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Form No. DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 GOVERNMENT OF THE VIRGIN ISLANDS OF THE UNITED STATES Request for Proposal - Negotiation PROFESSIONAL SERVICES To avhee Date: May 23. 2018 si . RFP-024-C-2018 (Professional) Pursuant to 31 V. I. C. § 239 (a) (4) and the Rules and Regulations thereunder issued, the Government of the Virgin Islands, Property and Procurement, will receive proposals for the work described below. Proposals will be received until Thursday, June 21, 2018 at 4:00 P.M. DESCRIPTION OF WORK The Government of the Virgin Islands, Department of Property and Procurement is requesting proposals from qualified contractors for the following services: RFP-024-C-2018 (P) to provide Training and Coaching on Mathematics Common Core Standards in the St. Croix School District. SCOPE OF SERVICES: SEE ATTACHED Form No. DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 NEGOTIATED PROCEDURES: The Commissioner of the Department of Property and Procurement will appoint a Selection Committee to assist in the evaluation and selection of the Contractor. Accordingly, current data on qualifications and performance should be submitted with proposals. After reviewing the qualifications and proposals, the Committee will select for discussions from the firm/s or person/s considered not less than three (3), in order of preference. deemed to be the most highly qualified to provide the services herein required. Discussions will be conducted successively and severally with the firms or persons so selected regarding the anticipated concepts and the relative utility of alternative methods of approach for furnishing the services hereunder, FACTORS FOR DISCUSSIONS: Selection criteria will include (i.) Professional qualifications, registration and general reputation of the principals of the firm; (ii) the extent to which the firm or person specialized in or has designed project of a type and scope similar to that hereunder; (iii) familiarity with the area in which the project is to be located; (iv) capability of meeting schedules; and (v) quality of performances on other projects. NEGOTIATION: The Selection Committee shall recommend to the Commissioner the highest qualified firm or persons with whom a contract shall be negotiated. The Commissioner, with the assistance of the Selection Committee shall negotiate a contract with such firm or person. Should the Commissioner be unable to negotiate a satisfactory contract with the firm considered to be the most qualified, at a price he determines to be fair and reasonable to the Government, negotiations with that firm will be formally terminated? Negotiations will then be commenced with the second most qualified, the third most qualified or additional firms. in order of preference and their competence and qualification, and shall continue until an agreement is reached. Lloyd T. Bough Jr. Commissioner Property and Procurement INSTRUCTION TO PROPOSERS A. NOTICE This project is for, the following services: RFP-024-C-2018 (P) to provide Training and Coaching on Mathematics Common Core Standards in the St. Croix School District Information provided in the scope of work is to be used only for purposes of preparing a proposal. It is further expected that each bidder will read the scope of work with care, for failure to meet certain specified conditions may invalidate the proposal. The Government of the Virgin Islands, hereinafter referred to as GVI, reserves the right to reject any or all proposals or any portion thereof and to accept the proposal deemed most advantageous to GVI. Price shall not be the sole criterion of awarding this project. Scope and quality of work proposed and the ability of the bidder to complete this type of project shall be considered. Applicants are requested to submit proposals based on the scope of work. Alternative proposals recommending new features and technology other than that requested in the scope of work will receive consideration providing such new features and/or technology is clearly explained. Any exceptions to the requirements requested herein must be clearly noted in writing and be included as part of the proposal. The information contained herein is believed to be accurate, but is not to be considered in any way as a warranty. Request for additional information clarifying the Scope of Work should be directed in writing to Deputy Commissioner of Procurement, Dynell R. Williams at Dynell.williams@dpp.vi.gov. STATEMENT OF PURPOSE This project has been addressed to assist the Government of the Virgin Islands in meeting The need for the following services: RFP-022-C-2018 (P) to provide Training and Coaching on Mathematics Common Core Standards in the St. Croix School District PROPOSED SCOPE OF WORK SEE ATTACHED TIMETABLE. 