Agenda Item
a. RFP 25-606 for School Psychological Services (Not to exceed $500,000)
Summary: Dr. Norman C. Sauce III, Chief of Student Services, Division of Student Services, 678-676-1077
Request: It is requested that the Board of Education approve the award for RFP 25-606 for School Psychological services to Stellar Therapy Services, The Stepping Stones Group LLC, Quantum Health Professionals dba Quantum Education Professionals, Presence Learning, Inc., Horizons Psychological Assessment Center, Comprehensive Psycho-Educational Assessment Agency, Psyched About School Behavior & Educational Consulting, LLC, and SCH Services, Inc. dba Supplemental Health Care as the most responsive and responsible bidders to provide school psychological services for more than $50,000 per vendor but not to exceed $500,000.
Why: The Division of Student Services is seeking qualified service providers certified in Georgia to deliver supplemental school psychological services. There are currently 53 DeKalb County School District (DCSD) school psychologists and 30 vacancies. School psychologists administer comprehensive psychological evaluations to students suspected of having a disability as a determining factor in eligibility for special education services. School psychologists also provide individual and small group counseling targeting certain students. School psychologists are actively involved in student-based meetings such as the Multi-Tiered System of Supports (MTSS) Tier 3, Section 504, and Special Education Eligibility where they assist with the identification of research-based interventions and review the collection of data to decide on the next steps for students. Additional resources are needed to support school psychological services especially when absences are present due to family and medical leave or resignations. The primary goals of this request involve conducting comprehensive psychological evaluations and providing interim coverage for staff absences or vacancies. These services will enhance DeKalb County School District’s (DCSD’s) current efforts by complementing the work of its full-time school psychologists.
Details: The Request for Proposals (RFP) 25-606 was issued on December 19, 2024. The approved DCSD RFP process was followed. Eight (8) of the eighteen (18) vendors who responded were selected based on the following criteria: ability to provide needed staff, scope of service deliver and experience with school-based settings. The eight selected vendors are Stellar Therapy Services, The Stepping Stones Group LLC, Quantum Health Professionals dba Quantum Education Professionals, Presence Learning, Inc., Horizons Psychological Assessment Center, Comprehensive Psycho-Educational Assessment Agency, Psyched About School Behavior & Educational Consulting, LLC, and SCH Services, Inc. dba Supplemental Health Care.
No single company is expected to be able to provide all the school psychological services to cover the district’s needs. For this reason, it was recommended that the top eight (8) vendors selected through the RFP process be approved.
Financial impact: The contract amount from the general budget will be $500,000 (Charge code: 100.1000.530000.00011.7380.2021.8010.094.0000) The financial impact is contingent upon the number of school psychologists or the number of comprehensive evaluations provided through the contracted agency.
Contact: Dr. Norman C. Sauce, III, Chief of Student Services, Division of Student Services, 678.676.1079
Mrs. Kiana King, Executive Director, Exceptional Education, Division of Student Services, 678.676.1809
Mrs. Kimberly Franklin, Senior Coordinator Psychological Services, Division of Student Services 678.676.2222
Effective: April 2025 - April 2026
Status: Attorney Approval will be provided for each contract once the RFP is initially approved by the Board of Education
1701 MOUNTAIN INDUSTRIAL BOULEVARD, STONE MOUNTAIN, GA 30083
https://dekalbschoolsga.ionwave.net/Login.aspx
January 17, 2025
TO: ALL OFFERORS UNDER REQUEST FOR PROPOSAL
RFP 25-606 School Psychological Services
FROM: Procurement Department, DeKalb County School District
ADDENDUM NO. 2
RFP 25-606 School Psychological Services is hereby amended as follows:
1. Refer to RFP 25-606 Q&A Responses for responses to questions received by the
questions submission deadline.
2. All other conditions remain in full force and effect.
3. All offerors under this solicitation are kindly requested to acknowledge receipt of this
Addendum No. 2 by signing the page below and uploading with your proposal.
_____________________________________________
COMPANY NAME/CERTIFYING OFFICIAL SIGNATURE
Addendum No. 2- RFP 25-606 School Psychological Services
Q & A Response
The purpose of this document is to provide answers to vendor questions. Please see
Questions and Answers included herein.
