RFP #09-018
Title: Professional Cooking Training
The New York State Education Department (NYSED) is seeking proposals to hire a facility that will host, direct and provide services for the NYSED sponsored training, “Professional Cooking” for statewide school food service personnel. Eligible applicants include any facility that can meet all of the items detailed under Mandatory Requirements. Applicants must sign and submit the Mandatory Requirements Certification Form. Subcontracting will be limited to twenty-five percent (25%) of the annual contract budget. NYSED encourages the use of minority/women-owned business enterprises as both prime contractors and subcontractors. Please see the section of this RFP for information regarding NYSED’s Minority/Women-Owned Business Enterprise Procurement Policy. NYSED will award one (1) contract with a term of five (5) years. The contract will run from March 1, 2010-February 28, 2015.
For a detailed listing of all Mandatory Requirements, see the Mandatory Requirements section of this RFP.
Components contained in RFP Proposal #09-018 are as follows:
- Description Of Services To Be Performed
- Submission
- Evaluation Criteria and Method of Award
- Assurances
- Submission Documents
(201 KB)
Questions regarding the request must be submitted by E-mail to PROCOOKING@mail.nysed.gov no later than the close of business October 30, 2009. Questions regarding this request should be identified as either Program or Fiscal. A Questions and Answers Summary is now posted.
Program Matters |
Fiscal Matters |
| Frances O’Donnell | Gary Yorkshire |
| (518) 473-8781 | (518) 408-1715 |
| E-Mail: PROCOOKING@mail.nysed.gov | E-Mail: PROCOOKING@mail.nysed.gov |
Six (6) copies of each technical proposal (one bearing an original signature in blue ink) AND three (3) copies of each cost proposal (one bearing an original signature in blue ink) AND one (1) electronic version in Microsoft Word (CD format) of both the technical and cost proposal must be received no later than November 23, 2009 at 3:00 PM.
Send to:
New York State Education Department
Bureau of Fiscal Management
Contract Administration Unit
89 Washington Avenue, Room 505W EB
Albany, NY 12234
Facsimile copies of the proposals are NOT acceptable.
Submit in a sealed envelope labeled "Bid Proposal - RFP #09-018 Do Not Open"
Submit Cost Proposals in a separate sealed envelope labeled "Cost Proposal – RFP #09-018 Do Not Open"
Description of Services to be Performed
Work Statement and Specifications
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 Professional Quantity Food Preparation classes are for cook/cook managers in school food authorities (SFAs) that participate in the National School Lunch Program. The objective of this training is to enhance the skills of school food service personnel (grades K –12) to prepare and serve meals in accordance with the School Meals Initiative, a nationwide strategy to improve the health and nutritional status of our nation’s children. In addition, an integral element of this training is to foster and instill a sense of professionalism concerning the participant’s daily role in school food service.
The successful respondent will be required to provide the program on four (4) consecutive weeks for thirty-two (32) school food service participants each week. The facility must be centrally located within Kingston, Rochester, Binghamton, and the Albany area. Thirty-two (32) different participants will be attending each week. The attendees will come from every section of the state. The instruction will span from Monday to Thursday in both classroom and kitchen settings. The weeks (Monday – Thursday) will be as follows:
| Week 1 | July 05 - July 08, 2010 |
| Week 2 | July 12 - July 15, 2010 |
| Week 3 | July 19 - July 22, 2010 |
| Week 4 | July 26 - July 29, 2010 |
The Professional Cooking course is a professional development opportunity for persons who prepare meals or food items for students participating in the National School Lunch Program and School Breakfast Program for grades K – 12. The course was developed in collaboration between the New York State Education Department and a task force comprised of food service directors from across the State.
The course and Professional Cooking Manual are designed to enhance or improve the quantity food preparation skills of school food service staff. The Manual (available upon request) correlates with the course and summarizes basic quantity food preparation techniques taught by the school food service oriented instructors. It becomes an important reference tool for each participant. The Manual also includes a nutritional analysis of each recipe. The course includes both classroom and hands on kitchen production segments.
