Customized Benchmark Assessment Program (Kingsport City Schools)

REQUEST FOR PROPOSAL Sealed bids for the following project will be received by the Procurement Manager until 4:00 P.M., Eastern Time, March 20, 2024, and at that time opened in Conference Room 436, 415 Broad Street, Kingsport, TN. All bids will be considered for award or rejection at a later date. PROJECT: CUSTOMIZED BENCHMARK ASSESSMENT PROGRAM Documents for the above referenced item are available online at https://www.kingsporttn.gov/city- services/purchasing/invitations-to-bid-requests-for-proposals-requests-for-qualifications/. All questions regarding this Request for Proposal must be submitted to Sandra Sloan, Asst. Procurement Manager, Schools, at the following email, ssloan@k12k.com, no later than February 29, 2024, at 4:00 P.M., Eastern Time. All questions will be answered via addendum, which will be added to the city’s website.

rel="no-follow" href="https://www.kingsporttn.gov/city-services/purchasing/invitations-to-bid-requests-for-" target="_blank">https://www.kingsporttn.gov/city-services/purchasing/invitations-to-bid-requests-for- proposals-requests-for-qualifications/. By submission of a signed submittal, the submitter certifies total compliance with Title VI and Title VII of the Civil Rights Act of 1964, as amended, and all regulations promulgated thereunder. No submitted proposals may be withdrawn for a period of one hundred twenty (120) days after the scheduled closing time of the receipt of proposals. All proposals shall be submitted in duplicate, signed, sealed and addressed to the Procurement Manager, City of Kingsport, 415 Broad Street., Kingsport, TN 37660 and marked “RFP CUSTOMIZED BENCHMARK ASSESSMENT PROGRAM”. The City by its governing regulations reserves the right to accept or reject any or all proposals received, to waive any informalities in bidding and to re-advertise. PUB 1T: 02/24/2024 Chris McCartt City Manager City of Kingsport – Procurement Department 415 Broad Street Kingsport, TN 37660 Phone – (423) 229-9419 Fax – (423) 224-2433 Required Documents Checklist for Bids Please ensure your Bid Submittal contains the items referenced below. Place a check beside each item once you have verified that the requested item is affixed or included. The following items are required to be included with your Bid submittal: □ Signed & Notarized Compliance Affidavits Form □ Signed & Completed Proposal Form □ Reference List with Three References ***Failure to include the above referenced items may result in rejection of your Bid*** Date Advertised: February 24, 2024 Opening date: March 20, 2024 Sandra Sloan Assistant Procurement Manager City of Kingsport – Kingsport City Schools 415 Broad Street Kingsport, TN 37660 REQUEST FOR PROPOSALS Customized Benchmark Assessment Program For Kingsport City Schools REQUEST FOR PROPOSALS Customized Benchmark Assessment Program Invitation to Bid The City of Kingsport Procurement Department will be accepting sealed proposals for RFP Customized Benchmark Assessment Program for Kingsport City Schools. The Procurement Manager will receive sealed proposals until 4:00 pm, Eastern Time, March 20, 2024, and at that time opened in Conference Room 436 of City Hall at 415 Broad Street, Kingsport, TN 37660. Sealed Proposals delivered by courier can be mailed to 415 Broad Street, Kingsport, TN 37660. If the Sealed Proposal is being physically brought in by a vendor the day of the bid opening, please drop it off in the bin outside of the Procurement Department door on the 4th floor, City Hall, 415 Broad Street, Kingsport, TN 37660. All proposals will be considered for award or rejection at a later date. The following RFP Specifications provides details on the requirements for the Customized Benchmark Assessment Program for Kingsport City Schools. The City of Kingsport for its Kingsport City Schools reserve the right to reject any and all bids and/or negotiate with the next compliant bidder when it is in the best interest of the school system. The following projected timetable should be used as a working guide for planning purposes. The buyer reserves the right to adjust this timetable as required during the course of the process. Scope of Work The City of Kingsport for its Kingsport City Schools is seeking a solution for district and school level customized benchmark assessment program for grades 2-11 with an assessment platform with item banks that are designed for grades three (3) through eleven (11). The program should offer high- quality TCAP aligned assessment questions with representative question types from all levels of Webb’s Depth of Knowledge, is fully customizable, and additionally generates immediate student performance reports after each district and teacher created assessment. Kingsport City School System has approximately 5,150 students in grades three (3) through eleven (11) and approximately 550 in grade two (2). Elementary