RFP - Combined Services

Agency: Mississippi Department of Education
State: Mississippi
Type of Government: State & Local
NAICS Category:
  • 561210 - Facilities Support Services
Posted Date: Mar 10, 2020
Due Date: Mar 26, 2020
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RFP - Combined Services

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Test Title

REQUEST FOR PROPOSALS

Combined Services RFP

Mississippi Department of Education

Office of Career and Technical Education

359 North West Street, Suite 111

Jackson, Mississippi 39201

Contact: Wendy Clemons

Phone: 601.359.3974

Date: March 10, 2020

Table of Contents

GENERAL INFORMATION

Program Purpose and Goals………………………………………………………………………………………………3

Eligibility Criteria ………………………………….…………………………………………………………………………3

Notice of Intent to Apply……...……..…………………………………………………………………………………… 4

Request for Information ………………………………………………………………………………………………….. 4

Proposal Formatting and Submission Information 5

Formatting Directions 5

Submission and Delivery of Proposals 6

Risk of Delivery 6

Conditions of Solicitation 7

Acceptance of Proposals 8

Rejection of Proposals 8

Disposition of Proposals 9

Conflict of Interest 10

Tentative Timeline of Activities 10

Details 11

Grant Period 12

Award Amount 13

Use of Funds 13

Budget Requirements ………………………………………….………………………………………………………… 13

Responsibilities of a Fiscal Agent 14

Audit 15

Program Conditions and Requirements…………………………………………………………………………………..16

Proposal Review and Selection Process ……..……………………………….…………………………………….. 16

Proposal and Scoring ………………………..……………………………………………………………………………. 17

Grant Work Plan Table ………………………………………………………………………………………………….. 19

FY21 Scope of Work ………………………………………………………………………………………………………. 20

Combined Service Grant Key Project Staff Table ………………………………………………………………. 30

PROPOSAL FORMS

Supplemental Form A

Notice of Intent to Apply ………..……………………..……………………….………………………………………...33

Acknowledgement of RFP Amendments………………………………………………………………………….. 34

Form 1 – Cover Page ……………………………………………………………………………………………………. 36

Form 2 – Assurances ……………………………………………………..……………………………………………. 37

Form 3 – Standard Terms and Conditions …………………………………………………....………………. 39

Form 4– Conflict of Interest Disclosure Form ………………………..………………………………………. 47

Instructions for Budget Forms …………………………………………….…………….…………………………… 48

Budget Form A –Budget Overview ………………………………………………………………………………… 49

Budget Form B – Budget Summary ……………………………………………………………………………….. 50

Budget Form C – Budget Narrative ……………………………………………………………………………….. 51


GENERAL INFORMATION

1. MISSISSIPPI BOARD OF EDUCATION PROGRAM PURPOSE AND GOALS

The purpose of the Combined Services Grant is the implementation of activities that will assist the Mississippi Department of Education (MDE) Office of the Chief Academic Officer, the Office of Secondary Education, the Office of Career and Technical Education, the Office of School Improvement, and the Office of Special Education with planning, development, delivery, and monitoring of statewide curriculum frameworks and initiatives to improve graduation rates for all students and improve the provision of high quality college and career development for all students. Grant activities must focus on (1) the State Board of Education (SBE) goals; (2) providing professional development and assistance for local districts; (3) designing dropout and graduation restructuring plans that align with the MDE’s ESSA plan; (4) supporting the MDE counseling personnel in the development of college and career readiness trainings and guidance materials, (5) supporting development of website for the Office of Secondary Education and Career and Technical Education; and (6) online learning guidance for Canvas courses in Career and Technical Education.

The Combined Services Program supports the State Board of Education’s 5-year strategic plan goals to ensure:

• All students are proficient and showing growth in all assessed areas

• Every student graduate from high school and is ready for college and career

• Every child has access to a high-quality early childhood program

• Every school has effective teachers and leaders

• Every community effectively uses a world-class data system to improve student outcomes

• Every school and district is rated “C” or higher

The grant will be a three-year grant with the right to renew. Annual renewal of the grant is contingent upon proper implementation of the proposed project, acceptable performance as determined by the annual evaluation and future appropriations.

