P-12

Prekindergarten through Grade 12 Education

RFP #10-023

Title: Regional Bilingual Education Resource Network (RBE-RN)

The New York State Education Department (NYSED) Office of Bilingual Education and Foreign Language Studies (OBE-FLS) is seeking proposals to operate eight (8) Regional Bilingual Education Resource Network (RBE-RN) technical assistance support centers in the State, with seven (7) regional RBE-RN technical assistance support centers and one (1) Statewide Language RBE-RN. As a network, the RBE-RN will work in partnership with OBE-FLS staff to provide technical assistance and professional development to schools and districts in order to improve instructional practices and educational outcomes of students who are Limited English Proficient/English Language Learners (LEP/ELLs).

Eligible bidders include Boards of Cooperative Educational Services (BOCES) and Institutions of Higher Education (IHEs) with approved bilingual and/or English as a second language teacher education programs. Bidders submitting bids for the RBE-RN must be located in the RBE-RN region for which they are bidding. The Statewide Language RBE-RN may be located in any region of New York State (see Attachment A). Each RBE-RN technical assistance support center will be known as The NYSED (Region) RBE-RN at (Name of BOCES/IHE). The Statewide Language RBE-RN will be known as The NYSED Statewide Language RBE-RN at (Name of BOCES/IHE).

Subcontracting will be limited to forty percent (40%) of the annual contract budget. NYSED reserves the right to approve all subcontractors. 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 Enterprise (M/WBE) participation goals. The goals are 17% Minority Business Enterprise (MBE) and 12% Women-Owned Business Enterprise (WBE). Please see the section of this RFP for information regarding NYSED’s Minority/Women-Owned Business Enterprise Procurement Policy.

NYSED will award eight (8) contracts as a result of this RFP. Seven (7) contracts will be regional awards in the following Joint Management Team (JMT) regions of New York State (see Attachment A): West, Mid-West, Mid-State, Hudson Valley, Capital District, Long Island, and New York City. NYSED will award one (1) Statewide Language RBE-RN contract which may be located in any region of New York State. Each contract resulting from this RFP will begin on September 1, 2011 and end on June 30, 2016.

Mandatory Requirements

See the Mandatory Requirements section of the RFP.

Components contained in RFP Proposal #10-023 are as follows:

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

A Bidders Conference by Webinar will be held on April 14, 2011 at 10:00 AM. Eligible applicants planning to participate in the Webinar are asked to submit an e-mail of intent with participant’s name, telephone number and e-mail contact address to RBE-RN@mail.nysed.gov by 5:00 PM April 8, 2011. At that time, eligible applicants who submit e-mails of intent will be contacted via e-mail with information on how to access the Webinar.

Please find questions and answers below in three sections:

Contact Information for Questions

Program Matters

Fiscal Matters

M/WBE Matters

Edith Cruz Gary Yorkshire Joan Ramsey
(518) 474-8775 (518) 408-1715 (518) 486-6883
RBE-RN@mail.nysed.gov RBE-RN@mail.nysed.gov RBE-RN@mail.nysed.gov

The following documents must be received at NYSED no later than May 13, 2011:

  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 mailing address for all the above documentation is:

NYS Education Department
Attention Gary Yorkshire
RFP#10-023 Regional Bilingual Education Resource Network (Name of Region and Type)
Bureau of Fiscal Management
Contract Administration Unit
89 Washington Avenue, Room 505W EB
Albany, NY 12234

Facsimile copies of the proposals are NOT acceptable.

Submit each of the following documents in separately sealed envelope:

  • Technical Proposal labeled Technical Proposal - RFP #10-023 Do Not Open
  • Cost Proposal labeled Cost Proposal - RFP #10-023 Do Not Open
  • M/WBE Documents labeled M/WBE Documents - RFP #10-023 Do Not Open

Note: A copy of the technical and cost proposal must also be submitted in Microsoft Word on CD-ROM. Please include it in the technical proposal envelope.

Each proposal should be clearly labeled with the name of the region and type of RBE-RN (Regional RBE-RN or Statewide Language RBE-RN). For labeling purposes, please refer to the Services Areas Table under the heading, “RBE-RN Service Regions and Allowable Costs” as a guide.

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Table of Contents

  1. Description of Services to be Performed
  2. Submission
  3. Evaluation Criteria and Method of Award
  4. Assurances
  5. Submission Documents
  6. Attachments

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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.

Mandatory Requirements


Mandatory Submission Requirements

  1. The Mandatory Requirements Certification Form, located in Submission Documents, must be completed, signed, and submitted with the Technical Proposal, along with the Technical Assistance Center (TAC) Certification Form. Bids that do not include both forms will be disqualified.
  2. Bidders for each RBE-RN must be located in the region of the State it will serve through this project. The Statewide Language RBE-RN may be located in any region of the State.
  3. Bidder proposals for staff must include only the positions as described in the section, Mandatory Staffing Requirements (see below).

Mandatory Contract Requirements

  1. Bidders must conduct a yearly “Regional Planning Process” for the purpose of directing RBE-RN resources to those schools and districts identified by: 1) OBE-FLS Title III Accountability – Annual Measurable Achievement Objectives (AMAOs); 2) Other NYSED accountability identifications [Differentiated Accountability System - Improvement, Corrective Action and Restructuring schools; Persistently Lowest-Achieving (PLA) schools; NCLB Districts in Need of Improvement (DINI) or Districts in Corrective Action].
  2. Bidders must ensure that positions funded through these contracts are utilized to address State and regionally identified school improvement needs and that such resources are not directed locally for any other purposes.
  3. Bidders agree that the resources from each RBE-RN must be directed to all schools and districts anywhere within their respective region, if determined necessary through the Regional Planning Process.
  4. Bidders must ensure staff participation and support in required training, regional and statewide meetings, Joint Intervention Team (JIT) reviews, coordinated monitoring visits, and workgroup activities.
  5. In addition to the yearly narrative of how funds will be allocated by budget categories, bidders will submit a quarterly detailed expenditure summary on how funds are utilized by each RBE-RN to address the goals in meeting the educational needs of LEP/ELLs in their respective regions. OBE-FLS reserves the right to request copies of purchase orders or any other supporting documentation.
  6. For each of the Resource Specialists, the school improvement goals, targeted improvement activities, and assessment of progress towards improving student outcomes must be documented and monitored (e.g., regional improvement plan, quality improvement process plan, individual districts' AMAO improvement or corrective action plans, etc.).
  7. All RBE-RN Executive Directors are required to attend two-day (10:00 AM-6:00 PM on the first day and 8:30 AM-3:00 PM on the second day) bi-monthly meetings with representative(s) from OBE-FLS. Four (4) meetings per year will be held in Albany and two (2) meeting per year will be held in the New York City area. Attendance and times for these meetings are mandatory and non-negotiable.
  8. All RBE-RN staff, including the RBE-RN Executive Directors, are required to attend two (2) two-day (10:00 AM-6:00 PM on the first day and 8:30 AM-3:00 PM on the second day) network-wide meetings for training, information dissemination, and/or professional development in Albany. The meetings will be held in December and June. Attendance and times for these meetings are mandatory and non-negotiable.
  9. All RBE-RN staff, including RBE-RN Executive Directors, are required to participate in up to five (5) days of regional school/district monitoring visits in collaboration with NYSED and OBE-FLS staff. Attendance and participation in these collaborative monitoring visits are mandatory and non-negotiable.
  10. Each RBE-RN Principal Investigator/Supervisor is required to attend two (2) one day meetings per year in Albany the OBE-FLS Coordinator, in addition to two (2) one-day regional meetings in any given school year to review RBE-RN programs and activities in relation to OBE-FLS and NYSED-supported goals and initiatives. Attendance and times for these meetings are mandatory and non-negotiable.
  11. Each RBE-RN independent evaluator is required to attend a yearly one-day meeting (10:00 AM to 4:00 PM) in Albany to review procedures, documentation and data submission of the required yearly evaluation report.

Mandatory Submission Requirements for the regional New York City RBE-RN

Bidders for the New York City regional RBE-RN must describe how they plan to coordinate resources of the RBE-RN with the New York City Department of Education (NYCDOE) Division of Students with Disabilities and ELLs and the Learning Support Organizations (LSOs), and will supplement and not supplant other training and school improvement activities of the NYCDOE Division of Students with Disabilities and ELLs.

Mandatory Staffing Requirements

The full time Executive Director and full time Resource Specialists must be employed by the contractor. Consultants may not be used to fulfill these mandatory full time staffing requirements.

Number and Qualifications of Regional RBE-RN Staff

Region

West, Mid-West, Mid-State, Capital

Hudson Valley

Long Island

NYC

Full-time Executive Director 1 1 1 1
Full-time Resource Specialists 2 5 5 7
Part time Resource Specialists (school improvement) Up to 2 Up to 2 Up to 2 Up to 2
Part Time Principal Investigator/ Supervisor 1 1 1 1
Part Time Independent Evaluator 1 1 1 1
  1. Qualifications/Duties of Executive Director. A full-time Executive Director, with a Masters degree or above, must be designated to manage all aspects of the program and to serve as the primary regional liaison with staff at NYSED and other NYSED school improvement providers, as applicable, to identify and address regional issues/concerns and professional development needs (see "Deliverables/Activities"). The director must hold valid New York State certification as an administrator (S.A.S., S.D.A., S.B.L., and/or S.D.L.) or its equivalent with a minimum of five (5) years experience in educational leadership, and bilingual and ESL education. He or she must also hold a teaching certificate in English as a Second Language (ESL) or English to Speakers of Other Languages (ESOL), Grades K-12, or one or more Bilingual Extension Certificates in different languages, with a minimum of three (3) years of successful teaching experience.

  2. Qualifications/Duties of Resource Specialists. A Resource Specialist must hold a Masters degree or above, and have a minimum of five (5) years of successful teaching experience in bilingual education and/or ESL, and are certified in English as a Second Language (ESL) or English to Speakers of Other Languages (ESOL), Grades K-12, or one or more Bilingual Extension Certificates in different languages.

    The full-time Resource Specialists will provide specialized technical assistance, professional development, and school improvement work throughout the region, as identified through the Regional Planning Process (see "Deliverables/Activities").

    The part-time Resource Specialists will work specifically with school improvement initiatives in their respective regions or for the less commonly spoken/taught languages (see “Background”).

  3. Principal Investigator/Supervisor. The part time (up to .1 FTE) Principal Investigator/Supervisor must have a Master’s degree or above and will develop an evaluation instrument for all RBE-RN staff in consultation with OBE-FLS, review all staff, programs and services, and submit an annual evaluation report (see "Deliverables/Activities").

  4. Independent Evaluator. The part time Independent Evaluator will develop and complete an annual evaluation report for each RBE-RN based on the completion of the deliverables outlined in the RFP. The Independent Evaluator may not be an employee of the contractor.

