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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 TOD ee Date April 20, 2017 wom RFP-005-2017 (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, May 4, 2017 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-005-2017 (P) Professional Training on Data Collection and Analysis for School Administrators in the St. Croix 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 Nominee Property and Procurement INSTRUCTION TO PROPOSERS A. NOTICE This project is for, the following services: RFP-005-2017 (P) Professional Training on Data Collection and Analysis for School Administrators in the St. Croix 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 Procurement Officer, Alexis J. Leycock at alexis. leycock@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-005-2017 (P) Professional Training on Data Collection and Analysis for School Administrators in the St. Croix District. PROPOSED SCOPE OF WORK SEE ATTACHED TIMETABLE. 1. Proposals will be accepted at the Department of Property and Procurement, no later than Thursday, May 4, 2017 at 4:00 P.M. 2. Last Day for Questions: Thursday, April 27, 2017 at 4:00 P.M. SUBMISSION OF PROPOSAL/APPLICATION 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, May 4, 2017 at 4:00 P.M. They shall be addressed to: Lloyd T. Bough Jr. Commissioner Nominee 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-005-2017(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/APPLICATION 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. 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 Procurement Officer, Alexis J. Leycock 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. Zi. Organization: Names of Principals of Firm 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 oP A Ag SO 3. 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. 7. 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. 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. ASL-ANDS 5, eS — THE VIRGIN ISLANDS DEPARTMENT OF re OF —— = ——_ = EDUCATION Se 1831 Kongens Gade St. Thomas, U.S. Virgin Islands REQUEST FOR PROPOSALS (RFP) FOR Professional Training on Data Collection and Analysis for School Administrators in the St. Croix District I. GENERAL INFORMATION A. PURPOSE / OVERVIEW The purpose of this Request for Proposals (RFP) is to solicit proposals from provider(s) qualified in delivering professional development on data monitoring, establishing program goals, developing result indicators, and monitoring changes to classroom instruction. To supplement the core school improvement process and establish effective data collection and analysis routines by school leadership teams, there will be 2 days of Data Collection and Analysis training, and 2 days of job-embedded training for 13 public school administrators on observations, data collection through walkthroughs and classroom monitoring. The selected contractor shall provide support for school administrators which is comprised of Principals and Assistant Principals. Data collection and analysis is vital for Public school administrators to improve instructional leadership skills through classroom observations, walkthroughs, feedback, and classroom monitoring. The work will focus on professional development to support the core school improvement process and establish effective data collection and analysis routines by school leadership teams, for a period of 2 days of Data Collection and Analysis (DCA) training for school leadership teams, to spread over May, June and September. Work will focus on establishing and implementing effective data collection, analysis and monitoring practices. 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 15 Elementary Schools 10 Middle Schools 2 Junior High School 1 High Schools 2 Programs 3 Day Adult Program 1 RFP for Professional Services on Data Collection &Analysis Page 2 of 9 Skill Center ] Alternative Ed Program | Total Schools and Programs 18 Number of Students 7,069 ST. CROIX SCHOOL DISTRICT Schools 13 Elementary Schools 8 High Schools 2 Junior High — 3 Programs 3 Adult Ed 1 Alternative Ed i Career and Technical Ed 1 Total Schools and Programs 16 Number of Students 6,453 BOTH DISTRICTS TOTAL NUMBER OF VIDE REGULAR K-12 28 SCHOOLS TOTAL NUMBER OF PROGRAMS 6 TOTAL NUMBER OF STUDENTS 13,522 TOTAL NUMBER OF 1.203 TEACHERS/ADMINISTRATORS a 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 Professional Development Program Manager in the St. Croix District Office of the Insular Superintendent has been designated and will serve as the DOE liaison on this project. Cc. 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 Nominee of the Department of Property and Procurement (DPP), and other personnel at DPP. will manage the bidding, RFP for Professional Services on Data Collection &Analysis Page 3 of 9 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. D. CONTRACT TYPE The award under this RFP will be for fixed price professional service Contract. No payments in advance or in anticipation of services or supplies to be provided under the contract which shall be made by the Government. E. 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) with no options to renew, upon mutual agreement between the Government and the selected contractor. F. 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 II. > 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. H. 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. 1. LATE PROPOSALS Any Proposal received after the exact time specified for receipt will not be considered. J. GIFTS FROM CONSULTANT RFP for Professional Services on Data Collection &Analysis Page 4 of 9 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 appropriate penalties, sanctions, or other disciplinary actions to be applied for violations of such standards. K. 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. 2. 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. L. PROPOSAL FORMAT Each proposal must also meet the following minimum requirements: Part I: Narrative 1) Table of Contents This section must contain a table of contents. All major parts of the proposal must be identified by page numbers. 2) 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. 