Throughout the course, in all aspects of the training, "Mise en Place – everything in its place" is a focal point. The participants learn that for the true professional, Mise en Place means far more than to simply assemble the ingredients and utensils for a particular period. Mise en Place is a state of mind - where all tasks are kept in mind simultaneously; while weighing and assigning each its proper value and priority. Mise en Place is an integral part of the training that is subtly and overtly demonstrated through the classroom and lesson plans, the quality and demeanor of the instructors, uniform requirements, etc.
The schedule for the four-day workshop is detailed on Attachment A.
Mandatory Requirements
Applicants must sign and return the Mandatory Requirements Certification Form, located in Submission Documents. Failure to return this signed form will result in disqualification.
- A facility is needed to provide classroom/meeting room space with tables or desks for writing or a small auditorium that has seating with writing surfaces for all 32 participants for the PowerPoint Orientation presentation on Monday, the sanitation workshop directly following orientation, the Merchandising and Marketing workshop - Thursday a.m., all 10-15 minute welcome back/closing meetings in the mornings/afternoons on Tuesday, Wednesday and Thursday, the Standardized Recipes/Production Records – Tuesday a.m., the Work Simplification class-Tuesday afternoon and the knife demo Tuesday a.m. In addition, three separate classrooms are needed (for 12 – 15 people) to be used simultaneously for the 45 minute production introduction segments - Tuesday a.m., Wednesday a.m. and p.m., and space for Monday night working dinner and activities.
- Provision of kitchen laboratory space is needed for 32 attendees in three (3) commercial kitchen areas - three distinct separate kitchen spaces being simultaneously taught. Each kitchen should be in close proximity to the classrooms due to time constraints. Kitchen space includes industrial equipment: ovens, refrigerators, freezer, dishwasher, etc. – in good working order, utensils and supplies (including all food) for quantity food preparation in three separate kitchen or kitchen areas that can accommodate 12 persons each. Utensils and equipment include a cutting board, paring knife, French knife, measuring cups, measuring spoons, etc. for each participant. The three kitchen areas are required to be clean and sanitized.
- Ability to provide specified meals and refreshments for the 32 participants, all instructors and support staff and approximately 3 - 4 NYSED representatives each week. Meals include lunch for Tuesday and Wednesday. Food prepared in the classes can be served for Tuesday and Wednesday lunches except for Tuesday in week one when lunch will need to be provided. Dinner meals must be within State rates (http://www.gsa.gov/
). Specific meal requirements are listed on Attachment A. - Availability of single room lodging, close to the training site, is needed for the thirty-two (32) attendees plus the school food service instructors. Lodging must be within State rates, which can be obtained by visiting the following web site: http://www.gsa.gov/ (NYSED staff will pay separately for their lodging.)
- All printing of training materials – training manual, sanitation handouts, merchandising and marketing handouts, "Thought for the Day" mini posters- will be done by NYSED and shipped to the site. A locked room must be available beginning in June 2010 throughout the 4 weeks of training to store the Professional Cooking materials. Also, a person should be appointed who will be responsible for receiving and storing the materials. Lamination of the mini posters (approximately 300) is to be provided by the vendor.
- At least three instructors should be hired for each week. Instructors must be able to teach adults with various educational backgrounds. All three classrooms and kitchen instructional areas will be simultaneously taught. The instructors must have school (grades K-12, not university), hands-on food service backgrounds. The same instructors for the 45-minute classroom sessions, directly preceding the kitchen lab instruction, will instruct in the kitchen lab segment. NYSED will retain final approval over selected instructors. See Attachment B for a list of duties for the instructors.
- Three kitchen assistants will work for the entire day, Tuesday and Wednesday each week. One kitchen assistant will work with each instructor in the individual kitchen area. See Attachment B for a list of specific duties.
- Each week, the registration table is to be set up with Professional Cooking 2010 Manuals, orientation packet (contents details to be provided by NYSED), sign-in sheet and sign-up sheet for continuing education credits, (continuing education sheets provided by NYSED). Printing of the following materials to be provided by vendor:
- Agenda for the four day workshops
- Directions to hotel/accommodations
- Ice breaker worksheet (to facilitate communication)
- Emergency medical form
- Tab titles sheet for Manual
- Team reflections page for Manual
- Dinner information
- Cover and spine insert for Manual
- Certificates for participants completing workshops
- Evaluation forms for participants to complete at end of workshops
- Obtain information/pamphlets and brochures about area attractions for the orientation packets.
