DCSD27-006 21st CCLC Grant Evaluator

REQUEST FOR PROPOSAL
27-006
21st Century Community Learning Center
Grant Evaluator
CLOSING DATE: Monday, September 14, 2026
CLOSING TIME: 2:00 p.m. EST
PROPOSALS ARE TO BE SUBMITTED THROUGH THE EUNA/BONFIRE PORTAL:
https://dcssga.bonfirehub.com
Douglas County School District
Becky Eigel, Assistant Director of Business Services
Business Services
11490 Veterans Memorial Hwy
Douglasville, GA 30134
Becky.Eigel@dcssga.org
770-651-2376
770-920-4026 Fax
ALL PROPOSALS ARE SUBJECT TO THE FOLLOWING INSTRUCTIONS WHEN CHECKED:
1. _X_ The Instructions, and Standard Terms and Conditions attached.
2. _X_ The attached Agency Insurance Requirements shall apply.
3. ___ The attached "Additional Terms and Conditions" shall apply (__) page(s).
4. _X_ In conformance with the attached "Scope of Work" (_9_) page(s).
5. ___ See attached (____) page(s) of (_____) line items
6. ___ Equipment or supplies offered to conform to the attached: ___Plans___Drawing(s) __Sample(s)
7. ___ s must show manufacturer's name and model number for each line item offered.
8. ____ Respondents to furnish specifications and complete descriptive literature with proposal if offering
substitute or alternate item.
Respondent is cautioned to carefully read the instructions and the terms and conditions on the attached
sheets. Failure to adhere to these instructions and terms and conditions may result in rejection of proposal.
ACKNOWLEDGE RECEIPT OF ADDENDUM:
#1_____ #2_____ #3_____ #4_____ #5_____
(Please Initial)

TABLE OF CONTENTS
I. INTRODUCTION ................................................................................................. 3
II. MINIMUM QUALIFICATIONS ............................................................................. 3
III. CALENDAR OF EVENTS ................................................................................... 4
IV. INSTRUCTIONS ................................................................................................. 5
V. STANDARD TERMS AND CONDITIONS ........................................................... 6
VI. INSURANCE REQUIREMENTS ......................................................................... 8
VII. SCOPE OF WORK AND REQUIREMENTS ....................................................... 9
VIII. NON-DISCRIMINATION POLICY ..................................................................... 12
IX. PROPOSAL PROCEDURES AND GUIDELINES ............................................ 13
X. PROPOSAL SUBMITTAL REQUIREMENTS ................................................... 14
XI. EVALUATION OF PROPOSALS ...................................................................... 14
XII. PRESENTATION/DEMONSTRATION .............................................................. 15
XIII. PREPARATION OF PROPOSALS ................................................................... 15
XIV. EXHIBITS ..........................................................................................................1 7
XV. E-VERIFY DOCUMENTS .................................................................................. 21
XVI. REFERENCE SHEET ....................................................................................... 26
XVII. RFP CHECKLIST .............................................................................................. 27
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I. INTRODUCTION
The Douglas County School District, with this document, hereby requests proposals from licensed,
qualified firms to provide the System with grant evaluation services for newly awarded 21st Century
Community Learning Center Grant programs. All responses must be in accordance with the plans
and specifications as outlined in this proposal package entitled 27-006 21st Century Community
Learning Center Grant Evaluator.
Proposals will be available to all interested Vendors on Monday, August 24, 2026. Proposals can be
obtained by visiting the Euna/Bonfire Portal for the Douglas County School District:
https://dcssga.bonfirehub.com
The Douglas County School District reserves the right to waive technicalities, to accept or reject any and
all proposals and to waive any irregularity in proposals received, to award the entire proposal to one
Respondent or to multiple vendors or to make awards by group or location, whichever is in the best
interest of the Douglas County School District; hereafter referred to as "DCSD", except where noted for
clarity.
The Douglas County School District is an equal opportunity employer.
All questions concerning this Request for Proposal should be directed through the Euna/Bonfire portal.
II. MINIMUM QUALIFICATIONS
It is preferred that each respondent be registered to do business in the State of Georgia. Each
respondent should provide evidence of their registration with each proposal submittal. For Georgia
businesses, a photocopy of your Georgia business license is acceptable.