3) Required Parts and Documents The proposal must include components of Section I. F. 4) 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 I: 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. RFP for Professional Services on Data Collection &Analysis Page 5 of 9 Il. SCOPE OF SERVICES Tasks The work will focus on professional development to support the core school improvement process and establish effective data collection and analysis routines by school leadership teams, for a period of 28 days of Data Collection and Analysis (DCA) training for school leadership teams to include a 2-day workshop and 26 days of onsite job-embedded training, to spread over May, June and September. Work will focus on establishing and implementing effective data collection, analysis and monitoring practices. Data collected during this process should include student assessment, attendance, behavior, classroom walkthrough/observation and teacher evaluation data. Specifically, a 2-day training will be provided to public and nonpublic school personnel up to 30 participants in the St. Croix District. These participants will share the strategies obtained through the professional development with their school data teams during monthly data team meetings. The selected Contractor shall also facilitate 26 days of onsite job-embedded training (2 days for 13 Public school administrators) on data collection through classroom observations, walkthroughs, instructional feedback and classroom monitoring. The purpose and focus of onsite coaching is to increase the instructional leadership skills of school administrators through the support of data. Emphasis will be on using data collected to drive implementation of more effective data collection and monitoring routines. To determine the starting point for the work, the services will commence with a meeting between planning team members representing the St. Croix District Office of the Insular Superintendent, resulting in a finalized 2-day training agenda for the data collection analysis training and a schedule twenty six (26) days of onsite coaching. The first professional development day of data training will focus on data monitoring and establishing program goals to supplement the core school improvement process and establish effective data collection by school leadership teams Strategies for accessing data sources and setting program goals will be provided to the school teams specifically on how to use and own data within their campus. The second professional development day of data training will focus on developing results indicators and monitoring changes to classroom instruction that supplement data analysis routines and instructional decision making by school leadership teams. After the second professional development day, the contractor will meet with the planning team to develop and finalize the job embedded agenda and activities. The contractor will provide coaching logs for each school for the 26 coaching days and will provide a final report focused on the scope of work and offers recommendations for sustaining data analysis, collection, and monitoring routines that impact classroom instruction. RFP for Professional Services on Data Collection &Analysis Page 6 of 9 The selected contractor shall provide 2 days of data analysis training and 26 days of job embedded training. The selected contractor shall perform the following tasks to deliver the consultancy and professional development services: e Meet with District Professional Development Program Manager as well as district planning team members to determine a starting point based on work previously done around school-based data collection and analysis, develop agendas, and activities for DCA training e Conduct a survey prior to training to determine school-based efforts around data collection and analysis routines by schoo] leadership teams e Facilitate a two day training focused on monitoring data, establishing program goals, developing results indicators, and monitoring changes to classroom instruction e Provide a written action plan based on District data and planning meeting discussion that will delineate the customized on-site coaching to be carried out in each district during the 26 days of onsite coaching e Facilitate 26 days of on-site coaching for 13 public school administrators on observations, data collection through walkthroughs, and classroom data monitoring e Implement DCA strategies that will improve classroom instruction and school culture around the Interstate School Leaders Licensure Consortium (ISLLC) Standards e Provide a final report highlighting the goals of the action plan and offer recommendations for sustaining data analysis, collection, and monitoring routines that impact classroom instruction RFP for Professional Services on Data Collection &Analysis Page 7 of 9 Il. IV. Deliverables The selected contractor must deliver to DOE ... 1. An electronic copy of an implementation plan with timelines, activities. and recommendations, and expected outcomes. This plan will be one document and delivered no more than one month after the DAC training. One week after the end of the survey administration period, an analysis of the survey conducted to determine school-based efforts around data collection and analysis routines by school leadership teams. . Copy of the coaching schedule developed with planning team delivered one week after meeting with the planning team. 4. Coaching logs for 26 on-site coaching days delivered at the end of each 5 day block. Agenda and activities for 2 day DAC training before the scheduled training date. 6. Interim reports submitted at the end of each DAC and each 5 day block highlighting process of consultancy 7. A final comprehensive report of the consultancy with recommendations delivered two weeks after the consultancy ends. Nm ae) aA 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 thirty (30) days 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: (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) Three (3) current original Certificate(s)of Good Standing/Existence, in \egal 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. RFP for Professional Services on Data Collection &Analysis Page & of 9 (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 Million Dollars and Zero Cents ($1,000,000.00)] 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 Professional Services on Data Collection &Analysis Page 9 of 9