P-12

Prekindergarten through Grade 12 Education

RFP #10-015

Title: School District Management Systems Certification Center

Updated March 10, 2011
Additional Q&A Added March 18 and Updated March 23 (see Questions and Answers section below)
New Due Date: April 4, 2011

The New York State Education Department (NYSED) is seeking proposals for the creation and operation of a School District Management Systems Certification Center.

The eligible applicants are a not-for-profit entity, a for-profit entity, a private college or university, Board of Cooperative Educational Services, or a municipality. Entities that produce, market, and support Management Systems that are being used or can be used in the Longitudinal Data System described in this RFP are NOT eligible to submit an application.

Subcontracting will be limited to forty percent (40%) of the annual contract budget. Subcontracting is defined as non-employee direct personal services and related incidental expenses, including travel. Bidders are required to comply with NYSED’s Minority and Women-Owned Business Enterprises (M/WBE) participation goals. The goals are 17% Minority Business Enterprise (MBE) and 12% Women-Owned Business Enterprise (WBE). Please see the section on M/WBE Mandatory Requirements for information regarding NYSED’s Minority/Women-Owned Business Enterprise Procurement Policy.

The contract resulting from this RFP will to begin on July 1, 2011 and will end June 30, 2014.

Mandatory Requirements

See the Mandatory Requirements section of the RFP.

Components contained in RFP Proposal #10-015 are as follows:

  1. Description of Services to be Performed
  2. Submission
  3. Evaluation Criteria and Method of Award
  4. Assurances
  5. Submission Documents Updated March 10, 2011

Questions and Answers are now posted. Additional Q&A Added March 18 and Updated March 23

Contact Information for Questions

Program Matters

Fiscal Matters

M/WBE Matters

Charlene Swanson Richard Duprey Joan Ramsey
SMSCERT@MAIL.NYSED.GOV SMSCERT@MAIL.NYSED.GOV SMSCERT@MAIL.NYSED.GOV
  (518) 486-1588  

The following documents must be submitted in separately sealed envelopes, as detailed in the Submission section of the RFP, and be received at NYSED no later than April 4, 2011 by 3:00 PM:

  • Technical Proposal labeled Technical Proposal - RFP #10-015 Do Not Open
  • Cost Proposal and electronic version labeled Cost Proposal - RFP #10-015 Do Not Open
  • M/WBE Documents labeled M/WBE Documents - RFP #10-015 Do Not Open

The mailing address for all the above documentation is:

NYS Education Department
Bureau of Fiscal Management
Contract Administration Unit
89 Washington Avenue, Room 505W EB
Albany, NY 12234

Facsimile copies of the proposals are NOT acceptable.

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Description of Services to be Performed


Work Statement and Specifications

This section of the bid package details the services and products to be acquired. Please note that the contract process also includes general New York State administrative terms and conditions, as well as terms and conditions required by New York State law. These terms and conditions address issues related to both the submission of bids and any subsequent contract; they are included separately in this bid package for your information. Please review all terms and conditions.

1.1 Purpose/Scope of Work:

The New York State Education Department (NYSED) operates a Longitudinal Data System (LDS) that is populated with data elements collected from the state’s Local Educational Agencies (LEAs). NYSED has determined that the quality of data residing in LEA systems is a critical element in the successful operation of its LDS. In order to improve the quality of data in LEA systems and assist LEAs in managing the ongoing changes to data specifications, NYSED will certify LEA systems vendors to assure compliance with data standards.

NYSED is issuing this Request For Proposal (RFP) soliciting vendors qualified to provide a full range of services related to the creation and operation of a School District Management Systems Certification Center (the “Center”). These services will include:

  1. Develop Certification Criterion. Working cooperatively with NYSED, local school districts, BOCES, and the vendor community to develop criterion for the certification of various school district management systems including, but not necessarily limited to, student management systems, special education management systems, human resource systems, and school lunch systems.
  2. Real Time Tests. Establishing a series of real time tests to determine the certification status of systems submitted for the certification process. Real time means actually connecting to the submitted system to test the functionality specified in the certification process. It is expected that the contractor will certify a minim;um of 10 systems annually during the term of the contract. Vendors must be able to check online regarding the status of their certification.
  3. Communication Protocols. Establishing a communication protocol for providing the vendor community with current and accurate information regarding certification standards. Keeping the vendor community informed of proposed changes in data collection standards. The Center will be the primary arm of the State in communicating with the vendor community regarding the entire Longitudinal Data System process in New York State.
  4. Business Rules. Maintaining a complete set of business rules related to the SIRS process (see Overview of the Longitudinal Data System and Standards of the LDS below) and be able to clarify these rules for the vendor community.
  5. Systems Inter-Operability. Encouraging systems inter-operability by engaging the vendor community in cooperative development efforts to establish voluntary standards. The long term success of the data project in New York State will ultimately rely on the extent to which various school based systems are able to interact with each other. For example, moving teacher information in a Human Resource system to where it is needed in a Student Management Systems currently requires a high degree of manual intervention. The same can be said for the movement of program services information from a Special Education System to a Student Management System. There are many such examples of the need for systems inter-operability.
  6. Data Edit Checks. NYSED creates and maintains a series of data edit checks that impose the State’s business rules on the underlying data elements. The successful bidder will maintain a working knowledge of all such edit checks, be able to clarify these edits for the vendor community and work towards incorporation of basic edit checks in the vendor systems.
  7. Certification Cycle. Establishing a schedule for the certification – recertification cycle.
  8. Documenting Systems Data Requirements. All data elements required of school districts for transmission to the state are documented in the State’s SIRS Manual. This manual may be retrieved at http://www.p12.nysed.gov/irs/sirs/. The contractor will translate these broad requirements into specific systems requirements for all Student Management Systems, Special Education Systems, and possibly, Human Resource Systems and School Lunch systems depending on the best source of each data element.