Respondents must meet the minimum requirements for liability insurance and workers' compensation
coverage as stated in this document.
Respondents shall submit with their proposal sufficient evidence of a minimum of 5 years' experience
in similar projects, preferably with public school systems. This information should be included on the
Reference Sheet.
Respondents may elect to use qualified subcontractors where needed. If subcontracting is proposed,
please include the background of subcontractors and describe the relationship with your facility.
DCSD reserves the right to reject any subcontractor presented. If the subcontractor is approved by
DCSD, all subcontractor forms (E-Verify and Insurance Certificates) must be submitted to the
Business Services office prior to work beginning. All E-Verify and Insurance requirements must be
met.
Respondents shall submit the completed Respondent Information form.
Respondents shall also submit the completed "Georgia Security and Immigration Compliance Act
OCGA 13-10-91" document, "Contractor Affidavit and Agreement", and "Subcontractor Affidavit" (if
applicable).
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III. CALENDAR OF EVENTS
ACTION DEADLINE
Issuance of Request for Proposal (RFP) Monday, August 24, 2026
Submission of Questions by Monday, August 31, 2026
2:00 pm EST
Response to Questions Thursday, September 3, 2026
5:00 pm EST
Proposal Submission Deadline Monday, September 14, 2026
2:00 pm EST
Evaluation Period September 14 - 18, 2026
Submittal of Board Agenda Item Friday, September 18, 2026
Board Meeting to Discuss Recommendation Monday, October 5, 2026
Board Meeting Monday, October 19, 2026
Approximate Notice to Proceed Wednesday, October 21, 2026
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IV. INSTRUCTIONS
1. Proposals shall be submitted through the Euna/Bonfire portal.
2. All proposals must be signed in ink by an officer or employee having authority to bind the company or firm. The
signatory of the proposal must initial corrections or changes on any document.
3. Respondents should provide all of the information required on all forms, including the Proposal Form, and shall
sign the Standard Terms and Conditions.
4. The offer conveyed by this proposal shall remain open pending award for a period of ninety (90) days from the
date of opening.
5. Any cash discount offered to the Douglas County School District must be listed in the Proposal. Cash discounts
offered from one percent up to five percent for payment in thirty days or more will be considered for the purposes
of evaluation. Any further cash discount will not be considered in the evaluation.
6. Proposal responses containing a minimum order/ship quantity or dollar value, unless otherwise called for in the
Request for Proposal, may be treated as non-responsive and may not be considered for award.
7. In the event there is a discrepancy between the unit price and the extended price, the unit price shall govern.
8. Any reference to quantities or dollar amounts is provided as an estimate only, and shall not serve to obligate the
Douglas County School District to purchase any minimum amount; nor shall any such reference serve to
establish any maximum amount the Respondent is required to furnish.
9. Quotes containing provisions for late or interest charges will not be considered.
10. Prepayment and/or progress payment requirements contained in responses will be treated as non-responsive
and will not be considered for award.
11. Respondents must specify the manufacturer and/or brand name on each of the items proposed. If an item has a
specified manufacturer and/or brand name and the words "or equal" do not follow, substitutions will not be
accepted.
12. The DCSD reserves the right to amend this Request for Proposal prior to the due date.
13. Special Instructions:
Manufacturers listed in the proposal document are to establish the general quality required. Items of other
manufacturers of equal or better quality will be considered. The DCSD shall be the sole determiner as to
whether the substituted item is of equal or better quality than those specified. The DCSD may request samples
as needed from respondents to determine manufacturer equivalence.
14. Any contract awarded pursuant to this Request for Proposal shall be awarded to the most responsive and
responsible respondent that is within the budget parameters for the project and whose proposal response meets
the requirements and criteria set forth in this Request for Proposal.
15. Purchases of the Douglas County Board of Education are not subject to sales taxes. Tax-exempt certificates will
be furnished upon request.
Respondent understands and accepts all Instructions as it pertain to this Request for Proposal:
________________________________________________ ______________________
Respondent Signature Date
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V. STANDARD TERMS AND CONDITIONS
1. Respondent shall transfer and deliver to the DCSD all of the goods and/or services described herein for the
consideration set forth herein.
