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RFP 25-009: 21st Century Community Learning Centers Statewide Data Collection & Reporting System

Recent Updates

Questions and Answers - Posted December 2, 2024

The New York State Education Department (NYSED) Office of Student Support Services is seeking proposals for the provision and maintenance of a statewide data collection system for the 21st Century Community Learning Centers (21st CCLC) grant program.

The eligible applicants are vendors with the capacity to host and operate a data collection and data reporting application for New York State’s 21st CCLC sub-grantees. There are currently 152 Round 8 sub-grantees (public school districts, BOCES, charter schools, private schools, nonprofit agencies, city or county government agencies, faith-based organizations, institutions of higher education, Indian tribes or tribal organizations, and for-profit corporations) in New York State operating approximately 380 program sites and serving approximately 70,000 students.

Contingent upon the continuation of federal funding for 21st CCLC, it is anticipated that NYSED will hold a Round 9 competition that would approximately double the number of grantees, sites and participants as early as July 1, 2027. The data collection and reporting system, for which this RFP is soliciting applications, would need to continue to accommodate Round 8 sub-grantee data collection and reporting while also accommodating Round 9 sub-grantee data collection and reporting in that transition year (anticipated to be 2027). After the federal reporting period in March of 2027, the system would need to archive Round 8 data and continue with the data collection and reporting as specified in this RFP for Round 8 sub-grantees.

*Important: Based on the anticipated transition year (2027), when the Round 8 funding cycle will be ending but sub-grantees will still be required to report their data and during which the potential Round 9 funding cycle will have started, for the purposes of this RFP, the word ‘sub-grantee(s)’ will be inclusive of both Round 8 and potential Round 9 sub-grantee(s)

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.

NYSED will award one (1) contract pursuant to this RFP. The contract resulting from this RFP will be for a term anticipated to begin April 1, 2025 and to end March 31, 2030.

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.

Service Area: Statewide

Mandatory Requirements: See Mandatory Requirements section of the RFP.

Components contained in RFP #25-009 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

Questions regarding the request must be submitted by email to 21CRFP@nysed.gov no later than the close of business November 15, 2024. Questions regarding this request should be identified as Program, Fiscal or M/WBE. A Questions and Answers Summary will be posted here no later than December 2, 2024. The following are the designated contacts for this procurement:

Program Matters

Fiscal Matters

M/WBE Matters

Nicholas Canino

Email address 21CRFP@nysed.gov

Tara Wildove

Email Address 21CRFP@nysed.gov

Brian Hackett

Email Address 21CRFP@nysed.gov

 

Submissions/Deadline

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 NYSED no later than December 20, 2024 by 3:00 PM Eastern Time:

  1. Submission Documents labeled [name of bidder] Submission Documents RFP #25-009
  2. Technical Proposal labeled [name of bidder] Technical Proposal RFP #25-009
  3. Cost Proposal labeled [name of bidder] Cost Proposal RFP #25-009
  4. M/WBE Documents labeled [name of bidder] M/WBE Documents RFP #25-009

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 
  1. 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”
  2. 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.”
  3. In order to ensure the timely receipt of your bid, please use the subject line “BID SUBMISSION RFP 25-009” – 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.
  4. Bids must be received by 3:00 pm Eastern Time on the due date.

RFP Documents