RFP Number: SA-01 (Archived/Bidding Closed)

 

Professional Development for Advanced Coursework in STEM


The New York State Education Department (NYSED) seeks proposals to provide professional development opportunities that enhance the content knowledge and pedagogical skill of secondary teachers in Science, Technology, Engineering, and Mathematics (STEM) to improve STEM education in New York State Public School Districts and Charter Schools. These improvement efforts will focus on building the capacity of secondary (grades 7-12) STEM educators in schools identified as in improvement status to teach College Board-approved Advanced Placement (AP) courses, International Baccalaureate (IB) courses, other honors courses, and college-level courses in the STEM disciplines.  (Schools Identified as in Improvement Status are listed at http://www.p12.nysed.gov/irs/accountability/designations/2010/Nov/Schools-identified-in-improvement-status.pdf).

An eligible applicant is any entity with professional development experience that meets the mandatory requirements outlined on page 5 this RFP within the Mandatory Requirements section.

Bidders are required to submit separate cost proposals for each of three options of ranges for teacher participation.  Each option is for the delivery of professional development as outlined in the RFP and is as follows: Option 1 is cost per teacher for a range of between 1,150 to 1,500 teachers; Option 2 is cost per teacher for a range of between 800 and 1,149 teachers and Option 3 is cost per teacher for a range of between 500 and 799 teachers. 

Following the scoring of the technical proposals and the cost proposals submitted for Option 1, NYSED will make a determination, based on available funding, whether to award a contract pursuant to Option 1 to the bidder who received the highest total score.  If it is determined that the cost of the highest ranked proposal for Option 1 is above the amount of funding available, then a second ranking will be completed using the cost proposals submitted for Option 2. NYSED will make a determination, based on available funding, whether to award a contract pursuant to Option 2 to the bidder who received the highest total score.  If it is determined that the cost of the highest ranked proposal for Option 2 is above the amount of funding available, then a third ranking will be completed using the cost proposals submitted for Option 3.  Please see section on Method of Award for additional information.

Bidders are required to comply with NYSED’s Minority and Women-Owned Business Enterprises (M/WBE) participation goals. The goals are 17% Minority Business Enterprise (MBE) and 12% Women-Owned Business Enterprise (WBE). Please see the section on M/WBE Mandatory Requirements for information regarding NYSED’s Minority/Women-Owned Business Enterprise Procurement Policy.

NYSED will award one (1) contract with a term of two (2) years and 9 months beginning December 1, 2011 and ending on August 30, 2014 with an NYSED option for a one year renewal.

Sections contained in RFP Proposal # SA-01 are as follows:

I. Description of Services to be Performed
II. Description of Documents to be Submitted
III. Evaluation Criteria and Method of Award
IV. Assurances
V. Submission Documents (separate document)

Questions and Answers are now posted.

Contact Information for Questions

Program Matters

Fiscal Matters

M/WBE Matters

Lawrence M. Paska, Ph.D.
Coordinator, Office of Educational Design and Technology
Lynn Caruso Joan Ramsey

STEMPD@mail.nysed.gov

STEMPD@mail.nysed.gov

STEMPD@mail.nysed.gov

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 September 6 by 3:00 PM:

  1. Technical Proposal labeled Technical Proposal - RFP #SA-01 Do Not Open
  2. Three Individual Cost Proposals—Three (3) copies (one bearing an original signature in blue ink) for each option. Each submitted in a separate sealed envelope labeled Cost Proposal - RFP #SA-01 (Option 1, Option 2, or Option 3) Do Not Open.
  3. M/WBE Documents—Three (3) copies (one bearing an original signature in blue ink) for each option-in a separate sealed envelope labeled M/WBE Documents - RFP #SA-01 (Option 1, Option 2, or Option 3) Do Not Open.

Note: A copy of the technical and cost proposals must also be submitted in Microsoft Word on CD-ROM. Please include it in a separate envelope labeled CD-ROM-RFP#SA-01 Do Not Open.

The mailing address for all the above documentation is:

NYS Education Department
Bureau of Fiscal Management
Attn: Lynn Caruso, RFP#SA-01
Contract Administration Unit
89 Washington Avenue, Room 505W EB
Albany, NY 12234

Facsimile copies of the proposals are NOT acceptable.

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Section I – Description of Services to be Performed

This section of the bid package details the services and products to be acquired.  Please note that the contract process also includes general New York State administrative terms and conditions, as well as terms and conditions required by New York State law.  These terms and conditions address issues related to both the submission of bids and any subsequent contract; they are included separately in this bid package for your information.  Please review all terms and conditions.

Background

The New York State Race to the Top (RTTT) initiative authorizes a competitive Professional Development for Advanced Coursework in STEM program to support and strengthen the content knowledge and instructional practices, including teaching in blended and online environments, of STEM secondary (grades 7-12) teachers. This program will focus on enhancing the professional practices of STEM teachers in middle and/or high schools in public school districts and charter schools with middle and/or high school(s) identified as in improvement status thereby leading to improved instruction, greater course offerings and increased participation of subgroup populations of students, such as minorities and girls, which have been typically underrepresented in advanced courses in the STEM disciplines. The major goals of this program, therefore, are to provide professional development opportunities for teachers, increase the number of teachers qualified to teach advanced course offerings in the STEM disciplines, enhance the ability of STEM teachers to deliver course content effectively in an blended or online environment, and assist public school districts and charter schools in creating and sustaining ongoing professional development in advanced courses in the STEM disciplines. Expanding the capacity of teachers will enable schools and districts to prepare a larger number of high-needs students to meet expectations for college-level study and career trajectories in these content areas.

Recent research has highlighted the importance of improving teacher knowledge and skills for student success at all levels. Elizabeth City, Richard Elmore, Sarah Fiarman, and Lee Teitel’s Instructional Rounds in Education: A Network Approach to Improving Teaching and Learning, (2009) asserts that to improve student learning at scale it is essential “to increase the level of knowledge and skill that the teacher brings to the instructional process” (p. 24). Linda Darling-Hammond’s The Flat World and Education: How America’s Commitment to Equity Will Determine Our Future (2010) argues that high-quality teacher training and professional development has a strong positive impact on the achievement of all students at every grade level.

