by the Act with an average of 68.4 percent of children failing in math and reading over the most recent two-year period according to the Pennsylvania System of School Assessment (PSSA) tests.
Upon certification, the Pennsylvania Secretary of Education appointed a three-member state Board of Control (“Board”) to operate the district. The Board then established an 11-member School District Empowerment Team to develop a School District Improvement Plan (see Appendix C) to significantly improve student academic performance as well as enhance the educational and fiscal management and operation of the school district. Consistent with the Improvement Plan, the Board of Control has launched the Independent School Initiative to fundamentally change the delivery of public education in the Chester Upland School District. See Appendix C D for the Chester Upland School District Educational Improvement Plan.
3. Overview of Project Objectives
The Board of Control and the Chester Upland community are interested in receiving proposals for services that will provide all children of the Chester Upland School District with the opportunity to meet high levels of academic achievement. In particular, the Board is interested in proposals that will enable the district to meet the goals of its School District Improvement Plan and to no longer have a history of low-test performance by school year 2005-06.
The Board is issuing this CFBP in an effort to transform the Chester Upland school district into a system of publicly authorized, publicly funded and independently operated public schools. To create this system, the Board of Control intends to contract out the operation of every public school facility in the district to qualified education providers whose proposals best meet the criteria set forth in this document. Contracts would be for a period of five years.
The Board is soliciting the submission of proposals from qualified education providers to operate and manage the schools. The Board of Control is seeking the widest range of proposals possible so it has a variety of high-quality school options from which to choose. Providers, also sometimes referred to as “vendors” in this CFBP, may submit several proposals offering different approaches and configurations. Further, the Board is interested in proposals that will enable schools to open at the start of the 2001-02 school year.
1. Eligible Providers…Potential providers may include, but are not limited to: individuals; non-profit or for-profit organizations; teachers or groups of teachers; school administrators; parent(s); colleges, universities or museums; corporations, associations, or partnerships; or any similar groups of providers and/or combinations thereof.
2. Vendor Organizational Structures…Providers may choose to form a consortium to provide the services and support functions for the proposed contract. Under a contractor/subcontractor arrangement, one vendor–identified as the “prime’ vendor—must manage the entire consortium. A prime is defined as a vendor having the capacity and capability, either independently or as the lead vendor within a consortium, to provide and manage all categories of services as well as all of the support functions defined in this CFBP.
3. Required School Formats…Potential providers will be required to establish their proposed schools as either charter public schools or independent schools. Proposals are requested for elementary (K-5), middle (grades 6-8) and secondary (grades 9-12) schools. Providers may submit proposals for a single school (e.g., elementary, middle, or high school) or for multiple grade levels and buildings (e.g., a provider may submit a proposal for a K-12 school encompassing three separate buildings).
4. Scope of Proposal…Potential providers may submit a proposal to operate a single school, multiple schools, or may submit a proposal to operate the entire school district. Each provider may submit more than one proposal in accordance with the provisions outlined above in the section, “Required School Formats.” The provider must also identify the method by which it will allow for smooth transition between the various grade levels and academic programs offered throughout the Chester Upland School District. The Board reserves the right to award contracts for any combination, including one contract for the entire School District.
5. Use of Existing Infrastructure…The Board of Control strongly prefers to consider proposals that utilize the district’s existing school buildings. The Board, however, would consider proposals to establish new school facilities within the district.
3. Overview of Project Scope
This CFBP is intended to inform vendors of the selection process and ensure that the Board of Control receives the information needed to first evaluate qualifications and thereafter to invite short listed vendors to submit proposals. The providers included in the short list will be selected based on an evaluation of their Formal Proposal.
Providers interested in contracting with the Board of Control to operate one or more schools under this request must submit an Initial Statement of Qualifications (Phase I). The Statement of Qualifications must identify the make-up of the vendor team, their respective qualifications and experience including financial stability, as well as an overview discussion of the proposed approach to the education program at the school(s). The Board will review these statements of qualifications and invite selected potential vendors to submit formal proposals. (Phase II).
The formal proposal should address the provision of the entire educational program at the selected schools, including Chapter 1 and special education programming. In particular, proposals should specify the reading and math curriculum to be offered and evidence on the effectiveness of such curriculum. Proposals should also specify the method by which the provider will assess whether students are meeting educational goals, a proposed governance structure, school calendar (including length of school day and year), and a professional development plan for the faculty. Specific requirements for Phase I and II are contained in Section 3 of this document.