Mandatory Requirements

The eligible bidder must agree to the Mandatory Requirements found below and must submit the Mandatory Requirements Certification Form located in Submission Documents, signed by an authorized person.

The Center must be staffed by a Project Manager (1 FTE, no more than one person). The project manager will be responsible for overall management of the Center. This person reports directly to the Program Office at the State Education Department. This person should have experience in the area of school district management systems. A resume of the proposed Project Manager must be submitted with the proposal.

The eligible applicants are not-for-profit entity, a for-profit entity, a private college or university, Board of Cooperative Educational Services, or a municipality. Entities that produce, market, and support Management Systems that are being used or can be used in the Longitudinal Data System described in this RFP are NOT eligible to submit an application.

Minority and Women-Owned Business Enterprise (M/WBE) Mandatory Requirements

The bidder is required to use New York State certified Minority and Women-Owned Business Enterprise (M/WBE) for an amount greater or equal to seventeen percent (17%) Minority Business Enterprise (MBE) and twelve percent (12%) Women-Owned Business Enterprise (WBE) of the total dollar amount of the contract. Bidders are required to comply with NYSED’s Minority and Women-Owned Business Enterprise goals by completing and submitting M/WBE 100, Utilization Plan, M/WBE 102, Notice of Intent to Participate and EEO 100, Staffing Plan. These forms can be found at www.oms.nysed.gov/fiscal/MWBE/forms.html. All firms utilized must be certified with the NYS Division of Minority and Women Business Development before beginning any work on this contract. For additional information and a listing of currently certified M/WBEs, see www.nylovesmwbe.ny.gov external link icon.

Minority and Women-Owned Business Enterprise (M/WBE) participation includes any and all services, materials and supplies purchased from New York State certified minority and women owned firms. Utilizing Minority and Women-Owned firms will be applied toward the goals.

All payments to Minority and Women-Owned Business Enterprise subcontractor(s) must be reported to NYSED M/WBE Program Unit using M/WBE 103 Quarterly M/WBE Compliance Report. This report must be submitted on a quarterly basis and can be found at www.oms.nysed.gov/fiscal/MWBE/forms.html.

Staffing of the Center

It is expected that the Center will include the following personnel.
  • Project Manager: has overall responsibility for all aspects of the project. This position will report directly to the State Education Department. This position is established at 1 FTE. The position should be staffed by one person. This person should have experience in the area of school district management systems. A copy of the proposed Project Manager’s resume must be submitted with the respondent’s proposal.
  • Technical support: The certification of systems will require a technical knowledge of data base and systems architecture. Real time tests will require the analysis of data files, data extracts, and data structures. Consequently, the project team should include technical support staff with the skill set to carry out these tasks. Skill sets would include an understanding of underlying databases and experience in connecting to and extracting from data systems. Technical support staff should be established at a minimum of 2 FTE.

Travel. The Project Manager will be required to attend meetings in Albany, NY approximately 4 times per fiscal year. There is no anticipated travel for the technical support staff. Travel must be pre-approved by NYSED. Travel, lodging and subsistence costs will be reimbursed according to New York State rates published by the General Services Administration (www.gsa.gov external link icon).

The New York State Education Department reserves the right to approve any staff member hired by the contractor for work at the Center.

Overview of the Longitudinal Data System

The New York State Education Department established a Longitudinal Data System (LDS) to accommodate grade 3 through 8 student data beginning in the 2005-06 school year. In 2006-07 the system was expanded to include data for grades 9-12. It was expanded once more in 2007-08 to collect and report on data related to Special Education students. This final expansion made the system a full pre-school through grade 12 statewide data warehouse. Beginning in the 2009-10 school year, the LDS has started to collect higher education data, as well as data that link student performance to the teachers responsible for student instruction.

The data warehouse as currently constructed maintains data related to student demographics, assigned teachers, student enrollments and course information, program services, and assessments as well as comprehensive information concerning students with disabilities. In accord with provisions of the America Competes Act, NYSED intends to expand the warehouse to include the following functionality:

  • Assignment of a standard state issued course code catalogue
  • Information necessary to populate a transportable student transcript
  • Information necessary to support instructional reporting
  • Other data as may be required to comply with the America Competes Act, Race to the Top, EDFacts, or other state or federal initiatives

High-level representation of the flow of data as it moves through the current NYSED system from local school districts to a state-level data warehouse and reporting systems

This diagram represents the physical movement of data from Local Education Agencies (LEAs) to the State Repository (Level 2 Production in the above diagram).

Of particular interest to respondents to this RFP will be the “Level 0” repositories located at various Regional Information Centers across New York State. All state collected data is extracted from LEA systems and moved to Level 0 or initial staging and edit checking. The Level 0 repository represents the first step in the migration of school district data and is the database that is closest to the end users and their student information systems. More specific information concerning Level 0 is included in the section below.