Solicitation Number: RFP 25-606 Title: School Psychological Services
Requesting Department: Exceptional Services Date: 01/17/2025
Buyer: Sierra McGhee-Adams RFX Initially Posted to Internet: 12/19/2024
Email Address:
solicitationquestions@dekalbschoolsga.org Telephone: 678-676-0532
RESPONSES MUST BE RECEIVED IN THE PURCHASING DEPARTMENT:
DEADLINE TIME - Before 2:00 PM, Thursday, January 23, 2025
VIRTUAL PUBLIC BID OPENING - At 3:00 PM, Thursday, January 23, 2025
RESPONSES TO BE OPENED: Beginning 3:00 PM EST, Thursday, January 23, 2025
Via Microsoft Teams
DeKalb County School District
Purchasing Department
1701 Mountain Industrial Boulevard
Stone Mountain, GA 30083
Referenced
# Questions RFP Section Answers
Would the district also accept
electronic signatures on applicable
proposal forms/documents, such as
1. forms that do not require a Notary? Yes
For the Response Attachment titled
"BUSINESS LICENSE," would the district
accept a copy of the out of state
vendor's online verification from the
Georgia Secretary of State website
showing that the vendor's Active
Business Status in Georgia as proof of
its authority to transact business in
2. Georgia? Yes
For the Response Attachment titled
"FINANCIAL STATEMENTS," would the
district accept the vendor's unaudited
Consolidated Balance Sheets and
Consolidated Statement of Operations
provided by the company's Controller Please follow the instructions as outlined per
3. for 2022 and 2023 in lieu of audited Page 17, Item R the RFP document.
Addendum No. 2- RFP 25-606 School Psychological Services
Referenced
# Questions RFP Section Answers
statements or tax returns/balance
sheets?
Can you confirm that the "FINANCIAL
STATEMENTS" shall remain confidential
and redacted from public records once Yes. Financial information shall remain
4. the proposal evaluation is completed? confidential.
If the vendor has exceptions to the RFP
or additional terms that it wishes to
add to the district's Service Agreement,
should the vendor include these
exceptions and terms with the
"Technical Proposal" Response Exceptions can be included in the Technical
5. Attachment? Proposal.
Does the district require the Technical
Proposal to be formatted or organized
in any way, or is it left to the vendor's
discretion so long as it addresses the Technical Proposal can be formatted at the
Evaluation Criteria listed on pages 15- vendor's discretion, and it must address all
6. 26 (excluding the Cost Proposal)? requirements for the Evaluation Criteria.
In lieu of the written recommendation
letters, would the district accept at
least three (3) reference forms or
surveys completed by references to
meet the recommendation letter
requirements? These forms typically
include the reference name, contact
information, score on performance
questions, and additional comments
regarding their experience with the
7. company. No
Can the references used to be from A stated in the RFP, “The firm shall submit a
customers that the vendor has minimum of three (3) written
provided for related services as recommendation letters from current or
examples of positive working previous clients/owners. The
relationships with the company (e.g. recommendation must state actual examples
SLP, OT, Mental Health, and of how the firm had a positive working
8. Psychology)? Page 26, Item 4 relationship with prior organization(s).”
For the "Firm's Relevant Experience
and Expertise," can the ten (10) project
examples be from customers where
the vendor provided any related Projects listed under “Firm’s Relevant
service as proof of experiences with K- Experience and Expertise” shall show the
12 entities (e.g., SLP, OT, Mental firm’s past experience providing the
9. Health, and Psychology)? services requested in this RFP.
Addendum No. 2- RFP 25-606 School Psychological Services
Referenced
# Questions RFP Section Answers
Some names of specific employees
may be determined upon award. For
"Firm Overview," would the district Information regarding permanent employees
accept the descriptions that outline the shall be provided as requested under “Firm’s
roles of the individuals and specify the Overview” item c. However, resumes for
company will identify the specific individuals in non-permanent roles, shall be
10. individual upon award? Page 25 provided upon award.