This RFP seeks: to improve the quality of teaching in advanced STEM courses; to increase the knowledge of the effective delivery of blended and online instruction, specifically in the STEM disciplines; to provide high-needs students more opportunities for participating in advanced STEM courses as entry points in pursuing further study in college and careers in STEM fields; and to assist public school districts and charter schools in creating and sustaining ongoing professional development in advanced courses in the STEM disciplines.

Minority and Women-Owned Business Enterprise (M/WBE) Mandatory Requirements

The bidder is required to use New York State certified Minority and Women-Owned Business Enterprise (M/WBE) for an amount greater or equal to seventeen percent (17%) Minority Business Enterprise (MBE) and twelve percent (12%) Women-Owned Business Enterprise (WBE) of the total dollar amount of the contract. Bidders are required to comply with NYSED’s Minority and Women-Owned Business Enterprise goals by completing and submitting M/WBE 100, Utilization Plan, M/WBE 102, Notice of Intent to Participate and EEO 100, Staffing Plan. These forms can be found at http://www.oms.nysed.gov/fiscal/MWBE/forms.html external link icon. All firms utilized must be certified with the NYS Division of Minority and Women Business Development before beginning any work on this contract. For additional information and a listing of currently certified M/WBEs, see http://www.nylovesmwbe.ny.gov external link icon.

Minority and Women-Owned Business Enterprise (M/WBE) participation includes any and all services, materials and supplies purchased from New York State certified minority and women owned firms. Utilizing Minority and Women-Owned firms will be applied toward the goals.

All payments to Minority and Women-Owned Business Enterprise subcontractor(s) must be reported to NYSED M/WBE Program Unit using M/WBE 103 Quarterly M/WBE Compliance Report. This report must be submitted on a quarterly basis and can be found at http://www.oms.nysed.gov/fiscal/MWBE/forms.html external link icon.

Mandatory Requirements

The eligible bidder must meet the following Mandatory Requirements and must submit the Mandatory Requirements Certification Form located in Section V - Submission Documents, signed by an person authorized to execute that entity’s contract agreements. 

  1. The professional development opportunities must be offered only to secondary (grades 7-12) STEM educators in Public School Districts and Charter Schools that have middle or high school(s) on the Schools Identified as in Improvement Status list (http://www.p12.nysed.gov/irs/accountability/designations/2010/Nov/Schools-identified-in-improvement-status.pdf).
  2. The successful bidder must have three (3) years experience in providing professional development training in Advanced Placement (AP) courses, or International Baccalaureate (IB) courses, or honors courses or college-level courses in the STEM disciplines.
  3. The successful bidder must have three (3) years experience in providing professional development training to PK- 12 teachers in the delivery of blended and online instruction.
  4. One full-time director must be assigned to manage this project.   The job description and resume, if available, of the proposed director must be submitted with the bid.

Services to be Performed

For purposes of this RFP, “professional development” pertains to the teaching and learning experiences and activities that support the educator in furthering content knowledge and instructional practice in the STEM disciplines of Science, Technology, Engineering, and Mathematics; a “blended course” refers to instruction in a specific subject taught partially in a classroom and partially online; and an “online course” refers to instruction in a specific subject that is taught completely online with no face to face meetings. An important goal of the Professional Development for Advanced Coursework in STEM program is to increase the number of secondary teachers (grades 7-12) prepared, qualified, and certified to teach advanced STEM classes especially in schools identified as in improvement status throughout New York State.

The successful bidder must provide the following services:

1) Distribute and review the applications of prospective participants as part of the following teacher selection process:

  • NYSED will create an application for eligible participants
  • NYSED will provide the application to the Contractor
  • Contractor will distribute the application and solicit responses from eligible school districts
  • School Districts complete application and return to Contractor
  • Contractor reviews applications and recommends teacher participants to NYSED
  • NYSED makes the final determination of the participants in the program

2) A Professional Development program for Advanced Coursework in STEM consisting of at least two programs from the following lists. At least one program must be:

One program may be from the following list:

  • University course(s) fromaccredited institutions in the STEM disciplines; or
  • Training in presenting a research course in the STEM disciplines.

The Professional Development for Advanced Coursework in STEM program must also:

  • Provide teaching and learning experiences and activities that support the educator in furthering instructional practice in face to face, blended, and online environments in the STEM disciplines.
  • Serve teachers from Public School Districts and Charter Schools with a middle or high school on the Schools Identified in Improvement Status list from all regions of New York State, according to the Required Regional Distribution of Participating Teachers table below.

In the first nine (9) months of the contract (from December 1, 2011 through August 31, 2012), provide each participating teacher with 30 hours of comprehensive professional development opportunities that scaffold learning experiences and demonstrate a progression that enhances the teachers’ depth of knowledge and teaching expertise in the STEM disciplines, including effective teaching in blended and online environments.

  • Provide each participating teacher ongoing professional development training for the period of this contract. The ongoing professional development must total at least 20 hours each year during years 2, and 3, of the contract for a total of 70 hours of professional development training during the life of the contract.
  • Provide training in a completely face-to-face format or in combination of face-to-face and virtual formats. If offered as a combination, at least fifty (50) percent of the course time must be in a face-to-face format.

3)  Develop locally funded sustainability plans for ongoing professional development in advanced courses in the STEM disciplines, including effective instruction in blended and online courses, after the end of the contract period.  The plan must be developed in collaboration with the participating Public School Districts and Charter Schools.

4) An Evaluation Plan that assesses:

  • The percentage of participating teachers who significantly increase their pedagogical skill and content knowledge in Science, Technology, Engineering, and Mathematics (STEM) as reflected in project-level pre-and post assessments, self-assessments, and satisfaction surveys.
  • The percentage of participating teachers who significantly increase their pedagogical skill in delivering blended and online instruction in STEM courses.
  • The percentage of students, in classrooms of participating teachers, who improve their performance in a STEM course.
  • The continuous improvement in teachers’ content knowledge and pedagogical skills and student achievement. The assessment reports, which evaluate the professional development activities that took place in the previous semester or term, must be submitted twice in the first nine months, reporting on the previous spring semester on July 15, 2012 and on September 15, 2012, reporting on the summer term. The reports for the second and third year of the contract must be submitted on January 15, 2013 reporting on the previous fall semester; July 15, 2013 for the spring semester; and on September 15, 2013, reporting on the summer term. The reports for the third year of the contract must be submitted on January 15, 2014 reporting on the previous fall semester; July 15, 2014 for the spring semester; and a final report on September 15, 2014. These evaluations should be used as formative assessments for the planning and implementation of future professional development training.