2. ELIGIBILITY CRITERIA

This solicitation is to provide information required to submit a response to this RFP. Please be aware that changes to previous requirements and/or eligibility may have been made.

All state educational agencies and organizations, including but not limited to community colleges, institutions of higher learning, and Regional Education Service Agencies (RESAs) are eligible to receive grants. The entity applying for the Combined Services Grant should have vast knowledge of the following:

• Mississippi College and Career Readiness Standards

• Career and Technical Education Pathways and Curriculum

• Curriculum Revision Process

• Career and Technical Education in Mississippi

• Mississippi Department of Education Policy and Procedure

• Mississippi State Board of Education Policy

• Secondary Education in Mississippi

• The Individuals with Disabilities Act (IDEA)

• School Improvement

Letters of reference of prior work in Mississippi educational system must be submitted with proposal.

4. NOTICE OF INTENT TO APPLY

All entities planning to apply should submit a Notice of Intent to Apply. (Attachment A) The Notice of Intent to Apply should be received by the March 30, 2020 deadline. The Notice of Intent to Apply is not required to apply but may be necessary to assist the MDE in planning purposes and preparation for proposal scoring. You may submit the form one of three ways:

1. Fax: 601-359-3974

2. Email: Neana Appleberry at sappleberry@mdek12.org

3. Mail: Mississippi Department of Education

Combined Services Grant

Office of Career and Technical Education

PO Box 771

Jackson, MS 39205-0771

5. REQUESTS FOR INFORMATION

Written questions concerning the RFP should be emailed to Rozelia Harris at rharris@mdek12.org .

The deadline for submitting written questions by email is March 24, 2020 at 5:00 p.m. Copies of all questions submitted, and responses will be posted to MDE’s website www.mdek12.org under the Public Notices section/Request for Applications, Qualifications, and Proposals and will be available to the general public on March 26, 2020. No individual replies will be granted.

Grantees shall acknowledge receipt of any amendment to the solicitation by signing and returning Attachment B with the proposal. The acknowledgement must be received by the MDE by the time and at the place specified for receipt of proposals.

6. PROPOSAL FORMATTING AND SUBMISSION INFORMATION

Developed by the MDE, this proposal information package contains all the forms and instructions necessary to apply for a subgrant under the Combined Services Grant RFP. Please review the enclosed materials and carefully follow the instructions for completing the subgrant proposal. Before submission, review the proposal requirements to ensure that all sections and documents are complete.

7. FORMATTING DIRECTIONS

Proposals must be submitted utilizing the format described here in the Request for Proposals (RFP). This file may be downloaded from the Mississippi Department of Education's web page at http://www.mdek12.org or may be e-mailed upon request. The following components must be included, in the following order, in all proposals that are submitted. Failure to submit the required completed forms with signatures will result in the rejection of the proposal. The narrative portions of the proposal should not exceed 45 pages.

REQUIRED ELEMENTS submitted in this order:

• Signed Cover Sheet (Form 1)—Required Original Signature(s)

• Signed Assurances (Form 2)—Required Original Signature(s)

• Signed Standard Terms and Conditions (Form 3)—Required Original Signature

• Signed Conflict of Interest (Form 4)—Required Original Signature

• Budget Forms A, B, & C

• Verification of the registration of the active DUNS must be submitted with the proposal (e.g., www.sam.gov correspondence indicating the status and expiration date, DUNS and Bradstreet letter, etc.)

Grantees must submit using the following parameters:

• Submitted on 8.5” x 11” white paper using 12-point Times New Roman font (Tables can use size 10 font)

• Formatted using 1” margins on all sides (adjustments can be made for Tables)

• Portrait setting (Tables can be in Landscape setting)

• Double-spaced and single-sided (pages must include Grantee’s name and page number within the footer in the lower right-hand corner)

This grant competition is highly competitive. Grantees should ensure that all guidelines and requirements are met before submitting proposals. Please note that the MDE staff will not grant permission to grantees to change the criteria established in the proposal. This includes extending the date and time proposals are due.