The selected provider(s) will be held accountable for realizing the academic, fiscal, and related programmatic goals as specified in their contract. Providers will also be held accountable by parents since, under this new system, every public school in the District will be a school of choice. Providers will be required to participate in the Pennsylvania System of State Assessments and the school district assessment system.
The Board of Control will adhere to the following steps in receiving, evaluating and selecting the proposal.
1. Call For Business Proposal (CFBP) Release
2. Registration by Vendors of Intent to Submit Proposal(s)
3. Business Information Day
4. Formal Registration of Intent to Submit a Proposal(s)
5. Submission of Statements of Qualifications
6. Selection of Vendors for the Short List
7. Submission of Formal Proposals
8. Oral Presentations
9. Selection of Vendor(s)
10. Contract Negotiation
SECTION 2: SELECTION PROCESS
1 Event Timeline
The selection process is designed to allow the Chester Upland Board of Control to select the most qualified vendor(s) to fulfill the Project Objectives in Section 1.3.
• Call for Business Proposals Issued Dec 11, 2000
• Informal Notice of Intent by Vendor(s) Dec 15
• Submission of Questions for Information Conference Dec 18
• Business Information Conference Dec 21
• Formal Notice of Intent by Vendor(s) Dec 22
• Submission of Statements of Qualifications Dec 29
• Initial Qualification Evaluation Dec 30-Jan 5 *
• Short List of Qualified Vendor(s) Issued Jan 8 *
• Submission of Formal Proposals Feb 5 *
• Orals Feb 2001 *
• Selection/Announcement of Providers Feb 28 *
• Contract Negotiation March 2001 *
* NOTE: Dates subject to change at the discretion of the Board of Control.
1. Selection Process
1. Statement of Qualifications (Phase I): The Board of Control will review the qualifications of each proposer to be sure they meet the minimum requirements set forth in this CFBP and in particular, Section 3. Proposers short-listed at the end of Phase I review will be invited to submit formal proposals in Phase II.
2. Formal Proposal (Phase II): In Phase II, the Board of Control will select a vendor(s) according to a predetermined list of evaluation criteria including the soundness and completeness of the proposal, overall cost, vendor(s) qualifications and previous experience, proposed personnel, and community support. These criteria may be supplemented by some or all of the following activities: site or virtual school visits, discussions with industry references, as well as external research on proposed methods, techniques, and strategies.
3. Proposal Content: Vendor(s) must provide all of the information as required by this CFBP or risk being rejected as non-responsive. Proposals should be written in a clear, concise manner and should include a business plan that addresses all the requirements of this CFBP with implementation timeframes and a project management approachsolution.
4. Proposals Per Vendor(s): Vendor(s) will only be allowed to submit one business case document per proposal (e.g., for school A, only one plan can be submitted.) Additional proposals can be submitted for other schools and/or a combination of schools.
2. Notice of Intent
1. Informal Notice of Intent. Providers considering submission of a Statement of Qualifications are asked to indicate their informal intent by sending an email to the Chester Upland Board of Control. This registration will also ensure that interested parties receive periodic updates and/or clarifications of the CFBP. The registration will also be used to issue invitations to attend the Business Information Conference to be held on December 21, 8, 2000.
Informal Notice of Intent should be submitted to the Chester Upland Board of Control via email (chesterupcfbp@state.pa.us) by 5:00 P.M., EDT, December 15, 2000. The transmittal should include the following information:
• Vendor(s) name and address
• Vendor(s) contact name
• Vendor(s) telephone and fax number
• Vendor(s) email address
2.3.2 Formal Notice of Intent. Vendor(s) are also required, following the Business Information Conference, to submit Formal Notice of Intent to the Chester Upland Board of Control via email (chesterupcfbp@state.pa.us) by 5:00 P.M., EDT, December 22,8, 2000. The transmittal should include the following information:
• Vendor(s) name and address
• Vendor(s) contact name
• Vendor(s) telephone and fax number
• Vendor(s) email address
2.3.3 Contact Information: Notices of Intent or related questions should be sent to:
Chester Upland Independent School Initiative
ATTN: Dr. Thomas E. Persing
Chester Upland School District
1720 Melrose Avenue
Chester, PA 19013
Phone: (610) 447-3776
Fax: (610) 447-3675
Email: chesterupcfbp@state.pa.us
2.3.4 List of Registered Vendor(s). At a time after December 22,8, 2000, the Chester Upland Board of Control will release and/or post a list of all vendor(s) that have submitted a Formal Notice of Intent.
