Comprehensive Afterschool and Summer Enrichment Services

Lewisville Independent School District (LISD) is accepting proposals for a comprehensive, turnkey after-school enrichment program serving students in grades Pre-K through 8th grade. The successful Proposer(s) shall provide all personnel, program administration, curriculum, enrichment activities, supplies, equipment, supervision, registration/enrollment processes, communication, and other resources necessary to operate a high-quality after-school program.
The District's intent is to establish a self-sustaining, revenue-generating partnership and not a program for which LISD pays the Proposer a program fee. Proposers shall provide a business and financial model that demonstrates how the program will operate without a direct program service fee paid by LISD.

PLEASE PROVIDE A COMPLETE PROPOSAL BASED ON THE FOLLOWING:

1. Turnkey Program and Financial Mo del
The successful Proposer shall assume full responsibility for the operation and financial management of the after-school program, including staffing, program administration, enrollment, customer service, materials, supplies, equipment, and all other costs associated with program delivery.
LISD does not intend to pay a fee, subsidy, administrative fee, management fee, or other direct cost for the operation of the program. Proposers shall clearly identify all anticipated sources of revenue and demonstrate how the proposed program will be financially self-sustaining.
The District is seeking a partnership structure that provides a revenue-sharing opportunity to LISD. Proposers shall submit a proposed revenue-share structure as part of their response, including, at minimum:
• Proposed percentage of gross program revenue to be returned to LISD

• Any minimum guaranteed payment or minimum annual revenue commitment to LISD

• Proposed student participation/enrollment fees

• Any additional fees charged to participating families

• All assumptions used to calculate projected revenue

• Any proposed exclusions from gross revenue used to calculate the District's revenue share

• A detailed explanation of the proposed financial model
Proposers shall not structure the proposal in a manner that requires LISD to subsidize program operating costs, staffing costs, materials, supplies, administrative expenses, or other program expenses unless specifically identified and approved by LISD in the resulting contract.
The District reserves the right to negotiate the final revenue-sharing structure with the selected Proposer(s).

2. Program Hours and Daily Operations
The successful Proposer shall provide a clearly defined staffing and operational plan for the after-school program.
The anticipated operating window is approximately 2:30 p.m. through 6:30 p.m., Monday through Friday, on regular school days. Actual operating hours may vary by campus based upon the District's calendar, campus dismissal schedules, student participation, and other operational considerations.
The Proposer shall provide adequate staffing to ensure continuous supervision and safe operation from the time students are released to the program until they are picked up by an authorized adult.
The proposal shall include a detailed daily staffing schedule that identifies:
• Student arrival/check-in procedures

• Staff arrival and preparation time

• Student transition from the school day to the after-school program

• Academic/enrichment programming periods

• Snack/meal periods, if applicable

• Recreation and physical activity

• Student transition and dismissal procedures

• Parent/guardian pick-up procedures

• Staff responsibilities during student arrival and dismissal

• Required administrative/supervisory staff

• Staff coverage during all program operating hours
Proposers shall demonstrate that staffing levels will be sufficient to maintain required student-to-staff ratios throughout the entire program day, including transitions, activities, recreation, restroom breaks, meals/snacks, and dismissal.

3. Staffing Plan and Student to Staff Ratios
The Proposer shall submit a detailed staffing plan that identifies the number, qualifications, responsibilities, and anticipated work schedule of all personnel required to operate the program.
At a minimum, the staffing plan shall identify:
• Program/site director or equivalent

• Site supervisors

• Lead instructors/activity leaders

• Group leaders

• Support staff

• Substitute/backup staffing

• Administrative/customer service personnel

• Proposed staff to student ratio for each age group, including the number of staff members required based on student enrollment

• Any specialized staff required for specific enrichment activities
**The Proposer shall clearly identify the maximum number of students assigned to each staff member and the proposed student to staff ratio for each age group.**
The proposal shall include ratios for, at minimum:
• Pre-K

• Kindergarten–2nd grade

• 3rd–5th grade

• 6th–8th grade

Proposers may propose ratios that are more restrictive than the District's minimum requirements. Proposed ratios shall account for the age and developmental needs of students, activity type, location, transitions, and any additional supervision needs.
Staff to student ratios shall be maintained at all times and shall not be calculated solely based upon average daily attendance. The Proposer shall have a contingency staffing plan to address unexpected increases in attendance, staff absences, emergencies, or other circumstances that could result in the required ratio not being maintained.
The District reserves the right to establish minimum staffing requirements and student to staff ratios during contract negotiations and/or prior to implementation.

