REQUEST FOR PROPOSAL (RFP) PARCC K-1 Formative Assessment Tools

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1 REQUEST FOR PROPOSAL (RFP) PARCC K-1 Formative Assessment Tools Solicitation # RFP Issue Date January 10, 2014 Submission Deadline January 24, 2014 Submission Address th Street, NW Washington, DC Point of Contact Renee McElrath Phone: k1tools@parcconline.org This is a request for proposal only. PARCC, Inc. is not obligated nor is PARCC, Inc. to be construed as obligated to proceed further. PARCC, Inc. may at its sole discretion elect not to accept any proposal for any reason.

2 RFP TABLE OF CONTENTS 1 INTRODUCTION Background and goals Purpose RFP Contact Person and Submission Deadline Terms and Definitions K-1 FORMATIVE ASSESSMENT TOOLS SCOPE OF SERVICES Project Communications and Coordination Services to Be Provided By the Vendor Pilot Studies and Cognitive Labs DELIVERABLES PROPOSAL FORMAT & CONTENT Proposal Submission Mail or Delivery Proposals Proposal Format and Instructions Transmittal Letter Technical Proposal (Volume I) (12 hard copies) Price Proposal (Volume II) (12 hard copies) Presenting the Proposals Price Proposal (Volume II) (12 hard copies) Presenting the Proposals REQUEST FOR PROPOSAL GUIDELINES Schedule of Events PARCC, Inc. Budget Estimate Evaluation Criteria EVALUATIONS Special Conditions Questions and Answers Oral Instructions/Changes to the RFP (Addenda) Modifications, Resubmittal and Withdrawal Confidential, Proprietary, or Trade Secret Material Subcontracting Contract Terms and Conditions Method of Payment Diversity in Contracting Costs Incurred in Responding Submission of Proposals by Subsidiaries or Affiliates Independent Price Determination Accessible Electronic Information Technology Federal Regulatory Compliance Awards APPENDICES APPENDIX A Price Reply Template APPENDIX B SPEAKING & LISTENING RFP..47 APPENDIX C DRUG-FREE WORKPLACE...48 APPENDIX D DISCLOSURE STATEMENT...49 APPENDIX E REFERENCE FOR OFFEROR NAME...50 APPENDIX F - MINORITY SUB CONTRACTORS UTILIZATION SUMMARY...51 Assessment PD Modules Page ii of ii

3 1 INTRODUCTION 1.1 Background and goals The Partnership for Assessment of Readiness for College and Careers (PARCC) is a consortium of states working together to develop a common set of K-12 assessments in English Language Arts (ELA)/Literacy and Mathematics aligned to the Common Core State Standards (CCSS), in response to the awarding of a Comprehensive Assessment Systems Grant funded in fiscal year 2010 under the auspices of the U.S. Department of Education s 2010 Race to the Top Assessment Program. Authorized under the American Recovery and Reinvestment Act of 2009 (ARRA), the Race to the Top Assessment Program provides funding to consortia of states (at least 15 member states and 5 Governing States as defined in the notice inviting applications (NIA) issued in the Federal Register on April 9, 2010) to develop assessment systems that are anchored in college and career readiness and encourage best practices in instruction and measurement. These new K-12 assessments will build a pathway to college and career readiness by the end of high school, mark students progress toward this goal from grade 3 up, and provide teachers with timely information to inform instruction and provide student support. The PARCC assessments will be field-tested in and ready for states to administer during the school year. PARCC grant timelines as referenced throughout this solicitation adhere to the administration. PARCC, Inc. is a 501(c) 3 non-profit corporation established to support the PARCC consortium. Under an agreement with the State of Maryland, which acts as fiscal agent for the U.S. Department of Education grant to the PARCC consortium, PARCC, Inc. is authorized to conduct procurements and enter into contracts that will be funded under the grant, including any contract(s) to be awarded under this RFP. At the end of the grant period, this contract will end. As used herein, PARCC may refer to the consortium, the PARCC, Inc. corporate entity, or both, depending on the context. Any contract awarded pursuant to this RFP will be paid for exclusively from the grant funds. Regardless, PARCC, Inc. shall have no financial obligation under any contract awarded pursuant to this RFP beyond funds available under the grant. 1.2 Purpose PARCC, Inc. reserves the right, at its sole discretion, to accept or reject any or all proposals, in whole or in part, to reject or negotiate modifications to a Offeror s proposal, or parts thereof; to make award(s) based on the expertise of the Offeror and their capabilities to satisfy all of our needs. PARCC, Inc. is not obligated to award a contract based on this RFP. The responses to this RFP will serve as the basis for any agreement. PARCC, Inc. intends to award one or more contracts following the receipt and review of proposals in response to this RFP. The Offeror s cost associated with developing a proposal and any subsequent meetings, presentations, and other activities shall be borne solely by the Offeror and shall not be reimbursable by PARCC, Inc. Materials submitted by the Offeror will not be returned and will become the property of PARCC, Inc. Offerors are expected to examine this RFP in its entirety. Responses must follow the format specified in this RFP. Failure to do so may result in the rejection of the Offeror s proposal from any further consideration. PARCC Assessment Professional Development Modules Page 3 of 29

