The Adoption Process

  • STA announces courses selected for instructional materials adoptions each year through a structured process.  STA works in partnership with the Curriculum & Instruction and Purchasing offices to develop, negotiate, and award an RFP. The RFP details the content areas, courses, and standards to be addressed. Additionally, it provides evaluation and adoption procedures, vendor requirements, publisher responsibilities, and terms and conditions. Instructional materials are typically contracted for a period of six years.

    Current solicitations and related amendments are announced at: https://bids.aacps.org/

    Prior Solicitations

    Solicitation

    Date Announced

    Date Awarded

    SY Implementation

    FY18 Solicitation

    September 2016

    TBD

    2017/2018

    FY17 Solicitation

    November 2015

    March 2016

    2016/2017

    FY16 Solicitation

    July 2014

    March 2015

    2015/2016

  • Process Outline

    I.  RFP Announced

    1. Vendors given four weeks to review the document, ask questions about process and/or deliverables, and submit a proposal

    2. Due date and time are firm

    II.  Review & Evaluation of Submitted Materials

    1. AACPS evaluation committees review all materials submitted

    2. Committees, including committee members names, are closed to all outside parties

    3. Vendors are restricted from all communication with AACPS related to the materials under review. All such communications must be made through the STA and Purchasing Offices only.

    4. Structured interviews may be requested at the discretion of the committee

    III.  Nomination of Selected Materials

    1. Committees make a recommendation to the Content Coordinator

    2. The nomination is presented to the Executive Leadership team for consideration

    IV.  Adoption

    1. Adoption(s) require final approval from the Superintendent of Schools

    2. The Superintendent reserves the right to make unilateral decisions deemed in the best interest of AACPS

    V.  Contract Negotiation

    1. AACPS obtains firm pricing for adopted materials

    2. STA and Purchasing meet with successful vendors to negotiate and execute a contract

    VI.  Orders

    1. STA prepares purchase orders for new adoptions and replacement quantities for previously adopted materials

    2. Payments are made via procurement cards upon shipment of material

    3. Vendors ship orders directly to each school site