2. Delivery shall be made to the address listed on the Purchase Order or Contract and within the time specified.
3. Risk of loss shall remain with Respondent until acceptance by the DCSD.
4. Title to the goods shall remain with Respondent until acceptance by the DCSD.
5. Respondent warrants that the goods are merchantable and as described herein.
6. The DCSD shall have the right to inspect the goods at the time and place of delivery.
7. No right or interest in the contract shall be assigned by Respondent without the written permission of the DCSD,
and no delegation of any obligation owed or of the performance of any obligation by Respondent shall be made
without the written permission of the DCSD. Any attempted assignment or delegation shall be wholly void and
totally ineffective for all purposes unless made in conformity with this paragraph.
8. The laws of the State of Georgia and the policies of the DCSD shall govern this agreement in all respects.
9. All goods and/or services on this order or contract are exempt from Federal Excise Tax and Georgia Sales and
Use Tax.
10. All goods and/or services supplied pursuant to this purchase order or contract shall, unless otherwise stated,
conform exactly to all of the descriptions and attachments contained in the Request for Proposal upon which this
order is based, and the terms, conditions, and specification of the Request for Proposal are incorporated herein
by reference and made a part hereof.
11. Any goods supplied that are not in accordance with the description and specifications set forth in the Item
Schedule will be rejected. Goods rejected shall be returned, freight collect to the Respondent.
12. Prices stated are F.O.B. destination. No further allowances shall be made for freight and delivery charges.
13. All proposals submitted shall be in accordance with the terms of the DCSD Request for Proposal and the laws of
the State of Georgia.
14. The DCSD reserves the right to cancel this contract for either non-performance or poor performance of the
Respondent by giving thirty days' written notice in advance to the Respondent of its intent to do so.
15. Successful Respondent will be required to supply an original and one copy of each invoice, and to reference all
invoices to the proper purchase order number. No invoice will be processed for payment until all contractual
obligations have been met.
16. All invoices and/or financial correspondence should be directed to Renee Watkins, Accounts Payable Supervisor
for DCSD.
17. The Successful Respondent must furnish proof of liability insurance as stated in the "Insurance Requirements"
upon contract award. Respondent must maintain insurance coverage for the duration of the contract with the
DCSD, including all renewals.
18. Respondent should submit the original proposal.
19. This project will be awarded subject to the availability of funds.
20. The DCSD reserves the right in its sole and complete discretion to reject any or all proposals and to waive
technicalities and informalities. The DCSD anticipates that the contract will be awarded to the most responsive
and responsible Respondent who provides the proposal that is within the budget parameters for the project and
whose proposal response meets the requirements and criteria set forth in this RFP. In judging whether the
Respondent is responsible, the DCSD will consider, but is not limited to consideration of, the following:
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a. Whether the Respondent or its principals are currently ineligible, debarred, suspended, or otherwise
excluded from proposing or contracting by any State or Federal agency, department or authority.
b. Whether the Respondent or its principals have been terminated for cause or are currently in default on
a public works contract.
21. The DCSD reserves the right to award these services in any way economically feasible or in the best interest for
matching purposes.
22. The DCSD reserves the right to request clarification of information submitted and to request additional
information of one or more proposers.
23. The DCSD reserves the right to (i) reject any and all proposals in their entirety, for any reason, (ii) award the
contract to the most qualified applicant as determined solely by the School System at its discretion and/or (iii)
award the contract to another independent review firm if the selected firm does not execute a contract within 30
days after the award of the proposal.
24. The acceptance of a proposal shall be subject to the execution of a definitive agreement between the parties.
Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied by or
approved by the DCSD and shall contain, at a minimum, applicable provisions of this Request for Proposal
("RFP"). The DCSD reserves the right to reject any agreement that does not conform to this RFP and to any
DCSD requirements for agreements and contracts.
25. The DCSD assumes no responsibility or obligation to the Respondents and will make no payment for any costs
associated with the preparation or submission of a proposal.
26. All proposals submitted become the property of the DCSD.
27. The DCSD standard terms for payment shall be Net 30 days from the date of delivery of goods or services, or
date of receipt of correct invoice, whichever is later. All payments will be made in accordance with the DCSD's
policies and procedures.
