EAST ISLIP UNION FREE SCHOOL DISTRICT 1 Craig B. Gariepy Avenue Islip Terrace, New York 11752
REQUEST FOR PROPOSALS UNIVERSAL PRE-KINDERGARTEN SERVICES
The East Islip Union Free School District (hereinafter the "School District") invites proposals from not- f o r - p r o f i t qualified community based organizations, providers of child care and early education (hereinafter referred to as the "Organization") to provide Universal Pre•Kindergarten Services for four-year old students who reside in the School District.
The objective of this Request for Proposals ("RFP") is to solicit proposals from experienced early childhood education providers, qualified not- f o r - p r o f i t community based organizations and child care providers with demonstrated success in the area of operating Universal Pre•Kindergarten programs that will provide the nurturing educational experiences needed to prepare our youngest students for success in subsequent schooling.
Under this solicitation, the Board of Education intends to select one agency 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 Universal Pre•Kindergarten program is conducted. Proposers must provide Universal Pre-K 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 Universal Pre•Kindergarten Program.
Term of Engagement: The term of this engagement shall be one (1) year commencing with the 2016-2017 school year. The School District shall have the option to renew the agreement for two (2) 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 the RFP and the agency's proposal.
Eligibility: A n o t - f o r - p r o f i t organization responding to this RFP must be a provider of child care 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 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: For purposes of this RFP, Universal Pre•Kindergarten ("UPK") services are early childhood education programs for 2 and 1/2 hours, five days a week for approximately 81 children and 30 to 35 additional children not enrolled in the UPK program. The program must be conducted at least 180 days per year in accordance with the School District's school calendar. Sessions should be held between the hours of (i) 8:30 a.m. to 11:00 a.m. and (ii) 12:30 p.m. to 3:00 p.m. A nutritional meal and/or snack must be provided to participating
East Islip School District UPK RFP Page 1 children during the session. Locations are to be at both Connetquot Elementary School and Timber Point Elementary School. Preference will be given to a provider who has the ability to offer extended-day childcare services beyond the scope of the UPK Program sessions at the parent’s expense. This extended day care option will be offered within the confines of the East Islip School District.
School District Universal Pre-Kindergarten Program
All proposers shall be required to provide UPK services in accordance with Education Law and the regulations of the Commissioner of Education. (A copy of the Commissioner's Regulations is attached hereto APPENDEX A). The UPK 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; • Ensures continuity in the program with instruction in the early elementary grades; • Encourages children to be self-assured and independent; • Encourages the co-location and integration of children with special needs; • Supports transition and continuity with the District's K-5 program; • Utilizes 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; • Provide a method for selection of eligible children on a random selection basis; • Provide timely and ongoing communication with district office personnel regarding the filling of vacant seats in the program as they arise; • Provide the necessary staffing to cover entrances and exits during arrival and dismissal as well as overall program safety during hours of operation;
Ongoing communication with building principals regarding student issues such as social, emotional, medical and educational needs. 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.
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The successful proposer shall provide the following services, consisting of, but not limited to the following:
• A Universal Pre-Kindergarten Program capable of meeting the needs of the School District students. • The implementation of goals and objectives for the educational services provided through the Universal Pre-Kindergarten Program. • Preparation of a written annual assessment regarding the implementation of the goals and objectives for the 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
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PROPOSAL SUBMISSION REQUIREMENTS
Proposal Calendar:
Request for Proposals Issued March 3, 2016 Last Date of Questions for Clarification March 18, 2016 Due Date for Proposals March 24, 2016
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:
Stephen D. Harrison Assistant Superintendent for Business East Islip Union Free School District 1 Craig B. Gariepy Avenue Islip Terrace, New York 11752
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, East Islip Union Free School District-Universal Pre-Kindergarten RFP, and the page number. All materials submitted in response to this request for proposal shall become the property of this School District.
All proposals must be received on or before 11:00 a.m., prevailing time, on March 24, 2016.
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 Stephen D. Harrison, Assistant Superintendent for Business in writing via fax at 631-581-8986 or by email at sharrison @ei.schools .org prior to March 18, 2016. Responses to any questions will be sent to all prospective proposers in writing as an addendum to this RFP.
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.
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 (25 points);
Part II must consist of responses to items concerning Universal Pre-Kindergarten Services (25 points);
Part III must include a description of staff qualifications, staffing patterns, child- staff ratio and the administrative structure of the organization (25 points);
Part IV must include a proposed budget for school year 2016-2017 (25 points).