Standards of the LDS

In implementing its LDS, New York State has established a number of standards.

It has adopted the eScholar Data Model as its standard for the logical structure of its Data Warehouse and for the various regional and local databases that roll up to the statewide LDS. For general information regarding eScholar, see http://www.escholar.com/ external link icon. Details of that data model as adopted by New York State, however, are proprietary information. Nonetheless, vendors are expected to create a variety of data extracts from the VENDOR system that comply with the standards of that data model. Detailed specifications for these extracts are included in the New York State Student Information Repository System (SIRS) Manual, which can be found at http://www.p12.nysed.gov/irs/sirs/.

Additional information for Vendors can be found at http://www.p12.nysed.gov/irs/vendors/.

Level 0 is a web-based tool utilized by most LEAs in the State to upload student data extracts to the data flow process described above. Level 0 incorporates the business rules and data edits that ensure data quality as data are collected, reported, and verified. A complete description of all business rules can be found in the SIRS manual. The complete set of Level 0 edit checks is documented at: http://www.p12.nysed.gov/irs/vendors/validation-rules.html.

The Center will be responsible for maintaining a detailed working knowledge of all business rules and all edit checks. The Center will be responsible for communicating with and supporting vendors in their understanding of these business rules and edits. Effectively the Center will be the primary resource for vendors in the State seeking information or clarification regarding the entire LDS process in New York State.

Preferred Expertise

Respondents to this RFP should have a comprehensive working knowledge of school district operations including a familiarity with the various systems used by school districts to manage data. Most districts use, at a minimum, a student management system, special education management system, school lunch management system, and human resource system.

Knowledge of the primary systems doing business in the State of New York, familiarity with their systems structure and operational details is preferred.

Contract Period/Implementation

This contract will be in effect upon an approved contract, estimated to begin July 1, 2011 and ending June 30, 2014.

The Center will engage in planning and start-up activities for six months. At the end of the six month period, it is expected that the Center will be fully operational.

At the end of any contract term otherwise provided for herein, if a replacement contract has not yet been approved in accordance with State law, any contract awarded hereunder may be extended unilaterally by the State, upon notice to the contractor, at the same terms and conditions, including all contract pricing, for a period of one month. Additionally, this extension may be for a period of up to three months with the concurrence of the contractor. However, any extension will terminate immediately upon approval of the replacement contract except where a period for transition of contractors has been previously provided for.

Subcontracting Limit

Subcontracting will be limited to forty percent (40%) of the annual contract budget. Subcontracting is defined as non-employee direct personal services and related incidental expenses, including travel.

If the vendor proposes to change subcontractors during the contract period, NYSED must be notified prior to the change. NYSED reserves the right to reject any replacement subcontractors proposed by the vendor and reserves the right to approve all changes in subcontractors. The Subcontracting Form located in the Submission Documents must be updated annually and submitted to NYSED. Using this form, the vendor must also report to NYSED, on an annual basis, actual expenditures incurred for all subcontractors and indicate which subcontracting costs are associated with M/WBE.

Consultant Staff Changes

The Contractor will maintain continuity of the Consultant Team staff throughout the course of the contract. All changes in staff will be subject to prior NYSED approval. The replacement Consultant(s) with comparable skills will be provided at the same or lower hourly rate.

Quarterly Reports

The Contractor will be required to file quarterly reports with NYSED in format to be determined solely by NYSED.

M/WBE AND EQUAL EMPLOYMENT OPPORTUNITIES REQUIREMENTS CONTRACTOR REQUIREMENT AND OBLIGATION UNDER NEW YORK STATE EXECUTIVE LAW, ARTICLE 15-A (PARTICIPATION BY MINORITY GROUP MEMBERS AND WOMEN WITH RESPECT TO STATE CONTRACTS)

In an effort to eradicate barriers that have historically impeded access by minority group members and women in State contracting activities, Article 15-A, of the New York State Executive Law §310-318, (Participation By Minority Group Members and Women With Respect To State Contracts) was enacted to promote equality of economic opportunities for minority group members and women.

The New York State Education Department (“NYSED”) has enacted its policies Equal Opportunity, Non-Discrimination and Affirmative Action and on Minority and Women-Owned Business Enterprise Procurements, consistent with the requirements as set forth under the provisions of Article 15-A (the “Article”) incorporated by reference, requiring Contracting Agencies to implement procedures to ensure that the “Contractor” (as defined under Article 15-A, §310.3 shall mean an individual, a business enterprise, including a sole proprietorship, a partnership, a corporation, a not-for-profit corporation, or any other party to a state contract, or a bidder in conjunction with the award of a state contract or a proposed party to a state contract, complies with requirements to ensure Equal Employment Opportunities for Minority Group Members and Women, in addition to providing Opportunities for Minority and Women-Owned Business Enterprises on all covered state contracts.

In keeping with the intent of the Law, it is the expectation of the Commissioner and the responsibility of all contractors participating in and/or selected for procurement opportunities with NYSED, to fulfill their obligations to comply with the requirements of the Article and its implementing regulations.

