Massachusetts Department of Elementary and Secondary Education
75 Pleasant Street, Malden, Massachusetts 02148-4906
Telephone: (781) 338-3000 TTY: N.E.T. Relay 1- 800-439-2370
Adult Basic Education Professional Development System Coordination and Communication Alternate ID 15ACLJL1 Open Market Bid #: BD-14-1026-DOE02-DOE01-00000000432 Attachment A The Department of Elementary and Secondary Education (ESE or the Department), Adult and Community Learning Services (ACLS), is seeking one or more experienced consultants to provide supplemental services for the Massachusetts Adult Basic Education (ABE) Professional Development (PD) System. Under the direction of the Department, the consultant(s) will be responsible for (a) coordinating and promoting the ABE PD system, and (b) maintaining a statewide and system-wide professional development communication network, including a course catalogue and calendar, registration system, website, and promotional and training materials. Organizations and individuals are eligible to apply for either or both areas outlined below under "Scope of Service." The Massachusetts ABE PD system, structured around five geographical regions for the past 20 years, is being redesigned as a coordinated system of statewide, rather than regional, professional development centers. Each PD provider is selected for its expertise in one or more priority areas, to provide research-based, high quality and effective professional development and support to ESE-funded ABE programs and providers across the Commonwealth1. A key consideration in this project is the need to promote a smooth transition to the new system and minimize the disruption of services for ABE programs and practitioners currently accessing professional development support services through the regional system. BACKGROUND The Massachusetts Department of Elementary and Secondary Education is the state agency authorized to administer state and federal adult education funds. Within the Department, Adult and Community Learning Services is the unit charged with implementing the mission and goals of the ABE system, managing its resources, setting standards, overseeing performance, and providing support. ACLS provides and coordinates a range of services and assistance to continuously improve the effectiveness, affordability, and accessibility of ABE services in the Commonwealth.
1
The specifications for the PD providers may be viewed in the Adult Basic Education Professional Development System Request for Proposals at http://www.doe.mass.edu/Grants/current.html.
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The Massachusetts ABE system is guided by a mission statement adopted by the state board of education, and three strategic goals that were developed over several years through extensive input from and dialogue with practitioners and other stakeholders: “The Massachusetts ABE system exists to provide each and every adult with opportunities to develop literacy skills needed to qualify for further education, job training, and better employment, and to reach his/her full potential as a family member, productive worker, and citizen.”2 Specifically, the ABE system will: a) ensure that adults needing basic education have access to services; b) increase system effectiveness and quality; and c) prepare students for success in their next steps: in college and further training, at work, and in the community3. A key strategy for achieving these goals is the provision of ongoing, high quality, research-based professional and organizational development. The Massachusetts ABE System is comprised of the following: approximately one hundred local provider agencies housed in community adult learning centers, local school districts, community colleges, libraries, correctional facilities, and statewide and regional volunteer associations; staff and students from the provider agencies; the Department of Elementary and Secondary Education; the system of professional development providers; and representative groups such as the ABE Advisory Council, the ABE Directors Council, and other stakeholder groups and committees. Together, these individual but interrelated entities work together to create a strong, unified, and effective educational system for the approximately twenty thousand adult learners it serves. Since 1990, Massachusetts has provided for the professional and organizational development needs of ABE programs and providers through a system of regional support centers and a central resource center knows as the Massachusetts System for Adult Basic Education Support (SABES). In the twenty-three years since SABES was initiated, changes in the labor market and technology have resulted in changes to the educational needs of Massachusetts undereducated and Limited English Proficient adults, and thus to the ABE system. Furthermore, new content standards and a new high school equivalency test demand a much higher level of academic rigor than has heretofore been required. Thus, the professional development system must change as well, in order to respond to these evolving needs. Accordingly, the Department has re-envisioned the ABE professional development system as a coordinated and cohesive system of statewide, rather than regional, professional development providers. Rather than be expected to address all needs within a geographical region, each of these new providers will have the requisite expertise in one or more priority areas to provide research-based, high quality and effective professional development and support to ESE-funded ABE programs and providers across the Commonwealth.
2
Mission statement adopted by the Massachusetts Board of Education, 1993 Massachusetts strategic goals, Facing the Future: Massachusetts Strategic Framework for Adult Basic Education, 2010. 3
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The new system will be characterized by:
a strong focus on increased academic rigor in the key academic subjects needed for college and career readiness4;
a strong focus on curriculum, instruction, and assessment aligned with the College and Career Readiness Standards for Adult Education5, and the Common Core State Standards6 from which they are derived;
a statewide structure with resources invested in centralized content expertise;
flexible and varied professional development delivery venues to maximize ABE practitioner participation in professional development activities;
deep expertise focused on a limited number of professional development areas7;
a focused and targeted set of services closely aligned with achieving state goals and improving student performance;
careful attention to alignment of message between ESE and the professional development providers; and
a coordinating and facilitating entity that works closely with ESE and under ESE direction.
