Student Mentoring Services

Purchasing Department
P. O. Box 13145 * Roanoke, VA 24031
(540) 853-1348 * Fax (540) 853-2836
March 23, 2026
REQUEST FOR PROPOSAL
RFP 3193
Notice is hereby given of the intention of the School Board for the City of Roanoke, Virginia, to contract for:
STUDENT MENTORING SERVICES
Proposal Submission Requirements
Proposals must be received by the Due Date and Time at bids.purchasing@rcps.info.
Due Date and Time: April 28, 2026; 3:00 P.M. (EST)
Announcement of Award: Upon the award or the announcement of the decision to award a contract
as a result of this Request for Proposal ("RFP"), the Director of Purchasing will publicly post such notice on the
Roanoke City Public Schools' website (https://www.rcps.info/departments/fiscal-services/purchasing) (Click on
"Current Opportunities") for a minimum 10-day period.
ROANOKE CITY SCHOOL BOARD
Eric Thornton
Purchasing Director
******************************************************************************************
Electronic Invitation to Bid/RFP Retrieval Instructions: Full copies of Requests for Proposals, Bids, and
Addenda must be retrieved over the Internet at the following address:
https://www.rcps.info/departments/fiscal-services/purchasing.
Click on "Current Opportunities"
***********************************************************************************************
This Public Body does not discriminate against Faith-Based Organizations
1 | P age

TABLE OF CONTENTS
REQUEST FOR PROPOSAL
RFP 3193
STUDENT MENTORING SERVICES
PAGE
I. PURPOSE 3
II. BACKGROUND 3
III. SCOPE OF SERVICES 3
IV. CONTRACT PERIOD 4
V. CALENDAR OF EVENTS 4
VI. PROPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION 5
VII. EVALUATION AND AWARD OF CONTRACT 6
VIII. COOPERATIVE PROCUREMENT 7
IX. GENERAL TERMS AND CONDITIONS 7
X. SPECIAL TERMS AND CONDITIONS 10
XI. ADDITIONAL FORMS 14
2 | P age

RFP 3193
STUDENT MENTORING SERVICES
I. PURPOSE
The purpose of this RFP is to solicit sealed proposals through competitive negotiation for Student
Mentoring Services for Roanoke City Public Schools. Roanoke City Public Schools ("RCPS", "Owner",
or "Division") intends to retain a qualified contractor(s) ("Contractor" or "Offeror") to provide these
services for the Division. RCPS reserves the right to make an award to one or more qualified
offerors.
RCPS will select the Offeror or Offerors who, in the aggregate, most fully meet the Division's needs.
This document establishes the anticipated services to be performed and outlines the evaluation and
selection process. However, this document does not guarantee a contract.
II. BACKGROUND
Roanoke City Public Schools ("RCPS") is a progressive urban school Division serving the City of
Roanoke, Virginia. The Division is comprised of seventeen elementary schools, five middle schools,
two high schools, the Roanoke Valley Governor's School for Science and Technology, the Noel C.
Taylor Learning Academy, Forest Park Academy (which serves overage and under-credited middle
school and high school students), adult education programs, career and technical education
programs, preschool programs for low-income families, and after-school programs to assist
students needing additional instruction.
RCPS has approximately 13,700 students and approximately 2,200 employees.
III. SCOPE OF SERVICES
RCPS seeks to contract with a qualified service provider(s) to provide mentoring services to
identified at-risk students in grades K-12.
1) Mentoring services should include, but are not limited to, the following:
* Provide individual and small group mentoring sessions during the week for a selected group
of at-risk students.
* Provide multiple mentoring sessions to students during the week.
* Mentoring sessions during the normal school day and also after the normal school day.
* Mentoring sessions during winter break, spring break, and during the summer when
students are out of school.
* Offer family engagement workshops to help families better support and connect with their
students.
3 | P age

