RFP #19-016a
Multi Database – Pupil Transportation Reports System
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RFP Documents
RFP Document in PDF 
| RFP Document in Word 
RFP Submission Documents in PDF | RFP Submission Documents in Word
RFP Cost Proposal Spreadsheet 
Questions and Answers – Posted 2/26/19
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 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
The vendor must have or propose a Master Instructor (MI) on staff or as a consultant assigned to work on this project.
Note: The Commissioner of Education certifies SBDIs. The requirements for certification are contained in NYCRR 156.3 (b)(v) and NYCRR 156.3 (b)(vi).
On the Mandatory Requirements Certification Form, the bidder must provide a list of staff or consultants who meet or will meet the requirement as well as identify the number of years they have been a MI and how long they have been affiliated with the bidder.
The Mandatory Requirements Certification Form (Found in section 5. Submission Documents) must be filled out, signed and submitted with the Technical Proposal. Bids that do not include the Mandatory Requirements Certification Form will be disqualified.
Please see the Mandatory Requirement section of the RFP document for additional information.
RFP Components
Components contained in RFP Proposal #19-016a are as follows:
- Description of Services To Be Performed
- Submission
- Evaluation Criteria and Method of Award
- Assurances
- Submission Documents (separate document)
Questions and Answers
Questions and Answers – Posted 2/26/19
Questions regarding this Request for Proposals must be submitted by e-mail to: BusDriverPD2019@nysed.gov no later than the close of business February 19, 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 February 25, 2019.
Program Matters
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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 28, 2019 by 3:00 PM:
- Submission Documents labeled Submission Documents – RFP#19-016a Do Not Open
- Technical Proposal labeled Technical Proposal - RFP #19-016a Do Not Open
- Cost Proposal labeled Cost Proposal – RFP #19-016a Do Not Open
- M/WBE Documents labeled M/WBE Documents—RFP #19-016a Do Not Open
- 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#19-016a 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#19-016a
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 | RFP Document in Word
RFP Submission Documents in PDF | RFP Submission Documents in Word
RFP Cost Proposal Spreadsheet
Questions and Answers – Posted 2/26/19