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Part I: Organizational Capacity and Qualifications [25 points]
• 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 Universal Pre-Kindergarten Services. Please include information on the proposed facilities, classroom space and other resources that will support the provision of these services, including the use of the East Islip Elementary School facilities. • Provide a written, detailed program narrative that describes how the proposer's program is aligned with the requirements of the State of New York, Common Core 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 an individual(s) as the UPK Teacher and para• professional aide and provide proof of his/ her certification and a resume for each individual so designated. • Provide evidence of proposer's credentials and qualifications to provide a Universal Pre- Kindergarten Program. • Provide a list and description of similar UPK contracts and/ or projects awarded by other school districts. • Provide evidence of the individual/ proposer's license to provide Universal Pre• Kindergarten program 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 resumes together with a list and resumes of all staff members who will be specifically involved in the implementation of the Universal Pre-Kindergarten Program in East Islip. • State the names and credentials of all principals, employees or independent contractors that might be assigned to the Universal Pre-Kindergarten Program provided to the School District and provide their resumes. • Provide proof that all teachers are highly qualified as per New York State requirements and regulations. • Provide any other information that might be beneficial to the School District.
Part II-Universal Pre-Kindergarten Services [25 points]
• Describe the services to be provided by the proposer • Describe the early childhood services the organization will provide through the Universal Pre-Kindergarten 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
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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-5 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 and the number of hours per day that the proposed program will operate. • Indicate how the proposer will accommodate students who are not selected through the lottery system for the UPK Program. • Indicate how the proposer will ensure that the three-year old children who attend programs in East Islip Union Free School District are not displaced by the UPK Program or any other program offered to pre-K students. • 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 utilizes 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 East Islip Union Free School District.
Part III-Program Staffing [25 points]
Describe how the proposed program 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 UPK 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 district with highlights of any specific experience in school districts.
Part IV-Proposed Budget [25 points]
Provide a detailed budget for the proposed program during 2016-2017 school year. Include any cost or price information that would be included in a potential
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agreement with the District, including but not limited to compensation to the district for the use of space.
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: Costs listed must be sufficient to serve a minimum of 81 students. Costs must also be summarized on a cost per student basis. In consideration of the license granted to the awarded vendor by the School District, the School District shall provide classroom space for the operation of the UPK Program and the awarded vendor shall compensate the School District a license fee per child per month for each child not enrolled in the Universal Pre-Kindergarten Program. Submit a cost proposal for the services described above. 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 and the additional compensation. 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 and or snacks • supplies and materials • compensation for license fee for child not enrolled in UPK • additional compensation shall be required for each student that participates in the extended-day childcare services beyond the scope of the UPK Program
Note: The East Islip Union Free School District will provide the facility and furniture.
Compensation: Compensation for the use of this space to the District will deemed on a registered, 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, if the organization has not provided UPK services to the East Islip Union Free School District, it 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.
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Proposal Evaluation and Award: Proposals received will be reviewed and evaluated by a committee including the Assistant Superintendent of Business, Purchasing Agent, District Treasurer and/or other representatives of the School District as selected by the Superintendent of Schools or her designee. The Committee will select the proposal which best addresses the criteria set by the School District and whose proposal offers a UPK Program in the best interest of the School District. Proposals shall be evaluated based upon the following:
1. C o m p l i a n c e with Qualification Requirements; 2. Proposer's comprehension of the Scope of Services and proposal to provide such services; 3. Experience of individual or business providing a Universal Pre-Kindergarten Program; 4. Knowledge and experience of New York State School regulations; 5. Program Costs; 6. Proposer's demonstrated capabilities (equipment, financial solvency, insurance, location); 7. Length of time in business; 8. Client references; 9. Staffing - (Evaluation of Employees’ Resumes).
The School District reserves the right to make any investigation into a proposer as it deems necessary for purposes of evaluating and awarding this RFP. The evaluation process is designed to award the proposal not necessarily to the proposer of least cost, but rather to the proposer with the best combination of attributes based on the evaluation and RFP criteria.
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: The awarded proper agrees to maintain the following insurance coverages during the term of this agreement. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the Contractor agrees to effectuate the naming of the School District as an additional insured on the following described insurance policies, with the exception of worker’s compensation. The policies naming the School District as an additional insured shall be an insurance policy for an A.M. Best rated “secured,” New York State admitted insurer; and state that the coverage for the School District shall be primary coverage for the District and its board member, Superintendent of Schools, officers, employees and agents. The required coverages are:
i. Public liability insurance shall be maintained in the amount not less than one million dollars ($1,000,000) per occurrence, three million dollars ($3,000,000) aggregate for bodily injury, property damage, to include products and completed operations and personal injury protection.