4 1.3 RFP Contact Person and Submission Deadline Questions regarding this RFP, as well as all proposal material, shall be directed exclusively to the following contact person ( Contact Person ): Renee McElrath Direct: Fax: k1tools@parcconline.org Except where expressly provided in this RFP, any contact with PARCC, Inc., or the PARCC consortium member states employees regarding the procurement being conducted pursuant to this RFP is strictly prohibited. Failure to comply may lead to the Offeror s exclusion from this procurement process. Each Offeror shall submit one electronic copy of its proposal in Microsoft Word (version 2003 or later) or PDF via to Renee McElrath no later than 1:00 p.m. (EST) on January 24, Terms and Definitions Terms used in this RFP are defined as follows, unless inconsistent with the subject matter or context: Term Contract Contractor Offeror Proposal RFP Solution Definition The agreement between PARCC, Inc. and the Contractor awarded pursuant to this RFP. The Offeror that is awarded the contract. All directions for the Contractor refer to the period after contract award A potential Contractor acting on its own behalf and on behalf of those individuals, partnerships, firms, or corporations comprising the Offeror s team. The complete response of the Offeror to the RFP, including properly completed forms and supporting documentation. This Request for Proposal document in its entirety, inclusive of attachments, appendices and any addenda that may be issued by PARCC, Inc. The Offeror s proposed technical and management approaches for meeting the requirements of the work to be contracted, as established by PARCC, Inc. in this RFP. See Appendix A of this document for additional terms related to this RFP. PARCC Assessment Professional Development Modules Page 4 of 29

5 2 K-1 FORMATIVE ASSESSMENT TOOLS SCOPE OF SERVICES 2.1 PROJECT COMMUNICATIONS AND COORDINATION PARCC envisions a set of innovative assessment tools to support teachers at kindergarten and first grade. As with the grade 2-8 diagnostic assessments, the primary purpose for these tools is to provide educators with instructionally useful information related to how students demonstrate CCSS proficiencies (including in relation to content progressions), and to provide that information at an appropriate level of detail and specificity to supplement a teacher s current understanding of student proficiency. The tools are envisioned to be paper- (or technology-) based, curriculum embedded performance tasks that are, for all intents and purposes, invisible to the student yet yield actionable information for the teacher regarding modification of instructional approaches for each student. The tools will be based on the extended K-2 ELA/Literacy and Mathematics Model Content Frameworks described in Section PARCC envisions that the K-1 assessment tools will be anchored on the progressions laid out in the PARCC K-2 Model Content Frameworks, rather than grade levels, and therefore, anticipates a single set of K-1 tools will be developed for each of the English language arts and literacy and mathematics progressions derived from the Model Content Frameworks Services to Be Provided By the Vendor PARCC is looking for a vendor with an understanding of the emerging field of K-1 assessment and the creativity and innovation to design high-quality tools that support instruction. Contractor Requirements: Services to be provided by the vendor in support of the development of the PARCC K-1 Formative Assessment Tools are broken into three primary categories: 1. Initial and final task development including scoring and interpretive materials; 2. Piloting of tasks, including cognitive labs, to determine effectiveness of tasks, scoring and interpretive materials; and, 3. Project management of all aspects of the development and piloting process, including deep immersion of PARCC state staff throughout. The content scope of the formative tasks should mirror the content scopes in the PARCC Diagnostic Assessment (see sections A and hyper link). In ELA/Literacy, the formative assessment tools should focus on the following, at grade and developmentally appropriate levels: Fluency: the formative tasks (or parts thereof) should provide a means for teachers to measure the fluency claim Students read with sufficient accuracy, rate, and prosody to support comprehension. Consequently, they should provide teachers with a way to gauge student oral reading fluency and track student trend data over time. Progress in fluency with more complex text also should be monitored as students move up to the next grade and the complexity of texts grows. Decoding: Decoding is the process by which students come to understand that there is a relationship between a symbol and a sound. This skill is, therefore, necessary but not sufficient to support reading comprehension. The formative PARCC Assessment Professional Development Modules Page 5 of 29