School Benchmarks for grade two (2) must include paper benchmarks administered three times per year in ELA and Math. Elementary School Benchmarks (Grades 3-5) must include (3) tests per year in ELA, Math and Science. Middle School Benchmarks (Grades 6-8) must include (3) tests per year in ELA, Math, Science, and Social Studies while also the ability to test middle school Algebra I and Geometry. High School Benchmarks (Grades 9-11) must include (3) tests per year (Traditional) and (2) tests per Semester (Block) in Standard English I and II, Algebra I, Geometry, and Biology. EVENTS DATES Request for Proposals Issued February 24, 2024 RFP Questions Submitted (Sandra Sloan @ ssloan@k12k.com) February 29, 2024 @ 4:00 PM Eastern Time RFP Proposals Due March 20, 2024 @ 4:00 PM Eastern Time Recommendation to Board of Education April 9, 2024 Recommendation to Board of Mayor and Aldermen April 16, 2024 Proposals will be accepted for a District and School Level Customized Benchmark Assessment Program with Item Banks which meet the minimum specifications, performance requirements, and terms and conditions identified herein. a. Program includes questions aligned to the rigor and demand of Tennessee academic standards in an online or paper format similar to TNReady assessments. b. Program includes question types that represent all levels of Webb’s Depth of Knowledge. c. Benchmark Assessments will be created by the vendor using new items and passages during each assessment window that are customizable to district determined content and aligned to curriculum pacing. d. Contains the ability to identify student mastery of a given Tennessee academic standard through reporting using a built-in report generator directly after the administration of benchmarks and assessments created by the district and/or teacher to specifically include Tennessee standards-based reports. e. Predictability values are generated within a week or less after the closing of district administered benchmarks. f. Utilizes a management tool that can be used to group students based on mastery of Tennessee academic standards and assessment performance. Preferably, student mastery is indicated on reports using Tennessee specific performance levels (1-4). g. Includes the ability for teachers to collaborate and share customized assessments with colleagues. h. Program includes a text-to-speech tool, which includes the reading of mathematical equations, formulas, graphs, and other mathematical tasks as well as ELA passages and internal items. i. Program includes online tools similar to TCAP capabilities (lockdown browser, calculator, highlighter, answer eliminator, ruler, magnifier, color contrast, etc.). j. Assessments require students to select answers through various question types including multiple choice, multiple select, written response, and technology enhanced items such as graphing and text manipulation. k. Program allows for district and/or teacher to create and save assessment items that may be included in district and/or teacher created assessments. l. Program allows online district and/or teacher created assessments to be saved as PDFs. m. Program allows for exporting of test results in order to upload into the district Student Information System (SIS). n. The reporting platform provides the district the ability to disaggregate data for underserved student groups efficiently. o. Program must be fully compatible with Windows 10 laptops and Google Chromebooks and fully function through the Chrome browser. p. Program must integrate with ClassLink Roster Server. q. Respondent representative(s) shall, in a timely manner, work on a regular basis with district/school personnel in order to answer all questions regarding production or financial matters pertaining to the individual services required. r. A local and/or toll free phone number(s), live chat, and/or email address(es) for KCS’s access to Respondent’ representative(s). Respondents shall respond to all request/telephone calls to include personalized customer service and technical support between 7:00AM-5:00PM, EDT, Monday-Friday. s. Respondent shall provide a current completed Voluntary Product Accessibility Template (VPAT) to detail compliance with the federal Section 508 standards. Respondent shall promptly respond to and resolve any complaint regarding accessibility of its products or services. Respondent further agrees to indemnify and hold harmless the City from any claims arising out of failure to comply with the aforesaid requirements. Failure to comply with these requirements shall constitute a material breach of the agreement between the two parties. Piggyback Clause City of Kingsport for its Kingsport City Schools reserves the right to extend the terms, conditions, and prices of this contract to other Institutions (such as State, Local and/or Public Agencies) who express an interest in piggybacking on this contract. Each of the