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ii. Commercial General Liability Insurance one million dollars ($1,000,000) per occurrence, three million dollars ($3,000,000) aggregate, with no exclusions for sexual assault, sexual misconduct or molestation. iii. Worker’s compensation, unemployment compensation, disability insurance, social security and other insurance coverage, shall be maintained in such amounts as may now or hereafter be required by any applicable law; and iv. Such other insurance as the School District may, from time to time, require in amounts designated by the School District; and v. Board of Directors (or School Leaders) Error and Omission coverage one million dollars ($1,000,000) per occurrence, two million dollars ($2,000,000) aggregate including express coverage for any claimed violation of civil rights or any claim arising under federal law including but not limited to 42 U.S.C. Section 1983 American With Disabilities Act, Section 504 of the Rehabilitation Act of 1973, or any federal or state statue, rule or regulation relating to the education of the handicapped.
All such policies shall insure the Contractor and the School District and shall them against any liability that may accrue by reason of this Agreement and the Contractor’s business or operations or by the acts of an employee or agent of the Contractor. The Contractor’s obligation to obtain and maintain the foregoing policy or policies of insurance shall not be limited in any way by reason of any insurance which may be maintained by the School District, nor shall the Contractor’s performance of this obligation relived it of liability under the indemnity provision set forth in this Agreement. The Contractor shall deliver to the School District certificates of insurance evidencing its compliance with this paragraph and instruct the carrier(s) to provide thirty (30) days’ notice of cancellation to the School District.
1. Professional Liability Insurance: A policy or policies with limits not less than $1,000,000 per occurrence/$2,000,000 aggregate for the professional acts of the consultant performed under the contract for the District. If written on a “claims• made" basis, the retroactive date must pre-date the inception of the contract or agreement. Coverage will remain in e f f e c t for two (2) years following the completion of work.
Each policy of insurance required will be of form and content satisfactory to the School District.
The School District will be named as an additional insured on the General Liability policy.
2. The policy will not be changed or cancelled until the expiration of thirty (30) days after written notice to the School District. It will be automatically renewed upon expiration and continued force unless the School District is given at least thirty (30) days written notice to the contrary. Insurance shall be maintained at all times during the term of the agreement.
3. No work will be commenced under the contract until the Successful Proposer has delivered to the District Purchasing Agent, or his/ her designee, proof of issuance of all policies of insurance required by the contract to be procured by the Successful Proposer. If at any time, any of these policies expire or become unsatisfactory to the District, the Successful Proposer will promptly obtain a new policy and submit proof of insurance of the same to the District for approval. Upon failure of the Successful Proposer to furnish, deliver and maintain such insurance as above provided, the contract may, at the election of the District, be declared suspended, discontinued or terminated. Failure of the Successful Proposer to procure and maintain any required insurance will not relieve the Successful
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Proposer from any liability under the contract nor will the insurance requirements be construed to conflict with the obligations of the Successful Proposer concerning indemnification.
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 East Islip Union Free School District Universal Pre-Kindergarten Program is contingent upon available State Aid, which may determine level of service requested and subsequent contract extensions.
Independent Contractor: The Provider 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 Provider shall observe all requirements imposed by any laws upon corporations. The District shall submit a Form 1099 and IT 2102.1at year end to the Federal government, which, which the Provider will report for income tax purposes. Neither the 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 Provider 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 to employees of the Provider, the Provider alone shall be responsible for their work, personal conduct, direction, compensation, and for payment of all employment and other taxes in relation thereto.
Compensation for the use of this space to the District will deemed on a registered, per student basis.
Contract: The successful organization will be required to execute a contract with the East Islip Union Free School District. The terms and conditions of the agreement will comport to this RFP.
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EAST ISLIP UNION FREE SCHOOL DISTRICT UNIVERSAL PRE-KINDERGARTEN SERVICES
COST REPORT
Complete breakdown of direct and indirect cost for personnel $______
Number of teacher’s _____ Number of aide’s _____
Additional staff ______
Cost for student meals and or snacks $______
Cost for supplies and materials $______
District’s compensation for license fee for child not enrolled in UPK $______
Additional compensation for the use of this space to District will be deemed on a registered, per student basis. $______
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APPENDIX A
SUBPART 151-1 - UNIVERSAL PREKINDERGARTEN
151-1. 1 Scope of Subpart
The purpose of this Subpart is to provide four-year-old children with universal opportunity to access prekindergarten programs. This Subpart sets forth procedures and requirements for implementing such programs and making application to the commissioner of education.
