Maine Learning Technology Initiative Professional Development Providers




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MAINE DEPARTMENT OF EDUCATION

Learning Through Technology


RFP# 201203260


Maine Learning Technology Initiative Professional Development Providers


RFP Coordinator:

Jeff Mao

Learning Technology Policy Director

Department of Education

State House Station #23

Augusta, ME 04333-0023


Tel: (207) 624-6634 e-mail: jeff.mao@maine.gov Fax: (877) 494-MLTI


From the time this RFP is issued until award notification is made, all contact with the State regarding this RFP must be made through the aforementioned RFP Coordinator. No other person/State employee is empowered to make binding statements regarding this RFP; and only written statements from the RFP Coordinator are binding. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.


Bidders Conference: No Bidder’s Conference


Round 1:

RFP Release Date: March 30, 2012

Deadline for Submitted Questions: April 9, 5:00 p.m. Local Time

Proposals Due: April 20, 2012, not later than 2:00 p.m. Local Time


Round 2:

RFP Re-release Date: May 18, 2012

Deadline for Submitted Questions: May 29, 2012, 5:00 p.m. Local Time

Proposals Due: June 8, 2012, not later than 2:00 p.m. Local Time


AT


Division of Purchases

Burton M. Cross Building, 4th Floor, 111 Sewall Street

9 State House Station, Augusta ME 04333-0009


TABLE OF CONTENTS


Page

PART I INTRODUCTION

1. Purpose and Background 4

2. General Provisions 4

3. Eligibility to Submit Bids 5

4. Contract Terms 5

5. Target Population 5

6. Definitions 6


PART II SCOPE OF SERVICES

7. Required Services and Expectations 7


PART III KEY RFP EVENTS

8. Questions 13

8.1 General Instructions 13

8.2 Written Questions Due 13

8.3 Summary of Questions and Answers (Q&A) 13

9. Submitting the Proposal 13

9.1 Proposals Due 13

9.2 Mailing/Delivery Instructions 13


PART IV PROPOSAL SUBMISSION REQUIREMENTS AND EVALUATION

10. Proposal Format 15

11. Proposal Outline 16

Proposal Section I: Organization/Independent Contractor Qualifications and Experience 16

11.1 Description of the Organization/Independent Contractor 16

11.2 Organization/Independent Contractor Qualifications 16

11.3 Organization/Independent Contractor Experience 16

11.4 Description of Experience with Similar Projects 16

11.5 Letters of Recommendation 16

Proposal Section II: Specifications of Work to be Performed

11.6 Services to be Provided 17


Proposal Section III: Cost Proposal

11.7 General Instructions 17

11.8 Detailed Instructions 17



Proposal Section IV:

11.9 Required Attachments 18


12. Proposal Evaluation and Selection

12.1 Evaluation Process - General Information 19

12.2 Scoring Weights and Process 19

12.3 Scoring Process 19

12.4 Selection and Award 20


PART V CONTRACT ADMINISTRATION AND CONDITIONS

13.1 Contract Effective Date and Project Commencement 20

13.2 Standard State Agreement Provisions 21

PART VII APPENDICES

Appendix A - Proposal Cover Page and Required Forms 23


Maine Department of Department of Education

RFP# 201203260

Maine Learning Technology Initiative Professional Development Providers


PART I INTRODUCTION


  1. Purpose and Background


The Department of Education (“Department”) is seeking proposals to provide professional development services to support the implementation of the Maine Learning Technology Initiative (“MLTI”) as defined in this Request for Proposal (RFP). This document provides instructions for submitting proposals, the procedure and criteria by which the provider(s) will be selected, and the contractual terms that will govern the relationship between the State of Maine and the awarded provider(s).