Required Regional Distribution of Participating Teachers

Region or City

# Students in Middle & High Schools Identified as in Improvement Status

% of Middle & High School Students in Schools Identified as in Improvement Status and Percentage of Teachers to be Served

Long Island

28,753

9%

Lower Hudson Valley

11,412

3%

Mid-Hudson

15,572

5%

Capital District

10,625

3%

North Country

5,295

2%

Central

8,486

3%

Mid-State

5,818

2%

Mid-South

5,613

2%

Mid-West

3,347

1%

West

1,698

1%

New York City

211,351

63%

Yonkers

6,493

2%

Syracuse

13,031

4%

Rochester

7,081

2%

Buffalo

3,187

1%

TOTAL

337,762

100.00%

Note: Total may not add up to 100% due to rounding

The regions of New York State are: Long Island (Nassau and Suffolk Counties); Lower Hudson Valley (Westchester, Putnam and Rockland Counties); Mid-Hudson (Dutchess, Orange, Sullivan, and Ulster Counties); Capital District (Albany, Columbia, Greene, Schenectady, Rensselaer, Schoharie, and Saratoga Counties); North Country (Washington, Warren, Hamilton, Essex, Clinton, Franklin, Fulton, Montgomery, St. Lawrence, and Lewis Counties); Central (Herkimer, Otsego, Jefferson, Madison, and Oneida Counties); Mid-State (Cayuga, Onondaga, Cortland, Oswego, Tompkins, and Seneca Counties); Mid-South (Broome, Delaware, Tioga, Chenango, Schuyler, Steuben, Chemung, and Allegany Counties); Mid-West (Genesee, Livingston, Wyoming, Ontario, Monroe, Yates, and Wayne Counties); West (Cattaraugus, Erie, Chautauqua, Orleans, and Niagara Counties); and the Big 5 (New York City, Yonkers, Syracuse, Rochester, and Buffalo).

Payments and Reporting

The winning bidder will be required to submit quarterly progress reports of the number of teachers and quantity of professional development provided. Payments will be made upon receipt of quarterly invoices, equally one eleventh of the per teacher cost multiplied by the number of teachers being served in each specific budget year. Annual payments will be reconciled for actual teacher participation in that budget period.

Subcontracting Limit

Subcontracting will be limited to 40% of the annual contract budget. Subcontracting is defined as non-employee direct personal services and related incidental expenses, including travel.

If the vendor proposes to change subcontractors during the contract period, NYSED must be notified prior to the change. NYSED reserves the right to reject any replacement subcontractors proposed by the vendor and reserves the right to approve all changes in subcontractors. The Subcontracting Form located in the Submission Documents must be updated annually and submitted to NYSED. Using this form, the vendor must also report to NYSED, on an annual basis, actual expenditures incurred for all subcontractors and indicate which subcontracting costs are associated with M/WBE.

Consultant Staff Changes

The Contractor will maintain continuity of the Consultant Team staff throughout the course of the contract. All changes in staff will be subject to NYSED approval.  The replacement Consultant(s) with comparable skills will be provided at the same or lower hourly rate.

Contract Period

NYSED will award one contract pursuant to this RFP that begins December 1, 2011 and ends August 31, 2014 for a period of two (2) years and nine (9) months as follows: December 1, 2011 through August 31, 2012, September 1, 2012 through August 31, 2013 and September 1, 2013 through August 31, 2014.

An additional one (1) year period is possible and would be dependent upon:

  • the successful completion of the original contracted activities;
  • funds being allocated for the program in the State budget for the period;
  • successful negotiation of a scope of continued services ();
  • successful negotiation of associated costs, (which may have been pre-determined in the original contract language by limiting rate increases to a specific factor);
  • the mutual agreement of both parties; and,
  • approval of a contract extension agreement by the NYS Comptroller as described in section 3 of Appendix A, which is contained in this document.

At the end of any contract term otherwise provided for herein, if a replacement contract has not yet been approved in accordance with State law, any contract awarded hereunder may be extended unilaterally by the State, upon notice to the contractor, at the same terms and conditions, including all contract pricing, for a period of one month.  Additionally, this extension may be for a period of up to three months with the concurrence of the contractor.  However, any extension will terminate immediately upon approval of the replacement contract except where a period for transition of contractors has been previously provided for.

CPI

The bid prices agreed upon in the original contract may be increased or decreased for the one year renewal period by the same percentage as the change in the U.S. city average, Consumer Price Index (all items) for All Urban Consumers (CPI-U) during the 12 calendar months ending October 31st of the previous year, as reported by the U.S. Department of Labor Bureau of Labor Statistics in the CPI Detailed Report external link icon.

Electronic Processing of Payments

In accordance with a directive dated January 22, 2010 by the Director of State Operations - Office of Taxpayer Accountability, all state agency contracts, grants, and purchase orders executed after February 28, 2010 shall contain a provision requiring that contractors and grantees accept electronic payments.  Additional information and authorization forms are available at the State Comptroller’s website at http://www.osc.state.ny.us/epay/index.htm external link icon.

M/WBE AND EQUAL EMPLOYMENT OPPORTUNITIES REQUIREMENTS CONTRACTOR REQUIREMENT AND OBLIGATION UNDER NEW YORK STATE EXECUTIVE LAW, ARTICLE 15-A (PARTICIPATION BY MINORITY GROUP MEMBERS AND WOMEN WITH RESPECT TO STATE CONTRACTS)

In an effort to eradicate barriers that have historically impeded access by minority group members and women in State contracting activities, Article 15-A, of the New York State Executive Law §310-318, (Participation By Minority Group Members and Women With Respect To State Contracts) was enacted to promote equality of economic opportunities for minority group members and women.