151- 1.2 Definitions. As used in this Subpart:
(a) Approved expenditures means any expenses for which grant funds may be used, such as, but not limited to , program components, professional salaries , professional development , support services , materials and supplies , administrative support services , transportation services , leasing expenses or other appropriate facilities expenses and other costs as approved by the commissioner. Pursuant to section 3202 of the Education Law, no parent and/or guardian of a child participating in a universal prekindergarten program should be subjected to a fee/charge for the instructional program.
(b) Eligible not-for-profit agencies shall mean a provider of child care and early education, a day care provider, early childhood program or center or community-based organization including, but not limited to, approved preschool special education program, Head Start, nursery schools, libraries and museums which meet the standards and requirements of this Subpart.
(c) Eligible child means a child who resides within the school district who is four years of age on or before December 1st of the year in which he or she is enrolled or who will otherwise be first eligible to enter public school kindergarten commencing with the following school year. For a summer only program provided in accordance with the provisions of subdivision (d) of section 151-
1.4 of this Subpart, "eligible child" means a child who resides within the school district who is five
East Islip School District UPK RFP Page 12 years of age on or before December 1st of the year in which he or she is enrolled or who will otherwise be first eligible to enter public school kindergarten commencing with the current school year. Parents and/or guardians may choose, but are not required, to enroll their child(ren) in a universal prekindergarten program. However, upon enrollment, the school district's attendance policy must be applied.
(d) Universal prekindergarten program plan means a plan approved by the board of education or, in the case of a school district having a population of one million or more, by the community superintendent and chancellor, that is designed to effectively serve eligible children directly through the school district or through collaborative efforts between the school district and an eligible agency or agencies.
151-1.3 Uniform quality standards for all universal prekindergarten classrooms, including both
district-based and eligible agency-based classrooms
(a) Curriculum.
(1) Each school district operating a prekindergarten program shall adopt and implement curricula, aligned with the State learning standards that ensures continuity with instruction in the early elementary grades and is integrated with the district's instructional program in kindergarten through grade twelve.
(2) Each school district operating a prekindergarten program shall provide early literacy and emergent reading instruction based on effective, evidence-based practices. Essential components of this program shall include:
(i) background knowledge ;
(ii) phonological awareness ;
(iii) expressive and receptive language;
(iv) vocabulary development ;
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(v) phonemic awareness .
(3) Activities shall be learner-centered and shall be designed and provided in a way that
promotes the child's total growth and development , and ensures that:
(i) children are encouraged to be self-assured and independent through a balanced schedule
of teacher-initiated and child-initiated learning activities;
(ii) instructional materials and equipment shall be arranged in learning centers that promote
a balance of individual and small group activities;
(iii) teachers shall use intentional planning to focus instruction to meet differentiated
learning styles of students.
(b) Assessments, monitoring and reporting.
(1) School districts shall establish a process for assessing the developmental baseline and
progress of all children participating in the program. Such process must at a minimum provide for
on-going assessment of the development of language, cognitive and social skills, and ensure that:
(i) the instrument(s) used for assessment must be valid and reliable; and
(ii) assessment information must be used to inform classroom instruction and professional
development.
(2) School districts shall use the results of such assessments to annually monitor and track
prekindergarten program effectiveness. A program shall be considered effective if the enrolled
children demonstrate significant gains, as determined by the Commissioner, in language, cognitive
and social skills.
(3) Beginning in the 2008-2009 school year, school districts shall report annually, in a
manner and timeline prescribed by the Commissioner, the percentage of prekindergarten children
making significant gains, as determined by the Commissioner, in language, cognitive and social
skills. The data shall be made part of school performance reports to parents and/or guardians of
East Islip School District UPK RFP Page 14 preschool children and the public.
(c) Health and nutrition.
(1) All prekindergarten students shall be screened as new entrants as set forth in Part 117 of this Title.
(2) Prekindergarten programs that operate for less than three hours shall provide a nutritional meal and/or snack. Programs operating more than three hours shall provide appropriate meals and snacks to ensure that the nutritional needs of the children are met. Meals and snacks shall be provided in an environment conducive to interaction between staff and children and at a time appropriate to meet the children's needs and provide sufficient time for eating and interaction.
(d) Class size. 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.
(e) Staff qualifications.
(1) Prekindergarten teachers providing instruction through this Part shall possess:
(i) a teaching license or certificate valid for service in the early childhood grades pursuant to Part 80 of this Title; or
(ii) a teaching license or certificate for students with disabilities valid for service in early childhood grades pursuant to Part 80 of this Title; or
(iii) for eligible agencies collaborating with the district to provide prekindergarten services, a bachelor's degree in early childhood education or a related field, or a teaching license or certificate valid for services in the childhood grades pursuant to Part 80 of this Title, and a written plan to obtain a certification valid for service in the early childhood grades within five years.
