Request for Proposal
RFP APCSC 2026-02
EXTERNAL GRANT EVALUATOR FOR CHARTER SCHOOL PROGRAM GRANT
Alabama Public Charter School Commission
Inquiries related to this RFP are to be emailed to:
Cindy Gillespie
Office of Operations
Alabama State Department of Education
Email: rfpproposals@alsde.edu
|
Deadline: NEW ELECTRONIC PROCEDURES FOR SUBMISSION |
Proposals must be received no later than 4:00 p.m. on November 10, 2025
It is required that each supplier clearly note the RFP Number & Supplier Name in the subject line and email to: rfpproposals@alsde.edu
The proposal package must contain the following and be submitted electronically.
- The proposal must be signed by an official authorized to legally bind the supplier to the information
- Must be currently registered with the Alabama Department of Finance, Division of Procurement as a State Supplier and provide supplier number. https://procurement.alabama.gov/
- The supplier must complete the affidavit for business entity/employer/supplier. Verification of enrollment in E-verify shall be presented on the form found in Appendix
Pursuant to Alabama Administrative Code Rule 355-4-3.03(12), proposal openings are not open to the public
Table of Contents
Section l.00 Administrative Overview
1.1 Purpose and Background
1.2 Anticipated Timetable
1.3 Proposal Evaluation
1.4 Conditions and Terms
Section 2.00 Scope
2.1 Scope of Multi-Supplier's Work and Responsibilities
2.2 Scope of APCSC Work and Responsibilities
Section 3.00 General Requirements
3.1 Requirements of Proposal
Section 4.00 General Terms and Conditions
4.1 Governance
4.2 Immigration
4.3 Conflict of Interest
4.4 Discrimination
4.5 Artificial Intelligence (AI) Systems
Section 1.00 Administrative Overview
1.1 Purpose and Background
Purpose:
The Alabama Public Charter School Commission (APCSC) is seeking proposals from suppliers to serve as an external researcher, evaluator, assessment analyst, and assessment reporter (i.e., External Evaluator) for the Charter School Program grant (CSP). The APCSC received $29,964,656 through the U.S. Department of Education’s Charter Schools Program (CSP) grant. This funding will support the growth of high-performing community schools across the state over the next five years. It will be used to replicate successful school models and expand existing schools that have demonstrated strong academic outcomes.
The External Evaluator(s) will be responsible for the collection of qualitative and quantitative data, and the use of formative and summative evaluations. The External Evaluator(s) will oversee the evaluation activities and work closely with the APCSC staff. The purpose of this RFP is to identify the best combination of preferred EXTERNAL GRANT EVALUATOR SERVICES for the best overall value.
This RFP may be a multi-supplier award.
Background:
The Alabama Public Charter School Commission (APCSC) serves as a charter school authorizer. Charter school authorizers are responsible for evaluating the quality of charter school applications, maintaining high performance, upholding school autonomy, and protecting student and public interest. They have established standards for school performance, and this performance framework is part of the charter school contract. The CSP grant will allow the APCSC to replicate successful school models and expand existing schools that have demonstrated strong academic outcomes.
1.2 Anticipated Time Table
October 30, 2025 Question Submission Deadline
October 31, 2025 Question Responses Due
November 10, 2025 Proposal Submission Deadline
NOTE: All Questions must be emailed to rfpqanda@alsde.edu by the deadline noted above. All Q & A will be posted in STAARS
1.3 Proposal Evaluation
An Evaluation Team will review the proposals and make a recommendation. The criteria listed below will be used to evaluate the proposals for the purpose of ranking them in relative position based on how fully each proposal meets the requirements of this RFP. This RFP may be a multi-supplier award.
Evaluation Criteria:
Supplier(s) qualifications and experience 35 points
Budget Proposal 30 points
Detailed description and delivery of training 35 points
materials, presentations, and/or modules
Vendor Qualifications and Experience: Please detail (a) number of years of experience working as an external evaluator for federal grants, (b) number of years of experience working with a grants, (c) number of years of experience developing data tools, protocols, and methods for evaluation data collection; and (d) number of years of experience working with core elements specific to the unique context of charter schools and CSP outcomes data.