Number and Qualifications of Staff for the Statewide Language RBE-RN

  1. Qualifications of Executive Director. The Statewide Language RBE-RN must have a full-time Executive Director, with a Masters degree or above, The Executive Director will manage all aspects of the program and serve as the primary regional liaison with staff at NYSED and other NYSED school improvement providers, as applicable, to identify and address regional issues/concerns and professional development needs (see "Deliverables/Activities"). The director must hold valid New York State certification as an administrator (S.A.S., S.D.A., S.B.L., and/or S.D.L.) or its equivalent with a minimum of five (5) years experience in educational leadership, and bilingual and ESL education. He or she must also hold a teaching certificate in English as a Second Language (ESL) or English to Speakers of Other Languages (ESOL), Grades K-12, or one or more Bilingual Extension Certificates in different languages, with a minimum of three (3) years of successful teaching experience.

  2. Resource Specialists. The Statewide Language RBE-RN will support four (4) full-time Resource Specialists who hold a Masters Degree or above, and have a minimum of five (5) years of successful teaching experience in bilingual education and/or ESL, and are certified in English as a Second Language (ESL) or English to Speakers of Other Languages (ESOL), Grades K-12, or one or more Bilingual Extension Certificates in different languages. The four (4) full-time Resource Specialists must be functionally literate in one or more of the top five languages spoken in New York State (Spanish, Mandarin Chinese, Arabic, Bengali, and Haitian Creole) and are familiar with the communities where these languages are spoken. The four (4) part-time Resource Specialists must be functionally literate in one or more of the less commonly spoken/taught languages and be familiar with the communities where the target language(s) is/are spoken.

  3. Part-time Resource Specialists. The Statewide Language RBE-RN may support up to four (4) part-time Resource Specialists for the less commonly spoken/taught languages (see chart in “Background” below).

  4. Principal Investigator/Supervisor. The part time (up to .1 FTE) Principal Investigator/ Supervisor must have a Masters degree or above. The Principal Investigator/Supervisor will develop an evaluation instrument for all RBE-RN staff in consultation with OBE-FLS, review all staff, programs and services, and submit an annual evaluation report (see "Deliverables/Activities").

  5. Independent Evaluator. The part time Independent Evaluator will develop and complete an annual evaluation report based on the completion of the deliverables outlined in the RFP. The Independent Evaluator may not be an employee of the contractor.

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.

OBE-FLS reserves the right to terminate contracts issued pursuant to this RFP as stipulated in Appendix A-1.

Bilingual Education Technical Assistance Centers (BETAC)

Since its inception in 1983, the Bilingual Education Technical Assistance Centers (BETACs) were established to provide technical assistance, professional development and resource materials to district/school personnel, parents and the community to assist in the education of limited English proficient/English language learners (LEP/ELLs). They supported the New York State Education Department’s commitment to higher standards for all students. In 2004, the Office of Bilingual Education and Foreign Language Studies (OBE-FLS) awarded contracts to a network of BETACs. Eleven regional and three languages specific BETACs were created to provide technical assistance to districts in regions that serve limited English proficient/English language learners (LEP/ELLs). BETACs are part of the State System of technical assistance and support to close the gap in LEP student performance in identified districts and schools. BETACs serve over 200,000 pupils with limited English proficiency, and assist in ensuring that these students are prepared to meet the New York State’s learning standards. They work with districts in the development of programs designed to promote equity and excellence, and help LEP students meet the high expectations established in the States Standards. Information on currently funded BETACs can found on the BE-FLS web page link at: http://www.p12.nysed.gov/biling/. The existing BETAC contracts will expire in June 2011, and OBE-FLS is seeking proposals to operate a new network of technical assistance networks which will be known as the Regional Bilingual Education Resource Network (RBE-RN). Eight RBE-RNs will be funded throughout the State, seven (7) Regional and one (1) Statewide Language RBE-RN will be created. As a network, the RBE-RNs will work in partnership with OBE-FLS to provide technical assistance and professional development to schools and districts in order to improve instructional practices and educational outcomes of students who are LEP/ELLs.

Background

New York State’s strategy for raising standards involves all children, including limited English proficient/English language learners (LEP/ELLs) in bilingual and English as a second language (ESL) programs, their bilingual, monolingual, ESL and content area teachers, as well as district and school administrative staff, parents, our communities, Institutions of Higher Education (IHEs), and other non-profit community-based organizations. The success of LEP/ELLs in meeting the higher standards will require changes in bilingual, ESL and other classroom practices, intensive and targeted professional development provided to teachers and administrators, and additional resources or redirection of those resources currently available. This also entails working in collaboration with other State-supported regional and statewide support networks, including those involved in school improvement, literacy, special education, etc. Success in building the capacity of the system to address the needs of the LEP/ELLs will require a concerted and focused effort at the federal, state, and local levels. While many of these collaborations are already in progress in promoting higher expectations for all LEP/ELLs, still more remains to be done.

The number of LEP/ELLs in New York State schools continues to grow with an increasing number of districts reporting LEP/ELLs each year. Commissioner’s Regulations Part 154 define LEP/ELLs as those coming from homes where a language other than English is spoken, and who score below a state designated level of proficiency on the Language Assessment Battery-Revised (LAB-R) or the New York State English as a Second Language Achievement Test (NYSESLAT). As of June 2010, approximately 225,000 LEP/ELLs in public schools and 68,000 LEP/ELLs in non-public schools are reported by more than 550 Districts and Charter Schools. See demographic link: http://www.p12.nysed.gov/biling/docs/NYSLEP-ELLDataJune10-Final.pdf.

In total, these LEP/ELLs represent some 175 primary languages, with well over 84 percent represented in the top 10 languages and 78 percent represented in the top five languages. See table below.

Top 10 Languages Spoken by LEP/ELLs in NYS (2009-10)

Language

Number of LEP/ELLs in NYS

Percentage of Total LEP/ELLs

Spanish 152,160 67.66
Chinese 7,142 3.17
Arabic 6,076 2.70
Bengali 5,278 2.35
Haitian Creole 4,310 1.92
Urdu 4,014 1.78
Russian 3,801 1.69
French 2,605 1.16
Korean 2,008 0.89
Albanian 1,584 0.70

Totals:

188,978

84.03

All Languages:

224,890

100.00%

The goal of the RBE-RN is to help each district and school to create for LEP/ELLs an educational environment which engages everyone in meaningful teaching and learning, respects diversity, provides opportunities for all children to achieve at the highest levels and enables them to become skilled in the English language while capitalizing on their strengths in terms of their native language and heritage.

Purpose

The purpose of this RFP is to establish regionally-based resources to provide a coordinated system of high quality technical assistance, training, information dissemination and professional development to school districts to improve their instructional programs and practices for LEP/ELLs, focusing on all the following areas:

  • Student Identification/Placement
  • Leadership
  • Quality Programs
  • Quality Instruction
  • Assessment/School Planning
  • Staff Qualifications
  • Professional Development
  • Parental Involvement
  • Support Services
  • Coordination of Resources

The primary work of the RBE-RN technical assistance providers funded through this RFP will be to bring research-based practices in the areas identified above to those schools and districts, as well as Charter and nonpublic schools which have been identified by OBE-FLS as at risk of, or needing assistance or intervention to improve results for LEP/ELLs and to meet NLCB Title III Annual Measurable Achievement Objectives (AMAOs) (see http://www.p12.nysed.gov/biling/NEWTIII.html.) All technical assistance will be focused on increasing student performance, reducing drop out rates and increasing graduation rates for all LEP/ELLs.

As shown in Attachment B, bidders must devote a specified minimum percentage of time and resources to:

  1. School improvement and work with low performing schools (25%);
  2. Commissioner’s Regulations (C.R.) Part 154 (20%);
  3. The No Child Left Behind Act of 2001 Title III Part A: Language Instruction for Limited English Proficient and Immigrant Students and technical assistance activities (20%);
  4. Assessment, accountability and scientifically-based research for LEP/ELLs (20%); and
  5. Activities/projects such as the LEP/ELL Program Evaluation Toolkit (PET), Hispanic Youth Leadership Institute (HYLI), research projects and other projects as referenced in the RFP. (15%).

The RBE-RN’s mission is to develop and strengthen the skills, knowledge, and competencies of educators, parents and local communities, provide technical assistance, professional development and resource materials to support academic achievement of LEP/ELLs, and support NYSED’s commitment to higher standards for all students. In addition, the RBE-RN will serve to support the Commissioner’s nine (9) goals in the New York State Education Department P-12 Strategic Vision and NYSED's Race to the Top initiatives (see RBE-RN Activities and Functions below).

The RBE-RN technical assistance support centers will also be part of the State system and network for providing technical assistance and support to close the gap in LEP/ELLs’ performance in identified districts and schools. They will align their goals and activities to support NYSED in implementing the:

  • New York State Strategies for Raising Standards;
  • Strategies to provide intensive English Language instruction to LEP/ELLs;
  • The Twelve Action Steps to assist LEP/ELLs in meeting the English Language Arts Standards;
  • The Seven Essential Elements for Effective Programs for LEP/ELLs;
  • The No Child Left Behind Act of 2001 Title III: Language Instruction for Limited English Proficient and Immigrant Children; and
  • Commissioner's Regulations Part 154.

See http://www.p12.nysed.gov/biling/ for additional information.

All RBE-RN staff will work in collaboration with the Office of Accountability/School Improvement Team at NYSED in implementing the required Differentiated Accountability interventions and plans. They will:

  • Assist districts with identified Improvement schools to complete the required Quality Indicators (Q.I.) and School Quality Review (SQR) documents;
  • Work with the NYSED ’s External School Curriculum Audit (ESCA) team to provide follow-up to the ESCA in the implementation of the recommendations in the area(s) for which the school is identified; and
  • Work with the NYSED Joint Intervention Teams (JITs) in schools identified as “Restructuring” to complete an assessment of the school’s educational program.

In their work, all RBE-RN staff will spend 75 percent (75%) of their time working directly with targeted school(s) and district(s) either in small group(s) or individually with teachers, administrators, parents, and community members to develop and strengthen best educational and instructional practices for LEP/ELLs. The RBE-RN technical assistance support centers must correlate this 75% with the required activities as stated below in the “RBE-RN Activities and Functions” section. The remaining 25% is comprised of administrative and regional activities as outlined in the RFP.

The RBE-RN housed in New York City will work in collaboration with the NYCDOE Division of Students with Disabilities and ELLs and the NYCDOE Learning Support Organizations (LSOs) in planning and supporting all activities/initiatives, in order to avoid duplication of efforts. In addition, the NYC RBE-RN will work with Institutions of Higher Education (IHEs) located in each borough to strengthen the collaboration, as well as, to form a citywide network of support to schools. It is highly recommended that they be brought in as partners and/or consultants.

Regional Planning Process

The resources of the RBE-RN technical assistance support centers will be deployed as determined by the Regional Planning Process which may include OBE-FLS, District Superintendents, District ESL/Bilingual Coordinators, ESL/Bilingual Teachers, New York City Department of Education (NYCDOE) staff, the office of Adult Career and Continuing Education Services (ACCES), and/or other NYSED technical assistance providers.