6 tasks (or parts thereof) should be designed to measure the PARCC claim Students know and apply grade-level phonics and word analysis skills in decoding words. Vocabulary: The Vocabulary formative tasks (or parts thereof) should help determine student strengths and weaknesses in relation to the PARCC vocabulary sub-claim, Students use context to determine the meaning of words and phrases. While the CCSS focus on several aspects of vocabulary, they have a particular focus on academic vocabulary. Academic vocabulary consists of words that are far more likely to appear in written texts than in speech. They appear in all sorts of texts: informational texts (words such as relative, vary, formulate, specificity, and accumulate), technical texts (calibrate, itemize, periphery), and literary texts (misfortune, dignified, faltered, unabashedly). Academic words often represent subtle or precise ways to say relatively simple things saunter instead of walk, for example. Because these words are frequently encountered in complex written texts and across many disciplines, they are particularly powerful because of their wide applicability to many sorts of reading. For purposes of the formative tasks, such vocabulary should be grade-level and developmentally appropriate. Using and Analyzing Sources in Writing: Formative tasks (or parts thereof) should be designed to provide diagnostic information to students, teachers, and their parents regarding a student s ability to write clearly and critically when synthesizing evidence extracted from multiple sources. Reading Comprehension: The Reading Comprehension formative tasks (or parts thereof) are intended to help teachers identify, at a very high-level, why students may be having issues with comprehension by addressing different factors that research suggests may have an influence (e.g., how much information can students draw from text, how good are they at locating evidence and/or synthesizing across texts.) In mathematics, the formative assessment tasks should provide a means for determining how much of the CCSS standards in Mathematics, including Practices (or parts thereof), students have learned in the clusters identified in the forthcoming K-2 Model Content Frameworks for grades K and 1. Information yielded from these tasks should provide teachers with actionable information regarding how far along students are toward meeting the standards, to allow for adjustments to instruction for each student. 2.2 PILOT STUDIES AND COGNITIVE LABS 1) The contractor will develop and implement a pilot study plan consistent with the proposed assessment design. This plan must account for studies of each formative assessment experiences, and training and scoring materials/videos. The purpose of the pilot studies and cognitive labs is to ensure that the formative assessment experiences are valid, reliable, and usable and the training materials are clear and lead to valid and reliable administration and scoring. 2) It is expected that the pilot study plan will include both grades and content areas being addressed and will provide for all designated accessibility features and accommodations. The contractor should include in the pilot study plan means to evaluate the formative assessment experiences with students with various disabilities and English language proficiency in order to determine the accessibility of the assessments and the efficacy of assistive technology interventions and/or accommodations. 3) Following the Pilot Studies, the Contractor will produce a report based on an overall analysis of the studies. PARCC Assessment Professional Development Modules Page 6 of 29

7 4) The pilot study plan must include a thorough description of the proposed schedule as well as the sample requirements needed to achieve each of the pilot study goals. The Offeror s proposed pilot study plan must include an explanation of how the proposed sampling will yield adequate information that can be applied across the consortium. It also must address how it will ensure the full student performance continuum, including representation of students with disabilities and ELLs. A. Cost The total cost of the contract cannot exceed $2 million dollars. Any bids which exceed this price tag will be considered non-compliant. B. Calendar The K-1 Formative Assessment Tools and any materials necessary to support delivery, scoring, reporting, use, and interpretation must be complete and available for school use at the beginning of the school year. This date is fixed and non-negotiable; therefore all activities outlined within the context of this proposal must be developed with this target date in mind. Response/Reply Requirements: The Offeror should propose the number of formative assessment experiences which can be created given the budgeted amount and which will be used for formative purposes. The proposed amount must be at least 32 experiences (8 per content area per grade level in K-1). The Offeror should propose whether technology will be incorporated into the tasks, and, if so, how it will. Responses should indicate how tasks, regardless of their use of technology, can be disseminated electronically as static documents and/or multimedia files. Offerors should describe how tasks will be tagged for future use on technology platforms. The plan to develop the formative assessment experiences, including pilot testing including cognitive labs. Offerors are invited to recommend the scope of the pilot testing/cognitive labs commensurate with the budget cap. 4 (one per content area per grade level) samples and/or links to formative assessment item types and approaches appropriate for kindergarten and first grade students and teachers based on the common core state standards. The Offeror must present a comprehensive plan to support the development of K-1 Formative Assessment Tools which stays within the 2 million dollar budget that has been established. PARCC Assessment Professional Development Modules Page 7 of 29

8 3 DELIVERABLES The full implementation of the PARCC Diagnostic Assessments for both ELA/Literacy and Mathematics must be available for educator use by July All activities conducted in support of this contract, must therefore be coordinated with these two product delivery dates in mind. A preliminary timeframe for key milestones associated with the development and rollout of the PARCC Diagnostic Assessments is provided in Table 1. The deliverables are found in Table 2. A more detailed version of this timeline which includes the contract deliverables associated with these tasks and all related activities necessary for their completion will be generated by the contractor for PARCC review and approval no more than 30 days following award contract (once the proposed design of the assessments, item development plan, and any reporting/technology requirements necessary to support implementation have been finalized). All plans required as deliverables must be comprehensive and include specified dates for all activities or events, budget allocations if applicable, and who is responsible, accountable, contributory, or to be informed for all activities/events. Table 1. Proposed Timeline of Events Activity Initial PARCC/vendor Kick-Off Meeting to Discuss Proposed Design Updated Design and Reporting Proposal for K-1 Formative Assessment Tools Convene Committee Meetings as Needed to Vet/Finalize Proposed Design Finalize Assessment Design and Complete Final, Detailed Schedule for the Remaining Deliverables Create Item Development, Review and Acceptance Specifications Task Development and Review Activities Develop and Finalize Piloting and Cog Lab Plan Development, review and approval of any materials (e.g., tasks, administration manuals, training modules) Necessary to Support Piloting and Cog Lab Activities Pilot Testing/Cog Labs Pilot-Test Analysis Development, Review, and Finalization of Final Tasks and Supporting Materials (e.g. scoring guides, rubrics, interpretive materials) Expected Timeframe February 2014 February 2014 February-March 2014 March 2014 March 2014 April November 2014 February April 2014 November 2014 February 2015 February 2015 March 2015 February-May 2015 Hand off of Final Materials June- July 2015 Table 2. Proposed Deliverables (Deliverables with an M in front of them are considered Major ; I indicates an Interim Deliverable and F indicates a Final Deliverable ) PARCC Assessment Professional Development Modules Page 8 of 29