* Offer field trips to small groups of students focusing on service-learning and/or college and
career readiness.
* The mentor coordinator will make weekly contact with the parents of mentored students
and address any concerns that occur during mentoring sessions.
* Collaborate with teachers, tutors, and academic instructors to assist with the academic and
non-academic progress of mentored students.
* The capacity to work with community resources to help students and families as needed.
* Periodic (at least monthly) student progress reports and future goal planning.
2) Outcomes of mentoring services should include, but are not limited to, the following:
* Increased class attendance by students.
* Fewer student discipline referrals and suspensions.
* Increased student self-regulation skills.
* Stronger connection between the school and the student's family.
* Increased student self-confidence.
* Better decision-making by students.
* Increased student focus on career planning.
* Greater student academic achievement.
3) Preferred providers will:
* Have two or more years of experience mentoring at-risk students in grades K-12.
* Established connections with the City of Roanoke.
* Mentors should understand the communities of their students. Preferably, having grown
up in those communities.
Responding Offerors should include all services proposed for this project within the response. Final
scope of services will be determined during negotiation and within the contract.
IV. CONTRACT PERIOD
The initial contract period will be from July 1, 2026, until June 30, 2027. Upon the mutual agreement
of the parties in writing, non-exclusive contract(s) may be extended by RCPS for up to four (4)
optional one (1) year renewals.
V. CALENDAR OF EVENTS
Date
Release RFP March 23, 2026
Receive Written Inquiries (no later than)* April 6, 2026 | 5:00 P.M.
Answer Written Inquiries (no later than)** April 17, 2026 | 5:00 P.M.
Receive Proposals April 28, 2026 | 3:00 P.M.
*Questions regarding this RFP should be emailed to bids.purchasing@rcps.info.
**Answers will be posted to the RCPS Purchasing Department website as an addendum.
4 | P age

VI. PROSPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION
To be considered for selection, Offerors must electronically submit a complete response to
this RFP. Specifically, Offerors must provide one (1) original and one (1) redacted copy that omits
any proprietary or confidential information that the Offeror requests to be withheld from public
view.
Proposals shall be signed by an authorized representative of the Offeror. All information requested
should be submitted. Failure to submit all information requested may result in RCPS requiring
prompt submission of missing information and/or giving a lower evaluation of the proposal.
Proposals should be prepared simply and economically, providing a straightforward, concise
description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on
completeness and clarity of content. Proposals should be organized in the order in which the
requirements are presented in the RFP. All pages of the proposal should be numbered. Each
paragraph in the proposal should reference the paragraph number of the corresponding section of
the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the
requirements as it appears in the RFP. If a response covers more than one page, the proposal
should contain a table of contents which cross references the RFP requirements. Information
which the Offeror desires to present that does not fall within any of the requirements of the RFP
should be inserted at an appropriate place or be attached at the end of the proposal and
designated as additional material.
Responses must be delivered not later than 3:00 P.M. on April 28, 2026, to
bids.purchasing@rcps.info.
Interested firms should submit a proposal that responds to the items listed below.
Proposals should be concise and address each item in the order outlined below:
1. Summarize the offeror's general qualifications, background, number of employees, office
locations, etc.
2. Discuss the offeror's previous relevant work experience with projects of this nature.
3. Comment on the offeror's anticipated methodology, approach, and timetable for this
engagement.
a. Describe your company's core capabilities and business approach.
b. Describe the key elements of your proposal. Highlight what differentiates your service
offerings from your competitors.
c. Outline how the requirements contained in this proposal will be met.
4. Comment on anticipated roles and responsibilities (as appropriate) of the offeror and the
Division administration in developing the requested services.
5. Indicate the anticipated fee and expense structure for the items listed in the Scope of Services
Section of this document. This may take the form of a rate structure.
6. Identify three of the firm's recent reference clients and provide contact information.
5 | P age