Detailed Description/ Delivery of Plans, Communication, and Presentations: Provide a detailed description of the plan outlining the delivery of services (e.g., defined data analysis to be performed for grant evaluation, how reporting will be accomplished, established evaluation tools and methods, ability to provide technical assistance).
Budget/Cost Proposal: Provide a detailed description and explanation of project costs by project task and/or hourly rates, to include breakdown by task/hour.
Best and Final Offers:
The APCSC may either accept a supplier's initial proposal by award of a contract or enter into discussions with suppliers whose proposals are deemed to be reasonably acceptable for consideration for award. After discussions conclude, a supplier may be allowed to submit a "Best and Final Offer" for consideration in a manner and method prescribed by the APCSC. By submitting a proposal each supplier accepts and agrees to all conditions and requirements herein.
The APCSC will make all decisions regarding evaluation of the proposal. The APCSC reserves the right to judge and determine whether a request is compliant with and satisfactorily meets the requirements of the RFP. The APCSC reserves the right to waive technical and other defects if, in its judgment, the interest of the APCSC so requires. Any further information disclosed about the RFP during this process will be provided to all suppliers in a manner and method prescribed by APCSC.
Rejection of Proposal:
APCSC reserves the right to reject any or all proposals it deems non-responsive, late in submission, or unsatisfactory in any way. APCSC shall have no obligation to award a contract for work, goods and/or services as a result of this RFP.
Qualified bidders aggrieved in connection with the solicitation of a contract may protest to the Chief Procurement Officer. See generally State of Alabama Department of Finance Administrative Code Regulations at https://finance.alabama.gov/media/rnii4ga1/administrative-code-355-4-1-01-thru-06.pdf.
Confidentiality:
All information contained in the RFP is considered to be the exclusive property of the APCSC. Recipients of this RFP are not to disclose any information contained within the RFP unless such information is publicly available. This RFP is provided for the sole purpose of allowing suppliers to respond to these specifications.
Selection Process:
The APCC will select the supplier or multi-supplier that provides the most technically sound and cost-effective proposal that best meets the needs of the APCSC. Final selection of the successful supplier will not be based solely on cost. The supplier or multi-supplier product will be evaluated primarily on the scope of the activities linked to associated costs as detailed in the RFP. RFPs will be reviewed to ascertain that minimum requirements have been met. The APCSC reserves the right to conduct discussions with potential suppliers or multi-suppliers to clarify information contained in their proposals, but the APCSC has no obligation to do so. This may include requesting a presentation of top finalists for final scoring. The supplier or multi-supplier will provide notice to the APCSC of any partnership with another firm to provide parts of the solution; however, the supplier or multi-supplier must provide management of the partner and is responsible for all project performance. Any subcontractor or partner will be subject to the same vetting process as the supplier or multi-supplier, and the supplier or multi-supplier is responsible for ensuring that each subcontractor acknowledges and is contractually bound by the staffing plan and other commitments listed in this RFP.
Unless provided by law, nothing in this RFP shall be construed to create any legal obligation on the part of the APCSC or any respondents. The APCSC reserves the right, in its sole discretion, to amend, suspend, terminate, or reissue the RFP in whole or in part, at any stage. In no event shall the APCSC be liable to respondents for any cost or damages incurred in connection with the RFP process, including, but not limited to, any and all costs of preparing a response to this RFP or any other costs incurred in reliance on this RFP. No respondent shall be entitled to repayment from the APCSC for any costs, expenses, or fees related to the RFP. All supporting documentation submitted in response to the RFP will become the property of the APCSC. Respondents may also withdraw their interest in the RFP, in writing, at any time, as more information becomes known. If, within the confines of this RFP, the contents of the RFP, including any intellectual property the supplier(s) provides to the APCSC as part of the RFP, is subject to Open Records Act laws and thus is subsequently in the public domain.
Intent to Award
Division of Procurement will send out an intent to award to participating suppliers, defining the protest period. The CPO (Chief Procurement Officer) is the awarding authority and as such is a signatory on the agreement/contract.
Disclaimer Notice:
The APCSC shall not be liable for any costs associated with the preparation of proposals or negotiations of a contract incurred by any party.