1. Proposals will be accepted at the Department of Property and Procurement, no later than Thursday, June 21, 2018 at 4:00 P.M. 2. Last Day for request for written clarification question will be: Friday, June 8, 2018 at 4:00 P.M. SUBMISSION OF PROPOSAL All interested parties shall submit five (5) sets of proposals (one (1) original and four (4) copies), which are to be delivered to the Department of Property and Procurement during normal business hours, no later than Thursday, June 21, 2018 at 4:00 P.M. They shall be addressed to: Lloyd T. Bough Jr. Commissioner Department of Property and Procurement #3274 Estate Richmond. Christiansted St. Croix, U.S. Virgin Islands 00820-4200 The sealed envelope containing the proposal must have the following information written on the outside of the envelope: SEALED PROPOSALS - DO NOT OPEN RFP-024-C-2018(P) (Name of Offeror) (Mailing Address of Offeror) (Telephone Number of Offeror) (Fax Number of Offeror) Where proposals are sent by mail, the bidder shall be responsible for their delivery to the Department of Property and Procurement before the date and time set for the closing of acceptance of proposals. WITHDRAWALS OF PROPOSAL A proposal may be withdrawn at any time prior to the time specified as the closing time for acceptance of proposals. However, no proposal shall be withdrawn or canceled for a period of thirty (30) days after said closing time for acceptance of proposals nor shall the successful provider withdraw or cancel or modify his proposal, except at the request of GVI after having been notified that said proposal has been accepted by GVI. H. INTERPRETATION OF SPECIFICATIONS If any person contemplating submitting a proposal requires clarification of any part of the scope of work, he/she may submit to the GVI a written request for an interpretation thereof to the Deputy Commissioner of Procurement, Dynell R. Williams. GVI will not respond to questions received after the above-established date. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the scope of work will be made in writing to all prospective providers. Oral explanations will not be binding. CONSIDERATION OF PROPOSAL The Commissioner of Property and Procurement shall represent and act for GVI in all matters pertaining to the scope of work and contract in conjunction therewith. This RFP does not commit GVI to the award of a contract, nor pay any cost incurred in the preparation and submission of proposals in anticipation of a contract. GVI reserves the right to reject any or all proposals and to disregard any informality and/or irregularity in the proposal when, in its opinion, the best interest of GVI will be served by such action. Proposals failing to provide some of the items in the scope of work shall not be rejected per se, but any deviations from the scope must be clearly noted. ACCEPTANCE OF PROPOSALS GVI will notify in writing acceptance of one of the proposals. Failure to provide any supplementary documentation to comply with the vendor’s proposal may be grounds for disqualification. CONTENTS OF PROPOSAL The following is a list of information to be included in the written proposal. Failure to comply with all the requirements as outlined may disqualify the applicant. 1. Introductory letter about the applicant: a. Firm Name, address, fax and telephone b. Type of service for which Firm is qualified. 2: Organization: a. Names of Principals of Firm b. Names of key personnel with experience of each and length of time in organization. Number of staff available for assignment. (Local & Off-Territory) Copy of Article of Incorporation Copy of Certificate of Resolution Copy of Valid Business License Copy of Certificate of Good Standing mmoas od Outside consultants that will be retained for this project and percentage of work to be sub-contracted. 4, Project experience: a. List of completed projects of similar type and estimated cost of each. b. Current projects underway; scope: percentage completed to date and estimated cost of each. 5. Project References: (including a notarized written consent from the authorized representative which must include: name; telephone number; email address and facsimile number). 6. Project Approach: a. Describe how you will approach this project and availability to perform the services requested. ds Cost: The Cost Proposal must be submitted in a separate sealed envelope. CONFLICT OF INTEREST A bidder filing a proposal hereby certifies that no officer, agent or employee of GVI has a pecuniary interest in this proposal or has participated in contract negotiations on behalf of GVI, that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other Bidder for the same request for proposals: the Bidder is competing solely in its own behalf without connection, with, or obligation to, any undisclosed person or firm. LICENSE REQUIREMENT An award will not be made to any firm or individual doing business in the Virgin Islands to perform work with the Government of the Virgin Islands until evidence is submitted that the said firm or individual has a valid V. I. Business License to do similar business in the Virgin Islands. Bidders must submit hard copy of a valid V. I. Business license within ten (10) working days after award. All Bidders bidding as Joint Ventures that do business in the Virgin Islands must be licensed as a Joint Venture in the Virgin Islands. M. REQUIRED DOCUMENTS 1. PUBLIC LIABILITY: The successful bidder will be required to obtain and have in place public liability insurance and other insurance necessary as requested in this proposal package. Insurance policy(ies) shall name the Government of the Virgin Islands as “Additional insured.” The public liability insurance shall have a minimum limit of not less than one hundred thousand ($100,000.00) dollars for any one occurrence for death or personal injury and one hundred thousand ($100,000.00) dollars for any one occurrence for property damage. Offeror must provide public liability insurance with ten (10) working days after award. 