For Attachment A (Cost Proposal
Form), would the district accept
attachments to the form with more
details regarding the vendor's
11. proposed pricing? No
For Attachment A (Cost Proposal
Form), in addition to the rate per hour,
would the district consider the vendor
including information on other optional
pricing models such as flat rates per
assessment or component pricing for
12. school psychological services? No
For Attachment A (Cost Proposal
Form), can you confirm whether the
vendor can or cannot list any
implementation or related service fees
that are separate from the proposed
pricing and school psychological No. Please provide pricing as requested on
13. services? Attachment A: Cost Proposal Form.
Should the vendor upload the
Subcontractor Affidavits as "N/A" and
blank with no signature if they are not
14. applicable? No
Can the vendor upload its current
Certificate of Insurance/ACORD Form
with the vendor's name listed as the
Certificate Holder to the Response
Attachment titled "Certificate of
Insurance" as proof of insurance? The
district would receive an updated
certificate with it listed as the
certificate holder upon award and
15. request. Yes
Part II, Section R, Financial Stability, do Upload financial documents as indicated per
you require only acceptable financial the instructions via the solicitation
statements to be uploaded as document. Responses to items #2-6 on page
16. Response Attachments and to not 17 of the RFP, can be included in the
Addendum No. 2- RFP 25-606 School Psychological Services
Referenced
# Questions RFP Section Answers
answer Items #2-6 in the section? If Technical Proposal.
not, can you clarify how and where the
vendor must upload the responses to
items #2-6?
Do you require resumes of potential
service providers upon proposal
17. submission or only upon award? Upon award.
Who are your current providers and
what are their bill rates for the Submit an open record request via email at
18. requested services? legal@dekalbschoolsga.org
The school district does not disclose the
maximum hourly bill rate as this information
is considered confidential and could impact
the competitive nature of the procurement
process. We encourage all vendors to
propose rates that are fair, competitive, and
reflective of the market value for the
requested services. Proposals will be
What is the maximum hourly bill rate evaluated based on a combination of cost,
the school district is budgeted to pay qualifications, and overall value to the
19. for the requested services? district.
20. How many Hours in a day are billable? 8 Hours
Upon award of the solicitation, the awarded
vendor will be provided with the appropriate
When awarded the solicitation to point of contact within the district to address
provide services, who would be the inquiries related to roles or professions
contact within the district to inquire specified in the RFP. This contact will typically
about open roles for professions be from the department overseeing the
21. related to the RFP? services outlined in the solicitation.
DCSD reserves the right to make multiple
22. Is this a Multi-Award Bid? awards.
What would be the number of awards
you intend to give (approximate DCSD has not established a minimum or
23. number)? maximum number of awards.
The estimated funds allocated for this
contract are not disclosed to maintain the
integrity and competitiveness of the
procurement process. We encourage all
What are the estimated funds that are vendors to submit proposals that offer the
estimated to be allocated for this best value based on the scope of work and
24. contract? market standards.
Addendum No. 2- RFP 25-606 School Psychological Services
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# Questions RFP Section Answers
The tentative start date will be based upon
What is the tentative start date of this Board Approval and vendors will be notified
25. engagement? via email.
What is the work location of the
26. proposed candidates? Districtwide
This RFP will establish a new contract for
these services. The district considers
information regarding incumbents, such as
their names and pricing, as part of the public
record, which may be accessible through an
Is this a new contract or are there any open records request via
incumbents? If there is an incumbent, legal@dekalbschoolsga.org. Please note that
could you please let us know the any incumbent, like any other qualified
incumbent name and pricing and are vendor, is eligible to submit a proposal under
the incumbents eligible to submit the this solicitation, provided they meet the
27. proposal again? requirements outlined in the RFP.
Are there any pain points or issues with
28. the current vendor(s)? No
Information about previous spending on this
contract, if applicable, may be available as
part of the public record. You can submit an
open records request via email at
legal@dekalbschoolsga.org . Please note that
the scope and requirements of the current
solicitation may differ from any previous
contracts, and we encourage all vendors to
Could you please share the previous base their proposals on the specifications
29. spending on this contract, if any? outlined in the current RFP
Is there any mandatory subcontracting
requirement for this contract? If yes, Is
there any specific goal for the
30. subcontracting? No
How many positions were used in the Please submit a request via email to
31. previous contract (approximate)? legal@dekalbschoolsga.org
The exact number of positions required for
How many positions will be required this contract is uncertain at this time and will
per year or throughout the contract depend on the specific needs of the district as
32. term? the contract is implemented.
