Requests for Proposal
Open RFP | Special Education Related Services
- Email a PDF copy of the proposal for providing Special Education Related Services for Hiawatha Academies to Dr. Susan Larson, [email protected] and to Sabrina Edwards, [email protected] by April 17 at 6:00 PM. Please only consider the bid received when a confirmation email is received.
- Questions on the proposal should be directed to: Dr. Susan Larson, [email protected] and Sabrina Edwards, [email protected]
- Hiawatha Academies reserves the right to reject any bids and to waive any informality in bidding and/or make the award for all or part of the work to be done, as appears to be in its best interests.
The purpose of this Request for Proposal (RFP) is to obtain proposals from qualified special education service providers in the areas of Speech/ Language Pathology and Occupational Therapy to contract with Hiawatha Academies Public Charter School (HA) to provide services as outlined in this RFP.
The District has identified the following services to be provided by related service providers:
• Provide all mandated related services for students receiving special education services, under IDEA part B, in accordance with the student’s Individualized Education Programs (IEP)
• Conduct appropriate components of comprehensive evaluations to determine students’ eligibility for the related service in conjunction with the evaluation team
• Complete all due process activities related to the implementation of students’ IEPs, including, but not limited to: MA billing, attending IEP meetings, writing IEP goals and present levels of performance, adding accommodations/modifications, and completing regular IEP progress reports
• Provide support and training to special education and general education staff to integrate therapeutic practices into the general education classroom setting
• Consult with the school’s Child Study Team (CST) to identify pre-referral interventions and data collection methods for students
Background
Hiawatha Academies (HA) is a public, charter school network located in south Minneapolis and primarily serving the south Minneapolis community. In the 2025-2026 school year, Hiawatha will have one elementary school (K-4), one middle school (5-8) and one high school (9-12).
HA serves a diverse student populations which is 65% English-language learners, 98% students of color, and over 80% free and reduced lunch. Approximately 14% of the student population receives Special Education services. The table below shows the projected enrollment for the next three school years as well as an estimate for the total population of students with IEPs.
|
School Year |
Projected Enrollment |
Projected population of Students with IEPs |
|
2025-2026 |
1550 |
220 |
|
2026-2027 |
1550 |
220 |
|
2027-2028 |
1550 |
220 |
Requests for proposals will be evaluated by the Senior Officer of Student Services, Director of Special Education, and Special Education Manager. HA will base its evaluation on the following criteria:
• Price
• Completeness and timeliness of Proposals
• Demonstration of complete, thorough and high-quality work
• Experience and proven track record with providing services to diverse and historically underserved student populations
• Demonstration that the provider meets the requirements
• Willingness to collaborate on contract specifics
Provider Requirements
• All service providers are fully licensed in the state of Minnesota
• All service providers submit and pass a background check or verification that employees completed a background check as part of their hiring process
• The related service provider maintains liability insurance and provides a COI each year of active agreement.
• The related service provider can ensure all services, even if there are cases where there are personnel changes for the provider
• Provider provides assurances regarding data handling/privacy
• Provider includes indemnification language in its agreement with Hiawatha Academies
• Provider will provide prompt billing that is Net 30
• Provider includes ‘failure to perform’/early termination language in its agreement
Open RFP | Student Transportation Services
Issued by: Hiawatha Academies
RFP Number: HA-2026-TRANSPORT
Issue Date: 4/8/2025
Proposal Due Date: 4/25/2025
1. Overview of Hiawatha Academies
Hiawatha Academies is a network of college-preparatory public charter schools serving students from kindergarten through 12th grade. The district is seeking proposals for reliable, safe, and communicative transportation providers to support daily routes, after-school programming, and field trips.
The district currently comprises several campuses across two transportation tiers:
- Tier 1: Grades K–8
- Approx. 18–20 full daily bus routes
- Specialized transportation for IEP and other needs
- Tier 2: High School (grades 9–10 primary, with some 11–12)
- Approx. 6–10 buses
- Specialized transportation for IEP and other needs
2. Scope of Services
2.1 Daily Transportation Services
- Morning and afternoon service for both tiers
- Adherence to school calendars, start/end times
- Flexibility to accommodate route and enrollment changes
2.2 Specialized Transportation
- Door-to-door service as required by IEP
- Wheelchair accessible vehicles
- Trained staff on special needs transportation
2.3 After-School Activity Transportation
- Estimate pricing for transportation from school to student residences or central hubs between 4:00–6:00 PM
- Coordination with school schedules and staff
2.4 Field Trip Transportation
- On-demand, pre-scheduled service with 7-day advance booking
- Per-bus pricing and hourly minimums
3. Pricing Structure (Required)
Vendors must include:
- Base cost per route (AM/PM), per Tier
- Additional mileage fees if applicable
- Per hour and per mile pricing for after-school and field trips
- Standby fees, late cancellation penalties
- Pricing for specialized transportation services
4. Route Changes and Communication Procedures
4.1 Route & Boundary Updates
- Detail your process for updating routes due to enrollment shifts or boundary revisions
- Timeline and stakeholder involvement
- Tools and mapping technology used
4.2 Communication Protocols
- Notification procedures for delays, incidents, or route adjustments
- Languages supported (Hiawatha prefers English, Spanish, Somali, at a minimum)
- Parent contact systems (calls, SMS, apps)
5. Technology Integration
Provide a description of onboard and backend technology, including:
- GPS tracking systems (real-time parent access preferred)
- Student ridership verification (swipe card or facial recognition)
- Behavioral monitoring systems (camera systems, driver notes)
- Communication tools for route alerts and emergencies
6. Organizational Information
Please include:
- Years in business
- Legal business name and structure (is the company, local, regional, national, etc.)
