Fayette County Public Schools Sealed Solicitation
Title: Migrant Tutoring Program
Deadline: 12/13/2024 2:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Awarded
Solicitation Number: 59-24
Description: Fayette County Public Schools is soliciting proposals for a Migrant Tutoring Program.
The purpose of this Scope of Work is to outline the expectations and deliverables for a tutoring company contracted to provide academic tutoring services in Mathematics and English Language Arts (ELA) for migrant students. The company must have a demonstrated track record of working with migrant student populations, and all tutors must be heritage Spanish speakers to ensure culturally and linguistically responsive instruction.
Documents:
| Documents as of 11/15/2024 |
|---|
| RFP_59_24_Migrant_Tutoring_Program.pdf |
Addition 1
Posted: 1/21/2025
Type of Addition: In Review
Addition 2
Posted: 2/28/2025
Type of Addition: Award Information
Overview: Contract Awarded to Papaya Tutoring
Documents:
Question 1
Posted: 11/16/2024
Question: Could you please clarify whether the district is seeking virtual tutoring or onsite tutoring?
Response: Virtual Tutoring
Question 2
Posted: 11/16/2024
Question: Could you provide an estimate of the potential number of students who will be served by the tutoring program?
Response: 75-100 students
Question 3
Posted: 11/19/2024
Question: Will the district accept responses from vendors that can provide only math tutoring, or is the district seeking to award one vendor that can provide both math and ELA?
Response: No. We need a vendor that can provide both math and reading, as they are both required by KYMEP.
Question 4
Posted: 11/19/2024
Question: Is this a sole source award, or would you be open to multiple vendors?
Response: Open to multiple vendors.
Question 5
Posted: 11/19/2024
Question: Could you please clarify whether this is 1:1 tutoring, or if you are open to small group as well?
Response: Open to both
Question 6
Posted: 11/25/2024
Question: With regard to RFP 59-24 (Migrant Tutoring Program), it’s unclear if a virtual, online tutoring provider would be considered. Our company provides live online/virtual tutoring on any Internet-connected device. Is this bid for us as well, or is it only for in-person, face-to-face providers?
Response: Yes virtual tutoring will be considered.
Question 7
Posted: 11/26/2024
Question: Anticipated Timeline, Page 15 While noting that the intended contract start date is February 1, 2025, could the District kindly clarify what is the timeline for program planning consultation? When is the anticipated start of direct tutoring services/ date of first session delivery?
Response: Once board approves, program planning will begin that week. Tutoring should begin the week after planning.
Question 8
Posted: 11/26/2024
Question: Scope of Services, page 16, 2. Target Population What is the approximate # of identified Migrant students per grade level? Of these, how many are identified as “at risk of academic failure due to language barriers”?
Response: We receive the number from the state per quarter, the numbers change from quarter to quarter. Last year we ended the year with 70 students.
Question 9
Posted: 11/26/2024
Question: Scope of Services, page 16, 2. Target Population Will all students who are identified for the Migrant Tutoring Program be students who are enrolled in an ELL/ESL Program with the District? If so, what level(s) of ELL/ESL would these students typically be on?
Response: Our students are in all proficiency levels, but for most of them Spanish is their predominant language.
Question 10
Posted: 11/26/2024
Question: Scope of Services, page 15, 1. Tutoring Services What is the District’s requirement/request for tutor to student ratios for the tutoring services outlined in this RFP?
Response: The Multilingual department requires online not more than 3.
Question 11
Posted: 11/26/2024
Question: Scope of Services, page 15, 1. Tutoring Services Will the District work with the selected tutoring vendor to arrange tutor groups and schedules or is this an expectation for the vendor/ each tutor expected to arrange with individual students/parents?
Response: This is the expectation of the vendor.
Question 12
Posted: 11/26/2024
Question: Scope of Services, page 14, Tutoring Services In accordance with NSSAP best practices and research, high-dosage, high-impact tutoring is most successfully delivered when embedded within the existing instructional day schedule. Will the District entertain proposals that include a collaboratively developed schedule of tutoring services that are provided within the instructional day?