9 Priority M, I M, I Deliverables Plan for a minimum of 32 formative K-1 assessment tools to be used in ELA/literacy instruction that allow for the assessment of fluency, decoding, vocabulary, using analyzing sources in writing, reading comprehension, and oral language, as well as a plan for formative K-1 assessment tools to be used in Mathematics instruction that allow for the assessment of K-1 CCSS. A minimum of draft 32 (eight per content per grade level) formative K-1 assessment tasks (including all necessary permissions) to be used in ELA/literacy instruction that allow for the assessment of fluency, decoding, vocabulary, using analyzing sources in writing, reading comprehension, and oral language and formative K-1 assessment tools to be used in Mathematics instruction that allow for the assessment of the K- 1 CCSS. This deliverable shall also include K-1 training papers and rubrics as appropriate for the tasks. M, I M, F M, I M, F M, F 8 samples (two per content per grade level) for public release following piloting/cognitive labs. Results from content and bias/sensitivity results of review of assessment materials for the K-1 formative assessment tools for ELA/literacy and for mathematics. Plan for the piloting of all K-1 assessment tool materials for ELA/literacy and mathematics, including how the data will be collected and analyzed, including, but not limited to, cognitive labs Results from pilot test of K-1 formative assessment tool materials for ELA/literacy and mathematics, including recommendations for revisions to tasks, rubrics, and ancillary materials. Final K-1 formative assessment tools and all materials needed for operational use in ELA/literacy and mathematics PARCC Assessment Professional Development Modules Page 9 of 29

10 4 PROPOSAL FORMAT & CONTENT 4.1 PROPOSAL SUBMISSION All volumes of the Offeror s proposals are due by January 24, :00 PM ET. The proposal and associated forms must be signed and dated in ink by a duly authorized representative of the Offeror. The proposal shall be written in a concise manner, which is conducive to effective evaluation and selection. All proposals and related documents submitted in response to this RFP shall become the property of PARCC, Inc. 4.2 MAIL OR DELIVERY PROPOSALS Partnership for Assessment for Readiness for College and Careers (PARCC) Attn: Renee McElrath, Associate Director, PARCC Operations th Street NW Suite 510 Washington, DC PROPOSAL FORMAT AND INSTRUCTIONS This section contains instructions that describe the required format for the proposal. All proposals submitted shall contain two parts and be marked as follows: Volume Page Limit I. Technical Proposal RFP a. Executive Summary 6 pages b. Technical Approach 20 pages c. Management Approach 15 pages d. Past Performance 3 pages II. Price Proposal RFP Unlimited Volumes I and II shall be completely separate documents Transmittal Letter The absence of a transmittal letter may result in a determination that the proposal is non-responsive and the proposal will not be evaluated. The Offeror shall include a transmittal letter with the Technical Proposal (on Company Letterhead) that contains the following: A statement certifying that the person signing the proposal is authorized to represent the Offeror and bind the Offeror relative to all matters contained in the Offeror's proposal. A statement certifying that the Offeror has read, understands, will comply, and agrees to all provisions of this RFP. The company s federal tax identification number. A statement certifying that the Offeror understands and agrees to comply with the use of a project management tool designated by PARCC, Inc. A statement certifying that the Offeror shall use the project management tool(s) designated by PARCC, Inc. to track and update all aspects of the project, including but not limited to costs, timelines, tasks and deliverables, so PARCC, Inc. can review progress Technical Proposal (Volume I) (12 hard copies) (Do not include price information in Volume I) The Offeror shall submit one (1) original in hard copy, eleven (11) hard copies and one (1) in electronic format (compact disc (CD), flash drive, etc.) copies in Microsoft Word PARCC Assessment Professional Development Modules Page 10 of 29

11 2003 (or later) or Adobe Acrobat (.pdf) of the proposal which is to be divided into the sections described below. Since PARRC, Inc. will expect all proposals to be in this format, failure of the Offeror to follow this outline may result in the rejection of the proposal. The Technical Proposal must be submitted in a separate sealed package marked "TECHNICAL PROPOSAL - RFP ". Offerors should clearly mark the original signed copy, Original. Unless otherwise requested in the RFP, Offerors should refrain from submitting supplemental samples of books, magazines, pamphlets and other materials. A. Executive Summary The Offeror shall provide an Executive Summary to be written in non-technical language to summarize the Offeror's overall capabilities and approaches for accomplishing the services specified herein. This section shall also demonstrate the Offeror s clear understanding of PARCC Inc. s goal to build state and district capacity to securely and reliably deliver next generation computer-based assessments and to securely and effectively manage complex assessment data. The Executive Summary is limited to no more than six (6) pages. B. Technical Approach The Offeror shall provide a response to how the requirements described in this RFP will be met. The Offeror shall describe the methodologies, standards, and best practices that will be employed in managing and completing the requirements in each of the required subsections listed below. The Offeror shall also identify where significant development difficulties may be anticipated and any specific techniques to be used to resolve them. C. Management Plan The Offeror shall provide a management plan which describes the administration and management of the project team, the key project personnel, project management meetings, and project management reports. 1. Administration and Management The Offeror shall provide a description of the management structures in place that provide assurance that tasks will be properly initiated and completed on time. a. The Offeror shall include a description of the organizational structure of the management team by job title and describe the key roles and responsibilities for each team member; b. The Offeror shall describe the management style and methodology to be used to manage the project work, including control of costs, assuring quality, identifying and minimizing risk, and maintaining schedules; as well as the means of coordination and communication between the Offeror, PARCC, Inc., Achieve and other organizations as applicable; c. The Offeror shall provide assurances that the Offeror, including its Subcontractors, will cooperate with other PARCC Contractors. 2. Identification of Key Personnel The Offeror shall demonstrate the ability to bring the necessary skilled resources to the project as dictated by the scope of work being performed. a. The Offeror shall provide a table with the names and titles of key personnel on the Offeror's team and include the anticipated timeframe for their involvement in the project (including key Subcontractor s personnel). PARCC Assessment Professional Development Modules Page 11 of 29