If the resources, we provide at the time
of proposal submission are not
available at the time of a potential
33. contract award could vendors replace Only with written approval from DCSD.
Addendum No. 2- RFP 25-606 School Psychological Services
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# Questions RFP Section Answers
them with equally qualified resources?
Can we provide hourly rate ranges in Please follow the instructions as outlined per
34. the price proposal? the Cost Proposal document.
Is it entirely onsite work or can it be
done remotely to some extent / Does
the services need to be delivered
onsite or is there a possibility for
35. remote operations and performance? This will be determined upon award.
Are resumes required at the time of
proposal submission? If yes, Do we
need to submit the actual resumes for
proposed candidates or can we submit
36. the sample resumes? Resumes will be required upon award.
Could you please provide the list of 1. Please reference the district's website at
holidays? Are there any mandated Paid https://www.dekalbschoolsga.org for the
37. Time Off, Vacation, etc.? calendar year. 2. No
We opened our medical staffing
services firm in 2024. What can we
provide the district in place of financial
38. statements from 2022-2023? Refer to #3 for response.
Is the district seeking full time staff or
39. just staff for absences and vacancies? Both
For the "FINANCIAL STATEMENT 2022"
response attachment, would the
district accept the vendor's
consolidated balance sheets and
statement of operations that compares
40. 2021 and 2022? Refer to #3 for response.
For the "FINANCIAL STATEMENT 2023"
response attachment, would the
district accept the vendor's
consolidated balance sheets and
statement of operations that compares
41. 2022 and 2023? Refer to #3 for response.
42. Who are your current incumbents? Refer to #27 for response.
What are the current incumbents’
43. rates for these positions? Refer to #27 for response.
Addendum No. 2- RFP 25-606 School Psychological Services
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# Questions RFP Section Answers
The district evaluates vendor performance
regularly to ensure compliance with
contractual obligations and the successful
delivery of services. However, details
regarding the performance of current
Are your current incumbents incumbents are considered confidential and
44. successfully delivering on all positions? cannot be disclosed.
How many vendors do you expect to
45. award? Refer to #23 for response.
How many professionals, in each To be determined based upon the needs for
specialty, do you expect to use during supporting the Psychological Services
46. the school year? Department.
For the financial requirements would
the past 2 years of tax returns be
sufficient? We do not have audited
47. financials. Refer to #3 for response.
Would the district consider separate
rates for bilingual providers? If yes,
how should the vendor separate the
rates on the Cost Proposal Form (e.g.,
48. attach pages or on same form)? Refer to #34 for response.
For item #48 the Manitowoc piece I
need to know the cube size, and if you
49. would like air, water or remote cooled Not applicable.
What is the anticipated number of full
50. time and part time positions? Refer to #32 for response.
Who are the current vendors providing
51. services? Refer to #27 for response.
Are your current vendors meeting your
52. needs? Refer to #44 for response.
How long have the incumbent
53. suppliers held this contract? Refer to #27 for response.
Will the district utilize its own contract,
the vendor’s contract, or the RFP as the Page 41,
54. agreement? Attachment H The district will utilize its own contract.
What are the current hourly bill rates
55. for vendors providing similar services? Refer to #27 for response.
Does the district have a cap on the
56. hourly rate for these services? Refer to #19 for response.
Addendum No. 2- RFP 25-606 School Psychological Services
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# Questions RFP Section Answers
Will the district accept a rate range or a
flat rate? (i.e. - $75-80/hr. versus
57. $75/hr.) Refer to #34 for response.
Do you require resumes and license
verifications of potential contracted
candidates to be included in our
submission? If so, can we provide
sample resumes with personal
58. information redacted? Refer to #36 for response.
How will the vendors be notified of an
59. award? Awarded vendors will be notified via email.
Do you anticipate awarding one or
60. multiple vendors? Refer to #22 for response.
