RFP for Three Year Old Prekindergarten Program 2025-2026 Final (2).pdf

REQUEST FOR PROPOSALS

The Board of Education of the Mount Vernon City School District, Mount Vernon, New York, popularly known as the Mount Vernon City School District, hereby invites the submission of sealed proposals from reputable and qualified eligible agencies and community based organizations to provide a prekindergarten program for three-year old children residing in the School District:

RFP #25/26-01: Contract for Prekindergarten Services for Three-Year Olds

RFP Opening Date: Wednesday, May 28, 2025 at 10:00 AM

Proposals for the Contract for Prekindergarten Services for Third-Year Olds will be received until the above stated hour of prevailing time and date at the Office of the Purchasing Department at the Mount Vernon City School District Administration Building located at 165 North Columbus Avenue, Mount Vernon, New York 10553. Specifications and bid forms may be obtained in the Purchasing Office located at 165 North Columbus Avenue, Mount Vernon, New York beginning on Wednesday, April 23, 2025, Monday through Friday, excluding holidays from 10:00 a.m. to 3:00 p.m. and at www.mtvernoncsd.org/bids or www.empirestatebidsystem.com.

All proposals must be enclosed in sealed envelopes, which are clearly marked on the outside:

Name of Proposer, Mount Vernon City School District- RFP #25/26-01: Three Year-Old Prekindergarten. Proposal shall remain firm for a period of forty-five (45) days following the date of the RFP opening. No phone, fax or email bids will be accepted. The School District is not responsible for delays occasioned by any delivery service, the internal mail delivery system of the School District or any other means of delivery employed by the proposer.

The Board of Education reserves the right to waive any informalities in or to reject any or all proposal, or to accept that proposal which, in the Board of Education’s judgment, is in the best interest of the School District.

BOARD OF EDUCATION

MOUNT VERNON CITY SCHOOL DISTRICT

Purchasing Office 165 North Columbus Avenue Mount Vernon, New York 10553

MOUNT VERNON CITY SCHOOL DISTRICT

165 North Columbus Avenue

REQUEST FOR PROPOSALS

UNIVERSAL PRE-KINDERGARTEN SERVICES

PRE-KINDERGARTEN SERVICES FOR THREE YEAR OLDS

RFP # 25/26-01

The Mount Vernon City School District (hereinafter the “School District”) invites proposals from qualified community-based organizations, providers of childcare and early education (hereinafter referred to as the “Organization”) to provide pre-kindergarten services for three-year old students (3PK) who reside in the School District through prekindergarten grants for three-year olds from New York State.

The objective of this Request for Proposals (“RFP”) is to solicit proposals from experienced early childhood education providers, qualified community-based organizations and childcare providers with demonstrated success in the area of operating pre-kindergarten programs that will provide the nurturing educational experiences needed to prepare our youngest students for success in subsequent schooling. The School District is seeking providers who have a proven track record of providing high quality, robust early childhood education and/or prekindergarten programs.

Under this solicitation, the Board of Education intends to select an agency or agencies to perform all of the services for the District. The District shall conduct an on-site visit to the program of selected finalists where their current pre-kindergarten program/prekindergarten for three year old students (3PK) program is conducted. Proposers must provide prekindergarten services to meet the specific requirements set forth by the District and the varied needs of District students while complying with the State Regulations with respect to operation of a 3PK program.

Term of Engagement: The term of this engagement shall be one (1) year commencing on July 1, 2025 through June 30, 2026. The School District shall have the option to renew the resultant agreement(s) for four (4) additional one-year terms, upon approval by the Board of Education each year. The District reserves the right to terminate the contract for any reason upon thirty (30) days written notice to the agency. No contract becomes binding until the necessary funds have been approved. The successful Proposer will execute a contract with the District in substantial conformance with this RFP and the agency’s proposal.

Eligibility: An organization responding to this RFP must be a provider of childcare and early childhood education, a day care provider, an early childhood program, a head start center or a community based organization which meets the standards and requirements of Part 151 of the Regulations of the Commissioner of Education. The program must meet and remain in compliance with all applicable regulations governing the type of universal pre-kindergarten or

3PK program provided. The School District reserves the right to contact any licensing authority to obtain information regarding compliance of any program proposed in response to this RFP.

