Request for Proposal
Curriculum Software and Services
RFP Number: 05JUNE2015Curriculum Software and Services
Date Issued:June 5, 2015
Due Date: June 17, 2015
Procurement Contact:
Joshua Gubkin
313/263-9841
Education Achievement Authority of Michigan
About the Education Achievement Authority: The Education Achievement Authority of Michigan (the “EAA”) is a statewide school system that will assume operation of the lowest five (5) percent of performing schools in the state of Michigan that are not achieving satisfactory results on a redesign plan or that are under an Emergency Manager. It is designed to provide a new, stable, financially responsible set of public schools that create the conditions, supports, tools and resources under which teachers can help students make significant academic gains. It has been initially applied to underperforming schools in Detroit and will ultimately be expanded to include low performing schools throughout Michigan.
Equal Opportunity: It is the public policy of the EAA, at all levels of procurement, to promote equal opportunity in employment and contracting opportunities. Additionally, the EAA endeavors to promote and encourage the participation of Minority Business Enterprises (“MBEs”), Women Business Enterprises (“WBEs”) and small and other disadvantaged business entities, as defined by the Small Business Administration. Therefore, the EAA is committed to pursue such avenues in its employment and contracting activities, which will further the goals of this policy. Similarly demonstrated commitment, consistent with the goals of this policy, by those with whom the EAA of Michigan does business, is highly desirable.
Instructions to Proposers
Proposal Schedule:
The EAA's anticipated timeline for its selection process is:
Issuance of this RFPJune 5, 2015
Deadline for written Intent to Respond5 p.m. —June 15, 2015
Deadline for written Questions5 p.m. — June 15, 2015
DUE DATE FOR PROPOSALS1 p.m. – June 17, 2015
Proposer interviews and presentationsWeek of June22-June 26, 2015
to the EAA’s selection committee
Anticipated Award Recommendation DateJune 30th, 2015
Anticipated Start DateJuly 15, 2015
PLEASE NOTE: The EAA reserves the right, in its sole and absolute discretion, to make modifications to the above selection timeline as it determines to be in its best interest. During the period from your organization’s receipt of this RFP, and until a contract is awarded, your organization shall not contact any employee of the EAA for additional information, except as directed within this RFP. Your organization assumes the risk of any delay in the submission of information regarding this RFP.
Questions: Bidders: Please see Section V. of this RFP for additional information regarding how to submit questions.
ACCELERATED AND TRANSITIONAL PROGRAM
Request for Proposal
TABLE OF CONTENTS
- Purpose
- Background
- Scope of Work
- Proposer Requirements
- Bid Process/Evaluation Criteria Award process
- Cost Proposal
- Terms and Conditions
Attachment A – District Specific Information – EAA of Michigan
Attachment B –Proposer Guaranty and Warranty
Attachment C – Cost Proposal
Appendix A –Requirements
1
Request for Proposals
- Purpose
The EAA requests proposals from qualified individuals and/or companies interested in providing Curriculum Related Technology to the EAA. Proposals will be evaluated for the 2015-16 school year; additionally the EAA reserves the rights to have the selected proposer provide services for the 2016-17, and 2017-18 years as well.
The process will include a review and evaluation of a Proposer’s past experience providing similarservices to other educational entities, this information should be highlighted and included in their proposal.
- Background
The EAA is based in Detroit, Michigan. For the current school year, the EAA has an enrollment of approximately 6,200 students in grades PK-12 and of the 6200 student within PK-12, 3,450 students are in 9th-12thin the twelve (12) schools identified in this RFP. These Schools include six (6) high school buildings (grades 9-12) and six (6) elementary/middle school buildings (grades PK-8).
- Scope of Work
EAA provides education for kindergarten through twelfth grade students in Detroit Michigan with a variety of teaching methods that include online as well as in class room education. The education encompasses individualized learning plans paired with in-person support from experienced teachers and mentors.
EAA students attend class five days a week for the full school day, rotating between individualized online lessons and classroom instruction. It is a safe and supportive environment, operated by well trained teachers.
EAA students by the numbers: (Approximately)
- 100% of students participate in free or reduced lunch program
- 98% minority student population
- 10% English language learners
Websites: and
The EAA is seeking service providers that have data that demonstrates student achievement with a similar demographic to the EAA, in the following areas:
a)English Language Arts – K-12
b)Reading – K-12
c)Writing – K-12
d)Mathematics – K-12
e)Social Studies – K-12
f)Science – K-12
g)Physical Education – K-12
h)Music
Responses to this RFP should clearly address each of the following criteria. Every attempt should be made to be concise in your responses:
- Delivery Requirements
The following paragraphs outline key content and delivery criteria that EAA is seeking. Responses to this RFP must address how the provider can meet these specific requirements.
- Deliver digital content for students through a provider hosted or Software provided model. If provider is proposing software as a service model, provider will not only provide the digital content, but will host its own course management, and an enrollment system in which students are enrolled and activated.
