Request for Proposal (RFP)

Student Equity

Office Hours: Monday – Friday 8:00 a.m. – 5:00 p.m.
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CONTACT INFORMATION:
Dr. Susana Castellanos-Gaona

Student Success and Support Program (SSSP) & Student Equity Coordinator
scastellanos-gaona@gwc.cccd.edu
714-895-7711 ext. 55301
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Logan Shreve
Student Success and Support Program (SSSP) & Student Equity Staff Aide
lshreve@gwc.cccd.edu
714-892-7711 ext. 55306

Request for Proposal (RFP) Guide

Adopted by the Recruitment to Completion Committee: May 3, 2016
Revised and Finalized: May 17, 2016
First Implementation: Fall 2016


INTRODUCTION

The purpose of this document is to describe the structure and mechanisms for the Request for Proposal (RFP) process established by the Recruitment to Completion Committee (RCC).


MISSION

The mission of the Recruitment to Completion Committee is to plan, execute, and evaluate activities to increase student success from recruitment to completion of approved educational plans in a data-informed and collaborative setting.


 REQUEST FOR PROPOSAL – APPLICATION PROCESS

The Recruitment to Completion Committee is charged with accepting, reviewing, and rating requests for proposals that seek funding from the following categorical programs:

  • Student Success and Support Program (SSSP)
  • Student Equity
  • Basic Skills Initiative (BSI)
  • Access 2 Success – Title III

The Recruitment to Completion Committee welcomes and encourages proposals from faculty, staff, and management in all disciplines. Applicants are encouraged to read this document in its entirety and contact the SSSP and Student Equity Coordinator, Basic Skills Initiative Coordinator or Title III Coordinator for any questions.

  1. Review the Mission and Goals for Golden West College and the following documents:
    1. Student Success and Support Program (SSSP) Plan
    2. Student Equity Plan
    3. Basic Skills Initiative Plan
    4. Access 2 Success – Title III Plan
    5. Key Performance Indicators (KPIs)

Applicants must be familiar with the above documents. Proposals will be considered if they have strong potential to directly improve student success. Proposals must demonstrate how the project will address the goals that are written in the plans and how it supports the mission and goals of Golden West College.

  1. Complete and submit the Request for Proposal Template including columns 1-3 of the RFP 5-Column Model Template and submit to the appropriate coordinator by the monthly deadline specified in the RFP Timeline. The appropriate coordinator will conduct a technical review and will work with the applicant to revise the document as needed before it is forwarded to the Recruitment to Completion Committee for review.

If the applicant is submitting a proposal that addresses the goals of the SSSP and Student Equity plans, the RFP should be submitted to the SSSP and Student Equity Coordinator.

Susana Castellanos-Gaona, Ed.D.
Administration Building – Office 121
714-892-7711 Ext. 55301
scastellanos-gaona@gwc.cccd.edu

If the applicant is submitting a proposal that addresses the goals of the Basic Skills Initiative plan, the RFP should be submitted the Basic Skills Initiative Coordinator

Alex Miranda, Ph.D.
Learning Resources Center Building
714-895-8180
amiranda42@gwc.cccd.edu

If the applicant is submitting a proposal that addresses the goals of the Access 2 Success – Title III plan, the RFP should be submitted to the Title III Coordinator.

David Baird, Ed.D.
Administration Building
714-892-7711 Ext. 55017
dbaird@gwc.cccd.edu

  1. Present proposal to the Recruitment to Completion Committee on the meeting reserved for the RFP Q&A Session specified on the monthly schedule in the RFP Timeline. Applicants are required to attend this meeting and will be given five-minutes to present an overview of the proposal and respond to any questions from the committee.

If RCC members request revisions to the proposal, the applicant must revise and re-submit the proposal by the next deadline specified on the monthly schedule in the RFP Timeline. Applicants will be required to attend the next RFP Q&A Session and will be given five-minute to present the revisions of the proposal and respond to any questions from the committee.

If RCC members do not request revisions, the proposal will go through the rating process.

  1. RCC members will rate the proposal using the Ratings Rubric on the date specified on the monthly schedule in the RFP Timeline. Proposals will be rated on four criteria:
  • Potential Improvement to Student Success (0-50 points). Ability to improve student success.
  • Scalability (0-20 points). Ability to serve a large number of students.
  • Impact (0-20 points). Short-term/long-term impact on student success and institutional effectiveness.
  • Assessment/Evaluation (0-10 points). Quality of student learning outcome and assessment plan.
  1. RCC members will make a decision based on the ratings on the date specified on the monthly schedule in the RFP Timeline. Proposals must receive a minimum average rating of 70 points to be eligible for funding. All approved proposals will be an informational item for Planning and Budget, which will also receive a final report on the projects.
  1. The appropriate coordinator will deliver a written response to the applicant based on the decision made by RCC.
  1. If the RFP is approved for funding, the appropriate coordinator will meet with the project leader to review the contract process. This process includes a signed RFP Contract Agreement that describes the project with a timeline and deadline for fund expenditures. Prior to receiving any funds, project leaders will be required to sign the contract accepting responsibility for tracking and staying within the awarded amount.
  1. The project leader may be required to present a progress report to the Recruitment to Completion Committee when requested. The project lead will be given two-weeks notice when applicable.
  1. If the project requires an amendment, the project leader must submit the RFP Amendment Template by the deadline specified on the monthly schedule in the RFP Timeline. The process for amendments mirrors the process for RFPs.
  1. At the end of the Spring semester, all project leaders will be required to submit a complete RFP 5-Column Model Template including columns 4-5. This is a tool that has been developed to assess the outcomes of the project. If the project leader would like to continue with the project for the next fiscal year, the RFP Rollover Request Form will be required to be completed and attached to the RFP 5-Column Model Template. The 5-Column Model templates will be rated by the RCC to determine if the project should receive additional categorical funds for the following fiscal year. The RCC may request the project lead to attend a RCC meeting to respond to questions. The project leaders will be given two-weeks notice when applicable.

