Adelanto Elementary School District Sealed Solicitation
Title: RFP 23/24-ADE-01 AFTER SCHOOL SAFETY AND EDUCATION PROGRAM
Deadline: 5/8/2023 2:00 PM (UTC-08:00) Pacific Time (US & Canada)
Status: In Review
Solicitation Number: RFP 23/24-ADE-01
Description: AESD is issuing this Request for Proposal (RFP) to identify a qualified agency to provide implementation, with fidelity, of the specifically certified assurances as stated in the ASES Grant and to provide services to students at each of the schools named above for the 2023-2024 school year.
Documents:
| Documents as of 4/16/2023 |
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Addition 1
Posted: 5/10/2023
Type of Addition: In Review
Overview: CURRENTLY BEING EVALUATED
Question 1
Posted: 4/18/2023
Question: What is the budget for this project?
Response: This is determined by the ASES grant funding that the district is allotted
Question 2
Posted: 4/18/2023
Question: What is the expected start date of the contract?
Response: July 1, 2023 and run through June 30, 2024
Question 3
Posted: 4/18/2023
Question: Will the district assign the vendor to school sites, or will we have to reach out to school sites to offer services?
Response: The vendor is responsible for advertisement and registration at each school site. The priority students McKinney Vento and Foster Youth would have first priority in being accepted.
Question 4
Posted: 4/18/2023
Question: Is there an estimate on students to be served for this project?
Response: The school site numbers vary depending on the total number of students enrolled at the site. Here are current numbers: AES-71 DFB-111 CMS-83 ERE-83 EMS-33 GMS-111 GFS-83 MDAE-111 MLMS-111 MKP- 83 TVE-111 VME-83 WCE-83 WSP-83
Question 5
Posted: 4/18/2023
Question: I understand that per the RFP, Adelanto ESD is looking for after school programs that run from the end of the school day until 6pm. Is the district also interested in seeing options for after school programs that run 1-2 times a week for 1-2 hours a session?
Response: Right now we are looking for a program that runs from after school until 6 pm daily for each school site. You could speak about optional programs up and beyond the daily that your company can offer that are separate from this RFP and would endure an additional cost.
Question 6
Posted: 4/18/2023
Question: For clarification, should the RFPs be submitted hard copies through the mail, or is it preferred for vendors to use the online submission system?
Response: Either way that you prefer is fine
Question 7
Posted: 4/19/2023
Question: 1. Will you braid ELOP funds with ASES funds? 2. If the district is withholding 15% of funding, is the provider going to be able to count on an 85% pass-through rate to fund the provider’s programs? 3. Is there an existing district-wide discipline policy in place, and if so, what is it? Or do principals make discipline decisions? 4. Is there a policy for students walking home from ASES programs? 5. Are you aware of any upcoming federal audits? 6. What are the current languages spoken by 15% or more of students? 7. Page 5 of the RFP states: “Submit Quarterly Expenditure Reports in ledger format by the 15th of each month with copies of receipts.” Are expenditure reports required monthly, or quarterly? 8. ASES programs typically require supper. a. Do you have cafeterias operating during supper hours? b. Will the district be paying for supper? c. Do you have a vendor for suppers? d. Does the provider’s staff need food handler’s cards? e. To what extent is the provider managing refrigeration, recordkeeping, and food preparation? f. Can you provide any guidance about what supper costs, if any, the provider would need to include in their pricing?
Response: 1. We will utilize the ASES funding as the primary source, however when the contract is submitted for final approval the district may consider utilizing additional funding if necessary. 2. Yes 3. The district has a School Culture and Climate Plan that includes the discipline policy, which is aligned to the Board Policy 5144 and Administrative Regulation 5144. We do require the after school program to have their own discipline plan in place that is aligned to the District policy and procedures. Communication with the principal/school is expected as a preventative measure for major Ed. Code violations. The principal may deem it necessary to further the investigation or discipline due to the nature of the violation. 4. Students are not allowed to walk home from the program for safety reasons. 5. Audits can happen at any time and all programs are expected to follow state, federal and categorical guidelines and submit accurate reports and evidence on time. 6. English and Spanish 7. In the contract language, expenditure reports need to be submitted monthly to monitor allowable expenses and make any corrections prior to the quarterly report to be submitted to the state. The state sets the submission dates for the quarterly reports. 8. (a) Yes (b) Yes (c) Yes (d) Yes, at least one person at each site (e) For supper and snacks the provider would have provided record keeping of which students, what days, and how many. Refrigeration and food preparation is done by the District Child Nutrition Services. (f) No cost
Question 8
Posted: 4/26/2023
Question: If the District leverages ELOP funding to supplement the ASES program implementation in light of the 85/15 split reflected in the RFP, what might that look like?
