Fillable Printable Massachusettsdepartmentof Higher Education
Fillable Printable Massachusettsdepartmentof Higher Education
Massachusettsdepartmentof Higher Education
MASSACHUSETTS
DEPARTMENT OF HIGHER EDUCATION
REQUEST FOR PROPOSALS
FUNDING FORMULA DEVELOPMENT FOR THE STATE
UNIVERSITIES
DECEMBER 26TH, 2014
INTRODUCTION
1.1. PURPOSE AND BACKGROUND
The Department of Higher Education is seeking a firm or firms to work with the DHE on one (or
both) of the projects outlined below regarding the design and development of the Funding
Formula Massachusetts Public State Universities.
Project #1 Formula Development Consultant
a) Determine core set of appropriate performance metrics
b) Establish the individual funding levels, calculaons and methodologies that will be
used to determine how each of the metrics will be valued and the impact they will
have on overall instuonal funding.
Project #1 Tasks
1. Examine operational goals and needs for each college
2. Present current disparities or inequalities in state funding between colleges on a per
student basis.
3. Define key areas of performance that will have impact on the formula (e.g. student
success and degree production in high-need fields).
4. Determine requisite non-performance aspects of the formula (e.g. base cost of operations
and stop loss provisions).
Project #2 Funding Formula Dashboard Application/Tool Developer
a) Document all elements of the tool and tool requirements (e.g. types of data,
underlying calculaons and explanaons of how calculaons address the provisions
of the Formula),
b) Develop a user friendly dashboard-like interface for the tool
c) Generate a users-manual for the tool.
Project #2 Tasks
1. Generate a mechanism for easily modifying the weights applied to the formula
parameters.
2. Enable e&cient loading of diverse campus-level performance outcomes data, state
budget amounts and constraints and other inputs to be determined
3. Create user-friendly visualizaons for viewing the impact of changes in data and weights
and to compare results from di*erent iteraons of the formula
4. Enable addional required funcons that will make the tool useful for exploring
alternave budget scenarios
5. Create thorough documentaon that will make the tool accessible to a diverse end-user
audience.
1.2. OBJECTIVE
It is intended that this RFP will allow the Department of Higher Education to procure one (or
two) vendors that will be the most responsive and able to facilitate the above charge at a
competitive price in a manner consistent with Massachusetts State Finance and Procurement
laws.
1.3. MINIMUM QUALIFICATIONS
Projects 1 and 2
The selected vendor or vendors must be licensed to conduct business in the Commonwealth of
Massachusetts.
Project #1
The selected vendor must have demonstrated experience in conducting comprehensive reviews
of public education funding models. They will have deep knowledge and understanding of
funding formulas for public higher education and will be able to provide detailed explanations of
specific formulas and metrics that have been implemented in other state higher education
systems.
Project #2
The selected vendor will have advanced expert-level ability with Excel, substantial experience in
the development of end-user data and research tools, familiarity with higher education data, and
strong statistical skills. Some experience with developing tools specifically for funding formulas.
Ability to work effectively with data providers and analysts.
1.4. PERFORMANCE PERIOD
The period of performance of any contract resulting from this RFP is tentatively scheduled to
begin on or about January 22, 2015, and extend through June 30, 2015. Amendments extending
the period of performance, if any, shall be at the sole discretion of the Department of Higher
Education and subject to appropriation in the FY2016 General Appropriation Act.
1.5. ADA
The Department of Higher Education complies with the Americans with Disabilities Act (ADA).
Firms may contact the RFP Coordinator to receive this Request for Proposals in alternative
formats.
2. GENERAL INFORMATION FOR RESPONDENTS
2.1. RFP COORDINATOR
The RFP Coordinator is the sole point of contact for the Department of Higher Education for this
Procurement. All communication between the respondents and the Board of Higher Education
upon receipt of this RFP shall be with the RFP Coordinator, as follows:
Name / Title: Sean Nelson, Deputy Commissioner for Administration and Finance
Address: One Ashburton Place, Room 1401
City, State Zip Code: Boston, MA 02108
Phone Number: 617-994-6918
E-Mail Address: [email protected]
Any other communication will be considered unofficial and non-binding on the Board of Higher
Education. Firms are to rely on written statements issued by the RFP Coordinator.
