form No. DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 GOVERNMENT OF THE VIRGIN ISLANDS OF THE UNITED STATES Request for Proposal — Negotiation Professional Services So Date: September 6, 2018 eee eee eee eee Cee eee ee ee eee ee ee Pe eee eee eee eee eee sy RFP No. 037-C-2018.(P) Pursuant fo 31 VIC. 239 (a) (4) and Rules and Regulations: thereunder issued, the Government of the: Virgin Islands, herein after referred to as GVI, Department. of Property and Procurement will receive proposals for the work described below. Proposals will be received no later than Monday, October 1, 2018 @ 4:00 o’clock p.m. Atlantic. Standard Time. DESCRIPTION OF WORK: Qualified Contractor(s) to provide an Online Differentiated Literacy Software. and Part- Time Project Management Services for the Department inthe St. Croix District, U.S. Virgin Islands. SCOPE OF SERVICES: See Attached Department of Education RFP -1- Form No, DPP-RFP-PS-68-75 Approved 5/7/75. Revised 3/18/08 NEGOTIATED PROCEDURES: The Commissioner of the Department of Property. and Procurement will appoint a. Selection Committee to assist in the evaluation and selection of the Contractor. Accordingly current data on qualifications and performance should be submitted with proposals. After reviewing the qualifications and proposals the Committee will select for discussions from the firm/s or person/s considered not less than three (3), in order of. preference, deemed to be most highly qualified to provide the services herein required. Discussions will be conducted successively and severally with the firms. or persons so selected the anticipated concepts and the relative utility alternative methods of approach for furnishing the services hereunder. FACTORS FOR DISCUSSIONS Selection criteria will include (i) Professional qualification, registration and ‘general reputation of principals of the fitm or person; (ii) the extent to which the firm or person specializes in or has provided services of a type and scope similar to ‘the. hereunder; (iii) familiarity with the location (s) in which services will be performed; (iv) capability of meeting schedules; and (v) quality of performance on other similar projects. NEGOTIATION: The Selection Committee shall recommend to. the Commissioner the. highest qualified firm or person with whom a contract shall be negotiated. The Commissioner, with the assistance of the Selection Committee, shall attempt to negotiate a-contract with such firm or person. Should the Commissioner be unable to negotiate a satisfactory contract with the firm considered. to be the most qualified, at.a price he determines to be fair and reasonable to the Government, negotiations with that firm will be formally terminated. Negotiations will then commence with the second most. qualified, the third most:qualified or additional firms, in order of preference, and shall. continue until an agreement is reached. Lloyd T. Bough, Jr: Commissioner. Property and Procurement. Form No. DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 INSTRUCTION TO PROPOSERS A. NOTICE RFP-037-C-2018 (P) Qualified Contractor(s) to provide an Online Differentiated Literacy Software and Part-Time Project Management Services for the Department in the St. Croix District, U.S. Virgin Islands Information provided in the scope of work is to be used only for purposes of preparing a proposal. It is further expected that each bidder will read the scope of work thoroughly, for failure to meet certain specified conditions may invalidate the proposal. The Government of the Virgin Islands, herein after referred to as GVI, reserves the right to reject any or all proposals or any portion thereof and to accept the proposal deemed most advantageous to GVI. Price shall not be the sole criterion of awarding this project. Scope and quality of work proposed and the ability of the bidder to complete this type of project shall also be considered. Applicants are requested to submit proposals on the basis of the scope of work. Alternative proposals recommending new features and technology other than that requested in the scope of work will receive consideration providing such new features and/or technology is clearly explained. Any exceptions to the requirements requested herein must be clearly noted in writing and be included as part of the proposal. The information contained herein is believed to be accurate, but is not to be considered in any way as a warranty. Request for additional information clarifying the Scope of Work should be directed in writing to Deputy Commissioner of Procurement, Dynell R. Williams at dynell.williams(@dpp.vi.gov. B. STATEMENT OF PURPOSE