- Provide a comprehensive map to the site for the back of the confirmation letter and a map of the site, with locations for meals and lodging for the orientation packet.
- For those participants who do not drive to the training session (approximately 1-4 will arrive by train or bus each week), indicate a transportation plan to transport participants from the bus or train terminals and vice versa, to the teaching site, lodging, and meals.
- NYSED will provide a debriefing form. It is required that a designated instructor or all the participating instructors, and the site staff, will attend a debriefing session in week 4.
- Indicate intent to implement and follow the NYSED Production Record Form (Attachment C) within the classroom and laboratory exercises as stipulated in the lesson plans.
- The recipes that will be used are in the Professional Cooking Manual, which will be provided upon request. Refer to the recipes to ensure that the proper equipment, utensils and all food supplies are available to meet the demand. Recipes are prepared 3 times each week for the entire 4-week sessions.
- Must use 5-8 commodity food items, within stipulated recipes. Commodity food items will be provided from the NYS OGS Division of Donated Foods. NYSED will make the contacts for arranging what items will be available. Vendor must pick up and properly store and account for food items.
- Provide all of the audiovisual (A/V) equipment, including the following: high density LCD projector and screen, laptop computer, overhead projector/screen, extension cords, 3-4 ½ podiums to sit on table, video projector and monitor, easels with flip charts and markers (three are required for the team reflections segment), extra flip charts, extra tables for displays and materials.
- A person must be designated to set up A/V equipment, responsible for its operation and to fix any operational problems.
- Processing the approved applications for participants furnished by NYSED. Processing of the applications means personnel will receive the approved applications from the NYSED representative. Applications will be available on NYSED website. Approved applications will be sent to the site beginning in May through July. The following duties are required of staff processing the applications, but not limited to:
- Create a data base of all applications;
- Create the 4 week lists – 32 participants per week;
- Send confirmation letters to all participants and to their supervisor, send denial letters to the applicants and their supervisors, send waiting list letters to the applicants and their supervisors;
- Create a data base of participants on a waiting list;
- Handle all calls regarding the placement of participants on the 4 week lists, waiting list, and requests for changes in participant’s week to attend, etc.;
- Ongoing updating of weekly list ensuring 32 participants per week;
- One week before the training session, call the applicants to ensure their attendance and review with them a listing of pertinent data provided by the State Education Department (this list includes the uniform requirements, etc);
- Generate the weekly sign-in sheet for registration;
- Generate name tags for the orientation;
- Generate the listing of weekly attendees including name (last and first), district, and school phone number for the orientation packet;
- Inform lodging facility of weekly participants’ names and any additions/deletions;
- Be responsive to the State Education Department representative regarding information pertaining to the application process. The State Education Department representative will handle all program questions and provide the prototype of the confirmation, denial and waiting list letters to be sent.
- Provide two complete sets of professional chef attire, including chef hats, jackets and pants for all of the instructors, along with professional attire for all kitchen support staff. Arrangements to get clothing measurements from instructors must be made by the vendor.
- Have hairnets, hair restraints, hats and aprons available for all participants, instructors, kitchen support staff and visiting NYSED staff. Indicate laundering capabilities regarding apron usage.
- Purchase a total of 140 Taylor thermometers in order to distribute one to each participant. Specifications for the Taylor thermometers are 0/220°F, 5 inch stem, with Safe-T-Set pocket case. (must be thermometers that can be calibrated manually)
- Order and purchase Professional Cooking aprons and lapel pins to be given to participants at the concluding ceremony.
- Provide and follow the established course outline provided by NYSED.
- Provide road signs to lead participants to sufficient on-site parking and the registration area.
- It is an expectation that the NYSED representative will receive reasonable advance notice of any change in personnel who will be working on this project.
- Provide ice, water, glasses, cooked oatmeal in a stockpot, eight designated white powders (ie sugar, flour, baking soda, etc.) in clear baggies and a 4-inch hotel pan for sanitation activities and standard operating procedures.
- Plan for excess prepared food to be distributed to a food bank on Thursdays.
Child Nutrition Program Administration Will Provide:
- A State Education Department representative to oversee the program, who will also be available for consultations and on-site meetings. The fluid and seamless preparation, hiring of staff including the instructors, obtaining the food, etc. and the overall day-to-day operation of activities for the program is the SOLE responsibility of the vendor.
