20-19 21st CCLC External Evaluator

Agency: Glynn County School District
State: Georgia
Type of Government: State & Local
Posted Date: Sep 11, 2019
Due Date: Oct 1, 2019
Solicitation No: 20-19
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20-19 21st CCLC External Evaluator (PDF - 2.40 MB)

RFP Documents

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REQUEST FOR SEALED PROPOSAL
Request for Proposal # 20-19
For the Project: Glynn County Schools is seeking a highly qualified individual or organization to
contract as an independent third-party evaluator for a state funded 21st Century Community Learning
Centers (21st CCLC) grant program. The evaluator will provide both formative evaluation to
determine the fidelity between the program in theory and the program in action and summative
evaluation to assess the program’s progress towards expected outcomes. Recommendations for
progress are expected. The individual or organization must be trained to ensure capacity to provide
timely evaluation of multiple sites and offer ready availability for assistance or consultation when
required.
RFP Administrator:
Rhonda Saunders, Procurement Officer
Glynn County School System
291 Community Action Drive
Brunswick, Georgia 31520
Telephone: 912-267-4100, extension 1216
Fax: 912-280-4030
E-Mail: rsaunders@glynn.k12.ga.us
Sealed proposals are to be submitted to: Rhonda Saunders, Procurement Officer, Glynn County
School System, 291 Community Action Drive, Brunswick, Georgia, 31520. Submit proposal in a
sealed, opaque envelope addressed to the RFP Administrator noted above. Envelopes to be plainly
marked with the RFP# and title.
Deadline to receive proposals: 11:00 a.m. legally prevailing time on October 1, 2019.
Proposals are due at the time and date specified. Proposals will not be accepted after the date
and time above. There will be no public opening of proposals. Proposals submitted via
facsimile or otherwise not sealed will be rejected. Proposals received after the date and/or time
noted above will not be opened.
The Glynn County Board of Education reserves the right to reject any or all proposals and to accept
other than the low proposal when the interest of the school system can be better served. The Board
reserves the right to waive any informalities in, or reject, any or all proposals or any part of a proposal.
In the event of equal proposals, preference will be given to the local Proposer.
RFP Schedule of Events:
RFP Advertisement Dates
September 10, 2019 (Georgia Procurement Registry)
September 12, 2019 (The Brunswick News)
Deadline to Submit Questions September 17, 2019 (noon, ET)
Deadline to Respond to Questions September 19, 2019 (4:30 p.m., ET)
Deadline to Submit Proposal:
October 1, 2019 (11:00 a.m., ET)
Board Approval
TBD
RFP #20-19
For: 21st CCLC External Evaluator
Page 1 of 36
A.
GENERAL INFORMATION REGARDING PROPOSAL
A.1 RFP Amendments
The Glynn County School System is not responsible for any errors or omissions that may occur when
bid information is copied from the Georgia Procurement Registry or The Brunswick News by bid
posting subscriber websites.
The Glynn County School System reserves the right to amend the Request For Proposal prior to the
deadline of proposal submission. RFP amendments will be issued as written Addendum.
A.1.1 Addendum will be sent to bidders requesting the RFP or, in the event that a mandatory pre-bid
meeting was held, only those bidders that attended the mandatory pre-bid meeting. Statements made at
the pre-bid meeting shall not be considered addenda to the RFP unless a written addendum is issued
pursuant to the meeting.
A.1.2 The Acknowledgement of Addenda form is to be returned with proposal. See Attachment
“B”
A.2 Withdrawing a Proposal
Prior to the proposal due date, a submitted proposal may be withdrawn by the Proposer by submitting a
written request faxed to the Glynn County School System RFP Administrator named above. All such
requests must be signed by a person authorized to sign for the Proposer.
A.2.1 Re-Submitting a Response
Should a Proposer withdraw its proposal prior to the RFP close date with the intention to re-submit,
please note the following:
The Proposer’s original response must first be withdrawn in accordance with the
guidelines noted above
Each Proposer is solely responsible for re-submitting its response prior to the RFP
closing date and time
Costs for returning unopened, withdrawn proposals shall be borne by the Proposer
A.3 Cost For Developing Proposal
The cost for developing the proposal is the sole responsibility of the Proposer. The Glynn County
School System will not provide reimbursement for such costs.
A.4 Measurements and Existing Conditions
Contractors are responsible for the correctness of all measurements and to familiarize themselves with
all conditions relating to the Scope of Work. The Bidder is assumed to have visited the premises and to
have taken into consideration all conditions which might affect his work. No consideration will be
given to any claim based on lack of knowledge of existing conditions.
A.5 Questions and Restricting Communications With Staff
A.5.1 All questions concerning this RFP must be submitted in writing via fax or email to the RFP
Administrator noted above. No questions other than written will be accepted. No response other than
written will be binding upon the Glynn County School System.