In accordance with these requirements, the contractor hereby agrees to make every good faith effort to promote and assist the participation of certified Minority and Women-Owned Business Enterprises (“M/WBE”) as subcontractors and suppliers on this project for the provision of services and materials in an amount at least equal to the M/WBE goal (Included in the procurement document) as a percentage of the total dollar value of this project. In addition, the contractor shall ensure the following:

  1. All state contracts and all documents soliciting bids or proposals for state contracts contain or make reference to the following provisions:
    1. The contractor will not discriminate against employees or applicants for employment because of race, creed, color, national origin, sex, age, disability, marital status, gender, religion, veteran status, sexual orientation, genetic disposition or carrier status and will undertake or continue existing programs of affirmative action to ensure that minority group members and women are afforded equal employment opportunities without discrimination.

      For purposes of the Article, affirmative action shall mean recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff or termination and rate of pay or other forms of compensation.
    2. The contractor shall request each employment agency, labor union, or authorized representative of workers with which it has a collective bargaining or other agreement or understanding, to furnish a written statement that such employment agency, labor union or representative will not discriminate on the basis of race, creed, color, national origin, sex, age, disability, marital status, gender, religion, veteran status, sexual orientation, genetic disposition or carrier status and that such union or representative will affirmatively cooperate in the implementation of the contractor’s obligation herein.
    3. The contractor shall state in all solicitations or advertisements for employees, that, in the performance of the State contract, all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability, marital status, gender, religion, veteran status, sexual orientation, genetic disposition or carrier status.
  2. The contractor will include the provisions of subdivision one of this section in every subcontract as defined under §310.14, except as provided under §312.6 of the Article, in such a manner that the provisions will be binding upon each subcontractor as to work in connection with the State contract.
  3. Contractors or subcontractors shall comply with the requirements of any federal law concerning equal employment opportunity, which effectuates the purpose of this section.
  4. Contractors and subcontractors shall undertake programs of affirmative action and equal employment opportunity as required by this section . In accordance with the provision of the Article, the bidder will submit, with their proposal, Staffing Plan (EEO 100). Notice – Contractors are provided with notice herein, NYSED may require a contractor to submit proof of an equal opportunity program after the proposal opening and prior to the award of any contract. In accordance with regulations set forth under Article 15-A §312.5, contractors and/or subcontractors will be required to submit compliance reports relating to the contractor’s and/or subcontractor’s program in effect as of the date the contract is executed.
  5. Certified businesses (as defined under Article 15-A, §310.1 means a business verified as a minority or women-owned business enterprise pursuant to §314 of the Article) shall be given the opportunity for meaningful participation in the performance of this contract, to actively and affirmatively promote and assist their participation in the performance of this contract, so as to facilitate the award of a fair share of this contract to such businesses. Should the contractor identify a firm that is not currently certified as an M/WBE, it should request that the firm submit a certification application to the NYSED M/WBE Program Unit by the deadline for submission of proposals for eligibility determination.  NYSED will work with ESD to expedite the application, however, it is the responsibility of the contractor to ensure that a sufficient number of certified M/WBE firms have been identified in response to this procurement, in order to facilitate full M/WBE participation.
  6. Contractor shall make a good faith effort to solicit active participation by enterprises identified in the Empire State Development ("ESD") directory of certified businesses, which can be viewed at: http://www.nylovesmwbe.ny.gov external link icon
  7. Contractor shall agree, as a condition of entering into said contract, to be bound by the provisions of Article 15-A, §316.
  8. Contractor shall include the provisions set forth in paragraphs (6) and (7) above, in every subcontract in a manner that the provisions will be binding upon each subcontractor as to work in connection with this contract.
  9. Contractor shall comply with the requirements of any federal law concerning opportunities for M/WBEs which effectuates the purpose of this section.
  10. Contractor shall submit M/WBE Utilization Plan (M/WBE 100) as part of their proposal in response to NYSED procurement. A Utilization Plan, as defined under Article 15-A, shall mean a plan prepared by a contractor and submitted in connection with a proposed state contract. In developing the Utilization Plan bidders should consider the goals and established time frames needed to achieve results which could reasonably be expected by putting forth every good faith effort to achieve the overall prescribed M/WBE participation percentage (%) goals as set forth under the procurement.
  11. The percentage goals established for this RFP are based on the overall availability of M/WBEs certified in the particular areas of expertise identified under this RFP. These goals should not be construed as rigid and inflexible quotas which must be met, but as targets reasonably attainable by means of applying every good faith effort to make all aspects of the entire Minority and Women-Owned Business Program work.
  12. Contractor shall ensure that enterprises have been identified (M/WBE 102) within the Utilization Plan, and the contractor shall attempt, in good faith, to utilize such enterprise(s) at least to the extent indicated in the plan, as to what measures and procedures contractor intends to take to comply with the provisions of the Article.
  13. Contractor shall upon written notification from NYSED M/WBE Program Unit as to any deficiencies and required remedies thereof, the contractor, within the period of time specified, will submit compliance reports documenting remedial actions taken and other information relating to the operation and implementation of the Utilization Plan.
  14. Where it appears that a contractor cannot, after a good faith effort, comply with the M/WBE participation requirements, contractor may file a written application with NYSED M/WBE Program Unit requesting a partial or total waiver (M/WBE 101) of such requirements setting forth the reasons for such contractor’s inability to meet any or all of the participation requirements, together with an explanation of the efforts undertaken by the contractor to obtain the required M/WBE participation.