- Approval or denial of all applications prior to submitting to vendor for processing.
- Copies of the approved applications from participants.
- A prototype letter to be sent to participants for their confirmation, denial or status on the waiting list.
- An NYSED staff member will conduct the orientation PowerPoint presentation segment for the Monday and the Thursday closing/evaluation process and graduation ceremony. The instructions for conducting the Team Reflections segment where participants draw together their learning for the week will be provided.
- NYSED staff will present the Sanitation and Merchandising and Marketing workshop segments and provides handouts for these sessions.
- NYSED’s “Work Smarter Not Harder” booklet (included in the Professional Cooking Manual) for the work simplification class (to be led by one of the instructors).
- Prototypes for all printed materials for orientation except for participants list, dinner information, and directions to hotel/accommodations, certificates to be presented at closing ceremony, Professional Cooking Manual cover and spine insert.
- Dissemination of the statewide notification packet, containing the application, to all applicable school food authorities.
- The entire course outline including class lesson plans, PowerPoint presentation shows for orientation and standardized recipes and production records segments, and all course materials and activities for the classes for Sanitation and Merchandising and Marketing conducted by NYSED.
Contract Period
NYSED will award one (1) contract with a term of five (5) years. The contract will run from March 1, 2010-February 28, 2015.
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, if funding is available and/or services are needed. 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.
Subcontracting Limit
Subcontracting will be limited to twenty-five percent (25%) of the annual contract budget. Subcontracting is defined as non-employee direct personal services and related incidental expenses, including travel.
New York State Education Department’s Minority/ Women-Owned Business Enterprise Procurements Policy
It is the policy of the New York State Education Department to provide certified minority or women-owned business enterprises and small business enterprises with equal opportunity to Department procurements. Article 15-A of the NYS Executive Law, and Section 163 (6) of the NYS Finance Law were enacted to promote fairness in, and greater access to, the procurement process. The Board of Regents and the Commissioner are committed to a workforce that is representative of the many communities we serve, and to business practices which likewise reflect this commitment. Integral to the achievement of these goals is the increased utilization of women and minority-owned enterprises (M/WBEs) as vendors of the goods and services purchased/contracted by the Department. In doing so, we will further support our mission “To raise the knowledge, skill and opportunity of all the people in New York.
Every Department employee involved in the procurement process is responsible for ensuring both compliance with the above referenced laws and the maximum possible use of M/WBEs consistent with procedures developed jointly by the Office of Fiscal Management and the Office for Diversity, Ethics and Access.
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.
Submission
Documents to be submitted with this proposal
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. This will be followed by various terms and conditions that reflect the specific needs of this project.
Project Submission
Each proposal submitted in response to this RFP should contain six (6) copies of each technical proposal (one bearing an original signature), three (3) copies of each cost proposal (one bearing an original signature), and one (1) electronic version in Microsoft WORD (CD format) of both the technical and cost proposal. All proposals must be received by November 23, 2009.
Technical Proposal (70 Points)
Your Technical Proposal should include the following:
- Response Sheet for Bids
- All Forms and Assurances located in Submission Documents including signatures where necessary
- Mandatory Requirements Certification Form, Signature Required
To be considered responsible, a respondent must submit a proposal that complies with, but is not limited to, the following:
- Complete description of classroom and kitchen facilities. Include a list of the kitchen equipment (appliances) that is available for use, along with the size of kitchens and classrooms. Indicate the distance from classrooms to kitchens.
- Provide a description of the lodging and the proximity to the classrooms/kitchens at the training facility(s).
- Indicate how many and what other groups will be training on-site each week of the Professional Cooking training session. Provide a description of the types of activities and duration of use of the same areas.
- Title and background information of staff member(s) who will direct the program and an indication of their time dedicated to the direction of this project. Be specific, how many people will be involved in the administration, what their duties for this project will be and what time will be dedicated in their specific roles in this project. Precisely, who will administer the project, lead the instructors, handle the day-to-day operations and their responsibilities, etc. Make special notations that if designated staff is already employed by the facility in a year-round position, how and when they will prepare, work on, and dedicate time to the Professional Cooking 2010 project. Include the person appointed who will be responsible for receiving and storing the materials in a locked room. Indicate in your plan for the provision of a pot/pan/dish washer.