2.4 Business Information Conference
A Business Informational Conference for registered vendor(s) will be held on December 21,8, 2000. The conference will allow the Board of Control to review the key aspects of this CFBP and to provide responses to previously submitted vendor(s) questions. ATTENDANCE BY PRIME VENDOR(S) and SUBCONTRATORS IS MANDATORY.
2.5 Submission of Questions
Technical questions, requests for clarification, or requests for data related to this CFBP must shall be submitted to the Board of Control, via the Chester Upland Board of Control website: .
Questions for the Business Information Conference must be received by no later than 5:00pm, EST on December 18, 2000. Please note that answers to vendor(s) inquiries will be placed on the web site so that all vendor(s) will have equal access to the information.
6. Request for Qualifications (Phase I)
The Request for Qualifications will be used by the Board of Control to identify the short list of vendor(s) who will be invited to submit formal proposals. The Board of Control is particularly interested in identifying those vendor(s) that have the breadth and depth of experience and resources needed to establish and maintain the desired educational services for all children in the District for a period of up to five years.
Vendor(s) are also required to adhere to the guidelines in this CFBP including the prescribed format listed in Section 3 or risk having their submittal rejected at the discretion of the Board.
Statements of Qualifications shall be submitted with a cover letter signed by a responsible officer or partner/principal of the firm transmitting the package to the Board of Control. This communication must include the vendor(s)’ single point of contact for the Statement of Qualifications. Submissions shall include a table of contents and page numbers. Although there is no specific limit on the number of pages that a submittal may contain, proposers are strongly encouraged to be as concise as possible.
The deadline for receipt of the Statement of Qualifications is December 29, 2000 by no later than 5:00pm EST. Proposals should be prepared in accordance with Section 3 of this CFBP and should be submitted to the address below:
Statements of Qualifications should be sent to:
Chester Upland Independent School Initiative
ATTN: Dr. Thomas E. Persing
Chester Upland School District
1720 Melrose Avenue
Chester, PA 19013
Phone: (610) 447-3776
Fax: (610) 447-3675
Email: chesterupcfbp@state.pa.us
2.7 Review of Statement of Qualifications
A qualified committee of personnel selected by the Board of Control will review the Statements of Qualifications. This committee will recommend to the Board of Control the vendor(s) that have a reasonable chance of having a formal proposal selected by the Board. meets The Board of Control’s Initial Evaluation Committee may, at its discretion, invite vendor(s) to make a formal presentation prior to issuing a recommendation to the Board. The Board of Control will review the Initial Evaluation Committee’s recommendations and will identify those proposals that qualify for short-list consideration. Vendor(s) not selected for short-list will have an opportunity to schedule a debriefing session with the Board of Control at a time convenient to the Board.
8. Formal Proposals (Phase II)
All vendor(s) selected for the short-list will be required to prepare and submit a Formal Proposal. Proposals shall be submitted with a cover letter signed by a responsible officer or partner/principal of the firm transmitting the proposal package to the Board of Control. Proposals should also include a sample contract that covers the requirements in this CFBP including Appendix F. The letter should commit the vendor(s)’ firm to the proposal and should indicate the validity of the proposal for a period of at least 120 days. Failure to do so may result in rejection of the proposal. This communication must include the vendor(s)’ single point of contact for the formal proposal.
Proposals shall include a table of contents and page numbers. Although there is no specific limit on the number of pages that a proposal may contain, applicants are strongly encouraged to be as concise as possible.
The deadline for receipt of Formal Proposals is February 5, 2001 by no later than 5:00pm EST. Proposals should be prepared in accordance with Section 3 of this CFBP and should be submitted to the address below:
Formal Proposals should be sent to:
Chester Upland Independent School Initiative
ATTN: Dr. Thomas E. Persing
Chester Upland School District
1720 Melrose Avenue
Chester, PA 19013
Phone: (610) 447-3776
Fax: (610) 447-3675
Email: chesterupcfbp@state.pa.us
The evaluation of the Formal Proposal by the Board of Control will result in the final vendor(s) selection.