7. Indicate the firm's qualifications as a locally owned business enterprise ("LBE"), minority
business enterprise ("MBE"), and/or women business enterprise ("WBE") as defined in this RFP.
VII. EVALUATION AND AWARD OF CONTRACT
A. Criteria Points
1. The offeror's approach and methodology for meeting
the Scope of Services. 30
2. The offeror's track record in similar engagements. 20
3. The quality, experience, and accessibility of the employees
being assigned to conduct the services. 14
4. Fee/rate structure. 20
5. References 10
6. Certified locally owned business enterprise (LBE). 2
7. Certified minority business enterprise (MBE). 2
8. Certified women business enterprise (WBE). 2
Total Points 100
B. Award:
Selection shall be made of one or more Offeror(s) deemed to be fully qualified and best suited
among those submitting proposals on the basis of the evaluation factors included in the
Request for Proposal, including price, if so stated in the Request for Proposal. Negotiations
shall be conducted with the Offeror(s) selected. Price shall be considered but need not be the
sole determining factor. After negotiations have been conducted with each Offeror(s) so
selected, RCPS shall select the Offeror(s) which, in its opinion, has made the best proposal, and
shall award the contract to that Offeror(s). RCPS may cancel this Request for Proposal or
reject proposals at any time prior to an award and is not required to furnish a statement of the
reason why a particular proposal was not deemed to be the most advantageous (Section 2.2-
4319 and Section 2.2-4359, Code of Virginia).
Oral Presentations: Offerors who submit a proposal in response to this RFP may be required
to give an oral presentation of their proposal to RCPS. This provides an opportunity for the
Offeror to clarify or elaborate on the proposal.
The oral presentation is a fact-finding and explanation session only and does not include
negotiations. RCPS will schedule the time and location of these presentations. Oral
presentations are an option of RCPS and may or may not be conducted.
6 | P age

C. Definitions: LBE, MBE, WBE.
"Local owner" - an individual who has an ownership interest in a business enterprise and
whose primary residence is within the Roanoke Metropolitan Area. For the purposes of this
policy, the Roanoke Metropolitan Area shall include all cities, counties, and towns within the
Commonwealth of Virginia that are within a 50-mile radius of the City of Roanoke.
"Locally-owned business enterprise (LBE)" - a business that(i) is privately held, (ii) has Local
Owners that own at least fifty-one percent of the business, (iii) has Local Owners that control
the management and daily operations of the business, (iv) is registered in Virginia with no
corporate headquarters outside of the Commonwealth, and (v) has completed the certification
steps set forth below.
In order to be placed on the Purchasing Division's list as a LBE, a business must provide the
Purchasing Director with (i) a copy of its local business license, (ii) a copy of the businesses
articles of incorporation or partnership agreement, and (iii) a completed sworn certification
form (found in the "Additional Forms" section of this RFP).
"Minority business enterprise (MBE)" - a business that has been certified by the Virginia
Department of Small Business and Supplier Diversity (www.sbsd.virginia.gov) as a business
that is both owned and controlled by minorities.
"Women business enterprise (WBE)" - a business that has been certified by the Virginia
Department of Small Business and Supplier Diversity (www.sbsd.virginia.gov) as a business
that is both owned and controlled by women.
VIII. COOPERATIVE PROCUREMENT
The procurement of goods and/or services provided for in this Bid is being conducted pursuant to
Virginia Code Section 2.2-4304. Therefore, the Offeror or Bidder is advised, and by submitting a
response to this procurement, such Offeror or Bidder agrees that any resulting contract from this
procurement may be extended to other public bodies in the State of Virginia. The successful
Offeror or Bidder shall deal directly with each public agency or body seeking to obtain any goods
and/or services pursuant to any contract that may result from this procurement and in accordance
with Virginia Code Section 2.2-4304. The Roanoke City School Board shall not be responsible or
liable for any costs, expenses, or any other matters of any type to either the successful Offeror or
Bidder or the public agency or body seeking to obtain any goods and/or services pursuant to this
cooperative procurement provision.
IX. GENERAL TERMS AND CONDITIONS
1. Taxes: State sales and use tax certificate of exemption, Form ST-12 will be issued upon request, if
you do not have same on file. Deliveries against this proposal shall be free of excise or transportation
taxes.
2. Mandatory use of RCPS Forms and Terms and Conditions: Failure to submit a proposal on the official
forms provided for that purpose shall be a cause for rejection of the proposal. Return of the
7 | P age

