Ms. Stacey Robinson, QPA Director of Purchasing Newark Public Schools

1. Ms. Stacey Robinson, QPA Director of Purchasing Newark Public Schools COMPETITIVE CONTRACTING PROCESS & REQUEST FOR PROPOSAL (RFP) PROCESS Mr. James Shoop School Business Administrator (Ret.) Shoop18A18A@gmail.com

2. WHAT IS A REQUEST FOR PROPOSAL? The Request for Proposal (RFP) procurement method is used to procure contracts for services based upon an evaluative criteria selection process. The districts uses the evaluative selection process that is recommended by the State Comptroller of New Jersey. This evaluative management, technical and cost criteria selection process permits the board of education to award a contract for services to the respondent whose response will provide the highest quality service at fair and competitive prices. The Office of State Comptroller (OSC) has issued a publication; “Best Practices For Awarding Service Contracts” It provides guidance concerning practices that will ensue efficiency transparency and accountability in the award of service contracts.* Administrators will prepare, with guidance from the Purchasing Agent, the technical specifications of the RFP. *Best Practices for Awarding Service Contracts, OSC 2010,p. 1

3. COMPETITIVE CONTRACTING PROCESS The Competitive Contracting process as outlined in N.J.S.A. 18A:18A-4 et seq. and N.J.A.C. 5:34-4.1 et seq. permits school districts to procure specialized services in lieu of bidding. The RFP method shall be the basis of all Competitive • may be used by boards of education in lieu of public bidding for procurement of specialized goods and services the price of which exceeds the bid threshold; e.g. school & district improvement services, proprietary computer software, etc. (18A:18-4.1) • The method for such procurement is through the RFP process. • The methodology for the awarding of competitive contracts shall be based on an evaluation and ranking, which shall include technical, management, and cost related criteria, and may include a weighting of criteria, all developed in a way that is intended to meet the specific needs of the contracting unit, and where such criteria shall not unfairly or illegally discriminate against or exclude otherwise capable vendors • The purchasing agent or counsel or school business administrator shall notify only those potential vendors who received the proposal documentation of any and all changes in writing and all existing documentation shall be changed appropriately • Unless an exception is provided for under N.J.S.A. 18A:18A-42 permitting a longer contract duration, contracts awarded pursuant to section 49 of P.L.1999, c.440 (C.18A:18A-4.5) may be for a term not to exceed five years

4. TYPES OF REQUEST OF PROPOSALS Examples of When to Use the Request for Proposal (RFP) and Competitive Contracting Process ActivityAmountProcurement Method Academic Services (Local/State Funds)* $5,400-$35,999 RFP $36,000 or more Competitive Contracting Instructional Improvement Educational Consultant Professional Development *Contracts with NJ State Colleges, School Districts, and Government Agencies (when using local state funds) do not require RFP procurement. A written proposal from the school or agency will suffice, yet competition through the RFP is preferred. ActivityAmountProcurement Method Academic Services (Federal Funds)** $5,400-$35,999 RFP $36,000 or more Competitive Contracting Instructional Improvement Educational Consultant Professional Development **When using Federal Funds, contracts with NJ State Colleges, School Districts and Government Agencies do require a competitive RFP process for contracts less than $35,999 and the use of the Competitive Contracting model for contracts $36,000 or more. ActivityAmountProcurement Method Professional Services $5,400 or more RFP The following services are typical examples of professional services: Legal Dental Auditing; Accounting Medical evaluations Architectural; Engineering Physician; nursing; medical Other Services—The use of state and local funds will be used for the contract amounts. Please refer to Academic Services—Federal Funds amounts when using federal funds. Recreational/Social Services $5,400-$35,999 RFP $36,000 or more Competitive Contracting Computer Software (Proprietary) $5,400-$35,999 RFP or Quotation $36,000 or more Competitive Contracting Bid The purchase of the proprietary software is for board of education purposes not academic purposes. A good example of this would be student information systems, Business Office financial systems. Pre-school Wrap Around Program $5,400-$35,999 RFP $36,000 or more Competitive Contracting NOTE: FEDERAL GUIDELINES CHANGE EFFECTIVE JULY 1, 2015. REFER TO HANDOUT #3, p.23-24

5. PREPARING FOR THE SOLICITATION PLANNING!!!!!! PLANNING!!!! PLANNING!!!!! • Send letter to administrators requesting potential proposal for upcoming school year. • Set Deadline for RFP submissions • Send timeline to requestor • The entire process may take 60-90 days to complete. • Meet with administrators to discuss solicitations.