- Indicate the number of assistant staff that will be responsible to have specified food for participants’ meals, breaks, receptions etc. prepared, set out, replenished and cleaned up.
- Indicate any support staff or others to assemble orientation packets (site must purchase green, pocket orientation packets), assemble manuals, hand out orientation packets, handle on-site registration for Professional Cooking program, and ensure smooth hotel registration for participants and overall training needs.
- Indicate the person that must be designated to set up A/V equipment, be responsible for its operation and fix any operational problems immediately.
- Develop an in-depth, feasible timeline that begins with a fully executed contract. The timeline must be indicated in terms of days and weeks to accomplish specific tasks and duties, instead of dates. The expectation is that the timeline will be followed and adhered to by the vendor unless discussed with the NYSED representative. The timeline should indicate a comprehensive understanding of the breath and scope of this project and clearly show how the project will be handled, and by whom. An important component of the timeline is an indication that there is communication and collaboration among all staff members working on this project and a clear delineation of the person(s) responsible/accountable for the individual segments of the program. The inclusive timeline should be comprised of, but is not limited to the following:
- Hiring instructors (grades K-12 school food service personnel with hands-on experience
- Hiring of all kitchen support staff
- Schedule meetings with instructors
- Meet with NYSED representative
- Handle the notification process beginning in May or June 2010 and continuing throughout the program
- Assemble the orientation packets and manuals
- Handle registration
- Conduct a complete "dry run" of program including orientation in May or early June 2010
- Order all foods, supplies, required utensils and materials
- Conduct orientation meetings for all employees, etc.
- The respondent must provide a plan for delivery of the full program each week in the event of unforeseen circumstances, personal or other. A back-up plan for all instructors, administrators and kitchen support staff working on this project must be well defined. The quality of the program, due to extenuating circumstances, cannot be compromised.
- Prior experience in conducting workshops of this size, content and duration. Provide examples of past experience in providing similar services.
- Indicate a transportation plan to transport participants from the bus or train terminals to the teaching site and vice versa.
- Describe the plan for providing meals as listed in Mandatory Requirement #3, as well as on Attachment A.
- The respondent should outline in detail the means and methods for accomplishing the RFP objectives. It is essential to include all areas noted in Mandatory Requirements.
- The respondent must detail the component costs of the RFP. Costs are to be submitted on the Bid Form Cost Proposal located in Submission Documents. The Bid Form Cost Proposal for year one must detail the comprehensive individual budget items as follows:
- Training site/audiovisual equipment (including high resolution LCD projector);
- Number of staff and their individual fees;
- Single room lodging for attendees close to training site;
- Meals/refreshments for attendees as specified;
- All food, materials and supplies for class (including a Taylor thermometer for each attendee); and
- Miscellaneous – specify items in this category
Cost Proposal (30 Points)
The original plus two copies of the completed Cost Proposal (including the information request above in item #14) should be mailed in a separate envelope labeled RFP#09-018 Cost Proposal Do Not Open and should include the following:
- Bid Form Cost Proposal—Detailed Budget for Year One (3/1/10-2/28/11)
- Annual Budget Summaries for Years 2011/12-2014/15
- Five Year Budget Summary (3/1/10-2/28/15), Signature Required
- Subcontracting Form
Provide a detailed budget for year one (3/1/10-2/28/11), annual budget summaries for years 2011/12-2014/15, as well as a Budget Summary for the entire five year contract period (3/1/10-2/28/15). (See Submission Documents).
Subcontracting is limited to no more than 25% of annual contract budget. Subcontracting is defined as non-employee direct personal services and related incidental expenses, including travel.
The Financial Criteria portion of the RFP will be scored based upon the grand total of the five year Budget Summary.
Evaluation Criteria and Method of Award
This section begins with the criteria the agency will use to evaluate bids, and closes with the “method of award” or how the contractor will be selected. This will be followed by various terms and conditions that reflect the specific needs of this project as well as New York State contract guidelines and requirements.
Criteria for Evaluating Bids
Technical Criteria (70 Points)
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 ink are included as required.