To assist the Government of the Virgin Islands in meeting the requirement for the following services: RFP-037-C-2018 (P) Qualified Contractor(s) to provide an Online Differentiated Literacy Software and Part-Time Project Management Services for the Department in the St. Croix District, U.S. Virgin Islands. Cc. PROPOSE SCOPE OF SERVICES See Attached Department of Education RFP Form No: DPP-REP-PS-68-75 Approved 5/7/75 Revised 3/18/08 D. TIMEFABLE 1. Last day for request for written clarification will be . Friday, September 14, 2018 @ 4:00 p.m. Atlantic Standard Time. 2. Proposals:will be accepted-at Department of Property & Procurement, no later than Monday, October 1, 2018 @ 4:00 p. m. Atlantic Standard Time. E. SUBMISSION OF PROPOSAL | All interested. parties shall submit one (1) original and five (5) copy sets of proposals, which are to be delivered to the Department of Property and Procurement -no later than Monday, October 1, 2018 @ 4:00 p. m. Atlantic Standard Time. They shall be addressed to: Lloyd T. Bough, Jr. Commissioner Property & Procurement. 3274 Estate Richmond, Christiansted St. Croix, Virgin Islands 00820 THE SEALED ENVELOPE CONTAINING THE PROPOSAL MUST HAVE THE FOLLOWING INFORMATION WRITTEN ON THE OUTSIDE OF THE ENVELOPE OR PACKAGE: SEALED PROPOSALS-DO NOT OPEN REP-037-C-2018 (P) (Name of Bidder) (Mailing Address of Bidder) (Telephone Number of Bidder) (Fax Number of Bidder) Where proposals are sent by mail, the bidder shall be responsible for their delivery to Department of Property & Procurement before the date and time set for the closing of acceptance of proposals.. Fornr No: DPP-RFP-PS-68-75 Approved 5/7/75 “Revised 3/18/08" WITHDRAWALS OF PROPOSAL A proposal may be withdrawn at any time prior to the: time specified as the closing time for acceptance:of proposals. However, no proposal shall be withdrawn or canceled for a period of thirty (30) days after said closing time for acceptance of proposals nor shall the.successful provider withdraw, cancel or modify the proposal, except at the request of GVI after having been notified that said proposal has been accepted by GVI. INTERPRETATION OF SPECIFICATIONS If any person contemplating submitting a proposal requires clarification of any: part of the: scope of work, he/she may submit to the GVI a written request for an interpretation thereof to the. Deputy Commissioner of Procurement, Dynell R. Williams. GVI will not respond to questions received after the above established. date. The person. submitting the request will be responsible ‘for its prompt delivery. Any interpretation of the scope of work will be made in writing to all prospective providers. Oral explanations will not be-binding. CONSIDERATION OF PROPOSAL The Commissioner of Property and Procurement shall represent and act for GVI in all matters pertaining to the scope of work. ‘and contract in conjunction therewith. This RFP does not commit GVI to the award of a‘contract, nor pay of any cost incurred in the preparation and submission of proposals in anticipation of a contract. GVI reserves the right to reject any or all proposals and to disregard any informality and/or irregularity in the proposal when, in its opinion, the best interest of GVI will be served by such action. Proposals failing-to provide some of the items. in the scope of work shall not be rejected per.se but any deviations from the scope must be clearly noted. ACCEPTANCE OF PROPOSALS GVI will notify in writing acceptance of one of the proposals. Failure to provide any supplementary documentation to comply with the respondent’s proposal may be grounds for disqualification. CONTENTS OF PROPOSAL The following is a list of information to be included in the written proposal. Failure to comply with all the:requirements as outlined, may disqualify the ‘applicant. Also, see Départinent of Education RFP Section L—Proposal Format. -Form No. DPP-REP-PS-68-75 Approved 5/7/75 Revised 3/18/08 1. Introductory letter about the applicant: a. Name,.address, email and telephone numbers. . b. Type of service for which individual/firm is qualified. 2. Organization: Names/addresses:of Principals of Firm. ; Names-of key personnel with experience of each and length of time in organization. . Number of staff available for project. (Local & Off-Territory) Copy of Articles of Incorporation Copy of Certificate of Resolution Copy of valid Business License oP 3. Outside consultants that will be retained for this project and percentage of work to be sub-contracted. 