Availability of Funds:
It is expressly understood and agreed that the obligations of the APCSC to proceed are conditioned upon the continued availability of funds that may be expended for these purposes.
- Conditions and Terms
Contract Terms:
The ALSDE intends to execute an initial contract with Contractor for a period of up to two (2) years, with contract renewals equaling no longer than three (3) additional years, pending written agreement of the supplier and ALSDE dependent upon all required state approvals, availability of funds, performance evaluations of the project, at the full discretion of the ALSDE. The contract will commence pending CPO signature, Legislative Review Committee approval, and the Governor's signature. Each contract renewal will be presented to the Legislative Oversight Committee for approval.
The supplier shall be fully prepared to commence work after full execution of the contract by parties and the receipt of required governmental approvals.
Proposals must reference each element in the RFP by number on the cover of each copy and be arranged in the same sequence. All fees and costs are to be stated in United States currency. Suppliers must reply to each
Section 2.00 Scope
- Scope of Supplier's Work and Responsibilities
- Initial evaluation plan to include an evaluation design, evaluation questions, performance indicators, data collection instruments, timeline, and roles and responsibilities and alignment with RFP requirements.
- Review applications for the APCSC Charter School Program grant application adhering to the state or Federal agency guidelines.
- Hold monthly conference calls with the grant’s leadership team.
- Monthly progress reports and dashboards to include a summary of activities, key findings, challenges and solutions, and next steps.
- Collect formative and summative data. The formative data includes progress reports conducted while the CSP grant is being implemented. The summative data includes the evaluation conducted at the conclusion of the CSP grant to assess its overall effectiveness, outcomes, and ultimate impact.
- Produce an annual written evaluation report during each year of the project as well as a summative report of the entire project. The final report should contain an executive summary, introduction and background, methodology, evaluation findings, project outcomes, impact and lasting benefits, lessons learned, and recommendations
- A final presentation of the evaluation findings for stakeholders and the public, data sets, dissemination materials, and a sustainability plan of how project activities and outcomes will be sustained after the grant period ends will be due in the fall of 2030.
- Execute directives as assigned by the Executive Director of the Alabama Public Charter School Commission.
- Scope of Alabama State Department of Education's Work and Responsibilities
The APCSC will collaborate with multi supplier(s) to provide oversight and collaboration.
Section 3.00 General Requirements
3.1 Requirements of Proposal
The supplier must provide the following mandatory information. Failure to provide this information may be cause for the proposal to be rejected. Qualifications, experience, and cost will be evaluated for contract award. The proposal may be submitted under the same cover with Supplier Requirements and Cost Proposal in two distinct sections. E-verify information is required to be submitted for all employees to include contractors of the suppliers if necessary and applicable.
Part I
Signed Cover Letter:
The cover letter shall serve as the first page of the supplier's proposal. The supplier shall complete the cover letter and attach it to the proposal in response to the RFP. The cover letter must be signed by an official authorized to legally bind the supplier. It will state that the supplier is a legal entity that will meet the specifications. The cover letter must accompany the submitted proposal. The letter accompanying the proposal must have original signatures and must include contact numbers and e-mail addresses for the authorized official signing the letters.
Part II
Supplier Qualification and Experience:
Supplier shall provide satisfactory evidence of the supplier's capability to coordinate the types of activities and to provide the services described in the RFP in a timely manner. Special attention should be given to the discussion of qualifications. The discussion shall include a description of the supplier's background and relevant experience as related to the required activities in the RFP.
Part III
Supplier shall provide a detailed plan describing how the services will be performed to meet the requirements of the RFP. The description shall encompass the requirements of this RFP. The response must be prepared and organized in a clear and concise manner that is easily understandable.
Supplier Organization:
Describe your organizational structure and explain how your organization qualifies to be responsive to the requirements of this RFP.
References:
The supplier shall provide a minimum of three (3) references that can support and validate training and/or projects and outcomes, including names or persons who may be contacted, position of person, addresses, and phone numbers where similar training and/or projects to that described in this RFP have been conducted.
Executive Summary:
An executive summary is required. This summary will condense and highlight the contents of the supplier's proposal.