8. SUBMISSION AND DELIVERY OF PROPOSALS

One (1) original and 5 copies of the sealed proposal must be received by 5:00 p.m. on Friday, April 10, 2020 at the following address based upon the delivery method used:

Hand Deliver Proposals to: Monique Corley, Director Office of Procurement

Mississippi Department of Education

Combined Services Grant

Central High School Building, Suite 307

359 North West Street

Jackson, MS 39201

(DO NOT OPEN)

Ship Proposals to: Monique Corley, Director

(FedEx, UPS, etc.) Office of Procurement

Mississippi Department of Education

Combined Services Grant

359 North West Street

Jackson, MS 39201

(DO NOT OPEN)

RESTRICTIONS ON COMMUNICATIONS WITH THE OFFICE OF PROCUREMENT

From the issue date of this solicitation until a Contractor is awarded a contract, Grantees and/or their representatives shall restrict communication with any Office of Procurement staff regarding this procurement.

9. RISK OF DELIVERY

• The grantee is responsible for ensuring the competitive proposals are delivered to the Office of Procurement by the deadline and assumes all risks of delivery.

• Proposals and modifications received in the room after the time designated in the RFP will be considered late and will not be considered for award. Proposals must be received in the room designated in the RFP by the deadline to be considered.

• At the time of receipt of the proposals, the proposals will be date stamped, and recorded in Suite 307, Office of Procurement of Central High School Building.

• Incomplete proposals will not be evaluated and will not be returned for revisions. No faxed or emailed copies will be accepted.

• The proposals must be signed by an authorized official to bind the grantee to the proposal provisions.

• The MDE is required to enforce the established submission deadline to ensure fairness to all grantees. Faxed proposals are not acceptable and will not be reviewed by the MDE.

To ensure your proposal is received by the deadline, please allow adequate time for parking and time to proceed through building security procedures.

It is the responsibility of the grantee to ensure and verify that the proposal package, in its entirety, is received by the deadline. Due to the periodic disruptions to normal mail delivery, we strongly encourage the use of an alternative method (e.g., a commercial carrier such as Federal Express or UPS, U.S. Postal Service Express mail, a courier service or personal delivery) to deliver proposal packages to the MDE.

Supplemental or revised proposal information, either from the grantee or another source, will not be accepted. A proposal package must contain every element intending to be submitted. Grantees are encouraged to carefully review the procedures for submitting their materials. No changes or additions to a proposal will be accepted after the deadline.

Grantees are strongly encouraged to submit only the requested information. Readers will have limited time to evaluate proposals; and for that reason, their consideration of the proposal against the selection criteria will focus solely on the required sections of the proposal; and the appendices. Supplementary materials such as videotapes, CD-ROMs, publications, press clippings, and testimonial letters will not be reviewed, nor will they be returned to the grantee.

Before proposals are forwarded to the readers, MDE staff will review paper proposals for formatting and submission requirements. To be read and scored, all paper proposals must follow the formatting and proposal submission directions. Please be advised that proposals that fail to contain any of the required elements will not be given to readers for scoring. Please see the Required Elements Checklist (Supplemental Form #) page # for mandatory proposal components. Those grantees may reapply during a future grant competition, if funding is available.

10. CONDITIONS OF SOLICITATION

The MDE reserves the right to accept, reject, or negotiate regarding submitted proposals based on the evaluation criteria contained RFP. The final decision to award a grant rest solely with the MDE.

The grantee should note the following:

a. The MDE will not be liable for any costs associated with the preparation of proposals incurred by the grantee.

b. The selection of a grantee is contingent upon favorable evaluation of the proposal; approval of the proposal by the review panel selected by MDE, approved budget and the State Board of Education approval.

c. The selection of a grantee is contingent upon successful negotiation of any changes to the proposal as required by MDE.

d. The MDE also reserves the right to accept any proposal submitted for grant award, without negotiation. Therefore, grantees are advised to propose their most favorable terms initially.