Scope of Services:

The Mount Vernon City School District is seeking up to sixty (60) placements for three-year olds in a 3PK program in a full day (six and a half (6.5) hour) program. Each program’s calendar will be required to align with the Mount Vernon City School District’s calendar. No transportation will be provided by the School District.

School District Pre-Kindergarten Program Plan

All proposers shall be required to provide 3PK services in accordance with the District’s pre-kindergarten program plan, Education Law and the regulations of the Commissioner of Education. (A copy of the District’s Plan is attached hereto).

The 3PK services provided by the successful proposer shall:

• Provide for an age and developmentally appropriate curriculum and activities which are learner centered;

• Provide for an assessment of the development of language, cognitive and social skills;

• Provide and promote early literacy and mathematics instruction;

• Ensures continuity in the program with instruction in the early elementary grades;

• Encourage children to be self-assured and independent;

• Encourage the co-location and integration of children with special needs;

• Support transition and continuity with the District’s K-3 program;

• Utilize staff who meet the qualifications set forth pursuant to the rules of the Board of

Regents;

• Provides for strong parental partnership and involvement in the implementation of and participation in the plan;

• Ensures parents have ease of utilization and access to services;

• Provide support services to children and families such as social and health related services;

• Meet the needs of English language learners;

• Provides staff development and teacher training for staff in all settings in which prekindergarten services are provided;

• Method for selection of eligible children on a random selection basis.

In addition, the full day 3PK program provided by the successful proposer(s) must address children’s nutritional needs. The successful proposer(s) must provide meals and snacks to ensure the nutritional needs of children are met. Mealtime should be approached as a positive experience for each child and must include meaningful adult-child interactions and opportunities for learning. In order for mealtime to be counted as instruction time includes but is not limited to:

• Opportunities for qualified staff to participate, facilitate, and guide meaningful extended conversations; model appropriate mealtime behavior with supportive guidance; and facilitate problem solving and turn-taking.

• Opportunities for reciprocal conversations between adult and child as well as child and child in guided topics of interest and relevance to children; facilitate literacy development;

and accommodations for learning opportunities for students who finish mealtime before their peers.

• Daily mealtime instructional planning should give thoughtful consideration to the five domains of the New York State Prekindergarten Learning Standards.

Facilities/Classroom Requirements: Proposers shall have classroom space and facilities as appropriate for children attending the program(s). All buildings, premises, equipment, and furnishing used for the full day Universal Pre-Kindergarten program shall be safe and suitable for the comfort and care of the children, shall comply with all applicable requirements of the Americans with Disabilities Act and shall be provided and maintained in a state of good repair and sanitation. Buildings and classrooms operated by the Proposer shall meet the New York State Uniform Fire Prevention and Building Code. Section 151-1.7 of the Regulations of the Commissioner of Education sets forth the requirements which must be met by all facilities used for Universal Pre-Kindergarten classes.

Staffing Requirements: Proposers are required to be licensed and qualified to perform the services set forth herein. All individuals performing services for the School District shall be licensed under the laws of the State of New York, inclusive of the State Education Department Licensing requirements. Proposers shall certify that all such individuals possess documentation evidencing such license qualifications as required by Federal, State or local statutes, rules, regulations and orders.

The successful proposer shall provide the following services, consisting of, but not limited to the following:

• A 3PK program capable of meeting the needs of the School District students.

• The implementation of goals and objectives for the educational services provided through the 3PK program.

• Preparation of a written annual assessment regarding the implementation of the goals and objectives for each program.

• Consultation with School District teachers, building administrators and personnel as needed.

The successful proposer understands and agrees that it shall comply and is responsible for complying with all applicable Federal, State and local statutes, rules and ordinances, including the New York State Safe Schools Against Violence in Education (SAVE) legislation. The successful proposer shall adhere to all requirements and protocols as established by the School District and the State Education Department of New York: to wit, but not limited to, fingerprinting. The successful proposer further agrees and understands that all individuals providing services to the School District must be cleared by the New York State Education Department in accordance with the provisions contained in the SAVE legislation prior to providing services to the School District.

In the event that the successful proposer sends an individual to the School District who has not obtained the fingerprinting clearance with the State Education Department, the School District shall have the right to immediately terminate the contract.