Part IV
Cost Proposal:
Supplier shall include the fee structure and pricing for the training sessions/program if applicable or requested. The supplier shall submit a cost proposal in addition to other required information.
Subcontractor Disclosure:
If the execution of work to be performed requires hiring Subcontractors, you must clearly state this in the proposal and provide qualifications for such individuals. Subcontractors must be identified and the services they will provide or work they will perform must be clearly defined. The APCSC will not refuse a proposal based upon use of a Subcontractor; however, the APCSC reserves the right to refuse the Subcontractor a supplier selects. Supplier and associated personnel shall remain solely responsible for the performance of all work, including work that may be subcontracted.
A supplier must describe its rationale for utilizing Subcontractors including relevant past experience partnering with stated Subcontractor(s). Providing documents for E-verification of subcontractors is the sole responsibility of the Contractor and must be available upon request to ensure compliance.
Subcontractors may not be employees/agents of the APCSC or LEA, nor any entity or agency receiving education trust funds.
Section 4.00 General Terms and Conditions
- Governance
This RFP and its terms shall be governed and construed according to the laws of the state of Alabama. Any dispute arising out of this RFP shall be brought in the state of Alabama, with venue in Montgomery County, Alabama. Suppliers agree to comply with all applicable federal and state laws and regulations.
Per the current FPPM (Fiscal Policy and Procedures Manual): Non-appropriation and Proration (Section 41-4-144(c)).
https://comptroller.alabama.gov/fiscal-policy-procedures/
When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the contract shall be cancelled, and, to the extent permissible by law, the supplier shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the supplies or services delivered under the contract. To the extent permissible by law, this cost of cancellation may be paid from any appropriations available for that purpose.
In the event that proration of appropriated funds from which the State is to pay the supplier is declared by the Governor pursuant to Section 41-4-90 of the Code of Alabama, the contractor shall have the option, in addition to the other remedies of the contract, of renegotiating the contract to extend or change payment terms or amounts, or terminating the contract. In all circumstances, it is agreed that the terms and commitments of this contract shall not constitute a debt of the State of Alabama in violation of Section 213 of the Constitution of Alabama, as amended.”
- Immigration
The proposal must contain a statement that the supplier is aware of and in compliance with the requirements of the Beason-Hammon Alabama Taxpayer and Citizen Protection Act; a statement that the supplier is enrolled in the E-Verify as required by Section 31-13-9 (b), Code of Alabama 1975, as amended:
BEASON -HAMMON ALABAMA TAXPAYER AND CITIZEN PROTECTIO N ACT
COMPLIANCE
The Beason-Hammon Alabama Taxpayer and Citizen Protection Act (31-13-1 et seq, Code of Alabama, 1975 as amended by Act 2012-491) regulates illegal immigration in the state of Alabama. All contracts with the State or any political subdivision thereof must fully comply with each provision as provided by law.
A proposal must include a statement that the supplier has knowledge of this law and is in compliance. Before a contract is signed, the supplier awarded the contract must submit a Certificate of Compliance using the form at Appendix A. E-Verify enrollment can be accomplished at the website of the United States Department of Homeland Security at http ://www .uscis.gov.
See Section 10 for additional language required by Section 10(k) of the Act to be included in the contract.
Rev.5-24-13
- Conflict of Interest
The supplier attests that no employee, officer, or agent of the supplier shall participate in the selection, award, or administration of a contract if a real or apparent conflict of interest may be involved. A conflict would arise when the employee, officer, agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein has a financial or other interest in the organization selected for an award. The officers, employees, and agents of the supplier, if selected as the career planning system supplier, shall neither award nor offer gratuities, favors, nor anything of monetary value from suppliers or subcontractors.
- Discrimination
Alabama Non-Discrimination Statement:
No person shall be denied employment, be excluded from participation, be denied the benefits of, or be subjected to discrimination in any program or activity on the basis of disability, gender, race, religion, national origin, color, age, genetic information, or any other category protected under the law. Ref: Sec. 1983, Civil Rights Act, 42 U.S.C.; Title VI and VII, Civil Rights Act of 1964; Rehabilitation Act of 1973, Sec. 504; Age Discrimination in Employment Act; the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008; Equal Pay Act of 1963; Title IX of the Education Amendment of 1972; Title II of the Genetic Information Nondiscrimination Act of 2008. Title IX Coordinator, P.O. Box 302101, Montgomery, Alabama 36130-2101 or call (334) 694-4717.