Maine established the Maine Learning Technology Initiative in 2002 as a result of the Report from the Task Force for the Maine Learning Technology Endowment: Teaching and Learning for Tomorrow: A Learning Technology Plan for Maine’s Future. The report created a state learning technology plan to elevate achievement, expand aspirations, and prepare students for a future economy that will rely heavily on technology and innovation.


http://maine.gov/mlti/resources/history/mlterpt.pdf


The MLTI program remains the premier statewide program in the nation in the integration of technology as a tool for teaching and learning in K-12 education.


Both the state learning technology plan and resulting statute (http://www.mainelegislature.org/legis/statutes/20-A/title20-Ach801sec0.html) call for professional development support for both pre-service and in-service teachers. Since its inception, the MLTI has provided professional development services to Maine educators, and they have become the hallmark of the program. This RFP intends to continue that effort, and it seeks highly qualified providers to work with the Department to support the on-going evolution and transformation of Maine’s teaching and learning environments.



  1. General Provisions




    1. Issuance of this RFP does not commit the Department to issue an award or to pay expenses incurred by the Bidder in the preparation of a response to this RFP. This includes attendance at personal interviews or other meetings, and software or system demonstrations.

    2. Subject to Section 2.6 below, all proposals must adhere to the instructions and format requirements outlined in this RFP and all written supplements and amendments, such as the Summary of Questions and Answers, issued by the Department. Proposals must follow the format and respond to all questions and instructions specified in PART IV. - PROPOSAL SUBMISSION REQUIREMENTS AND EVALUATION.

    3. Note that only materials offered in the proposal, information provided through interviews (if any), and Department information on previous contract history will be criteria for award consideration. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the total fixed price contained therein will remain firm for a period of 180 days from the date and time of the bid opening.

    4. The selected Bidder’s proposal, including all appendices or attachments, will be incorporated in the final contract.

    5. According to State procurement law, the content of all proposals, correspondence, addenda, memoranda, working papers and other medium which discloses any aspect of the request for proposals process will be considered public information when the award decision is announced. This includes all proposals received in response to this RFP, both the selected proposal(s) and the proposal(s) not selected, and the information in those proposals that a Bidder may consider proprietary in nature. Therefore, the State makes no representation it can or will maintain the confidentiality of such information.

    6. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities for proposals received in response to this RFP.




  1. Eligiblility to Submit Bids




    1. Public agencies, private for-profit corporations, independent contractors and non-profit corporations [including 501(c)(3)] and institutions are invited to submit bids in response to this Request for Proposals.




  1. Contract Terms




    1. The Department is seeking a cost-efficient proposal to provide services, as defined in this RFP. The Department will review proposals for the anticipated contract periods of July 1, 2012 through June 30, 2013 (Round 1) and August 1, 2012 through June 30, 2013 (Round 2). See Section 9.1 for proposal deadlines. Please note that this estimated contract start date may need to be adjusted in order to complete all procedural requirements associated with this RFP and the contracting process. The actual contract start date will be established by a completed and approved contract. The Department anticipates it will award multiple contracts in order to meet the varied needs in MLTI participating schools. The Department reserves the right to make partial awards. The number and type of awards will be dependent on availability of funding, quality, number, and topic areas covered by the responses to the RFP.




    1. Contract Renewal: Following the initial term of the contract, the contract may be renewed annually for up to three (3) additional years, subject to continued availability of funding and satisfactory performance, at the Department’s sole discretion.




  1. Target Population




    1. Providers will be required to provide services to educators and schools in all regions of the State. For a list of participating schools, please see: http://maine.gov/mlti/aup/. The Department is seeking a qualified provider or providers in the following areas:




  • English Language Arts

  • Mathematics

  • Library/Media Services

  • Science

  • Social Studies

  • World Languages

  • Universal Design and Accessibility

  • Visual and Performing Arts




  1. Definitions




Term

Definition or Reference

Adobe Connect

A web conferencing technology used by the State of Maine. Please see http://www.adobe.com/products/adobeconnect.html.

Apple, Inc.

