REQUEST FOR PROPOSAL

OKLAHOMA INSTITUTIONS OF HIGHER EDUCATION – EARLY CHILDHOOD PROFESSIONAL PREPARATION EFFECTIVENESS ASSESSMENT

Bid Submittal Deadline Friday January 11, 2013 at 5:00 pm CSTAward Amount: $90,000

ISSUING OFFICE:SMART START OKLAHOMA

Oklahoma Partnership for School Readiness FoundationSmartStart Oklahoma

421 NW 13th Street, Suite 270Oklahoma City, Oklahoma 73103

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TABLE OF CONTENTS

PART I. INTRODUCTION p. 3

PART II. APPLICATION INSTRUCTIONS p. 7

PART III. EVALUATION CRITERIA p. 13

PART IV. GENERAL INFORMATION FOR CONTRACTORS p. 15

APPENDIX A. SUBMISSION CHECKLIST p. 20

APPENDIX B. BUDGET DETAILS p. 21

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PART I

INTRODUCTION

I. 1. Purpose. The Oklahoma Partnership for School Readiness Foundation (OPSRF) is soliciting proposals from organizations to collaborate with Smart Start Oklahoma to assess the effectiveness of private and public Institutions of Higher Education (IHE) and other educational entities to adequately prepare professionals to enter and succeed in the early childhood workforce. For the purpose of this application an effectiveness assessment will examine the extent to which IHEs and other educational entities in Oklahoma adequately prepare graduates and professionals to effectively meet core competencies within their employment setting. Core competency areas include 1) child growth and development; 2) health safety and nutrition; 3) child observation and assessment; 4) family and community partnerships; 5) learning environment and curriculum; 6) interactions with children; 7) program planning, development, and evaluation; and 8) professionalism and leadership. The assessment should also examine the effectiveness of preparation in relation to Oklahoma early learning guidelines (including Oklahoma C3 Standards for Pre-kindergarten and Kindergarten) that, in addition to the core competencies, specify approaches to develop young children’s skills around creativity, language development, mathematics, physical development, science, social and emotional development, and self and social awareness. The purpose of the assessment is to analyze whether graduates of IHEs meet core competencies for early childhood professionals and 1) the extent to which guidelines are used to implement curriculum based on nationally recognized professional preparation standards; 2) the process IHEs and other institutions use to measure the degree to which they meet nationally recognized professional preparation standards; and 3) the extent to which institutions evaluate whether graduates of IHEs and other educational institutions in Oklahoma obtain employment and effectively meet core competency and early learning guideline expectations within their employment setting. This assessment shall focus on early childhood education and child development graduates from public and private institutions of higher education in Oklahoma offering 2- and 4-year degree programs.

The assessment shall be conducted in collaboration with Smart Start Oklahoma to assure the information meets the legislative goals of the Oklahoma Partnership for School Readiness.

I. 2. Objective. The objective for contracting these services is to obtain a comprehensive assessment of the effectiveness of higher education institutions in the State of Oklahoma toward successfully training and preparing professionals in the early childhood workforce who provide care, education and support to families of children ages birth to age six. The proposal should provide a comprehensive review of the effectiveness of pre-service preparation that includes:

Recruitment Operational characteristics Program characteristics/Standards Instructional methods Alignment with national preparation standards

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Program evaluation

This solicitation provides interested contractors with sufficient information to enable them to prepare and submit responses for consideration by OPSRF. See Part II (Application Instructions) for detailed information pertaining to the proposal requirements.

I. 3. Background. In 2007, under the federal reauthorization of Head Start, the Governor of each state was charged with creating or identifying a state advisory council for early childhood. The Oklahoma Partnership for School Readiness (OPSR), branded as Smart Start Oklahoma, received this designation in November of 2008, entering into a memorandum of understanding with the Governor’s Office and the Head Start Collaboration Office. To further solidify this Council, during the spring 2010 legislative session, the Oklahoma State Legislature passed HB 3125 to expand the duties of the Oklahoma Partnership for School Readiness Board to include the duties of the State Early Childhood Advisory Council (SECAC). This legislation became effective on November 1, 2010. The establishment of the council positioned Oklahoma to apply for federal funding to support the work of the SECAC, outline priorities for the state to address, and complement and enhance the work currently being done through the OPSR Board.