4.5 Artificial Intelligence (AI) Systems
AI Model Development and Use Attestation:
The proposal shall include a written statement attesting to the following:
- Pretrained AI System: The AI System to be provided in the performance of this RFP has been pretrained.
- Responsibility in AI System Development: The supplier used all responsible measures necessary during the development of the AI System to be provided in the performance of this RFP.
- Human-in-the-Loop AI System Training: A human-in-the-loop approach was used, wherever possible, in training the AI System, ensuring human oversight and intervention were integral parts to the AI System training process.
- Unbiased Data Selection and Algorithm Development: The process of data selection for AI System training was conducted in an unbiased manner, wherever possible, adhering to the principles of fairness and non-discrimination.
- Expected Outcomes: The results produced by the AI System met the expected outcomes as identified and defined by the supplier.
The supplier further attests and agrees that any violation of this subsection will be considered a material breach of this RFP, and may result in its termination, legal action, or both, at the sole discretion of the APCSC. If the supplier's software solution does not use, contain or incorporate Artificial Intelligence (AI), the proposal shall include a written statement attesting that the software solution does not use, contain, or incorporate any AI.
APPENDIX “A”
State of )
County of )
CERTIFICATE OF COMPLIANCE WITH THE BEASON-HAMMON ALABAMA TAXPAYER AND CITIZEN PROTECTION ACT (ACT 2011-535, as amended by ACT 2012-491)
DATE:
RE Contract/Grant/Incentive (describe by number or subject):
by and between
(Contractor/Grantee) and
(State Agency, Department or Public Entity
The undersigned hereby certifies to the State of Alabama as follows:
- The undersigned holds the position of with the Contractor/Grantee named above, and is authorized to provide representations set out in this Certificate as the official and binding act of that entity, and has knowledge of the provisions of THE BEASON-HAMMON ALABAMA TAXPAYER AND CITIZEN PROTECTION ACT (ACT 2011-535 of the Alabama Legislature, as amended by ACT 2012-491) which is described herein as “the Act.”
- Using the following definitions from Section 3 of the Act, select and initial either (a) or (b), below, to describe the Contractor/Grantee’s business structure.
BUSINESS ENTITY. Any person or group of persons employing one or more persons performing or engaging in any activity, enterprise, profession, or occupation for gain, benefit, advantage, or livelihood, whether for profit or not for profit.
- Self-employed individuals, business entities filing articles of incorporation, partnerships, limited partnerships, limited liability companies, foreign corporations, foreign limited partnerships, and foreign limited liability companies authorized to transact business in this state, business trusts, and any business entity that registers with the Secretary of State.
- Any business entity that possesses a business license, permit, certificate, approval, registration, charter, or similar form of authorization issued by the state, any business entity that is exempt by law from obtaining such a business license, and any business entity that is operating unlawfully without a business license.
EMPLOYER. Any person, firm, corporation, partnership, joint stock association, agent, manager, representative, foreman, or other person having control or custody of any employment, place of employment, or of any employee, including any person or entity employing any person for hire within the State of Alabama, including a public employer. This term shall not include the occupant of a household contracting with another person to perform casual domestic labor within the household.
(a) The Contractor/Grantee is a business entity or employer as those terms are defined in Section 3 of the Act.
(b) The Contractor/Grantee is not a business entity or employer as those terms are defined in Section 3 of the Act.
- As of the date of this Certificate, the Contractor/Grantee does not knowingly employ an unauthorized alien within the State of Alabama and hereafter it will not knowingly employ, hire for employment, or continue to employ an unauthorized alien within the State of Alabama;
- The Contractor/Grantee is enrolled in E-Verify unless it is not eligible to enroll because of the rules of that program or other factors beyond its control.
Certified this day of 20 .
Name of Contractor/Grantee/Recipient
By:
Its
The above Certification was signed in my presence by the person whose name appears above, on
this day of 20 .
WITNESS:
Printed Name of Witness