Grantees will be required to assume full responsibility for meeting all specified

requirements stated in the RFP.

11. ACCEPTANCE OF PROPOSALS

The Mississippi Department of Education (MDE) reserves the right, in its sole discretion, to waive minor irregularities in proposals. A minor irregularity is a variation of the RFP that does not affect the proposal or the competitiveness, give one party an advantage or benefit over other parties, or adversely impacts the interest of the MDE.

12. REJECTION OF PROPOSALS

Proposals that do not conform to the requirements of this RFP will be rejected by the Mississippi Department of Education. Proposals will be rejected for reasons that include, but are not limited to, the following:

• The proposal is received late. Late proposals will be maintained unopened in the procurement file.

• The proposal contains unauthorized amendments to the requirements outlined in the RFP.

• The proposal is incomplete or contains irregularities that make the proposal indefinite or ambiguous.

• The proposal contains false or misleading statements or references.

• Proposals that do not meet and conform to all requirements as outlined in Supplemental Form A, Required Elements Checklist on page 28.

• The grantee has previously been cited with major and/or significant deficiencies by the MDE in one or more programs or included on the debarment list.

• Required forms with required original signatures are not included.

• The proposal is determined non-responsive.

• The DUNS number was inactive or restricted upon verification by the MDE.

• The grantee owes the State money.

• The grantee did not perform prior services in a proper, workmanlike, and/or dignified manner.

• The Format and Procedure for Delivery of Proposals Section was not followed.

13. DISPOSITION OF PROPOSALS

All proposals become the property of the state of Mississippi.

Protest/Complaint Policy

When an award complaint is issued the complaint must be submitted in writing to the Mississippi Department of Education, Office of Career and Technical Education.

Complaints should be sent to the Office of Career and Technical Education. The mailing address is Mississippi Department of Education, Office of Career and Technical Education, PO Box 771, Jackson, Mississippi 39205-0771.  The office may also be contacted via telephone at (601) 359-3974.

Appeals Federal Process

In accordance with federal rules, MDE provides grantees or recipients with the opportunity for a hearing to appeal MDE’s final action. (34 C.F.R. 76.401(a), 34 C.F.R. 76.783 and 20 U.S.C. 1231b-2) Specifically the grantee or recipient must allege that MDE took any of the following actions that violate Federal or State law, regulations, rules or governing guidelines:

1) Failing to approve, or disapproving of, the proposal or project in whole or in part.

2) Failing to provide the amount of funds in accordance with requirements of the statutes and regulations.

No other grounds for appeal will be accepted or considered.

To request a hearing, the grantee or subgrantee must file a full and complete written appeal, including the issue(s) in dispute, the legal authority or other basis for the appeal position, and the remedy sought within 30 days of the MDE’s action (e.g., notification of any action under 1 and 2 above). The request must have an original signature of the authorized agent who signed the proposal. If that individual is not available, the request must have the original signature of another individual who is authorized to sign official documents.

An original and two copies of the request for a hearing must be submitted by one of the following methods:

1) Certified mail with a return receipt required (within 30 days based on the postmark) to:

Wendy Clemons

Office of Secondary Education

Mississippi Department of Education

PO Box 771

Jackson, MS 39205

2) Hand-delivered to:

Wendy Clemons

Office of Secondary Education

Mississippi Department of Education

Central High School Building

359 North West Street, Suite 111

Jackson, MS 39201

Within 30 days of receiving the hearing request, MDE will hold a hearing on the record to review its action. The grantee or subgrantee will receive notice of the hearing and have the opportunity to participate and be represented by counsel. The hearing will be conducted by an impartial hearing officer. During the hearing, the parties will have the opportunity to present and challenge evidence in an orderly fashion before an impartial decision maker. No later than 10 days after the hearing, the hearing officer, as the impartial decision maker, will issue a written ruling on behalf of MDE including findings of fact and reasons or the ruling. The parties may waive these deadlines by mutual consent in writing.