For purposes of determining a contractor’s good faith efforts to comply with the requirements of this section or be entitled to a waiver, NYSED shall consider at the least the following:

  1. Whether the contractor has advertised in general circulation media, trade association publications and minority-focused and women-focused media and, in such event;
    1. Whether or not the certified M/WBEs which have been solicited by the contractor exhibited interest in submitting proposals for a particular project by attending a pre-bid conference; and
    2. Whether certified businesses solicited by the contractor responded in a timely fashion to the contractor’s solicitations for timely competitive bid quotations prior to the contracting agency’s deadline for submission of proposals.
  2. Whether there has been written notification to appropriate certified M/WBEs that appear in the Empire State Development website, found at: http://www.nylovesmwbe.ny.gov external link icon

All required Affirmative Action, EEO, and M/WBE forms to be submitted along with bids and/or proposals for NYSED procurements are attached hereto. These forms are to be submitted without change to goals specified in the RFP. All M/WBE firms are required to be certified by Empire State Development (ESD) or must be in the process of obtaining certification from ESD.

Failure to comply with the requirements of Article 15-A as set forth under this procurement and in conjunction with the corresponding contract, will result in the withholding of associated funds and other enforcement proceedings set forth under Article 15-A.

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Submission


Documents to be submitted with this proposal

This section details the submission document or documents that are expected to be transmitted by the respondent to the State Education Department in response to this RFP. New York State Education Department shall own all materials, processes, and products (software, code, documentation and other written materials) developed under this contract. Materials prepared under this contract shall be in a form that will be ready for copyright in the name of the New York State Education Department. Any sub-contractor is also bound by these terms. The submission will become the basis on which NYSED will judge the respondent’s ability to perform the required services as laid out in the RFP. This will be followed by various terms and conditions that reflect the specific needs of this project.

The proposal submitted in response to this RFP must include the following documents:

  1. Technical Proposal—Five (5) copies (one bearing an original signature in blue ink)
  2. Cost Proposal—Three (3) copies (one bearing an original signature in blue ink)
  3. Microsoft Word (CD format)—One (1) electronic version with both the technical and cost proposals.
  4. M/WBE Documents—Three (3) copies (one bearing an original signature in blue ink)

The proposal must be received by April 4, 2011 no later than 3:00 PM at NYSED in Albany, New York.

Proposals should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide complete presentation. If supplemental materials are a necessary part of the proposal, the bidder should reference these materials in the technical proposal, identifying the document(s) and citing the appropriate section and page(s) to be reviewed.

The proposal must communicate an understanding of the deliverables of the RFP, describe how the tasks are to be performed and identify potential problems in the conduct of the deliverables and methods to identify and solve such problems.

Bidders should specify all details and dates required to evaluate the technical proposal and should limit aspects of the project plan which are to be determined only after the award of a contract. No optional deliverables to be provided only at an additional cost should be included and will not be considered in the evaluation of the technical proposal. Contractual terms, conditions and assumptions are inappropriate for inclusion in the proposal.

Any proprietary material considered confidential by the bidder must specifically be so identified, and the basis for such confidentiality must be specifically set forth in the proposal.

Technical Proposal (70 Points)

The original plus four copies of the completed Technical Proposal must be mailed in a separate envelope labeled RFP #10-015-Technical Proposal-Do Not Open and must include the following:

  • Response Sheet for Bids
  • All Forms and Assurances located in Submission Documents including original signatures where necessary
  • Resume of Personnel (Project Manager mandatory)

Project Description as outlined below:

Project Submission:

Respondents’ submission must include the following sections, in the order listed.

Section 1: Organizational Expertise: (10 points)
As noted in this RFP narrative, “it is essential that respondents to this RFP have a comprehensive working knowledge of school district operations including a familiarity with the various systems used by school districts to manage data.” Describe how your organization’s history and resources meet these criteria.

Section 2: Operational Proposal: (50 points)
Describe in detail how your organization proposes to meet the objectives of this proposal. Be specific regarding personnel support, IT support, and communication support.

Additionally be sure to address each individual objective:

  1. Working cooperatively with NYSED, local school districts, BOCES, and the vendor community to develop criterion for the certification of various school district management systems including, but not necessarily limited to, student management systems, special education management systems, human resource systems, and school lunch systems. At a minimum, systems should collect and maintain all state data elements defined in the SIRS manual that would be appropriate for that type of system, and be able to provide data extracts of those elements in the format specified by the state. (3 pts)
  2. Establishing a communication protocol for providing the vendor community with current and accurate information regarding certification standards. Keeping the vendor community informed of proposed changes in data collection standards. In addition to setting standards and testing systems, the Center will become the primary arm of the State in communicating with the vendor community. Respondents should clearly describe the manner in which they will organize this effort. (3 pts)
  3. Maintaining a complete set of business rules related to the SIRS process and be able to clarify these rules for the vendor community. (3 pts)
  4. Encouraging systems inter-operability by working with the vendor community to develop voluntary standards. The long term success of the data project in New York State will ultimately rely on the extent to which various school based systems are able to interact with each other. For example, moving teacher information in a Human Resource system to where it is needed in a Student Management System currently requires a high degree of manual intervention. The same can be said for the movement of program services information from a Special Education System to a Student Management System. There are many such examples of the need for systems interoperability. Respondents should clearly state the steps they will take to encourage systems inter-operability among vendors. (3 pts)
  5. Maintaining a working knowledge of all SIRS edit checks. Be able to clarify these edits for the vendor community and work towards incorporation of basic edit checks in the vendor systems.
  6. Establishing a schedule for the certification – recertification cycle. (3 pts)
  7. It is essential that respondents be clear about the manner in which they will translate broad system requirements described above into specific systems requirements for all Student Management Systems, Special Education Systems, and possibly, Human Resource Systems and School Lunch systems depending on the best source of each data element. (5 pts)
  8. Establishing a series of real time tests to determine the certification status of systems submitted for the certification process. Respondents should describe in detail the manner in which systems will be tested to determine the extent to which these systems comply with the set standards. Respondents should be specific with regard to the design and procedures that will be used to determine system status. For example, all methodologies that might be used to connect to a system’s underlying data base should be described. Any third party extraction routines that may be used to create data sets should be described. Any automated third party verification processes should be described. The process that will provide assurance that all data elements in all data domains required by NYSED to be maintained by LEAs are present in the appropriate system and can be extracted in the state’s required formats should be described. Any additional proposed test, whether focused on data elements, data domains, or business rules should be fully described. Finally, an estimate of the time required to certify a system should be provided. The time should include the entire proposed process for the time a vendor requests certification to the time a certification determination is made. (30 pts)