State legislation that originally created the OPSR board also authorized a foundation to be created for securing funding to support implementation of the OPSR Act. This foundation is named the Oklahoma Partnership for School Readiness Foundation (OPSRF). The OPSRF, while functioning to secure funding on a statewide level for OPSR and its network, also serves as the financial overseer and fiscal agent for the federal SECAC grant funds. As the State Early Childhood Advisory Council, OPSR accepted additional tasks under the federal legislation identified in the paragraph below. To view the entire additional tasks of the advisory councils, please visit http://www.acf.hhs/gov/earlychildhood/docs/State_Advisory_Councils_one-pager.pdf.

“(vi) Assess the capacity and effectiveness of 2 and 4 year old public and private institutions of higher education in the state toward supporting the development of early childhood educators, including the extent to which such institutions have in place articulation agreements, professional development and career advancement plans, and practice or internships for students to spend time in a Head Start or prekindergarten program.”

To accomplish the additional tasks, OPSR created a workgroup structure, comprised of on-the-ground experts to advise and inform the state council. These workgroups are:

Quality, Access, Standards, and Accountability Data Systems and Coordination Professional Development and Workforce Community Mobilization Public Engagement Special Populations

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In addition OPSR has eighteen (18) local Smart Start Community offices, which provide services to communities and conduct periodic local needs assessments for the county or counties they serve. To date, approximately fifty-two (52) of the state’s seventy-seven (77) counties are represented by local Smart Start Community offices throughout Oklahoma.

The Professional Development and Workforce Workgroup (PDW) has been charged with task (vi) of the federal legislation. The intent of this application is an assessment of the effectiveness of IHEs and other institutions that train early childhood professionals. PDW, under the auspices of the Oklahoma Partnership for School Readiness, is seeking a contractor to accomplish this task.

I. 4. Statement of Need. In order to effectively address pressing educational problems, early childhood professional preparation programs must attend to the changing needs of children, society, institutions, professionals, and the profession. The different systems that form or affect the child’s environment have direct and indirect effects on the child’s development and learning. Early childhood preparation programs should be in tune with changes and interactions within and between all of these systems. This includes changes in the nation’s demographics in terms of cultural and linguistic diversity, as well as diversity of family structures.

The National Association for the Education of Young Children (NAEYC) report “Workforce Designs, A Policy Blueprint for State Early Childhood Professional Development Systems” acknowledges that the knowledge and skills of early childhood program staff are the foundation of high quality early childhood programs. National findings point to the lack of cross-sector systems of professional development for early childhood educators as a serious barrier in providing high quality education for young children.

The NAEYC report sets out a blueprint for early childhood professional development systems to be comprehensive in preparation and ongoing development and support for all early childhood professionals working with and on behalf of young children. The report suggests states enact policies around principles that support 1) increased integration; 2) improved quality; 3) diversity, inclusion and access; and 4) compensation equity. Policy areas that are essential to support this blueprint should incorporate 1) professional standards; 2) career pathways; 3) articulation; 4) advisory structures such as those represented by OPSR; 5) data; and 6) financing.1

Additionally the Center for the Study of Child Care Employment’s report, “Preparing Teachers of Young Children: the Current State of Knowledge and a Blueprint for the Future,” recommends 1) a cross systems approach; 2) an ecological framework that pays attention to education training and support that are best for educators in different circumstances; and 3) a clear focus on outcomes.

This proposal attempts to address a gap in understanding about the effectiveness of Oklahoma’s IHE and other institutions in educating, supporting and graduating individuals for the future early childhood workforce with the necessary competencies to achieve aims tied to the NAEYC 1 LaMoine, S. (2008). Workforce designs, a policy blueprint for state early childhood professional development systems. National Association for the Education of Young Children. Retrieved from http://www.naeyc.org/policy/ecwsi

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blueprint incorporating recognition of the changing and ongoing needs of children and their families. This assessment serves to increase this understanding at the preparatory level in Oklahoma.2