This regional planning process will include three primary components:

  • Survey. Conduct an annual online survey among teachers, administrators, and other staff members in all schools and districts in each RBE-RN service region. In addition to eliciting feedback based on "satisfaction" with technical assistance and support provided, the survey results will also serve to inform the Steering Committee process in identifying training and professional development needs of the region.
  • A Steering Committee process. Steering committees will be established by each regional RBE-RN as well as the Statewide Language RBE-RN to identify regional training needs (e.g., training for participants from multiple school districts) on topics such as C.R. Part 154 requirements. The steering committee membership will include Staff from the OBE-FLS, the Executive Director of each RBE-RN or designee, Resource Specialists, and representatives from schools and districts in the area of service. The steering committee will assist in the identification of the training and professional development needs of the region, and will develop a procedure for reviewing and approving requests for the services of the RBE-RN Resource Specialists.
  • A Regional Action Plan process. RBE-RN regional action plans are developed annually, and revised as necessary, to determine which schools and districts in the region will receive focused monitoring reviews and/or targeted technical assistance from the RBE-RN technical assistance support centers. These determinations are made based on a review of the number of school districts needing assistance or intervention, or who are at risk of such determinations, and other performance and compliance variables. The regional action plan will outline the work of the RBE-RN technical assistance support centers to address the needs of identified districts according to state and regional priorities, and will indicate the level and type of intervention and support that will be provided to identified districts.

RBE-RN Evaluation

The independent evaluator will complete an annual evaluation report for each RBE-RN based on the completion of the deliverables outlined in the RFP. The report will be submitted directly to NYSED OBE-FLS. NYSED OBE-FLE will annually evaluate the work of the individual RBE-RN technical assistance support centers based on an analysis of the evaluation report provided by the independent evaluator as well as the following evidence:

  • Overarching RBE-RN criteria;
  • Yearly Independent Performance Evaluation;
  • Work conducted in selected districts/schools designated as Not Meeting AYP or AMAOs;
  • Satisfaction survey(s);
  • Yearly Regional Action Plan, Annual Report, and Annual Survey;
  • RBE-RN Site visits;
  • Attendance and participation of RBE-RN at Statewide/Regional Monthly Meetings.

This evaluation will focus on the success of the RBE-RN in meeting the expectations set forth in this RFP including, but not limited to:

  • Provision of high quality technical assistance that is research-based or research-validated, including best practices;
  • Building the capacity of schools to continue school reform efforts independently;
  • Working effectively with partners and other technical assistance providers in the region;
  • Demonstrating evidence of change in identified root causes.
  1. Overarching RBE-RN Criteria


    The RBE-RNs will be evaluated based on the following overarching criteria for their work with LEP/ELLs: (1) Increasing student performance; (2) Reducing Dropout Rates; (3) Increasing Graduation Rates. These goals will be determined by statewide annual data collection on state accountability measures for Annual Yearly Progress (AYP) and the Annual Measurement Achievement Objectives (AMAO) under federal regulations within each RBE-RN region.

  2. Yearly Individual Performance Evaluation


    A performance evaluation instrument for each RBE-RN staff will be designed to determine whether they meet their individual yearly goals and objectives. This instrument will be developed in collaboration with each RBE-RNs’ Principal Investigator/Supervisor and OBE-FLS.

  3. Work conducted in Districts/Schools Not Meeting AYP or AMAOs


    The RBE-RN will be required to focus and narrow their work down to districts/schools that have been designated as In Need of Improvement, based on AYP (ELA and Math) and/or AMAOs (NYSESLAT and AYP). The topic(s), type(s), and frequency of professional development sessions for teachers and administrators as well as the nature and extent of implementation of best classroom practices and/or bilingual programs will be used to evaluate the interaction of the RBE-RNs with the district/schools.

  4. School and District Customer Satisfaction Survey


    An online satisfaction survey will be administered to all districts in each service region and individual schools in New York City to elicit feedback on the interaction each district or school has with the RBE-RN in its service area and the services provided by the RBE-RN based on district/school needs regarding the education of LEP/ELLs.

  5. Yearly Regional Action Plan and Annual Reports


    A yearly Regional Action Plan and Annual Report, including an Executive Summary and Data Collection Report (Attachment C), Consolidated State Performance Report (CSPR) (Attachment D), and Final Evaluation Report must be submitted in the time periods and format required by OBE-FLS. Reports may also include other projects as assigned.

  6. RBE-RN Site Visits:


    Each year, OBE-FLS staff will visit each RBE-RN to conduct the following:
    • Review of work plans, proceedings from the Steering Committee, and annual survey results;
    • Evaluate staff work on work to date;
    • Conduct targeted districts/schools visits;
    • Meet with area administrators and teachers, as needed;
      (The list above is not intended to be an exhaustive list, and the visit may include other activities related to the programs and services provided by the RBE-RN.)

  7. Attendance and participation of RBE-RN at Statewide/Regional Monthly Meetings

All staff must participate in meetings and activities as indicated in the sections, "Mandatory Staffing Requirements" and "RBE-RN Activities and Functions." All RBE-RN staff are expected to actively contribute to discussions on initiatives related to the education and programs for LEP/ELLs.

It is expected that all RBE-RN Centers meet the above evaluation goals and requirements. Centers that do not meet the required goals and requirements will need to work with OBE-FLS in order to improve the technical assistance services to the region in which they serve.

Program Description

The RBE-RN network is NYSED’s main program initiative for the provision of professional development, in-service training, information dissemination, and technical assistance to parents and service providers related to the education of LEP/ELLs, focusing particularly on the following areas:

  • Student Identification/Placement
  • Leadership
  • Quality Programs
  • Quality Instruction
  • Assessment/School Planning
  • Staff Qualifications
  • Professional Development
  • Parental Involvement
  • Support Services
  • Coordination of Resources

Such technical assistance may take the form of video-conferencing, conference calls, listservs, e-mails, professional development events that include staff as presenters, etc. The RBE-RN will collaborate with other NYSED-funded centers to achieve the overarching goals of increasing student performance, reducing dropout rates, and increasing graduation rates.

The New York State Commissioner’s Regulations Part 154 and the federal No Child Left Behind Act of 2001 (NCLB Act), which is the reauthorized Elementary and Secondary Education Act of 1965 (ESEA), place a major emphasis on helping children who are limited English proficient, including immigrant children and youth, attain English proficiency, develop high levels of academic achievement in English, and meet the same challenging State academic content and student academic achievement standards as all children are expected to meet. Both C.R. Part 154 and NCLB Title III Part A also emphasize teacher quality as a factor in improving student achievement. The RBE-RN will offer professional development opportunities that will enhance the skills and competencies of all educators so they can assist LEP/ELLs students in meeting the New York State Learning and Performance Standards in the core subjects (including ESL and Native Language Arts (NLA), provide technical assistance to districts and schools on the interpretation of policies and regulations and the development of Comprehensive Reports and Data Plans ( such as NCLB Title III and AMAO Plans), as well as information on the availability of State and federal funding, and instructional resources pertaining to the education of LEP/ELLs in New York State.

Districts and schools must build their capacity to provide LEP/ELLs with programs necessary to enable them to achieve the State standards. The RBE-RNs' primary mission is to assist districts and schools in raising the achievement levels of LEP/ELLs in kindergarten through grade 12 and to support activities, best practices, and programs that will provide these students with an educational experience that enable them to meet all required core standards, become proficient in the English language while capitalizing on their strengths in terms of their native language and heritage. RBE-RN activities/interventions must be the result of data analysis and must be based on scientific research, where available.

Successful bidders will be expected to establish a collaborative working relationship with staff at the BOCES, districts and schools (including Charter and nonpublic schools), Institutions of Higher Education (IHEs), and communities in the region where they are required to provide services (see Attachment E).

Role of Principal Investigator/Supervisor

The Principal Investigator/Supervisor of each RBE-RN is expected to have regular weekly/monthly meetings with the Executive Director and all staff. OBE-FLS staff reserves the right to take part in these weekly/monthly scheduled meetings to support and assist the work of the RBE-RN.

The Principal Investigator/Supervisor must develop an evaluation instrument for all RBE-RN staff which will be approved by OBE-FLS staff. The approved individual performance evaluation instrument will be used at the end of the year to determine whether goals and objectives established at the beginning of the year are achieved. This evaluation should also include professional development opportunities for each staff member to help ensure current research and practice to best serve the learning needs of all LEP/ELLs is known.

A final signed evaluation report by the Principal Investigator/Supervisor and staff, including any recommendations and/or steps to be taken, must be submitted to OBE-FLS by May 31 of each contract year.

Each RBE-RN Principal Investigator/Supervisor is required to attend two (2) one-day meetings per year in Albany with the OBE-FLS Coordinator, in addition to two (2) one-day regional meetings in any given school year to review RBE-RN programs and activities in relation to OBE-FLS and NYSED-supported goals and initiatives. Attendance and times for these meetings are mandatory and non-negotiable.

Roles and Functions of Regional RBE-RN

The role and function of the regional RBE-RN is to support and enhance the implementation of C.R. Part 154, NCLB Title III Part A, and school improvement initiatives developed in partnership with NYSED and OBE-FLS staff. The Regional RBE-RN will provide technical assistance to districts and schools with LEP/ELLs in their service region, consistent with the requirements in this RFP. The regional RBE-RN will collaborate with other regional State-funded networks (see Attachment E) to conduct causal analyses of the State’s low performing schools with limited English proficient students; it will design and implement appropriate interventions. These networks include, but are not limited to, Special Education Quality Assurance Offices (SEQA), Regional Special Education Technical Assistance Support Centers (RSE-TASC), other RBE-RN technical assistance support centers, Regional Adult Education Centers (RAEN), and other networks as appropriate. Each regional RBE-RN will participate in workgroups as established by OBE-FLS staff, including workgroups to develop, review and revise Resource Guides or conduct research as directed. The regional RBE-RN will also provide training and technical assistance to districts and schools that have completed, or will be engaging in a self-assessment monitoring process through the LEP/ELL Program Evaluation Toolkit (LEP/ELL-PET); it will work with groups of districts and schools to prepare them for the self-assessment process; it will also provide technical assistance and/or professional development to groups of districts and schools with common issues, as determined by the self-assessment process. Bidders must include in their narrative a description of how they will collaborate with other Regional Networks in their service region.

Each regional RBE-RN must address the activities and functions listed under the "Regional RBE-RN Activities and Functions" section of the RFP.