A.5.2 From the issue date of this RFP until the award is made, Proposer(s) are not allowed to
communicate for any reason with any Glynn County School System staff except through the RFP
Administrator named herein or during the Pre-Bid Conference. The Glynn County School System
reserves the right to reject the proposal of any Proposer(s) violating this provision.
RFP #20-19
For: 21st CCLC External Evaluator
Page 2 of 36
A.6 Cancellation of RFP
The Glynn County School System reserves the right to cancel this RFP at any time and will not be
liable for any cost/losses incurred by the Proposers throughout this process.
A.7 Georgia Security & Immigration Compliance (GSIC) Act
O.C.G.A. § 13-10-91 (b)(1): A public employer shall not enter into a contract for the physical
performance of services * unless the contractor registers and participates in a federal work authorization
program. Before a bid for any such service is considered by a public employer, the bid shall include a
signed, notarized affidavit from the contractor attesting to the following:
(A) The affiant has registered with, is authorized to use, and uses the federal work authorization
program;
(B) The user identification number and date of authorization for the affiant;
(C) The affiant will continue to use the federal work authorization program throughout the contract
period; and
(D) The affiant will contract for the physical performance of services in satisfaction of such contract
only with subcontractors who present an affidavit to the contractor with the same information required
by subparagraphs (A), (B), and (C) of this paragraph.
An affidavit required by this subsection shall be considered an open public record once a public
employer has entered into a contract for physical performance of services; provided, however, that any
information protected from public disclosure by federal law or by Article 4 of Chapter 18 of Title 50
shall be redacted. Affidavits shall be maintained by the public employer for five years from the date of
receipt.
(2) A contractor shall not enter into any contract with a public employer for the physical performance
of services unless the contractor registers and participates in the federal work authorization program.
(3) A subcontractor shall not enter into any contract with a contractor unless such subcontractor
registers and participates in the federal work authorization program. A subcontractor shall submit, at the
time of such contract, an affidavit to the contractor in the same manner and with the same information
required in paragraph (1) of this subsection. It shall be the duty of any subcontractor receiving an
affidavit from a sub-subcontractor to forward notice to the contractor of the receipt, within five business
days of receipt, of such affidavit. It shall be the duty of a subcontractor receiving notice of receipt of an
affidavit from any sub-subcontractor that has contracted with a sub-subcontractor to forward, within
five business days of receipt, a copy of such notice to the contractor.
(4) A sub-subcontractor shall not enter into any contract with a subcontractor or sub-subcontractor
unless such sub-subcontractor registers and participates in the federal work authorization program. A
sub-subcontractor shall submit, at the time of such contract, an affidavit to the subcontractor or sub-
subcontractor with whom such sub-subcontractor has privity of contract, in the same manner and with
the same information required in paragraph (1) of this subsection. It shall be the duty of any sub-
subcontractor to forward notice of receipt of any affidavit from a sub-subcontractor to the subcontractor
or sub-subcontractor with whom such receiving sub-subcontractor has privity of contract.
(5) In lieu of the affidavit required by this subsection, a contractor, subcontractor, or sub-subcontractor
who has no employees and does not hire or intend to hire employees for purposes of satisfying or
completing the terms and conditions of any part or all of the original contract with the public employer
shall instead provide a copy of the state issued driver's license or state issued identification card of such
contracting party and a copy of the state issued driver's license or identification card of each
independent contractor utilized in the satisfaction of part or all of the original contract with a public
employer. A driver's license or identification card shall only be accepted in lieu of an affidavit if it is
issued by a state within the United States and such state verifies lawful immigration status prior to
issuing a driver's license or identification card. For purposes of satisfying the requirements of this
subsection, copies of such driver's license or identification card shall be forwarded to the public
employer, contractor, subcontractor, or sub-subcontractor in the same manner as an affidavit and notice
of receipt of an affidavit as required by paragraphs (1), (3), and (4) of this subsection. Not later than
July 1, 2011, the Attorney General shall provide a list of the states that verify immigration status prior
to the issuance of a driver's license or identification card and that only issue licenses or identification
RFP #20-19
For: 21st CCLC External Evaluator
Page 3 of 36
cards to persons lawfully present in the United States. The list of verified state drivers' licenses and
identification cards shall be posted on the website of the State Law Department and updated annually
thereafter. In the event that a contractor, subcontractor, or sub-subcontractor later determines that he or
she will need to hire employees to satisfy or complete the physical performance of services under an
applicable contract, then he or she shall first be required to comply with the affidavit requirements of
this subsection.
(6) It shall be the duty of the contractor to submit copies of all affidavits, drivers' licenses, and
identification cards required pursuant to this subsection to the public employer within five business
days of receipt. No later than August 1, 2011, the Departments of Audits and Accounts shall create and
post on its website form affidavits for the federal work authorization program. The affidavits shall
require fields for the following information: the name of the project, the name of the contractor,
subcontractor, or sub-subcontractor, the name of the public employer, and the employment eligibility
information required pursuant to this subsection.
*By definition: “Physical performance of services means any performance of labor or services for a
public employer using a bidding process or by contract wherein the labor or services exceed $2499.99.”