PART II

APPLICATION INSTRUCTIONS

2 Whitebook, M., Gomby, D., Bellm, D., Sakai, L., Kipnis, F. (2009) Preparing teachers of young children: The current state of knowledge, and a blueprint for the future: Part II: Effective teacher preparation in early care and education: toward a comprehensive research agenda. University of California, Berkeley, Center for the Study of child Care Employment. Retrieved from http://www.irle.berkeley.edu/cscce/pdf/gteacher_prep_2.pdf

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REQUIRED CONTENT AND FORMAT

Applicants are required to submit one (1) electronic and five (5) hardcopies of all application materials. The electronic version must be a .pdf file and does not need to contain signatures. The hard copies must be complete with necessary signature(s). All copies of proposals must include all required attachments (see Appendix A for complete checklist).

To be considered, the response must include all requirements in this part of the RFP. Any other information thought to be relevant but not applicable to the enumerated categories, should be provided as an appendix to the RFP response.

For all responses, we request that the following standards be used:

Adhere to the page limit requirements as stated in the Project Description A “page” is 8 in. by 11 in. on one side only with 1 in. margins on all sides Number each page and use a 12-point Times New Roman font Narrative responses must be double-spaced

Forms:

Submit the budget on the attached Budget Worksheet.

Submission Instructions:

Five (5) original proposals must be delivered in paper format with signature, to Smart Start Oklahoma. One (1) electronic copy must be emailed in .pdf format to Debra Andersen, Executive Director at debra.andersen@smartstartok.org. All copies must be received on or before Friday January 11, 2013 at 5:00 pm CST.

Mail or Deliver the Application to:

Smart Start Oklahoma 421 Northwest 13th Street, Suite 270Oklahoma City, Oklahoma 73103

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DEFINITIONS

Essential Policy Areas include Professional Standards, Career Pathways, Articulation, Advisory Structure, Data, and Financing.

Early Childhood Workforce includes teachers, administrators, and support staff in an education or development setting for children under age six.

Oklahoma Core Competencies for Early Childhood Practitioners were developed by the Oklahoma Department of Human services, Oklahoma Child Care Services Division in 2008. A copy can be obtained at http://www/okdhs.org/NR/rdonlyres/4E5897A2-8FE9-424B-B863-DD5E8F1FA997/0/0891_OCCEarlyChildPrac_OCCS_03012009.pdf

Oklahoma Early Learning Guidelines for Infants, Toddlers and Twos: Ages 0 through 36 Months was developed by a taskforce of early childhood stakeholders, convened by the Oklahoma Department of Human Services. A copy can be obtained at http://www.okdhs.org/NR/rdonlyres/DCBC98D7-48B3-42C3-BEFE-C4ABE6F486AC/0/1023_OklahomaEarlyLearningGuide_occs036mo_04012011.pdf

Oklahoma Early Learning Guidelines for Children: Ages Three through Five was developed by a taskforce of early childhood stakeholders, convened by the Oklahoma Department of Human Services. An online version may be obtained at http://www.okdhs.org/NR/rdonlyres/8D52CAF8-E29E-4C88-8131-FB9F18D46910/0/1054_EarlyLearningGuide_occs__10012010.pdf

PROJECT DESCRIPTION

The project description should be concise and complete. It should address the purpose of the RFP and describe the overall objectives for completing this project. Applicants should describe the approach, experience, and provide assurances they are able to meet the contractor’s requirements set forth in this RFP.

II. 1. Introduction. Describe the need for an assessment of the effectiveness of IHEs and other educational institutions to prepare the early childhood workforce in Oklahoma and the strategies that will be employed to conduct this assessment. Please limit narrative response in this section to ten (10) pages.

The Policy Blueprint developed by NAEYC referenced in the Statement of Need on pages 6 and 7 should be the framework governing the assessment process. The proposal should specifically identify strategies that succeed as well as barriers that exist in preparation of a quality early childhood workforce.

II. 2. Approach. Describe the activities to complete sections A-C outlined below. Please limit narrative response in this section to twenty (20) pages.