2 WORKERS’ COMPENSATION: Within ten (10) working days after award of project the successful offeror must submit a copy of their certificate providing that his firm and his agents are covered by Workers Compensation Employee’s Liability. FAILURE TO PROVIDE THE CERTIFICATES WITHIN THE STATED TIME PERIOD MAY RESULT IN THE PROPOSAL DEEMED AS NON-RESPONSIVE AND MAY BE IMMEDIATELY DISQUALIFIED WITH NO FURTHER CONSIDERATION GIVEN FOR POTENTIAL AWARDING OF THE CONTRACT. N. REQUIREMENTS FOR CORPORATIONS: 1. ARTICLES OF INCORPORATION 2: CERTIFICATE OF CORPORATE RESOLUTION 3, CERTIFICATE OF GOOD STANDING THESE WILL BE REQUIRED PRIOR TO AWARD OF CONTRACT. 1834 Kongens Gade St. Thomas, U.S. Virgin Islands Pe ge oe — THE VIRGIN ISLANDS DEPARTMENT OF ct fn OF O4 EDUCATION REQUEST FOR PROPOSALS (RFP) For Training and Coaching in Concepts & Procedures using the Mathematics Common Core State Standards I. GENERAL INFORMATION A. PURPOSE / OVERVIEW The purpose of this Request for Proposals (RFP) is to solicit proposals from provider(s) qualified in providing professional development on the Smarter Balanced Claim of Concepts & Procedures using the Mathematics Common Core State Standards to supplement the core mathematical instruction and create effective student engagement strategies through job- embedded coaching and face-to-face training. The Virgin Islands Department of Education (DOE) seeks qualified service provider(s)/person(s) with the knowledge, experience, and expertise to provide all things necessary to offer school-based teams the opportunity to explore specific mathematical content in the claim of Concepts & Procedures. The selected contractor shall provide support to thirteen (13) school-based teams comprised of two (2) administrators, four (4) teachers, and two (2) paraprofessionals for each school. The work will focus on professional development to support the implementation of effective instructional practices in Mathematics. The services will take place in the St. Croix District during the 2018-2019 School Year. B. BACKGROUND Virgin Islands Department of Education The Commissioner of Education heads the Virgin Islands Department of Education, including the Virgin Islands Public School System. The Territory of the United States Virgin Islands is divided into two (2) school districts — the St. Thomas-St. John school district and the St. Croix school district. The two (2) school districts are managed and directed by Insular Superintendents with the day-to-day operations of each school district being managed with district offices on St. Thomas and St. Croix. The following contains additional information concerning the two (2) school districts: ST. THOMAS/ST. JOHN SCHOOL DISTRICT Number Schools 14 Elementary Schools 9 Middle Schools 2 Junior High School 1 High Schools 2 Programs 1 Day Adult Program 1 Skill Center l Alternative Ed Program I Total Schools and Programs 17 Number of Students 5,054 RFP for Training and Coaching in Mathematics Common Core State Standards Services ST. CROIX SCHOOL DISTRICT Schools Elementary Schools High Schools Junior High Programs Adult Ed Alternative Ed Career and Technical Ed Total Schools and Programs Number of Students 5,293 BOTH DISTRICTS TOTAL NUMBER OF VIDE REGULAR K-12 7 SCHOOLS TOTAL NUMBER OF PROGRAMS 6 TOTAL NUMBER OF STUDENTS 10,347 TOTAL NUMBER OF 1.203 TEACHERS/ADMINISTRATORS , yore ee eee ey lame font Wd} LoD} cole On the island of St. John, two (2) schools serve the elementary and middle school student population. The senior high school students from the island of St. John are served by schools on the island of St. Thomas. The St. Croix District Professional Development Director in the Office of the Insular Superintendent has been designated and will serve as the DOE liaison on this project. ADMINISTRATIVE STRUCTURE Honorable Sharon Ann McCollum, Ph.D. heads the Virgin Islands Department of Education. The Department has two (2) school districts, the St. Thomas-St. John School District, and the St. Croix School District that are managed and directed by Insular Superintendents. The official physical and mailing to be used for any correspondence or delivery of paper reports address for the DOE is as follows: Virgin Islands Department of Education 1834 Kongens Gade St. Thomas, US Virgin Islands 00802-6742 Honorable Lloyd T. Bough, Jr., Commissioner of the Department of Property and Procurement (DPP), and other personnel at DPP, will manage the bidding, negotiation, and contractual processes. DOE’s Office of the Commissioner will serve as the liaison between the selected contractor and agencies of the Virgin Islands Government in contract preparation. RFP for Training and Coaching in Mathematics Common Core State Standards Services CONTRACT TYPE The contract awarded under this RFP will be for professional services and cost reimbursement. No payments in advance or in anticipation of services or supplies to be provided under the contract shall be made by the Government. CONTRACT TERMS Unless otherwise agreed pursuant to negotiations, the term of the contract awarded under this RFP shall be for a period of one (1) year. SELECTION OF CONTRACTOR A contract shall be negotiated with a proposer deemed to be the most qualified and responsive to this solicitation. Such a proposer is one, which has financial, technical, and other resources that indicate an ability to perform the services required by this solicitation. A number of factors may influence the Government’s decision in selecting the provider. These factors include, but are not limited to, proposer’s ability to deliver requested services in a timely manner; reputation, qualifications, experience, familiarity, and specialty in providing similar services; quality of supporting resources; and responsibility status. The proposer shall also meet the following requirements: (1) Provide description of the proposer’s organization. (2) Provide history and background of organization. (3) Provide previous experience including years of experience describing the type of experience required for the project. (4) Demonstrate ability and capability to deliver on all aspects as described in Section Il. » Proposers should present their vision of how they propose meeting DOE’s needs and identify the overall approach to the project, define the scope of their offered services, and how they propose to meet the Scope of Services and Deliverables as defined in this RFP. (5) Provide at least three (3) professional references (project references). (6) Demonstrate the ability to perform services on-site in DOE’s facilities. INCURRED COSTS The Government of the Virgin Islands is not liable for any cost incurred by the proposer prior to the signing of a contract by all Parties. LATE PROPOSALS Any Proposal received after the exact time specified for receipt will not be considered. GIFTS FROM CONSULTANT The Government’s officers, employees, or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or potential contractors. To the extent permissible under local laws, rules, or regulations, such standards shall provide for RFP for Training and Coaching in Mathematics Common Core State Standards Services appropriate penalties, sanctions, or other disciplinary actions to be applied for violations of such standards. LICENSES, FEES & TAXES 1. The selected contractor shall be responsible for paying all applicable taxes and fees, including but not limited to, excise tax, local income tax, and payroll and withholding taxes for its employees. The contractor shall hold Government harmless for all claims arising from payment of such taxes and fees. The selected contractor shall obtain and post as required, all licenses, insurances, permits, and certificates as required by federal and local laws, rules and regulations, and policies. PROPOSAL FORMAT Each proposal must also meet the following minimum requirements: Part I: Narrative !) 2) 3) 4) Table of Contents This section must contain a table of contents. All major parts of the proposal must be identified by page numbers. Executive Summary/Proposal Overview This section must describe the salient features of the proposal. It must contain an overview of the proposer’s company background and qualifications, and must condense and highlight the contents of the proposal to provide a broad understanding of the entire proposal. The Executive Summary should include conclusions and generalized recommendations. Pricing information must not be included in the Executive Summary. Required Parts and Documents The proposal must include components of Section I. F. Technical Response Demonstrate ability and capacity to provide services described in Section II. In this section, proposers should present their vision of how they propose meeting the Government’s needs and identify the overall approach to the project, define the scope of their offered services, and how they propose to meet the Scope of Services as defined in this RFP. Part II: Cost Proposal The proposal shall provide the proposed compensation for the services to be provided as described in Section II. Cost is inclusive of all travel and expenses and must be delineated by tasks. RFP for Training and Coaching in Mathematics Common Core State Standards Services Il. SCOPE OF SERVICES Overview The professional development will be provided by top education consultants in mathematics education using the Common Core State Standard (“CCSS”) and Smarter Balanced Assessment Consortium Claim of Concepts & Procedures (“SBAC”). The services will be provided to thirteen (13) school-based teams that consists of 2-administrators, 4-teachers, and 2 paraprofessionals per school in the St. Croix District. These participants will share strategies obtained through the professional development with their grade level/content area colleagues during instructional planning meetings. The selected contractor shall provide support on professional development to support the core content instruction in mathematics for a total of four (4) days of face-to-face training (2 days/semester) for school based teams, to spread over the fall and spring semester. Work will focus on effective implementation of CCSS —Mathematics and SBAC Claim — Concepts & Procedures in a mathematics lesson. The selected Contractor will also facilitate 24 days (2-days/semester/school) of on-site training and job-embedded coaching in Concepts & Procedures in Mathematics for three (3)secondary and three (3)elementary schools through model lessons, classroom teacher feedback sessions, with emphasis on facilitating effective CCSS mathematical lessons within the SBAC claim of Concepts & Procedures. The Contractor shall provide coaching logs for each school and will also provide interim reports for each semester and a final report focused on the scope of work with recommendations for sustaining effective mathematical instructional practices. Tasks The selected contractor shall provide 4 days of face-to-face (2-days/semester) of professional development and 24 days of onsite coaching support. The selected contractor shall perform the following tasks to deliver the consultancy and professional development services: 1. Meet with the District Director of Professional Development as well as district planning team members to determine a starting point based upon data and format training. 