Prekindergarten through Grade 12 Education

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RFP #19-016

Multi Database – Pupil Transportation Reports System

RFP Documents
RFP Document in PDF PDF icon | RFP Document in Word Word document icon
RFP Submission Documents in PDF PDF icon | RFP Submission Documents in Word Word document icon
RFP Cost Proposal Spreadsheet Excel
Questions and Answers PDF icon – Posted 1/15/19


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. The vendor will also perform 20 to 25 record reviews annually of carriers that transport students for public and non-public schools. The vendor will review a cross section of driver files the carrier currently has in their employ.

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, and/or school bus driver and/or school bus monitor/attendant fatality.  There was one student fatality in the 2016/2017 and one student fatality in the 2017/2018 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 database 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.

Bidders must submit a proposal that includes both database projects.

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

Subcontracting will be limited to thirty (30) percent of the total 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.

Terms of Contract

NYSED will award one (1) contract as a result of this RFP, which will include Database #1 and Database #2. The contract will be for a five (5) year period, anticipated to begin on July 1, 2019 and end on June 30, 2024.

Mandatory Requirements

See Mandatory Requirement section of the RFP.

RFP Components

Components contained in RFP Proposal #19-016 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 and Answers PDF icon – Posted 1/15/19

Questions regarding this Request for Proposals must be submitted by e-mail to: BusDriverPD2019@nysed.gov no later than the close of business January 4, 2019. Questions regarding this request should be identified as Program, Fiscal, or MWBE. A Questions and Answers Summary will be posted here no later than January 16, 2019.

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

Paul Overbaugh

Adam Kutryb

Joan Ramsey

Submission Instructions

The following documents must be received at NYSED no later than February 1, 2019 by 3:00 PM:

  1. Submission Documents labeled Submission Documents – RFP#19-016 Do Not Open
  2. Technical Proposal labeled Technical Proposal - RFP #19-016 Do Not Open
  3. Cost Proposal labeled Cost Proposal – RFP #19-016 Do Not Open
  4. M/WBE Documents labeled M/WBE Documents—RFP #19-016 Do Not Open
  5. CD or Flash drive containing the technical, cost, submission and M/WBE proposals submitted using Microsoft Office. Place in a separate envelope labeled CD or Flash Drive-RFP#19-016 Do Not Open.

Submit each of the above documents in a separately sealed envelope, as detailed in the Submission section of the RFP.

The mailing address for all the above documentation is:

NYS Education Department
Attention: Adam Kutryb RFP#19-016
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 | RFP Document in Word Word document icon
RFP Submission Documents in PDF PDF icon | RFP Submission Documents in Word Word document icon
RFP Cost Proposal Spreadsheet Excel
Questions and Answers PDF icon – Posted 1/15/19

Last Updated: January 15, 2019 5:34 PM