P-12

Prekindergarten through Grade 12 Education


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RFP #19-006

21st Century Community Learning Centers Statewide Data Collection System


RFP Documents

Application in PDF Adobe PDF | Application in Word Word document
Cost Proposal Forms Excel
Submission Documents Adobe PDF
Appendix E1: 21 APR Automation ISA Details Adobe PDF
Appendix E2: 21 APR Automation Security Governance Adobe PDF
Appendix E3: An Overview of the Tactile Site Adobe PDF
Appendix F1: 21 APR Data Dictionary Adobe PDF
Appendix F2: 21 APR Data Guide Adobe PDF

Overview

The New York State Education Department (NYSED) Office of Student Support Services is seeking proposals for the establishment and maintenance of a statewide data collection system for the 21st Century Community Learning Centers (21st CCLC) grant program.

Eligible Applicants

The eligible applicants are vendors with the capacity to develop, host and operate a commercially available data collection and data reporting application for New York State’s 21st CCLC sub-grantees. There are currently 138 Round 7 sub-grantees (public school districts, BOCES, charter schools, private schools, nonprofit agencies, city or county government agencies, faith-based organizations, institutions of higher education, Indian tribes or tribal organizations, and for-profit corporations) in New York State operating approximately 370 program sites and serving approximately 55,000 students.

Funding

Contingent upon the continuation of federal funding for 21st CCLC, it is anticipated that NYSED will hold a Round 8 competition that would approximately double the number of grantees, sites and participants as early as July 1, 2022. The data collection and reporting system, for which this RFP is soliciting applications, would need to continue to accommodate Round 7 sub-grantee data collection and reporting while also accommodating Round 8 sub-grantee data collection and reporting in that transition year (anticipated to be 2022). After the federal reporting period in December of 2022, the system would need to archive Round 7 data and continue with the data collection and reporting as specified in this RFP for Round 8 sub-grantees.

Definition:

*Important: Based on the anticipated transition year (2022), when the Round 7 funding cycle will be ending but sub-grantees will still be required to report their data and during which the potential Round 8 funding cycle will have started, for the purposes of this RFP, the word ‘sub-grantee(s)’ will be inclusive of both Round 7 and potential Round 8 sub-grantee(s)

In addition to maintaining a data system for 21st CCLC sub-grantees, NYSED may elect to move reporting for other grant programs onto the data collection system. Please see the Integration of Additional State and Federal Grants section of the RFP for additional information on this optional component.

Minority and Women-Owned Business Enterprises (M/WBE) and Subcontracting

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 below.

Subcontracting will be limited to thirty percent (30%) of the total contract budget. Subcontracting is defined as non-employee direct personal services and related incidental expenses, including travel.

Terms of Contract

NYSED will award one (1) contract(s) pursuant to this RFP. The contract(s) resulting from this RFP will be for a term anticipated to begin April 1, 2020 and to end March 31, 2025.

Service Area

Statewide

Mandatory Requirements

See Mandatory Requirements section of the RFP.

RFP Components

Components contained in RFP Proposal #19-006 are as follows:

  1. Description of Services To Be Performed
  2. Submission
  3. Evaluation Criteria and Method of Award
  4. Assurances
  5. Submission Documents (separate document)

Questions and Answers

Questions regarding the request must be submitted by E-mail to 21CRFP@nysed.gov no later than the close of business September 16, 2019. Questions regarding this request should be identified as Program, Fiscal or M/WBE. A Questions and Answers Summary will be posted here no later than September 26, 2019. The following are the designated contacts for this procurement:

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

Elizabeth Whipple

Bethany Bennett

Joan Ramsey

Submission Instructions and Due Date

The following documents must be submitted in separately sealed envelopes, as detailed in the Submission section of the RFP, and be received at NYSED no later than October 10, 2019 by 3:00 PM:

  1. Submission Documents labeled Submission Documents – RFP #19-006 Do Not Open
  2. Technical Proposal labeled Technical Proposal – RFP #19-006 Do Not Open
  3. Cost Proposal labeled Cost Proposal – RFP #19-006 Do Not Open
  4. M/WBE Documents labeled M/WBE Documents – RFP #19-006 Do Not Open
  5. Flash Drive containing the technical, cost, submission and M/WBE proposals submitted using Microsoft Office. Place in a separate envelope labeled Flash Drive-RFP#19-006 Do Not Open.

The mailing address for all the above documentation is:

NYS Education Department
Bureau of Fiscal Management
Attn: Bethany Bennett, RFP#19-006
Contract Administration Unit, Room 501W EB
89 Washington Avenue
Albany, NY 12234

(Facsimile copies of the proposals are NOT acceptable)

RFP Documents

Application in PDF Adobe PDF | Application in Word Word document
Cost Proposal Forms Excel
Submission Documents Adobe PDF
Appendix E1: 21 APR Automation ISA Details Adobe PDF
Appendix E2: 21 APR Automation Security Governance Adobe PDF
Appendix E3: An Overview of the Tactile Site Adobe PDF
Appendix F1: 21 APR Data Dictionary Adobe PDF
Appendix F2: 21 APR Data Guide Adobe PDF

Last Updated: September 4, 2019