9. Oral Presentations
After receipt of Formal Proposals, but prior to final selection, proposers and representatives of their principal team members will be scheduled to make an oral presentation to last no longer than two hours. This formal presentation will be followed by a period of Questions and Answers by members of the evaluation committee. Procedures for the Oral Presentation will be provided following the announcement of the short-list.
10. Review of Formal Proposals
A qualified committee of personnel as named by the Board of Control will review the Formal Proposals including the oral presentation. This committee will include a wide-range of experts in school administration, operations, and academics and will recommend to the Board of Control the proposal(s) that most closely meets the evaluation criteria. The Board of Control will make the final award decision and may accept or reject the recommendation of the committee.
11. Site Assessment
Vendor(s) selected for the short list may be required to provide an onsite or virtual tour of a school program currently operated by the vendor(s) and/or consortium. This tour will provide vendor(s) with a better opportunity to demonstrate their capability and approach to school(s) operation. Additionally, the visit will provide the Board of Control with an opportunity to further evaluate the vendor(s)’ capabilities in actual working conditions. If requested, sSite visits will be scheduled to begin soon after the short list of vendor(s) is finalized and may be combined with the oral presentation.
12. Evaluation Period
To ensure the integrity of the process, vendor(s) will have a “blackout period” of no contact with the Board of Control members as well as other individuals on the proposal evaluation committee during the period from February 5-February 27, 2001 until announcement of the contract award, tentatively scheduled for February 28, 2001.
2.13 Final Selection
The Board of Control will notify vendor(s) of the selection(s) on or before February 28, 2001.
2.14 Use of Call for Business Proposal Content
Proposals will be held in confidence except for the selected proposal(s), which will become part of the awarded contract. Members of the Board of Control and its evaluation committee(s) will not reveal or discuss the proposal contents with competitors or other parties, except as otherwise ordered by a court of law. Proposals submitted to the Board of Control may be reviewed and evaluated by any person other than competing vendors at the discretion of the Board of Control.
15. Contracting Guidelines
Following selection, the Board and the successful vendor(s) will negotiate a contract, which will embody the final terms of the proposal, as well as those terms necessary to meet the procurement and contracting requirements of the District. The contract will define contract governance including, but not limited to, authority and responsibility, liability and insurance, contract monitoring, and subcontracting if applicable. The contract’s initial term will be for five years with options for renewal terms of up to five years at the unilateral option of the Board of Control. The Board of Control or its representatives of the District will monitor the performance of the contract. If the vendor(s) chooses to sub-contract for specific services with other providers, such contracts will be separate and will be between the vendor(s) and the subcontractor. Vendors will not be permitted to use subcontractors not previously identified in their proposal without the written approval of the Board.
SECTION 3: Statement of Qualifications and Formal Proposal
3.1 Statement of Qualifications (Phase I)
Potential Vendor(s) must organize their Statement of Qualifications (Phase I) as follows:
3.1.1 Proposal Guidelines
Vendor(s) are required to adhere to the Business Proposal Guidelines as listed in Appendix F. Non-compliance with these guidelines will result in a disqualification of a Vendor(s) proposal.
2 Cover Letter
A transmittal letter must be prepared on the Proposer’s business stationary, signed by an individual authorized to bind the Vendor(s), wherein the Vendor(s) agree(s) to commit the necessary resources to support the Proposal.
3 Executive Summary
While it is anticipated that a thorough discussion of educational approach will be provided in Phase II, the Statement of Qualifications should include a summary of the vendor’s general educational philosophy, a cursory discussion of school and staffing models typically utilized, management approach, as well as any other general information that is relevant to assessing qualifications.
The Executive Summary should also include a statement as to understanding of the services being requested by the Call for Business Proposals, the objectives of the Empowerment Plan, and some suggested approaches to realizing these objectives in the Chester Upland School District.
Finally, this overview should include a brief description of proposed school formats and configurations as well as a list of the school(s) targeted for services—whether for one, more than one, or all schools.
4 Vendor(s) Information
Provide an organizational chart for the Vendor(s) that identifies all firms, personnel and functions of each team member (if any). Include at a minimum:
• Name of Vendor(s) and years in business;
• Legal status and ID number;
• Address;
• Biographical summaries of Vendor(s) officers and/or principals;
• Names and brief descriptions of subcontractors/consultants expected to participate; and,
• Credit references.