7. PREPARING FOR THE SOLICITATION Meeting with Stakeholder • Discuss Service(s) requested • Determine type of RFP needed • Determine what other departments will be affected, specification requirements • Identify Funding Source(s) • Determine type of RFP needed • Determine if reporting to the Office of State Comptroller is required • Discuss Prior Experience (if applicable) • Ensure best practices based on past experiences; specification updates, proposal submission documents, service providers, etc. • Develop timelines • Planning is the key element to scheduled implementation of services • Topics include: Advertising,Pre-Proposal Meetings, Responses to Inquiry, Submission, Recommendations, Award • Evaluation Process • Identify criteria, weights, committee members, response time, facilitator • Secure Authorization for Solicitation • Prepare School Advisory Board Resolution • Submit a Resolution in the beginning of the School Year. • Resolution • Determine date that resolution for award will be presented at the School Advisory Board Meeting

8. ADVERTISEMENT • PRE-AWARD_ (Competitive Contracting) • A notice of the availability of request for proposal documentation shall be published in an official newspaper of the board of education at least 20 days prior to the date established for the submission of proposals. (18a:18a-4.5a) • There is a 3 day lead from request to newspaper to actual post date. • POST-AWARD • Professional Services and Extraordinary Unspecifiable Services (EUS) • After board approval the award shall be printed , in an official newspaper, a brief notice stating the nature, duration, service and amount of the contract, and that the resolution and contract are on file and available for public inspection in the office of the board of education; (18a:18a-5a1-2) • Competitive Contract • The secretary of the board of education shall publish a notice in the official newspaper of the board of education summarizing the award of a contract, which shall include but not be limited to, the nature, duration, and amount of the contract, the name of the vendor and a statement that the resolution and contract are on file and available for public inspection in the office of the secretary of the board of education. (18a:18a-4.5g)

9. REQUEST FOR PROPOSAL FORMAT • Introduction • Description • Scope of Services • Minimal Qualifications of Vendors • Proposal Requirements • Contract Period • Award • Proposal Evaluation Process • Proposal Packaging and Submissions • Proposer’s Checklist • Appendices THIS MAY ALSO SERVE AS THE ‘TABLE OF CONTENTS’

10. INTRODUCTION • Provide a generic description of district and its educational environment. • “The Newark School District, with 75 schools, 7,000 employees and a student population of 39, 149 is the largest and one of the oldest school systems in New Jersey. The ethnic diversity of the city provides a rich educational experience for pre-kindergarten to secondary school students. The District continues to revise its services to meet the changing needs of students.” • Include the district’s current goals and objectives. This is a good area to place mission statement or current branding • The vision for the school district is to “Ensure Newark students achieve at the highest levels and graduate college- and career-ready.” To that end, State District Superintendent Anderson is focusing on five priorities that will most rapidly drive dramatic student achievement gains and enable teachers to reach and support all NPS students: • Leadership: Ensure that every school has an excellent leader with the autonomy and support to drive unprecedented levels of student achievement. • Teacher Quality: Recruit, train, support, and retain the highest quality teachers for every Newark classroom. • Operational Excellence: Organize the central office to efficiently and effectively support schools/educators and families. • Family and Community Involvement: Partner with families and community groups to ensure all of Newark's children graduate with college-level skills. • Innovation: Implement initiatives to accelerate student achievement such as extended learning time, socio-emotional learning/support for students, and streamlined curriculum with real-time assessment data. These priorities drive all of the district’s thinking, actions and investment in the present and upcoming school years.

11. DESCRIPTION • Overview of the reason and purpose for the services requested • Include context of environment for which services will be performed. • Our theory of action is based on the school as the unit of change for fostering personalized learning. We envision the personalized learning environment as one in which both academic and social-emotional learning are deeply integrated and taught with the same level of rigor. We know that the obstacles Newark’s students face on the path toward achieving college readiness are just as likely to be social or emotional in nature – e.g., decision-making, persistence, time management – as they are to be academic. Although both academic and non-academic skills are critical for students to achieve college-ready graduation, the time and resources dedicated to social-emotional learning today do not reflect this balance. What holds schools back from acting on this understanding is the relative lack of quantification and rigor that exists for measuring and teaching social-emotional outcomes, and access to partnerships that offer services the school itself often cannot. • Newark Public School employees encounter various social and emotional issues in today’s society. In some cases, these occurrences affect the employee’s health, effectiveness on the job, and work attendance. Specific issues facing District employees include financial, drug and alcohol, health, death in the family, illness and care of an elder relative or child and pressures and stresses of balancing work and family responsibilities. Newark Public School employees encounter various social and emotional issues in today’s society. In some cases, these occurrences affect the employee’s health, effectiveness on the job, and work attendance. Specific issues facing District employees include financial, drug and alcohol, health, death in family, illness and care of an elder relative or child and pressures and stresses of balancing work and family responsibilities. • Conclude section with the formal request to vendors • To this end, NPS wants to employ cutting-edge work to help our students attain excellence in social and emotional skills. In order for this effort to succeed, it has to be research-based, and focus on clear standards, rigorous assessments, top-notch curricular resources, and integrated with academic teaching. NPS is soliciting proposals from qualified bidders who can build capacity for effective student support intervention within schools and across the district, including access to partnerships that provide wraparound, behavioral and mental health supports that help our highest-need students overcome obstacles on the way to college readiness • The Newark Public School is soliciting proposals from potential contractors for the administration of its Employee Assistance Program. The role of the EAP provider is to provide assessment and referral services, short term counseling, including crisis debriefing, education and training, and supervisor consultation to the District. • This area may be combined with Introduction section