12 b. The Offeror shall provide a resume for each key individual proposed. Resumes will not count against the maximum page count for the Offeror s Management Plan. c. The Offeror shall identify who within the Offeror s organization will have prime and final responsibility and approval authority for the work; d. The Offeror shall provide an organizational chart showing lines of authority for key personnel involved in performance of the contract and the percent of time each staff member will be dedicated to the project. This chart must also show lines of authority to the next senior level of management; e. The Offeror shall demonstrate the understanding that key personnel may not change without prior written approval of the replacement personnel. 3. Past Performance: the Offeror shall provide information for a minimum of two (2) and a maximum of three (3) previous projects. The Offeror shall demonstrate that their firm has performed projects and/or tasks of similar scope and complexity. The Offeror shall at a minimum provide: a. A list of 2-3 contracts that the Offeror has held in the past three (3) years in which the services of similar scope and complexity were performed. A maximum of three (3) referenced contracts with a point of contact information (i.e., phone number and address) shall be included. b. A summary description of the task requirements that is materially relevant to the work being sought by PARCC for each referenced contact. Reference the similarities of these tasks to the requirements in the Section 3 of this document. c. The total dollar value of each contract referenced. d. The total dollar value of each contract referenced. e. The total dollar value of each contract referenced. f. PARCC, Inc. may supplement past performance information provided with any other information it may obtain from any other source including its own experience with your firm. Offerors will be given the opportunity to respond to adverse past performance information Price Proposal (Volume II) (12 hard copies) 1. The Offeror shall submit one (1) original hard copy, eleven (11) hard copies, and twelve (12) electronic format (compact disc (CD), flash drive, etc.) copies in Microsoft Excel The Offeror s price information shall be submitted on the forms provided in this RFP and provided as both a Microsoft Excel version and Adobe Acrobat PDF file format. Payment for services will be made based on the deliverables and dates specified on the Price Proposal form. The Price Proposal is to be submitted in a sealed package separate from the Technical Proposal (Volume I), marked "PRICE PROPOSAL - RFP Failure of the Offeror to follow this instruction may result in rejection of the Offeror s proposal. 2. Detailed pricing shall be documented using the Pricing Sheet included as Appendix A. The Offeror shall utilize the standard PARCC, Inc. Labor Categories (included in Appendix C) to complete the Pricing Sheet Presenting the Proposals 1. The proposal shall be limited to a page size of eight and one-half by eleven inches (8½" x 11"). Type size shall not be less than a 12-point font. The PARCC Assessment Professional Development Modules Page 12 of 29

13 proposal shall contain a table of contents, be typed single-spaced and have separate parts, each clearly labeled including page numbers. The information to be contained in each part is described in the above sections. The absence of information or the organization of information in a manner inconsistent with the requirements of this RFP may result in the rejection of the proposals. 2. All Offeror materials must be packaged so that each box of materials shipped to PARCC, Inc. does not exceed 25 pounds Price Proposal (Volume II) (12 hard copies) The Offeror shall submit one (1) original hard copy, eleven (11) hard copies, and twelve (12) electronic format (compact disc (CD), flash drive, etc.) copies in Microsoft Excel The Offeror s price information shall be submitted on the forms provided in this RFP and provided as both a Microsoft Excel version and Adobe Acrobat PDF file format. Payment for services will be made based on the deliverables and dates specified on the Price Proposal form. The Price Proposal is to be submitted in a sealed package separate from the Technical Proposal (Volume I), marked "PRICE PROPOSAL - RFP Failure of the Offeror to follow this instruction may result in rejection of the Offeror s proposal. Detailed pricing shall be documented using the Pricing Sheet included as Appendix A. The Offeror shall utilize the standard PARCC, Inc. Labor Categories (included in Appendix C) to complete the Pricing Sheet Presenting the Proposals The proposal shall be limited to a page size of eight and one-half by eleven inches (8½" x 11"). Type size shall not be less than a 12-point font. The proposal shall contain a table of contents, be typed single-spaced and have separate parts, each clearly labeled including page numbers. The information to be contained in each part is described in the above sections. The absence of information or the organization of information in a manner inconsistent with the requirements of this RFP may result in the rejection of the proposals. All Offeror materials must be packaged so that each box of materials shipped to PARCC, Inc. does not exceed 25 pounds. PARCC Assessment Professional Development Modules Page 13 of 29