3.1.5 Vendor(s) Experience
Previous Management Engagements
Describe the project team’s three most significant management engagements for overall school operations or for the management of otheror comparable experience that could include management of complex organizations. This description should include: project scope, duration, financial magnitude, number of people involved, and experience with public and/or private schools, and contact information. Vendor(s) should also include a chronological listing of all previous engagements on similar projects citing: project name; services provided; length of contract; and contact name, address, and phone number., email, etc.
References
Provide at least three references of school systems, or similar agencies, including the name of the company/agency telephone number, contact person, and their relationship to the related project. Indicate if prior performance contracts have ever been terminated, and, if so, please explain. the reason for the termination.
Financial Viability
i. Provide two most recent annual financial statements (Identify if audited or unaudited) including notes, or other comparable documents of financial viability (e.g. financial letters of credit, Dunn & Bradstreet credit report.)
ii. List of bank and accounting references.
iii. Proof of insurability and ability to obtain performance bonds.
Personnel/Project Team
Provide resumes of all key personnel and a description of relevant experience. Also describe or otherwise present in graphic format the respective roles of each member who will be assigned to of the Chester Upland Project Team. Include a statement that if selected, the key personnel so identified will be assigned to the contract.
Budgetary Experience
Document experience in the development and management of budgets and reporting for schools or other complex organizations.
Prime/Sub-Contractor Relationship
Describe the anticipated working relationship between the Vendor(s) and its team. Provide sufficient details about the division of responsibilities and how communications between the parties will be maintained.
Pennsylvania-Specific Experience/Familiarity
Describe previous experience/familiarity with, in particular, urban school operations and management. Also describe your familiarity with legal requirements and state performance standards of Pennsylvania’s public schools and school systems, including applicable state and federal laws and regulations.
Previous School Management Experiences
Describe prior experience in maintaining effective school leadership, continuity of school staffing including re-staffing, educational services to children with disabilities, and school building management, especially in urban school settings.
Stakeholder Involvement
Describe past approaches and experiences in establishing well-defined working relationships between the school, parents in the local community, and all other school stakeholders as well as central office staff of the local school system.
Curricula Experience
Describe project team expertise in the assessment, development, and implementation of core school curricula.
Student Management Programs
Describe experience and expertise in the development and implementation of student management and educational alternative programs to support general classroom instruction and regular student attendance.
Staff Development
Describe experience and expertise in the provision of staff development, not limited to the areas of classroom instruction and school-based leadership.
3.2 Formal Proposals (Phase II)
Potential Vendor(s) must organize their Formal Proposals as follows. Vendor(s) are required to adhere to the Business Proposal Guidelines as listed in Appendix F. Non-compliance with these guidelines will also result in a disqualification of a Vendor(s) proposal.
3.2.2 VENDOR(S) MUST INDICATE IF THERE IS ANY CHANGE IN THE INFORMATION PROVIDED IN PHASE I. In addition:
3.2.3 Project Objectives
Vendor(s) proposals should address each of the following project objectives.
a) School Implementation Plan
Each Vendor(s) should prepare a School Implementation Plan (“Plan”) that outlines a methodology that is responsive to the District Improvement Plan (Appendix C). The Plan should address the overall management of a school or schools and should include a start-up plan for school year 2001-02 and an operational plan through the 2005-06 school year. Vendor(s) are required to provide responses for each of the following items:
i. Vendor(s) Name
ii. Name of the proposed school (s)
iii. The grade or age levels to be served by the school.
iv. The proposed governance structure of the school, including a description and method of selection for the appointment or election of members of the governing body. The governance structure should reflect the Board of Control’s desire to have representation from key constituencies (i.e., community, teachers, and parents.) Additionally, the governance structure should include members with expertise in fiscal management, operations, academics/curricula, administration, and community relations. Indicate which group(s) will be responsible for specific activities/tasks. If more than one organization is involved, clearly indicate who will lead and how communications, including resolution of issues, will be handled.
v. The mission, and educational goals and objectives of the school,; the curriculum to be offered; and the methods for assessing whether students are meeting the educational goals. Any evidence to demonstrate the effectiveness of the reading and math curriculum to be offered should be included.
vi. The policy and criteria for evaluating the admission of students that should comply with the requirements of 24 P.S. 17-1723-A.
