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RFP #17-011

State-Level Evaluation of the New York State 21st Century Community Learning Centers (21st CCLC) Program


  • 11/3/16 Update: NYSED has revised the Cost Proposal Spreadsheet Excel document to correct a tabulation error in the previous version.
  • Questions and Answers PDF icon – Posted 10/24/16
  • NYSED has revised page 10 of the RFP. The first program-level assessment report is due December 31, 2018. Please review question #28 in the Questions and Answers PDF icon document for additional information.

RFP Documents
RFP Document in PDF PDF icon | RFP Document in Word Word document icon – Revised 10/24/16
Submission Documents Word document icon
Cost Proposal Spreadsheet Excel document – Revised 11/3/16
Questions and Answers PDF icon – Posted 10/24/16


The New York State Education Department (NYSED) is seeking proposals for the State-level evaluation of its 21st Century Community Learning Centers (CCLC) Program that is required by the United States Department of Education (USDOE). The selected evaluator will assess the extent to which the expected outcomes of this program have been achieved. The results of this evaluation will be used to guide NYSED’s efforts to: direct and improve its administration of the program; provide assistance to local grantees; and improve program quality and outcomes for participating students.

Bidders should demonstrate experience in the successful development and management of evaluations of educational intervention programs. The evaluator’s responsibilities will encompass analyses of the processes and outcomes of the 21st CCLC program. The evaluator will work in collaboration with staff at NYSED.

Eligible Bidders

Eligible bidders may include Local Education Agencies (LEAs), Boards of Cooperative Educational Services (BOCES), public or private Institutions of Higher Education (IHEs), not-for-profit and for-profit organizations or agencies. Organizations that are currently under contract with any 21st CCLC local grantees as independent evaluators are not eligible to apply. If awarded this contract, the bidder will not be eligible to contract with local grantees as an independent evaluator. Bidders or subcontractors that are affiliated with, or perform other non-evaluation work for either 21st CCLC grantees or the 21st CCLC Resource Centers, or organizations holding 21st CCLC grants, could be considered eligible if they can demonstrate clear and separate governance and oversight structures in place to prevent any conflict of interest or the appearance of a conflict of interest. This includes having staff specifically dedicated to the evaluation, distinct organizational units and reporting structures, as well as other policies and procedures that eliminate any potential conflicts of interest or the appearance thereof. If applicable, the proposal should detail the bidder’s plans to eliminate or mitigate any potential conflict of interest.

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

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.

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.

Terms of Contract

NYSED will award one contract pursuant to this RFP. The contract resulting from this RFP will be for a term anticipated to begin June 1, 2017 and to end May 31, 2022.

RFP Components

Components contained in RFP Proposal #17-011 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)
  6. Attachments 1-2

Questions and Answers

Questions and Answers PDF icon – Posted 10/24/16

Questions regarding the request must be submitted by e-mail to 21CRFP@nysed.gov no later than the close of business October 11, 2016. Questions regarding this request should be identified as either Program, Fiscal, or M/WBE. A Questions and Answers Summary will be posted here no later than October 24, 2016.

The following are the designated contacts for this procurement:

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

Elizabeth Whipple

Jessica Hartjen

Joan Ramsey

Submission Instructions

The following documents must be received at NYSED no later than November 7, 2016 by 3:00 PM:

  1. Submission Documents labeled Submission Documents - RFP #17-011 Do Not Open
  2. Technical Proposal labeled Technical Proposal - RFP #17-011 Do Not Open
  3. Cost Proposal labeled Cost Proposal – RFP #17-011 Do Not Open
  4. M/WBE Documents labeled M/WBE Documents—RFP #17-011 Do Not Open
  5. CD-ROM containing the technical, cost, submission and M/WBE proposals. Place in a separate envelope labeled CD-ROM-RFP#17-011 Do Not Open.

The mailing address for all the above documentation is:

NYS Education Department
Bureau of Fiscal Management
Attn: Jessica Hartjen
Contract Administration Unit
89 Washington Avenue, Room 501W EB
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 – Revised 10/24/16
Submission Documents Word document icon
Cost Proposal Spreadsheet Excel document – Revised 11/3/16
Questions and Answers PDF icon – Posted 10/24/16

Last Updated: November 3, 2016 5:43 PM