The Department has an existing agreement with Apple, Inc. as its primary solution provider for MLTI’s equipment, software and support services. This includes some professional development services.

CEPARE

Center for Education Policy, Applied Research, and Evaluation (CEPARE) at the University of Southern Maine. The Department has an existing agreement with CEPARE to provide program evaluation services.

iTunes U

A repository of audio and video resources operated by Apple, Inc. The Department of Education maintains a site in iTunes U. Please see http://www.mlti.org/itunesu.

Maine Learning Results (“MLR”)

The State of Maine’s adopted curriculum standards including the Common Core State Standards. See http://maine.gov/education/standards.htm and http://maine.gov/education/lres/commoncore/

MLTI Device

The personal digital device provided to each student and teacher. Please see http://www.maine.gov/mlti/tech/DeviceSpecs.pdf

MLTI Image

Common state-wide collection of software tools and configurations pre-loaded on the MLTI device. Please see http://www.maine.gov/mlti/tech/

MLTI Solution

The range of tools provided through the MLTI program including Apple MacBook computer (see MLTI Device), software (see MLTI Image), and online learning platform (see Studywiz).

NoteShare

A software application included as part of the MLTI solution. See http://www.aquaminds.com.

SAMR

A technology Integration Model used by MLTI. Please see http://www.mlti.org/samr

Studywiz

An online learning platform provided as part of the current MLTI solution. Please see http://studywiz.com.

TPCK

A technology integration model used by MLTI. Please see http://www.mlti.org/samr.

Webinar

A live workshop delivered synchronously over the Internet using a web conferencing tool (see Adobe Connect).

PART II SCOPE OF SERVICES


  1. Required Services and Expectations




    1. Schedule and Availability

The Department is seeking proposals from Bidders able to provide services as described in this RFP on a full-time, part-time, or à la carte basis.

      1. Full-time

For full-time providers, the Department is seeking providers that are able to deliver services as described here (Section 7) to Maine educators throughout the regular 2012-2013 school year (mid-August to the end of June) and to develop and support these workshops. In addition, the Department expects providers to be available to deliver professional development workshops for a limited number of events during certain traditional school breaks. During the February school break (usually 3rd week of February) and April school break (usually 3rd week of April) the Department is considering hosting regional in-person workshops. The Department hosts an annual summer conference in Maine during the final week of July (July 24-26, 2012). Additionally, the Department may, at the request of schools or other educational organizations in Maine, require providers to deliver workshops during the traditional school summer break. Finally, the Department assumes that providers will require the months preceding the beginning of the school year to develop content and curricula.

The Department does not expect services to be provided during traditional state and federal holidays (http://www.maine.gov/bhr/employee_center/holiday.htm) and expects that providers may have office closures surrounding certain holidays. Bidders should describe their availability against this calendar and include known dates when the provider will be unavailable.

      1. Part-time

For part-time providers, the Department is seeking providers that are available to deliver services in the same manner as a full-time provider, but have limited availability to do so. For example, a part-time provider may be available throughout the time period described above (Section 7.1-7.1.1) but on a 0.6 Full Time Equivalent (FTE) basis. Bidders should describe their availability against the calendar described in Section 7.1.1 and include known dates when the provider will be unavailable.

      1. À la carte

For à la carte providers, the Department is seeking providers that are available to deliver a specific set of services as described in Section 7 on a project-by-project basis. For example, an à la carte provider may be available to develop content for and deliver a webinar or webinar series to support teachers in a specific content area. Bidders should describe their availability to provide à la carte services and identify the services. The Bidder should only respond to Sections 7.2-7.7 as appropriate to the à la carte services being proposed.

