NYSED / P-12 / Competitive Procurement Contracts / RFP 24-013: Multi Database – Pupil Transportation Reports System

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RFP 24-013
Multi Database – Pupil Transportation Reports System

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RFP Documents

RFP in PDF | RFP in Word
Cost Proposal Worksheet
Submission Documents
Questions and Answers – Posted 1/31/24

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

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.

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 incident involving a fatality of a driver, monitor, attendant, and/or student or other passenger on the bus. An investigation may also be requested by NYSED should there be a fatality of the driver or other occupant of a vehicle involved in a crash with a school bus. Additionally, the accident database vendor will be required to provide NYSED with a written annual analysis of accidents and fatalities titled School Bus Safety Is One Bus Stop At A Time (SBSIOBSAAT) 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.

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, 2024, and end on June 30, 2029.

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.

Components contained in RFP #24-013 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 – Posted 1/31/24

Bidders are requested to submit their bids electronically. The following documents should be submitted by email as detailed in the Submission section of the RFP and must be received at cau@nysed.gov no later than February 27, 2024. Bids are due by 3:00 p.m. Eastern Time.

1. Submission Documents labeled [Name of Bidder] Submission Documents RFP #24-013
2. Technical Proposal labeled [Name of Bidder] Technical Proposal RFP #24-013
3. Cost Proposal labeled [Name of Bidder] Cost Proposal RFP #24-013
4. M/WBE Documents labeled [Name of Bidder] M/WBE Documents RFP #24-013

The email address for all the documentation is cau@nysed.gov.

Instructions for Submitting an Electronic Bid:

1. The technical and cost proposal documents should be submitted in Microsoft Office. PDF files that are editable and Optical Character Recognition (OCR) searchable are acceptable. Please do not submit the technical or cost proposal as a scanned PDF
2. Submission documents requiring a signature must be signed using one of the methods listed below and may be submitted as a Microsoft Office, PDF, or JPG document. A scanned PDF is acceptable for these documents.
3. The following forms of e-signatures are acceptable:
   1. handwritten signatures on faxed or scanned documents
   2. e-signatures that have been authenticated by a third-party digital software, such as DocuSign and Adobe Sign
   3. stored copies of the images of signatures that are placed on a document by copying and pasting or otherwise inserting them into the documents
4. Unacceptable forms of e-signatures include:
   1. a typed name, including a signature created by selecting a script or calligraphy font for the typed name of the person “signing”
5. To identify the signer and indicate that the signer understood and intended to agree to the terms of the signed document, the signer will sign beside or provide by email the following attestation: “I agree, and it is my intent, to sign this document by [describe the signature solution used] and by electronically submitting this document to [name of recipient individual or entity]. I understand that my signing and submitting this document is the legal equivalent of having placed my handwritten signature on the submitted document and this attestation. I understand and agree that by electronically signing and submitting this document I am affirming to the truth of the information contained therein.”
6. In order to ensure the timely receipt of your bid, please use the subject line “BID SUBMISSION RFP 24-007” – failure to appropriately label your bid or submitting a bid to any email address other than the one identified above may result in the bid not being received by the deadline or considered for award.
7. Bids must be received by 3:00 pm Eastern Time on the due date.

RFP Documents

RFP in PDF | RFP in Word
Cost Proposal Worksheet
Submission Documents
Questions and Answers – Posted 1/31/24

Last Updated: January 31, 2024