- Students are provided the opportunity to work at their own pace with content and instruction individualized to enable this type of flexibility.
3.Provide professional development to the appropriate EAA staff in teaching content, managing enrollment process, accessing and understanding student performance reporting.
4.Provide appropriate and agreed upon technical support for students and staff.
5.Digital content should include a validated diagnostic assessment that will prescribe an individual learning path for the students.
B. Digital Content Specifications
The following paragraphs outline key criteria for the digital content implementation. An in-depth review of the Provider’s online content will be conducted if it is determined that such a review is desired based on this RFP response.
1. Provide a list of the digital content/online courses that your organization has available that are specifically designed for use in a blended learning instructional environment.
a)Does availability of digital content/online courses vary depending on grade level of students? If yes, please describe.
b)Please identify whether the digital content and courses are developed and owned by your organization.
c)Does your digital content/online courses cover all grade levels (K-12), including content for core and elective courses? (Providers are encouraged to submit a response even if only a subset of the content areas and/or grade levels is addressed by your offerings).
d)Please describe the degree to which your digital content utilizes video, audio lectures, interactive simulations, and other product design features that foster student engagement and addresses multiple learning styles.
2.Provide evidence that digital content is aligned to appropriate Michigan Academic Standards. Include a brief explanation for the process you utilize to ensure that such standards are addressed in your content. In the event that content is not aligned to Common Core Standards, and/or Michigan Academic Standards, please provide commentary in your response as to the reasons why and what accommodations to meet such standards can be made.
3. Describe the prescriptive options, such as pre- and post-testing or real-time adaptive interventions based on student response.
4.Describe the student assessment process that exists within the digital content / courses. In your description of options, please address the following questions as appropriate:
a)Describe the various types of assessments that are utilized.
b)To what extent are computer graded assessments utilized?
c)Are test banks capable of giving multiple versions of exams and quizzes to promote mastery learning included?
d)Do clients have the ability modify or create their own assessments?
e)Can students proceed through the course if an assessment is not mastered?
f)Can the level of mastery be adjusted?
g)Are test questions randomized?
h)What types of items do the tests include (i.e. short response)?
i)Does digital content include both unit tests and final exams?
j)Describe any safeguards that exist to prevent students from merely guessing answers until correct answer is obtained.
5.Describe the differentiated instruction and interactive features that meet the varying learning needs of students. In your description please address the following questions:
a)Can students work at their own pace?
b)Are audio capabilities to read the screen to students, interactive labs or other activities, videos, hyperlinks to vocabulary definitions, or remediation in reading and math available?
c)Does the system automatically route students to questions covering lower-level skills based on incorrect responses?
d)Does the system provide “hints” or feedback to lead students to correct responses?
e)Are pacing guides or average completion time per lesson included?
6.Describe what ancillary (offline) materials are required.
a)Confirm that the materials are available in print form and online?
b)Do students and teachers and/or facilitators have access?
c)How is the distribution of the ancillary materials to the students handled?
7.Describe your typical business practices for addressing content additions or edits. In your description please address the following questions:
a)Client-initiated edits to content
- Do clients have the ability to add or edit content themselves?
- Are various user-types/roles available to enable client to assign editing capabilities to select staff?
- What is the process for client to submit ideas for content edits?
- What is an average timeframe for making content changes?
b)Provider-initiated edits to content
- How often is content upgraded or otherwise edited?
- How are edits to content relayed to client and how much advance notice is provided?
8.Please identify teacher support materials that are provided to assist EAA teachers and learning center facilitators with becoming familiar with the online content, as well as supporting their instructional efforts.
a)Are answer keys and/or rubrics provided?
b)Are hints for providing instructional support offered?
9.Given the diverse academic needs of EAA students (English-language learners, academically at-risk, students with learning and physical disabilities, highly mobile population), please describe your company's experience in serving such a student population utilizing your digital content.
- Reporting Features - Student Performance
- Please describe the reporting capabilities of your digital content management system.
- Are school personnel able to access real-time student progress reports that include both the quality of work completed and the % of coursework completed?
- Describe how aggregate student performance data can be reviewed at the class and school level.
4.Describe how students are informed of their progress?
- Describe how parents access student progress reports?
- Describe ability to export student data/reports into other digital grade books or databases?
- Describe how student performance data is archived and does this include archiving of student data even for students who may not complete their assigned course?
- Provide a weekly accountability report for time and effort spent with implementation support.
- Monitoring software usage and providing implementation status updates and suggestions on implementation improvements to EAA administrators.
D. Technical Requirements
Please identify the minimum, and preferred (as appropriate), technical requirements required by EAA staff and students to successfully access and interact with your platform. EAA does require that all digital content run on Windows XP (at a minimum).