Is the vendor expected to have a clinic
61. or local office? No
Will assigned candidates have access to
materials, supplies, equipment,
evaluation kits, and protocols provided
62. by your schools? Yes
Will assigned candidates have access to
63. computers/laptops and printers? No
Will the district reimburse for mileage
traveled between school campuses on
64. the same day? No
Are clinicians required to directly bill
Medicaid for reimbursement, or do
they just complete paperwork for the
district to submit to Medicaid for
65. reimbursement? No
Will the district accept and consider
66. submissions from staffing agencies? Yes
Is the district open to the using
67. teletherapy? No
Can you provide the name and contact
information for the individual who will
be coordinating these services at your
68. district? Refer to #21 for response.
What specific types of psychological
assessments or tests does the district Comprehensive assessments for determining
69. require (e.g., cognitive, behavioral, eligibility for special education.
Addendum No. 2- RFP 25-606 School Psychological Services
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# Questions RFP Section Answers
emotional, social, or developmental)?
How many students are expected to
be tested annually, and is there a The number of students expected to be
70. seasonal peak in testing needs? tested varies annually based upon the need.
What are the age ranges or grade
levels of the students requiring The grade levels include PreK to 12th grade
71. services? with ages 4 years old to 21 years old.
Will assessments take place at the
schools, a central location, or remotely The assessments will take place at both the
72. (e.g., tele-assessments)? schools and the central location.
Is the district responsible for The district will be responsible for scheduling
scheduling students for testing, or will the contractors to provide testing for the
73. that be the contractor's responsibility? students.
What are the minimum qualifications
required for the psychologists (e.g.,
state licensure, certifications, or The minimum required qualification for a
74. specific training)? psychologist is a Georgia Certification.
Will the district provide the
75. standardized tests? Yes
Will the contractor be expected to
complete student observation in
76. addition to testing? Yes
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. Is this log a document DCSD
will provide? If so, can DCSD upload it Contractors will be responsible for providing
77. as an attachment so we can see it? the log.
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. What information is required The information required for the log entry
in the notes? Can you define "detailed are as follows: Start Time, End Time, and
78. notes"? summary of activities.
Addendum No. 2- RFP 25-606 School Psychological Services
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# Questions RFP Section Answers
Will you be awarding contracts to more
79. than one vendor? Refer to #22 for response.
What is the current rate per hour you
80. are paying for services? Refer to #27 for response.
Will the District consider utilizing
teletherapy when a face-to-face option
81. is not available? No
Will the District supply assessment
materials for contractors for both f2f
82. assessments and virtual assessments? Yes, only for face-to-face assessments.
Will the District provide a staff person
to facilitate virtual therapy with the
83. students? No
Will the District pay mileage and time
84. for travel between school locations? Refer to #64 for response.
Can you please provide a list of
85. incumbent vendors and their bill rates? Refer to #27 for response.
What is the total budget/expenditure
86. allotted for this RFP? Refer to #19 for response.
Can we provide rates ranges or does
DCSD prefer a flat rate (i.e. $65-$70 vs.
87. $70)? Refer to #34 for response.
Please clarify Medicare/Medicaid
Billing: Will the vendor be required to
bill Medicaid with direct
reimbursement going to the vendor
through the vendors Medicaid billing
number, if applicable? Or will the
vendor be required to enter Medicaid
billing through the districts billing
documents for the district to be
reimbursed directly by Medicaid, if
88. applicable? No
Can the vendor bill separately for
89. Clinical supervision if required? No
How many billable hours are in a
typical school day? Do you have any
90. rounding requirements? 8 Hours
Addendum No. 2- RFP 25-606 School Psychological Services
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# Questions RFP Section Answers
Are billing hours rounded to the 15-
minute mark or billed as minute for The billing hours are rounded to the 15-
91. minute? minute mark.
Please clarify hours and meal breaks
92. expectations. 8 Hours and 30-minute lunch break
It will be up to the awarded vendor’s
discretion to pay for lunch breaks. However,
Will nurses clock in/out for lunch (i.e. DCSD’s expectation of a full workday consists
93. 30-minute unpaid lunch?) of 8 hours and a 30-minute lunch break.