28. The contract shall be governed by the laws of the State of Georgia, regardless of any conflict of law or rules
that would require an application of the laws of another jurisdiction. Venue and jurisdiction shall be proper only
in the federal and state courts located or serving the Douglas County, Georgia, area.
29. The contract will terminate absolutely and without further obligation on the part of the DCSD on June 30, 2020,
and at the close of each succeeding calendar year unless renewed in accordance with the terms of this
Agreement.
30. Notwithstanding the foregoing, the contract will terminate absolutely and without further obligation on the part
of the DCSD at the close of the fiscal year in which it was executed.
31. Either party may, without cause and for any reason, terminate the Contract at any time upon giving sixty (60)
days written notice to the other party.
32. Respondents agree to waive any claims they have or may have against the DCSD, its employees, agents,
members, representatives and legal counsel, arising out of or in connection with the: (1) administration,
evaluation, recommendation or selection of any proposal or qualifications; (2) waiver of any representations
under the proposal or documents; (3) approval or rejection of any proposal or qualifications; and (4) award of a
contract.
33. While on campus, Respondents will comply with DCSD policies and regulations. All DCSD policies, regulations
and handbooks can be located on the DCSD website at www.dcssga.org.
Respondents understands and accepts all Standard Terms and Conditions as it pertains to this Request for
Proposal:
________________________________________________ _____________________
Respondent Signature Date
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VI. INSURANCE REQUIREMENTS
Upon Notice of Award, Respondent may submit this form to their insurance agent as this form contains requirements
that may be non-standard in the insurance industry.
Respondent shall furnish the Douglas County School District certificates of insurance as follows from company or
companies acceptable to the Douglas County School District.
1) Required Certificates
A. Commercial General Liability Insurance Policy
Respondent shall procure and maintain a Commercial General Liability Insurance Policy, including products
and completed operations liability, and contractual liability coverage covering bodily injury, property damage
liability and personal injury. The policy or policies must be on any "occurrence" basis unless waived by the
Douglas County School District. The policy shall include contractual liability coverage. The policy purchased
by the Respondent must be issued by a company authorized to conduct business in the State of Georgia or
by a company acceptable to the Douglas County School District. The policy must include separate
aggregate limits per project. Excess liability coverage may be used in combination with the base policy to
obtain the limits listed below.
Limits
$1,000,000 per Person
$1,000,000 per Occurrence
B. Business Automobile Liability Insurance Policy
The Respondent shall procure and maintain a Business Automobile Policy with
liability limits of not less than $1,000,000 per person and $1,000,000 per occurrence or a policy with a
combined single limit of not less than $1,000,000 covering any owned, non-owned or hired autos. Excess
liability coverage may be used in combination with the base policy to obtain these limits.
C. Workers' Compensation Insurance
Workers' Compensation Insurance in accordance with applicable state laws with the following limits:
Limits
Bodily Injury by Accident - $500,000 each accident
Bodily Injury by Disease - $500,000 each employee
Bodily Injury by Disease - $500,000 policy limit
Certificates to contain policy number, policy limits and policy expiration date of all policies issued in
accordance with this contract.
IF YOUR COMPANY IS EXEMPT FROM WORKERS' COMPENSATION INSURANCE IN ACCORDANCE WITH
GEORGIA LAW, PLEASE HAVE YOUR INSURANCE COMPANY SUBMIT A LETTER VERIFYING YOUR
EXEMPTION.
2) Certificates shall contain the location and operations to which the insurance applies.
3) Certificates shall contain Vendor's insurance coverage. If coverage is included in General Liability, please
indicate this on the Certificate of Insurance.
