FULL RFQ Download

April 15, 2026

Hiawatha Academies invites qualified vendors to submit proposals for Website Redesign and Development Services in accordance with the details outlined below. The selected provider will design, develop, host, and implement a modern, visually compelling website that reflects our organization’s mission and supports student recruitment, family engagement, and overall communication efforts. Hiawatha Academies is a charter school network serving approximately 1,600 students across multiple campuses, and we are seeking a partner to help us establish a strong, contemporary digital presence.

The selected vendor will be responsible for delivering a fully redesigned website that incorporates modern design standards, improved user experience, and full mobile responsiveness. The website must conform to established accessibility standards, specifically the Web Content Accessibility Guidelines (WCAG) 2.1 Level A and AA, ensuring equitable access for all users.  The website must also be designed to support a minimum of three languages (English, Spanish, and Somali) with a user-friendly language selection feature and a structure that allows for accurate and consistent translation of key content across all pages.

In addition, the vendor will migrate all relevant content from our existing website to the new platform, ensuring continuity of information while improving organization, accessibility, and overall usability. The website should serve as a key tool for recruitment by clearly communicating our programs, outcomes, and school community.

Please review the attached Request for Qualifications (RFQ) in its entirety for details on the project scope, timeline, technical requirements, terms and conditions, and submission instructions.

The RFQ packet is also available on our website at https://tinyurl.com/y7nh26wy and specifies required qualifications, scope of work, submittal instructions, and proposal requirements. Please note that if you intend to submit a proposal for this project, it is your responsibility to register with Josh Ogaard via [email protected] or (612) 293-7796.

This will identify you as a registered plan holder and ensure that you receive any addenda that may be issued. Addenda will be sent only to those vendors that complete such registration. The vendor remains responsible for obtaining all addenda to the original specification.

Proposals should be e-mailed to [email protected].

Proposals will be received no later than Friday, May 15, 2026 at 11:59 PM. 

Questions regarding this project or the enclosed documents can be directed to Josh Ogaard at [email protected] or (612) 293-7796.

The deadline for questions is May 8th, 2026 at 11:59 PM.

Sincerely, 

Josh Ogaard

Information Systems Officer

Hiawatha Academies

School Year: 2026–2027
Point of Contact: Dr. Sabrina Edwards, Senior Student Services Officer

I. INTRODUCTION

Hiawatha Academies is requesting proposals from qualified vendors to provide Licensed School Nurse (LSN) Services for the 2026–2027 school year, with the option to renew annually based on performance and district needs. Services will support general education and special education students, including those with Individualized Education Programs (IEPs), Section 504 plans, chronic health conditions, and medical accommodations.

There is no expressed or implied obligation for Hiawatha Academies to reimburse vendors for any expenses incurred in preparing proposals.

II. SUBMISSION GUIDELINES

Proposals must be submitted electronically as a PDF to:

Email: [email protected]

Required Email Subject Line Format:
<RFP> Nursing Services – Licensed School Nurse – [Organization Name]

Deadline: April 30, 2026 at 6:00 PM
A proposal is considered received only when a confirmation email is sent.

Questions regarding this RFP should be directed to:
Dr. 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.

III. SCOPE OF SERVICES

The Licensed School Nurse (LSN) will provide comprehensive school health services across all Hiawatha Academies campuses. Services include:

A. Clinical & Health Services

• Development, implementation, and monitoring of Individual Health Plans (IHPs)
• Development and oversight of Emergency Care Plans (ECPs)
• Delegation and supervision of health procedures to unlicensed personnel under the Minnesota Nurse Practice Act
• Medication administration oversight and compliance
• Management of chronic health conditions (diabetes, asthma, seizure disorders, allergies, etc.)
• Response to health emergencies and urgent care needs
• Maintenance of student health records in accordance with state and federal law

B. Special Education & Due Process

• Participation in IEP and Section 504 meetings
• Completion of health‑related evaluation components
• Documentation aligned to IDEA and Minnesota due process requirements
• Collaboration with multidisciplinary teams, including special education staff, related service providers, and Child Study Teams

C. Compliance & Reporting

• Adherence to Minnesota Department of Health (MDH) and Minnesota Department of Education (MDE) requirements
• Immunization compliance monitoring and reporting
• State‑required screenings (vision, hearing, scoliosis if applicable)
• Health data reporting and documentation aligned to state standards

D. Schoolwide Health Support

• Training for staff on health procedures, emergency response, and student‑specific needs
• Collaboration with campus leadership and student services teams
• Participation in crisis response, safety planning, and emergency preparedness
• Support for general education and special education students

IV. PROVIDER QUALIFICATIONS

Required Licensure 

Vendors must provide a Licensed School Nurse  who holds all of the following Minnesota credentials:

• Licensed School Nurse license issued by the Professional Educator Licensing and Standards Board (PELSB)

Additional Requirements

• Background check verification for all assigned staff
• Liability insurance with annual Certificate of Insurance (COI)
• LSN must supervise any RN or health paraprofessional assigned to Hiawatha Academies
• Staffing continuity across absences, turnover, or leave
• Notification of staffing changes within 48 hours