Bidders should specify which services they are proposing to provide and respond to the following portions of Section 7 as well as other parts as instructed in PART IV PROPOSAL SUBMISSION REQUIREMENTS AND EVALUATION of the RFP for à la carte services:

  • Content Development for Audio/Video Podcasts for iTunes U (Sections 7.2.1, 7.2.3, 7.4.2.2, 7.5, 7.6.3, 7.7)

  • Curriculum Development for In-Person Workshops (Sections 7.2, 7.5, 7.6.3, 7.7)

  • Curriculum Development for Synchronous Online Workshops (via Adobe Connect) (Sections 7.2, 7.5, 7.6.3, 7.7)

  • Curriculum Development for Asynchronous Online Workshops (via Studywiz) (Sections 7.3, 7.5, 7.6.3, 7.7)

  • Workshop Delivery for In-Person Workshops (Sections 7.3.1, 7.3.4, 7.5, 7.6.3, 7.7)

  • Workshop Delivery for Synchronous Online Workshops (via Adobe Connect) (Sections 7.3.2, 7.3.4, 7.5, 7.6.3, 7.7)

  • Workshop Delivery for Asynchronous Online Workshops (via Studywiz) (Sections 7.3.3, 7.3.4, 7.5, 7.6.3, 7.7)



    1. Content and Curriculum Development

The specific topics of the content and curricula are not required in a response to this RFP. The Department is currently engaged in a needs assessment coordinated by the Center for Education Policy, Applied Research, and Evaluation (CEPARE) at the University of Southern Maine to better determine perceptions of need from school principals, teacher leaders, and teachers. The Department expects providers will work in close coordination and collaboration with Department staff to develop content and curricula based on the results of the needs assessment and guided by the Department’s strategic plan (http://maine.gov/education/plan/).

For the purposes of this RFP, the Department is differentiating between “Digital Content” and “Workshop Curricula”. “Digital Content” refers to digital media intended for use by a teacher or student independent of a facilitated workshop. “Workshop Curricula” is digital media produced specifically to support a facilitated workshop. Further, the Department recognizes that “Workshop Curricula” often leverage “Digital Content” within the context of the curricula.



      1. Digital Content Development
        The provider will be responsible for developing digital content designed to support effective teaching and learning strategies that leverage digital tools and resources, in particular the MLTI device and image, to support teachers and students with the attainment of the Maine Learning Results (“MLR”). Content developed will be specifically tailored to the 1:1 learning environment provided by MLTI. The TPCK/SAMR models will be the basis for all content created. The Department publishes and shares digital content to students and educators through a variety of digital means including but not limited to blogs (http://www.maine121.org, http://minute.maine121.org), audio and video podcasts on iTunes U, and NoteShare. The Bidder should describe its experience and capacity developing digital content as described above.

      2. Workshop Curricula Development
        The provider will be responsible for developing curricula for use in professional development workshops (online synchronous, online asynchronous, and in-person) in digital form to support effective teaching and learning strategies that leverage digital tools and resources, in particular the MLTI device and image, to support teachers and students with the attainment of the MLR. Curricula developed will be specifically tailored to the 1:1 learning environment provided by MLTI. The TPCK/SAMR models will be the basis for all curricula created. The Department has existing resources to support online delivery of professional development, including Adobe Connect webinar rooms and standard IP-based video conferencing equipment. The Bidder should describe its experience and capacity developing curricula as described above.

      3. Content and Curricula Accessibility
        All content and curricula produced for the Department must be accessible to all populations including people who are blind/low vision and/or Deaf/hard of hearing. The Department has existing agreements with providers and existing capacity to generate transcripts and captioning for digital audio and digital video resources. The provider will work with the Department to ensure that content and curricula produced are accessible (i.e., formatted for use with a screen reader) or are available in file types that may be captioned and/or transcribed. The Bidder should acknowledge its understanding of this requirement and indicate its intent to comply.