12. SCOPE OF SERVICES • In accordance to the OCS, • A request for proposals (“RFP”) or similar solicitation should contain a clear and detailed statement of the work to be undertaken, often referred to as a scope of work provision (“SOW”). Described as “the heart of the bid document . . . , [a] well-written scope of work can do more for the success of a contract than any other part of the contracting process.” Kelly LeRoux, Service Contracting: A Local Government Guide 53 (ICMA Press 2007). • The focus should be more on “what” the procuring unit wishes the vendor to perform and achieve, and less about “how” it requires those services to be performed. • Specifications are written: • In accordance with N.J.S.A. 18A:18A-15. • Purchasing provides technical assistance. • Use available resources: NJASBO, NJ Dept. of Purchasing & Property, search engines • Specifications are written by requesting unit and related stakeholder. • For example: if the requesting service requires use of systems or interface with the district computer system, ISD should contribute to specification • For example: If transportation of students is required, Pupil transportation department should be consulted on specifications.

13. MINIMAL QUALIFICATIONS OF VENDORS • Indicate requirements of vendor and/or organization necessary for application. • Failure to meet these requirements will disqualify proposal from further review. • Experience • Years of Service • Professional Affiliations • Knowledge of latest trends relating to specified services

14. PROPOSAL REQUIREMENTS • This section describes the information that should be included in each component of the Proposal. • Make sure to indicate the composition and packaging specifications; font type, font size, paragraph spacing, number of pages, binding, number of copies requested, etc. • Example: • A complete proposal in response to this RFP will consist of two parts: • The Program Proposal • The Cost Proposal • Please note that Program Proposals should not exceed twelve (12) pages in length. We encourage respondents to respond concisely with focus on the elements described in this section. Additional information can be included in an Appendix, but potential partners will be primarily evaluated based upon the information in the Program Proposal unless otherwise noted.

15. PROPOSAL REQUIREMENTS (cont’d) The Program Proposal • Minimum Requirements • Proposed Services and Work Plan • This section of the narrative must be a detailed, clear and concise description of your proposed services. Your proposal should show a clear understanding of the services required in this RFP, and demonstrate how your plan will address the scope of services outlined. • Organizational Capacity • Vendors must provide a description of its organizational capacity to deliver the scope of services required. • Organizations highlight their related experience and key personnel with related experience and capacity to serve multiple schools. • Demonstrated Effectiveness • Vendors should describe all of the projects of a similar size and scope within the public school setting. • Define time frame for references work. (e.g.. within the last two (2) years.) • Request client references. The Cost Proposal • Cost proposal may be submitted in formal format or as a line item • Review pricing preferences; all-inclusive or a la carte • Note pricing that may significantly impact total cost; travel, instructional material, indirect cost • Note cost that are vendors responsibility; Incidental, expenses not relate to contract, extraordinary expenses

16. Contract Period • The contract period may be from the date of award or for a specified period. • Professional services contract is for one (1) year. • Contracts solicited under competitive contracting may extend to 5 years. • Refer to N.J.S.A. 18A:18A-42 • Any contract for services other than professional services, the statutory length of which contract is for three years or less, may include provisions for no more than one two-year, or two one-year • Refer vendor to standard contract terms and conditions which will be part of the contract.