4) Certificates are to be issued to:
Douglas County School District
P.O. Box 1077
Douglasville, GA 30133
5) The Respondent shall mail insurance document listed in this form to:
Douglas County School District
Business Services
P.O. Box 1077
Douglasville, GA 30133
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VII. SCOPE OF WORK AND REQUIREMENTS
A. PROJECT SCOPE
The Georgia Department of Education (GADOE) requires that all grantees obtain external
evaluation services for each grant. DCSS will select an external evaluator through the school
system's standard procurement process once our grant is awarded. The attached job description
details the skills and qualifications we will use to select our independent evaluator. The maximum
amount to be paid to the evaluator from grant funds is budgeted at 3% of the grant award
amount, set by the GADOE. The evaluation plan employs both process and outcome evaluations:
(1) Process (or formative) evaluation provides ongoing insight on the quality and the extent of
program implementation, allowing for mid-course assessment and (2) Outcome (or summative)
evaluation provides regular, annual analysis and reporting of progress toward student outcomes
as defined by the program objectives.
Evaluator Selection and Qualifications:
DCSS will select an external, third-party independent evaluator through the School System's
standard procurement process once our grant is awarded. The process involves a public request
for proposals for evaluation services by our procurement department. The contracts established
with the evaluator will be limited to an individual fiscal year. The amount to be paid to the
evaluator from grant funds is budgeted at 3% of the grant award amount.
The evaluator(s) will be a highly qualified individual or team with extensive experience in research
and program evaluation for both state and federally-funded educational grants, including
experience evaluating 21st CCLC program grants. Requirements for the external evaluation
team will be the capacity for building and implementing internal data collection, assessment
protocols, and development of relevant assessment tools. A minimum of five years of experience
in directing evaluation projects will also be required in the public education sector. Additional skill
sets expected from the external evaluator include effective communication skills, evidence of
planning and organizational skills, the ability to manage multiple priorities and sites, consensus
building with evidence of effective collaborative skills, and knowledge of best practices and
current trends in out-of-school time programs.
Additional Duties and Responsibilities:
Ensure the overall scientific integrity of the evaluation process; Design evaluation plans and
develop evaluation tools; Provide timely, relevant evaluation feedback and recommendations to:
Project Director; 21st CCLC Advisory Committee; and key stakeholders at the school, district, and
community level; Provide technical expertise to project staff; Provide timely input, interim reports,
outcomes, and recommendations for producing Georgia Department of Education-required
Annual Performance Reports; provide timely annual evaluation reports; and provide technical
assistance on the dissemination of data.
According to the Douglas County School District Procurement process, quotes are needed for the
required work. This grant sets the price, resulting in the evaluator selection being based on the
evaluator's resume, experience evaluating grants, history working with 21st Century Community
Learning Center, and location within the state of Georgia.
Report Deadline Expectation:
Reports are due to the DOE in both February and June. A draft of the reports is due to the
Douglas County School System no later than two weeks prior to the state deadline.
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The Douglas County School District (DCSD) has several newly awarded grants in need of
evaluation services for the 2026-2027 school year.
Achieve Grant
Factory Transition
SOAR Grant
CHAMP Grant
FOCUS
STAR
Success Club
Lithia Cohort
Smart Grant
The Douglas County School District (DCSD) has a total of 25 sites over nine (9) grants.
There are multiple surveys, some are provided and others are created both online and
paper/pencil, onsite. It is the evaluator's responsibility to create the surveys, compile and
tabulate the data. Each school is responsible for distributing the surveys. Only portions
of the grant narrative will be distributed.
Responders can submit one proposal for eight (8) separate performance reports, however
DCSS may choose to award individually.
Fee Schedule:
Contracts typically run from July 1st - June 30th for each fiscal year with DCSD. Given that this
contract is being awarded for a time period of less than one year, the fee schedule will be
modified accordingly.
For this contract period (date of award October 2026 - June 30, 2027), the awarded contract
amount will be 3% of the awarded amount as stated in Section VII: Project Scope of Work. For
this contract period, the fee schedule will be:
Achieve Grant for 2026-2027 school year is $7,142
Factory Transition for 2026-2027 school year is $10,405
SOAR for 2026-2027 school year is $9,448
CHAMP Grant for 2026-2027 school year is $8,508
Focus for 2026-2027 school year is $10,434
STAR for 2026-2027 school year is $9,966
SUCCESS Club for 2026-2027 school year is $9.966
Lithia Cohort for 2026-2027 school year is $8,186
Smart for 2026-2027 school year is $10,296
27-006 21st CCLC Grant Evaluator Page 10 of 27