Communication directed to parties other than the RFP Coordinator may result in disqualification
of the Firm.
2.2. ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES
Issue Request for Proposals: December 26th, 2014
Proposals Due: January 9
th
, 2014 5:00 pm
Evaluate Proposals: January 12
th
2015 – January 20
th
, 2015
Selection of Vendor: January 20
th
, 2015
Contract Start Date: January 22
th
, 2015
The Department of Higher Education reserves the right to revise the above schedule.
2.3. SUBMISSION OF PROPOSALS
Proposals care to be submitted to the Department of Higher Education, attention: Sean Nelson,
no later than 5:00 pm Eastern Standard Time on Thursday, Friday, December 26
th
2014.
Respondents are required to submit two (2) original copies and three (3) duplicates of their
proposal. The original copies of the proposal must have wet ink signatures on the letter of
submittal, which must be signed by an individual authorized to legally bind the entity to a
contract with the Department of Higher Education.
The Department of Higher Education assumes no responsibility for delays caused by any
delivery service. Proposals deemed late will not be accepted and will be automatically
disqualified from further consideration as mandated by Massachusetts 801 C.M.R 21. Failure to
respond to any portion of the procurement document may result in rejection of the proposal as
non-responsive.
2.4. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE
Materials submitted in response to this competitive procurement shall become the property of the
Department of Higher Education, and will remain confidential until the contract with the elected
vendor has been fully executed. Once a contract has been executed, all proposals will become
public records as defined by Massachusetts Public Record Law.
2.5. MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION
The DHE encourages participation in all of its contracts by certified Minority and Women's
Business Enterprises (MWBE) firms. Participation may be either on a direct basis in response to
this solicitation or on a subcontractor basis. Any affirmative action requirements set forth in
federal regulations or statutes included or referenced in the contract documents will apply.
2.9. CONTRACT FOR SERVICES
The selected vendor will be expected to enter into a standard contract for services as required by
Massachusetts State Finance and Procurement laws. This contract will originate from the
Department of Higher Education.
2.10. NO OBLIGATION TO CONTRACT
This RFP does not obligate the Department of Higher Education to contract for the services
specified herein.
2.12. REJECTION OF PROPOSALS
The Department of Higher Education reserves the right at its sole discretion, and without penalty,
to reject any and all proposals received and not to issue a contract as a result of this RFP.
2.13. COMMITMENT OF FUNDS
The Department of Higher Education may obligate funds for a contract resulting from this RFP
in a manner consistent with Massachusetts Procurement and Finance Law.
3. PROPOSAL CONTENTS
Submitted proposals are to be no more than ten pages, including all attachments.
Proposals must include the following sections in the order listed below:
1. Letter of Submittal
2. Proposal Narrative
3. Management Structure
4. Cost Proposal
Items in this section marked "mandatory" must be included as part of the proposal for the
proposal to be considered responsive; however, items marked “mandatory” are not scored unless
otherwise indicated. Items marked "scored" are those that are awarded points as part of the
evaluation conducted by the evaluation team.
3.1. LETTER OF SUBMITTAL (MANDATORY)
The Letter of Submittal must be signed and dated by a person authorized to legally bind the
respondent to a contractual relationship: e.g., the President or Executive Director of a
corporation, the managing partner of a partnership, or the proprietor of a sole proprietorship. The
letter of submittal must identify the following:
1. Name, address, principal place of business, phone number, fax number, and e-mail address of
the legal entity or individual by whom the contract would be executed.
2. Name, address, and phone number of each principal officer (President, Vice President,
Treasurer, Chair of the Board of Directors, etc.).
3. Legal status of the Firm (sole proprietorship, partnership, corporation, etc.) and the
year the entity was organized to do business as the entity now substantially exists.