The regional RBE-RN technical assistance support centers in the West, Mid-West, Mid-State, and Capital District regions will each support two (2) full time Resource Specialists and up to two (2) part time Resource Specialists (see "Mandatory Staffing Requirements"). However, the regional RBE-RN technical assistance support centers in the Hudson Valley, Long Island, and New York City regions will support additional Resource Specialists (see "Mandatory Staffing Requirements"). These seven (7) regional RBE-RN technical assistance support centers may support up to two (2) additional part time Resource Specialists to work specifically with school improvement initiatives in their respective regions. It is highly recommended that satellite offices be created for individual Resource Specialists in order to better serve all schools and districts in each region. These satellite offices may be created in collaboration with other Boards of Cooperative Educational Services (BOCES), and Institutions of Higher Education (IHEs) with approved bilingual and/or English as a second language teacher education programs and housed in one of these sites.

Roles and Functions of the Statewide Language RBE-RN

The Statewide Language RBE-RN will provide technical assistance, disseminate information, and conduct professional development to support and strengthen the teaching and learning of languages across the State, including research-based instructional practices, curriculum and program design, program evaluation, and assessments. The Statewide Language RBE-RN possesses current, research-based and/or research-validated teaching/learning practices and language acquisition theories and processes. It also has staff on hand who are functionally literate in the top five (5) languages spoken in the State and who are familiar with the communities they serve. The Statewide Language RBE-RN will provide leadership and training to other regional RBE-RN technical assistance support centers, schools, and districts. The Statewide Language RBE-RN will also collaborate with Consular Offices in developing and promoting opportunities for expansion of language programs and cultural understanding. It will also participate in workgroups as established by OBE-FLS staff, including workgroups to develop, review and revise Resource Guides or conduct research as directed. The Language RBE-RN must address the activities listed under the "Statewide Language RBE-RN" section.

The Statewide Language RBE-RN may be located in any region of the State. In addition to the four (4) full-time Resource Specialists, the Statewide Language RBE-RN may support up to four (4) part-time Resource Specialists (see "Mandatory Staffing Requirements"). It is highly recommended that satellite offices be created for individual Resource Specialists in order to better serve all schools and districts in the State. These satellite offices may be created in collaboration with other Boards of Cooperative Educational Services (BOCES), and Institutions of Higher Education (IHEs) with approved bilingual and/or English as a second language teacher education programs, and housed in one of these sites.

All activities proposed by the RBE-RN technical assistance support centers, including The Statewide Language RBE-RN, must be consistent with State and federal laws, regulations and State Education Department (SED) policies and guidelines. Using the Sample Action Plan for Year One, located in Submission Documents, bidders must describe how they will implement the required major functions as shown in "RBE-RN Activities/Functions." For examples of activities undertaken by OBE-FLS, please refer to: http://www.p12.nysed.gov/biling/.

RBE-RN Activities and Functions

Using the Sample Action Plan for Year One, located in Submission Documents, describe the deliverables listed below. The vendor must indicate the time and resources needed to implement the activities within each of the major functions, and the time and resources to be employed in school improvement, working with low performing schools, C.R. Part 154 activities, the No Child Left Behind Title III, Part A activities, assessment, accountability and scientifically-based research. The regional RBE-RN will collaborate, coordinate, and lead activities with the Statewide Language RBE-RN. Such collaboration may include workshops, conferences, video-conferencing, listservs, and professional development events which include staff as presenters.

Note: For Event Costs, the bidder may charge a registration fee to cover the cost of facilities, lunches, keynote presenters, materials and equipment rental, subject to NYSED approval. All income from such fees must be documented along with the expenditures for which the income was used. No additional revenue may be generated from the collection of registration fees. Costs incurred for refreshments, light meals and travel for parents attending meetings may not exceed State rates. The Technical Assistance Center Guidelines, located in Submission Documents must be followed regarding allowable expenses, (See section on "Allowable Costs").

The proposed activities for each RBE-RN and for the Statewide Language RBE-RN must be aligned with the Commissioner’s Nine Goals for the State Education Department and the Four Assurance Areas of the Race to the Top Initiative.

New York State Education Department P-12 Strategic Vision

  1. Curriculum and Professional Development;
  2. Assessments;
  3. Teacher Preparation and Effectiveness;
  4. Replace Failing Schools;
  5. Raise Graduation Rates for all At-Risk Students through Secondary School Reform;
  6. School Leadership Preparation;
  7. Organizational Redesign;
  8. Data System Building a P-20 System; and
  9. Early Childhood.

The Four Assurance Areas of the of the federal Race to the Top Initiative are:

  1. Adopting standards and assessments that prepare students to succeed in college and the workplace, and to compete in the global economy;
  2. Recruiting, developing, rewarding, and retaining effective teachers and principals, especially where they are needed most;
  3. Building data systems that measure student growth and success, and inform teachers and principals about how they can improve instruction;
  4. Turning around our lowest-achieving schools.

NYS OBE-FLS RBE-RN Activities and Functions

Intervention strategies and activities provided to schools and districts with LEP/ELLs will include, but are not limited to, the following initiatives:

Regional RBE-RN Activities and Functions


A - Technical Assistance and Professional Development

New York State Education Department P-12 Strategic Vision
and Race to the Top Assurance Areas (RTTT)

 

Deliverables
Per Year
(Minimum)

 

Activities

Minimum Number or % of Districts in Service Region to be Served Annually

Goals: 1, 2, 3

RTTT: 1 & 2

1

Conduct annual regional planning to determine the technical assistance and professional development needs of the districts and schools in the service region and submit an Action Plan, due July 31 of each year for the length of the contract.  Plan must describe the technical assistance service(s) to be provided, including a timeline and the service providers.

100%

Goals: 1, 2, 3

RTTT: 1, 2 & 3

On-going

Provide on-going technical assistance and professional development opportunities (as referenced in Activities and Functions sections A-C) in support of academic achievement of all LEP/ELLs, Grades K-12 in all districts, Charter schools, nonpublic schools and other educational agencies on research-based practices, exemplary programs and State and federal regulations (i.e., CR Part 154 and NCLB Title III), through workshops, presentations, online or face-to-face professional learning communities (PLCs), webinars, direct consultations with district and school personnel, etc..

100%

Goals: 1, 2, 3

RTTT: 1 & 2

4

Conduct quarterly meetings with Steering Committee in each region to identify regional training needs. Each meeting will have approximately 10-15 participants and will be four (4) hours in duration.   The steering committee membership will include Staff from the OBE-FLS, the Executive Director of each RBE-RN or designee, Resource Specialists, and representatives from schools and districts in the area of service. The steering committee will assist in the identification of the training and professional development needs of the region, and will develop a procedure for reviewing and approving requests for the services of the RBE-RN Resource Specialists.

100%

Goals: 1, 2, 3

RTTT: 1 & 2

1

Develop and conduct an annual online satisfaction survey.  This will be administered to all districts in each service region and individual schools in New York City to elicit feedback on the interaction each district or school has with the RBE-RN in its service area and the services provided by the RBE-RN based on district/school needs regarding the education of LEP/ELLs.  The survey results will also serve to inform the Steering Committee process in identifying training and professional development needs of the region. 

100%

Goals: 1, 2, 3, 4, 5, 6, 7, 8, & 9

RTTT:  1, 2, 3, & 4

1

Each RBE-RN technical assistance support center will conduct a statewide research-based project, selected in coordination and consultation with the OBE-FLS Coordinator, and ensure its completion in a timely manner, one project per year, as designated. This project will involve research and production of a document subject to the review and approval of OBE-FLS.

Statewide

Goals: 1, 2, 3

RTTT: 3

On-going

Provide technical assistance to districts and schools to increase their understanding and ability to analyze assessment data (Annual Measurable Achievement Objectives (AMAOs) and Adequate Yearly Progress (AYP) subgroup requirements for LEP/ELLs) to inform teaching and learning. As referenced in the RFP, all RBE-RN staff will spend 75 percent (75%) of their time working directly with school and district staff.

100%

Goals: 1, 2, 3

RTTT: 1

1 Website
(Updated Monthly)

Contribute to the RBE-RN website which provides current information and documents relevant to LEP/ELLs in New York State.  The website will be linked to the OBE-FLS website at http://www.p12.nysed.gov/biling/ with an activity calendar that is updated monthly by each RBE-RN with current information for the field and links to specific language or regional activities.

100%

 

Goals: 1, 2, 3, 5 & 9

RTTT: 1

On-going

Assist districts and schools in developing/aligning curricula for LEP/ELLs (e.g., alignment with NYS ELA/ESL learning standards, Native Language Arts standards, etc.) for Transitional Bilingual Education, Two-Way Bilingual Education, ESL, NLA, specialized and targeted Newcomers and Students with Interrupted Formal Education (SIFE) programs. As referenced in the RFP, all RBE-RN staff will spend 75 percent (75%) of their time working directly with school and district staff.

100%

Goals: 1, 2, 3, 5 & 9

RTTT: 1

On-going

Disseminate current information relevant to the education of LEP/ELLs through email, listserve, letters, faxes, electronic newsletters, or special announcements, as appropriate.

100%

Goals: 1, 2, & 7

RTTT: 1 & 3 

On-going

Serve as Lead or provide guidance to qualifying districts for creating and maintaining a Title III Consortium in each RBE-RN region to support enhanced educational opportunities for LEP/ELLs in districts with small numbers of LEP/ELLs. 

100% of Title III qualifying districts and charter schools

Goals:  1, 2, 3, 6, 7, & 9

RTTT: 1 & 2

On-going

Maintain resource libraries, both on-site and on-line, with professional reference books, research-based instructional materials for use in the classroom with LEP/ELLs, as well as lists of recommended websites, books/texts, research articles, and/or multimedia materials.

100%

Goals: 1, 2, 3, 5, 6, 7 & 9

RTTT: 1, 2, 3, & 4

1 in each part of the State (West, Capital, , Long Island, and NYC)

Under the leadership of OBE-FLS and in collaboration with other RBE-RNs and the Statewide Language RBE-RN, coordinate and conduct an annual one-day New York State Bilingual/ESL Teacher Institute for approximately 150-250 participants to provide current NYSED information and to address the most current statewide issues related to the education of LEP/ELLs.  The agenda will be developed collaboratively between the RBE-RNs and OBE-FLS.  Each year there will be one Teacher Institute in the Long Island JMT, one in the Western region’s JMT, one in the Capital District’s JMT, and one in New York City, in collaboration with the NYCDOE.

Invitation open to all Districts with LEP/ELLs

Goals: 1, 2, 3, 5 & 9

RTTT: 1, 3, & 4

On-going

All RBE-RN staff will conduct initial review CR Part 154 and final review and approval will be done by OBE-FLS staff.  Title III Comprehensive Plans and Data Reports from districts in the service region and provide follow-up technical assistance to districts, as needed, to ensure appropriate completion of their plans and data reporting.

100% of Districts Submitting CR Part 154 and Title III Application/Plans

Goals: 1 & 9

RTTT:  1 & 3

On-going

Promote and assist in the development of early childhood bilingual education programs for Pre-K LEP/ELLs, such as Two-Way Bilingual Education and Transitional Bilingual Education programs.