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A. Pre-Assessment. The pre-assessment phase is a process for gathering input from key stakeholders to assure the assessment elements are appropriate and meet the needs of the Oklahoma Partnership for School Readiness legislative requirements. Describe the process that will be used to accomplish the following:

Identifying the educational institutions for participation in the project Identifying other key informants to the assessment including graduates from

IHEs, employers and parents of young children Identifying tools to be used to conduct the assessment – survey instruments, etc. Identifying methodology for collecting assessment data Facilitating relevant stakeholders to assist in determining the scope of the study

through confirmation or modification of key issues identified under the contractor’s approach identified in II.1

Finalizing a timeline for completion of all project activities

Deliverables: By February 22, 2013 a report will be submitted to OPSR to include 1) stakeholders participating in the development of key issues; 2) priorities identified by stakeholders; 3) participating educational institutions; 4) tools and methodology used to gather information; 5) project timeline; and 6) a written summary of progress to date with anticipated next steps.

B. Assessment. The assessment phase is the process of gathering the pertinent information to answer the question of effectiveness in Oklahoma for preparing professionals in the early childhood workforce. The work plan for the assessment phase should include a description of the methodology that will be used to gather the following information on identified educational institutions in Oklahoma:

Type of institutions from both the public and private sectors Carnegie Classification Early childhood education program degree, major, or credential Age span of early childhood program emphasis Program preparation/alignment with core competencies and workforce credentials Evaluation of effectiveness of professional preparation by individual institutions Recruitment strategies into the professional preparation program Admission criteria into the program Institutional characteristics of the program Curriculum Instructional strategies Instructor credentials Other pertinent information

The assessment should also analyze the relationship of meeting core competencies and early learning guidelines to categories identified below. This analysis should be statewide and provide an overall analysis of the:

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Comprehensiveness of program preparation/alignment with national preparation standards in Oklahoma

Compliance with the Individuals with Disabilities Education Act Family inclusion Methods to evaluate effectiveness of personnel preparation Success and Barriers to recruitment/retention strategies Institutional features including the extent to which coursework is transferable to

other institutions in Oklahoma (Articulation Agreements) Curriculum development identifying various types of coursework content, level of

collaboration between institutions, and methods for career preparation Instructional strategies (please identify the use of evidence-based practices and

the intensity, duration, types, and quality of settings and professional preparation of instructors and supervisors for each component of instruction)

Include a timeline for collection and analysis of data.

Deliverable: By May 31, 2013 deliver a report providing an analysis of the overall effectiveness of educational institution’s preparation/preservice strategies in improving the quality of early childhood professionals’ experience in 1) securing employment; 2) retaining employment; and 3) effectively demonstrating core competencies and application of early learning guidelines in performing functions relevant to their early childhood positions. The report should provide recommendations for any changes needed in these areas. Findings should also recommend strategies to maximize quality recruitment, standardize preparation of high quality preparatory and professional development programs, create common expectations, identify basic program components and their delivery mechanisms, and maximize training/service delivery opportunities. Finally, the report should identify mechanisms whereby educational institutions receive feedback from employers and families to assess preparation against workforce and child development needs.

C. Post-Assessment. The post-assessment phase is to provide a description and interpretation of the results of the assessments and to provide recommendations for future systems and policy changes. The post-assessment work plan should describe at a minimum:

Methods to present project findings, to obtain feedback, and form recommendations to an audience that might include elected officials, early childhood stakeholders, faculty staff, administration of IHEs and career technology centers in Oklahoma, families and other interested citizens.

Method of providing input, based on the results of the effectiveness assessment, to the Oklahoma Partnership for School Readiness and Professional Development and Workforce Work Group for the purposes of developing recommendations to the Governor.

Deliverables: By June 30, 2013 a final report will be submitted including feedback obtained during the post-assessment. The final report shall include research briefs on

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specific issues identified during the process, a full technical report including data gathered during the assessment process, an executive summary, and a directory of educational institutions’ early childhood programs (both degreed and otherwise) in the state illustrating their level of alignment to the workforce competencies and early learning guidelines identified under the purpose section of the RFP. The final report shall evaluate the state’s performance in relation to policies that support principles for a blueprint of comprehensive preparation for all early childhood education professionals working with and on behalf of young children. The contractor will be required to present findings and recommendations to the Professional Development and Workforce Workgroup and to the Oklahoma Partnership for School Readiness Board.