The New York State Education Department (“NYSED”) has enacted its policies Equal Opportunity, Non-Discrimination and Affirmative Action and on Minority and Women-Owned Business Enterprise Procurements, consistent with the requirements as set forth under the provisions of Article 15-A (the “Article”) incorporated by reference, requiring Contracting Agencies to implement procedures to ensure that the “Contractor” (as defined under Article 15-A,  §310.3 shall mean an individual, a business enterprise, including a sole proprietorship, a partnership, a corporation, a not-for-profit corporation, or any other party to a state contract, or a bidder in conjunction with the award of a state contract or a proposed party to a state contract, complies with requirements to ensure Equal Employment Opportunities for Minority Group Members and Women, in addition to providing Opportunities for Minority and Women-Owned Business Enterprises on all covered state contracts.

In keeping with the intent of the Law, it is the expectation of the Commissioner and the responsibility of all contractors participating in and/or selected for procurement opportunities with NYSED, to fulfill their obligations to comply with the requirements of the Article and its implementing regulations.

In accordance with these requirements, the contractor hereby agrees to make every good faith effort to promote and assist the participation of certified Minority and Women-Owned Business Enterprises (“M/WBE”) as subcontractors and suppliers on this project for the provision of services and materials in an amount at least equal to the M/WBE goal (Included in the procurement document) as a percentage of the total dollar value of this project.  In addition, the contractor shall ensure the following:

1.  All state contracts and all documents soliciting bids or proposals for state contracts contain or make reference to the following provisions:     
           
a. The contractor will not discriminate against employees or applicants for employment because of race, creed, color, national origin, sex, age, disability, marital status, gender, religion, veteran status, sexual orientation, genetic disposition or carrier status and will undertake or continue existing programs of affirmative action to ensure that minority group members and women are afforded equal employment opportunities without discrimination.

For purposes of the Article, affirmative action shall mean recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff or termination and rate of pay or other forms of compensation.

b. The contractor shall request each employment agency, labor union, or authorized representative of workers with which it has a collective bargaining or other agreement or understanding, to furnish a written statement that such employment agency, labor union or representative will not discriminate on the basis of race, creed, color, national origin, sex, age, disability, marital status, gender, religion, veteran status, sexual orientation, genetic disposition or carrier status and that such union or representative will affirmatively cooperate in the implementation of the contractor’s obligation herein.

c. The contractor shall state in all solicitations or advertisements for employees, that, in the performance of the State contract, all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability, marital status, gender, religion, veteran status, sexual orientation, genetic disposition or carrier status.

2.  The contractor will include the provisions of subdivision one of this section in every subcontract as defined under §310.14, except as provided under §312.6 of the Article, in such a manner that the provisions will be binding upon each subcontractor as to work in connection with the State contract.

3.  Contractors or subcontractors shall comply with the requirements of any federal law concerning equal employment opportunity, which effectuates the purpose of this section.

4.  Contractors and subcontractors shall undertake programs of affirmative action and equal employment opportunity as required by this section1.  In accordance with the provision of the Article, the bidder will submit, with their proposal, Staffing Plan (EEO 100).

5.  Certified businesses (as defined under Article 15-A, §310.1 means a business verified as a minority or women-owned business enterprise pursuant to §314 of the Article) shall be given the opportunity for meaningful participation in the performance of this contract, to actively and affirmatively promote and assist their participation in the performance of this contract, so as to facilitate the award of a fair share of this contract to such businesses2.

6. Contractor shall make a good faith effort to solicit active participation by enterprises identified in the Empire State Development (“ESD”) directory of certified businesses, which can be viewed at:   http://www.nylovesmwbe.ny.gov external link icon.

7.  Contractor shall agree, as a condition of entering into said contract, to be bound by the provisions of Article 15-A, §316.

8.  Contractor shall include the provisions set forth in paragraphs (6) and (7) above, in every subcontract in a manner that the provisions will be binding upon each subcontractor as to work in connection with this contract.

9.  Contractor shall comply with the requirements of any federal law concerning opportunities for M/WBEs which effectuates the purpose of this section.

10.  Contractor shall submit M/WBE Utilization Plan 3 (M/WBE 100) as part of their proposal in response to NYSED procurement.

11.  The percentage goals established for this RFP are based on the overall availability of M/WBEs certified in the particular areas of expertise identified under this RFP.  These goals should not be construed as rigid and inflexible quotas which must be met, but as targets reasonably attainable by means of applying every good faith effort to make all aspects of the entire Minority and Women-Owned Business Program work.

12.  Contractor shall ensure that enterprises have been identified (M/WBE 102) within the Utilization Plan, and the contractor shall attempt, in good faith, to utilize such enterprise(s) at least to the extent indicated in the plan, as to what measures and procedures contractor intends to take to comply with the provisions of the Article.

13.  Contractor shall upon written notification from NYSED M/WBE Program Unit as to any deficiencies and required remedies thereof, the contractor, within the period of time specified, will submit compliance reports documenting remedial actions taken and other information relating to the operation and implementation of the Utilization Plan.

14. Where it appears that a contractor cannot, after a good faith effort, comply with the M/WBE participation requirements, contractor may file a written application with NYSED M/WBE Program Unit requesting a partial or total waiver (M/WBE 101) of such requirements setting forth the reasons for such contractor’s inability to meet any or all of the participation requirements, together with an explanation of the efforts undertaken by the contractor to obtain the required M/WBE participation.

For purposes of determining a contractor’s good faith efforts to comply with the requirements of this section or be entitled to a waiver, NYSED shall consider at the least the following:

I. Whether the contractor has advertised in general circulation media, trade association publications and minority-focused and women-focused media and, in such event;

a. Whether or not the certified M/WBEs which have been solicited by the contractor exhibited interest in submitting proposals for a particular project by attending a pre-bid conference; and

b. Whether certified businesses solicited by the contractor responded in a timely fashion to the contractor’s solicitations for timely competitive bid quotations prior to the contracting agency’s deadline for submission of proposals.

II. Whether there has been written notification to appropriate certified M/WBEs that appear in the Empire State Development website, found at:  http://www.nylovesmwbe.ny.gov external link icon.

All required Affirmative Action, EEO, and M/WBE forms to be submitted along with bids and/or proposals for NYSED procurements are attached hereto.  These forms are to be submitted without change to goals specified in the RFP.  All M/WBE firms are required to be certified by Empire State Development (ESD) or must be in the process of obtaining certification from ESD.

Failure to comply with the requirements of Article 15-A as set forth under this procurement and in conjunction with the corresponding contract, will result in the withholding of associated funds and other enforcement proceedings set forth under Article 15-A.