MDE will rescind its action if it determines the action conflicts with Federal or State laws and regulations governing the Combined Services grant program. If after review, MDE does not rescind its action, the grantee or subgrantee may appeal to the Secretary of the US Department of Education within 20 days of being notified as a result.

MDE will make all records pertaining to any review or appeal of the grantee or subgrantee available at reasonable times and places to the grantee or recipient. This includes records of other grantees and subgrantees.

14. CONFLICT OF INTEREST

Each subgrantee must maintain a written conflict of interest policy.

15. TENTATIVE TIMELINE OF ACTIVITIES

The Office of Secondary Education expects to recommend approval of new subgrantees at the May 2020 meeting of the State Board of Education (SBE). All new subgrantees approved for funding by the SBE at that time must attend subsequent mandatory meetings for subgrantees. An award letter will be sent to subgrantees confirming the SBE’s action. This letter will include specific information on these meeting dates and times. Important dates and activities related to this round of proposals are listed below.

Important Dates

Activity

March 10, 2020

March 17, 2020

RFP Issued – Email and Post to MDE Website/Newspaper

March 24, 2020

Deadline for submitting questions

March 26, 2020

Questions will be posted to the MDE website

March 30, 2020

Deadline for Notice of Intent to Apply

Friday, April 10, 2020 by 5:00 p.m.

Proposals due

April 15, 2020

Evaluation of proposals

June 18, 2020

State Board of Education approval

June 18, 2020

Notification of awards (contingent on State Board approval)

June 26, 2020

Budget Revisions due (if needed)

July 1, 2020

Authorization to expend, pending approved revisions

16. DETAILS

1. Eligibility Criteria

All state educational agencies and organizations, including but not limited to community colleges, institutions of higher learning, and Regional Education Service Agencies (RESAs) are eligible to receive grants. The entity applying for the Combined Services Grant should have vast knowledge of the following:

• Mississippi College and Career Readiness Standards

• Career and Technical Education Pathways and Curriculum

• Curriculum Revision Process

• Career and Technical Education in Mississippi

• Mississippi Department of Education Policy and Procedure

• Mississippi State Board of Education Policy

• Secondary Education in Mississippi

• The Individuals with Disabilities Act (IDEA)

• School Improvement

Letters of reference of prior work in Mississippi educational system must be submitted with proposal.

DUNS Number Requirement

All grantees must have an active DUNS number that is unrestricted and accessible at www.sam.gov . A DUNS number is a unique nine-character number used to identify your organization. The federal government uses the DUNS number to track how federal money is allocated to organization. The federal government uses the DUNS number to track how federal money is allocated to organizations. Please visit https://www.test.grants.gov/grantees/organization-registration/step-1-obtain-duns-number.html for more information on how to obtain a DUNS number.

After receiving a DUNS number from the Dun & Bradstreet (D&B) website, your entity must follow the Step 2 and register with SAM.gov. Any person or organization that is debarred from receiving Federal funds is not eligible to apply. Please visit https://www.test.grants.gov/web/grants/grantees/organization-registration/step-2-register-with-sam.html for more information on how to register your DUNS number. Verification of the registration of the active DUNS must be submitted with the proposal (e.g., www.sam.gov correspondence indicating the status and expiration date, DUNS and Bradstreet letter, etc.) Please remember that your DUNS must be unrestricted and accessible to the public. Failure to follow both Step 1 and Step 2 to obtain and register your DUNS number will result in rejection of the proposal.

2. Good Standing

Grantees that previously received a grant award must be in good standing with MDE to receive a grant award through this RFP. To be in good standing, grantees must have an active and unrestricted DUNS number submitted all final evaluation reports and data as required, (Please list any additional requirements such as annual performance reporting data, finalized all monitoring review corrective actions, submitted all requests for reimbursement of allowable expenditures following MDE’s reimbursement process, and submitted the Year-End Budget Report.) If a grantee is not in good standing, then its Proposal will not proceed to Phase 2 of the proposal process.