II. 3. Contractor Experience. All applicants must address the following areas (A-C) related to experience. Please limit narrative response to ten (10) pages. Include resume(s) as an attachment.

A. Qualifications.

Describe your experience working with educational effectiveness assessments or similar assessment at the local regional statewide or national level.

Describe your experience and knowledge related to data collection, statistical analysis, and empirical methodology.

Describe your experience with and knowledge of IHE and other educational programs supporting the development of early childhood educators.

Demonstrate your understanding of the early care and education system in Oklahoma, including the workforce skills, knowledge, and abilities of early childhood education across degree and competency levels.

B. Prior Experience. The contractor shall have at least five (5) year’s experience in research and/or evaluation. The contractor must demonstrate qualifications on projects with similarities to the resultant contract. Example of prior work is not required but may be submitted as an attachment.

C. Experience of Personnel. The contractor shall include a one (1)-page resume demonstrating qualifications for key personnel who will be responsible for providing the work to complete this project.

II. 4. Contractor Requirements. All applicants must respond to the following sections (A-D) related to general requirements. For each section describe how you or your organization is able to meet the following obligations. Please limit narrative responses to five (5) pages. Include insurance certificates and letters of recommendations as attachments.

A. Communication. Provide a letter of assurance that your organization:

Legally possesses and utilizes a current version of industry-standard word processing and statistical analysis software, including, but not limited to, such programs as

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Microsoft Office, PowerPoint, Excel, Access, and SPSS. The contractor shall also possess accessible e-mail and Internet capabilities.

Will be accessible by maintaining ongoing communication and be available to participate in scheduled project meetings.

Will maintain regular communication with Smart Start Oklahoma and the Professional Development and Workforce Workgroup.

Will identify and assign a specific team/person who will be responsible for working on this effectiveness assessment project with Smart Start Oklahoma.

Will collaborate with the contractor selected to conduct the assessment of the state’s professional development system

Will be willing to provide presentation to IHE, career technology center, and ECE stakeholder after the conclusion of the contract period.

B. Conflict of Interest. Identify any potential conflict of interest you may have with the OPSRF/Smart Start Oklahoma.

C. Insurance. The contractor shall provide evidence of insurability (Certificate of Insurance), including Workers Compensation, Automobile Insurance, General Liability, as applicable, from the insurance carrier before the commencement of any services.

D. Letters of Recommendation. Provide a least two (2) letters from organizations with which you have contracted for similar work as described in this solicitation.

Each letter of recommendation should include the following information: Name of company Address Type of business Narrative project description/services provided Contact person-name and title, address, e-mail address, and telephone number Date and duration of project

II. 5. Budget. See Appendix B for budget details and form. Please limit the budget narrative response to five (5) pages.

PART III

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EVALUATION CRITERIA AND METHOD OF AWARD

This section describes the criteria the OPSRF will use to evaluate the proposals. The OPSRF reserves the right to reject all proposals and to cancel the RFP if it is in their best interest.

1. Introduction and Approach – (25 Maximum Points)The proposal should describe the need for an assessment of the effectiveness of IHEs and other educational institutions to prepare the early childhood workforce in Oklahoma and the strategies that will be employed to conduct this assessment. The proposed plan demonstrates the contractor’s ability to collaborate with Smart Start Oklahoma, involve a wide range of stakeholders to guide the effectiveness assessment, and establish issues within Higher Education Policy Areas to meet the goals of this RFP.

The proposed plan demonstrates the contractor’s ability to provide a comprehensive and timely collection and analysis of data about the effectiveness of 2- and 4-year private and public educational institutions in preparing professionals to enter and succeed in the early childhood workforce.

The proposed plan demonstrates the contractor’s ability to collaborate with Smart Start Oklahoma and the OPSR Board for process and outcome evaluation and for dissemination of reports and recommendations.

2. Contractor Experience – (40 Maximum Points)The contractor demonstrates prior experience with conducting education effectiveness assessments and knowledge of empirical methodology as well as data collection and statistical analysis.