SCOPE OF SERVICE I.
Assist the Department in coordinating the professional development system and its providers. Up to $180,000. 1. Conduct biweekly conference calls with the Department's ABE professional development specialist (the contract manager) to plan meetings and review, chart progress, and plan for delivering project results. Identify data for analysis and review data to inform professional development planning. As requested, attend additional face-to-face and telephone meetings with stakeholders involved in the development and implementation of the new incremental teacher credentialing system8, including the contract manager, other Department staff, other contractors, and the professional development providers. 2. Convene and facilitate regular and frequent9 meetings of the professional development provider network. Develop agendas, provide comprehensive notes/minutes of each meeting and distribute them in a timely manner, soliciting
4
Specifically, English Language Arts; Mathematics and Adult Numeracy; and English for Speakers of Other Languages. 5 http://lincs.ed.gov/publications/pdf/CCRStandardsAdultEd.pdf 6 http://www.corestandards.org/ 7 In addition to increased rigor in the academic subjects or “priority instructional areas”, the other priority areas are Educational Leadership and Strengthening ABE Programs; Education and Career Planning; ABE Distance Learning and Technology Support; Massachusetts ABE Assessments; and Using SMARTT and Cognos. 8 For more information, see “The Massachusetts ABE Teacher Quality and Effectiveness Initiative: Standards, Professional Development, and Incremental Credentials” document posted at http://www.doe.mass.edu/acls/pd/. 9 At least monthly in the first year
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feedback from participants as necessary to ensure an accurate record; keep tasks on track. Highlight issues and questions that require the Department's attention. 3. Maintain regular ongoing communication with professional development system members, including the ACLS professional development specialist (the contract manager) and the ESE-funded PD providers, to ensure on-going connection with the group and to facilitate their functioning as a coordinated and cohesive system: “an organized network of interrelated and interdependent components forming an integrated ABE professional development system, that regularly interact with one another, and continually influence one another in order to achieve the goals of the system.” 4. Involve the field in professional development planning, implementation, and evaluation, by convening twice annually and staffing a Professional Development Advisory Group for ACLS. In consultation with the Department, identify potential members, and recruit, select, and orient members. Compensate members for participation with a per diem stipend. In consultation with the Department, prepare materials, agendas, goals, and objectives for the group. Identify data for their analysis and review to inform professional development planning and policy. Provide comprehensive notes/minutes of each Advisory Group meeting for ACLS review prior to dissemination; distribute the notes/minutes in a timely manner, soliciting feedback from participants as necessary. 5. Keep all ESE-funded ABE professional development initiatives aligned and coordinated. Review PD providers’ course goals, learning objectives, course content, activities, and evaluations for alignment with Department priorities, and with the Massachusetts Standards for Professional Development10. 6. Under the direction of the Department, annually develop, organize, deliver and evaluate a statewide conference, focused on Department priorities, e.g., implementing the College and Career Standards for Adult Education, for 400 participants. The vendor will be responsible for securing an appropriate facility and highly qualified presenters. 7. Collaborate with ESE-funded professional development providers and consult with the Department and its designees to develop and implement a plan to a) promote and garner support for the state’s shift to increased academic rigor and the related need for more intensive professional development, and b) maximize practitioner participation in professional development courses. The plan will identify key messages and messaging strategies including the development and use of publicity and training materials, social media, videos, and print materials such as brochures. Production will be supported by the vendor selected to implement Scope of Services II, below. II.
10
Maintain a statewide and system-wide professional development communication network with the field including a course catalogue and calendar, registration system, website, and use of social media, videos, and other promotional and training materials. Up to $160,000.
The Massachusetts Standards for Professional Development are at http://www.doe.mass.edu/pd/standards.html
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1. Maintain and keep current a statewide online course catalogue and calendar, with online registration capability, for the ESE-funded professional development system. Submit a quarterly report of registrations. 2. Redesign and maintain existing statewide professional development website to integrate new PD providers, as well as new information, state directions and policies. Highlight research, data and best practices related to the Department’s priority areas of focus. Incorporate reviewed and approved contributions from ESE-funded and other relevant professional development providers. 3. Collaborate with the Department’s contracted PD coordinator (Scope of Services I, above) in the development and implementation of a promotional initiative to communicate the Department’s priorities and maximize practitioner participation in professional development courses. Produce communication and publicity tools including videos, print materials, and use of social media for the professional development promotional/messaging plan as requested by the Department. Review professional development providers' online materials to ensure alignment with Department priorities and message. 4. As negotiated with the Department, produce additional web, video, and print resources, including training materials, as needed. BUDGET: Up to $340,000 annually is available to procure the services described above. Specifically, funding will be available for service procurement in fiscal year (FY) 2015 from 7/1/2014 or upon approval, whichever comes later, through 6/30/2015; in FY 2016 from 7/1/2015 through 6/30/2016; and in FY 2017 from 7/1/2016 through 6/30/2017. The funding is available as follows: I.