3. Program Activities

Each eligible organization receiving an award will use the funds to carry out activities that advance student achievement and support student success. Grant activities must focus on (1) the State Board of Education (SBE) career readiness goals, (2) providing professional development and assistance for local districts, (3) designing dropout and graduation restructuring plans that align with the MDE’s ESSA plan, (4) supporting the MDE counseling personnel in the development of college and career readiness trainings and guidance materials, (5) supporting development of website for the Office of Secondary Education and Career and Technical Education, and (6) online learning guidance for Canvas courses in Career and Technical Education.

Grantees are also obligated under Section 504 of the Rehabilitation Act, the Americans with Disabilities Act, and the Individuals with Disabilities Education Act to ensure that their proposed program activities are outlined and are accessible to persons with disabilities.

17. GRANT PERIOD

A subgrant award is made available for an approved project period for up to 3 years beginning July 1, 2020. Annual renewal of the grant is contingent upon proper implementation of the proposed project, completion and submission of all required documentation, acceptable performance as determined by the annual evaluation and future appropriations.

18. AWARD AMOUNTS

Funds are subject to appropriations by the state and federal government. This grant will be awarded in the amount up to $4,000,000.00 per year. The grant will be awarded up to 3 years, with an annual renewal of the grant, contingent upon proper implementation of the proposed project, completion and submission of all required documentation, acceptable performance as determined by the annual evaluation and future appropriations. Funding to eligible organizations is subject to State Board of Education approval. The scope of work can be renegotiated annually based on the need for services, available funding, and timely completion of the scope of work. The Mississippi Department of Education reserves the right to negotiate the grant award amount with the grantee.

When determining the amount to be requested, grantees should take into consideration what will be required to successfully implement all activities. All grantees must submit budgets and sustainability plans. Recipients will receive funding pending appropriations.

19. USE OF FUNDS

Funds are used for program implementation, as well as for operating expenses such as:

• Personnel and personnel benefits;

• Staff development and training;

• Consultants, subcontractors and evaluators; and

• Classroom equipment, materials, and supplies.

Subgrantees should be aware that funds must be used in a manner consistent with all requirements of the applicable statutes funding this grant and must be used only to supplement, not supplant, any federal, state, local, or non-federal funds available to support activities.

20. BUDGET REQUIREMENTS

All grantees’ budgets must meet the following requirements:

1. Provide an itemized budget breakdown for each applicable budget category listed in the budget summary pages.

2. Provide the rate and base on which fringe benefits are calculated.

3. Provide other explanations or comments deemed necessary.

4. Administrative and indirect cost rates for non-profits are to be handled according to Office of Management and Budget (OMB) Uniform Guidance: Cost Principles, Audit, and Administrative Requirements for Federal Awards and in accordance with the governing authority of that specific non-profit.

5. There is a 20% cap on administrative costs.

6. Enter the indirect cost rate that will be in effect during the funding period. Use the restricted rate. In addition, enter the estimated amount of the base to which the rate is applied, and the total indirect expense.

21. RESPONSIBILITIES OF A FISCAL AGENT

The following are some of the expectations, roles, and responsibilities of a fiscal agent:

1. As the official subgrant recipient, all awards must be adopted by the Local Board of Education for LEAs or the Board of Directors for non-LEAs.

2. Administer the subgrant from award to closeout in accordance with all applicable laws and regulations.

3. Serve as the organizational representative and point-of-contact for all business management aspects of the award agreement.