Proposer Qualifications:

All proposers must be licensed and qualified to provide the within services to the School District.

Individuals providing services must be licensed by the State of New York and have New York State teaching certification. Proposers shall satisfy these criteria in order to qualify for award. All proposals must include a completed application and the following documentation:

A copy of the proposer’s current Day Care /Nursery School/Family Day Care License A copy of the proposer’s Liability Insurance Certificate A current Financial Statement

In addition to providing proof of the qualifications set forth below, in setting forth its qualifications, each individual or firm submitting a proposal shall:

Provide a written, detailed program narrative that describes how the Proposer will align programming with the requirements of the State of New York and the School District’s outlined instructional goals.

Provide a written, detailed assessment narrative that describes the screening and progress assessment tools the Proposer intends to utilize, the manner in which the tools will be used along with the researched based evidence supporting and demonstrating the validity and reliability of the assessments. As part of the narrative, Proposer should describe the Proposer’s experience utilizing the assessments, how the data has been used in the program, and its impact, if any, on the implementation of instruction and student performance. Please provide a sample copy of the assessment tools used and any literature concerning the assessment which would be helpful to the District for purposes of determining how the assessment tools are valid, reliable and align with the requirements of the State of New York regarding the use of assessments and the School District’s instructional goals.

Provide a written detailed narrative that describes how the Proposer’s program will design an environment and learning activities aimed at promoting and increasing inclusion and integration of preschool children with disabilities.

Provide demographic information about the population served by the Proposer. The Proposer must designate a Teacher as the Universal Pre-Kindergarten Teacher and provide proof of his/her certification and a resume.

Provide evidence of an individual’s or Proposer’s credentials and qualification to provide a full day Universal Pre-Kindergarten program.

Provide evidence of the individual/Proposer’s license to provide full Universal Pre- Kindergarten program services in the State of New York.

Describe the individual’s or Proposer’s experience and expertise focusing on Pre- Kindergarten Programs provided for school districts or related entities.

State the name(s) of the officer(s) of Proposer or the individual Proposer.

State the names and credentials of all principals, employees or independent contractors that might be assigned to the full day Universal Pre-Kindergarten program provided to the School District and provide their resumes. Licensing information and/or course of study, as applicable should also be provided.

Include a description of the Proposer’s staff qualifications, staffing patterns, child-staff ratio and administrative structure.

o The district will accept NYSED minimum requirements as follows, “(d) Class size.

(1) The maximum class size for a prekindergarten class is 20 children. For classes of up to 18 students, there must be one teacher and one paraprofessional assigned to each class. For classes of 19 or 20 students, there must be one teacher and two paraprofessionals assigned to each class.”

Provide any other information that might be beneficial to the School District.

PROPOSAL SUBMISSION REQUIREMENTS

Three (3) copies of the proposal and other required documents must be submitted in a sealed envelope clearly labeled with the name and address of the proposer and submitted to:

Ms. Hillary Thompson Purchasing Agent

Mount Vernon City School District 165 North Columbus Avenue

One copy of the proposal must be titled “ORIGINAL” and each of the other two copies titled “COPY”. Each page of the proposal must bear the following information: Name of Proposer, Mount Vernon City School District- RFP #25/26-01: Three Year-Old Prekindergarten, and the page number. All materials submitted in response to this request for proposal shall become the property of this School District. Proposers should indicate to which program(s) its proposal responds.

All proposals must be received on or before:

Wednesday, May 28, 2025 at 10:00 am

There is no express or implied obligation for the School District to reimburse responding organizations for any expenses incurred in preparing proposal or attending any interview in connection with responding to this RFP. Proposals submitted after the stated time and date will not be considered and will be returned to the organization unopened. Any questions or requests for clarification concerning this RFP must be addressed to in writing to Dr. Gayle White Wallace, Director of Prekindergarten, Gifted and Talented, and Special Projects via fax at 914-665-5202 or by email at gwhite@mtvernoncsd.org prior to Wednesday, May 7, 2025 before 3:00 p.m.

Responses to any questions will be sent to all prospective proposers in writing as an addendum to this RFP.