Proposals that involve the defined “physical performance of services” must include a notarized
copy of the GSIC Affidavit forms for the Contractor, O.C.G.A. § 13-10-91(b)(1). See Attachment
“C.
Affidavits will be required for all subcontractors and sub-subcontractors that have been contracted for
the physical performance of services in satisfaction of this RFP in accordance with O.C.G.A. § 13-10-
91(b)(3) and § 13-10-91(b)(4). See Attachments “D” and “E.”
The Georgia Attorney General’s website posts a list of the states that verify immigration status prior to
the issuance of a driver’s license or identification card and that only issue licenses or identification
cards to persons lawfully present in the United States.
A.8 Business License or Certificate of Authority
In accordance with O.C.G.A. §48-13-7 and §14-3-1501, a valid Georgia Occupational Tax Certificate
or Certificate of Authority is required before any work begins under this contract and shall be
maintained throughout the term of this project. Proposer shall submit with their proposal, a copy of
their company business license for the State of Georgia or a Certificate of Authority to transact
business in the State of Georgia. Certificates of Authority are issued by the Georgia Secretary of
State’s office, 404-656-2817. Failure to submit this information may result in the Proposer being
declared non-responsive.
A.9 Contractor’s License
Asbestos abatement and the mechanical trade contractors need a license in Georgia. A valid contractor
license in another state may be eligible for a reciprocal Georgia license or a Georgia license by
endorsement. Include a copy of current, RFP-applicable Contractor’s license with proposal.
License required for this RFP: None
If you need more information, please contact the Georgia Secretary of State’s Professional Licensing
Division Call Center at 478-207-2440.
A.10 Compliance with Laws
All work being done under this RFP shall comply with all existing State, Federal and local laws and
regulations of the various departments or agencies of the State of Georgia. The Proposer shall protect
and indemnify the Glynn County School System, its officers, employees and agents against any claim
or liability arising from or based upon violation of any such law, ordinance, regulation, order, or decree,
whether by himself or his employees or any Subcontractor.
RFP #20-19
For: 21st CCLC External Evaluator
Page 4 of 36
A.11 Storage of Materials
The Glynn County School System does not have storage capacity for materials, supplies and equipment
that will be used for this project. Materials are not to be shipped to the Glynn County School System
without the express written consent of the RFP Administrator. The Glynn County School System
reserves the right to refuse such shipments and is not responsible for any loss or damage to materials
that are shipped without this approval.
B.
PROPOSAL OBJECTIVE , SCOPE OF WORK, PRE-BID CONFERENCE
B.1 Objective
The objective of the RFP is to select a Proposer who will provide goods and/or services outlined in this
RFP to the Glynn County School System. All qualified Proposers are invited to participate by
submitting responses, as further defined below. After evaluating all Proposer responses received prior
to the closing date and time of this RFP, the Glynn County School System will determine whether or
not to conduct negotiations with responsive and responsible Proposers. After a careful evaluation of
responses, an award recommendation will be presented to the Board of Education and a Purchase Order
will be issued to the successful bidder.
B.2 Scope of Work (Base Bid)
Glynn County Schools is seeking a highly qualified individual or organization to contract as an
independent third-party evaluator for a state funded 21st Century Community Learning Centers (21st
CCLC) grant program. The evaluator will provide both formative evaluation to determine the fidelity
between the program in theory and the program in action and summative evaluation to assess the
program’s progress towards expected outcomes. Recommendations for progress are expected. The
individual or organization must be trained to ensure capacity to provide timely evaluation of multiple
sites and offer ready availability for assistance or consultation when required.
See Section C.2 SPECIFICATIONS
B.3 As-Built List/Drawings
After completion of the work, provide “as built” conditions with final locations of the equipment
installed including equipment make, model and serial number for each location. If an installation
encompassed several individual classrooms, the equipment shall be identified by the classroom #.
C.
CONTRACT TIME PERIOD and SPECIFICATIONS
C.1 Contract Time Period
a) Initial Term - The initial term of this contract, which results from the award of this RFP, shall
commence on October 1, 2019, and terminate on June 30, 2020.
b) Extension Option -The contract may be extended up to three (3) months at the same bid pricing,
provided mutual agreement by both parties in written form. This extension will be utilized only to
prevent a lapse of contract coverage and only for the time necessary to issue and award a new
Invitation to Bid, but not to exceed three months.
c) Renewal Option - This contract may be renewed for up to (3) three one year terms at the same
terms and conditions by mutual agreement of both parties in written form. The Board will ONLY
consider individual product price changes as part of the extension contract.
C.2 Specifications
C.2.1 O.C.G.A. 20-2-500(b)(1)
Preference as far as may be reasonable and practicable will be given to such supplies, materials,
equipment, and agricultural products as may be manufactured or produced in the State of Georgia.
Such preference shall not sacrifice quality.
RFP #20-19
For: 21st CCLC External Evaluator
Page 5 of 36

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