RFP #15-9744-2CS

March 13, 2015

REQUEST FOR PROPOSAL

INTEGRATED AND COORDINATED SERVICES FOR SCHOOLS

COUNTY OF HENRICO, VIRGINIA

Your firm is invited to submit a proposal to provide human services and direct support to families and students within targeted Henrico County Public Schools in accordance with the enclosed specifications. The submittal, consisting of the original proposal and six (6) additional copies marked,“Integrated and Coordinated Services for Schools", will be received no later than 2:00 p.m.,April 17, 2015, by:

IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE

County of HenricoCounty of Henrico

Department of FinanceDepartment of Finance

Purchasing Division ORPurchasing Division

1590 E. Parham RoadP O Box 90775

Henrico, Virginia 23228Henrico, Virginia 23273-0775

This RFP and any addenda are available on the County of Henrico Purchasing website at To download the (IFB or RFP), click the link and save the

document to your hard drive. To receive an email copy of this document, please send a request to:

Time is of the essence and any proposal received after2:00 p.m. p.m.,April 17, 2015, whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division, Department of Finance. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Division personnel by the deadline indicated.

A pre-proposal conference will be held on March 23, 2015 at 2:00 p.m. in thePurchasing Division, North Run Office Complex, 1590 East Parham Road, Henrico, VA. Offerors are strongly encouraged to attend the pre-proposal conference. ONLY two (2) representatives per team will be allowed to be present for the meeting. A teleconference number has been established for suppliers who are unable to travel to the County of Henrico. To join the meeting, call 804-501-7555and enter meeting ID 7002 and password 1611. It is limited to one caller from each supplier. PLEASE BRING A COPY OF THE REQUEST FOR PROPOSAL WITH YOU TO DISCUSS THE REQUIREMENTS.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.

The awarding authority for this contract is Purchasing Director.

Technical questions concerning this Request for Proposal should be submitted to Cecelia Stowe @ no later than March 27, 2015.

Very truly yours,

Cecelia H. Stowe, CPPO, C.P.M.

Purchasing Director

804-501-5685

1590 E. PARHAM ROAD/P O BOX 90775/HENRICO VA 23273-0775

(804) 501-5660 FAX (804) 501-5693

NON PROFESSIONAL

REVISED JUNE 2014

REQUEST FOR PROPOSAL

INTEGRATED AND COORDINATED SERVICES FOR SCHOOLS

COUNTY OF HENRICO, VIRGINIA

I.PURPOSE:

The intent and purpose of this Request for Proposal (RFP), and the resulting contract, is to obtain the services of a qualified firm to provide the coordination of integrated support services for families, students, and staff in need within Henrico County Public Schools (HCPS). These services would support the overall well-being of the students, the families and the school by providing the services needed to resolve social, emotional, academic, physical, and socio-economic issues the schools, students and families face each day.

The funding source for this project will be partially provided by Title I-A. There are currently 20 schools within Henrico County Public Schools who are identified as Title I schools and additional schools may be identified in the coming years. The school division will determine which schools will be the recipients of this extended level of support. Initially the schools that will have these services provided are Highland Springs Elementary and WilderMiddle School.

II.BACKGROUND:

Henrico County Public Schools is located within the greater Richmond, Virginia Metropolitan area and is the 6th largest of the 134 school divisions in Virginia with a nationally recognized educational program. Henrico is located within the greater Richmond, Virginia metropolitan area covering approximately 245 square miles and is geographically and culturally diverse.

III.SCOPE OF SERVICES:

The Successful Offeror shall provide all labor, supervision, and other applicable resources in order to facilitate onsite coordination for the services listed below at the selected schools within the district.Offerors shall provide a detailed timeline to show how the following requirements will be met.

