Prekindergarten through Grade 12 Education

RFP #15-009

Multi Database – Pupil Transportation Reports System

RFP Documents

RFP Document in PDF PDF icon (580 KB) | RFP Document in Word Word document icon (123 KB)
Submission Documents in PDF PDF icon (868 KB) | Submission Documents in Word Word document icon (429 KB)
Questions and Answers PDF icon (192 KB) - Posted October 2, 2014


The NYS Education Department (NYSED) is seeking proposals to maintain the following pupil transportation database projects for the New York State Education Department’s Pupil Transportation Report System:

Database Project # 1 - School Bus Driver, Monitor and Attendant Training Data Base 

The vendor must collect and tabulate information related to pupil transportation safety training course completions by school bus drivers (public and nonpublic schools), and monitors/attendants. Annually there are approximately 5,000 drivers and 1,000 monitors/attendants completing courses.

Database Project #2 - School Bus Accident and Fatality Data Base

The vendor will collect, tabulate and analyze reports and information related to school bus accidents in New York State.  Annually there are approximately 1,000 school bus accidents.  The vendor will also conduct an on-site accident investigation of any school bus student fatality.  There were no fatalities during the 2012-13 school year.  Additionally, the accident database vendor will be required to provide NYSED with a written annual analysis of accidents and fatalities entitled “School Bus Safety Is One Bus Stop At A Time” for inclusion in the annual Professional Development Seminar curriculum.

NYSED will provide the winning bidder with copies of the existing databases to add to and maintain.  NYSED will require complete copies of the databases to be submitted electronically on an annual basis, and for the submission of periodic reports, at least twice a year.

This work is required under Education Law section 3650-c.

NYSED is accepting separate proposals for each project.  Each proposal must be submitted under separate cover.  Each project will be evaluated and awarded separately.  Eligible vendors may submit a proposal for (1) one or both projects.  Combined proposals will be rejected.

Eligible Bidders

Eligible applicants include school districts, Boards of Cooperative Educational Services (BOCES), or any other not-for-profit organization.

Terms of Contract

NYSED will award two (2) contracts as a result of this RFP, one (1) contract for Database Project #1 and one (1) contract for Database Project #2.The contracts will be for a four and one half (4 ½) year period, anticipated to begin on January 1, 2015 and end on June 30, 2019.


Subcontracting will be limited to thirty (30) percent of the annual contract budget. Subcontracting is defined as non-employee direct personal services and related incidental expenses, including travel. Bidders are required to comply with NYSED’s Minority and Women-Owned Business Enterprises (M/WBE) participation goals for this RFP through one of three methods. Compliance methods are discussed in detail in the Minority/Women-Owned Business Enterprise (M/WBE) Participation Goals section of the RFP.

Mandatory Requirements

See Mandatory Requirement section of the RFP.

Questions and Answers

Questions and Answers PDF icon (192 KB) - Posted October 2, 2014

Questions regarding this Request for Proposals must be submitted by e-mail to: RFP15009@mail.nysed.gov no later than the close of business September 26, 2014. Questions regarding this request should be identified as Program, Fiscal, or MWBE. A Questions and Answers Summary will be posted to: http://www.p12.nysed.gov/compcontracts/compcontracts.html no later than October 3, 2014.

Contact Information for Questions
Program Matters
Fiscal Matters
M/WBE Matters

Mary Sansaricq

Nell Brady

Joan Ramsey

RFP15009@mail.nysed.gov RFP15009@mail.nysed.gov RFP15009@mail.nysed.gov

Submission Instructions

The following documents must be received at NYSED no later than October 17, 2014 by 3:00 PM:

  1. Submission Documents labeled Submission Documents – RFP#15-009 Do Not Open
  2. Technical Proposal labeled Technical Proposal – RFP #15-009 Do Not Open
  3. Cost Proposal labeled Cost Proposal – RFP #15-009 Do Not Open
  4. M/WBE Documents labeled M/WBE Documents – RFP #15-009 Do Not Open
  5. CD ROM containing the technical, cost, submission and M/WBE proposals submitted using Microsoft Word. Place in a separate envelope labeled CD-ROM-RFP#15-009 Do Not Open.

Submit each of the above documents in a separately sealed envelope. Please make sure each proposal is clearly marked Project #1 or Project #2.

The mailing address for all the above documentation is:

NYS Education Department
Attention: Nell Brady RFP#15-009
Contract Administration Unit 501W EB
Bureau of Fiscal Management
89 Washington Avenue
Albany, NY 12234

(Facsimile copies of the proposals are NOT acceptable)

RFP Documents

RFP Document in PDF PDF icon (580 KB) | RFP Document in Word Word document icon (123 KB)
Submission Documents in PDF PDF icon (868 KB) | Submission Documents in Word Word document icon (429 KB)

Last Updated: October 2, 2014 6:38 PM