100% of requests

Goals:  1, 4, 5, & 7
RTTT:  1, 2, 3 & 4

On-going

Assist districts/schools in the analysis of current and projected enrollment of LEP/ELLs to design and implement appropriate instructional models.  Help districts understand and follow the Identification and Placement procedure as per the OBE-FLS CR Part 154 (i.e., Home Language Questionnaire, Informal Interview and the LAB-R).

100% of requests

Goals: 1, 2, 3, 6, 7 & 8

RTTT:  1, 3 & 4

On-going

Assist district and school personnel in the analysis of students' scores on the New York State English as a Second Language Achievement Test (NYSESLAT) and other assessment data to inform efforts in the improvement/modification of instructional practices for LEP/ELLs.

100%

Goals: 1, 2, 3, 5 & 9

RTTT: 1

Yearly Small  Work Group

Assist districts and schools in completing the LEP/ELL Program Evaluation Toolkit (LEP/ELL PET) through technical assistance, on-site meetings, and on-going consultation in collaboration with the Vendor. As referenced in the RFP, all RBE-RN staff will spend 75 percent (75%) of their time working directly with school and district staff.

5 to 10 Districts/Schools per year /

Goals: 1, 2, 3, 5 & 9

RTTT: 1

1

Assist in the development and implementation of a Resource Guide for the New York State P-12 ELA/Literacy and Mathematics Learning Standards (Revised 2011) which included adopted common core state standards to support all educators of LEP/ELLs.

100%

Goals: 1, 2, 3, 5, 6 & 9
RTTT: 1 & 2

1

Provide one full-day workshop annually for approximately 100-150 participants on the implementation of the New York State ELA/Literacy Learning Standards (Revised 2011) for all educators of LEP/ELLs in each service region.

100%

Goals: 1, 2, 3, 5 & 6

RTTT: 1 & 2

1

Conduct a one-day workshop in collaboration with the Statewide Language RBE-RN on the implementation of Foreign Language in Elementary Schools (FLES) Programs and Bilingual Education Programs (Transitional and Two-Way), focusing on language acquisition and development as well as content learning in two languages through instructional strategies that promote student academic achievement/progress towards meeting the State’s learning standards (including NLA).

100% of districts with Transitional and Two-Way Programs or districts interested in establishing new programs

Goals: 1, 2, 3, 4, 5, 6, 7, & 8

RTTT: 1, 2, 3 & 4

On-going

In collaboration with other NYSED Technical Assistant Centers, (ie Regional Special Education TACs, Parent Support Centers, and Response to Intervention TACs) or other organizations, provide intensive on-site technical assistance, professional development, and consultation with administrators and staff in Persistently Lowest-Achieving (PLA) schools, NYSED identified Title I and Non-Title I schools/districts, schools/districts in Improvement, Corrective Action, Restructuring (or PLA status), and Title III districts who have not met AMAOs (Needing Improvement or In Corrective Action). As referenced in the RFP, all RBE-RN staff will spend 75 percent (75%) of their time working directly with school and district staff.

100% of NYSED designated schools/districts in regions
(TBD annually)

Goals: 1, 2, 3, 4, 5, 6, 7, & 8

RTTT: 1, 2, 3 & 4

On-going

Assign a staff member from each RBE-RN to be a liaison to the NYSED External Technical Assistance Center for Innovation and Turnaround, and to work directly with State-designated PLA schools in collaboration with other regional technical assistance networks to support organizational reform efforts.

100% of NYSED designated schools/districts in regions
(TBD annually)

Goals: 1, 2, 3, 4, 5, 6, 7, & 8

RTTT: 1, 2, 3 & 4

On-going

Assign a staff member from each RBE-RN to be a liaison to teachers and administrators in Professional Learning Communities (PLCs), in PLA schools and in NYSED Title I and Non-Title I identified school, districts (i.e., Improvement, Corrective Action and Restructuring), as well as in Title III districts which have not met AMAOs (Needing Improvement or In Corrective Action) to improve learning outcomes and graduation rates for LEP/ELLs.

100% of NYSED designated schools/districts in regions
(TBD annually)

Goals: 1, 2, 3, 5 & 9

RTTT: 1, 2, 3 & 4

Five (5) days per each RBE-RN Staff

Assist OBE-FLS staff during monitoring visits to identify and address the needs of LEP/ELLs to improve learning outcomes and graduation rates for LEP/ELLs in identified districts/schools. All RBE-RN staff will participate in up to five (5) days of School Visits in collaboration with OBE-FLS staff each year.

As requested

Goals: 1, 2, 3, 5 & 6
RTTT: 1 & 2

1 or as part of the yearly small on-going work group activities (***)

Conduct a one-day workshop for approximately 75-100 participants on strategies and activities for improving the performance of Students with Interrupted Formal Education (SIFEs), and assist in program and staff development for SIFE students.

30% of Districts with LEP/ELLs

Goals: 1, 2, 3, 5 & 9

RTTT: 1, 2, & 4

2 or as part of the yearly small on-going work group activities

Conduct two (2) workshops, conferences, meetings and/or institutes, for approximately 75-100 participants, on the implementation of the State and federal policies, regulations and accountability measures,  for the education of LEP/ELLs under Education Law 3204, CR Part 154 and Title III Part A of the No Child Left Behind Act of 2001 (NCLB Act), and Race to the Top initiatives.

30% of Districts with LEP/ELLs

Goals: 1, 2, 3, 5 & 9

RTTT: 1, 2, 3 & 4

2 or as part of the yearly small on-going work group activities

Create two (2) regional “Professional Learning Community” professional development opportunities (interactive learning forums), for approximately 75-100 participants, one for principals and district administrators and one for teachers, to improve the education of LEP/ELLs both through on-site meetings and/or through distance learning sessions via webinars and online courses.

30% of Districts with LEP/ELLs

Goals: 1, 2, 3, 5 & 6
RTTT: 1 & 2

Minimum 6 Yearly

Conduct minimally bi-monthly meetings for LEP/ELL Directors and Coordinators from districts in the service region to provide a platform to learn from each other as well to receive the most up to date information on State and federal Initiatives. Each meeting will be one half day in duration.  

100% participation

Goals: 1, 2, 3, 5 & 9

RTTT: 1, 2, 3 & 4

3 or as part of the yearly small on-going work group activities

Conduct a minimum of three (3) professional development sessions and activities for approximately 50-75 participants for LEP/ELL service providers on the following:

  • Administration and scoring of the NYSESLAT and LAB-R;
  • Data collection and reporting procedures for the NYSESLAT;
  • Analysis of NYSESLAT and other assessment data to assist in district/school efforts in improving/modifying instructional practices for LEP/ELLs based on student results.

30% of Districts with LEP/ELLs

Goals: 1, 2, 3 & 9

RTTT: 1 & 2

1
(For NYC Regional RBE-RN only)

In collaboration with the Statewide Language RBE-RN, the RBE-RN in New York City will plan and conduct one (1) statewide meeting for approximately 30-50 participants in the New York City area with representatives from different statewide professional and language organizations and Consular Offices, whose work impact the education of LEP/ELLs in the various language communities of the State, in order to develop innovative programs that would promote and expand the teaching and learning of languages. The meeting will be one full day in duration.

30-50 Participants per meeting

Please note:
*** - “… or as part of the yearly small on-going work group activities” – The NYS OBE-FLS RBE-RN will be required to spend more time working with individual districts. Many of the activities required can be accomplished within these district meeting or activities.

B – Other Required Regional Activities

New York State Education Department P-12 Strategic Vision
and Race to the Top Assurance Areas (RTTT)

Deliverables
Per Year
(Minimum)

Activities

Minimum Number or % of Districts or participants in Service Region to be Served Annually

Goals: 5 & 9

RTTT: 1

1

Conduct one (1) regional Parent/Guardian/Caregiver Institute for approximately 75-100 participants in collaboration with other service providers and professional organizations that focus on parents/guardians/caretakers’ rights and responsibilities as partners in their children’s education:

  • Provide guidance and strong support of Early Childhood initiatives by increasing outreach to parents of young bilingual learners; and
  • Provide educational opportunities to parents of young children on emergent literacy development through workshops and collaboration with NYSED Literacy Centers.

100%

Goals:  5

RTTT: 1

1

The Hispanic Youth Leadership Institute (HYLI):  Under the leadership of NYSED and OBE-FLS, and in collaboration with the NYCDOE, the State Legislature, and a designated lead vendor/coordinator, the RBE-RN will conduct up to five (5) intensive one-day training sessions annually, in preparation for HYLI for approximately 100 high school students from NYC and 100 high school students from Rest of State (ROS)/LONG ISLAND.  HYLI aims to develop students’ leadership and public speaking skills, and to increase their understanding of the State’s legislative process and parliamentary procedures.  High school seniors will also be provided additional training on writing a successful scholarship essay to apply for the Angelo Del Toro Scholarship Award or other awards identified by the HYLI. The RBE-RN’s responsibilities will include the arrangement for bus transportation for student HYLI participants and their chaperones.

100%

Goals: 1, 2, 3, 5 & 6

RTTT: 1 & 2

One

Provide professional development for approximately 50-75 participants to other regional stakeholders in the education of LEP/ELLs (e.g., IHEs, professional associations, Chambers of Commerce, community-based organizations, etc.).

100% of requests

 

Goals: 1, 2, 3, 5 & 6

RTTT: 1 & 2

Two

Collaborate (plan and attend) two half day meetings for approximately 25-50 participants with local IHEs that offer education and educational leadership degree/certificate programs:

  • Assist IHEs in the preparation of teachers and administrators in program development, implementation and evaluation  with regards to the education of LEP/ELLs;  
  • Collaborate in joint research activities and professional development activities that will enhance classroom best literacy practices.

100% of requests

Goals: 1 to 9

RTTT: 1 to 4

1 group to meet monthly

Conduct a National Board Teacher Certification Training Program and develop teacher mentors in the English as a New Language certification area with the assistance of Bilingual and ESL Teacher Leadership Academy (BETLA) programs and the Intensive Teacher Institute (ITI). Monthly meetings are on-going until individual teacher candidates meet the requirements of the National Board of Professional Teacher Standards (NBPTS), who will, in turn, serve as mentors to other teacher candidates involved in the certification process.

10 to 20 participants each year

Goals: All
RTTT: All

Three (3) full day meetings
(For NYC Regional RBE-RN only)

In coordination with the Statewide Language RBE-RN, plan and conduct  three (3) full day meeting of the Bilingual and ESL Committee of Practitioners (Bil/ESL COP) to review policy, best practices and  regulatory changes, to help LEP/ELLs reach the academic and linguistic State and Federal goal and requirements.  