vii. The procedures and policies to be used regarding the student code of conduct, any student disciplinary policy, as well as any student uniform policies. Such procedures must comply with Pennsylvania School Code and other applicable Pennsylvania statutes.
viii. Information on the manner in which parents and the community are involved in the school planning and governance process including before and after school activities that provide additional educational opportunities for students.
ix. The financial plan of the school and the provisions that will be made for auditing as required by the Pennsylvania School Code.
x. Procedures that shall be established to review parental feedback of parents regarding the operation of the school.
xi. A description of and street address of the physical facility in which the school will be located and the ownership thereof and any lease arrangements.
xii. Information on the proposed school calendar for the school, including the length of the school day and school year consistent with the provisions of Section 1502 of the School Code.
xiii. The proposed faculty and a professional development plan for the faculty of a charter school.
xiv. A report of criminal history record, pursuant to 24 Pa. C.S. 1-111, for all individuals who shall have direct contact with students.
xv. An official clearance statement regarding child injury or abuse from the Department of Public Welfare as required by 23 Pa.C.S. Ch. 63 Subchapter C.2. (i.e., relating to background checks for employment in schools) for all individuals who shall have direct contact with students. (Reference to Pennsylvania Consolidated Statutes).
xvi. Information on how the school will provide adequate liability and other appropriate insurance for the school, its employees, and the governing board of the school.
b) Staffing Plan
The Chester Upland Board of Control is willing to accept proposals that include one of two options for staffing: use of existing staff or the hiring of new staff. The Proposal should indicate which option would be used. Regardless of the selected staffing model, selected vendor(s) must agree to give reasonable consideration to any current Chester Upland School District employee interested in working for the provider.
The District is signatory to three collective bargaining agreements covering professional staff, support staff, and maintenance and custodial employees. The proposal must address how these Agreements will be affected by the proposed staffing plan.
c) Management Systems
Propose adequate management systems relative to educational services for the school, including the services of the LEA’s Central and Area Offices. Include a proposed methodology for addressing staffing, curriculum for all students, student management, and school-based budgeting and decision-making. Indicate the total number of students and grade levels that the Vendor(s) has the capacity and commitment to serve. Indicate proposed class sizes and staffing model. Indicate whether proposals are for elementary, middle and/or high school students. Vendor(s) have the option of proposing anticipated expansions in grade levels to be served in subsequent years. Instruction is expected to be aligned with the Pennsylvania Board of Education’s academic standards available on the Pennsylvania Department of Education’s website (.). Proposed curriculum will ultimately need to be aligned with existing and new academic standards. Additional information regarding the standards will be distributed at the Business Information Conference or thereafter upon request.
d) Business Services
Describe procedures relating to business services necessary for school operations --procurement; other business services, including payroll, budgeting, accessing funds, etc; facilities management; security and safety; food; health; and transportation.
e) Student Information/Record Management
To dDescribe management of student information -- maintenance of a student database including achievement and attendance records; entries and transfers; accountability data, including benchmark data collection, analysis, and reporting; student progress reports; and class scheduling; and interface with the LEAs information systems.
f) Student and Instructional Assessment
Propose a methodology for assessing student and school needs, including the use of curriculum and technology, and upgrading the delivery of instruction, as appropriate. Indicate any commitment to use of technology, i.e., computers in the school.
g) Instructional Program/Curriculum
Proposed and define the instructional program and curriculum -- content; benchmarks, instructional materials and supplies; instructional supervision (monitoring and reporting); athletics; extra-curricular activities; career and career/technology interface; special education responsibility for compliance, delivery of services, and integration with general education program; and non- English speaking and limited English speaking students as appropriate. Contractors are expected to provide instruction for all students that will enable students to ultimately meet the standards of the Pennsylvania Board of Education.
h) Costs: Pre-Implementation and Implementation Phase(s) Breakout
Proposals should include a budget statement in accordance with zero-based budgeting principles. The proposal should adequately and separately price the activities associated with the Pre-Implementation Phase and the Implementation Phase compatible with available resources. It should identify the cost methodology and description of services to be used during the phases of the project. Vendor(s) are asked to adequately identify all costs needed to implement the contract.
