RFP 25-606 Scope and Evaluation Criteria - April 21, 2025 - DCSD Board Meeting Archive

RFP 25-606 School Psychological Services PAGE 20

PART III
SCOPE OF WORK
A. Purpose/Project Overview

DeKalb County School District is seeking proposals from qualified offerors with professional qualities
and technical competence to provide School Psychological Services to the DeKalb County School
District.

Awarded offeror shall provide equipment and services in accordance with the scope of work,
requirements and terms and conditions stated herein. Services will include all labor, materials, tools,
specialized equipment, supplies, trained personnel, insurance, travel, per diem, direct and indirect
administrative costs, overhead, tolls, parking, fuel, lodging, all other cost and charges, and all things
and services necessary and in accordance with the requirements of this RFP. There shall be no add -
on charges of any kind.

DCSD, at its discretion, determines the criteria and process whereby proposals are evaluated and
awarded. No damages shall be recoverable by any challenger as a result of these determinations or
decisions by DCSD.

DCSD reserves the right to make multiple awards and will be responsible for administration of this
contract.

B. Project Scope of Work

The DeKalb County School District (DCSD), Department of Exceptional Education, is seeking
qualified service providers certified in Georgia to deliver supplemental school psychological
services. The primary goals are to ensure comprehensive evaluations and to provide interim
coverage for staff absences or vacancies. These services will enhance DCSD's current efforts
by complementing the work of its full-time itinerant school psychologists. Offerors must comply
with all outlined specifications, terms, and conditions.

II. Scope of Work/ Specifications

Service providers must offer comprehensive psychological services for students with complex
medical needs. Key responsibilities include:

1. Evaluation:

• Conduct comprehensive psychological evaluations, write detailed reports,
and attend relevant student meetings (e.g., MTSS Tier 3, Section 504,
Special Education Eligibility, IEP, and parent feedback).

• All service provider psychologist(s) must be familiarized with the specific
medical requirements of each assigned student and the relevant school
procedures before beginning services.
RFP 25-606 School Psychological Services PAGE 21

2. Documentation and Reporting:

• Complete daily documentation according to the procedures.

• Maintain a daily job log for signature by the DCSD designee to verify time
on task.

• All documentation must adhere to confidentiality standards as outlined by
federal, state, and DCSD policies.

3. Compliance and Confidentiality:

• Staff must comply with all school system policies, procedures, and best
practices as outlined during orientation.

4. Substitute Coverage:

• Service providers must be prepared to provide substitute staff on short
notice in cases of employee absence or scheduled leave.

5. Invoice Submission:

• Providers must submit an itemized invoice for services rendered by the
30th of the following month, accompanied by:

a) A signed service log for applicable days.

b) Detailed notes to support each service log entry.

III. Offeror Responsibilities

The selected service provider must:

1. Licensure and Background Checks:

• Ensure all psychologist(s) possess current licensure, which must be
submitted to the DCSD Exceptional Education Department.

• Arrange for all contracted psychologist(s) to undergo a background
check through DCSD Public Safety prior to assignment.

2. Training and Orientation:

• Facilitate orientation and training, including ongoing training in
specialized healthcare procedures, treatments, and medications.

• Ensure familiarity with DCSD policies through initial and ongoing
orientation sessions.
RFP 25-606 School Psychological Services PAGE 22

3. Supervision and Support:

• Provide supervisory personnel to attend orientation and relevant
departmental meetings.

• Offer ongoing access to training resources for unfamiliar procedures.

4. Staffing and Coverage:

• Prepare and maintain an adequate pool of back-up staff to cover
absences, with two-hour advance notice provided to DCSD when
possible.

5. Monitoring and Evaluation:

• Provide evidence of staff evaluation and monitoring protocols to ensure
high-quality service delivery.

IV. Scope of Services Requirements

Offerors must address the following in their proposal:

1. Service Delivery for Students:

• Outline strategies for providing psychological services for students with
complex medical needs and discuss scalability to accommodate
additional needs if required by DCSD.

2. Staff Recruitment and Assignment:

• Detail the hiring, screening, and training processes for certified
psychologist(s).

• Explain how staff will be assigned according to individual student needs
and professional requirements.

3. Scheduling and Substitute Services:

• Describe the approach to scheduling services for students, including
coordination for transportation to and from school.