50 to 60 participants each meeting


C - Statewide RBE-RN Required Activities/Functions

New York State Education Department P-12 Strategic Vision
and Race to the Top Assurance Areas (RTTT)

Deliverables
Per Year
(Minimum)

Activities

Minimum Number or % of Districts or number of  participants in Service Region to be Served Annually

Goals: 1, 2, 3, 4, 5, 6, 7, 8, & 9
RTTT: 1, 2, 3, & 4

Six (6) two-day RBE-RN Directors Meetings

Each RBE-RN Executive Director will attend six (6) two-day RBE-RN Directors Meetings. Four (4) meetings will be held in Albany and two (2) meetings will be held in the New York City area per year.  

Two-day meetings

Goals: 1, 2, 3, 4, 5, 6, 7, 8, & 9
RTTT: 1, 2, 3, & 4

Two (2) two-day RBE-RN all staff meetings

All RBE-RN staff members will attend two (2) two-day RBE-RN All Staff Meetings in Albany per year.  

Two-day meetings

Goals: All
RTTT: All

Yearly

RBE-RN Evaluation
This evaluation will focus on the success of the RBE-RN in meeting the expectations set forth in this RFP including, but not limited to: (additional information on Evaluation section)

  • Overarching RBE-RN criteria;
  • Yearly Individual Performance Evaluation;
  • Work conducted in selected districts/schools designated as Not Meeting AYP or AMAOs;
  • Satisfaction survey(s);
  • Yearly Action Plan and Annual Reports;
  • RBE-RN Site visits; 
  • Attendance and participation of RBE-RN at Statewide/Regional Monthly Meetings. 

 


Statewide Language RBE-RN Activities and Functions

Intervention strategies and activities provided to schools and districts with LEP/ELLs will include, but are not limited to, the following initiatives. OBE-FLS reserves the right to change or modify these activities based on the changing needs of the LEP/ELL student population in each RBE-RN.

A - Technical Assistance and Professional Development

New York State Education Department P-12 Strategic Vision
and Race to the Top Assurance Areas (RTTT)

Deliverables
Per Year
(Minimum)

Activities

Minimum Number or % of Districts or participants in Service Region to be Served Annually

Goals: 1, 2, 3

RTTT: 1 & 2

1

Conduct annual regional planning to determine the technical assistance and professional development needs of the districts and schools in the service region and submit an Action Plan, due July 31 of each year for the length of the contract.  The plan must describe the technical assistance service(s) to be provided, including a timeline and the service providers.

100%

Goals: 1, 2, 3

RTTT: 1, 2 & 3

On-going

Provide on-going technical assistance and professional development opportunities (as referenced in Activities sections A-C) in support of academic achievement of all LEP/ELLs, Grades K-12, in all districts, Charter schools, nonpublic schools and other educational agencies on research-based practices, exemplary programs and State and federal regulations (i.e., CR Part 154 and NCLB Title III), through workshops, presentations, on-line or face-to-face professional learning communities (PLCs), webinars, direct consultations with district and school personnel, etc..

100%

Goals: 1, 2, 3, 4, 5, 6, 7, 8, & 9

RTTT:  1, 2, 3, & 4

Yearly Project

The Language RBE-RN will conduct a statewide research-based project, selected in coordination and consultation with the OBE-FLS Coordinator, and ensure its completion in a timely manner, one project per year, as designated. This project will involve research and production of a document subject to the review and approval of OBE-FLS. 

Statewide

Goals: 1, 2, 3

RTTT: 1

1 Website
(Updated Monthly)

Contribute to the RBE-RN website which provides current information and documents relevant to LEP/ELLs in New York State.  The website will be linked to the OBE-FLS website at http://www.p12.nysed.gov/biling/ with an activity calendar that is updated monthly by each RBE-RN with information on language-specific professional development opportunities and links to regional RBE-RN activities. 

100%

Goals: 1, 2, 3, 5, 6, 7, 8 & 9

RTTT: 1, 2, 3, & 4

On-going

Support all regional RBE-RN, as appropriate, in assisting districts identified under the NYSED’s Accountability System’s - Persistently Lowest-Achieving (PLA) schools, NYSED identified Title I and Non-Title I schools/districts, schools/districts in Improvement, Corrective Action, Restructuring or PLA status, and Title III districts which have not met AMAO (Needing Improvement or In Corrective Action). Assist in building districts' capacity to improve the performance of LEP/ELLs from specific target language and cultural backgrounds As referenced in the RFP, all RBE-RN staff will spend 75 percent (75%) of their time working directly with school and district staff.

As needed

Goals:  1, 2, 5, & 9

RTTT:  1 & 3

On-going

Identify and disseminate information and provide lists of print materials, on-line resources, research, and multimedia materials in target languages for bilingual education and Languages Other Than English (LOTE) programs from Grades Pre-K-12.

Statewide

Goals: 1, 2, 3, 5 & 9

RTTT: 1

On-going

Disseminate current information, including funding opportunities, relevant to the education of LEP/ELLs through email, listserve, letters, faxes, electronic newsletters, meetings or special announcements, as appropriate, for the different target languages.

100%

Goals: 1, 2, 3, 5 & 9

RTTT: 1, 3, & 4

On-going

The Statewide Language RBE-RN staff will review CR Part 154 and Title III Comprehensive Plans and Data Reports from districts in the service region and provide follow-up technical assistance to districts, as needed, to ensure appropriate completion of their plans and data reporting.

100% of Districts Submitting CR Part 154 and Title III Plans

Goals:  1, 2, 5, & 6

RTTT:  1 & 3

1 Yearly

Develop training modules focusing on literacy development in Language and content areas (in identified target languages) from early childhood to College Board Advanced Placement (AP) level.

Statewide

Goals: 1, 2, 3, 5, 6, & 9

RTTT: 1, 2, 3, & 4

1 in each part of the State (West, Capital, Long Island, and NYC)

Under the leadership of OBE-FLS and in collaboration with other RBE-RNs, the Statewide Language RBE-RN will coordinate and conduct four (4) one-day New York State Bilingual/ESL Teacher Institutes for approximately 100-150 participants to provide current NYSED information and address the most current statewide issues related to the education of LEP/ELLs in identified native languages.  The agenda will be developed collaboratively between the RBE-RNs and OBE-FLS.  Each year there will be one Teacher Institute in the Long Island region one in the Western region’s JMT, one in the Capital District JMT and one in New York City, in collaboration with the NYCDOE.  

150 Educators

Goals: 1, 2, 3, 5 & 9

RTTT: 1

Yearly Small  Work Group

Assist districts and schools in completing the LEP/ELL Program Evaluation Toolkit (LEP/ELL PET) through technical assistance, on-site meetings, and on-going consultation in collaboration with the Vendor.

5 to 10 Districts (UPSTATE/LONG ISLAND)
5 to 10 Schools (NYC)

Goals: 1, 2, 3, 5 & 9

RTTT: 1

Five (5) days  per each RBE-RN Staff

Assist OBE-FLS staff during monitoring visits to identify and address the needs of LEP/ELLs to improve learning outcomes and graduation rates for LEP/ELLs in identified districts/schools. All RBE-RN staff will participate in up to five (5) days of School Visits in collaboration with OBE-FLS staff each year.

As requested

Goals: 1, 2, 3, 5 & 6

RTTT: 1 & 2

1

Conduct a one-day statewide symposium for approximately 75-100 participants on the teaching and learning of languages in collaboration with the RBE-RN on the implementation of Foreign Language in Elementary Schools (FLES) Programs and Bilingual Education Programs (Transitional and Two-Way), focusing on language acquisition and development as well as content learning in two languages through instructional strategies that promote student academic achievement/progress towards meeting the State's learning standards (including NLA).

30% of Districts with LEP/ELLs


B - Language-Specific Activities

New York State Education Department P-12 Strategic Vision
and Race to the Top Assurance Areas (RTTT)

Deliverables
Per Year
(Minimum)

Activities

Minimum Number or % of Districts in Service Region to be Served Annually or Participants

Goals:  1, 2, 3, 5, 6, & 9

RTTT:  1 & 2

On-going

Assist with the recruitment of interpreters for on-site, face-to-face interpretation and translators to assist with the translation of documents, materials, and assessments for LEP/ELL populations. Maintain an electronic directory of trained translators and interpreters in the different target languages.

As specified by NYSED

Goals:  3 & 6

RTTT:  1, 2, & 3

On-going

Provide opportunities to district and school personnel in those districts with only one or very few bilingual teachers to join a "Regional New Teacher/Administrator Mentoring Group," including regularly scheduled meetings and periodic on-site coaching in the different target languages. As referenced in the RFP, all RBE-RN staff will spend 75 percent (75%) of their time working directly with school and district staff.

As needed

Goals: 5 & 9

RTTT: 1

On-going

Provide information and assistance to guidance counselors in high schools, when reviewing and analyzing transcripts from schools in other countries in the different languages, to determine the appropriate transfer of credits earned in core subjects for newly enrolled LEP/ELLs in order to increase graduation rates.                   

Statewide

Goals: 1, 2 & 5

RTTT: 1

1

Conduct a statewide literature conference for approximately 50 educators, with a primary focus on languages as appropriate. The conference will be held at the location of the winning vendor.

50 Educators

Goals: 1, 2 & 5

RTTT: 1

2

In consultation and collaboration with the regional RBE-RN in New York City, coordinate and conduct the implementation of the statewide Spanish and Haitian-Creole Spelling Bees for students in Grades 3 through 8. The Spelling Bees will have approximately 200-300 participants and be held in New York City.  

150 students

Goals: 5
RTTT: 1, & 4

5

Conduct five (5) one-day Career Day programs for a minimum of 50 high school students in those regions where the top five language communities are located.  One for each of the top five languages.

50 Students minimum

Goals: 1, 2, 4 ,5, 6, 7, 8, & 9
RTTT: 1, 2, 3, & 4

5

Conduct five (5) regional focus group activities to discuss issues and successful practices relevant to the education of LEP/ELLs, focusing on the use of the native language, including the advocacy and promotion of new Native Language Arts (NLA) programs.

25 Participants

Goals: 5
RTTT: 1, & 4

1

Conduct a statewide Annual Korean Heritage Student Essay Contest and Annual Chinese Heritage Student Essay Contest culminating in a one-day award ceremony to be held in the New York City area for a minimum of 50 students, teachers and parents.

50 Participants

Goals: 5
RTTT: 1, & 4

1

Conduct a statewide Student Painting Competition for Asian students culminating in a one-day exhibit and award ceremony in the New York City area for a minimum of 50 students, teachers and parents.

50  Participants

Goals: 1, 2, 4 ,5, 6, 7, 8, & 9
RTTT: 1, 2, 3, & 4

On-going

Work in collaboration with the OBE-FLS and the different Language Associations in the State to support and expand the teaching and learning of languages, including FLES programs and Two-Way Bilingual Education programs.

Statewide

Goals: 1, 2, 4 ,5, 6, 7, 8, & 9
RTTT: 1, 2, 3, & 4

3

Conduct parent/community outreach activities for parents, educators and community representatives from the top ten language and cultural groups as indicated in this RFP.