4. Apply appropriate management controls using management systems, checklists, and records, including, but not limited to:

i. Internal Controls

a. Safeguard assets; ensure reliability of accounting data and subgrant terms and conditions

ii. Operating Controls

a. Fiduciary procedural manuals; budgetary control

iii. Accounting Controls

a. Implement controls to ensure reliability of recorded financial data;

b. Maintain appropriate level of transaction review and authorization;

c. Develop and implement proper procurement procedures and cash management procedures that are well defined; and

d. Develop procedures that facilitate timely review and audit of financial activity.

iv. Compliance Controls

a. Consider mechanisms to monitor and review compliance with subgrant terms (i.e., ensure grant funds are disbursed only to eligible recipients);

b. Ensure all expenditures and disbursements are consistent with the objectives of the subgrant award and comply with applicable federal, state, and local laws and regulations governing the program and use of funds.

v. Document Control System

a. Develop written documentation of adequate internal operating and accounting controls that demonstrate evidence of controls related to grant compliance.

5. Assemble appropriate staff resources and communicate all compliance requirements and resources of the subgrant.

6. Keep abreast of changes in policies, procedures or requirements and continue to advise program staff of subgrant requirements.

7. Request any further “prior approvals” when identified.

8. Submit subgrant reimbursement requests no later than the 15th of each month

with liquidations by July 15, 2021 and each year thereafter.

i. Eligibility of Expenditures

a. Adhere to the list of eligible activities for which funds under the program may be spent, as well as allowable cost objectives in applicable cost principles; and

b. Ensure that transactions are made in a reasonable and prudent manner, are allowable and allocable, and avoid double charging and ensure that credits are applied appropriately.

9. Prepare necessary reports:

i. Source Documentation

a. Appropriately support transactions entered into the subgrantee’s system

b. Documentation tracks each subgrant transaction and supports the validity of financial data reported; and

c. Maintain separate funding lines for funds

ii. Audit Trail

a. The lowest level of detail the system should provide is documentation that supports all transactions (e.g., invoices, contracts, purchase orders);

b. The overall recordkeeping system should be able to trace financial statement balances through the subgrantee’s general ledger, cash books and other journals; and

c. Amounts claimed on financial statements and reports accurately reflect the accounting books and records from which they were prepared.

10. Use feedback from site visits by the MDE to enhance the program, show organizational strength, and demonstrate commitment to the project.

11. Keep the MDE and the public aware and informed about grant project progress.

12. Evaluate the extent to which measurable project objectives are being met.

13. Liquidate all obligations incurred under the award within the set deadline.

14.Ensure and oversee the performance of final audits and resolution of findings.

15. Establish adequate system for records retention.

22. AUDIT

Please note that the subgrantee is required to, if applicable, have the financial and compliance audits conducted in accordance with the Single Audit Act Amendments of 1966 and 2 C.F.R. Part 200 Subpart F – Audit Requirements. Any non-federal entity that expends $750,000 or more in a year in federal awards shall have a single or program specific audit conducted for that year in accordance with the provisions of 2 C.F.R. Part 200 Subpart F. If the non-federal entity did not expend $750,000 or more in a year in federal awards, a letter MUST be provided stating that this requirement does not apply.

The financial audit shall be conducted by a certified public accountant or by an accountant certified as qualified to audit local government accounts. The audits must be performed in accordance with generally accepted auditing standards (GAAS) and the financial

statements must be prepared in conformity with general accepted accounting principles (GAAP)

23. PROGRAM CONDITIONS AND REQUIREMENTS

a. The following are requirements for this grant:

• The MDE will provide project guidance and expects the Offeror to provide expertise in the areas addressed in the Scope of Work.

• The offeror shall perform project management, data gathering, analysis, writing and presentation tasks as required by this solicitation.

• The offer shall conduct an entrance conference with the MDE and shall present and provide written information to MDE staff, including project scope and objectives, planning approach, and anticipated timelines for data gathering and analysis, timelines for key project milestones and deliverables.

• The Offeror shall be responsible for all tasks and deliverables required to complete the project.

b. Reports and Evaluation

Offeror shall deliver status reports to the MDE Project Manager electronically every quarter, make any special status reports by telephone or in person as soon as practical upon request of the MDE Project Manager.