completed document is required. Modification of or additions to any portion of the solicitation may
be cause for rejection of the proposal; however, RCPS reserves the right to decide, on a case-by-case
basis, in its sole discretion, whether or not to reject such a proposal as non-responsive.
Supplementary data and information which respond to inquiries, demonstrate qualifications and
expertise, etc., may be attached to the proposal forms.
3. Precedence of Terms: Except for Paragraphs 1 and 2 of the General Terms and Conditions for
Professional Services, which shall apply in all instances, in the event there is a conflict between the
Generals Terms and Conditions for Professional Services and any Special Terms and Conditions used
in a particular procurement, the Special Terms and Conditions shall apply.
4. Default: In case of failure to deliver the reports, documents or services in accordance with the
contract terms and conditions, RCPS, after due oral and written notice, may procure from other
sources and hold Vendor responsible for any resulting additional procurement and administrative.
This remedy shall be in addition to any other remedies which RCPS may have incurred.
5. Assignment of Contract: A contract shall not be assignable by the Contractor in whole or in part
without the written consent of RCPS.
6. Antitrust: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to RCPS all
rights, title, and interest in and to all causes of the action it may now or hereafter acquire under the
antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular
goods or services purchased or acquired by RCPS under said contract.
7. Ethics in Public Contracting: By submitting the proposal, all Offerors certify and warrant that their
proposals are made without collusion or fraud and that they have not offered or received any
kickbacks or inducements from any other Offeror, supplier, manufacturer, or subcontractor in
connection with their proposal, and that they have not conferred with any public employee having
official responsibility for this procurement transaction any payment, loan, subscription, advance,
deposit of money, services or anything, present or promised, unless consideration of substantially
equal or greater value is exchanged.
8. Anti-Discrimination: By submitting their proposal, all Offerors certify to RCPS that they will conform
to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair
Employment Act of 1975, as amended, where applicable, and Section 11-51 of the Virginia Public
Procurement Act which provides:
a. In every contract over $10,000, the provisions 1 and 2 below apply:
i. During the performance of this contract, the contractor agrees as follows:
1. The contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex or national origin, except where religion, sex or
national origin is a bona fide occupational qualification reasonably necessary to the
normal operation of the contractor. The contractor agrees to post in conspicuous places,
available to employees and applicants for employment, notices setting forth the
provisions of this nondiscrimination clause. The contractor, in all solicitations or
advertisements for employees placed by or on behalf of the contractor, will state that
such contractor is an equal opportunity employer. Notices, advertisements, and
solicitations placed in accordance with federal law, rule or regulation shall be deemed
sufficient for the purpose of meeting the requirements of this section.
2. The contractor will include the provisions of paragraphs 1, above, in every subcontract or
purchase order over $10,000 so that the provisions will be binding upon each
subcontractor or Contractor.
8 | P age

9. Debarment Status: By submitting a proposal, all Offerors certify that they are not currently debarred
from submitting proposals on contracts by any agency of the Commonwealth of Virginia, nor are they
an agent of any person or entity that is currently debarred from submitting proposals on contracts
by any agency of the Commonwealth of Virginia.
10. Applicable Law and Courts: Any contract resulting from this solicitation shall be governed in all
respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall
be brought in the courts of the Commonwealth. The contractor shall comply with applicable federal,
state and local laws and regulations.
11. Asbestos: Comply with applicable Federal, State and Local regulations
a. Asbestos Hazard Emergency Response Act (AHERA) regulations contained in 40 CFR 763.
b. Title 29, Code of Federal Regulations, Section 1910.134, 1910.1001, 1910.1200, 1926.58, and
1926.1101 of the Occupational Safety and Health Administration (OSHA), US. Department of
Labor.
c. Title 40, Code of Federal Regulations, EPA workplace guidelines include those pertinent sections
of part I and II, EPA Guideline document 560/5-S5-024, "Guidance for Controlling Asbestos
Containing Materials in Buildings".
d. All State, County, and City codes and ordinances as applicable.
12. Lead: Comply with applicable Federal, State and Local regulations
a. Title 29, Code of Federal Regulations (CFR), Occupational Safety and Health Administration
(OSHA), U.S. Department of Labor:
* 1910 General Industry Standards
* 1910.1025 Lead Standard for General Industry
* 1910.134 Respiratory Protection
* 1910.1200 Hazard Communication
* 1910.245 Specifications for Accident Prevention (Sign and Tags)
* 1926.62 Lead Exposure in Construction
b. Title 40, CFR Part 50, Appendix G, National Ambient Air Quality for Lead.
c. ASTM-American Society for Testing Materials
d. ANSI Z288.2.8 Practices for Respiratory Protection
e. ANSI Z9.2 1979 Fundamentals Governing the Design and Operation of Local Exhaust systems
f. United States Housing and Urban Development (HUD) Guidelines for the Evaluation and Control
of Lead-Based Paint in Housing, revised, October, 1997
g. Code of Virginia, Lead-Based Paint Activities VAC 15-30-650
h. Virginia Department of Environmental Quality, Hazardous Waste Management Regulations 9VAC
20-60-10 thru 1480
i. USEPA 40 CFR Part 260 Hazardous waste management system
j. USEPA 40 CFR Part 261 Identification and listing of hazardous waste
k. USEPA 40 CFR Part 262 Standards applicable to generators of hazardous waste
l. USEPA 40 CFR Part 263 Standards applicable to transporters of hazardous waste
m. USEPA 40 CFR Part 264 Standards for owners and operators of hazardous waste treatment,
storage and disposal facilities
n. USEPA 40 CFR Part 265 Interim status standards for owners and operators of hazardous waste
treatment, storage and disposal facilities
o. USEPA 40 CFR part 266 Standards for the management of specific hazardous wastes and specific
types of hazardous waste management facilities
9 | P age