20 Participants for each language group

Goals: 5 & 9

RTTT: 1

5 statewide

Conduct five (5) regional parent/guardian/caretaker activities (workshops, meetings, and/or conferences), designed to provide a minimum of 25 parents/guardians/caretakers of the target or focus language(s) with information on the New York State school system, including programs and services under CR Part 154 and NCLB Title III.

50 Parents each

Goals: 5 & 9

RTTT: 1

5 statewide

Provide five (5) regional orientation sessions in different target languages, as appropriate, to parents/guardians/caretakers of LEP/ELLs on the graduation requirements for obtaining a high school diploma in order to reduce high school dropout rates in schools.

50 parents per session

Goals: 5, & 9
RTTT: 1 & 4

On-going

Provide support and work with immigrant groups that provide literacy programs to parents of LEP/ELLs.

Statewide

Goals: All
RTTT: All

On-going

Identify, gather information, and provide technical assistance to schools and indigenous communities that currently provide instruction in Native American languages. As referenced in the RFP, all RBE-RN staff will spend 75 percent (75%) of their time working directly with school and district staff.

Statewide

Goals: All
RTTT: All

1

Conduct a statewide one-day meeting in Albany about the language and educational needs of the State's Native American communities, in collaboration with the different Native American Communities and the Office of Native American Education at SED.

100 to 150 participants

Goals: 1, 5, & 6
RTTTT: 3 & 4

On-going

Support and collaborate with OBE-FLS and the RBE-RN technical assistance support centers on the Annual HYLI program.  Conduct annual training for approximately 100 students in the New York City area and 100 students from the rest of the state. Evaluate student applications, and provide assistance during the three-day institute.

Statewide

Goals: 1, 2, 3, 6, 7, 8, & 9
RTTT: 1, 2, & 3

On-going and 1 day conference

Conduct a one-day training session on the educational needs of LEP/ELLs whose primary language is American Sign Language (ASL).

30-50 Participants per session

Goals: 1, 2, 3, 6, 7, 8, & 9
RTTT: 1, 2, & 3

1

Develop guidelines on how to address the educational and linguistic needs of LEP/ELLs whose primary language for communication is American Sign Language (ASL).

 

Goals: 1, 2, 3 & 9

RTTT: 1 & 2

1

In collaboration with the RBE-RN in New York City, plan and conduct one (1) statewide meeting for approximately 30-50 participants in the New York City area with representatives from different statewide professional and language organizations and Consular Offices, whose work impact the education of LEP/ELLs in the various language communities of the State, in order to develop innovative programs that would promote and expand the teaching and learning of languages. The meeting will be one full day in duration.

30-50 Participants per meeting


C - Statewide Required Activities/Functions

New York State Education Department P-12 Strategic Vision
and Race to the Top Assurance Areas (RTTT)

Deliverables
Per Year
(Minimum)

Activities

Minimum Number or % of Districts in Service Region to be Served Annually

Goals: 1, 2, 3, 4, 5, 6, 7, 8, & 9

RTTT: 1, 2, 3, & 4

Six (6) two-day meetings (bi-monthly)

The Statewide Language RBE-RN Executive Director will attend six (6) two-day RBE-RN Directors Meetings. Four (4) meetings will be held in Albany and two (2) meetings will be held in the New York City area per year.  

6 two-day meetings

Goals: 1, 2, 3, 4, 5, 6, 7, 8, & 9

RTTT: 1, 2, 3, & 4

Two (2) two-day meetings

All Language RBE-RN staff members will attend two (2) two-day RBE-RN All Staff Meetings in Albany per year.  

2 two-day meetings

Goals: All
RTTT: All

Yearly

RBE-RN Evaluation
This evaluation will focus on the success of the RBE-RN in meeting the expectations set forth in this RFP including, but not limited to: (additional information on Evaluation section)

  • Overarching RBE-RN criteria;
  • Yearly Individual Performance Evaluation;
  • Work conducted in selected districts/schools designated as Not Meeting AYP or AMAOs;
  • Satisfaction survey(s);
  • Yearly Action Plan and Annual Reports;
  • RBE-RN Site visits; 
  • Attendance and participation of RBE-RN at Statewide/Regional Monthly Meetings. 

 

Goals: All
RTTT: All

One (1) Full day Meeting

Coordinate a one (1) full day meeting, as directed by the OBE-FLS Coordinator, to bring together Consulate Offices to review work collaborations, expand language programs and support services to districts around the state. 

20 to 40 participants each meeting

Goals: All
RTTT: All

Three (3) full day meetings

In coordination with the RBE-RN in New York City, plan and conduct three (3) full day meeting of the Bilingual and ESL Committee of Practitioners (Bil/ESL COP) to review policy, best practices and  regulatory changes, to help LEP/ELLs reach the academic and linguistic State and Federal goal and requirements.  

50 to 60 participants each meeting


RBE-RN Service Regions and Allowable Costs


Service Regions:

The New York State Education Department (NYSED) will be awarding eight (8) separate contracts from this RFP; one for each Joint Management Team (JMT) region of the State and one for the Statewide Language RBE-RN technical assistance support center. The seven (7) regions are the West, Mid-West, Mid-State, Hudson Valley, Capital District, Long Island, and New York City region. (Attachment A)

The Statewide Language RBE-RN may be located in any region of the State. The table below lists the seven (7) RBE-RN regions, and the number of awards for each service region. The RBE-RNs will serve LEP/ELLs in districts and schools in multiple BOCES areas.

Each proposal submitted in response to this RFP must be clearly labeled with the RBE-RN region and the type of RBE-RN for that proposal (Regional RBE-RN or Statewide Language RBE-RN).

Service Areas


Regional RBE-RN

RBE-RN Region

Number of Awards

1. West

1

2. Mid-West

1

3. Mid-State

1

4. Capital District

1

5. Hudson Valley

1

6. Long Island

1

7. New York City

1


Statewide Language RBE-RN

Statewide Language
RBE-RN

Number of Awards

All languages

1


Allowable Expenditures

Expenditure of funds is allowed for the following:

  • Professional and non-professional (support staff) salaries;
  • Employee benefits;
  • Purchased services. Please note that subcontracting costs for direct services are limited to 40% of the total budget;
  • Event costs – The bidder may charge a registration fee to cover the cost of facilities, lunches, keynote presenters, materials and equipment rental, subject to SED approval. All income from such fees must be documented along with the expenditures for which the income was used. No additional revenue may be generated from the collection of registration fees.
  • Supplies, materials, and printing;
  • Travel expenses for employees and consultants (travel costs must adhere to the established New York State travel rates). Maximum allowable rates can be accessed at: http://www.gsa.gov/portal/category/21287 external link icon
  • Purchased services for training with BOCES;
  • Equipment (Requests for the purchase of computer hardware must be itemized and justified. All equipment and software must be compatible with SED equipment). See Appendix A-1, Property for further information regarding the guidelines that pertain to equipment purchased under this contract;
  • Indirect cost.

Project Description and Program Management Plans

The regional RBE-RN technical assistance support centers and the Statewide Language RBE-RN must have a program management structure that ensures that all operations of the individual RBE-RNs are in accordance with the requirements outlined in this Request for Proposal (RFP). Under the "Project Description" section of the application, the bidder must provide a management plan.

Operating Principles

Provide a description of the operating principles for the management body. For example, roles and responsibilities of the members and logistics for ensuring communication and collaboration between the contract recipients (BOCES/IHE), RBE-RN Executive Director and designated NYSED and OBE-FLS staff. The RBE-RN Executive Director shall manage all aspects of the program and serve as the management liaison with staff of NYSED and OBE-FLS.

  • Staff Organization Chart


    Describe the qualifications for each line. Provide an organization chart that delineates the lines of authority among the members of the RBE-RN staff to each other and their relationship to the BOCES/IHE site and the member districts. Include the position of the RBE-RN within the host agency. Indicate the lines of supervision related to the overall agency staff, including the Principal Investigator/ Supervisor.

  • Project Staff


    • Describe the qualifications for each staff.
    • Describe the duties and responsibilities of each staff member, including any proposed support staff. All professional staff for the RBE-RN technical assistance support centers and the Statewide Language RBE-RN must be employed full-time and may not be shared with other projects/departments. See "Mandatory Staffing Requirements."
    • Provide qualifications and resume of persons employed for each line.
    • Professional Development: Describe the type of training that will be provided to RBE-RN staff.

  • Site(s)

    • Identify and describe the site where the project will be housed and the resources (including in-kind) that will be provided.

  • Service Region

    • Describe the service region, the number of districts with LEP/ELLs, number of students, the languages of the students, and any unique characteristics of the LEP/ELL population.

  • Coordination of Funds

    • If other funding sources will be used to support some of the project activities, provide a clear description of how these will be coordinated.

Ownership

NYSED 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 NYSED. Any sub-contractor is also bound by these terms.

Participate in RBE-RN Network

Statewide RBE-RN network meetings are required and will be held bi-monthly for the purpose of updating RBE-RN Executive Directors on issues of importance and providing opportunities for staff development and collegial support. The RBE-RN technical assistance support centers, the Statewide Language RBE-RN, and OBE-FLS staff will work collaboratively with other centers in developing and implementing targeted activities for LEP/ELLs. At minimum, OBE-FLS staff will:

  1. Review and approve RBE-RN annual Action Plans to ensure that the work of the RBE-RN is consistent with the requirements for the network;
  2. Review and approve RBE-RN budgets to ensure that the work of the RBE-RN is consistent with the requirements for the networks;
  3. Approve the identified schools and districts targeted by NYSED for targeted assistance and/or interventions;
  4. Meet monthly with OBE-FLS staff to update and evaluate plans;
  5. Review quarterly reports and final evaluation reports;
  6. Participate in RBE-RN staff meetings;
  7. Review professional development activities.

Payment and Reporting Requirements

Each RBE-RN will be required to submit an annual Action Plan by June 1 of each year, updated every six months (July 1 to December 31, submitted by January 31; and January 1 to June 30, submitted by July 31of each year) through the Regional Planning Process. The Action Plan will outline how the RBE-RN will accomplish its goals and objectives. (See Sample Action Plan for Year-One for the period September 1, 2011-June 30, 2016, located in Submission Documents).

A final evaluation report from each RBE-RN must be submitted 30 days after the end of each contract year in compliance with required procedures and timelines as specified by OBE-FLS. Failure to submit all required reports may result in the suspension of future payments.

The proposed objectives, activities, and budget must be aligned with:

  • The No Child Left Behind Act of 2001, Title III: Language Instruction for Limited English Proficient and Immigrant Children; and
  • Commissioner's Regulations Part 154;
  • New York State Strategies for Raising Standards;
  • The Twelve Action Steps to assist LEP/ELLs meet the English Language Arts Standards;
  • The Seven Essential Elements for Effective Programs for LEP/ELLs;

The annual Action Plan must include:

  • The project goals to which resources and activities will be directed;
  • Specific, measurable, and quantifiable objectives for the accomplishment of the goals for the first year, and broad objectives for the following years;
  • The type and projected number of persons who will be served by each activity; and
  • A timeline for the beginning and completion of each activity.