piggyback institutions will issue their own purchasing documents for the goods/services. Contractor agrees that the City of Kingsport, nor Kingsport City Schools, shall bear any responsibility or liability for any agreements between Contractor and the other Institution(s) who desire to exercise this option. Payment Upon completion and acceptance by the Owner, the successful bidder is to submit an invoice to the owner for payment. The City will make a payment to the bidder within 30 days of the new fiscal year. For recurring payments related to service, invoices shall be prepared to coincide with the Owner’s fiscal year (i.e. July 1, 2024 to June 30, 2025). Withdrawal of Proposal It is understood that any bidder may withdraw a submitted bid any time before the designated time for opening of bids. After this time, no bidder may withdraw a bid submitted until a period of one hundred twenty days (120) days has elapsed from the time of the opening of the bids. Safety Regulations The bidder is solely responsible for complying with any city, county, state or national ordinances or laws that apply to the safe and legal operation of the business. This may include, but is not limited to, compliance with TOSHA regulations. Questions Address all questions regarding this RFP to Sandra Sloan, Asst. Procurement Manager, at ssloan@k12k.com , no later than February 29, 2024, 4:00 pm Eastern Time. Questions submitted will be answered in an addendum and posted on the City of Kingsport Purchasing webpage (https://www.kingsporttn.gov/city-services/purchasing/invitations-to-bid-requests-for- proposals-requests-for-qualifications/) by March 8, 2024. All questions must be submitted in an email and will not be accepted after the deadline, February 29, 2024 at 4:00 PM Eastern Time. mailto:ssloan@k12k.com Contracts All proposals are to be valid for a minimum of 120 days, during which time awards will be established and contracts signed. Awarded fee structure shall remain in effect for an initial term of 12 months. The City of Kingsport may also desire to extend the award for additional years in one year increments. At the end of the initial term, pricing / fees may be negotiated at that time. For any agreement resulting from this RFP, the City of Kingsport reserves the right to cancel upon 30 days written notice without penalty and may elect not to renew the agreement at the end of the current contract term. The language of this RFP shall be binding unless amended by the City of Kingsport and the awarded vendor. The terms and conditions of this Request for Proposal and any related executed agreements shall constitute entire agreement. It is the Bidder’s responsibility to comply with all local, state, and federal laws, regulations, codes, licensing, and other requirements. The bidder must be prepared to substantiate compliance upon request by the City. Proposals Requirements Bidders must submit One (1) Original, Two (2) Copies, and an electronic copy of all proposal documents on a memory drive. The original will be maintained in the City of Kingsport Procurement Department and in City Records. The proposal shall be submitted on the Proposal Form, furnished as part of this RFP document and be duly executing and without qualifications. In addition to the required proposal form, it is preferred that the bidder attach a scope letter on the bidder’s letterhead detailing the work proposed by the bidder. Also required, Reference List and Compliance Affidavit. The bidder, by executing a proposal warrants that the services and or products to be supplied to City of Kingsport for its Kingsport City Schools shall be of the highest quality and workmanship. In the event that the services and or products are found to be ineffective or do not conform to specification, The City of Kingsport reserves the right to cancel the contract upon written notice to the bidder or to obtain the services and or products from a separate organization, in which case the original bidder shall be held liable for any additional costs which may be incurred. Owner shall consider the qualifications of the bidders, their subcontractors or representatives, and may conduct investigations as deemed necessary in order to evaluate any person or groups of persons designated to perform/ provide the services and products. The bidder shall state the organization’s qualifications, experience, and details. Each bidder will need to submit references of awarded contracts of similar size and scope that have been completed by the bidder. Such bidders are required to include names, e-mails, and phone numbers of contacts familiar with similar proposals. Proposals shall be submitted on the Proposal Form which is a part of this RFP and must be signed by an employee who is authorized to bind the company or firm by his or her signature. In addition to the Proposal Form to be submitted to the Owner, it is acceptable and preferred the