Up $180,000 annually to assist the Department in coordinating the professional development system and its providers.
II.
Up to $160,000 annually to maintain a statewide and system-wide communication system with calendar and website.
Bidders must provide a detailed and all inclusive fee for service schedule that outlines daily or hourly rates, describes activities and costs included in the rates, and details any other costs associated with the provision of services specified within this bid). REQUIRED QUALIFICATIONS: Required Qualifications for Scope of Services I: Assist the Department in coordinating the professional development system and its providers.
strong organizational and follow-through skills;
ability to promote collaboration through use of strong communication, facilitation, and mediation skills;
conference planning, implementing, hosting, and evaluation experience;
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knowledge of professional development planning, research, implementation and evaluation, and experience compiling, reviewing and summarizing data to plan, design, and evaluate PD;
knowledge of ABE practitioners, programs, working conditions, and issues related to PD;
experience with promoting/marketing goals, priorities, values, services, events and activities;
ability to work collaboratively with an inter-agency team; and
ability to travel to different parts of the state.
Required Qualifications for Scope of Services II: Maintain a statewide and system-wide professional development communication network with the field.
experience developing and maintaining on-line event calendars and registration systems;
experience developing and maintaining websites;
strong communication skills, including the ability to communicate goals and objectives, priorities, research, and data clearly and consistently;
excellent writing and editing skills; ability to develop high quality web resources and edit professional communications from other contributors;
commitment to high standards and to the Massachusetts ABE system's strategic goals of access, effectiveness and quality, and preparation for college and careers11;
ability to locate and develop new high quality resources, including research and data, that support system goals; and
ability to work collaboratively with an inter-agency team.
SUPPLIER DIVERSITY PROGRAM Each bidder is required to comply with the Supplier Diversity Program. Supplier Diversity Program (SDP). Massachusetts Executive Order 524 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs) that resulted in the Supplier Diversity Program in Public Contracting. M/WBEs are strongly encouraged to submit responses to this RFR, either as prime vendors, joint venture partners or other type of business partnerships. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. All bidders must follow the requirements set forth in the SDP section of the RFR, which will detail the specific requirements relating to the prime vendor’s inclusion of M/WBEs and/or SDVOBEs. Bidders are required to develop creative initiatives to help foster new business relationships with M/WBEs and/or SDVOBEs within the primary industries affected by this RFR. In order to satisfy the compliance of this section and encourage bidder’s participation of SDP objectives, the 11
http://www.doe.mass.edu/acls/sp/FacingTheFuture.pdf, pp. 21-15.
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Supplier Diversity Program (SDP) Plan for large procurements greater than $150,000 will be evaluated at 10% or more of the total evaluation. Once an SDP commitment, expressed as a percentage of contract revenues, is submitted, negotiated and approved, the agency will then monitor the contractor’s performance, and use actual expenditures with SDO certified M/WBE contractors and the Center for Veterans Enterprise certified SDVOBEs to fulfill their own SDP expenditure benchmarks. M/WBE and SDVOBE participation must be incorporated into and monitored for all types of procurements regardless of size; however, submission of an SDP Plan is mandated only for large procurements over $150,000. Unless otherwise specified in the RFR, the following SDP forms are required to be submitted by the deadlines noted below in order to meet the mandatory participation requirements of the SDP: SDP Plan Form #/Name
Submitted By
When Submitted
SDP Plan Form #1 – SDP Plan Commitment
All Bidders
With Bid Response
SDP Plan Form #2 – Declaration of SDP Partners
Newly Awarded Contractors
Within 30 days of contract execution
SDP Plan Form #3 – SDP Spending Report
Contractors
Within 45 days of the end of each quarter
Supplier Diversity Program (SDP) Resources:
Resources available to assist Prime Bidders in finding potential Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) partners can be found on the Supplier Diversity Program Webpage (www.mass.gov/sdp).
Resources available to assist Prime Bidders in finding potential Service-Disabled VeteranOwned Business Enterprise (SDVOBE) partners can be found on the Supplier Diversity Office Webpage (www.mass.gov/sdo).