The Status Reports are required to be submitted in accordance with MDE provided templates. The reports will be due on the following dates:

October 15th

January 15th

April 15th

July 15th

A Performance Evaluation will be completed annually.

24. PROPOSAL REVIEW AND SELECTION PROCESS

Phase 1 – Review of Proposal Components

Proposals are reviewed to determine if all the formatting and submission requirements are met. If any proposal fails to meet the established Required Elements Checklist, the proposal will be disqualified. Please see Supplemental Form A on page 34 for the Required Elements Checklist. Those grantees not meeting the “Required Elements” may reapply at a future date.

Phase 2 – Evaluator Review and Scoring

An Evaluation Committee authorized by the MDE will evaluate and score each proposal based on the quality of the proposed activities and the evidence provided to demonstrate the capacity of the grantee to implement the proposed program. These readers are comprised of expert grant readers from various professions and backgrounds.

Each proposal will be evaluated using the criteria beginning on page 17 under the proposal and scoring process section. The review committee will recommend the proposals to be funded by the Mississippi Department of Education’s Office of Career and Technical Education.

A minimum of five readers will evaluate each proposal Scoring Rubric. A reader may award up to 100 points for each proposal. The MDE will allocate funding based upon the combined scores and will continue funding to subsequent proposals until funding is exhausted, or all eligible programs receive funding.

The MDE reserves the right to reject any proposals and to negotiate with the best grantees to address issues other than those described in the proposal.

After the selection process, grantees that were not recommended to the SBE for funding may receive copies of the readers’ comments and feedback upon a Public Records Request only.

Proposal and Scoring Process

This section covers the criteria a grantee must address when submitting a proposal. The proposal is the organization’s program operating plan, not simply a proposal. The stated plan must be implemented with fidelity upon SBE approval. When completing the proposal, please remember that subgrantees will not be permitted to change the program’s scope (i.e., type of services and/or target population) that is originally outlined in the proposal, scored by reviewers during the proposal review process, and approved by the SBE. This is designed to provide basic fairness to grantees for competitive subgrants.

• Program Plan and Implementation 50 points

• Staffing and Professional Development 25 points

• Budget Overview, Narrative, and Summary 25 points

• Total 100 points

a. Program Plan and Implementation (50 Points)

For this section of the proposal offers must provide a plan for implementing the activities listed in the Scope of Work Section. The plan must include the items listed below.

1. Submission of a narrative describing the implementation process. The narrative must address how the proposed project will: operate; address the needs identified in the scope of work; and align activities with the Mississippi College and Career Ready Standards. The program plan narrative must provide a clear, concise description of how the program activities are expected to improve student services. The narrative must include the specific goals, objectives, performance measures and activities to be implemented.

For each task listed in the Scope of Work, identify potential risks if the Offeror will not be able to perform the task, and how the Offeror plans to reduce those potential risks. Offeror should accept that there will be risks and factors affecting performance and must be realistic in assessing them. Disclose any dependency on or assumptions about time and resources necessary from the MDE necessary for the Offeror to perform.

2. Submission of evidence that demonstrates experience or the promise of success in providing services for the activities listed in the Scope of Work for each department.

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See Also

Solicitation Title Submission Deadline Date Submission Deadline Time Request Documents Submission Types Bid

University of Mississippi.

Bid Due: 7/23/2020

Procurement Details Smart Number 1741-20-R-IFBD-00007 Advertised Date 06/19/2020 12:00 PM RFx # 3160003708

State Government of Mississippi

Bid Due: 7/27/2020

Procurement Details Smart Number 8032-20200602083906 Union-CnstCR Advertised Date 06/10/2020 12:00 AM RFx #

State Government of Mississippi

Bid Due: 7/20/2020

Procurement Details Smart Number 20-20200615095352 JPS-Bid 3142 Advertised Date 06/16/2020 12:00 AM RFx

State Government of Mississippi

Bid Due: 7/10/2020