The following questions have been submitted for response. Please see the responses below. If you would like any additional clarity, please reach out.
1. What types of (and how many) data collection methods are your Include Me program specialists currently using?
Currently IM uses a mixed model of qualitative and quantitative data, reporting on stories and field notes collected by program specialists over a school year in addition to pre- and post- school year surveys that measure individual student impact and teacher impact throughout targeted classrooms. Training numbers and survey results are collected from professional developments presented, with attendance and feedback gathered from staff receiving training. Virtual programs have post- surveys to gauge student and parent observations. Case studies are also created from observations, discussions, and school staff check-ins. In a nutshell, data is collected through interviews, field notes and observations and collected surveys.
2. What systems or tools are used to store and manage the data today?
We use Apricot from Bonterra.
3. How many program specialists are there, and across how many regions and school sites do they currently operate?
IM is currently structured for 9 specialists across Pennsylvania and 2 remote team-members in addition to a Director. There are 4 regions. 1. Pittsburgh and the surrounding area. 2. School District of Philadelphia. 3. Central (Harrisburg area and an hour in any direction) 4. North Central (Covering Union, Snyder, Northumberland, Montour, and Columbia counties). We serve 25-35 School districts over an academic year with a potential for multiple school buildings within each school district. Some districts only request professional development. Schools are categorized by interest and level of involvement, with a level 4 school receiving weekly in-person supports and a level 1 receiving training or virtual support as needed.
4. Are there certain school districts or sites that you would be interested in having the observation component completed?
Hard to say and depends on the relationship with school leadership. There have been schools that have welcomed outside observation efforts in the past.
5. Are there any prohibited expenses for this contract?
We ask that, if you are chosen, you do not include reimbursement for proposal preparation costs. Also, general unallowable costs such as entertainment, alcohol, lobbying, fundraising, fines and penalties, bad debts, or any travel upgrades (ex. 1st class travel, etc.). We request that all expenses follow federal and state standards of necessary, reasonable, allocable, and consistent.
6. Could you share more about the sustainability policy that may need to be provided upon request?
The Arc of PA withholds the right to request information on your social responsibility and governance and ethics to make sure they align with our organizational values and mission.
7. What is the impetus for conducting the evaluation now? And what additional considerations, if any, determine the timeline presented?
The IM program was evaluated by The University of Pittsburgh for over 10 years. During this time, the program grew and changed but the evaluation methods did not. We are looking for an evaluation of what evaluation/data tools were used, should we continue using them and what data we are not collecting that would have insight on the impact of the work.
8. Does the program have a logic model or theory of change available for review?
No.
9. We’ve reviewed the 10 year impact report (2010-2020) to gather some context and have some clarifying questions: What are the program’s target outcomes?
The program has never had measurable target outcomes defined other than what is in the report.
10. How, if at all, have the program or its target outcomes changed?
The program has in many ways. We are looking for the new evaluator to make recommendations on outcomes we are missing and how to gather that information. I recommend you go to our website and look at the work we are doing.
11. To what extent are the data collection tools and processes described in the 10-year impact report still used?
We have not been evaluating the program for over a year.
12. How many Include Me Program Specialists are currently active, and approximately how many school districts participate in the program?
We have 9 field specialists, a Director of the program, and two other support people. We are assisting over 15 school districts at varying levels. Not all school districts receive in classroom technical support, there are districts that just receive professional development.
13. In the RFP, the Scope of Work includes the following: “Create a list of data collection tools, practices and surveys to be considered as a result of evaluative results on the effectiveness of current data collection tools and identified gaps.” Do you imagine the data collection tools, practices, and surveys in the list will be described or created as part of the project?
The tools, practices, and surveys do not have to be fully developed. A description would suffice knowing that it would be difficult to fully develop when you have not met with the staff.
14. Are there any expectations of in-person work, or remote work is acceptable?
Remote work is acceptable. Please be sure to include how that remote work will be conducted in your submission.
15. Is the organization required to be registered in Pennsylvania?
No
16. Can the Certificate of Liability Insurance be purchased prior to contract execution? Is it required at the time of RFP submission?
Yes, it can be purchased and presented once chosen to do the work. Please state that it will be purchased at time of contract on your submission.