- Number of buses and vans owned (and their age/maintenance protocols)
- Number of drivers and training/certification practices
- Primary business address and contact information
- References from 2–3 similar-sized school districts
7. Insurance and Risk Management
All vendors must provide:
- Proof of commercial vehicle liability insurance (minimum $5M coverage)
- General business liability insurance
- Workers' compensation coverage
- Indemnification clause stating vendor holds Hiawatha Academies harmless in case of incident caused by negligence
8. Failure to Perform
Proposals must address:
- Penalties for missed routes, late pickups, or route deviation
- Reimbursement or early exit processes for unfulfilled services
- Backup transportation plans for vehicle breakdowns
9. Proposal Submission Requirements
All proposals must be submitted electronically in PDF format by [Insert Deadline] to:
Contact: Todd Peterson
Email: [email protected]
Subject: HA-2025-TRANSPORT Proposal
Proposals should not exceed 30 pages, including appendices and pricing schedules.
10. Evaluation Criteria
Proposals will be evaluated based on:
- Cost and value
- Vendor experience and capacity
- Safety and technology offerings
- References and customer service
- Flexibility and communication capabilities
Open RFP | Auditor Services
Issued by: Hiawatha Academies
RFP Number: HA-2025-AUDIT
Issue Date: April 10, 2025
Proposal Due Date: April 25, 2025
1. Overview of Hiawatha Academies
Hiawatha Academies is a network of public charter schools serving students from kindergarten through 12th grade in Minnesota. The organization operates as a nonprofit and includes affiliated building companies (2), which are also nonprofit. Hiawatha Academies seeks proposals from qualified audit firms to provide annual independent auditing services in compliance with Minnesota state laws and regulations governing charter schools and nonprofit organizations.
2. Scope of Services
The selected firm will be expected to:
- Conduct an independent audit of financial statements for Hiawatha Academies and its affiliated building companies
- Ensure compliance with MN charter school finance laws
- Provide risk assessments and financial analyses including state pension considerations
- Prepare and submit audit reports by early December
- Present findings to the Finance Committee and full Board
3. Fieldwork Timeline
Fieldwork must begin in mid-October with final report submissions completed by early December. The selected firm must be available for presentations to the Finance Committee and full Board upon finalization.
4. Submission Requirements
Each proposal must include:
- Company profile including years in business, staff size, and licensure
- Experience working with Minnesota charter schools and nonprofits
- Summary of relevant expertise in MN state laws, pension systems, and nonprofit financial regulations
- Estimated costs, including hourly rates and capped totals
- List of deliverables (draft and final reports, board presentation materials, etc.)
- Indemnification language and failure to perform clause
- Proof of business liability and other applicable insurance coverage
5. Submission Instructions
All proposals must be submitted electronically in PDF format by April 25, 2025 to:
Todd Peterson
Senior Finance Officer
Email: [email protected]
6. Evaluation Criteria
Proposals will be evaluated on the basis of:
- Relevant experience and qualifications
- Understanding of MN charter school financial regulations
- Cost effectiveness and clarity of deliverables
- Quality of references and prior performance
- Capacity to meet the required timeline
Open RFP | Staffed Security Services for K-12 School District
Staffed Security Services for K-12 School District
Date Issued: July 28, 2025
Response Due Date: 08/11/2025
Hiawatha Academies is seeking proposals from qualified and experienced security service /
protection-team providers to furnish on-site, uniformed, staffed security services for two K-
12 campuses, each serving approximately 800 students. The intent of this RFP is to secure a
provider who can deliver a safe, responsive, and community-friendly presence aligned with
educational and legal standards.
2.1 Locations
- Campus A: Hiawatha Academies Collegiate High School (9-12); Minneapolis, MN
- Campus B: Hiawatha Leadership Academy (K-5) and Hiawatha College Prep (6-8);
Minneapolis, MN
2.2 Coverage Requirements
• Daily coverage: Monday through Friday, 7:30 AM – 4:00 PM – schedule varies based on
campus and student schedule/calendar
• Special events: After-hours and weekend event coverage on an as-needed basis (scheduled
in advance).
2.3 Staffing
• One - two uniformed security officers per campus during school hours.
• Officers must be appropriately licensed, trained, and experienced in working in school
settings.