1Notice – Contractors are provided with notice herein, NYSED may require a contractor to submit proof of an equal opportunity program after the proposal opening and prior to the award of any contract.  In accordance with regulations set forth under Article 15-A §312.5, contractors and/or subcontractors will be required to submit compliance reports relating to the contractor’s and/or subcontractor’s program in effect as of the date the contract is executed.

2Should the contractor identify a firm that is not currently certified as an M/WBE, it should request that the firm submit a certification application to the NYSED M/WBE Program Unit by the deadline for submission of proposals for eligibility determination.  NYSED will work with ESD to expedite the application, however, it is the responsibility of the contractor to ensure that a sufficient number of certified M/WBE firms have been identified in response to this procurement, in order to facilitate full M/WBE participation. 

3A Utilization Plan, as defined under Article 15-A, shall mean a plan prepared by a contractor and submitted in connection with a proposed state contract.  In developing the Utilization Plan bidders should consider the goals and established time frames needed to achieve results which could reasonably be expected by putting forth every good faith effort to achieve the overall prescribed M/WBE participation percentage (%) goals as set forth under the procurement.

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Section II - Description of Documents to Be Submitted

This section details the submission document or documents that are expected to be transmitted by the respondent to the State Education Department in response to this RFP.  New York State Education Department shall own all materials, processes, and products (software, code, documentation and other written materials) developed under this contract.  Materials prepared under this contract shall be in a form that will be ready for copyright in the name of the New York State Education Department.  Any sub-contractor is also bound by these terms.  The submission will become the basis on which NYSED will judge the respondent’s ability to perform the required services as laid out in the RFP.  The documents submitted will be evaluated according to the points indicated.

The proposal submitted in response to this RFP must include the following documents in separately sealed envelopes as follows:

  1. Technical Proposal labeled Technical Proposal - RFP #SA-01, Do Not Open
  2. Three Individual Cost Proposals labeled Cost Proposal - RFP # SA-01, Option 1, 2 or 3 Do Not Open
  3. Microsoft Word on CD ROM of both the technical and cost proposals. Please place the CD-ROM in a separate envelope.
  4. M/WBE Documents labeled M/WBE Documents - RFP # SA-01 Option 1, 2 or 3 Do Not Open

Technical Proposal (70 Points)

One original plus 4 copies of the Technical Proposal must be mailed in a separate envelope labeled Technical Proposal- RFP #SA-01, Do Not Open and must include the following:

  • Response Sheet for Bids located in Section V – Submission Documents
  • All Forms and Assurances located in Section V – Submission Documents
  • Mandatory Requirements Certification Form located in Section V – Submission Documents
  • Project Narrative

Proposals should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide complete presentation. If supplemental materials are a necessary part of the proposal, the bidder should reference these materials in the technical proposal, identifying the document(s) and citing the appropriate section and page(s) to be reviewed.

The proposal must communicate an understanding of the deliverables of the RFP, describe how the tasks are to be performed and identify potential problems in the conduct of the deliverables and methods to identify and solve such problems.

Bidders should specify all details and dates required to evaluate the technical proposal and should limit aspects of the project plan which are to be determined only after the award of a contract. No optional deliverables to be provided only at an additional cost should be included and will not be considered in the evaluation of the technical proposal. Contractual terms, conditions and assumptions are inappropriate for inclusion in the proposal.

Any proprietary material considered confidential by the bidder must specifically be so identified, and the basis for such confidentiality must be specifically set forth in the proposal.

Project Narrative

The Project Narrative must not exceed 25 single-spaced 8 ½ x 11 pages in Times New Roman font, standard style 12-point font and one inch margins. Please number all pages. This page limit does not include the forms and assurances in Section V - Submission Documents. Additional material including videos and/or DVDs, publications, press clippings, and letters of testimonial support should not be submitted and will be discarded. The Project Narrative must include the following and will be scored as indicated:

  • Staffing and Management Plan: 20 points
  • Program Description: 35 points
  • Evaluation Plan: 15 points

Staffing and Management Plan (20 points) The Staffing and Management Plan must provide the following:

  • The resume, job description and required qualifications of a full-time director.  The director should have experience in secondary mathematics, science, or technology education and in providing professional development training in STEM disciplines, especially in high-needs schools and program administration.
  • Staff member with experience in offering professional development in blended and online instruction for PK-12 teachers. If applicable, these responsibilities may be fulfilled by the program director.
  • The staffing plan including job descriptions and resumes of all key personnel.
  • Plan for hiring subcontractors, if applicable.
  • Evidence that the secondary teachers (grades 7-12) who have received professional development from the applicant have improved their content knowledge and pedagogical skill in the STEM disciplines.
  • Evidence that the teachers who received professional development training from the applicant have improved student achievement, as measured by quantitative and qualitative instruments.
  • Evidence that the teachers who received professional development training in blended and online instruction from the applicant have improved student achievement, as measured by quantitative and qualitative instruments.

Program Description (35 points):  The Program Description must provide a one (1) page narrative summary of the program as well as a complete list of activities involved in selection, implementation, impact evaluation and sustainability planning using the three Plan of Operation charts found in Section V - Submission Documents.  The information must be specific enough to establish evaluation criteria and benchmarks for each activity, responsibility, or service. 

  • The process for selecting the applicants for recommendation to NYSED. (Include specific activities within the Professional Development activities chart.)
  • Plan for statewide implementation of the Professional Development for Advanced Coursework in STEM program that provides at least two programs from the following lists. At least one program must be:
  • College Board–endorsed Pre-AP Workshop or Institute http://apcentral.collegeboard.com/apc/public/preap/34484.html external link icon;
  • College Board–endorsed AP Workshop or Institute http://professionals.collegeboard.com/prof-dev/workshops external link icon; or
  • IB authorized courses.