Proposals:

All proposals must be submitted in four parts and will be evaluated as such. Part I must consist of responses to organizational capacity and qualifications items. Part II must consist of responses to items concerning 3PK Services; Part III must include a description of staff qualifications, staffing patterns, child-staff ratio and the administrative structure of the organization; Part IV must include a proposed budget for school year 2025-2026. Incomplete submissions will not be considered for award. Proposals should not be excessively long, and should be submitted in a format that permits copying for review. Proposers must review the preceding requirements set forth above and address them in Part I, Part II, Part III or Part IV, as appropriate.

Part I: Organizational Capacity and Qualifications

• Describe the organization’s history of providing quality early childhood programs. Please include information regarding services provided to children with disabilities and children with limited English proficiency.

• Indicate the organization’s capacity to provide 3PK Services. Please include information on the proposed facilities, classroom space (e.g., floor plans) and other resources that will support the provision of these services.

• Provide a written, detailed program narrative that describes how the proposer’s program is aligned with the requirements of the State of New York, Next Generation Standards in lieu of Common Core, New York State Core Learning Standards, and the Core Body of Knowledge and the School District’s outlined instructional goals.

• Describe the current program design and experience in providing developmentally appropriate instruction.

• Provide demographic information about the population served by the proposer including, but not limited to, information regarding students with disabilities. The proposer must designate individual(s) as the 3PK Teacher and provide proof of his/her certification and a résumé for each individual so designated.

• Provide evidence of proposer’s credentials and qualifications to provide a 3PK program.

• Provide a list and description of similar 3PK contracts and/or projects awarded by other school districts.

• Provide evidence of the individual/proposer’s license to provide 3PK services in the State of New York.

• Describe the proposer’s experience and expertise focusing on pre-kindergarten programs provided for school districts or related entities.

• State the name(s) of the officer(s) of proposer.

• Provide a list of all executive/administrative staff members and their résumés together with a list and résumés of all staff members who will be specifically involved in the implementation of the 3PK program in the School District.

• State the names and credentials of all principals, employees or independent contractors that might be assigned to the 3PK program provided to the School District and provide their résumés.

• Provide proof that all teachers are highly qualified as per New York State requirements and regulations including New York State certifications for teachers and teaching assistants.

• Provide emergency management plan.

• Provide any other information that might be beneficial to the School District.

Part II- 3 Year Old Pre-Kindergarten Services:

• Describe the services to be provided by the proposer.

• Describe how the organization will meet the goals and objectives of the Mount Vernon

City School District 3PK Program.

• Provide a written, detailed program narrative describing how the proposer will meet the nutritional needs of children during meal and snack times and how proposer will use meal and snack time to further the instructional goals outlined for the program. Proposer should similarly address nap or quiet time in the context of the program narrative, as applicable.

• Describe the early childhood services the organization will provide through the 3PK Program and how they will meet the following required components of Part 151 of the Regulations of the Commissioner of Education:

o Provide support services to children and families such as social and health related services;

o Meet the needs of English language learners;

o Encourage parental involvement in their child’s education;

o Ensure parents have ease of utilization and access to services;

o Support transition to/continuity with the District’s K-3 program;

o Integrate preschool children with disabilities;

o Indicate the on-going staff development opportunities in which universal pre-kindergarten staff will be engaged.

• Indicate how the proposer would accommodate the number of students to be served, the number of classrooms to be created, the class size, and the number of hours per day that the proposed program will operate.

• Indicate how the proposer will accommodate students who are not selected for the 3PK program.

• Explain how the proposed program will meet all applicable health and safety codes and licensure requirements (including the New York Uniform Fire Prevention and Building Code).

• Describe the program design.

• Mission/philosophy statements.

• Description of organization’s use of research based knowledge of learning, teaching and data management to optimize student performance.

• Description of organization’s use of research to adopt best practices and improve instruction.

• Evidence of the organization’s ability to form and implement a comprehensive professional growth plan.

• Describe the collaborative relationship your organization proposes to have with the

Mount Vernon City School District.

Part III-Program Staffing

• Describe how the proposed program(s) will be staffed. Include information about staff qualifications (including fingerprint clearance), staffing pattern, child-staff ratio, and the administrative structure of the organization. Proposers must have a teacher with a New York State Certificate in Early Childhood Education (N-6, N-3) and an aide for each 3PK classroom. Please refer to NYS pre-kindergarten regulations for minimum requirements.