The technical portion of the proposal will be reviewed and rated by the evaluation committee according to the technical evaluation criteria below. Proposals receiving at least seventy percent (70%) of the points available for the technical proposal (a total of 49 out of 70 points) will move to the next step of the process. Proposals with a score of less than 49 points in the Technical Proposal section will be eliminated from further consideration.
Site Visit
After the final score has been calculated for each vendor, including the cost score, a site visit will be conducted at the facility of the highest ranked vendor. The site visit will be made to determine if the highest ranked vendor meets all of the Mandatory Requirements outlined in the RFP. This site visit will be a pass/fail scenario.
If the highest ranked vendor is determined to meet all of the Mandatory Requirements, an award will be made to that vendor. If the highest ranked vendor fails the site visit, a site visit will be conducted at the facility of the next highest ranked vendor. This process will continue until one vendor passes the site visit and an award is made.
Technical Evaluation (70 points)
The determination of this section of the proposal will be based upon information supplied by the respondent in response to this RFP. Each proposal will be evaluated on the following criteria:
Criterion |
Points |
| Title and background information of each staff person who will be involved in the program has been provided. This includes the project director, assistants, support staff, and kitchen staff. A description of the duties to be assigned to each staff person and the amount of time each position will be dedicated to the Professional Cooking program has been provided. | 20 Points |
| Number of other groups/organizations using the same areas and facilities during workshop dates and times has been provided. Description of the types of activities and duration of use of these same areas is included. | 5 Points |
Timeline is acceptable and complete, and indicates a comprehensive understanding of the breadth and scope of this project. The timeline indicates that the vendor will:
|
20 Points |
| Prior experience in conducting workshops of this size, content and duration is well defined. Types of workshops previously administered and description (size, length of time, content) is provided. | 10 Points |
| A back-up plan for the delivery of the full program in the event of unforeseen circumstances has been provided. A back-up plan for all instructors, administrators and kitchen support staff working on this project has been provided and is well defined. | 15 Points |
Financial Criteria (30 Points)
The Financial Criteria portion of the RFP will be scored based upon the grand total of the Five Year Budget Summary.
- The financial portion of the proposal represents thirty (30) points of the overall score and will be awarded 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 agency reserves the right to request best and final offers.
- The submitted budget will be awarded points pursuant to a formula which awards the highest score of thirty (30) points to the budget that reflects the lowest overall cost. The remaining budgets will be awarded points based on a calculation that computes the relative difference of each proposal against the lowest budget submitted. The resulting percentage is then applied to the maximum point value of thirty (30) points.
Method of Award
The aggregate score of all the criteria listed will be calculated for each proposal received.
The contract issued pursuant to this proposal will be awarded to the vendor whose aggregate technical and cost score is the highest among all the proposals rated.
In the event that more than one proposal obtains the highest aggregate score, the contract will be awarded to the vendor in that group of highest aggregate scores whose budget component reflects the lowest overall cost.
The New York State Education Department reserves the right to reject all proposals received or cancel this RFP if it is in the best interest of the Department.
Post Selection Procedures
Upon selection, the successful bidder will enter into negotiations for a contract with NYSED. The contents of this RFP, any subsequent correspondence related to final contract negotiations, and such other stipulations as agreed upon may be made a part of the final contract developed 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.
Appeals Process
If a bid proposal is not recommended for award, the bidder may file a formal written appeal of the award results within 10 business days of receipt of the notice of non-award.
The process is as follows:
The Contract Administration Unit (CAU) will convene a review team that will include at least one staff member from NYSED’s Office of Counsel, CAU, and the Program Office. The appeal review team will review the written appeal, discuss the merits of the appeal and decide to approve or deny the appeal. Counsel’s Office will provide the bidder with written notification of the review team’s decision within seven business days of receipt of the receipt of the appeal. The original appeal and decision will be filed with OSC when the contract procurement record is submitted for approval and CAU will advise OSC that an appeal was filed.
The appeal and any documentation must be sent to:
Contract Administration
New York State Education Department
89 Washington Avenue, Room 505W - EB
Albany, New York 12234
Debriefing Procedures
All unsuccessful bidders may request a debriefing within 30 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.
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.pdf .