• Define policies and procedures for providing substitute psychologist(s)
in cases of DCSD employee absence.

4. Internal Staffing Policies:

• Outline policies for scheduled vacations, leave requests, and notification
procedures for absences or late arrivals.
RFP 25-606 School Psychological Services PAGE 23

5. Experience and Qualifications:

• Detail the company’s experience in serving preschool and school-age
children requiring complex psychological care.

• Explain measures to maintain a qualified workforce, ensuring stability
and consistent service delivery.

6. Contingency Planning:

• Outline plans for preventing service disruption due to staff turnover.

• Describe proactive approaches for securing substitute coverage in
urgent cases.

7. Communication and Support:

• Specify methods for seamless communication with DCSD staff regarding
psychological concerns.

• Identify communication tools (cell phones, computers, etc.) provided to
psychologist personnel to facilitate timely, effective communication.

8. Response to Client Concerns:

• Describe the process for handling customer inquiries and complaints,
ensuring responsiveness and quality improvement.

9. Staff Attendance and Leave Policies:

• Define policies regarding employee tardiness, sick leave, and other
absences to ensure compliance with DCSD standards.

C. Brochures, Catalogs, Manuals, Websites, Literature
In addition to the formal response to this RFP, all offerors are encouraged to submit brochures,
catalogs, manuals, website materials, industry literature, and any other marketing and
informational media which will support and enhance their submission value.

D. Added Value
Offerors are encouraged to describe in detail all added value or additional services or benefits
available and offered at no cost to DCSD in their RFP responses. Attach and label as “ADDED
VALUE.”

E. Technical Proposal

DCSD advertises this RFP as an opportunity for interested and qualified firms specializing in providing
School Psychological Services to submit responses consistent with the scope of work stated herein.
Respondents to this RFP are encouraged to submit their most comprehensive, innovative and creative
proposals for services for DCSD.
RFP 25-606 School Psychological Services PAGE 25

Evaluation Criteria

An Evaluation Committee will evaluate the proposals using the following criteria:

1. Firm’s Overview (20 Points)

a. Provide a full and complete company profile to include, but not limited to Firm’s name,
address, headquarters and or branch office handling this project, as well as primary
contact name, title, related telephone/fax numbers and email address.

b. State how many years licensed to do business under the name stated above.
Describe firm ownership structure and history.

c. List the number of permanent licensed employees and provide an organizational chart
of the firm. Include management-level employee(s) the firm intends to assign to the
project. Include a professional biographical summary including any
certifications/licenses and detailed outline of the role and responsibility of each
employee that will be assigned to the project.

2. Scope of Services (35 points)

a. Please provide your company’s detailed methodology and proposed strategy for
conducting School Psychological Services including but not limited to:
• Service Delivery for Students

• Staff Recruitment and Assignment

• Scheduling and Substitute Services

• Internal Staffing Policies

• Experience and Qualifications

• Contingency Planning

• Communication and Support

• Response to Client Concerns

• Staff Attendance and Leave Policies
RFP 25-606 School Psychological Services PAGE 26

3. Firm’s Relevant Experience and Expertise (20 points)

a. Submit past experience with projects that are comparable in scope and
organizational size which best illustrates your firm’s ability to complete
assessments of large K-12 or other governmental entities.

Please list no more than ten (10) projects and do not list projects that were not
completed by your firm or completed over ten (10) years ago. In addition to the
information above, each project listed should include the following information:

1. Company/Entity Name
2. Contact Name, Phone Number, and Email Address
3. Project Start and Finish Date
4. Scope of Services Provided

4. Professional References (10 points)

a. The firm shall submit a minimum of three (3) written recommendation
letters from current or previous clients/owners. The recommendation
must state actual examples of how the firm had a positive working
relationship with prior organization(s).
b. DCSD reserves the option of contacting any of the references provided
to confirm information provided.

5. Cost Proposal (15 points) – Do not include with Technical Proposal

a. Indicate your proposed price to provide the services as stated in this RFP using
Attachment A – Cost Proposal Form provided as part of this RFP.

b. Please provide any and all pricing breakdown as requested on the Attachment
A-Cost Proposal Form.

c. The Attachment A-Cost Proposal Form shall not be altered in any way. Any
alterations to the provided cost proposal form may cause your company to be
deemed non-responsive and disqualified from further consideration.

Agenda Item