14 5.0 REQUEST FOR PROPOSAL GUIDELINES 5.1 Schedule of Events The following table outlines the tentative schedule and the key milestones for this RFP process. Stage Request For Proposal released by PARCC, Inc. Dates January 10, 2014 Deadline for questions January 17, 2014 Proposals due January 24, 2014 Source Selection Begins January 31, 2014 Oral Presentations February 7, 2014 Contract award February 15, 2014 The period of Performance (PoP) for the contract resulting from this RFP is from February 2014 August PARCC, Inc. Budget Estimate PARCC, Inc. estimates that the scope of work covered in this RFP will cost no more than $2 Million dollars, though all proposals will be considered and evaluated in accordance with the Evaluation Criteria, provided they do not exceed the budgeted amount. Offerors are encouraged to submit their best proposals initially, as the contract may be awarded based on the initial proposals received. 5.3 Evaluation Criteria A. Using the evaluation criteria specified below, PARCC, Inc. shall evaluate and rank responsive Replies and, at the Department s sole discretion, proceed to negotiate with one or more Offeror(s) selected, as follows: B. 1. Selected Offeror(s) will be invited to commence contract negotiations. If necessary, the Department will request revisions to the approach submitted by the selected Offeror(s) until it is satisfied that the contract will serve the Department s needs. The process will continue until a contract is negotiated and executed. The Department may in its sole discretion, award and enter into contracts with more than one Contractor, if in the best interest of the state. 2. The Department reserves the right to negotiate with all responsive and responsible Offerors, serially or concurrently, to determine the best-suited solution. The ranking of Replies indicates the perceived overall benefits of the proposed solution, but the Department retains the discretion to negotiate with other qualified Offerors as deemed appropriate. 3. Before award, the Department reserves the right to seek clarifications, to request Reply revisions and to request any information deemed necessary for proper evaluation of Replies. Offerors may be requested to make a presentation, provide PARCC K-1 Formative Assessment Tools Page 14 of 29

15 additional references, provide the opportunity for site visits, etc. The Department reserves the right to require attendance by particular representatives of the Offeror. Any written summary of presentations or demonstrations shall include a list of attendees, a copy of the agenda, and copies of any visuals or handouts, and shall become part of the Offeror s Reply to proposal. Failure to provide requested information may result in rejection of the Reply. 4. The focus of the negotiations will be on achieving the solution that provides the best value to the state. 5. In submitting a Reply Offeror agrees to be bound to the terms of this RFP, however, the Department reserves the right to negotiate different terms and related price adjustments if the Department determines that it is in the state s best interest to do so Criteria for Evaluation B. PARCC, Inc. anticipates awarding the Contract (if any award is made) after negotiations to the responsible and responsive vendor(s) determined to provide the best value to the state. C. The PARCC Evaluation Committee shall evaluate and rank responsive Technical Replies and score on a scale of 1 to 80. D. The criteria below will be used to evaluate and rank Replies for this solicitation. Offerors are required to submit separate technical and pricing proposals E. For the technical proposal, each component will be scored based on an 80 point total. For the evaluation of proposals where the Offeror is bidding on more than one component, the Executive Summary, Corporate Capabilities and Management Plan will be evaluated once. The score point total for Corporate Capabilities and Management Plan will be added to the Diagnostic Design for both Diagnostic Assessment and K 1 Formative Assessment Tools. F. Technical Proposal a. Executive Summary N/A b. Corporate Capabilities 10 points c. Formative Tools Design 50 Points d. Management Plan 20 points TOTAL 80 points G. Price Proposal a. Price 20 points H. Price analysis is conducted through the comparison of Price Replies submitted. The Department shall score responsive Price Replies up to 20 points. The criteria for price evaluation shall be based upon the following formula: I. (Lowest Price/Offeror's Price) x Price Points = Offeror s Awarded Points The maximum points will be awarded to the lowest acceptable Price Reply. Replies with higher costs will receive the fraction of the maximum points proportional to the ratio of the lowest Price Reply to the higher Price Reply. The fractional value of points to be assigned will be rounded to one decimal place. The criteria for price evaluation shall be based upon the following formula: The total maximum number of points that can be earned in the evaluation process is 100 points. PARCC K-1 Formative Assessment Tools Page 15 of 29