Response: For these students, services must be provided after school or Saturday.
Question 13
Posted: 11/26/2024
Question: Scope of Services, page 15 Could you elaborate further on the method and frequency of expected communication between tutors and parents of students? (referencing these statements in Scope of Services- a) “Tutors will be responsible for communicating with migrant parents in Spanish when parents reach out for questions.” and b) “Reach out to parents to offer options to accommodate students' access to services.”)
Response: Migrant parents may have questions regarding their children's learning, it is expected that tutor communicate with parents. If schedule does not work for parents, arrangement should be made by vendor/tutor.
Question 14
Posted: 11/26/2024
Question: Scope of Services, page 16, 4. Curriculum and Instructional Materials In reference to the following statement: “Instruction should include a balance of language development strategies and content mastery in both subjects.” Does the District envision each identified student to receive tutoring instruction in both ELA and Math? And when the District says that instruction should be a balance of language development strategies with content mastery, could the District elaborate further on what % of time should be dedicated to language development strategies?
Response: Migrant program requires both areas ELA and Math using scaffolds because these students are ELs and need those supports to access the content.
Question 15
Posted: 11/26/2024
Question: Scope of Services, page 17 For the following statement: “A mid-year evaluation meeting will be held to assess progress and address any needed changes in service delivery.” When does the District envision this mid-year program evaluation period taking place?
Response: Since process will begin during the second semester, it will be at the end of summer school.
Question 16
Posted: 11/26/2024
Question: Based on your posted percentage of 19% of EL students, how many tutors do you anticipate needing?
Response: Tutoring is preferred on a 1:1 basis. And we continue to increase the number of PFS students each month. The number of tutors would depend on their availability and the number of students each could take on. We anticipate at least 10 would suffice, again depending on availability.
Question 17
Posted: 11/26/2024
Question: How many times per week do you anticipate students will receive tutoring?
Response: PFS students require 2 tutoring sessions per week.
Question 18
Posted: 11/26/2024
Question: What are the minimum and maximum tutoring session lengths (e.g., minimum 30 minutes and maximum 60 minutes or something else)?
Response: Each tutoring session should be 1 hour.
Question 19
Posted: 11/26/2024
Question: We can administer our own assessments on our platform. Will that meet your needs?
Response: The assessments must reflect the KY reading and math standards and be able to show progress and skill growth areas.
Posted: 1/21/2025
Type of Addition: In Review
Posted: 2/28/2025
Type of Addition: Award Information
Overview: Contract Awarded to Papaya Tutoring
Documents:
Posted: 11/16/2024
Question: Could you please clarify whether the district is seeking virtual tutoring or onsite tutoring?
Response: Virtual Tutoring
Posted: 11/16/2024
Question: Could you provide an estimate of the potential number of students who will be served by the tutoring program?
Response: 75-100 students
Posted: 11/19/2024
Question: Will the district accept responses from vendors that can provide only math tutoring, or is the district seeking to award one vendor that can provide both math and ELA?
Response: No. We need a vendor that can provide both math and reading, as they are both required by KYMEP.
Posted: 11/19/2024
Question: Is this a sole source award, or would you be open to multiple vendors?
Response: Open to multiple vendors.
Posted: 11/19/2024
Question: Could you please clarify whether this is 1:1 tutoring, or if you are open to small group as well?
Response: Open to both
Posted: 11/25/2024
Question: With regard to RFP 59-24 (Migrant Tutoring Program), it’s unclear if a virtual, online tutoring provider would be considered. Our company provides live online/virtual tutoring on any Internet-connected device. Is this bid for us as well, or is it only for in-person, face-to-face providers?
Response: Yes virtual tutoring will be considered.
Posted: 11/26/2024
Question: Anticipated Timeline, Page 15 While noting that the intended contract start date is February 1, 2025, could the District kindly clarify what is the timeline for program planning consultation? When is the anticipated start of direct tutoring services/ date of first session delivery?
