4.2 Provider Sourcing and Request for Proposals

Now that you have envisioned your ideal tutoring provider, it's time to bring that vision to life by identifying a real-world counterpart. A provider might be selected from database searches/current partnerships or a more formalized sourcing procedure. A Request for Proposal (RFP) is a strategic tool to navigate complex projects, budget constraints, or competitive providers to ensure your students get the best possible service. Launching a Request for Proposal requires both adherence to district protocols and a deep understanding of quality beyond the basic standards of high-impact tutoring. Section 4.2 gives you resources to generate a potential provider list, assess the need for a RFP, and design a RFP. 

Note: This tool is not legal advice. Always consult your district’s legal counsel to ensure compliance with local regulations.

BEFORE YOU BEGIN

To be fully prepared to source your providers, ensure you have completed the following task:

TUTORING PROVIDER SOURCES
Key RecommendationsCorresponding Resources
  • Use a database of established providers such as NSSA’s Tutoring Database or Proven Tutoring.
    • Sort by type of service, state, grade level, content area, and setting.

Website: NSSA Tutoring Database

Website: Proven Tutoring

Website: Tutoring Program Design Badge Awardees

One-Pager: NSSA Tutoring Program Design Badge

  • Look for providers that have received the NSSA Program Design Badge to ensure the tutoring program’s design is aligned with the Tutoring Quality Standards.
  • Consider forming a partnership with a higher education institution to source tutors.
 
  • Consider providers already working in the district who may be able to extend their services to tutoring.
 
  • Determine if a potential provider is on a district's and/or state’s approved vendor list. (Note: Not all states have a list.)
    • If approved, proceed through the RFP process or contract stage if an RFP is not required.
    • If not approved, request the provider to apply for vendor approval, noting that this process may take weeks or months.
    • For unapproved providers with tight timelines, consider a smaller-scale pilot contract that does not require vendor approval. Once approved, they can bid for larger contracts.

Reading: 2024-25 Snapshot of State Tutoring Policies

Reading: Tips for Designing and Conducting a Pilot Program

REQUEST FOR PROPOSAL DISTRICT REQUIREMENTS
Key RecommendationsCorresponding Resources
  • Determine if an RFP is required based on program size and cost projections aligned with district guidelines.
Reflection Guide: Tutoring Program Selection Toolkit-Needs Assessment
  • Follow district RFP guidelines for the RFP process: number of providers to consider, approval process to work in your district, etc. If a school-board approval needs to be scheduled, timelines may be extended.
 
  • Seek advice from school legal counsel to determine if there are any special considerations or pre–drafted formal agreements.
 
REQUEST FOR PROPOSAL DESIGN
Key RecommendationsCorresponding Resources
  • Create the Request for Proposal. Utilize a district-specific template or Outcomes-Based Contracting High-Dosage Tutoring RFP Template. 
Template: Outcomes-Based Contracting High-Dosage Tutoring RFP Template
  • Include partnership expectations.
Checklist: Partnership Expectations
  • Include the selection criteria outlined previously, including requirements for:
    • Tutor
    • Instruction
    • Learning Integration
    • Data Use
    • Safety
    • Cohesion
    • Equity

Toolkit: Tutoring Provider Selection Criteria

Example: District of Columbia  Office of the State Superintendent of Education

Example: Example RFPs and Applications

 

  • Define and include the provider “evidence” of effectiveness required in your RFP (e.g. student growth, attendance, teacher affirmation).
Reading: Incorporating Evidence into RFPs and Subsequent Contracts
  • Host a pre-proposal call for providers to hear more about your expectations for selected programs.
Example: Playbook Profile-Uplift Education
PLANNING FOR LONG TERM
  • Establish a central repository for RFP templates and documentation. Make regular updates.
  • Regularly train staff on procurement processes. 

Aligned Standards

All Tutoring Quality Standards should be considered when selecting a provider.