One program may be from the following list:

  • University course(s) fromaccredited institutions in the STEM disciplines; or
  • Training in presenting a research course in the STEM disciplines
  • The plan to serve teachers from Public School Districts and Charter Schools with a middle or high school on the Schools Identified in Improvement Status list from all regions of New York State, according to the Required Regional Distribution of Participating Teachers table.
  • The plan for ensuring that each participating teacher receives 30 hours of comprehensive professional development opportunities in the first nine (9) months of the contract, that scaffold learning experiences and demonstrate a progression that enhances the teachers’ depth of knowledge and teaching expertise in the STEM disciplines.
  • Plan for providing each participating teacher with ongoing professional training for a minimum of 20 hours a year for the years two and three of the contract for a total of 70 hours of professional development training during the life of the contract
  • Plan to offer the professional development training in a completely face-to-face format or in combination of face-to-face and virtual formats. If offered as a combination, at least fifty (50) percent of the course time must be in a face-to-face format.
  • Plan for offering professional development in effective instruction in blended and online courses in the STEM disciplines.
  • A sustainability plan for ongoing professional development in advanced courses in the STEM disciplines, including blended and online instruction, after the end of the contract period.  The plan must be developed in collaboration with the participating Public School Districts and Charter Schools.

Evaluation Plan (15 Points) 

  • Describe how the Evaluation Plan will demonstrate the effectiveness of the Professional Development for Advanced Coursework in STEM program in enhancing the content knowledge and pedagogical skill, including instruction in a blended and online environment, of secondary STEM teachers and in improving student achievement.
  • Describe how these evaluations will serve as formative assessments for the planning and implementation of future professional development training. 
  • Describe the process used to determine the percentage of participating teachers who significantly increase their pedagogical skill and content knowledge in Science, Technology, Engineering, and Mathematics (STEM) as reflected in project-level pre-and post – assessments.
  • Describe the process used to determine the percentage of participating teachers who significantly increase their pedagogical skill in instruction in blended and online environments in Science, Technology, Engineering, and Mathematics (STEM) as reflected in project-level pre-and post – assessments.
  • Describe the process used to determine the percentage of students in classrooms of participating teachers who improve their performance in STEM courses, whether face to face, blended, or online.
  • Describe the process used to determine teacher satisfaction with the professional development program, including the blended and online instruction component.
  • Describe in detail the process followed to evaluate whether modification or improvements to the Professional Development program are necessary.
  • Describe the plan for an ongoing evaluation process that will measure the continuous improvement in teachers’ knowledge and skills and student achievement, and assist in the planning and implementation of future professional development training.

Cost Proposal (30 Points)

The original plus two (2) copies of each of three Cost Proposals, located in Section V – Submission Documents, must be mailed in separate envelopes labeled as follows:

Cost Proposal OPTION 1 - RFP #SA-01, Do Not Open
Cost Proposal OPTION 2 - RFP #SA-01, Do Not Open
Cost Proposal OPTION 3 - RFP #SA-01, Do Not Open

and must include the following:

Please provide three separate cost proposals considering all costs for providing the services as outlined in the RFP for the following ranges of teachers.

Option 1: Provide a Cost per Teacher for serving between 1,150 and 1,500 teachers.

Option 2: Provide a Cost per Teacher for serving between 800 and 1,149 teachers.

Option 3: Provide a Cost per Teacher for serving between 500 and 799 teachers.

Budgets must be submitted using whole dollar numbers.

M/WBE Documents

The original plus two (2) copies of the completed M/WBE Documents for each option-in a separate sealed envelope labeled M/WBE Documents - RFP #SA-01 (Option 1, Option 2, or Option 3) Do Not Open must include the following:

1. M/WBE Cover Letter: Signature Required
2. M/WBE 100 Utilization Plan
3. M/WBE 102 Notice of Intent to Participate
4. EEO 100 Staffing Plan


Section III - Evaluation Criteria and Method of Award

All complete proposals received by the deadline will be reviewed using the following criteria and ratings. Applicants must ensure that all components of this application request have been addressed, the required number of copies has been provided, all forms and assurances have been completed, and the original signatures in blue are included as required.

An evaluation committee of NYSED staff will complete a review of all proposals submitted. The committee will review each proposal to determine compliance with the requirements described in the RFP. The committee retains the right to determine whether any deviation from the requirements of this RFP is substantial in nature and may reject in whole or in part any and all proposals, waive minor irregularities and conduct discussions with all responsible bidders.

Proposals receiving at least 45 of the 70 points available for the Technical Proposal will move on to the next step of the process, scoring of the cost proposal. Proposals with an average score of less than 45 points in the Technical Proposal section will be eliminated from further consideration.

Technical Criteria – 70 Points

Proposals will be reviewed and scored by the evaluation committee based on the ability of the applicant to respond to the criteria for each section described below:

  • Staffing and Management Plan: 20 points
  • Program Description: 35 points
  • Evaluation Plan: 15 points

Financial Criteria – 30 Points

The Financial Criteria portion of this RFP will be scored based upon the cost per teacher to deliver the services outlined in this RFP.

  • The financial portion of the proposal represents 30 percent of the overall score and will be awarded up to 30 points pursuant to a formula. This calculation will be computed by the Contract Administration Unit upon completion of the technical scoring by the technical review panel.
  • The Financial portion of the RFP will be scored based upon the per teacher cost submitted.  The cost proposal will be awarded points pursuant to a formula, which awards the highest score of thirty points to the proposal with the lowest cost per teacher.  The remaining costs proposals will be awarded points based on the relative difference of each proposal against the lowest cost submitted. The resulting percentage is then applied to the maximum point value of thirty points.  

Method of Award

All proposals which are received by the bid due date and meet the mandatory requirements of the RFP will be reviewed by the technical evaluation committee as described above. The cost component for Option 1 will then be calculated for all proposals which receive at least the minimum number of technical points. The total score for each proposal will represent the 70/30 percent split between technical and cost scores. The successful bidder will be that bidder whose aggregate technical and cost scores is the highest among all the proposals rated. In the event that more than one proposal obtains the highest aggregate score, the successful bidder will be the bidder in that group of highest aggregate scores whose proposal reflects the lowest cost.

Prior to making an award based on the original cost scoring, NYSED reserves the right to request that all bidders submit a Final Best Price for their proposal. If Final Best Prices are requested, these prices will be used to calculate the final cost score.

After determining the successful bidder, NYSED will evaluate the cost of the successful bidder in comparison to the maximum feasible cost determined by NYSED given the availability of funding and budget constraints. If the cost proposed by the successful bidder is equal to or below the maximum feasible cost established by NYSED, NYSED will proceed with an award to the successful bidder pursuant to Option 1, and will not consider costs submitted for Options 2 or 3. If the cost proposed by the successful bidder is above the maximum feasible cost established by NYSED, no award will be made pursuant to Option 1 and NYSED will score cost proposals submitted in response to Option 2.