  1. General Requirements - Coordinate integrated support services for families, students, and staff in need within HCPS.
  1. The Successful Offeror shall provide a site coordinator that will work at their assigned school Monday through Friday during school hours. The site coordinator will be expected to work at special events that are outside school hours as determined by the location’s principal.
  1. The Successful Offeror shall provide a computerto the site coordinator. HCPS shall provide a work space, access to school supplies, office furniture and copier.
  1. The Successful Offeror shall administer an assessment within 60 days after the contract is awarded that will be used to determine specifically what services will be the area of focus for the enrolled school, as each school’s needs varies.
  1. Assessments will be a written report that may be customized depending on the school’s needs and will include demographic data, student achievement data, attendance data, discipline data as well as formal and informal interviewing of school staff to determine needs related to school climate and culture.
  1. The assessment will be approved by the location’s principal before administering.Assessment will include select administrators, support staff, department chairs and parents at each enrolled school.
  1. The Successful Offeror will conduct a formal needs assessment analysis from the reports to determine appropriate services needed.
  1. From the needs assessment process the Successful Offeror shall develop an annual action plan for each enrolled school as the action plan for each school varies. The action plan will be submitted to the location’s principal. To complete the action plan additional information including but not limited to student achievement data (SOL scores, grades, and other test scores), attendance and discipline data will be provided. An action plan should be in place by the first day of school.
  1. Offerors should includea sampleof the following with proposal response: needs assessment, needs assessment analysis template, planning tools, examples of whole school versus targeted services (level I and II), the Offeror’s monitoring and evaluation process, and sample reporting templates.
  1. Throughout the contract year the Successful Offeror is responsible for soliciting within the community those services that are identified in the needs assessment at each location and will providecoordination of the following comprehensive services to be delivered directly to targeted staff, students, and families:
  1. community partnerships,
  2. instructional tutoring,
  3. mentoring, and
  4. personal/professional development.

Services will be delivered through workshops, parental engagement events and student groups.

10. The Offeror will report weekly updates to the location’s principal to keep him/her informed, and will participate in the school’s leadership team meetings as deemed appropriate by the principal. The principal will use the data from the reports in his/her monthly or quarterly comprehensive School Improvement Plan minutes and reports.

B. Specific Requirements

  1. Community Partnerships - Recruiting community partnerships is a key component of this proposal. Community partnerships are essential in helping to address economic, community, family, and academic needs. Recruiting will be ongoing throughout the contract year. The Successful Offeror shall:
  1. Recruit community partnerships to foster school and community relationships, to assist in implementing school-wide initiatives, and to provide academic rewards and incentives for students and staff. A complete list of partnerships will be reviewed by location’s principal as it is established and updated throughout the school year. The list will also be reviewed by the district’s Department of Communication and Public Relations.

b. Recruit community partnerships that will permit students to work alongside the partners to help instill a sense of pride and involvement within their schoolcommunity, gain experience in beautification/gardening/maintenance, and learn the value of helping to improve their environment. Partnerships are also needed to assist with school-wide beautification efforts and facility upkeep.

  1. Solicit community partners to participate in the schools’ Community Job Fairs, facilitated by the site coordinator.
  1. Provide workshopsto provide information to assist parents in matching existing skills with specific jobs. Workshops may be on or off site and will be coordinated between the location’s principal and the Successful Offeror. At a minimum workshops will be scheduled quarterly.
  1. The Successful Offeror shall provide after-school opportunities to help parents develop appropriate skills to improve their home and socio economic status and general life skills, i.e., appropriate dress, resume writing, banking, and credit. This may include home visits, parent conferences, workshops, parental engagement events relationship building and maintaining connections with families.
  1. Additionally, community partners are needed to help identify and address unmet needs of children and families such as providing needed clothing, food, school supplies, and general household utility needs. When these needs are not met, it is difficult for students to attend school and do their best, and it is difficult for parents to provide appropriately for their children. Strong community partnerships are essential to provide for the overall needs of many families.
  1. The Successful Offeror will recruit a minimum of 10 quality community partnerships to become actively engaged in the school and/or will provide substantial contributions to aid in the overall success of the school. Community partners can provide services or monetary donations depending on the school or student needs. For example, community partners may provide mentors, tutors, donate rewards or incentives for students and staff, provide food for a parental engagement event, etc.

  1. Instructional Tutors – The Offeror will recruit volunteers with a minimum of an Associate’s degree to provide direct tutoring services before, during, and after school as deemed appropriate by the school administration. This will be based on needs assessment data that determines student proficiency levels and lack of mastery of specified skills in core content areas. All volunteers must be processed through HCPS volunteer process and be eligible to work with students, which includes background checks. This is done in collaboration with HR and Communications and Public Relations.
  1. These tutors will work under the instructional direction of the classroom teacher and provide follow up information on student progress. Student progress is reported quarterly at a minimum; determined by location’s principal and classroom teacher.
  1. Instructional resources will be made available to the tutors to assist the student; however, the classroom teacher may request assistance in making take-home kits for additional student review and or participation in SOL parent nights, parent conferences, and school data teams.
  1. Mentoring - The Successful Offeror will recruit mentors to provide mentoring opportunities to students before, during, and after school. All mentors must be processed through HCPS volunteer process and be eligible to work with students, which includes background checks. This is done in collaboration with HR and Communications and Public Relations.
  1. The Successful Offeror shall obtain positive role models and get them involved in mentoring students in the selected schools.
  1. The Successful Offeror shall coordinate mentoring programs tailored to the specific needs of students. This level of mentoring involves consistent relationship building and role modeling for a minimum time commitment of no less than twice a month. The goal is 1:1 relationship building, although a mentor may mentor more than one child and must adhere to the volunteer criteria.
  1. The site coordinator that the Successful Offeror providesfor each participating school location would be responsible for facilitating the process with the parent to ensure effective communication and that written parental consent is granted.
  1. The mentors are expected to expose students to college, career, and post-high school options and find ways to raise awareness of the various pathways to careers and success.
  1. The mentors, along with the site coordinator, will organize a career pathways plan, assist students with implementation, and follow through to complete their plan by the end of the year.
  1. Mentors should attend field trips with students to encourage dialogue about the visit, as well as, raise awareness and coordinate follow up activities to deepen the students’ level of understanding of concepts presented.
  1. Other workshops on etiquette, resume writing, dress code, fiscal management, conduct, and others deemed appropriate by the building administration are requested to help both students and parents improve their quality of life.