4. Detailed Service Plan
Proposers shall submit a detailed Service Delivery Plan describing exactly how the program will be implemented and operated at LISD campuses.
The Service Delivery Plan shall include, at minimum:
• Program philosophy and objectives

• Description of the proposed program model

• Daily schedule

• Weekly activity schedule

• Curriculum and enrichment offerings

• Student enrollment and registration process

• Student attendance tracking

• Parent/guardian communication procedures

• Student sign-in/sign-out procedures

• Emergency procedures

• Behavior management and student discipline procedures

• Safety and supervision procedures

• Staff training and background screening

• Staff to student ratios

• Staff recruitment and retention plan

• Substitute/backup staffing plan

• Procedures for students with disabilities and other student support needs

• Snack/meal procedures, if applicable

• Facility and equipment requirements

• Supplies and materials provided by the Proposer

• Technology requirements

• Quality assurance and program evaluation

• Customer service procedures

• Complaint resolution procedures

• Performance metrics that will be used to measure program success

The Proposer shall provide sufficient detail for LISD to understand exactly what will be provided to students, how the program will operate each day, who will provide the services, and how the program will be staffed and supervised.

5. Preferred Enrichment Activities
The proposed program should provide a broad range of developmentally appropriate enrichment opportunities for students in grades Pre-K through 8th grade. LISD's preferred programming includes opportunities in the following areas:
At a minimum, proposed programming shall include opportunities in the following areas:
• Academic Enrichment

• Fine Arts

• Recreation and Sports

• Character Development

• Community Service/Service Learning
Proposers are encouraged to provide additional enrichment opportunities that support student engagement, creativity, leadership, career exploration, social-emotional development, physical activity, and personal growth.
Programming shall be age-appropriate and should provide differentiated activities for Pre-K–2nd grade, 3rd–5th grade, and 6th–8th grade students.

6. Campus Level Implementation
Proposers shall describe how the program will be implemented across multiple LISD campuses and how the model can be scaled based upon student enrollment and campus needs.
The District may elect to implement the program at all eligible campuses or at a subset of campuses.
The Proposer shall identify any minimum enrollment requirements, maximum enrollment capacity, campus requirements, facility requirements, or other conditions necessary for successful implementation.

7. Performance and Accountability
The successful Proposer shall be responsible for monitoring and reporting program performance to LISD.
At a minimum, the Proposer shall be required to provide periodic reports containing:
• Student enrollment

• Daily/weekly attendance

• Program participation

• Staffing levels

• Student to staff ratios

• Program activities provided

• Parent/guardian participation and feedback

• Student and family satisfaction

• Incidents and safety concerns

• Staffing vacancies or changes

• Revenue generated

• Revenue share owed to LISD

• Other performance measures requested by the District
The District may conduct site visits, review program records, evaluate staffing levels, and obtain feedback from students, families, campus staff, and District administrators to evaluate the quality and effectiveness of the program.

All interested vendors, including sole source providers, are encouraged to respond to this request for proposal in its entirety and should submit all required bid attachments regardless of sole source status to be considered.
Missing or incomplete information will have a negative impact on vendor evaluations.
RFP #3371-26 shall be awarded at District discretion, to multiple Proposers supplying comparable products or services, also known as a multiple award schedule, or award the Contract to a single Proposer. The District's decision to make multiple awards or a single award will be based upon the District's sole discretion regarding the type of products and/or services that provides best value to the District.
The initial term of this proposal shall be from November 2026 – July 2028.
Dependent on the long-range needs of the District, if vendor does not notify the District 90 days before any renewal date(s), the District will auto-renew the bid under the existing terms and conditions. If vendor does not wish to renew, or wishes to renew with new terms and conditions, please contact LISD within 90 days of the renewal term.
There will be three successive renewals, each consisting of a two-year term:
First Renewal: September 2028 – July 2030

Second Renewal: September 2030 – July 2032

Third and Final Renewal: September 2032 – July 2034