The contractor demonstrates knowledge of institutions of higher education and career technology programs and national standards for supporting the development of early childhood educators. The contractor demonstrates an understanding of early care and education workforce skills, knowledge, and abilities of early childhood educators across degree levels. This includes a detailed understanding about pre-service preparation incorporating knowledge about: Early childhood competencies, credentialing, certifications and degrees Multiple approaches for evaluating program effectiveness including student, faculty,

employer, and family feedback Diverse recruitment strategies for targeting students that reflect an understanding of a

wide range of promotional activities and financial support Admission criteria Institutional features such as articulation agreements, accreditation, faculty

development, and career counseling to support entry into early childhood educational programs

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Curriculum development including features of a core curriculum, cross disciplinary content, as well as career pathways from service to administrative roles

A wide range of instructional strategies (e.g., classroom, web-based and distance learning, field/practicum experiences and internships, collaborations, etc.)

3. Contractor Requirements – (10 Maximum Points)The proposed management, professional, and technical staff possess the technical and communication resources needed to ensure desired performance as outlined in the RFP.

The submission of at least two (2) letters of recommendation from organizations, which demonstrate your and/or your organization’s ability to complete a project of similar size and scope to the services being requested in this RFP.

4. Budget – (25 Maximum Points) The proposed budget does not exceed $90,000 and is both justifiable and reasonable to accommodate project requirements.

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PART IV

GENERAL INFORMATION FOR CONTRACTORS

IV. 1. Issuing Office. The Oklahoma Partnership for School Readiness Foundation (OPSRF), Smart Start Oklahoma, issues this solicitation. Smart Start Oklahoma is the sole point of contact for this solicitation.

IV. 2. Term of Contract. Any Contract Award, which is a result of this solicitation, shall be effective on the date of award through June 30, 2013. OPSRF shall have the option to issue a no cost extension under the same terms and conditions.

IV. 3. Cost of Contract. Responses to this solicitation shall not exceed a total project amount of $90,000.

IV. 4. Addenda to the RFP. OPSRF reserves the right to reissue a modified version of this RFP; to amend, at any time, any part of this RFP.

IV. 5. Requests for Clarification. Contractors needing clarification on any portion of this RFP must submit their request in writing to the Smart Start Oklahoma state office listed below via either email or fax to ensure mutual understanding and contractor responsiveness to the solicitation requirements.

Smart Start Oklahoma shall initiate and shall be the sole point of contract for written questions for clarifications. Questions should be submitted no later than December 28, 2012 at 4:00 pm CST to the attention of Debra Andersen via email at debra.andersen@smartstartok.org or by fax to (405) 290-7154. Responses to inquiries will be provided by email to all known bidders in a timely fashion.

IV. 6. Economy of Preparation. RFP responses must be prepared simply and economically, providing a straightforward, concise description of the contractor’s ability to meet the requirements of the RFP. The length of your responses shall conform to the number of pages identified in Part II (Application Instructions) of this RFP.

IV. 7. Proposal Response Contents. Proposal responses will be held in confidence and will not be revealed or discussed with competitors, unless disclosure is required to be made (i) under the provisions of any State or Federal statute or regulation; or (ii) by rule or order of any court of competent jurisdiction. If a contract is executed, however the successful proposal submitted in response to this solicitation shall be subject to disclosure in accordance with Oklahoma Open Records Act. All material submitted with the response becomes the property of the OPSRF. RFP responses submitted to OPSRF will be reviewed and evaluated by Smart Start Oklahoma. OPSRF shall have the right to use any or all ideas presented in any proposal.

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IV. 8. Restriction of Contact. All contact with OPSR/Smart Start Oklahoma personnel concerning this RFP, the solicitation of, and the evaluation process is strictly prohibited from the date of issuance of the RFP through the date of contract award. All questions regarding this RFP, its contents in part or in whole shall be directed in writing to Smart Start Oklahoma and the Contracting Officer listed on the solicitation.Any violation of this condition shall be cause for OPSRF to reject a contractor’s response. If it is later discovered that any violations have occurred, OPSRF shall reject any response or rescind any contract awarded pursuant to this RFP.

IV. 9. Closing Date. To be considered, an electronic copy must be submitted in .pdf format to Debra Andersen, Executive Director at debra.andersen@smartstartok.org and five (5) hard copy responses must arrive at the Smart Start Oklahoma office on or before January 11, 2013 at 5:00pm CST. Contractors mailing responses should allow sufficient mail delivery time to ensure timely receipt of their responses. Proposals received after the closing date and time specified will not be considered regardless of the reason for the late submission.

IV. 10. Rejection of Proposals. OPSRF reserves the right to reject any and all proposals received as a result of this solicitation.

IV. 11. Evaluation Criteria. Each RFP respondent will be evaluated based on the written responses, ability to conduct effectiveness assessments, the quality of the RFP content, budget justification, and references.

IV. 12. Notification of Selection. The responsive and responsible contractor whose proposal is selected, in accordance with the Evaluation Criteria and Proposal Specifications, as determined by Smart Start Oklahoma, with OPSRF having the final approval shall be notified in writing of its selection.

IV. 13. Prime Contractor Responsibilities. The selected contractor shall be required to assume responsibility for all services offered in the response whether or not it is necessary to produce them. Further, OPSRF will consider the selected contractor the sole point of contact with regard to contractual matters. The contractor assumes responsibility and liability for all failures, defects, shortcomings, or errors and is responsible for job completion, on schedule.

IV. 14. Contract Formulation. This RFP and the contractor’s response package, any response clarifications and the Purchase Order for the award of the resultant Contract shall constitute the entire agreement. Should the response package not completely conform to the OPSRF RFP, the RFP shall prevail.

IV. 15. Intellectual Property. All data, reports, and collected information pertaining to this RFP will be considered the intellectual property of Smart Start Oklahoma; all materials, including reports, developed for this RFP will use the Smart Start Oklahoma logo.

IV. 16. Publication of Information. The contractor shall not publish or otherwise disclose, except to OPSRF and except matters of public record, any information or data obtained

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hereunder from private individuals, organization, or public agencies, in a publication whereby the information or data is identifiable to any particular individual(s), establishment or agency.Only summary data will be used in any reports. Identifying information is not included in any document generated for research and all information in any format, including originals and copies, shall be completely permanently, and irretrievable destroyed upon completion of the research.

IV. 17. Citation Use. When the contractor utilizes data from a secondary source, the contractor shall obtain and cite the necessary information to provide that source with proper recognition.

IV. 18. Incurring Costs. OPSRF is not liable for any costs incurred by the contractor prior to issuance and complete execution of a contract award. All costs to prepare and submit a response to this solicitation shall be borne by the contractor.

IV. 19. Travel Expenses. Travel expenses incurred under this award are included as part of the overall cost of the contract. Oklahoma law prohibits separate invoicing of travel expenses; therefore, travel expenses shall not be invoiced separately.

IV. 20. Procurement Integrity. The contractor certifies never having previously entered into this type of contract with this agency or any other Oklahoma state agency that would result in a substantial duplication of the services or duplication of the end product or service rendered by the contractor or its employees.

IV. 21. OPSRF Participation. Unless specifically noted in this section, the contractor must provide all services to complete the identified work. The primary role of OPSRF during the term of the contract will be to monitor the contractor’s use of funds; Smart Start Oklahoma’s staff will monitor the contractor’s performance and activities. The personnel, operating material, logistical support, and facility needs associated with the contract are fully the responsibility of the contractor.

IV. 22. Contractor’s Representations and Authorizations. Each contractor submitting a response understands, represents, and acknowledges that:

All information provided by, and representations made by, the contractor in the proposal response is material and important and will be relied upon by the OPSRF in awarding the contract. Any misstatement shall be treated as fraudulent concealment from the OPSRF of true facts relating to the submission of the proposal.

The price(s) and amount of this proposal have been arrived at independently and without consultation, communication, or agreement with any other contractor or potential contractor.

Neither the price(s) nor the amount of the proposal, and neither the approximate price(s) nor the approximate amount of this proposal, have been disclosed to any other firm or person who is a contractor or potential contractor, and they will not be disclosed on or before the RFP response submission deadline specified in this RFP.

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No attempt has been made or will be made to induce any firm or person to refrain from submitting a RFP response, or to submit any intentionally high or noncompetitive response.

The response is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or noncompetitive response.

To the best of knowledge of the person signing the RFP response for the contractor, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four (4) years been convicted or found liable for any act prohibited by state or federal law in any jurisdiction, involving conspiracy or collusion with respect to proposing on any public contact.

The contractor is currently not under suspension or debarment by the State of Oklahoma, any other state, or the federal government.

Until the selected contractor receives a fully executed and approved written contract award from the OPSRF there is no legal and valid contract, in law or in equity, and the contractor shall not begin to perform until directed in writing by the OPSR.

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IV. 23. PROPOSED TIMELINE

Oklahoma IHE Effectiveness Assessment Schedule

Date EventNow – January 11, 2013 Bid open for proposalsDecember 28, 2012 Deadline for written questionsJanuary 11, 2013 Proposals DueJanuary 25, 2013 Grants awardedFebruary 22, 2013 Pre-Assessment (II.2, A) completionMay 31, 2013 Assessment (II.2, B) completionJune 30, 2013 Post-Assessment (II.2, C) completion

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APPENDIX A

SUBMISSION CHECKLIST

Applicants must complete and submit five (5) hard copies and one electronic copy of the following required forms with their RFP responses:

Proposal Responses to include the following:

Cover page Response to Introduction and Approach Response to Contractor Experience Response to Contractor Requirements Budget narrative

Proposal Responses to include the following required attachments:

One (1)-page résumé for all personnel Insurance certificates At least two (2) letters of recommendation Budget form

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APPENDIX B

BUDGET DETAILS

I. Use of Funds

Funding for this project will be provided by OPSRF through a federal grant from the Department of Health and Human Services (HHS) – Administration for Children and Families. The resultant contract will be issued under the American Recovery and Reinvestment Act of 2009 and will be subject to special HHS terms and conditions.

Project costs shall be budgeted in accordance with 2 CFR Part 230 (OMB Circular A-122) – Cost Principals for Non-profit Organizations.

The proposed budget does not exceed $90,000 and is both justifiable and reasonable to accommodate project requirements. II. Indirect Cost Rate

The Oklahoma Partnership for School Readiness Foundation limits indirect cost rates (IDC) for contracts and subcontracts to ten percent (10%). Any proposals submitted with a greater IDC will require additional justification for consideration.

III. Budget Narrative Instructions

The contractor shall provide a budget narrative for the Term of Contract. Submitted budgets should include all anticipated costs related to this RFP and provide line-item detail as well as detailed calculations. Detailed calculations must include estimation methods, quantities, unit costs, and other similar quantitative detail sufficient for the calculation to be duplicated.Budget narratives need to be thorough and detailed, but limit responses to five (5) pages for the budget justification narrative, which describes how the categorical costs are derived. Discuss the necessity, reasonableness, and allocation for the proposed costs.

IV. Budget Form

See attachment.

The budget form is a locked Microsoft Excel spreadsheet. Enter proposed cost amount for the categories listed. The Total Cost will be calculated for you. Detailed justification for all proposed dollar amount should be include in your budget narrative.

Note: Some costs are not allowable and a dollar amount cannot be entered.

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OKLAHOMA PARTNERSHIP FOR SCHOOL READINESS FOUNDATION REQUST FOR PROPOSALS

INSTRUCTIONS TO APPLICANTS

Submit Proposal to:

Smart Start Oklahoma 421 NW 13th Street, Suite 270 Oklahoma City, OK 73103

Label Envelope/package: “IHE-EC Preparation Effectiveness Assessment RFP”

RFP Title/Number: 90SC0008-003A

Proposal Due Date: Friday, January 11, 2013 5:00 PM CST

Special Instructions: Applicants must submit five (5) original paper copies and one (1) electronic copy in pdf. format of their complete application.

This is a competitive RFP bid. Any and all questions regarding this RFP must be submitted in writing to Debra Andersen at debra.andersen@smartstartok.org with the RFP Title/Number in the subject line. Note: If you wish to receive an email notification regarding updates or notification to this RFP please email debra.andersen@smartstartok.org

APPLICANT INFORMATION

(fill in the information below and return with your RFP response)

Applicant Name/Address/Website:

Name

Address

City, State, Zip Code

Authorized Applicant Signatory:

Print Name:

Signature

X______________________________________

Applicant contact for this RFP:

(please type)

Name

Phone

Email

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