bidder attach a scope letter on the bidder’s letterhead detailing the work proposed by the bidder. All required documents, flash of the proposal should be sealed in an envelope and marked on the outside of the envelope, RFP Customized Benchmark Assessment Program. The City of Kingsport for its Kingsport City Schools will not be held responsible for the premature opening of unmarked envelopes if sent through the regular mailing system. This RFP does not commit the City of Kingsport or Kingsport City Schools to any specific course of action. The City of Kingsport reserves the right to not select any bidder or purchase any goods or services resulting from this RFP. Sealed Proposal Instructions All proposals must include the following forms to be considered:  Completed Proposal Form  Signed and Notarized Compliance Affidavit  Reference Information List Submit sealed proposals to the following: Attn: Procurement Manager, City of Kingsport City of Kingsport 415 Broad Street Kingsport, TN 37660 **Be sure to mark on the outside of the sealed envelope: RFP –Customized Benchmark Assessment Program Method of Source Selection The City of Kingsport is using the competitive proposal method of source selection, as authorized by the City of Kingsport Code of Ordinances for this procurement. Awards, if made, will be made to the responsible bidder whose proposal is most advantageous to the City of Kingsport for its Kingsport City Schools, taking into consideration price and the other factors set forth in the RFP. Owner may conduct discussions with responsible bidders that may be selected for the award for the purpose of clarification to assure full understanding of and responsiveness to solicitation requirements. Criteria Used to Determine Winning Proposal TOPIC CRITERIA Superior Good Poor Don’t Know N/A Functionality Ease of Use Tool has a user-friendly interface and is easy for teachers and students to become skillful with in an efficient manner. The Responder’s program has been successfully implemented in other districts and/or classrooms and has the qualifications necessary to undertake this project. The vendor creates the benchmark assessments and/or provides assistance with assessment development for the district. Standards Connection Items and texts align to Tennessee state standards and appropriate Lexile levels for each grade level and subject area. Equality for All Texts, items, and images are gender fair and free of racial, ethnic, and cultural biases or stereotypes. Required Equipment Use of the tool does not require equipment beyond what is typically available to teachers and students. Ability to administer read-alouds (text to speech) is preferred. (Primary use with Windows 10 devices, Chromebooks, Apple iOS devices) Quality of Item Banks Item banks contain high-quality questions for grades 3-11 in ELA, math, science, and social studies. The banks include items that represent multiple types including technology-enhanced question types. Metrics/Analytics Reporting There is a robust set of reports available to teachers, principals, and district leaders that include demographic breakdowns, standards analysis, item analysis, and student mastery based on TCAP performance levels. Adaptability & Accessibility Product is compatible with other programs such as ClassLink and Canvas Learning Management System. Cost/Benefit The educational benefit of using this program clearly justifies the cost when compared with other assessment resources. The proposed solution meets the needs and criteria set forth in the RFP. Include costs for (1) one year, with the option to renew for additional years one year at a time. Tech Support/Help Availability Tool provides “live chat” from 7:00 a.m. to 5:00 p.m. Monday through Friday and online assistance. There is a robust support platform of videos, online tutorials, and a customer support number. References: Each Respondent is required to provide three (3) references from organizations similar in size and scope of the Kingsport City Schools. The Respondent has provided the same or similar deliverables within the past three (3) years. The District, in its sole discretion, will confirm the Respondent’s experience and or ability to provide the services required and described in its Proposal by checking the Respondent’s references and the provision of the references by the Respondent is deemed to be consent to such confirmation/contact with the references. The City of Kingsport for its Kingsport City Schools reserves the right to revisit the Respondent’s scores in the rated requirements based on information learned during reference checks, should they reveal that there is inconsistency between the Respondent’s answers to the rated requirements and the results of the reference check. Disclaimer and Cancellation Owner reserves the right to accept any bid, reject any or all bids, not select any bidder or purchase any goods and to waive any