4.Professional Development -Professional Development will be in collaboration with the location’s principal’s professional development plan for staff. Professional development will be ongoing throughout the contract year and will be designed to advance the capability and aptitude of staff and administration in their efforts to support students and families. The school administrators determine which professional development sessions are required for all staff vs. specific groups of staff (for example: 6th grade team vs. whole staff). Implementation of strategies garnered from professional development are monitored and/or measured by the Successful Offeror and school administrators. The Successful Offeror will provide professional development to school staff to incude:

  1. Needs assessment overview
  1. Training about best practices for mitigating compulsory attendance, scientifically based behavioral interventions in classrooms and other areas of the school, as well as, strategies for removing barriers to student performance.
  1. The proposal should provide specific information about the training to be provided, the duration of the training, the cost of the training, the qualifications and experience of the trainers, the training materials to be used, and other information necessary to fully evaluate the proposed activities.
  1. Provide ongoing recommendations for best practice for reaching at-risk students/families so students can succeed academically and behaviorally.
  1. Planning support for school-wide events/initiatives to support school achievement.
  1. Provide motivational speakers for school wide events to bridge the home and school community; community awareness, appreciation, and teamwork are essential to building and binding a community together.
  1. Train volunteers/tutors/community partners to effectively work with students/families in need.
  1. Provide monthly tips/recommendations to staff during faculty meetings on specific strategies or ideas to help students, staff, and families.

The successful Offeror shall provide comprehensive services mentioned above and will help to identify and obtain resources to assist families, within their home setting, to ensure basic home and health needs are met.

5.Reporting:

a.The Successful Offeror will provide reports on student data specifically related to the ABC’s (attendance, behavior and course completion). Reports will be provided monthlyto their agency and copied to the location’s principal, quarterly and annually to the district’s Assistant Superintendent of Instructional Support for district data.

b.The Successful Offeror will provide a comprehensive end-of-year annual report to participating schools administration and a consolidated report to division by August 1 of each contract year to include an overview of areas identified by the needs assessment analysis, how the needs were met, how services provided improved achievement test scores, recommendations for the next contract year.

6. Measured Outcome:

Offeror’s shall provide in their response a projected measurable outcome for each contract year to include the improvement of attendance, behavior, academic achievement and the promotion of students to the next grade level.

IV.COUNTYRESPONSIBILITIES:

The County will designate an individual to act as the County’s representative with respect to the work to be performed under this contract. Such individual shall have the authority to transmit instructions, receive information, and interpret and define the County’s policies and decisions with respect to the contract.

V.ANTICIPATED SCHEDULE:

The following represents a tentative outline of the process currently anticipated by the County:

Request for Proposals distributedMarch 13, 2015

Advertised in newspaperMarch 15, 2015

Pre-proposal conferenceMarch 23, 2015 at 2:00 p.m.

Receive written proposalsApril 17, 2015 at 2:00 p.m.

Conduct oral interviews with Offerors TBD

Negotiations completed June 2015

Contract/installation begins July 1, 2015

VI.GENERAL CONTRACT TERMS AND CONDITIONS:

  1. Annual Appropriations

It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The Successful Offeror (“Successful Offeror” or “contractor”) shall not be entitled to seek redress from the County or its elected officials, officers, agents, employees, or volunteers should the Board of Supervisors fail to make annual appropriations for theContract.

B.Award of the Contract

1.The County reserves the right to reject any or all proposals and to waive any informalities.

2.The Successful Offeror shall, within fifteen (15) calendar days after Contract documents are presented for signature, execute and deliver to the Purchasing office the Contract documents and any other forms or bonds required by the RFP.

  1. The Contract resulting from this RFP is not assignable.
  1. Notice of award or intent to award may also appear on the Purchasing Office website:

C.Collusion