16 5.3.2 EVALUATIONS The RFP is designed to assign the most points to the Offeror presenting the best solution for the required services. The Evaluation Committee, made up of content experts in this field, will consider only those Replies, which are determined to meet the requirement within this RFP first completed by PARCC, Inc. Each member of the Evaluation Committee will be provided a copy of each Technical Reply. Replies will be evaluated on the criteria established in the section above entitled "Criteria for Evaluation" in order to assure that Replies are uniformly rated. The Evaluation Committee will assign points, utilizing the technical evaluation criteria identified herein and the Procurement Office will complete a technical summary. Oral presentations (or seeking clarification) will be evaluated by the committee based on the criteria established in this RFP. During this stage Offerors will be asked to provide any clarifications needed by the evaluation committee to assist in evaluating their Reply. Information received in this stage will be added to the Offeror s Reply and evaluated as a part of the appropriate section above. 5.4 Special Conditions Questions and Answers Any technical questions arising from this RFP must be forwarded, in writing, to the contact person identified below. Questions will be accepted until January 17, 2014 at 1:00 PM ET. PARCC, Inc. s written response to written inquiries submitted timely by Offerors will be posted on the PARCC website at It is the responsibility of all potential Offerors to monitor this site for any changing information prior to submitting a proposal. Only written inquiries from Offerors, which are signed by persons authorized to contractually bind the Offerors, will be recognized by PARCC, Inc. as duly authorized expressions on behalf of the Offerors. WRITTEN QUESTIONS - SUBMIT IN MICROSOFT EXCEL FORMAT TO: Address (preferred): k1tools@parcconline.org When submitting questions in Excel, please use the following format: Question # Page # Section # and Title Question Oral Instructions/Changes to the RFP (Addenda) No negotiations, decisions, or actions will be initiated or executed by an Offeror as a result of any oral discussions with a PARCC, Inc. employee. Only those communications which are in writing from PARCC, Inc., will be considered as a duly authorized expression on behalf of PARCC until a contract is awarded. PARCC K-1 Formative Assessment Tools Page 16 of 29

17 Notices of changes (addenda) will be posted on the PARCC, Inc. website, under this solicitation number. It is the responsibility of all potential Offerors to monitor this site for any changing information prior to submitting a proposal. All addenda will be acknowledged by the Offeror s signature and subsequent submission of addenda with proposal when so stated in the addenda Modifications, Resubmittal and Withdrawal Offerors may modify submitted proposals at any time prior to the proposal due date. Requests for modification of a submitted proposal shall be in writing and must be signed by an authorized representative of the Offeror. Upon receipt and acceptance of such a request, the entire proposal will be returned to the Offeror and not considered unless resubmitted by the due date and time. Offerors may also send a change in a sealed envelope to be opened at the same time as the proposal. The solicitation number, opening date and time should appear on the envelope of the modified proposal. Unless specifically requested by PARCC, Inc., any amendments, revisions, or alterations to proposals will not be accepted after the closing for the receipt of proposals Confidential, Proprietary, or Trade Secret Material If Offeror considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to the Federal Acquisition Register (FAR) or the U.S. Department of Education Acquisition Regulation (EDGAR) or other authority, Offeror shall clearly mark and identify in its Proposal those portions which are confidential, trade secret or otherwise exempt. Offeror shall also simultaneously provide PARCC, Inc. with a separate redacted copy of its Proposal. This redacted copy shall contain the solicitation name, number, and the name of the Offeror on the cover, and shall be clearly titled Redacted Copy. The Redacted Copy shall be provided to PARCC, Inc. at the same time Offeror submits its Proposal to the solicitation and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. The Offeror shall also provide one (1) electronic copy ( , compact disc (CD), flash drive, etc.) of their Redacted Copy. Offeror shall be responsible for defending its determination that the redacted portions of its Proposal are confidential, trade secret or otherwise not subject to disclosure. Further, Offeror shall protect, defend, and indemnify PARCC, Inc. for any and all claims arising from or relating to Offerors determination that the redacted portions of its Proposal are confidential, proprietary, trade secret or otherwise not subject to disclosure. If Offeror fails to submit a Redacted Copy with its proposal, PARRC, Inc. is authorized to produce the entire documents, data, or records submitted by Offeror in answer to a public records request for these records. PARCC will take all reasonable efforts and assurances to protect vendor proprietary information. 5.5 Subcontracting This contract or any portion thereof shall not be subcontracted without the prior written approval of PARCC, Inc. No subcontract shall, under any circumstances, relieve the Contractor of its liability and obligation under this contract; and despite any such subcontracting PARCC, Inc. shall deal through the Contractor, which shall retain the legal responsibility for performing the Contractor obligations. PARCC K-1 Formative Assessment Tools Page 17 of 29