V. MINNESOTA‑SPECIFIC BILLING & DOCUMENTATION REQUIREMENTS

A. Special Education Funding & Tuition Billing (SEFTB)

Vendor must provide documentation that supports:

• SEDRA reporting
• MARSS reporting
• SEFTB allowable cost categories
• Contemporaneous service logs including:
• Student initials
• Date
• Start/end time
• Service type
• IEP alignment
• Provider signature

B. Medical Assistance (MA) Billing

Vendor must:

• Complete MA documentation for eligible health‑related services
• Maintain credentials required for MA billing
• Provide logs that meet DHS and MDE standards
• Participate in audits or reviews

C. Invoicing

• Monthly invoices
• Net 30 terms
• Invoices must include:
• Student initials
• Dates of service
• Service minutes
• Service type
• Rate and total cost
• Additional documentation provided upon request for audits

VI. DATA PRIVACY & SECURITY

Vendor must comply with:

• FERPA
• IDEA
• Minnesota Government Data Practices Act (MGDPA)
• All federal and state data privacy laws

Additional requirements:

• Secure transmission of student data
• No external use of student data
• No subcontractor access without written approval
• No storage of student data outside the United States

VII. PERFORMANCE EXPECTATIONS

Vendor must:

• Maintain consistent staffing and coverage
• Participate in quarterly performance reviews
• Respond to district concerns within five business days
• Submit corrective action plans when requested
• Deliver culturally responsive, high‑quality services

VIII. CONTRACTUAL REQUIREMENTS

Vendor agreement must include:

• Indemnification language
• Early termination and failure‑to‑perform clauses
• Data privacy assurances
• Confirmation that vendor is responsible for all employment‑related obligations
• Confirmation that vendor provides coverage during absence

School Year: 2026–2027  

Point of Contact: Dr. Sabrina Edwards, Senior Student Services Officer

I. INTRODUCTION

Hiawatha Academies invites qualified vendors to submit proposals for School‑Based Mental Health Services Billed Through Third‑Party Insurance in accordance with the details outlined below. The selected provider will deliver therapeutic services on campus while billing Medicaid and private insurance directly, and will collaborate with school teams to support referrals, care coordination, and family engagement. This model expands access to mental health care while reducing financial barriers for families and the district.

Hiawatha Academies is a public charter school network serving approximately 1,600 students across multiple campuses in south Minneapolis. We are seeking a partner who can provide high‑quality, culturally responsive mental health services that integrate seamlessly into the school environment and support the holistic needs of our students.

II. SUBMISSION GUIDELINES

Proposals must be submitted electronically as a PDF to:

Email: [email protected]

Required Email Subject Line Format:  

<RFP> Third‑Party Insurance Mental Health Services – [Organization Name]

Deadline: April 30, 2026 at 6:00 PM  

A proposal is considered received only when a confirmation email is sent.

Questions regarding this RFP should be directed to:

Dr. Sabrina Edwards — [email protected]

III. SCOPE OF SERVICES

A. Direct Mental Health Services

• Individual and group therapy
• Diagnostic assessments
• Crisis intervention
• Treatment planning and progress monitoring
• Coordination with external providers

B. Insurance Billing Model

Vendor must:

• Bill Medicaid, PMAPs, and private insurance directly
• Manage all credentialing, authorizations, and claims
• Provide families with clear communication regarding coverage
• Maintain compliance with DHS and insurance requirements

C. School Collaboration

• Participate in CST and student support meetings
• Coordinate with special education teams
• Provide consultation to staff
• Support referrals and family engagement

D. Documentation

• HIPAA‑compliant clinical documentation
• FERPA‑aligned school communication
• Crisis documentation
• Treatment plans and progress summaries

IV. PROVIDER QUALIFICATIONS

Required Licensure

Providers must supply clinicians licensed in Minnesota as:

• LPCC
• LICSW
• LMFT
• LP

Additional Requirements

• Background checks
• Liability insurance with annual COI
• Experience with school‑based mental health preferred
• Experience with multilingual and culturally diverse communities

V. BILLING & DOCUMENTATION REQUIREMENTS

A. Insurance Billing

Vendor must:

• Bill third‑party insurance directly
• Manage all claims, denials, and appeals
• Maintain DHS compliance for MA billing
• Provide families with billing support

B. Documentation

• HIPAA‑compliant clinical notes
• FERPA‑aligned communication with school teams
• Documentation available for audits upon request

VI. DATA PRIVACY & SECURITY

Vendor must comply with:

• HIPAA
• FERPA
• MGDPA

Clear boundaries must be maintained:

• HIPAA governs clinical records
• FERPA governs school‑based communication
• No sharing of clinical records without parent consent

VII. PERFORMANCE EXPECTATIONS

Vendor must:

• Maintain consistent staffing
• Participate in quarterly performance reviews
• Respond to district concerns within five business days
• Submit corrective action plans when requested

VIII. CONTRACTUAL REQUIREMENTS

Vendor agreement must include:

• Indemnification language
• Early termination and failure‑to‑perform clauses
• Data privacy assurances
• Confirmation of employment‑related obligations