Agenda Item
a. English Learners Program Evaluation and Master Planning (Not to exceed $183,136.97)
Summary: Presented by: Dr. Norman C. Sauce III, Chief of Student Services, Division of Student Services
Request: It is requested that the Board of Education approve the award for RFP 24-589 for the English Learners Program Evaluation and Master Planning to RMC Research Corporation as the most responsive and responsible bidder to perform a comprehensive program evaluation, and master development of the DCSD English Learners Department for an amount not to exceed $183,136.97.
Why: The desired outcome for this program evaluation and master planning is to provide the school district with an evaluation of and recommendations for improving the academic and developmental outcomes and experiences for our English learners, and in how we partner with their families. The recommendations and master planning are expected to address any aspects of academic programming and operations of the school district that enhance and/or hinders their implementation.
It is the expectation of the program evaluation and master-planning process to gather information about our English Learner Department and ESOL services, systems of support for English learners and families, for ensuring their equitable access to high quality instruction at all schools, and timely and effective communication. The evaluation should include analysis of, including but not limited to: tier one curriculum and instructional practices, service models, assessment practices, reclassification practices, interpretation and translation access and efficacy, school-to-home communication practices, professional development needs, resource allocation relative to state and national standards to serve the learning and language development needs of our English learners receiving ESOL services. Additionally, we are seeking to evaluate the vertical and horizontal articulation of language development instructional practices in grades K-12 for our English learners receiving ESOL services.
Components of the English Learners Department evaluation and master planning must include, but are not limited to:
Evidence of alignment to state and national (WIDA) English Language Development standards.
Evidence of language development that impacts the teaching and learning of content standards across the curriculum and assessments.
A review of the district organization chart and job descriptions to maximize direction and support for impacting change to deliver better instruction for English learners.
Evidence of consistency and fidelity in the implementation of ESOL service models district wide.
Evidence of technology integration across K-12 ESOL services.
Evidence of curriculum and assessment materials that reflect the diverse language development needs of our student population.
A review of the policies and controls that govern the multi-level English Learners department and ESOL services.
A review of the DCSD budgets to support the review, revision, and implementation of ESOL Curriculum, and ESOL services including identification, screening, assessment, reclassification and exit processes.
Details: In accordance with the formal procurement procedures published by the Georgia Department of Education, the Request for Proposal (RFP) was issued May 23, 2024. Electronic notification was sent to 195 vendors from the DCSD vendor list, 2,638 vendors through the State of Georgia Procurement Registry (GPR), and 687 vendors through IonWave, the DeKalb County School District’s solicitation portal. The solicitation was advertised in the Champion Newspaper for two (2) consecutive weeks beginning May 23, 2024. Four (4) proposals were received on June 25, 2024, for the English Learners Program Evaluation and Master's Planning. Three (3) proposals were deemed responsive and evaluated on the following criteria: Firm’s Overview, Scope of Services, Firm’s Relevant Experience and Expertise, Professional References, and Cost of Services. The firm’s profile including ownership structure, history, and organization chart; scope of services including methodology and strategies; relevant experiences in comparable K-12 school districts; and three written references.
Financial impact: The financial impact to the general funds for school year 2024-2025 will not exceed the amount $183,136.97.
Division of Student Services Charge Code:
100.2300.530000.00011.8740.9990.8010.094.0000
Contact: Dr. Norman C. Sauce III, Chief of Student Services,, Division of Student Services, 678-676-1079
Dr. Evelyn Hall, Executive Director, English Learners Program/Title III and DeKalb International Screening Center, Division of Student Services, 678-676-6602
Effective: August 19, 2024 - August 18, 2025
Status: Solicitation Reviewed and Approved by General Counsel
June 25, 2024 Page 1 of 2
RE: Award Recommendation Letter –
RFP 24-589 English Learners Program Evaluation & Master Planning
Greetings,
RFP 24-589 English Learners Program Evaluation & Master Planning was formally processed through the
Purchasing Department at your request. Response(s) to the solicitation were received in the Purchasing
Department on June 25, 2024.
Four (4) proposals were reviewed and three (3) deemed responsive to the requirements of the solicitation.
Please find attached the responsive proposals and the Abstract Sheet, which is the record of the public
opening/acknowledgement.
Please take the following course of action:
1) Convene the evaluation team. Remember that each individual serving as an evaluator must have a
completed and signed Solicitation Evaluator Agreement on file in the Purchasing Department. Your
team will work together to review and evaluate elements of each response in comparison to the
solicitation requirements.
2) Using this form, please advise the Purchasing Department as soon as possible of your award
recommendation(s) and the date you anticipate presenting your recommendation of award to the
Board of Education for approval.
REMINDER: Include the entire bid/rfp number and bid/rfp name in your Board of Education item
documentation so that we can later match the resulting Superintendent’s award directive to your
solicitation and produce an award letter.
3) If your Recommended Award Vendor is not the lowest priced offering, you must provide the
Purchasing Department your rationale for not awarding to the lowest responsive respondent. Use
an additional sheet to provide your rationale.
4) If there is only one line item on the solicitation or if there are multiple line items recommended for
award and to a single Award Vendor, simply fill in the information below for Recommended Award
Vendor #1.
5) If there are multiple line items to be awarded and/or if you recommend splitting the award to
multiple Award Vendors, you will need to fill in the name for each Recommended Award Vendor on
the lines below and attach the Tabulation indicating which items are to be awarded to each
Recommended Award Vendor.
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org
Page 2 of 2
6) Upon receipt of your award recommendation(s), the Purchasing Department will notify the Risk
Department of your award recommendation and contact the vendor(s) to request final and fully
compliant insurance certificates prior to issuance of the award letter and prior to commencement
or delivery of services under this solicitation.
Please email to Sierra_McGhee-Adams@dekalbschoolsga.org
_______________________________
Recommended Award Vendor #1
________________________________
Anticipated BOE Presentation Date
_______________________________
Recommended Award Vendor #2
________________________________
Your Signature / Today’s Date
_______________________________
Recommended Award Vendor #3
_______________________________
Recommended Award Vendor #4
_______________________________
Recommended Award Vendor #5
Please feel free to reach out to me at 678 676-0120 with any questions or concerns. Your prompt response
is appreciated. Thank you.
Regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS\sma
Attachment – Proposal(s)
c: Dr. Norman Sauce
Dr. Evelyn Hall
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org