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 or go directly to the VendRep System online at https://portal.osc.state.ny.us/wps/portal . Vendors should also refer to the VendRep System checklist, which can be found at http://www.osc.state.ny.us/vendrep/documents/checklist.pdf .
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 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 (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.
Designated Contacts for NYSED
Program Office – (Frances O’Donnell)
Contract Administration Unit – (Gary Yorkshire)
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 - see link below). 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.
Form A: http://www.osc.state.ny.us/agencies/gbull/g226forma.doc
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 - see link below) 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).
Form B: http://www.osc.state.ny.us/agencies/gbull/g226formb.doc
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 .
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 .
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 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 two (2) certifications:
- MacBride Certification
(Signature Required - the form is included in Submission Documents) - Certification-Omnibus Procurement Act of 1992
(Signature Required - the form is included in Submission Documents)
Appendix A-1 – NYSED Contract Clauses
Certification Regarding Lobbying; Debarment and Suspension; and Drug-Free Workplace Requirements (Signature Required - the form is included in Submission Documents)
Offerer Disclosure of Prior Non-Responsibility Determinations (Signature Required - the form is included in Submission Documents)
Appendix A - Standard Clauses for NYS Contracts
Appendix A-1
Attachment A
Workshop Schedule: Monday - Thursday
Monday |
|
| 12:00 - 1:00 | Registration: registration materials provided, beverages available |
| 1:00 – 2:30 | Orientation (PowerPoint presentation that is led by an SED representative) During Orientation, two (2) on-site personnel must be available to conduct brief, comprehensive facility tours for the participants. |
| 2:30 – 2:45 | Break including refreshments |
| 2:45 – 5:00 | Sanitation workshop (SED instructor) |
| 5:00 – 5:20 | Closing comments and information updates |
| 5:30 | Catered Working Dinner – Team building activities (vendor directed) Check into lodging: single room lodging |
Tuesday |
|
| 7:30 – 8:00 | Continental breakfast at lodging/workshop site |
| 8:00 - 8:30 | Informational updates and activities for introduction to their TEAMS - Led by one of the instructors each morning and afternoon |
| 8:30- 10:30 | Standardized Recipes and Production Records Workshop – State Education Department Master Instructor Program presented by one of the instructors, including a "brief" break/refreshment to be consumed during class |
| 10:30 – 10:50 | Knife Skills Demonstration |
| 10:50 - 12:15 | Professional Cooking: 45 minute classroom instruction and then Production Kitchen lab instruction – Simultaneous instruction of all three classrooms directly preceding laboratory production:
|
| 12:30 – 1:00 | Lunch – Food that was prepared the previous week (except for the first week – entire lunch must be provided on Tuesday) |
| 1:00 – 3:30 | Professional Cooking Production Kitchen – continuation from 12:15 Break/refreshments (including a 15 minute break with refreshments) |
| 3:30 – 4:30 | Work Simplification Techniques – Using the NYS Education Department’s Work Smarter Not Harder booklet (classroom – or large group instruction room, for all 32 participants required). Conclusion of day to be led by an instructor/review tomorrow’s agenda/dinner plans, etc. Dinner |
Wednesday |
|
| 7:30 – 8:00 | Continental breakfast at lodging/workshop site |
| 8:00 - 8:15 | Overview and Highlights of Program |
| 8:15 - 10:15 | Professional Cooking Production – same as above |
| 10:15 - 10:30 | Break/refreshments |
| 10:30 - 12:00 | Professional Cooking Production – same as above |
| 12:00 - 12:30 | Lunch – Food they have prepared that day |
| 12:30 - 2:45 | Professional Cooking Production – same as above |
| 2:45 - 3:00 | Break/refreshments |
| 3:00 - 4:30 | Professional Cooking Production – same as above Conclusion of day to be led by an instructor/review tomorrow’s agenda/dinner plans, etc. Dinner |
Thursday |
|
| 7:30 – 8:00 | Continental breakfast at lodging/workshop site |
| 8:00 - 10:00 | Merchandising and Marketing workshop (SED instructor) |
| 10:00 - 10:15 | Break/refreshments |
| 10:15 - 11:00 | Program closing/Highlights Program Evaluations |
| 11:00 - 12:00 | Presentation of certificates Graduation Reception – Cake and beverages |
Workshop Menu
Orientation Welcoming Selections: Hot and cold beverages, Ice water.