4. Project experience: a. List of completed projects and estimated cost of each. -b. Current projects underway; scope; percentage completed to date ‘and estimated cost of each. 5. Project References: (including a notarized written consent from the. authorized representative which must include: name; telephone number;. and email address). 6; Project Approach: a.. Describe how you will approach this project.and availability to perform the services requested. 7. Cost: Cost Proposal (one (1) original and five (4) copy sets of proposals) must be submitted in a separate sealed envelope. K, CONFLICT OF INTEREST A. proposer filing a proposal hereby certifies that no officer, agent or employee of GVI has a pecuniary interest in this. proposal or has participated in contract negotiations on behalf of GV1; that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other Bidder for the same request for proposals; the Bidder is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm. Form No. DPP:RFP Proposers should present their vision of how they propose. meeting. DOE’s needs and’ identify the overall approach to the project, define the scope: of their offered services, and how they propose to meet the Scope: of Services and Deliverables as defined in this RFP. (5} Provide at least three (3) proféssional references (project references). (6) Demonstrate the ability to perform services on-site in DOE’s facilities. The Government of the Virgin Islands is not liable for any cost incurred by the ‘proposer prior to the signing of.a contract by all Parties. I LATE PROPOSALS Any Proposal received after the exact time.specified for receipt will not be considered. J. GIFTS FROM CONSULTANT The. Government’s officers, employees, or agents shall neither solicit nor accept ‘gratuities, favors, or anything of monetary valué. from’ contractors or potential contractors. To. the extent permissible under local laws, rules, or regulations, such standards shall provide for appropriate penalties, sanctions, or other disciplinary actions to be. applied for violations of such ‘standards. 1. The selected contractor: shall be responsible for paying all applicable. taxes and fees, including but not limited to, excise tax, local income ‘tax, and payroll and withholding taxes. for its employees. The contractor shall hold Government harmless for all claims arising from payment of such 'taxes and fees. RFP to Provide Differentiated Literacy Software.and Part-time Project Management Services Page 4 of 7 2. The selected contractor shall obtain and post as required, all licenses, insurances, permits, and certificates as required by federal and local laws, rules and: regulations, and policies. PROPOSAL FORMAT Each proposal must also meet the following minimum requirements: Part I: Narrative 1) Table of Contents . ‘This section must contain a table of contents..All major parts of the proposal must be identified by page numbers. 2) Executive Summary/Proposal Overview . This section must describe the salient features. of the proposal. It. must contain.an overview of the proposer’s company background and qualifications, and must condense and highlight the contents of the proposal. to provide a_ broad. ‘understanding of the entire proposal..The Executive Summary should include conclusions and generalized recommendations. Pricing information must not be included in the Executive Summary.. 3) Required Parts and Documents The proposal must include components of Section I. F, 4) Technical Response Demonstrate ability and capacity to provide services described in Section II. In this section, proposers should present their vision of how they propose meeting the Government’s needs and identify the overall. approach to the project, define the-scope of their offered services, and how they propose to meet the Scope of Services as defined in this RFP. Part IT: Cost Proposal Overview The proposal shall provide the proposed compensation. for the. services. to: be: provided as described in Section I]: Costs must be déscribed, to include the cost for services, travel accommodations (to include inter-island travel, meals, lodging, etc.), and professional development resource material SCOPE OF SERVICES The selected service provider will provide teachers with online access to create and store lesson plans, ancillary management and data conversion tools, as: well as provide the necessary on site and virtual training and support as outlined below. REP to Provide Differentiated Literacy Software and Part-time Project. Management Services Page 5 of 7 ‘Tasks. The selected contractor shall provide the following: Ned Il. IV. Online, differentiated literacy. software licenses for students in all secondary schools and activity centers in the St. Croix District; Software features which. include