Vendor(s) should also clearly propose how funds and in-kind resources will be allocated during Start Up and Years 1, 2, and 3 of school operations. This may include proposals for class size, use of adjunct teaching and administrative staff, purchase of instructional materials, and other resource allocations.
i) Funding
Clearly show the requested funds and in-kind contributions, if any. Indicate the source of in-kind contributions and the process that will be used to obtain these contributions. Include letters of commitment from other sources as appropriate.
j) Purchased Services
Identify what, if any, services will be purchased through the local school system.
k) Facility Improvements
Commit that all facility improvements, including new construction, become the property of the school or school system. These may include computer labs and other technology improvements, library and other instructional materials.
l) Accountability Plan
Provide accountability measures for contract performance (i.e., student benchmarks; staff turnover; hiring practices; community support; student dropout; student mobility; and expenditures.)
m) Stakeholder Involvement
Adequately address how productive working relationships will be established with all key stakeholders in this process, especially the local school community.
n) Support Services
Describe plans for Support Services -- special education; student discipline; non-English speaking and limited English speaking students, counseling; pupil services, including health; parent involvement; and transfers of student records.
o) School Policies/Procedures
Describe methods for addressing certain policy issues -- student transfers in and out of the school; admissions; teacher transfers; linkages with existing school system infrastructure; and others to be determined.
p) Personnel Management
Adequately address personnel matters, including hiring; grievance procedures and resolutions of disputes; transfers of staff; evaluation of performance; maintenance of employee records; and provision of health and other appropriate benefits. The contractor may stipulate, subject to PDE review, workday conditions regarding times, professional development, and required meetings.
q) Compliance with Federal and State Requirements
Certify willingness to comply with all applicable federal and state laws and regulations. See Appendix E - Special Education Considerations
17 Proposal’s Added Value
A guiding principle of Pennsylvania’s Empowerment Plan is to improve educational opportunities for children through traditional and non-traditional venues. To that end, proposals should describe how the selection of their proposal will further the Chester Upland School District goals for educational improvement.
3.3 Other Considerations/Disclaimers
3.3.1 Vendor(s)’s Responsibility for Proposal Preparation
Careful and complete preparation of the Statement of Qualifications and Formal Proposal are essential to ensure the objective and timely evaluation of Vendor(s) proposals. Incomplete or unspecified information will hinder the evaluation process and may disqualify a Vendor(s)’s chance for selection. The quality of the Vendor(s)’s proposal will be viewed as an indicator of the business capability and interest in the Board of Control’s proposed project.
3.4 Miscellaneous Items
3.4.1 Subcontractors and Manufacturer Guarantee
While the Vendor(s) must prepare and submit a comprehensive proposal, the proposal may call for the use of subcontractors. Under this type of contracting arrangement, one Vendor(s) would be required to serve as the primary or Prime Vendor(s). The prime will be responsible for the delivery of all services and will guarantee the performance of all subcontractors. If subcontractors are used, the proposal should include all information on subcontractors, including management experience and financial strength. Subcontractors/partners proposed by the primary Vendor(s) will be subject to approval by the Board of Control, which retains a right of refusal. After award, Vendor(s) may only change subcontractors with the approval of the Board.
2. Contacts for Call for Business Proposal
Any questions about the process, or other requests for data in connection with this initiative should be directed to:
Chester Upland Independent School Initiative
ATTN: Dr. Thomas E. Persing
Chester Upland School District
1720 Melrose Avenue
Chester, PA 19013
Phone: (610) 447-3776
Fax: (610) 447-3675
Email: chesterupcfbp@state.pa.us
19 Proposal Submission Requirements
The Statement of Qualifications and Formal Proposal must be submitted in paper and electronic format. Only hard copy receipt will be considered official fulfillment of the Vendor(s)’s obligation to provide a timely proposal.
SECTION 4: GENERAL INFORMATION FOR VENDOR(S)
4.1 Purpose
The overall purpose of this Call for Business Proposals is to provide information to potential Vendor(s) interested in preparing and submitting proposals to meet the requirements described herein.
4.2 Revisions to the Call for Business Proposal
If it becomes necessary to revise any part of this Call for Business Proposals, addenda will be provided to all who are known to have registered as a potential Vendor(s) and who received the initial Call for Business Proposal. Acknowledgment of receipt of all amendments, addenda, and changes issued is required. Vendor(s) will be required to return a signed copy of the Addenda Cover Sheet to the Board of Control at the same time that the Statement of Qualification is submitted by 5:00pm EST on December 29, 2000.