Request for Proposal (RFP) Template Description

The Request for Proposal Template requires the following information:

  • Title of Proposal
    Please limit this title to 10 words or less.
  • Applicant’s Basic Information
    Please include the applicant’s full name, e-mail address, phone number, direct supervisor, department, and project leader.
  • Total Amount Requested
    Please include all possible expenses for this project and complete Expense Sheet in the RFP Template. Please include accurate projections. Categorical programs have limited fund allocations and must maximize funding.
  • Identify any additional funding if your activity is currently funded through other sources.
    If the project is currently active or has been approved using other funding sources, please include the amount and budget titles. Explain why the project needs additional funds and how they will be used as a supplement to the current allocation.
  • Expense Sheet – Itemized list of proposed expenses with estimated cost for each applicable category.
    Please schedule an appointment with your fund Coordinator to complete the required tables correctly. Fringe and medical benefit rates depend on the employee category.
    The Coordinator will assist you in determining the rates based on program needs.

SSSP & Student Equity Coordinator
Susana Castellanos-Gaona, Ed.D.
714-892-7711 ext. 55301
scastellanos-gaona@gwc.cccd.edu

Basic Skills Coordinator
Alex Miranda, Ph.D.
714-895-8180
amiranda42@gwc.cccd.edu

Title III Coordinator
David Baird, Ed.D.
714-892-7711 ext. 55017
dbaird@gwc.cccd.edu

Rated Questions

  1. Improvement in Student Success Initiatives (0-50 points). Explain how this project will positively impact any of the goals from the following college plans (Student Success and Support Program (SSSP), Student Equity, and/or Basic Skills Initiative).Please review each plan and identify the goals that the project addresses. Please explain the specific metric(s) for the selected plan. This question is worth 50 points and will be determine the funds that are eligible for the project.
  1. Scalability (0-20 points). Ability to service a large number of students. Describe in detail how many students will be directly served by this project. Explain how this project can be expanded to other programs and/or be adopted college-wide.
  1. Outcomes (0-20 points). Describe short-term/long-term measurable outcomes on student success and institutional effectiveness. Explain how this activity will have an impact on overall college goals and Key Performance Indicators (KPIs).Please review the Key Performance Indicators as well as the mission and college goals for Golden West College. Explain how the project addresses the KPIs and how it connects to the mission and campus goals.
  1. Assessment Evaluation Plan (0-10 points). The 5-Column Model Template is the required tool for evaluation and/or assessment to determine the effectiveness of the project.   Please complete columns 1-3 as part of this proposal. Columns 4-5 will be due at the end of the Spring semester.

Non-Rated Questions

  1. Is there available campus data that supports this project proposal? If yes, please explain.
    Include research data that may be available from the Office of Research and Institutional Effectiveness. Data should support the needs and outcomes of the project.
  1. Are there similar projects that are currently active at other community colleges or universities? If yes, what are the outcomes?
    Refer to any projects that are similar or identical to the proposed project and highlight positive outcomes.
  1. What is the implementation plan and timeline for this project?Are there similar projects that are currently active on campus? If, yes, have you shared and discussed your project idea for possible collaboration?
    The goal is to maximize funds that are available and to minimize project overlap and repetition. The Recruitment to Completion Committee will ask applicants to find ways to integrate similar programs to maximize the overall campus impact. If unsure, please contact your respective program coordinator to learn about other programs.
  1. What is the implementation plan and timeline for this project?
    Describe the implementation plan from start to finish in detail. The information in this section should serve as a tool for the project leader with step-by-step details on how to implement the project within the specified timeline.
  1. Who will be involved in the implementation of this project?
    Include all faculty, staff, and management and any departments that will be collaborating in this effort.
  1. Are there any physical space requirements for this project? If yes, has a location been identified and approved?
    New projects that require a physical space designation should be discussed and approved by the direct supervisor and reporting Vice President. The Recruitment to Completion Committee cannot move forward with approvals for funding if a project does not have a designated physical space.
  1. Will this project require other campus resources for implementation (i.e. Tech Support, Maintenance & Operations, Public Safety, etc.)? If yes, have you discussed this project with those areas?

Request for Proposal – RFP – Template [DOC]
Request for Proposal – RFP – Guide [PDF]