17. g. AWARDS • Indicate if award will be made to one or more vendors • Indicate if vendors will be chosen based on priority rating, relevance, availability or other factors. • Indicate if award will made for some or all services proposed • The District reserves the right to make an award for all or some of the services proposed each vendor. Pricing on all services shall remain as submitted regardless of the number of contracts that are actually awarded by the District. • Standard Clause stating District intent • It is the intention of the Board of Education to award the contract to the respondent whose response is the most advantageous to the board and who will provide the highest quality service at fair and competitive prices

18. PROPOSAL EVALUATION PROCESS • Use guidelines as outlined by OSC, “Best Practices For Awarding Service Contracts” • http://www.nj.gov/comptroller/news/docs/service_contracts_report.pdf • Proposals should be judged on the basis of predetermined, merit-based evaluative criteria, made known to vendors before proposals are submitted. • The evaluative criteria should be judged by qualified evaluation committee. • The process should be explainable to evaluators and competing vendors, and capable of withstanding scrutiny under a protest challenge. • The scoring process and award recommendation should be well-documented and retained • Basic Criteria – (Best Practices for Awarding Service Contract, OSC, p.10) • Technical Criteria -the approach proposed by a contractor in providing the requested service • Management Criteria - the contractor’s personnel structure • Past Experience and Performance – the contractors history in performing similar services • Cost Criteria

19. PROPOSAL EVALUATION PROCESS (cont’d) Evaluation Administration • Evaluation Criteria is outlined in the solicitation • Evaluation materials are prepared by Purchasing Department and distributed to committee members with proposals. • Weight assigned to evaluation criteria, if not included in solicitation, must be defined and known at the time proposals are submitted. • Use a matrix for weights ensure that all committee members are using the same standards for scoring. • Committee members should sign a “Certification – No Conflict of Interest”. It serves as evidence of the Districts interest in addressing ethics in procurement. • I hereby certify that I have reviewed the conflict of interest standards in the Local Government Ethics Law or the School Ethics Act, as appropriate, and that I do not have a conflict of interest with respect to the evaluation of this proposal. I further certify that I am not engaged in any negotiations or arrangements for prospective employment or association with any of those submitting proposals or their parent or subsidiary organization. (Best Practices for Awarding Service Contract, OSC, p.16) • Recommendation for award must be in writing from the Facilitator/Department Head from funding department. • All relevant evaluation materials must be submitted to Purchasing with recommendation.

20. PROPOSAL PACKAGING AND SUBMISSIONS Outline the manner for submitting the proposals: • Place and Time • Must be submitted so as to arrive at the office of the purchasing division, 8th floor, 2 cedar street, room 818, Newark, New Jersey 07102, not later than 4:00 pm on august 7, 2013. Documents received after 4:00 pm. are considered late and will be rejected. • Packaging • Proposals shall be enclosed in a single sealed package plainly marked with the title of proposal and solicitation number. • One (1) clearly marked original proposal and four (4) complete/exact copies and one (1) electronic flash drive of the program proposal and the cost proposal • Life span of proposal submission • All proposals will be firm offers and may not be withdrawn for a period of 60 calendar days following the last day for acceptance. Each proposal must be signed on behalf of the offeror by an officer authorized to bind the organization. Note any special condition relating to proposal • The District reserves the right to reject any and all proposals and the right as its option to waive or refuse to waive any defect or informality in any proposal. Any questions regarding this solicitation should be directed in writing via email to the Director, in the Office of Purchasing and or Legal Counsel.(indicate contact information)

21. Proposer’s Checklist • Include a checklist to ensure that vendors have included all of the necessary documents in their response. • Checklist serves as a courtesy to vendors and provide structure to the Purchasing Department for reviewing proposal upon submission. • Example Part A. Program Proposal • Proposal Submission Form • Program Proposal • Political Disclosure Form • New Jersey Business Registration Certificate • Disclosure of Investment in Activity in Iran Form • Other forms as noted in “K. Appendices” • Supplementary Documentation (e.g., Audited Financial Statement, evaluation reports) Part B. Cost Proposal • Proposal Pricing Form

22. APPENDICES • List names of all forms enclosed for informational purposes and/or document required upon submission of the proposal • Proposal Submission Form • Proposal Pricing Form • Acknowledgement of Addenda • Political Disclosure Form • New Jersey Business Registration Certificate • Stockholders’ Disclosure/Ownership Declaration • Non Collusion Affidavit • Affirmative Action Questionnaire or Certificate of Employee Information Report • Disclosure of Investment in Activity in Iran Form • Contractor/Vendor Questionnaire and Certification • Supplemental Information • Certifications, representations, and special conditions • Boiler plate language is added to the solicitation to complete the RFP. • Purchasing and Legal Counsel develop language that is aligned UCC and NJ requirements for commerce within governmental entities.

23. QUESTIONS ?