Response: We will utilize the ASES funding as the primary source, however when the contract is submitted for final approval the district may consider utilizing additional funding if necessary.
Posted: 5/10/2023
Type of Addition: In Review
Overview: CURRENTLY BEING EVALUATED
Posted: 4/18/2023
Question: What is the budget for this project?
Response: This is determined by the ASES grant funding that the district is allotted
Posted: 4/18/2023
Question: What is the expected start date of the contract?
Response: July 1, 2023 and run through June 30, 2024
Posted: 4/18/2023
Question: Will the district assign the vendor to school sites, or will we have to reach out to school sites to offer services?
Response: The vendor is responsible for advertisement and registration at each school site. The priority students McKinney Vento and Foster Youth would have first priority in being accepted.
Posted: 4/18/2023
Question: Is there an estimate on students to be served for this project?
Response: The school site numbers vary depending on the total number of students enrolled at the site. Here are current numbers: AES-71 DFB-111 CMS-83 ERE-83 EMS-33 GMS-111 GFS-83 MDAE-111 MLMS-111 MKP- 83 TVE-111 VME-83 WCE-83 WSP-83
Posted: 4/18/2023
Question: I understand that per the RFP, Adelanto ESD is looking for after school programs that run from the end of the school day until 6pm. Is the district also interested in seeing options for after school programs that run 1-2 times a week for 1-2 hours a session?
Response: Right now we are looking for a program that runs from after school until 6 pm daily for each school site. You could speak about optional programs up and beyond the daily that your company can offer that are separate from this RFP and would endure an additional cost.
Posted: 4/18/2023
Question: For clarification, should the RFPs be submitted hard copies through the mail, or is it preferred for vendors to use the online submission system?
Response: Either way that you prefer is fine
Posted: 4/19/2023
Question: 1. Will you braid ELOP funds with ASES funds? 2. If the district is withholding 15% of funding, is the provider going to be able to count on an 85% pass-through rate to fund the provider’s programs? 3. Is there an existing district-wide discipline policy in place, and if so, what is it? Or do principals make discipline decisions? 4. Is there a policy for students walking home from ASES programs? 5. Are you aware of any upcoming federal audits? 6. What are the current languages spoken by 15% or more of students? 7. Page 5 of the RFP states: “Submit Quarterly Expenditure Reports in ledger format by the 15th of each month with copies of receipts.” Are expenditure reports required monthly, or quarterly? 8. ASES programs typically require supper. a. Do you have cafeterias operating during supper hours? b. Will the district be paying for supper? c. Do you have a vendor for suppers? d. Does the provider’s staff need food handler’s cards? e. To what extent is the provider managing refrigeration, recordkeeping, and food preparation? f. Can you provide any guidance about what supper costs, if any, the provider would need to include in their pricing?
Response: 1. We will utilize the ASES funding as the primary source, however when the contract is submitted for final approval the district may consider utilizing additional funding if necessary. 2. Yes 3. The district has a School Culture and Climate Plan that includes the discipline policy, which is aligned to the Board Policy 5144 and Administrative Regulation 5144. We do require the after school program to have their own discipline plan in place that is aligned to the District policy and procedures. Communication with the principal/school is expected as a preventative measure for major Ed. Code violations. The principal may deem it necessary to further the investigation or discipline due to the nature of the violation. 4. Students are not allowed to walk home from the program for safety reasons. 5. Audits can happen at any time and all programs are expected to follow state, federal and categorical guidelines and submit accurate reports and evidence on time. 6. English and Spanish 7. In the contract language, expenditure reports need to be submitted monthly to monitor allowable expenses and make any corrections prior to the quarterly report to be submitted to the state. The state sets the submission dates for the quarterly reports. 8. (a) Yes (b) Yes (c) Yes (d) Yes, at least one person at each site (e) For supper and snacks the provider would have provided record keeping of which students, what days, and how many. Refrigeration and food preparation is done by the District Child Nutrition Services. (f) No cost
Posted: 4/26/2023
Question: If the District leverages ELOP funding to supplement the ASES program implementation in light of the 85/15 split reflected in the RFP, what might that look like?
Response: We will utilize the ASES funding as the primary source, however when the contract is submitted for final approval the district may consider utilizing additional funding if necessary.