Are all hours worked are billable
including overtime, lunches, daily
94. hours, meetings, and orientation? No
Will the issued PO be staff/ discipline
specific, or will it be a lump sum Purchase orders can be issued based on
95. amount? specific site/need or based on a lump sum.
96. What is the invoicing frequency? Once a month
Do you have a dispute window for
97. invoicing? No
Contractors should log their time for the
What are the time capture current day, and not add backdated or future
98. requirements? entries.
99. How do you receive your invoices? Email
Can we get a copy of your invoice with
all the data reporting and format Submit an open record request via email at
100. requirements? legal@dekalbschoolsga.org
101. When does your work week start? Mondays
Can you please provide a sample copy
or example of what the remittance DCSD can provide to awarded vendor(s) upon
102. looks like for ACH payments? request.
How long have the incumbent
103. suppliers held this contract? Refer to #27 for response.
Are you satisfied with the incumbent
104. suppliers? Refer to #44 for response.
105. If not, what are you unsatisfied with? Refer to #44 for response.
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# Questions RFP Section Answers
What is the expectation and frequency To be determined based upon the need for
106. for on-call needs? services.
What is expectation and frequency for
replacing a candidate that is ill/calls
107. off? Next Day
Does the district fingerprint and
108. badge? Yes
How long once confirmed does the
109. process take for the clinician to start? Varies
Please clarify the reporting structure
for Supervision of contract staff within
the district. What position provides
110. clinical supervision within the district? Coordinator
Does the district provide student logs,
111. documentation forms, etc? Yes
Are the medical personnel’s license,
CPR card, resume and proof of
references/background checks
required upon submission of bid or Please refer to question #10. Also,
upon award? If required on bid is an background checks will be conducted by the
112. excel document acceptable? district.
Please clarify if the district or vendor
provides any materials (i.e. medical
supplies, assessments,
protocols/scoring sheets, computers, The district provides materials for assessment
113. printers, PPE, etc.). kit and protocols.
Do you accept new graduates if the
114. vendor provides mentorship? Yes
Is subcontracting required? If so, are
there any allotment
requirements/restrictions? i.e.) 70% to
115. MBE, 30% to WBE No
Budget/cost form--current form
requires only one line item, cost per
hour. Is there a more detailed form or
can we submit our own or include a
budget in the narrative? If not, we are
adding all administrative costs and
online scheduling expenses plus the Please provide pricing as requested on
116. staff in one hourly number? Attachment A – Cost Proposal form.
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# Questions RFP Section Answers
Is there a dollar max on this project,
117. total or per activity and what is it? Refer to #19 for response.
How will the proposal be uploaded? I Proposal attachments will be upload via
do not see space for it on the https://dekalbschoolsga.ionwave.net under
118. attachment tab. the tab for "Response Attachment."
Dates to start-- in one place it says
project is July 1, 2024, to June 30, 2025
and page 17 says April. What is
119. expected date to start program? Refer to #25 for response.
How many student evaluations are you
120. expecting? Varies
Are all schools included in service? /Are
there dedicated rooms in the school
121. for testing? Yes
We understand that vision and hearing
screenings must be done first
according to Dekalb policy. If students
don't "pass," is this student on hold
122. until the issue is "resolved?" Yes
FMLA absences are needed to be filled
per the virtual Q and A. Are last-minute
staff absences expected to be filled?
What is the weight in scoring of getting
123. either type of substitutes? No
How far in advance are the students'
124. records shared with provider? Varies
KDOW has great knowledge and
experience in working in Dekalb and 60
other schools/sites, doing full exams
including first level vision and hearing
screenings, and working directly with
school staff. Many times, we are the
first to find and refer to specialists and
mental health providers. We also see
that other issues (genetic issues,
nutrition, conditions, and illnesses) can
be diagnosed and treated and the need
for a psych evaluation eliminated or
waitlisted for further observation.
125. Would this be an acceptable strategy? No
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# Questions RFP Section Answers
May IEP meetings be conducted by
126. video in some cases? Yes
Are process successes of previous
outsource agencies available for us to
127. view? No
Are current assessments 3 hours per
128. session or split in 2 days or a mix? Yes, both.
Addendum No. 2- RFP 25-606 School Psychological Services