The Supplier Diversity Program offers training on the SDP Plan requirements. The dates of upcoming trainings can be found on the OSD Training & Outreach Webpage. In addition, the SDP Webinar can be located on the Supplier Diversity Program Webpage (www.mass.gov/sdp).
Supplier Diversity Program Subcontracting Policies. Prior approval of the agency is required for any subcontracted service of the contract. Agencies may define required deliverables including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minority- or Women-Owned Business Enterprises (M/WBEs) and/or Service Disabled Veteran Owned Business Enterprises (SDVOBEs) for the purpose of monitoring and enforcing compliance of subcontracting commitments made in a bidder’s Supplier Diversity Program (SDP) Plan. Contractors are responsible for the satisfactory performance and adequate oversight of their subcontractors. Additional Terms:
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Reporting. Contractors are responsible for compliance with all other contract reporting requirements including, but not limited to, Supplier Diversity Program (SDP) and other contract reports, as required by this contract. SUBMISSION REQUIREMENTS: 1. Required Attachments. The required attachments described below are all excluded from the narrative page limits. a) a resume for each individual who will provide services, with explicit annotations or summary material noting the substantive experience relevant to the services and qualifications required; b) a minimum of 3 and a maximum of 5 professional references with direct knowledge of the bidder's work who collectively can address the full range of experience and qualifications as specified in this Bid; c) a detailed and inclusive fee for service schedule that outlines daily or hourly rates for each individual (or group of individuals with essentially the same level of expertise and experience), along with a description of the services to be provided at that rate; schedule describes activities and costs included in the rates, and specifies any other costs associated with the provision of services specified within this Bid. The daily or hourly rates must be inclusive of all associated costs including travel costs, overhead expenses, and/or indirect costs such as rent, utilities, telephone and cell phone charges, fringe benefits, etc. Additionally, bidders for Section II of the Scope of Service (Communication System) must submit: d) samples of up to 3 websites developed and maintained by the bidder or key staff, and a reference for each sample who can attest to the bidder's (or key staff's) role in its development and maintenance; e) a sample of an on-line calendar and on-line registration system developed and maintained by the bidder or key staff, and a reference who can attest to the bidder's (or key staff's) role in its development and maintenance; 2. Required Narrative. Bidders must submit a narrative response in which they address the extent to which they (and their staff and consultants) meet the required qualifications outlined in this RFR. Overly lengthy responses are neither necessary nor welcome. Submissions will be reviewed as to the clarity and effectiveness of the communications as well as the other qualifications. Bidders for Section I of the Scope of Service (Coordination of the PD System) should clearly and succinctly summarize the experience and expertise of the individuals and organization, referencing the qualifications required in Section I, addressing these questions: "In what way is your organization and staff qualified to implement this scope of service? What relevant experience does your organization and staff have?"
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Bidders for Section II of the Scope of Service (Maintenance of a Statewide PD Communication System) should: a) clearly and succinctly summarize the experience and expertise of the individuals and organization, referencing the qualifications required in Section II, addressing these questions: "In what way is your organization and staff qualified to implement this scope of work? What relevant experience does your organization and staff have?"; b) identify and fully describe the technical specifications for web, calendar, and registration software and platforms that are or will be used, being specific regarding size and memory capacity; c) provide a clear and detailed explanation of the bidder’s (or key staff's) specific role in the development and maintenance of each website submitted under "Required Attachments" above; and d) provide a clear and detailed explanation of the bidder’s (or key staff's) specific role in the development and maintenance of the sample on-line calendar and on-line registration system submitted under "Required Attachments". 3. Page limits. The narrative for each Bid section may not exceed the number of pages indicated below; responses that address the qualifications in fewer pages are encouraged. The narrative response to Section I may not exceed seven (7) pages. The narrative response to Section II may not exceed nine (9) pages. Note that all Required Attachments described above are excluded from these narrative page limits. 4. Responses should be submitted to: Adult and Community Learning Services Massachusetts Department of Elementary and Secondary Education 75 Pleasant Street Malden, MA 02148-4906 Attn: Lorraine Domigan, ACLS Office Manager INQUIRIES: No phone calls regarding this BID will be accepted. If you have any questions, please send an email to
[email protected] and specify 15ACLJL1 in the subject line. Questions must be submitted beginning May 15, 2014 and no later than May 20, 2014 by 5:00 PM EST; questions and accompanying answers will be posted on or around May 27, 2014 by 5:00 PM EST. Questions may also be submitted beginning May 28, 2014 and no later than June 3, 2014 by 5:00 PM EST; these questions and accompanying answers will be posted on or around June 9, 2104 by 5:00 PM EST. All questions along with the corresponding answers will be posted to the COMMBUYS website: www.commbuys.com, under this open bid.
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