informality received where such acceptance, rejection, or waiver is considered to be in the best interest of the school system. Owner also reserves the right to reject any proposal where evidence or information submitted by the bidder does not satisfy the system that the bidder is qualified to carry out the requirements of the contract documents. Owner reserves the right to disregard any and all nonconforming, incomplete, or conditional proposals and to negotiate contract terms with the successful bidder to obtain a contact prices within available funds. RFP School System Customized Benchmark Assessment Program Proposal Form TO: City of Kingsport – Procurement Manager 415 Broad Street Kingsport, TN 37660 I. Bid Pricing for RFP School System Customized Benchmark Assessment Program with Item Banks Having examined the Scope of Work and all information included in this Request for Proposal, the undersigned proposes to furnish all labor, material, equipment, supervision, and services necessary in accordance with the bid documents for the sum of: Qty Year 1 Total Price Elementary School Assessments – Grade 2 (3 per yr) ELA & Math (paper-based) Elementary School Assessments - Grades 3-5 (3 per yr) ELA ,Math & Science; Middle School Assessments - Grades 6-8 (3 per year) ELA, Math, Science & Social Studies (including Algebra I and Geometry at the middle school level); High School Assessments - Grades 9-11 (3 per year-Traditional) (3 per semester– Block) ELA ,Math & Science Yearly Fees or Other (please specify in proposal) $ $ $ TOTAL COSTS $ II. Addenda The following addenda have been received and are hereby acknowledged: Addendum # Dated Addendum # Dated Addendum # Dated III. Acceptance This offer shall be open for acceptance and is irrevocable for (120) one hundred twenty days from the bid closing date. IV. Bid Form Signatures Note: Bid must be signed by person authorized by the Corporation By-Laws to bind it into contract. Name of Firm: Signed: Date: Printed Name: ___________________________________________ Title: Address: _____________________________________________________ Phone:_______________________________________________ Fax:_________________________________________________ Email:_______________________________________________ Exhibit A Compatibility with Existing Kingsport City Schools Software and Hardware. The Respondent acknowledges that Kingsport City Schools has invested significant resources in its existing electronic platforms and processes. The Respondents shall ensure that all goods and services are delivered to Kingsport City Schools in a manner and form that is compatible with Kingsport City Schools existing products and services, a list of which is attached hereto as Exhibit A. The requesting department can revoke acceptance of goods when it is discovered, in a reasonable time that the Respondent’s goods are incompatible with these products and services and thereby non-conforming substantially impairing the value of the goods. • Kingsport City Schools utilizes Google for email and the Canvas learning management system. • District Devices: o Windows 10 PC – Chrome browser o Chromebooks o Apple iOS • Rostering/Provisioning o All rostering/provisioning of account is processed using RosterServer by ClassLink. Vendors will need to work directly with the developer contact at ClassLink to configure an integration. Roster data is available in OneRoster V 1.1 format via REST API or CSV export only. • SSO (Single-Sign On) o ClassLink provides our Single Sign-On dashboard for all staff and students. Vendors will need to work with the developer contact at ClassLink to setup an SSO app for the Dashboard. ClassLink is compatible with any standards based SSO process (SAML, OAuth2, LTI, Sign in with Google, etc.). Reference Contact List Contact Name Email School District COMPLIANCE AFFIDAVIT(S) (TOTAL OF 2 PAGES) THIS COMPLIANCE AFFIDAVIT MUST BE SIGNED, NOTARIZED AND INCLUDED WITH ALL BIDS – FAILURE TO INCLUDE THIS FORM WITH THE BID SUBMITTED SHALL DISQUALIFY THE BID FROM BEING CONSIDERED. VENDOR: CONFLICT OF INTEREST: 1. No Board Member or officer of the City of Kingsport or other person whose duty it is to vote for, let out, overlook or in any manner superintend any of the work for the City of Kingsport has a direct interest in the award of the vendor providing goods or services. 2. No employee, officer or agent of the grantee or sub-grantee will participate in selection, or in the award or administration of an award supported by Federal funds if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when the employee, officer or agent, any member of their immediate family, his or her partner, or an organization, which employs, or is about to employ, any of the above, has a financial or other interest in the firm selected for award. 3. The grantee’s or sub-grantees officers, employees or agents will neither solicit nor accept gratuities, favors or anything of monetary value from vendors, potential vendors, or parties to sub-agreements. 