Key activities should reflect the following criteria:

  • Generated by specific needs;
  • Reflect State priorities for raising standards; and
  • Evidence of success in linking or working in conjunction with local educational agencies.

The Action Plan must be included as part of the application and must include services to be provided directly by the RBE-RN, as well as services to be provided by subcontract. All reports should describe the status of program implementation and operate in compliance with any planning and/or reporting requirements, as required by NYSED.

A final evaluation report from each RBE-RN will be required 30 days after the end of each contract year and submitted by July 31.

The Executive Director will be responsible for timely and accurate submission of all required reports. Failure to submit all required reports may result in the suspension of future payments.

Funding, Allocation Methodology, and Budget

Contingent upon the continued availability of funds from the State Legislature, the regional and Statewide RBE-RN must submit successive annual budgets.

In the "Budget Narrative" section, bidders must include a complete description of how the RBE-RN will use the funding allocation to support closing the performance gap for LEP/ELLs in targeted districts/schools as well as other necessary expenditures (e.g., administrative costs, equipment, travel and materials, etc.). It is expected that the greatest portion of the allocation will be directed to the provision of services to targeted schools and districts. Services must be at no cost or on a cost recovery basis to participants.

The budget narrative must describe any in-kind services that will be provided by the bidder. Any fiscal reports must identify the source and application of these additional funds.

The RBE-RN must provide a detailed budget with a breakdown of staffing, including title, full or part-time status, and the costs associated with staff salary and benefits.

The Budget Narrative should include the number of BOCES/school districts in the service region with LEP/ELLs, the number of LEP/ELLs in each area, and the number and a breakdown of educators (teachers, school counselors, parents and/or administrators) expected to receive services. Where possible, include evidence of efficiency (e.g., how professional development services might be able to address the needs of more than one BOCES/school district.

Contract Period

NYSED will award eight (8) contracts as a result of this RFP. Seven (7) contracts will be regional awards in the following regions: West, Mid-West, Mid-State, Hudson Valley, Capital District, Long Island, and New York City. NYSED will award one (1) Statewide Language RBE-RN contract which may be located in any region of New York State (see Attachment A). Each contract resulting from this RFP will begin on September 1, 2011 and end on June 30, 2016.

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, if funding is available and/or services are needed. 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.

The vendor is required to use New York State-certified Minority and Women-Owned Business Enterprise (M/WBE) for an amount greater or equal to 17% MBE and 12% 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 the forms described in the Mandatory M/WBE Requirements of this RFP. These subcontractors must be certified with the NYS Division of Minority and Women-owned Business Development before beginning any work on this contract. The submitted budget must clearly define how and when this requirement will be achieved over the life of the contract and what vendors will be providing these services. See http://www.nylovesmwbe.ny.gov/ external link icon for additional information and a listing of currently registered M/WBEs.

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.

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.

Electronic Processing of Payments

In accordance with a directive dated January 22, 2010 by the Director of State Operations - Office of Taxpayer Accountability, all state agency contracts, grants, and purchase orders executed after February 28, 2010 shall contain a provision requiring that contractors and grantees accept electronic payments. Additional information and authorization forms are available at the State Comptroller’s website at http://www.osc.state.ny.us/epay/index.htm external link icon.

Staff Changes

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

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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.

Project Submission

Each proposal should be clearly labeled with the name of the region and type of RBE-RN (Regional RBE-RN or Statewide Language RBE-RN). For labeling purposes, please refer to the Services Areas Table under the heading, “RBE-RN Service Regions and Allowable Costs” as a guide.

Applications must be unbound, paginated, and signed as appropriate. Incomplete proposals will not be considered. Supplementary materials such as videotapes, CD-ROMs, files on disks, publications, press clippings, testimonial letters, etc., will not be reviewed nor will they be returned to the bidder.

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.
    Please place the CD-ROM in the technical proposal envelope.
  4. M/WBE Documents—Three (3) copies (one bearing an original signature in blue ink)

The proposal must be received by May 13, 2011 by 3:00 PM at NYSED in Albany, New York.

Transmittal Instructions


Technical Proposal (70 Points)

Your technical proposal should be assembled in the following order and must include the following:

  • Response Sheet for Bids
  • All Forms and Assurances located in Submission Documents including original signatures where necessary
  • Mandatory Requirements Certification Form Signature Required
  • TAC Certification Form Signature Required
  • Sample Action Plan for Year One (located in Submission Documents)
  • Project Description. This section must include:
    1. A narrative description of the program’s organizational structure, governance, and lines of communication. Include an organizational chart.
    2. The agency’s, and the vendors background and experience in providing programs and services for LEP/ELL student populations, including documentation supporting this;
    3. Information on the service region, including the number of LEP/ELLs by district enrolled in the service region, a list of major languages and unique features or problems relative to the education of LEP/ELLs in the service region.
    4. The vendor’s capacities to successfully address and carry out the mission to serve LEP/ELLs; to form required partnerships; and to effectively collaborate with other funded networks in the region;
    5. The project staffing and supervision plan. Attach resumes for the Executive Director and Principal Investigator/Supervisor.

Action Plan: The Action Plan for RBE-RN Projects must describe how the organization intends to implement activities and other items outlined in the section "Description of Services to be Performed," including the goals, objectives, activities, schedule of implementation, and benchmarks used to measure success. Include a description of how these benchmarks will be evaluated. The form, RBE-RN Action Plan located in Submission Documents may be used for this purpose. The plan of operation must be specific enough to establish evaluation criteria and benchmarks for each activity, responsibility, or service.

For the New York City Regional RBE-RN only:

Bidders for the New York City regional RBE-RN must describe how they plan to coordinate resources of the RBE-RN with the New York City Department of Education (NYCDOE) Division of Students with Disabilities and ELLs and the Learning Support Organizations (LSOs), and will supplement and not supplant other training and school improvement activities of the NYCDOE Division of Students with Disabilities and ELLs.

Cost Proposal (30 Points)

The original plus two (2) copies of the completed Cost Proposal must be mailed in a separate envelope labeled RFP #10-023-Cost Proposal-Do Not Open and must include the following:

  1. Technical Assistance Center (TAC) First Year (10 Month) Detailed Budget (9/1/11- 6/30/12)
  2. TAC Budget Summaries for years 2011/12-2015/16 and Five Year Summary Signature Required
  3. Budget Narrative
  4. Subcontracting Form

The budget narrative will be reviewed to determine that the proposed use of the funds is for the direct support of the program, and that the anticipated expenditures are both allowable and appropriate. 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.

Budgets must be submitted using whole dollar numbers.

The detailed 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 the RFP will be scored based upon the grand total of the five year budget summary.

M/WBE Documents

Three copies (one bearing an original signature in blue ink) of the completed M/WBE Documents must be mailed in a separate envelope labeled RFP #10-023-M/WBE Documents-Do Not Open and 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

This section begins with the criteria the agency will use to evaluate bids, and closes with the “method of award” or how the contractor will be selected. This will be followed by various terms and conditions that reflect the specific needs of this project as well as New York State contract guidelines and requirements.

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 ink are included as required.

An evaluation committee 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 and 45 out of 75 for the regional NYC RBE-RN)) will move on to the next step of the process. Proposals with a score of less than 60% in the Technical Proposal section will be eliminated from further consideration.

For the purposes of comparing bids, bids for a defined region will only be ranked and scored with other bids from that same region. Bids for the Statewide Language RBE-RN will only be ranked and scored with other Statewide bids. NYSED will award one contract for each of the seven regions: West, Mid-West, Mid-State, Hudson Valley, Capital District, Long Island, and New York City; and one Statewide contract.

Technical Criteria (70 Points)

Each proposal received by the deadline will be reviewed and rated on the quality and extent to which the bidder meets the following criteria:

  • Project Description (40 points): The complete project description and supporting materials will be reviewed to determine the overall consistency of the proposal to the stated purpose and objectives of the RFP. The appropriateness of the qualifications of key personnel and the adequacy of the resources of the sponsoring agency will be reviewed to determine the organization’s ability to implement the activities described in the application. The degree of experience and success in provision of services by the bidder along with the bidder’s knowledge about the issues affecting LEP/ELLs in the area will also be evaluated. The Project description will be evaluated as scored as follows:

    1. A narrative description of the program’s organizational structure, governance, and lines of communication. Include an organizational chart. (5 points);

    2. The agency’s, and the vendors background and experience in providing programs and services for LEP/ELL student populations, including documentation supporting this (5 points);

    3. Information on the service region, including the number of LEP/ELLs by district enrolled in the service region, a list of major languages and unique features or problems relative to the education of LEP/ELLs in the service region (10 points);

    4. The vendor’s capacities to successfully address and carry out the mission to serve LEP/ELLs; to form required partnerships; and to effectively collaborate with other funded networks in the region (10 points);

    5. The project staffing and supervision plan. Attach resumes for the Executive Director and Principal Investigator/Supervisor (10 points)

  • Action Plan (30 points): Each proposal must provide activities that will result in the expected outcomes described in the project description. This section will be evaluated based on the comprehensiveness of the bidder’s plan to achieve the Department’s anticipated results for each of the activities, and how well the Sample Year One Action Plan located in Submission Documents provides (but is not limited to):

    • Goals and objectives (10 points);
    • Benchmarks used to measure success (10 points);
    • Relevance to ELL Needs (10 points).

For the New York City Regional RBE-RN only:

Bidders for the New York City regional RBE-RN must describe how they plan to coordinate resources of the RBE-RN with the New York City Department of Education (NYCDOE) Division of Students with Disabilities and ELLs and the Learning Support Organizations (LSOs), and will supplement and not supplant other training and school improvement activities of the NYCDOE Division of Students with Disabilities and ELLs. (5 points)

The New York City Regional RBE-RN will be scored using a total of 105 points. (75 technical points and 30 cost points)

Financial Criteria: (30 Points)

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

Budget Narrative (0 points) The budget narrative will be reviewed to determine that the proposed use of the funds is for the direct support of the program, and that the anticipated expenditures are both allowable and appropriate. The narrative will also be reviewed to determine the extent to which it specifically explains and relates proposed expenditures to specific activities to meet project goals.

  • The financial portion of the proposal represents thirty (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 thirty (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 thirty (30) points.

Method of Award

NYSED will be awarding eight (8) contracts as a result of this RFP, one in each of the seven (7) regions specified in the Service Regions section of this RFP, and one (1) Statewide award. Bids for the seven (7) regional awards will only be ranked and scored with bids from the same region. Bids for the one (1) Statewide award only will be ranked and scored with other Statewide bids.

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 may require clarification from bidders for purposes of assuring a full understanding of responsiveness to solicitation requirements.

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 – Edith Cruz
Contract Administration Unit – Gary Yorkshire
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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Attachments


Attachment A

Attachment B

Attachment C

Attachment D

Attachment E

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Last Updated: April 22, 2011