• Backup staffing plan for sick days, absences, or emergencies.
•Protection team staff are unarmed
2.4 Officer Duties
• Monitor and control access to school facilities.
• Monitor hallways, parking lots, and grounds. .
• Assist with morning student drop offs (traffic management) and afternoon departures.
• Serve as a visible deterrent and positive presence/role models.
• Report safety issues or unauthorized persons to school administration. .
• De-escalate conflicts per posting orders and work with school personnel to maintain a safe
environment.
• Participate in safety drills and emergency response coordination.
• Valid state-issued security agency license.
• All staff must pass background checks and be eligible to work in
• Officers must complete training in de-escalation, CPR/First Aid, child interaction, and
threat assessment.
•All staff are Mandated Reporters.
•All staff are bound by FERPA and MN State Laws regarding data privacy
• Company overview and experience.
• Hourly billing rates (regular and event / after hours).
• Detailed staffing plan including supervision, reporting structure, and emergency coverage.
• Insurance certificates: General liability, workers’ compensation, and professional liability.
• References (minimum of 3).
• Relevant experience (25%)
• Qualifications and training of staff (20%)
• Approach to school security (20%)
• Cost competitiveness (20%)
• References and reputation (15%)
Submit all proposals electronically (PDF format) or by mail to:
Todd Peterson, [email protected]
Proposals must be received by August 11 th 12:00 pm. Late submissions will not be
considered.
• The school district reserves the right to reject any or all proposals.
• This RFP does not constitute a binding agreement until a final contract is executed.
• Site visits may be scheduled upon request.
Open RFP | NURSING SERVICES
School Year: 2025–2026
Point of Contact: Dr. Sabrina Edwards, Senior Student Services Officer
I. INTRODUCTION
Hiawatha Academies is requesting proposals from qualified vendors to provide Nursing Services for
the 2025–2026 school year, with the option to renew annually based on performance and district
needs. Services will support students with Individualized Education Programs (IEPs), medical
accommodations, and health-related needs across campuses.
There is no expressed or implied obligation for Hiawatha Academies to reimburse vendors for any
expenses incurred in preparing proposals.
II. SUBMISSION GUIDELINES
To be considered, proposals must be submitted electronically as a PDF to:
Email: [email protected]
Deadline: Friday, August 16, 2025, by 12:00 PM CST
Hiawatha Academies reserves the right to:
● Reject any or all proposals
● Request additional information or clarification
● Invite vendors for oral presentations if needed
Following vendor selection, a contract will be executed in alignment with district procurement policies.
III. TERM OF ENGAGEMENT
The initial contract will cover the 2025–2026 school year, subject to annual review and
recommendation by the Senior Student Services Officer and Senior Finance Officer. Renewal will be
based on service quality, compliance, and alignment with district priorities.
A. Demonstration of Nursing Services
Include:
● Description of services provided to K–12 students
● Examples of work aligned to IEPs and health plans
● References from previous school-based engagements
B. Vendor Qualifications and Experience
Provide:
● Number of staff available for this engagement
● Experience with FERPA and HIPAA compliance
● Liability insurance documentation
If submitting as a consortium, identify the lead vendor and provide qualifications for each partner.
C. Staff Qualifications
For each proposed nurse, include:
1. Resume and prior school-based experience
2. Special education training or experience
3. Current licensure verification
4. Health clearance documentation
5. Fingerprinting verification
V. SCOPE OF WORK TO BE PERFORMED
The contractor shall provide the following services during the contract period, in alignment with
Minnesota Statutes §121A.15, FERPA, HIPAA, and district protocols. Both part-time and full-time
staffing models will be considered, provided they meet the service needs and continuity
expectations of the district.
● Treatment of student health needs in accordance with Individualized Education Programs
(IEPs), 504 Plans, and medical orders
● Administration of medications and emergency response procedures
● Completion of required documentation, including progress notes, health assessments, and
compliance reports
● Participation in parent/school conferences, IEP meetings, and student support teams as
requested
● Staff consultation regarding implementation of health-related recommendations
● Monitoring and reporting of communicable diseases in coordination with the Minnesota
Department of Health
● Conducting state-mandated screenings (e.g., vision, hearing, scoliosis) and referrals for follow-
up care
● Maintain and review student immunization records in compliance with Minnesota Statute
§121A.15, submit required reports to MDH, and support families with exemption guidance and
access to vaccinations
● Support for students in foster care, experiencing homelessness, or other protected categories
under federal and state law
Personnel assigned to the district may not be changed without prior written approval from Hiawatha
Academies, which retains the right to approve or reject replacements.
VI. EVALUATION CRITERIA
Cost will not be the sole determining factor. Proposals will be evaluated based on:
● Experience and qualifications
● Alignment with student needs and district values
● Capacity to deliver consistent, high-quality service
● Responsiveness and clarity of proposal
VII. FEE STRUCTURE
Please provide:
● Hourly rates for nursing staff
● Names, titles, and rates of all personnel proposed
● Any additional fees or billing structures