• Describe stability of staff, rate of turnover and ability to fill vacancies in a timely manner.

• Provide details of the experience your agency and its staff have in working with school districts with highlights of any specific experience in school districts.

• Provide a professional development plan for the 2025-2026 school year for teachers, directors, and teacher assistants, as applicable.

Part IV-Proposed Budget

Provide a detailed budget for the proposed program during 2025-2026 school year. Include any cost or price information that would be included in a potential agreement with the District.

Financial Statement of the Organization: Proposers will submit the most recent financial statement for the company. The District reserves the right to use third party companies to verify financial information provided.

In addition, the District may investigate, as it deems necessary, to determine the ability of the Proposer to provide the services requested herein. The Proposer shall furnish to the District within five (5) days of a request, all such information and data for this purpose as may be requested. The District reserves the right to reject any Proposal if the information submitted by, or investigation of, such Proposer fails to satisfy the District that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional Proposals will not be accepted.

Cost Proposal: Submit a cost proposal for the services described above by program. The cost proposal must be submitted separately in a sealed envelope and must be an all-inclusive amount for the full range of services required for one year under the contract. No additional billing will be allowed for travel expenses, parking, participant materials or other incidentals. Submit an itemization of the cost proposal designating all costs including:

• both direct and indirect cost for personnel

• student meals

• supplies and materials

Costs listed must be sufficient to serve approximately 60 students. Costs must also be summarized on a cost per student basis.

Site Visit: The School District will conduct site visits to existing pre-k programs operated by each qualified proposer. The School District believes that an effective pre-kindergarten program focuses on students’ language, cognitive/intellectual, social, emotional, and physical development by a highly energetic, enthusiastic, warm, and nurturing staff of professionals.

References: In addition to any other requirements for references, proposers shall provide a client list for the past five (5) years with a similar scope of services. The client list must include agency name, contact person, addresses, and telephone number. The District reserves the right to contact the clients to determine the quality of service performed and personnel assigned to those projects.

Right to Reject Proposals: The School District reserves the right to reject without prejudice any and all quotations received under the RFP, to request additional information from all proposers, to negotiate with one or more of the finalists regarding the terms of the engagement and to make award offers that differ from the organizations proposed level of services and/or budget. The District intends to select the organization that, in its opinion, best meets the School District’s needs.

Termination of Contract: Any contract agreed to under this RFP is subject to termination by either party upon thirty (30) days written notice. In the event of termination of the contract by the District, the District’s responsibility shall be limited payment for services performed and costs incurred by the organization with the District’s consent, prior to termination. In the event of termination of the contract by the organization, the organization’s responsibility shall be to pay for any and all costs incurred by the District.

Insurance:

a. Notwithstanding any terms, conditions, or provisions in any other writing between the parties, SUCCESSFUL PROPOSER hereby agrees to effectuate the naming of SCHOOL DISTRICT as an additional insured on SUCCESSFUL PROPOSER’s commercial general liability and excess liability insurance policies. If the policy is written on a claims-made basis, the retroactive date must precede the date of the contract.

b. The policy naming SCHOOL DISTRICT as an additional insured shall:

i. be an insurance policy from an A.M. Best A- rated or better insurer, licensed and admitted to conduct business in New York State.

ii. state that SUCCESSFUL PROPOSER’s coverage shall be primary and non-contributory coverage for SCHOOL DISTRICT, its Board, employees, and volunteers.

c. SCHOOL DISTRICT shall be listed as an additional insured by using endorsement CG

2026 or equivalent. The decision to accept an alternative endorsement rests solely with

SCHOOL DISTRICT. A completed copy of the endorsement must be attached to the certificate of insurance.

d. The certificate of insurance must describe the specific services provided by SUCCESSFUL PROPOSER that are covered by the liability policies.

e. At SCHOOL DISTRICT’s request, SUCCESSFUL PROPOSER shall provide a copy of the declaration page of the liability and umbrella policies with a list of endorsements and forms. If so requested, SUCCESSFUL PROPOSER will provide a copy of the policy endorsements and forms.

f. SUCCESSFUL PROPOSER agrees to indemnify SCHOOL DISTRICT for any applicable deductibles and self-insured retentions.

g. Required Insurance:

i. Commercial General Liability Insurance:

$1,000,000 per occurrence/$2,000,000 aggregate $2,000,000 Products and Completed Operations $1,000,000 Personal and Advertising Injury $1,000,000 Sexual Misconduct and Assault $100,000 Fire Damage $10,000 Medical Expense

ii. Automobile Liability:

$1,000,000 combined single limit for owned, hired, borrowed, and non-owned motor vehicles.

iii. Workers’ Compensation and N.Y.S. Disability/N.Y.S. Paid Family Leave:

Statutory Workers' Compensation (C-105.2 or U-26.3); and NYS Disability Insurance (DB-120.1) for all employees. Proof of coverage must be on the approved specific form, as required by the New York State Workers’ Compensation Board. ACORD certificates are not acceptable.

A self-employed person and certain partners and corporate officers are excluded from the definition of “employee” pursuant to Workers’ Compensation Law Section 2(4). As such, individuals in such capacity are excluded from Workers’ Compensation Law coverage requirements. A person seeking an exemption must file a CE-200 form with the state.

iv. Professional Errors and Omissions Insurance:

$1,000,000 per occurrence/$2,000,000 aggregate for the professional acts of SUCCESSFUL PROPOSER performed under the contract for SCHOOL DISTRICT. If written on a “claims-made” basis, the retroactive date must pre-date the inception of the contract or agreement. Coverage shall remain in effect for two years following the completion of work.

v. Umbrella/Excess Insurance:

$1,000,000 each occurrence and aggregate. Umbrella/Excess coverage shall be on a follow-form basis over the required General Liability and Professional Liability coverage.

h. SUCCESSFUL PROPOSER acknowledges that failure to obtain such insurance on behalf of SCHOOL DISTRICT constitutes a material breach of contract. SUCCESSFUL PROPOSER is to provide SCHOOL DISTRICT with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work or use of facilities. The failure of SCHOOL DISTRICT to object to the contents of the certificate or the absence of same shall not be deemed a waiver of any and all rights held by SCHOOL DISTRICT.

i. SUCCESSFUL PROPOSER further acknowledges that the procurement of such insurance as required herein is intended to benefit not only SCHOOL DISTRICT but also NYSIR, as SCHOOL DISTRICT’s insurer.

Indemnification: The successful Proposer will defend, indemnify and save harmless the District, its employees and agents, from and against all claims, damages, losses and expenses (including without limitations, reasonable attorneys’ fees) arising out of, or in consequences of, any negligent or intentional act or omission of the performance of successful proposer, its employees or agents’ obligations under this Agreement, to the extent of its or their responsibility for such claims, damages, losses and expenses.

Funding: Proposers should note that funding for the Mount Vernon City School District Three Year Old Prekindergarten Program in contingent upon available State Aid, which may determine level of service requested and subsequent contract extensions.

Independent Contractor: The Successful Proposer will be retained by the District only for the purposes and to the extent set forth in this RFP, and its relation to the District shall be solely that of an independent contractor. As such, the compensation being paid pursuant to this RFP shall not be subject to withholding taxes or other employment taxes required with respect to compensation paid by the District to an employee.

The Successful Proposer shall observe all requirements imposed by any laws upon corporations.

The District shall submit a Form 1099 and IT 2102.1 at year end to the Federal government, which the Provider will report for income tax purposes. Neither the Successful Provider nor any of its employees, agents or assigns will be eligible for any employee benefits whatsoever relative to this RFP including, but not limited to, Social Security, New York State Worker’s Compensation, unemployment insurance, New York State Retirement System benefits, health or dental insurance, or malpractice insurance.

The Successful Proposer will pay all expenses incurred in connection with the performance of duties hereunder, including but not limited to automobile and/or travel expenses. With regard to employees of the Successful Proposer, the Successful Proposer alone shall be responsible for their work, personal conduct, direction, compensation, and for payment of all employment and other taxes in relation thereto.

Contract: The Successful Proposer will be required to execute a contract with the Mount Vernon City School District which will include the terms and conditions set forth herein.