Section 3-- Staffing (10 points)
Respondent will set forth a project staffing and supervision plan that demonstrates the respondent’s ability to provide an adequate supervisory/staffing structure for the Center and describes the responsibilities/qualifications of personnel who will operate the Center throughout the term of the contract. (10 points)

Cost Proposal (30 Points)

The original plus two (2) copies of the completed Cost Proposal must be mailed in a separate envelope labeled RFP #10-015-Cost Proposal-Do Not Open and must include the following:

  1. Bid Form Cost Proposal
  2. Three Year Budget Summary Signature Required
  3. Subcontracting Form

The Financial Criteria portion of the RFP will be scored based upon the grand total of the three year budget summary.

M/WBE Documents

The original plus two (2) copies of the completed M/WBE Documents must be mailed in a separate envelope labeled RFP #10-015-M/WBE Documents-Do Not Open. Each set must include the following:

  1. M/WBE Cover Letter Signature Required
  2. M/WBE 100 Utilization Plan
  3. M/WBE 102 Notice of Intent to Participate
  4. EEO 100 Staffing Plan

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Evaluation Criteria and Method of Award


Criteria for Evaluating Bids

All complete proposals received by the deadline will be reviewed using the following criteria and ratings. Applicants must ensure that all components of this application request have been addressed, the required number of copies has been provided, all forms and assurances have been completed, and the original signatures in blue are included as required.

An evaluation committee of NYSED staff will complete a review of all proposals submitted. The committee will review each proposal to determine compliance with the requirements described in the RFP. The committee retains the right to determine whether any deviation from the requirements of this RFP is substantial in nature and may reject in whole or in part any and all proposals, waive minor irregularities and conduct discussions with all responsible bidders.

Proposals receiving at least sixty percent (60%) of the points available for the Technical Proposal (a total of 42 out of 70 points) will move on to the next step of the process, scoring of the cost proposal. Proposals with a score of less than 42 points in the Technical Proposal section will be eliminated from further consideration.

Technical Criteria (70 Points)

See the Submission section of this RFP for information on scoring of the Technical Proposal.

Financial Criteria: (30 Points)

The budget must list positions by title, hourly rate or salary, estimated hours, and cost. All budget items must be allowable, specific in detail and justified.

The Financial Criteria portion of this RFP will be scored based upon the grand total for the three year budget summary.

  • The financial portion of the proposal represents 30 points of the overall score and will be awarded points pursuant to a formula. This calculation will be computed by the Contract Administration Unit upon completion of the technical scoring by the technical review panel.
  • The agency reserves the right to request best and final offers.
  • The submitted budget will be awarded points pursuant to a formula which awards the highest score of 30 points to the budget that reflects the lowest overall cost. The remaining budgets will be awarded points based on a calculation that computes the relative difference of each proposal against the lowest budget submitted. The resulting percentage is then applied to the maximum point value of 30 points.

Method of Award

The aggregate score of all the criteria listed will be calculated for each proposal received.

The contract issued pursuant to this proposal will be awarded to the vendor whose aggregate technical and cost score is the highest among all the proposals rated.

In the event that more than one proposal obtains the highest aggregate score, the contract will be awarded to the vendor in that group of highest aggregate scores whose budget component reflects the lowest overall cost.

The New York State Education Department reserves the right to reject all proposals received or cancel this RFP if it is in the best interest of the Department.

NYSED’s Reservation of Rights

NYSED reserves the right to: (1) reject any or all proposals received in response to the RFP; (2) withdraw the RFP at any time, at the agency’s sole discretion; (3) make an award under the RFP in whole or in part; (4) disqualify any bidder whose conduct and/or proposal fails to conform to the requirements of the RFP; (5) seek clarifications of proposals; (6) use proposal information obtained through site visits, management interviews and the state’s investigation of a bidder’s qualifications, experience, ability or financial standing, and any material or information submitted by the bidder in response to the agency’s request for clarifying information in the course of evaluation and/or selection under the RFP; (7) prior to the bid opening, amend the RFP specifications to correct errors or oversights, or to supply additional information, as it becomes available; (8) prior to the bid opening, direct bidders to submit proposal modifications addressing subsequent RFP amendments; (9) change any of the scheduled dates; (10) eliminate any mandatory, non-material specifications that cannot be complied with by all of the prospective bidders; (11) waive any requirements that are not material; (12) negotiate with the successful bidder within the scope of the RFP in the best interests of the state; (13) conduct contract negotiations with the next responsible bidder, should the agency be unsuccessful in negotiating with the selected bidder; (14) utilize any and all ideas submitted in the proposals received; (15) unless otherwise specified in the solicitation, every offer is firm and not revocable for a period of 90 days from the bid opening; (16) require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of an offerer’s proposal and/or to determine an offerer’s compliance with the requirements of the solicitation; (17) to request best and final offers.