4. Do you or any officers/part-owners/stake-holders/employees of this company have any relative(s) (relatives include spouse, children, stepchildren or any to whom you are related by blood or marriage) that are currently employed by the City of Kingsport, Tennessee, including the Kingsport City School System or serve on the Kingsport Board of Mayor and Aldermen or the Kingsport Board of Education? _____Yes ______No If you answered yes please state the name and relationship of the employee or member of the Kingsport Board of Mayor and Aldermen or Kingsport Board of Education member ____________________________________________________________________ 5. Are you or any officers/part-owners/stake-holders/employees of this company also employees of the City of Kingsport, including the Kingsport City School System or serve on the Kingsport Board of Mayor and Aldermen or Kingsport Board of Education? _______Yes ______No If you answered yes please state the name of the employee or board member ____________________________________________________ 6. By submission of this form, the vendor is certifying that no conflicts of interest exist. DRUG FREE WORKPLACE REQUIREMENTS: 7. Private employers with five or more employees desiring to contract for construction services attest that they have a drug free workplace program in effect in accordance with TCA 50-9-112. ELIGIBILITY: 8. The vendor is eligible for employment on public contracts because no convictions or guilty pleas or pleas of nolo contender to violations of the Sherman Anti-Trust Act, mail fraud or state criminal violations with an award from the State of Tennessee or any political subdivision thereof have occurred. GENERAL: 9. Vendor fully understands the preparation and contents of the attached offer and of all pertinent circumstances respecting such offer. 10. Such offer is genuine and is not a collusive or sham offer. IRAN DIVESTMENT ACT: 11. Concerning the Iran Divestment Act ( TCA 12-12-101 et seq.), by submission of this bid/quote/proposal, each vendor and each person signing on behalf of any vendor certifies, and in the case of a joint bid/quote/proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each vendor is not on the list created pursuant to § 12-12-106. NON-COLLUSION: 12. Neither the said vendor nor any of its officers, partners, owners, agents, representatives, employees or parties interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other responder, firm, or person to submit a collusive or sham offer in connection with the award or agreement for which the attached offer has been submitted or to refrain from making an offer in connection with such award or agreement ,or collusion or communication or conference with any other firm, or, to fix any overhead, profit, or cost element of the offer price or the offer price of any other firm, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the City of Kingsport or any person interested in the proposed award or agreement. 13. The price or prices quoted in the attached offer are fair, proper and not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the firm or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. BACKGROUND CHECK REQUIREMENT FOR SCHOOL SYSTEM SUPPLIERS: 14. In submitting this bid/quote/proposal, you are certifying that you are aware of the requirements imposed by TCA § 49-5-413 (d) to conduct criminal background checks through the Tennessee Bureau of Investigation and the Federal Bureau of Investigation on yourself and any of your employees who may come in direct contact with students or who may come on or about school property anytime students are present. You are further certifying that at no time will you ever permit any individual who has committed a sexual offense or who is a registered sex offender to come in direct contact with children or to come on or about school property while students are present. NON-BOYCOTT OF ISRAEL AFFIDAVIT 15. Concerning the Non-Boycott of Israel Act (TCA 12-4-1 et seq.), by submission of this bid/quote/proposal, each supplier and each person signing on behalf of any supplier certifies, and in the case of a joint bid/quote/proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each supplier is not boycotting Israel pursuant to § 12-4-1 and will not during the term of any award. Note: Applicable only to contracts of $250,000 or more and to suppliers with 10 or more employees. The undersigned hereby acknowledges and verifies that the response submitted to this solicitation is in full compliance with the applicable laws/listed requirements. The undersigned also declares under penalty of perjury under the laws of the State of Tennessee that the foregoing is true and correct. SIGNED BY: PRINTED NAME: TITLE: SUBSCRIBED AND SWORN TO BEFORE ME THIS DATE: BY (NOTARY PUBLIC): MY COMMISION EXPIRES ON: