Assessments and Data Warehouse

REQUEST FOR PROPOSAL

Assessments and Data

Warehouse

Issue Date: October 13, 2021

Proposal Due: November 12, 2021; 10:00 a.m.

Finalist Interview: December 19, 2021

Tentative Award Date: February 23, 2022

School District of Washington Assessments and Data Warehouse

Washington, MO Request for Proposal (RFP)

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Enclosed is a Request for Proposal (RFP) for Assessments and Data Warehouse for

the School District of Washington. The proposed Agreement will be in effect for

one (1) calendar year. The responsive Proposal will comply with all federal, state

and local regulations. Information regarding the services to be provided,

information which must be submitted as part of the Proposal, and related details

are included in the accompanying RFP.

All interested parties must submit Proposals by Tuesday, November 12, 2021,

before 10:00 a.m. No late submittals will be accepted. The Board of Education

reserves the right to accept or reject any or all Proposals, to waive any

irregularities, and to accept the Proposal that is in the best interest of the District.

The District shall be held harmless for any failure to solicit proposals from

potential firms.

Companies are to submit two (2) original copies of their response to the RFP.

Proposals shall be delivered in sealed envelopes clearly marked as indicated below.

School District of Washington

Attn: Rachael Wilcox

220 Locust Street

Washington, MO 63090

“Assessments and Data Warehouse”

All communications by the Company concerning this RFP, including requests for

additional information or clarification, must be directed to Rachael Wilcox,

Director of Social Emotional Learning, via phone at (636) 231-2000 or via email at

[email protected] .

mailto:[email protected]



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SCHOOL DISTRICT OF WASHINGTON

Title: Assessments and Data Warehouse

Contact Person: Rachael Wilcox

Issue Date: October 13, 2021

Phone #: (636) 231-2000 x 1936

E-mail: [email protected]

RETURN PROPOSAL NO LATER THAN: November 12, 2021 at 10:00 AM

RETURN PROPOSALS AND ADDENDA TO:

School District of Washington

Attn: Rachael Wilcox

220 Locust Street

Washington, MO 63090

“Assessments and Data Warehouse”

The Proposer hereby declares understanding, agreement and certification of

compliance to provide the items and/or services, at the prices quoted, in

accordance with all terms and conditions, requirements and specifications of the

original Request for Proposal (RFP) and as modified by any addenda thereto.

Authorized Signature Date

Printed Name Title

Company Name

Mailing Address

City, State Zip

Phone #: Fax #: E-Mail Address

mailto:[email protected]



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INTRODUCTION AND GENERAL INFORMATION

The School District of Washington, Washington, Missouri, (hereinafter referred to

as “District”) is seeking proposals from qualified organizations equipped with

assessment tools and data warehouse collection systems for Grades PreK-12.

Although the District has made an attempt to provide accurate and up-to-date

information, The District does not warrant or represent that the background

information provided herein reflects all relationships or existing conditions related

to this Request for Proposal.

OVERVIEW OF DISTRICT

The School District of Washington encompasses approximately 257 square miles

in Franklin, Warren, and St. Charles Counties. The District has seven elementary

schools, one middle school, one high school, one vocational center, one early

learning center, one administration building, one warehouse, and one technology

and learning center.

INSTRUCTIONS TO PROPOSERS/CONDITIONS

The purpose of the attached specifications is to give detailed information of the

services requested by the School District of Washington. Vendors submitting

proposals shall carefully check all requirements herein set forth and shall offer

services which fully comply with these requirements or shall plainly set forth all

points, features, conditions, specifications, etc., wherein the services offered do not

meet these specifications. Such exceptions as are made shall be explained in detail in

a letter accompanying your bid. Failure to outline such exceptions will result in

assumption of compliance to said specifications.

Please be advised that in connection with the submission of any proposal to

provide assessment tools and data warehouse collections system for the School

District of Washington, the following shall apply:

1. The Board of Education of the School District reserves the right to reject any

or all proposals submitted. The District shall be held harmless for any

failure to solicit proposals from any potential proposers.

2. The District will evaluate the proposals submitted and intends to accept the

proposal that is most advantageous to the District, taking into account all



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relevant factors, including but not limited to: prices, resources and

availability of supplies but reserves the right to reject any and all proposals

as provided herein.

3. Proposals must be filled out as requested, including all required signatures

and pertinent information. No proposal shall be subject to correction or

amendment for any error or miscalculation. Services must be furnished at

the prices submitted. No increase in price will be permitted during the term

of the contract.

4. In connection with the performance of work under this contract, the proposer

agrees to not unlawfully discriminate against or harass any employee or

applicant for employment because of race, religion, color, national origin,

sex, gender, age, disability, or any other protected status or activity.

5. All proposals shall be submitted on the forms contained herein. Copies of

addenda, if any, shall be signed and attached to the proposal e bid documents.

Failure to provide any requested information may result in the rejection of

your proposal.

6. The successful proposer shall not be allowed any extra compensation by

reason of any matter or thing concerning which the proposer might have fully

informed themselves because of their failure to do so prior to the submission

of proposals.

7. Proposals of an incomplete nature, or subject to multiple interpretations may,

at the option of the District, be rejected as irregular.

8. Each proposal shall be signed by the person making the proposal, along with

the firm name, mailing address, and telephone number. If made by a

corporation, the same shall be signed by a legally authorized agent of the

corporation. The envelope containing the proposal shall be sealed and plainly

marked as a proposal for this particular contract.

9. Payment shall be made on timely submission of invoice. Payment by check

is released the day following the Board of Education monthly meeting;

which at this time is the fourth Wednesday of each month. The District

prefers to make payment via credit card. The bid response should include

whether or not the vendor accepts VISA, and if there is any additional fee to

make payment via this method.



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HOLD HARMLESS AGREEMENT

To the fullest extent not prohibited by law, the Vendor shall indemnify and hold

harmless the School District of Washington, its Board of Education, officers, agents,

and employees from and against all claims, damages, losses and expenses (including

but not limited to attorney's fees) arising by reason of any act or failure to act,

negligent or otherwise, of Vendor, of any subcontractor (meaning anyone, including

but not limited to consultants having a contract with Vendor or a subcontractor for a

part of the services), or of anyone directly or indirectly employed by Vendor or by

any subcontractor, or of anyone for whose acts the Vendor or its subcontractor may

be liable, in connection with providing these services.

RESPONSES

Responses to this RFP shall be on the form provided herein, and shall include

references from at least three (3) firms familiar with your company's work.

EVALUATION AND AWARD

Evaluation will be based upon the costs provided and the ability to meet the

requested services, the submittal of the required documents and the qualifications

of the firm submitting the proposal.

WARRANTY

Terms of any warranty offered by the Vendor shall be included with the proposal.

AWARD

The District’s intent is to make the award to the responsive and responsible Proposer(s)

whose proposal(s) is deemed to be most advantageous to the District, taking into account

overall content of the proposal, cost, overall proposal, experience and qualifications of

the firm and staff assigned and quality and content of the manner in which the services

are proposed to be performed. The District reserves the right to split the award or to make

multiple awards, and to make award on a part or portion of a proposal. The District may

request additional information and/or an interview with some or all Proposers as part of

the selection process. In no event shall the District be required to explain the evaluation

process or award selection to any Proposer.



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RIGHT TO REJECT

The District reserves the right to accept any proposal, reject any and all proposals, and

waive any irregularities or informalities in any proposals. Conditional proposals will not

be accepted.

PROPOSALS FINAL

All proposals shall be deemed final, conclusive and irrevocable, and no proposal shall be

subject to correction or amendment for any error or miscalculation.

COST OF PREPARATION

The cost of preparing and submitting a response to this RFP will be assumed solely by

each Proposer, whether or not any agreement is signed as a result of this RFP.

OWNERSHIP OF SUBMITTALS

All completed proposals submitted in response to this RFP become the property of the

District upon submission. The District may use the proposal for any purpose deemed

appropriate. The proposal material may become part of any contract between the

successful Proposer and the District.

RFP INTERPRETATION

Interpretation of the wording of this RFP will be as determined by the District and that

interpretation will be final and binding.

PRICE

Proposers are cautioned that services must be furnished at the fees, costs and/or rates

submitted and proposed unless otherwise stated. No increase in costs will be permitted

during the term of the contract. Further, it is understood and required there will be no

charge for any unnecessary services or disruption in services due to suspension,

cancellation and/or delay of any practices and/or competitions as a result of COVID-19.

CONTRACT

The School District of Washington must formally approve the award of any contract(s)

with approval anticipated to be received at the Board of Education board meeting being

held on Wednesday, February 23, 2022. The successful Proposer will be required to

enter into a written contract with the District, which will include, but not be limited to,

the scope of services described herein and the contract provisions included herein.



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MATERIALS SPECIFICATION AND MINIMUM REQUIREMENTS

Synopsis: The goal is to acquire a resource that provides a variety of functions to

support the Multi-Tiered Systems of Support for the School District of

Washington. These resources should support both assessment and data collection.

In the area of assessments, the program should be able to provide universal

screening options as well as assessments that would be used for progress

monitoring. In the area of data, the program should be able to pull data from

various sources to support the learning of the whole child.

Scope: The assessment tool and data warehouse system should be able to

communicate with various programs across a Pre K-12 school district. All

proposals should be designed to support the MTSS process and have the following

services:

Services to be performed for Assessments:

Universal screening tool that is nationally normed including: ELA, Math,

Social Studies, Science, and Social Emotional Learning

Adaptive benchmark assessments

Progress monitoring tools in the areas of: ELA, Math, Social Studies,

Science, and Social Emotional Learning

User-friendly reports containing data that can be used to make instructional

adjustments

Ability to be exported to programs including, but not limited to: Lumen,

Excel, and Google

Customer service support to ensure communication between various

programs

Professional development opportunities to support successful

implementation

Services to be performed for Data Warehouse:

Export from various programs including, but not limited to: Lumen,

Benchmark, Google, Universal Screening Tools

Customer service support to ensure communication between various

programs

MTSS data reports that can be drilled down to various levels

including district, building, grade level/content, teacher, student

Must be able to review multiple data points at once (triangulating data)

Ability to create threshold for data to support MTSS

Data should be able to be reviewed longitudinally over time



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Create groups for interventions

Whole child framework for data collection

Professional development opportunities to support successful

implementation

VENDOR AGREEMENT TERMS

The Agreement shall include, without limitation, the following:

Indemnification, Damage – Vendor is responsible for any damage caused by

Vendor personnel or equipment during performance of services. Vendor shall

defend, indemnify and hold harmless the District, its Board of Education,

directors, officers, employees, agents and representatives (in this Paragraph,

the “Indemnified Parties”) from and against any and all suits, losses, demands,

damages, claims, liabilities, causes of action, claims for indemnity or

contribution, costs and expenses (including but not limited to attorney’s fees)

arising by reason of any actor or failure to act, negligent or otherwise, of

Vendor, or any subcontractor (meaning anyone, including but not limited to

consultants having a contract with Vendor or a subcontractor for a part of the

services) or of anyone directly or indirectly employed by Vendor or by any

subcontractor, or of anyone for whose acts the Vendor or its subcontractor(s)

may be liable, in connection with providing the Services. No approval by any

Indemnified Party of the Services performed by Vendor shall limit the Vendor’s

obligations. This paragraph shall survive the termination of this Agreement.

Termination – The term of this agreement shall commence on an agreed upon

start date and shall continue for a period of one (1) yearc except that either party

may terminate this agreement without cause upon no less than thirty (30) days

written notice to the other party. In addition, either party may, at its option,

terminate the contract immediately for cause.

Insurance – Vendor shall maintain during the term of this Agreement, at least

the minimum types and amounts of insurance coverage and any additional

insurance (whether in type or limit of insurance) required by the RFP and

applicable law. Prior to any entry on the District’s property, vendor shall

provide evidence of the insurance required by the RFP.



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Scope of Work – Vendor shall perform those services without limitation all

work, products, and services as outlined in the Description of Services set forth

in the RFP. Vendor accepts the relationship of trust and confidence established

between it and the District under this Agreement. Vendor shall furnish its best

skill and judgment in providing the Services and shall perform the Services in a

timely and economical manner in accordance with a mutually acceptable

schedule, and shall cooperate with other contractors and vendors providing

services to the District.

Fiscal Funding – While the parties intend for the term of this agreement to be

one (1) year, the term is subject to, and conditioned on, the appropriation,

availability and budgeting of sufficient funds. For any fiscal year of the school,

during the term appropriated by the school or cannot be budgeted by the school

for the services agreed, the school shall have the right to terminate this

agreement upon thirty (30) days prior written notice to the vendor prior to the

beginning of any such fiscal year. The school shall use reasonable efforts to

avoid termination of this agreement based on lack of fiscal funding. In the event

of any such termination, the school shall pay the vendor for the services

performed up to the date of termination.

MISCELLANEOUS

Independent Vendors – Each party to this agreement is an independent

contractor and nothing herein shall be construed to imply a partnership, joint

venture, employment or agency relationship between the parties hereto.

Assignment – Neither this agreement, nor any of the obligations or

responsibilities contained herein, may be assigned to any party hereto.

Confidentiality of Health Information – The parties shall maintain the

confidentiality of all health information during the term of this agreement and

all times hereafter.

No Third Party Beneficiaries – None of the provisions of this agreement are, or

shall be construed as, for the benefit of or enforceable by any person not a party

to this agreement.

Modification – This agreement may be modified only upon the written

agreement of the parties.



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Waiver – No waiver, express or implied, of any breach of this agreement shall

constitute a waiver of any right under this agreement or of any subsequent

breach thereof.

Severability – If any term or provision of this agreement is held invalid or

unenforceable to any extent, the remainder of this agreement shall not be

affected or impaired thereby and each term and provision of this agreement will

be valid and enforceable to the fullest extent permitted by law, unless doing so

will materially alter the relative benefits and burdens the parties bargained for

herein.

Governing Law – The terms and conditions of this agreement shall be

interpreted and enforced in accordance with the laws of the State of Missouri.

Venue for any action arising under this agreement between the parties hereto

shall be in Franklin County, Missouri.

Notices – Any notice required or permitted by this agreement shall be in writing

and shall be deemed given: (i) when delivered personally to the party to whom

the notice is addressed; (ii) when deposited in the mail, postage prepaid, by

either registered or certified mail, or when deposited with a nationally

recognized overnight delivery service, prepaid for next day delivery, address to

such party at the address below or at such other address as such party hereafter

designates in writing to the other, or (iii) when transmitted by facsimile with

transmission acknowledgement received by the facsimile sender, provided

written notice delivered by any of the other means of delivery specified in this

section follows such facsimile.

Entire Agreement – This agreement constitutes the entire agreement between

the parties and all prior discussions between them relating to the subject matter

of this agreement are merged herein.

If required by District, Vendor shall provide the Anti- Discrimination Against

Israel certification set forth in RSMo 34.600.



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FEDERAL WORK AUTHORIZATION PROGRAM (“E-VERIFY”) ADDENDUM

Pursuant to Missouri Revised Statute 285.530, all business entities awarded any

contract in excess of five thousand dollars ($5,000) with a Missouri public school district

must, as a condition to the award of any such contract, be enrolled and participate in a

federal work authorization program with respect to the employees working in connection

with the contracted services being provided, or to be provided, to the District (to the extent

allowed by E-Verify). In addition, the business entity must affirm the same through sworn

affidavit and provision of documentation. In addition, the business entity must sign an

affidavit that it does not knowingly employ any person who is an unauthorized alien in

connection with the services being provided, or to be provided, to the District.

Accordingly, your company:

a) Agrees to have an authorized person execute the attached “Federal Work

Authorization Program Affidavit” attached hereto and deliver the same to the District prior

to or contemporaneously with the execution of its contract with the District;

b) Affirms it is enrolled in the “E-Verify” (formerly known as “Basic Pilot”) work

authorization program of the United States, and are participating in E-Verify with respect

to your employees working in connection with the services being provided (to the extent

allowed by E-Verify), or to be provided, by your company to the District;

c) Affirms that it is not knowingly employing any person who is an unauthorized

alien in connection with the services being provided, or to be provided, by your company to

the District;

d) Affirms you will notify the District if you cease participation in E-Verify, or if

there is any action, claim or complaint made against you alleging any violation of Missouri

Revised Statute 285.530, or any regulations issued thereto;

e) Agrees to provide documentation of your participation in E-Verify to the District

prior to or contemporaneously with the execution of its contract with the District (or at any

time thereafter upon request by the District), by providing to the District an E-Verify

screen print-out (or equivalent documentation) confirming your participation in E-Verify;

f) Agrees to comply with any state or federal regulations or rules that may be issued

subsequent to this addendum that relate to Missouri Revised Statute 285.530; and

g) Agrees that any failure by your company to abide by the requirements a) through

f) above will be considered a material breach of your contract with the District.

By: ________________________________ (signature)

Printed Name and Title: ________________________________

For and on behalf of: ________________________ (company name)



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FEDERAL WORK AUTHORIZATION PROGRAM AFFIDAVIT

I, ________________________, being of legal age and having been duly sworn

upon my oath, state the following facts are true:

1. I am more than twenty-one years of age; and have first-hand

knowledge of the matters set forth herein.

2. I am employed by __________ (hereinafter “Company”) and have

authority to issue this affidavit on its behalf.

3. Company is enrolled in and participating in the United States E-Verify

(formerly known as “Basic Pilot”) federal work authorization program with respect

to Company’s employees working in connection with the services Company is

providing to, or will provide to, the District, to the extent allowed by E-Verify.

4. Company does not knowingly employ any person who is an

unauthorized alien in connection with the services Company is providing to, or will

provide to, the District.

FURTHER AFFIANT SAYETH NOT.

By: ________________________________ (individual signature)

For ________________________ (company name)

Title: _______________________

Subscribed and sworn to before me on this _____ day of ____________________,

20___.

NOTARY PUBLIC ___________________

My commission expires: _______________

Assessments and Data Warehouse

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