4. Federal Employer Tax Identification number or Social Security number.
5. Location of the office/facility from which the consultant would operate.
6. Identification of any State employees or former State employees employed by the firm or
serving on the firm’s governing board as of the date of the proposal. Include their position and
Responsibilities within the Firm’s organization. The Department of Higher Education maintains
the right to disqualify any proposal as a result of a real or potential conflict of interest as a result
of reviewing this information.
3.2. PROPOSAL NARRATIVE (SCORED/MANDATORY)
Respondents are required to submit the following elements in the proposal narrative:
A. Project Overview - outline of the approach and methodology for producing the required
outcomes detailed in this request for proposals.
B. Work Plan - detailing of tasks, activities and project requirements that are necessary to
successfully facilitate the charge of the above referenced committee, the metrics used for
evaluating campus performance, benchmarks, and funding schematics.
C. Project Schedule – A schedule for detailing when each phase of the search will be completed
and when deliverables, if any, will be provided.
D. Deliverables – A detailed schedule for all deliverables delineated in the project overview.
3.3. MANAGEMENT PROPOSAL
A. Project Management (SCORED/MANDATORY)
1. Project Team Structure/Internal Controls – respondents are Provide a description of the
proposed project team structure and internal controls to be used during the course of the project,
including any subcontractors. An organizational chart is to be submitted that indicates the lines of
authority for personnel involved in performance of this project.
2. Staff Qualifications/Experience – Identify staff, (including subcontractors), who will be
assigned to the potential contract, indicate the responsibilities and qualifications of
such personnel, and include the amount of time each will be assigned to the project.
Provide a resume/curriculum vitae for the named staff including information on their particular
skills related to this project, education, experience, significant accomplishments and any other
pertinent information. The selected respondent must commit that staff identified in its proposal
will actually perform the assigned work.
B. Experience of the Firm (SCORED/MANDATORY)
1. Other Experience - Indicate other relevant experience that indicates the qualifications
of the Firm, and any subcontractors, for the performance of the potential contract.
2. Contracts - Include a list of contracts the Firm has had during the last five years
that relate to the Firm’s ability to perform the services needed under this RFP. List
contract reference numbers, contract period of performance, contact persons, phone
numbers, fax numbers and e-mail addresses.
C. References (SCORED/MANDATORY)
List names, addresses, phone numbers, fax numbers and e-mail addresses of five business
References for which work has been completed and briefly describe the type of services
provided. References will be contacted for the top-scoring proposal(s) only.
3.4. COST PROPOSAL
The evaluation process is designed to award this procurement not necessarily to the proposed
vendor of least cost, but rather to the proposed vendor whose proposal best meets the
requirements of this RFP. However, vendors are encouraged to submit proposals which are
consistent with the Department of Higher Education’s efforts to conserve state resources. The
proposal must specifically set forth the proposed vendor’s professional fees and anticipated
expenses in a "not to exceed" amount.
A. Identification of Costs (SCORED/MANDATORY)
Identify all costs, including expenses, to be charged for performing the services necessary to
accomplish the objectives of the contract. The proposed vendor is to submit a fully detailed
budget including staff costs and any expenses necessary to accomplish the tasks and to
produce the deliverables under the contract. Costs for subcontractors are to be broken out
separately. Please note if any subcontractors are certified Minority and Women's Business
Enterprises.
4. EVALUATION AND CONTRACT AWARD
All proposals will be reviewed by the RFP Coordinator to determine compliance with
administrative requirements and instructions specified in this RFP. Only responsive
proposals which meet the minimum requirements will be forwarded to the evaluation team for
further review.
4.1. EVALUATION PROCEDURE
Responsive proposals will be evaluated in accordance with the requirements stated in this
solicitation and any addenda issued.
4.2. EVALUATION WEIGHTING AND SCORING
The following weighting and points will be assigned to the proposal for evaluation purposes:
Proposal Narrative 35 points maximum
Management Proposal 35 points maximum
Cost Proposal 30 points maximum
_________________
TOTAL FOR WRITTEN PROPOSAL 100 points