Post Selection Procedures

Upon selection, the successful bidder will receive a proposed contract from NYSED. All terms set forth in the selected bidder's technical proposal will be final. The selected bidder may be given an opportunity to reduce its cost proposal in accordance with the agency's right to request best and final offers. The contents of this RFP, any subsequent correspondence during the proposal evaluation period, and such other stipulations as agreed upon may be made a part of the final contract prepared by NYSED. Successful bidders may be subject to audit and should ensure that adequate controls are in place to document the allowable activities and expenditure of State funds.

Debriefing Procedures

All unsuccessful bidders may request a debriefing within five (5) business days of receiving notice from NYSED. Bidders may request a debriefing letter on the selection process regarding this RFP by submitting a written request to the Fiscal Contact person at:

NYS Education Department
Contract Administration Unit
89 Washington Avenue
Room 505W EB
Albany, NY 12234

The Fiscal Contact person will make arrangements with program staff to provide a written summary of the proposal’s strengths and weaknesses, as well as recommendations for improvement. Within ten (10) business days, the program staff will issue a written debriefing letter to the bidder.

Contract Award Protest Procedures

Bidders who receive a notice of non-award may protest the NYSED award decision subject to the following:

  1. The protest must be in writing and must contain specific factual and/or legal allegations setting forth the basis on which the protesting party challenges the contract award by NYSED.
  2. The protest must be filed within ten (10) business days of receipt of a debriefing letter. The protest letter must be filed with:

    NYS Education Department
    Contract Administration Unit
    89 Washington Avenue
    Room 505W EB
    Albany, NY 12234

  3. The NYSED Contract Administration Unit (CAU) will convene a review team that will include at least one staff member from each of NYSED’s Office of Counsel, CAU, and the Program Office. The review team will review and consider the merits of the protest and will decide whether the protest is approved or denied. Counsel’s Office will provide the bidder with written notification of the review team’s decision within seven (7) business days of the receipt of the protest. The original protest and decision will be filed with OSC when the contract procurement record is submitted for approval and CAU will advise OSC that a protest was filed.
  4. The NYSED Contract Administration Unit (CAU) may summarily deny a protest that fails to contain specific factual or legal allegations, or where the protest only raises issues of law that have already been decided by the courts.

Vendor Responsibility

State law requires that the award of state contracts be made to responsible vendors. Before an award is made to a not-for-profit entity, a for-profit entity, a private college or university or a public entity not exempted by the Office of the State Comptroller, NYSED must make an affirmative responsibility determination. The factors to be considered include: legal authority to do business in New York State; integrity; capacity- both organizational and financial; and previous performance. Before an award of $100,000 or greater can be made to a covered entity, the entity will be required to complete and submit a Vendor Responsibility Questionnaire. School districts, Charter Schools, BOCES, public colleges and universities, public libraries, and the Research Foundation for SUNY and CUNY are some of the exempt entities. For a complete list, see: http://www.osc.state.ny.us/vendrep/resources_docreq_agency.htm external link icon.

NYSED recommends that vendors file the required Vendor Responsibility Questionnaire online via the New York State VendRep System. However, vendors may choose to complete and submit a paper questionnaire. To enroll in and use the New York State VendRep System, see the VendRep System Instructions available at http://www.osc.state.ny.us/vendrep/vendor_index.htm external link icon or go directly to the VendRep System online at https://portal.osc.state.ny.us external link icon. For direct VendRep System user assistance, the Office of the State Comptroller’s Help Desk may be reached at 866-370-4672 or 518-408-4672 or by email at ciohelpdesk@osc.state.ny.us. Vendors opting to file a paper questionnaire can obtain the appropriate questionnaire from the VendRep website http://www.osc.state.ny.us/vendrep/ external link icon or may contact NYSED or the Office of the State Comptroller’s Help Desk for a copy of the paper form.

Note: Bidders must acknowledge their method of filing their questionnaire by checking the appropriate box on the Response Sheet for Bids (Submission Documents).

Procurement Lobbying Law

Pursuant to State Finance Law §§139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between the New York State Education Department (“NYSED”) and an Offerer/bidder during the procurement process. An Offerer/bidder is restricted from making contacts from the earliest notice of the solicitation through final award and approval of the Procurement Contract by NYSED and, if applicable, Office of the State Comptroller (“restricted period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a). Designated staff, as of the date hereof, is identified below. NYSED employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the Offerer/bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a four year period, the Offerer/bidder is debarred from obtaining governmental Procurement Contracts. Further information about these requirements can be found at the following web link: http://www.oms.nysed.gov/fiscal/cau/PLL/procurementpolicy.htm.

Designated Contacts for NYSED
Program Office – Charlene Swanson
Contract Administration Unit – Richard Duprey
M/WBE – Joan Ramsey

Consultant Disclosure Legislation

Effective June 19, 2006, new reporting requirements became effective for State contractors, as the result of an amendment to State Finance Law §§ 8 and 163.  As a result of these changes in law, State contractors will be required to disclose, by employment category, the number of persons employed to provide services under a contract for consulting services, the number of hours worked and the amount paid to the contractor by the State as compensation for work performed by these employees. This will include information on any persons working under any subcontracts with the State contractor.

Chapter 10 of the Laws of 2006 expands the definition of contracts for consulting services to include any contract entered into by a State agency for analysis, evaluation, research, training, data processing, computer programming, engineering, environmental, health, and mental health services, accounting, auditing, paralegal, legal, or similar services.

To enable compliance with the law, State agencies must include in the Procurement Record submitted to OSC for new consultant contracts, the State Consultant Services Contractor’s Planned Employment From Contract Start Date Through the End of the Contract Term (Form A external link icon - see link below). The completed form must include information for all employees providing service under the contract whether employed by the contractor or a subcontractor. Please note that the form captures the necessary planned employment information prospectively from the start date of the contract through the end of the contract term.

Form A: http://www.osc.state.ny.us/agencies/gbull/g226forma.doc external link icon

Chapter 10 of the Laws of 2006 mandates that State agencies must now require State contractors to report annually on the employment information described above, including work performed by subcontractors. The legislation mandates that the annual employment reports are to be submitted by the contractor to the contracting agency, to OSC and to the Department of Civil Service.  State Consultant Services Contractor’s Annual Employment Report (Form B external link icon - see link below) is to be used to report the information for all procurement contracts above $15,000.  Please note that, in contrast to the information to be included on Form A, which is a one-time report of planned employment data for the entire term of a consulting contract on a projected basis, Form B will be submitted each year the contract is in effect and will capture historical information, detailing actual employment data for the most recently concluded State fiscal year (April 1 – March 31).

Form B: http://www.osc.state.ny.us/agencies/gbull/g226formb.doc external link icon

For more information, please visit the OSC web site for G-Bulletin 226 at: http://www.osc.state.ny.us/agencies/gbull/g-226.htm external link icon.

Public Officer’s Law Section 73

All bidders must comply with Public Officer’s Law Section 73 (4)(a), as follows:

4. (a) No statewide elected official, state officer or employee, member of the legislature, legislative employee or political party chairman or firm or association of which such person is a member, or corporation, ten per centum or more of the stock of which is owned or controlled directly or indirectly by such person, shall (i) sell any goods or services having a value in excess of twenty-five dollars to any state agency, or (ii) contract for or provide such goods or services with or to any private entity where the power to contract, appoint or retain on behalf of such private entity is exercised, directly or indirectly, by a state agency or officer thereof, unless such goods or services are provided pursuant to an award or contract let after public notice and competitive bidding. This paragraph shall not apply to the publication of resolutions, advertisements or other legal propositions or notices in newspapers designated pursuant to law for such purpose and for which the rates are fixed pursuant to law.

  1. The term "state officer or employee" shall mean:
    1. heads of state departments and their deputies and assistants other than members of the board of regents of the university of the state of New York who receive no compensation or are compensated on a per diem basis;
    2. officers and employees of statewide elected officials;
    3. officers and employees of state departments, boards, bureaus, divisions, commissions, councils or other state agencies other than officers of such boards, commissions or councils who receive no compensation or are compensated on a per diem basis; and
    4. members or directors of public authorities, other than multistate authorities, public benefit corporations and commissions at least one of whose members is appointed by the governor, who receive compensation other than on a per diem basis, and employees of such authorities, corporations and commissions.

Public Officer’s Law Section 73 can be found at http://www.nyintegrity.org/law/ethc/POL73.html external link icon.

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Assurances

Appendix A – Standard Clause for all New York State Contracts will be included in the contract that results from this RFP.  Vendors who are unable to complete or abide by these assurances should not respond to this request.

The documents listed below are included in Submission Documents, which must be signed by the Chief Administrative Officer.  Please review the terms and conditions.  Certain documents will become part of the resulting contract that will be executed between the successful bidder and the NYS Education Department.

Appendix A – Standard Clause for all New York State Contracts contains the following three (3) certifications:

  • Non-Collusion Certification
    (Signature Required - the form is included in Submission Documents)
  • MacBride Certification
    (Signature Required - the form is included in Submission Documents)
  • Certification-Omnibus Procurement Act of 1992
    (Signature Required - the form is included in Submission Documents)

Appendix A-1 – NYSED Contract Clauses

Certification Regarding Lobbying; Debarment and Suspension; and Drug-Free Workplace Requirements (Signature Required - the form is included in Submission Documents)

Offerer Disclosure of Prior Non-Responsibility Determinations (Signature Required - the form is included in Submission Documents)

M/WBE Documents – the forms below are included in Submission Documents). Each set must include the following:

  1. M/WBE Cover Letter (Signature Required)
  2. M/WBE 100 Utilization Plan
  3. M/WBE 102 Notice of Intent to Participate
  4. EEO 100 Staffing Plan

Appendix A - Standard Clauses for NYS Contracts

Appendix A-1

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Submission Documents

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Last Updated: March 23, 2011