4.3 Cancellation of Call for Business Proposals
The Board of Control may cancel this Call for Business Proposals in whole or in part or may reject all proposals submitted if this action is determined to be fiscally or otherwise in the best interest of the Board of Control.
4.4 Proposal Acceptance/Discussions
The Board of Control reserves the right to accept or reject any and all proposals, in whole or in part, received in response to this request, to waive or permit the correction of minor irregularities, and to conduct discussions with qualified Vendor(s) in any manner necessary. The Board of Control also reserves the right to award the contract based upon the evaluation of the received proposals without oral discussion.
5. Oral presentations
Vendor(s) who submit proposals will be required to make presentations to Board of Control representatives.
4.6 Incurred Expenses
The Board of Control will not be responsible for any costs incurred by any Vendor(s) in preparing and submitting a proposal.
4.7 Economy of preparation
Proposals should be prepared simply and economically, providing a straightforward, concise description of the Vendor(s)’s proposal in response to the requirements of the Call for Business Proposals.
4.8 Multiple and alternate proposals
Multiple and alternate proposals for the same school or selected schools, will not be accepted. However, separate proposals for different schools will be considered consistent with Item 1.3.3 and 1.3.4.
4.9 Questions
Vendor(s) are urged to read this CFBP very carefully and to submit questions electronically using the form provided on the Board of Control’s website (chesterupcfbp.state.pa.us.) Questions should be submitted by 5:00pm EST on December 18, 2000. Misinterpretation of the requirements set forth herein or at the Business Information Conference shall not relieve the Vendor(s) of responsibility to meet the requirements of the contract.
4.10 Evidence of responsibility
Prior to the award of a contract or contracts pursuant to this CFBP, the Board of Control may require a Vendor(s) to submit additional information that may bear upon the Vendor(s)’s ability to meet the terms of the contract. The Board of Control may also consider any information otherwise available concerning the technical, management, or other qualifications or abilities of the potential Vendor(s).
4.11 Public Information Act notice
Vendor(s) should give attention to the identification of those specific portions of their proposals that they deem to be confidential, proprietary or trade secrets and provide an explanation within the proposal itself as to why certain materials, upon request, should not be disclosed. If covered by statutory provisions or legal rulings, please provide appropriate citation. Vendor(s)(s) are cautioned that the winning proposal(s) will be made part of the contract and therefore a public document.
4.12 Assignment
Assignment of any contract issued as a result of this CFBP, in whole or in part, and/or the use of a sub-contractor without permission of the Board of Control is prohibited and shall provide cause for the Board to declare the Vendor(s) in default.
13. Formation of agreement/contract with successful Vendor(s)
The contract entered into as a result of this request for services shall be established between the Vendor(s) and the Board of Control and shall contain the provisions included in this Call for Business Proposal and the Vendor(s)(s)’ Proposal.
4.14 Protests
The Board of Control provides procedures for any Vendor(s) to protest against the award of a contract. All protests must be filed in accordance with the Chester Upland School District procurement procedures.
4.15 Arrearages
By submitting a response to this solicitation, a Vendor(s) shall be deemed to represent that it is not in arrears in the payment of any obligation due and owing to the jurisdictions in which it does business and that it shall not become so in arrears during the term of the contract if selected for contract award.
16. Minority business enterprise notice
Minority business enterprises are encouraged to respond to this solicitation.
4.17 Disclosure of existing contractual relationships
Vendor(s) having existing contractual relationships with Chester Upland School District must include a statement in their proposal identifying and describing the scope of such relationships.
4.18 Ownership and security
The Board of Control retains ownership of all materials including data, diskettes, hardcopy and electronic format of all information and all other products produced under the contract. All such materials are the property of the Board of Control and shall be submitted to the Board of Control prior to final payment. Use of any such products outside of the contract by the successful Vendor(s) will not be permitted except by prior written permission of the Board of Control, which retains copyright on all materials.
4.19 Term of contract
Subject to annual appropriations, the term of the contract is five years from the date of contract award. The Board of Control shall reserve the unilateral option to renew the contract for an additional period of up to five years.
20. Performance Bonding
The successful vendor(s) may be required to secure adequate liability insurance and performance bonding necessary to resolve any performance problems that may result from the execution of this contract.
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