2. Administer and analyze survey on CCSS — Math instruction, and knowledge of SBAC claims especially Concepts & Procedures, 3. Facilitate four (4) days of face-to-face training (2 days/semester) for 13 School-based teams to increase instructional effectiveness in Concepts & Procedures using the CCSS-Math. 4. Work with planning team to develop agendas, and activities for the four days of training. 5. Develop a written action plan based on survey results and planning meeting discussion that will delineate the customized on-site coaching to be carried out in the District during the 24 RFP for Training and Coaching in Mathematics Common Core State Standards Services iil. IV. days (2-days/semester/school) of on-site training and job-embedded coaching in Concepts & Procedures in Mathematics for three (3) secondary and three (3) elementary schools. 6. Demonstrate effective use of the CCSS- Math to implement a lesson within the SBAC claim of Concepts & Procedures. 7. Provide interim reports at the end of each semester. 8. Provide a final report highlighting the goals of the action plan and offer recommendations for sustaining effective CCSS- Math instruction within the SBAC claim of Concepts & Procedures. 9. Provide ccertificates of participation to participants. Deliverables The selected contractor must deliver to the VIDE... 1. An electronic copy of an implementation plan with timelines, activities, recommendations and expected outcomes for the St. Croix District. This plan must be delivered no more than one month after administration of the survey. 2. Analysis of survey conducted to determine school-based efforts around the implementation of CCSS- Math within the SBAC claim of Concepts & Procedures one week after the end of the survey administration period. 3. Copy of the coaching schedule developed with the planning team delivered one week after meeting with the planning team. 4. Coaching logs for twenty-four (24) days of onsite training and job-embedded coaching delivered at the end of the semester. 5. Agenda and activities for four (4) day of face-to-face training for thirteen (13) School-based teams that consists of two (2) administrators, four (4)-teachers, and two (2) paraprofessionals per school. 6. Interim reports submitted at the end of each semester (coaching cycle) that highlights consultant progress. 7. Listing of Certificates of Participation (to include contact hours) for participants. NON-PERFORMANCE BY SELECTED CONTRACTOR In the event of the selected contractor’s non-performance under the subsequent contract and/or the violation or breach of the contract terms, the Government shall have the right to pursue all administrative, contractual, and legal remedies against the contractor and shall] have the right to seek all sanctions and penalties as may be appropriate. Further, either party shall have the right to terminate the contract with or without cause upon the agreed upon written notice to the other party specifying the date of termination. CONTRACTUAL REQUIREMENTS All bid proposals and subsequent contract and supporting documents (if selected) must reflect the legal name of entity. Supporting documents that must be submitted prior to contract execution and within the time established by the Government shall include, but not be limited to, the following: RFP for Training and Coaching in Mathematics Common Core State Standards Services (1) Certificate of Resolution, as to the authorized negotiator and signer of a contract. (2) Current Virgin Islands Business License issued to the legal name of record of the entity by the Government of the Virgin Islands, Department of Licensing and Consumer Affairs; and if applicable, copy of current business license issued by state, city or county in which the foreign corporation is operating. (3) One (1) current original Certificate(s)of Good Standing/Existence, in legal name of the Contractor by the Virgin Islands Office of the Lt. Governor, Division of Corporations and Trademarks; and if company is not locally formed, an original Certificate of Good Standing, Certificate of Existence, or Certificate of Status from the state of registration. (4) Certificate of Issuance or Renewal of Trade Name issued by the Virgin Islands Office of the Lt. Governor, Division of Corporations and Trademarks, if applicable. (5) Articles of Incorporation or Organization, as applicable; or documents governing operation. (6) Certificate of Liability Insurance indicating proof of coverage of Professional Liability Insurance and General Liability/Public Liability Insurance - each of no less than [One Hundred Thousand and Zero Cents ($100,000.00)| for any one occurrence. The Contractor must provide a Certificate of Liability Insurance and Declaration/Endorsement pages that indicating that the Government of the Virgin Islands, Department of Education, is as “certificate holder” and an “additional insured” on the General Liability/Public Liability Insurance. The Professional Liability Insurance must cover the services to be provided under the contract. (7) Certificate of Government Insurance/Copy of Certificate providing firm/agents are covered by Workers’ Compensation Employee’s Liability. Please note the above-referenced documents are subject to modification at the Government’s discretion. Any silence, absence, or omission from the contract specifications concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All contractual documents including insurance certificates/policies must be kept updated and maintained throughout the term of the contract. RFP for Training and Coaching in Mathematics Common Core State Standards Services