Continental Breakfast: coffee (regular and decaffeinated), tea, ice water, baked items prepared in class can be served from the preparation kitchens every week except Tuesday of the first week. Bakery items from class will need to be frozen to be used the next week.
Morning Breakfast Breaks: Hot and cold beverages/ ice water
Lunch: Assorted beverages - hot and cold selections, ice water and foods prepared in class. On Tuesday, every week except the first week, food prepared the previous week and frozen will be used. On Tuesday of the first week, there will not be food available from the previous week and lunch will need to be provided (salads, cold cuts and cheese slices, assorted breads, chips, fresh fruit).
Afternoon Breaks: Beverages, ice water
Dinner: Dinner for Monday should be catered on site since this will be a working dinner. Dinner provisions for Tuesday and Wednesday should be made at area restaurants. Tuesday, and Wednesday nights should include a salad, choice of 3-4 entrees (including one vegetarian selection), choice of 2-3 desserts, assorted hot and cold beverages. Dinner must be provided on-site or at area restaurants close to the training site and lodging.
Graduation Reception: ½ sheet cake with CONGRATULATIONS written on it, hot and cold beverages, iced water, fresh fruit. Appropriately displayed on table with tablecloth, skirting, etc.
Attachment B - Anticipated Staff Needs & Responsibilities
Instructors must be assigned to:
- Provide a 20 minute knife demonstration once, each week on Tuesday
- Present the standardized recipe and production record class each week on Tuesday morning.
- Present the work simplification class each week Tuesday afternoon
- Lead opening and closing segments on Tuesday and Wednesday each week (5-10 minutes) where a “Thought for the Day” is read, daily agenda reviewed, questions asked and answered, concerns addressed, and housekeeping reviewed.
- Overall be responsible for the smooth flow of the daily program in conjunction with the project director, movement of participants, handling of unexpected occurrences, ensure that the daily schedule is met, have constant and open communications with the project director, etc.
- One instructor is a liaison at the hotel for participant check-in on Monday evening.
Assistants
One kitchen assistant will work with each instructor in the individual kitchen area. The kitchen assistant is responsible for all pre-preparation each Monday and Tuesday and clean up each Tuesday and Wednesday p.m. for each instructor/kitchen area. Specific assistant weekly duties include but are not limited to:
- Setting up each kitchen area for each participant including equipment and food items – A COMPLETE MISE EN PLACE. Because of the limited amount of time that the participants are in the kitchens, all pre-preparation, setting up of work stations, food supplies, kitchen utensils, etc. must be accurately and consistently ready for each kitchen training period by the kitchen assistants. Only the participants will be cooking. Neither the participants nor instructors will be responsible for the setting-up of the kitchen work areas, collecting food items or kitchen and equipment supplies from around the kitchen or cleaning of the pots/pans/dishes/utensils.
- Assist in setting up of classroom areas with displays. Pictures of display requirements for each classroom will be provided by NYSED;
- Placement of recipes in plastic covers on stand-up clipboards at each work area;
- Preparing demo items for the classroom segments including: for grains - good rice/bad rice and a bean cake; for hot foods - cook 3 whole turkeys for evaluation (one boiled, one roasted and one baked) and cooked and drained 80/20 vs. 90/10 ground beef; for Standardized Recipes and Production Records - two chocolate cakes for comparison: one successful and one a mistake; cold food - set up supplies for a peanut butter and jelly sandwich demonstration and delivery to the required classroom.
- Marinate beef strips;
- Prepare wild rice;
- Cook lentils;
- Stock all areas, refrigerators, etc.;
- Have carts for each of the three kitchens stocked with weekly food items and dry items;
- Set up sanitizing buckets with solution and chix towels throughout each of the three kitchens for the participants;
- For the first 45-minute classroom segment on Tuesday, put an apron and hair restraint by each participant’s seat;
- Have all equipment set up at each participant’s work station including French knife, paring knife, waste bins, cutting board, pots, pans, etc.;
- Dish up, cover, properly label and store leftover food items; freeze appropriate items for following week’s consumption by attendees;
- Be prepared to help instructors in the classroom/kitchen lab exercises; and
- Work closely with the instructor.