p. USEPA 40 CFR Part 267 Interim standards for owners and operators of new hazardous waste land
disposal facilities
q. USEPA 40 CFR Part 268 Land disposal restrictions
r. USEPA 40 CFR Part 269 EPA administered permit programs: The Hazardous Waste Permit
Program
s. USEPA 40 CFR Part 270 Requirements for authorization of State hazardous waste programs
t. USEPA 40 CFR Part 270 Approved State hazardous waste management programs.
13. Qualifications of Offerors: RCPS may make such reasonable investigations as deemed proper and
necessary to determine the ability of the Offeror to perform the work and the Offeror shall furnish
to RCPS all such information and data for this purpose as may be requested. RCPS reserves the right
to inspect Offeror's physical plant prior to award to satisfy questions regarding the Offeror's
capabilities. RCPS further reserves the right to reject any proposal if the evidence submitted by, or
investigations of, such Offeror fails to satisfy RCPS that such Offeror is properly qualified to carry out
the obligations of the contract and to complete the work contemplated therein.
14. Anti-Collusion Certification: By signing the proposal, the Offeror certifies that the proposal is made
without prior understanding, agreement, or connection with any corporation, firm or person
submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and
without collusion or fraud. The Offeror understands that collusive bidding is a violation of the
Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil
damage awards. The Offeror agrees to abide by all conditions of the proposal and certifies that the
individual signing the proposal is authorized to do so.
15. Payment Terms: Any payment terms requiring payment in less than 30 days will be regarded as
requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers
of discounts for payment in less than 30 days.
16. Immigration Reform & Control Act of 1986: By submitting a proposal, Offerors certify that they do
not and will not, during the performance of this contract, employ illegal alien workers or otherwise
violate the provisions of the Federal Immigration Reform and Control Act of 1986.
17. Relationship of Offeror to Owner: After the Contract for services has been fully executed, the
Offeror shall be the professional advisor and consultant to the Owner for technical matters related
to the project and shall be responsible directly to and only to the Owner. The Owner shall
communicate all approvals, rejections, change requirements and other similar information to the
Offeror.
18. Code and Regulatory Compliance: Review, comments and approvals by Owner or the staff of RCPS,
in no way absolve any other person, firm or corporation involved in a project from their full
responsibilities under the applicable laws, codes, and professional practice as required in projects
for Roanoke City Public Schools.
19. Contract Incorporation: These terms and conditions are made a part of any resulting contract.
X. SPECIAL TERMS AND CONDITIONS
1. Insurance:
Prior to the start of any work under the contract, the Contractor shall provide to RCPS Certificate
of Insurance Forms approved by RCPS and maintain such insurance until the completion of all
project orders issued under the contract. The minimum limits of liability shall be:
A. Workers' Compensation. Workers' Compensation insurance covering
Contractor's statutory obligation under the laws of the Commonwealth of Virginia and
10 | P age