When calculating the total aggregate scores for Option 2, the same technical scores will be used for Option 2 that were used for Option 1.  Total aggregate scores for Option 2 will be calculated using the same method described above for Option 1. After obtaining any requested Final Best Prices and determining the successful bidder pursuant to Option 2, NYSED will evaluate the cost proposed by the successful bidder in comparison to the maximum feasible cost determined by NYSED. If the cost proposed by the successful bidder is equal to or below the maximum feasible cost established by NYSED, NYSED will proceed with an award to the successful bidder pursuant to Option 2.  If the cost proposed by the successful bidder is above the maximum feasible cost established by NYSED, no award will be made pursuant to Option 2 and NYSED will score the cost proposals submitted in response to Option 3.

The same procedure used in Option 2 will be used to score the cost proposals for Option 3.

NYSED reserves the right to reject all proposals and cancel the RFP if it is in NYSED’s best interest.

NYSED’s Reservation of Rights

NYSED reserves the right to: (1) reject any or all proposals received in response to the RFP; (2) withdraw the RFP at any time, at the agency’s sole discretion; (3) make an award under the RFP in whole or in part; (4) disqualify any bidder whose conduct and/or proposal fails to conform to the requirements of the RFP; (5) seek clarifications of proposals; (6) use proposal information obtained through site visits, management interviews and the state’s investigation of a bidder’s qualifications, experience, ability or financial standing, and any material or information submitted by the bidder in response to the agency’s request for clarifying information in the course of evaluation and/or selection under the RFP; (7) prior to the bid opening, amend the RFP specifications to correct errors or oversights, or to supply additional information, as it becomes available; (8) prior to the bid opening, direct bidders to submit proposal modifications addressing subsequent RFP amendments; (9) change any of the scheduled dates; (10) eliminate any mandatory, non-material specifications that cannot be complied with by all of the prospective bidders; (11) waive any requirements that are not material; (12) negotiate with the successful bidder within the scope of the RFP in the best interests of the state; (13) conduct contract negotiations with the next responsible bidder, should the agency be unsuccessful in negotiating with the selected bidder; (14) utilize any and all ideas submitted in the proposals received; (15) unless otherwise specified in the solicitation, every offer is firm and not revocable for a period of 120 days from the bid opening; (16) require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of an offerer’s proposal and/or to determine an offerer’s compliance with the requirements of the solicitation; (17) to request best and final offers.

Post Selection Procedures

Upon selection, the successful bidder will receive a proposed contract from NYSED.  All terms set forth in the selected bidder's technical proposal will be final.  The selected bidder may be given an opportunity to reduce its cost proposal in accordance with the agency's right to request best and final offers.  The contents of this RFP, any subsequent correspondence during the proposal evaluation period, and such other stipulations as agreed upon may be made a part of the final contract prepared by NYSED.  Successful bidders may be subject to audit and should ensure that adequate controls are in place to document the allowable activities and expenditure of State funds.

Debriefing Procedures

All unsuccessful bidders may request a debriefing within five (5) business days of receiving notice from NYSED.  Bidders may request a debriefing letter on the selection process regarding this RFP by submitting a written request to the Fiscal Contact person at:

NYS Education Department
Contract Administration Unit
89 Washington Avenue
Room 505W EB
Albany, NY  12234

The Fiscal Contact person will make arrangements with program staff to provide a written summary of the proposal’s strengths and weaknesses, as well as recommendations for improvement.  Within ten (10) business days, the program staff will issue a written debriefing letter to the bidder.

Contract Award Protest Procedures

Bidders who receive a notice of non-award may protest the NYSED award decision subject to the following:

  1. The protest must be in writing and must contain specific factual and/or legal allegations setting forth the basis on which the protesting party challenges the contract award by NYSED.
  2. The protest must be filed within ten (10) business days of receipt of a debriefing letter.  The protest letter must be filed with:

    NYS Education Department
    Contract Administration Unit
    89 Washington Avenue
    Room 505W EB
    Albany, NY 12234
  3. The NYSED Contract Administration Unit (CAU) will convene a review team that will include at least one staff member from each of NYSED’s Office of Counsel, CAU, and the Program Office.  The review team will review and consider the merits of the protest and will decide whether the protest is approved or denied.  Counsel’s Office will provide the bidder with written notification of the review team’s decision within seven (7) business days of the receipt of the protest.  The original protest and decision will be filed with OSC when the contract procurement record is submitted for approval and CAU will advise OSC that a protest was filed.
  4. The NYSED Contract Administration Unit (CAU) may summarily deny a protest that fails to contain specific factual or legal allegations, or where the protest only raises issues of law that have already been decided by the courts. 

Vendor Responsibility

State law requires that the award of state contracts be made to responsible vendors. Before an award is made to a not-for-profit entity, a for-profit entity, a private college or university or a public entity not exempted by the Office of the State Comptroller, the Department must make an affirmative responsibility determination. The factors to be considered include: legal authority to do business in New York State; integrity; capacity- both organizational and financial; and previous performance. Before an award of $100,000 or greater can be made to a covered entity, the entity will be required to complete and submit a Vendor Responsibility Questionnaire.  School districts, Charter Schools, BOCES, public colleges and universities, public libraries, and the Research Foundation for SUNY and CUNY are some of the exempt entities.  For a complete list, see: http://www.osc.state.ny.us/vendrep/documents/vrdocrules.pdfexternal link icon.

Vendors are invited to file the required Vendor Responsibility Questionnaire online via the New York State VendRep System or may choose to complete and submit a paper questionnaire. To enroll in and use the New York State VendRep System, see the VendRep System instructions at: http://www.osc.state.ny.us/vendrep/systeminit.htm external link icon or go directly to the VendRep System online at https://portal.osc.state.ny.us/wps/portal external link icon.  Vendors should also refer to the VendRep System checklist, which can be found at http://www.osc.state.ny.us/vendrep/documents/checklist.pdf external link icon.