    1. Professional Development Delivery

      1. In-Person Workshop Delivery

The provider will be responsible for delivering in-person workshops based on content and curricula described in Sections 7.1.1-7.1.2 or other content made available by the Department. The Department will provide scheduling and logistical support, but the provider is expected to be able to travel to schools and other venues around the State of Maine. The Department commonly provides workshop presentations at the annual conferences of Maine educational organizations including Maine School Management Association, Association of Computer Technology Educators of Maine, Maine Association of Middle Level Educators, and others. In addition, the Department hosts its own conferences including the MLTI Summer Institute. The Department also partners with the Maine International Center for Digital Learning to host delegations of educators from other states and countries interested in learning more about the MLTI. The provider is expected to represent the MLTI and the Department at these events as part of the Agreement that results from this RFP. The Bidder should describe its experience and capacity to deliver in-person workshops.

      1. Online Synchronous Workshop Delivery

The provider will be responsible for delivering online synchronous workshops based on content and curricula described in Sections 7.1.1-7.1.2 or other content made available by the Department. The Department will provide scheduling and logistical support as well as the online platform (Adobe Connect and/or video conferencing), but the provider is expected to be able manage and manipulate the online platform. The Bidder should describe its experience and capacity to deliver online synchronous workshops.

      1. Online Asynchronous Workshop Delivery

The provider will be responsible for delivering online asynchronous workshops based on content and curricula described in Sections 7.1.1-7.1.2 or other content made available by the Department. The Department will provide scheduling and logistical support as well as the online platform (Studywiz), but the provider is expected to be able manage and leverage the online platform. The Bidder should describe its experience and capacity to deliver online synchronous workshops.

      1. Workshop Delivery Accessibility
        For in-person workshop delivery, if participants require accessibility accommodations including American Sign Language interpreters or CART services, the Department will arrange and provide these services. The provider is not responsible for providing these services, but will be expected to work with these service providers to ensure that workshops are delivered in an accessible fashion. The Department will arrange and provide accommodations for online synchronous workshops as necessary as well, and the provider is expected to work with the service provider to ensure that the workshop is accessible. Similarly the Department will ensure that its online hosted solutions allow for necessary accommodations. It is the responsibility of the provider to encode and/or leverage these functions (i.e., images uploaded to the Studywiz online learning environment must include an appropriate Alt-tag). The provider is expected to work with the Department to ensure that workshops are delivered in an accessible fashion. The Bidder should acknowledge its understanding of this requirement and indicate its intent to comply.



    1. Maine Educational Community Engagement

      1. School Contact

Providers will assist MLTI staff maintain communications with school leaders. The Department expects providers to utilize communication technologies to reduce travel as appropriate including telephone, email, and video conferencing. The purpose of the communications with school leaders is to help ensure that they are aware of professional development opportunities available to their schools from the MLTI as well as to help inform the MLTI of the expressed needs for professional development. The Department recognizes that school leaders are very busy, and that can make coordinating with and/or receiving responses from them difficult, but expects that providers would regularly attempt to make contact with school leaders on a monthly basis. Bidders should acknowledge its understanding of this requirement and indicate its intent to comply.

      1. Online and Social Media engagement

The Department maintains a growing online social media presence. The provider is expected to represent the Department in its capacity as a professional development specialist in educational technology and the MLTI at specified online sites. These sites are:

        1. http://www.mainelearning.net

The mainelearning.net site is new with an anticipated initial launch of April 2012. The site intends to be an online community space for the open exchange of ideas and resources to support learning and teaching in Maine schools. Since this site is new and evolving, specific requirements related to this site are as yet undefined, but the Department expects that Providers will work with the Department to determine an appropriate level of engagement.

        1. http://www.maine121.org and http://minute.maine121.org

These blogs are maintained by the MLTI and are the home for some of the digital content produced through the professional development efforts of the MLTI (including the successful Bidder). Providers are expected to assist with the creation of content for minute.maine121.org and for posting pre- and post-webinar blog entries to www.maine121.org as appropriate, and to monitor and respond as appropriate to comments posted to the blogs.