differentiated, grade-appropriate, nonfiction passages, matched to a student’s individual Lexile level; Software features must include regular assessments, aligned to. National grade-level standards, which measure the student’s ability to comprehend informational text; On site shared part-time management for all identified sites; and Connectivity with existing data collection dashboard Deliverables: Onliie,. differentiated literacy software licenses for approximately 1500 students in 7 secondary. schools and activity centers in the St. Croix District. School and administrator access to reporting:platform and student data. Integration with district analytic platform (use of secure ftp, nightly data exports from software system to STX). On site shared part-time. project manager for all identified sites. Part-time project management services include: providing: leadership liaison, capacity building; targeted, frequent reporting; implementation oversight .& accountability; assessment & research. Management tool for adding, removing users. Management of diagnostics and course configurations.. Ability to create roster files via data from. file upload from our-existing student information system (Powerschool). Ability for students to log in remotely to extend instructional time. ‘Mobile and desktop. friendly interface. NON-PERFORMANCE BY SELECTED CONTRACTOR In the event of the selected contractor’s non-performance. under the subsequent. contract and/or the violation or breach of the contract terms, the Government shall have the right to: pursue all administrative, contractual, and legal remedies.against the.contractor and shall have the right to seek all sanctions and. penalties as may be appropriate. Further, either party shall have the right to terminate the contract with or without cause upon the agreed upon written notice to the other party specifying the date of termination. CONTRACTUAL REQUIREMENTS All bid proposals and. subsequent contract and supporting documents (if selected) must reflect the legal name of entity. Supporting. documents that must be submitted prior to contract. execution and within the time-established by the Government shal! include,.but not be: limited to, the following: RFP to Provide Differentiated Literacy Software and Part-time Project Management Services Page 6 of 7 (1) Certificate of Resolution, as to.the authorized ne gotiator and signer of a contract. (2) Current Virgin Islands Business License issued to the legal name of record of the entity by the Government of the Virgin Islands, Department of Licensing and Consumer Affairs: and if applicable, copy of current business license issued. by state, city or county in. which the _ foreign corporation is operating. (3) Three. (3) current original Certificate(sjof Good Standing/Existence, in legal name of the Contractor by the Virgin Islands Office of the Lt. Governor, Division of: Corporations and Trademarks; and if company is not locally formed, an original Certificate of Good Standing, Cer ‘tificate of Existence, or Certificate of Status from the state of registration. (4) Certificate of Issuance ot Renewal of Trade Name issued by the Virgin Islands Office of _ the Lt. Governor, Division of Corporations and Trademarks, if applicable. (5). Articles _of Incorporation or Organization, as applicable; or documents governing operation. (6) Certificate of Liability Insurance indicating: proof of coverage of Professional Liability Insurance and General Liability/Public Liability Insurance - cach of no less than [One Million Dollars and Zero Cents ($1,000,000.00)] for any one occurrence. The Contractor must provide a Certificate of Liability Insurance and Declaration/Endorsement pages. that indicating that the Government of the Virgin Islands, Department of Education, is as “certificate holder” and an “additional insured” on the General Liability/Public Liability Insurance. The Professional Liability Insurance must cover the services to be provided under the contract. (7) Certificate of Government Insurance/Copy of Certificate providing firm/agents are covered by Workers’ Compensation Employees Liability. Please note the above-referenced documents are subject to modification at the Government’s discretion. Any silence, absence, or omission fromthe contract specifications concerning-any point shall be. regarded as meaning that only the best-commercial practices are-to prevail. All contractual documents including insurance certificates/policies must be kept updated. and maintained throughout the term of the contract. RFP to Provide Differentiated Literacy:Software and Part-time Project Management Services Page.7 of 7