For direct VendRep System user assistance, the OSC Help Desk may be reached at 866-370-4672 or 518-408-4672 or by email at helpdesk@osc.state.ny.us

Vendors opting to file a paper questionnaire can obtain the appropriate questionnaire from the VendRep website: http://www.osc.state.ny.us/vendrep/templates.htm external link icon or may contact the State Education Department or the OSC Help Desk for a copy of the paper form.

Note: Bidders must acknowledge their method of filing their questionnaire by checking the appropriate box on the Response Sheet for Bids (5. Submission Documents).

Procurement Lobbying Law

Pursuant to State Finance Law §§139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between the New York State Education Department (“NYSED”) and an Offerer/bidder during the procurement process.  An Offerer/bidder is restricted from making contacts from the earliest notice of the solicitation through final award and approval of the Procurement Contract by NYSED and, if applicable, Office of the State Comptroller (“restricted period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a).  Designated staff, as of the date hereof, is identified below.  NYSED employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the Offerer/bidder pursuant to these two statutes.  Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a four year period, the Offerer/bidder is debarred from obtaining governmental Procurement Contracts.  Further information about these requirements can be found at the following web link:  http://www.oms.nysed.gov/fiscal/cau/PLL/procurementpolicy.htm external link icon.

Designated Contacts for NYSED
Program Office – Lawrence M. Paska, Ph.D
Contract Administration Unit – Lynn Caruso

Consultant Disclosure Legislation
Effective June 19, 2006, new reporting requirements became effective for State contractors, as the result of an amendment to State Finance Law §§ 8 and 163.  As a result of these changes in law, State contractors will be required to disclose, by employment category, the number of persons employed to provide services under a contract for consulting services, the number of hours worked and the amount paid to the contractor by the State as compensation for work performed by these employees. This will include information on any persons working under any subcontracts with the State contractor.
Chapter 10 of the Laws of 2006 expands the definition of contracts for consulting services to include any contract entered into by a State agency for analysis, evaluation, research, training, data processing, computer programming, engineering, environmental, health, and mental health services, accounting, auditing, paralegal, legal, or similar services.
To enable compliance with the law, State agencies must include in the Procurement Record submitted to OSC for new consultant contracts, the State Consultant Services Contractor’s Planned Employment From Contract Start Date Through the End of the Contract Term (Form A external link icon). The completed form must include information for all employees providing service under the contract whether employed by the contractor or a subcontractor. Please note that the form captures the necessary planned employment information prospectively from the start date of the contract through the end of the contract term.

Chapter 10 of the Laws of 2006 mandates that State agencies must now require State contractors to report annually on the employment information described above, including work performed by subcontractors. The legislation mandates that the annual employment reports are to be submitted by the contractor to the contracting agency, to OSC and to the Department of Civil Service.  State Consultant Services Contractor’s Annual Employment Report (Form B external link icon) is to be used to report the information for all procurement contracts above $15,000.  Please note that, in contrast to the information to be included on Form A, which is a one-time report of planned employment data for the entire term of a consulting contract on a projected basis, Form B will be submitted each year the contract is in effect and will capture historical information, detailing actual employment data for the most recently concluded State fiscal year (April 1 – March 31).
For more information, please visit the OSC web site for G-Bulletin 226 at: http://www.osc.state.ny.us/agencies/gbull/g-226.htm external link icon.

Public Officer’s Law Section 73

All bidders must comply with Public Officer’s Law Section 73 (4)(a), as follows:

4. (a) No statewide elected official, state officer or employee, member of the legislature, legislative employee or political party chairman or firm or association of which such person is a member, or corporation, ten per centum or more of the stock of which is owned or controlled directly or indirectly by such person, shall (i) sell any goods or services having a value in excess of twenty-five dollars to any state agency, or (ii) contract for or provide such goods or services with or to any private entity where the power to contract, appoint or retain on behalf of such private entity is exercised, directly or indirectly, by a state agency or officer thereof, unless such goods or services are provided pursuant to an award or contract let after public notice and competitive bidding. This paragraph shall not apply to the publication of resolutions, advertisements or other legal propositions or notices in newspapers designated pursuant to law for such purpose and for which the rates are fixed pursuant to law.

(i) The term "state officer or employee" shall mean:
(i) heads of state departments and their deputies and assistants other than members of the board of regents of the university of the state of New York who receive no compensation or are compensated on a per diem basis;
(ii) officers and employees of statewide elected officials;
(iii) officers and employees of state departments, boards, bureaus, divisions, commissions, councils or other state agencies other than officers of such boards, commissions or councils who receive no compensation or are compensated on a per diem basis; and
(iv) members or directors of public authorities, other than multistate authorities, public benefit corporations and commissions at least one of whose members is appointed by the governor, who receive compensation other than on a per diem basis, and employees of such authorities, corporations and commissions.

Public Officer’s Law Section 73 can be found at http://www.nyintegrity.org/law/ethc/POL73.html external link icon.


Section IV - Assurances

Appendix A – Standard Clause for all New York State Contracts will be included in the contract that results from this RFP.  Vendors who are unable to complete or abide by these assurances should not respond to this request.

The documents listed below are included in 5.) Submission Documents, which must be signed by the Chief Administrative Officer.  Please review the terms and conditions.  Certain documents will become part of the resulting contract that will be executed between the successful bidder and the NYS Education Department.

Appendix A – Standard Clause for all New York State Contracts, contains the following three (3) certifications:

Non-Collusion Certification
(Signature Required - the form is included in 5.) Submission Documents)

MacBride Certification
(Signature Required - the form is included in 5.) Submission Documents)

Certification-Omnibus Procurement Act of 1992
(Signature Required - the form is included in 5.) Submission Documents)

Certification Regarding Lobbying; Debarment and Suspension; and Drug-Free Workplace Requirements
(Signature Required - the form is included in 5.) Submission Documents)

Offerer Disclosure of Prior Non-Responsibility Determinations
(Signature Required - the form is included in 5.) Submission Documents)

M/WBE Documents – (the forms below are included in 5.) Submission Documents) Each set must include the following:

1. M/WBE Cover Letter (Signature Required)
2. M/WBE 100 Utilization Plan
3. M/WBE 102 Notice of Intent to Participate
4. EEO 100 Staffing Plan

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Submission Documents

  • Submission Documents | PDF PDF icon (184 KB) | Word Word document icon (362 KB)

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Appendices

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Last Updated: February 7, 2014 1:52 PM