- Provide details regarding the hardware and software requirements that each of the following entities would need to have available in order to access your digital content / courses:
a) Students
c) EAA School staff
d) EAA central staff
e) EAA teachers
2.Describe the technical support that you will provide to each of the following users:
a) Students
b) EAA School sites
c) EAA and School center staff
3.Please identify if any components of the digital content/course or ancillary resources require software to be loaded onto a server at the EAA home office and/or school sites.
4.Describe the data integration capabilities for your digital content management system.
a)Can data be exported and into what programs?
b)Can data, such as a list of student names or demographic information be imported?
c)Is there an additional fee for reporting?
d)Does your platform integrate, or is it capable of integrating, with other learning management systems and student information? If yes, do additional fees apply?
e)Proposer should have an API functionality that allows for single sign on and seamless access to the content.
f)Does your platform have single sign-on capabilities with other content management/repository systems? If yes, do additional fees apply?
g)Provide assurances that your software will provide searchable databases aligned to content standards as required.
5.Training and Support
List training requirements for staff, students, and anyone else that needs training. This could be train the trainer/ in-class room/ online trainer etc.
a)Providing coaching and training support to teachers on the software features.
b)Designing, delivering, and managing customized training and reporting and professional development sessions on the software across all EAA schools.
c)Providing technical assistance regarding the software, including troubleshooting issues related to implementations.
IV. Proposal Requirements
A.Proposal Requirements
1.The purpose of the proposal is to demonstrate the qualifications, competence, and capacity of the vendors seeking to provide Curriculum Software and Servicesto the EAA in conformity with the requirements of this proposal. Therefore, the substance of the proposals will carry more weight than their form or manner of presentation. The technical proposal should demonstrate the qualifications of both the vendor and the particular staff to be assigned to this engagement. It should also specify the approach that will meet the request for proposal requirements.Explain your approach to meeting the needs of each group of students as well as your experience (and successes) working with each group
2. Independence – The vendor should provide an affirmative statement that it is independent of the EAA.
3.VendorStaffing Qualifications and Experience – The bidder should state the size of the vendor, the size of the vendor’s school staff, the location of the office from which the work of this engagement is being performed, and a listing of the anticipated staff members working on this engagement with their qualifications (Resumes) (include all school experience by staff person).
4.The bidder shall provide the following information for the five references that they list:
a)Name of school/district
b)School contact name
c) Contact phone number
V. Bid Process/EvaluationCriteria Award process
A.Bid Process Requirements
1. Communications - The EAA will not respond to telephone inquiries or visitation by Bidders or their representatives. Bidder’s sole point of contact concerning the RFP is the Buyer named on the cover page of this RFP. Any communication outside of this process may result in disqualification or debarment or both.
2. All proposals shall be submitted though Additionally, questions concerning the RFP must be submitted through at the time and date specified on the cover sheet of this RFP to the buyer. Changes to the RFP and answers to questions will be prepared as an addendum and posted under the corresponding bid number at All questions must be submitted via the Buy4Michigan website. Bidders shall submit their questions using the following format and with the requested information as applicable
Q # / RFP ReferenceSection/Document / RFP Reference
Page # / Requirement # / Bidder Question
1
2
….
The posted addendum officially revises and supersedes the original RFP. The approximate date for posting the addenda appears within this RFP on the page titled Instructions to Proposers.
B. Award Process
1.NOTICE TO ALL BIDDERS: It is the bidder’s responsibility to respond to item in section IV,completely and in detail. No assumptions should be made that the EAA is aware of any bidder’s capabilities, staffing, prior experience, past performance or any other required information. The evaluation will be based on the information submitted with the proposal according to the terms of the RFP.
C.Method of Evaluation
Evaluation Criteria
The following chart represents the scoring of the particular factors as located in the RFP:
Points1. / Section IIIScope of Work / 40
2. / Bidder Qualifications and Prior Experience
- Section IV #1, #2, and #4 (Required Bidder Information and
- (Prior Experience)
3. / Staffing Capabilities
- Section IV - #3
TOTAL / 100
Oral Presentation: A Bidder may be requested to make an oral presentation. Oral presentations provide an opportunity for the Bidder to clarify their proposal. If required, EAA will schedule the oral presentation.
D. Price Evaluation
Only those proposals receiving a score of 70 points or more of the total maximum possible score will be considered for award.
All price proposals will be opened. However, prices will only be evaluated from those Bidders meeting the minimum point threshold.
E. Award Recommendation
The award recommendation will be made to the responsive and responsible Bidder who offers the best value to the EAA. Best value will be determined by the Bidder meeting the minimum point threshold and offering the best combination of the factors stated in V. C. above, and price, as demonstrated by its proposal.
F. Reservations
The EAA reserves the right to:
(a) consider total cost of ownership factors in the final award recommendation (i.e. transition costs, training costs, etc.);
(b) award by item, part or portion of an item, group of items or total proposal, to reject any and all proposals in whole or in part, if, in the judgment of the EAA, the best interest of the EAA will be so served; and