Response: Once board approves, program planning will begin that week. Tutoring should begin the week after planning.
Posted: 11/26/2024
Question: Scope of Services, page 16, 2. Target Population What is the approximate # of identified Migrant students per grade level? Of these, how many are identified as “at risk of academic failure due to language barriers”?
Response: We receive the number from the state per quarter, the numbers change from quarter to quarter. Last year we ended the year with 70 students.
Posted: 11/26/2024
Question: Scope of Services, page 16, 2. Target Population Will all students who are identified for the Migrant Tutoring Program be students who are enrolled in an ELL/ESL Program with the District? If so, what level(s) of ELL/ESL would these students typically be on?
Response: Our students are in all proficiency levels, but for most of them Spanish is their predominant language.
Posted: 11/26/2024
Question: Scope of Services, page 15, 1. Tutoring Services What is the District’s requirement/request for tutor to student ratios for the tutoring services outlined in this RFP?
Response: The Multilingual department requires online not more than 3.
Posted: 11/26/2024
Question: Scope of Services, page 15, 1. Tutoring Services Will the District work with the selected tutoring vendor to arrange tutor groups and schedules or is this an expectation for the vendor/ each tutor expected to arrange with individual students/parents?
Response: This is the expectation of the vendor.
Posted: 11/26/2024
Question: Scope of Services, page 14, Tutoring Services In accordance with NSSAP best practices and research, high-dosage, high-impact tutoring is most successfully delivered when embedded within the existing instructional day schedule. Will the District entertain proposals that include a collaboratively developed schedule of tutoring services that are provided within the instructional day?
Response: For these students, services must be provided after school or Saturday.
Posted: 11/26/2024
Question: Scope of Services, page 15 Could you elaborate further on the method and frequency of expected communication between tutors and parents of students? (referencing these statements in Scope of Services- a) “Tutors will be responsible for communicating with migrant parents in Spanish when parents reach out for questions.” and b) “Reach out to parents to offer options to accommodate students' access to services.”)
Response: Migrant parents may have questions regarding their children's learning, it is expected that tutor communicate with parents. If schedule does not work for parents, arrangement should be made by vendor/tutor.
Posted: 11/26/2024
Question: Scope of Services, page 16, 4. Curriculum and Instructional Materials In reference to the following statement: “Instruction should include a balance of language development strategies and content mastery in both subjects.” Does the District envision each identified student to receive tutoring instruction in both ELA and Math? And when the District says that instruction should be a balance of language development strategies with content mastery, could the District elaborate further on what % of time should be dedicated to language development strategies?
Response: Migrant program requires both areas ELA and Math using scaffolds because these students are ELs and need those supports to access the content.
Posted: 11/26/2024
Question: Scope of Services, page 17 For the following statement: “A mid-year evaluation meeting will be held to assess progress and address any needed changes in service delivery.” When does the District envision this mid-year program evaluation period taking place?
Response: Since process will begin during the second semester, it will be at the end of summer school.
Posted: 11/26/2024
Question: Based on your posted percentage of 19% of EL students, how many tutors do you anticipate needing?
Response: Tutoring is preferred on a 1:1 basis. And we continue to increase the number of PFS students each month. The number of tutors would depend on their availability and the number of students each could take on. We anticipate at least 10 would suffice, again depending on availability.
Posted: 11/26/2024
Question: How many times per week do you anticipate students will receive tutoring?
Response: PFS students require 2 tutoring sessions per week.
Posted: 11/26/2024
Question: What are the minimum and maximum tutoring session lengths (e.g., minimum 30 minutes and maximum 60 minutes or something else)?
Response: Each tutoring session should be 1 hour.
Posted: 11/26/2024
Question: We can administer our own assessments on our platform. Will that meet your needs?
Response: The assessments must reflect the KY reading and math standards and be able to show progress and skill growth areas.