    1. Ownership of Content and Curricula

All materials produced, including content and curricula, and audio/video recordings of live workshops, and provided by the Provider as a result of this RFP and the resulting Agreement, are owned by the Maine Department of Education. In general, the Department intends to publish all content, curricula, and recordings under a Creative Commons license or other appropriate open license whenever possible, but reserves the right to do otherwise. The Bidder should acknowledge its understanding of this requirement and indicate its intent to comply.



    1. Professional Development Planning

      1. School and Conference Planning

The MLTI commonly provides support and coordination for participating schools’ professional development needs and for Maine educational organizations’ annual conferences. These schools and organizations recognize the need for professional development for their staff and members, but often need planning services to aid with matching appropriate MLTI professional development workshops to the school/organization goals. This may include phone, email, and video conferencing meetings as well as in-person participation planning meetings. The Bidder should describe its experience and capacity to provide planning services to schools and organizations in order to coordinate MLTI professional development services with school/organization goals.

      1. MLTI Planning

The provider is expected to attend planning meetings with the Department to coordinate the development and delivery of the professional development services. These meetings may also include other relevant organizations including Apple, Inc. and CEPARE. Additionally, since this RFP may result in multiple awards, these meetings will serve to coordinate the work of all successful Bidders. The Department expects to hold half-day meetings twice each month. Meetings are usually in Augusta, Maine or New Gloucester, Maine, but at times may be in other locations in Maine. Additionally, due to the size of the State of Maine and the necessity of having professional development providers in locations all over the State, the Department uses Adobe Connect and other online collaboration tools to facilitate these meetings. In addition, the provider may be required to participate in meetings and planning sessions with other members of the Department and with à la carte providers. While the Department will attempt to limit the number of other meetings and planning sessions required of providers, the Department recognizes the importance of coordinating the professional development activities of the MLTI with the rest of the Department’s work. Bidders should acknowledge their understanding of this requirement and their intent to comply.

      1. À la carte MLTI Planning (à la carte Bidders only)

The provider is expected to attend monthly planning meetings with Department staff to coordinate the services of the provider during project periods. Meetings may take place in-person in Augusta, Maine or New Gloucester, Maine or online via Adobe Connect or simply via conference call. In addition, the Department may require à la carte providers to meet with full-time or part-time providers in order to collaborate, share resources, and generally coordinate the work. These meetings may take place in-person at mutually agreeable locations or via Adobe Connect or conference call, as appropriate. Bidders should acknowledge their understanding of this requirement and their intent to comply.



    1. Technology Knowledge

      1. MLTI Image and Tools

The provider is expected to be highly proficient in the use of the tools included in the MLTI solution. The Department recognizes that the toolset is vast, and that most if not all providers will not be experts in all tools available, but the Department does expect providers to be proficient users in most of the tools available in the MLTI solution, and to become highly proficient and expert users in tools that have direct application in their area of academic content expertise. The Department does not necessarily have the capacity to provide training to the provider in the use of the MLTI tools.

For the purposes of the self-assessment requirement of this RFP, Bidders should use the following definitions:

Not Proficient: Does not have a working knowledge of the tool. Is not comfortable using the tool to perform its intended function.

Proficient: Has basic working knowledge of the tool. Has the capacity to use the tool to perform the basic intended functions of the tool itself, but would not feel comfortable leading a workshop where this tool was central to the skills and strategies being covered.

Highly Proficient: Has strong working knowledge of the tool. Has the capacity to use the tool to perform complex tasks, and would feel comfortable leading a workshop where this tool was central to the skills and strategies being covered.

Expert: Has deep knowledge of the tool. Has the capacity to use the tool for tasks most users would not have considered possible or even intended for the tool. Easily integrates the tool with other tools, and would feel comfortable leading a workshop where this tool was central to the skills and strategies being covered with no advanced notice.

In order to allow the Department to ensure its provider(s) have a broad capacity to support most, if not all, of the tools available in the MLTI solution, Bidders must complete the self-assessment matrix in Appendix A.


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