18 5.6 Contract Terms and Conditions The PARCC, Inc. Contract Standard Terms and Conditions are incorporated in this RFP and will govern the relationship between PARCC, Inc. and the Contractor. The proposal submitted by the successful Offeror shall be incorporated into the final contract. 5.7 Method of Payment Compensation and payment terms and conditions will be negotiated with the awarded Contractor. The funding will be from a United Stated Department of Education grant and payments via the fiscal agency (currently Florida) via PARCC, Inc., and unless and until that changes, Florida invoicing/payment requirements will control. 5.8 Diversity in Contracting PARCC, Inc. is dedicated to fostering the continued development and economic growth of small, minority-, women-, and service-disabled veteran business enterprises. To this end, it is vital that small, minority-, women-, and service-disabled veteran business enterprises participate in PARCC Inc. s procurement process as both Contractors and Subcontractors in this solicitation. Small, minority-, women-, and service-disabled veteran business enterprises are strongly encouraged to respond to this solicitation, as an Offeror or as part of a team. 5.9 Costs Incurred in Responding This RFP does not commit PARCC, Inc. to pay any costs incurred by the Offeror in the submission of a proposal or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services Submission of Proposals by Subsidiaries or Affiliates An Offeror, its subsidiaries, affiliates, or related entities shall be limited to one (1) Proposal. Submission of more than one (1) Proposal per activity by an Offeror shall cause the rejection of all Proposals submitted by the Offeror. A subsidiary or affiliate of a prime Offeror may also be included as a Subcontractor in another Offeror s Proposal Independent Price Determination AN OFFEROR SHALL NOT COLLUDE, CONSULT, COMMUNICATE, OR AGREE WITH ANY OTHER OFFEROR REGARDING THIS PROCUREMENT AS TO ANY MATTER RELATING TO THE OFFEROR S PROPOSAL.5.12 Accessible Electronic Information Technology Offerors submitting proposals to this solicitation must provide electronic and information technology resources in complete compliance with the applicable accessibility provisions set forth by section 508 of the Rehabilitation Act of 1973, as amended and 29 U.S.C. s. 794(d), including the regulations set forth under 36 C.F.R. part These standards establish a minimum level of accessibility Federal Regulatory Compliance The Offeror is required to know and understand all applicable federal regulations that impact the work contracted under this RFP, and to deliver to and/or operate for PARCC federally compliant products and services. Relevant federal regulations include, but are not limited to: PARCC K-1 Formative Assessment Tools Page 18 of 29

19 5.14 Awards Elementary and Secondary Education Act, 2001 Individuals with Disabilities Education Act, 2004 Rehabilitation Act of 1973, section 508 Web Content Accessibility Guidelines 2.0 / W3C guidelines. See Family Education Rights and Privacy Act (FERPA) Children s Online Privacy Protection Act (COPPA) Children s Internet Protection Act (CIPA) As in the best interest of PARRC and its member states, PARCC, Inc., reserves the right to award all or none of the services solicited, or any combination thereof, to one or more responsive, responsible Offeror(s). As in the best interest of PARCC, Inc., the right is reserved to reject any and/or all proposals, or to waive any minor irregularity in the proposals received. Conditions which may cause rejection of proposals include, without limitation, evidence of collusion among Offerors, obvious lack of experience or expertise to perform the required work, failure to perform, or meet financial obligations on previous contracts. PARCC K-1 Formative Assessment Tools Page 19 of 29

20 APPENDICES APPENDIX A PRICE REPLY TEMPLATE RFP K-1 Formative Assessment Tools OFFEROR: Offerors are required to submit proposed pricing for each deliverable identified in the RFP. Offerors will list all deliverables and individual deliverable pricing specified in the RFP and any additional deliverables proposed by the Offeror. Additional rows may be inserted into the worksheet for this purpose. Deliverables Deliverable Description/Minimum Performance Standards Due Date Proposed Price 1 Plan for a minimum of 32 formative K-1 assessment tools to be used in ELA/literacy instruction that allow for the assessment of fluency, decoding, vocabulary, using analyzing sources in writing, reading comprehension, and oral language, as well as a plan for formative K-1 assessment tools to be used in Mathematics instruction that allow for the assessment of K-1 CCSS. The plans should include integrated, performance-based tools to measure the CCSS across strands (ELA/literacy) and across clusters (Mathematics), rubrics, annotated student exemplars and other ancillary materials. The plan should also address how piloting will be addressed in accordance with the maximum cost provided above. All plans required as deliverables must be comprehensive and include specified dates for all activities or events as described in PARCC s best practices for scheduling, budget allocations if applicable, and who is responsible, accountable, contributory, or to be informed for all activities/events. February 28, 2014 PARCC K-1 Formative Assessment Tools Page 20 of 29

21 2 A minimum of 32 (eight per content per grade level) draft formative K-1 assessment tasks (including all necessary permissions) to be used in ELA/literacy instruction that allow for the assessment of fluency, decoding, vocabulary, using analyzing sources in writing, reading comprehension, and oral language and formative K-1 assessment tools to be used in Mathematics instruction that allow for the assessment of the K-1 CCSS. This deliverable shall also include K-1 training papers and rubrics as appropriate for the tasks. The tools should be integrated, performance-based tools to measure the CCSS across strands (ELA/literacy) and across clusters (Mathematics), rubrics, annotated student exemplars, and best practices in their use conforming to known research. In mathematics, tools primary alignment should be to major clusters, as defined by the PARCC K-2 Model Content Frameworks. May 30, samples (two per content per grade level) for public release following piloting/cognitive labs. The samples shall come from the pool of full reviewed and PARCC-approved tools. They should be integrated, performancebased tools to measure the CCSS across strands (ELA/literacy) and across clusters (Mathematics), rubrics, annotated student exemplars, and best practices in their use conforming to known research. May 30, Results from content and bias/sensitivity results of review of assessment materials for the K-1 formative assessment tools for ELA/literacy and for mathematics. 10 days after each review occurs, the Contractor is responsible for providing detailed reports to PARCC to indicate level and quality of participation in reviews by the invited reviewers, number of materials deliverables approved as is, approved with edits, and rejected during each review, reviewer evaluations of the review process, and a gap analysis of deliverables expected to be approved June 30 November 30, 2014 PARCC K-1 Formative Assessment Tools Page 21 of 29

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