(iv) Eligible agencies collaborating with the district to provide prekindergarten services and licensed by an agency other than the State Education Department may employ staff who meet
East Islip School District UPK RFP Page 15 the standards of the licensing or registering agency, until the beginning of the 2008-2009 school year, at which time all prekindergarten teachers shall meet the qualifications set forth in subdivisions (i)-
(iii) of this section.
(2) Until all universal prekindergarten teachers at an eligible agency site possess a teaching license or certificate valid for services in the early childhood or childhood grades, the agencies operating such programs shall employ an on-site education director during the hours that the prekindergarten program is in operation that will be responsible for program implementation.
The on-site director shall possess a teaching license or certificate valid for services in the early childhood or childhood grades pursuant to Part 80 of this Title.
(3) A prekindergarten teaching assistant providing instructional support in a prekindergarten classroom shall meet qualifications pursuant to Part 80 of this Title.
(4) A prekindergarten teacher aide providing support in a prekindergarten classroom shall meet the requirements prescribed by the local board of education.
(f) Fiscal and program oversight. A school district shall monitor compliance by collaborating eligible agencies with all fiscal and program requirements, shall assess student progress in the prekindergarten program, and shall correct any identified deficiencies .
(g) Professional development. Professional development shall be based on the instructional needs of children and shall be provided to prekindergarten teachers and staff in district and agency settings in which prekindergarten services are provided under this Subpart.
(h) Parental involvement. Each school operating a prekindergarten program shall develop procedures to ensure active engagement of parents and/or guardians in the education of their children.
(i) Support services. School districts shall provide, either directly or through referral, support services to children and their families necessary to support the child's participation in the prekindergarten program. Support services must be provided to the maximum extent
East Islip School District UPK RFP Page 16 practicable in the language or mode of communication which the parents and/or guardians and the child best understand. Whenever possible, such support services shall be provided in collaboration with other community organizations in a non-duplicative manner.
151-1.4 Program design
(a) Programs may be either full-day or half-day and must operate five days per week a minimum of 180 days per year; except that districts implementing programs for the first time or expansion classes in other districts may operate a minimum of 90 days, provided that in such instances the aid per prekindergarten pupil shall be reduced by one one-hundred eightieth for each day less than 180 days that such program or expansion class is in session, except that the commissioner may disregard such reduction for any deficiency that may be disregarded in computing total foundation aid pursuant to Education Law section 3604(7) or (8).
(b) A district may operate a summer only program during the months of July and
August, only upon demonstrating to the commissioner's satisfaction that the school district is unable to operate the program during the regular school session because of a lack of available space in both district buildings and eligible agencies. When a school district operates a summer only program the aid per prekindergarten pupil shall be reduced by one one-hundred eightieth for each day less than 180 days that the summer program is in session.
(c) Unless waived by the Commissioner pursuant to Education Law section 3602- e(5)(e) and section 151-1.5 of this Subpart, not less than 10 percent of the total grant award to school districts shall be set aside for the provision of the instructional program through collaborative efforts with eligible agencies . The program shall effectively use resources of the school district, eligible agencies, and the community to ensure that services are provided in an efficient and non-duplicative manner.
(d) School districts must establish a process to select eligible children to receive
East Islip School District UPK RFP Page 17 universal prekindergarten services on a random selection basis where there are more eligible children than can be served in a given school year , provided, however, that a school district that operated a targeted prekindergarten program in the base year may use the selection process established for such program.
(e) Integration of children with disabilities. The environment and learning activities of the prekindergarten program shall be designed to promote and increase inclusion and integration of preschool children with disabilities.
(f) The program shall be designed to ensure that participating children with limited
English proficiency are provided equal access to the program and opportunities to achieve the same program goals and standards as other participating children.
151-1.5 Application process
(a) An application for an allocation to operate a universal prekindergarten program shall be submitted by the school district to the State Education Department for approval in a format and pursuant to a timeline prescribed by the commissioner. Two or more school districts may submit a joint application to operate a joint universal prekindergarten program. The maximum grant award for a joint program shall be the sum of the grant awards computed for each participating district.
(b) The application shall set forth the following information:
(1) a description of the prekindergarten program plan approved by the board of education ;
(2) a proposed budget and a description of the proposed use of the funds ;
(3) the participation and contribution of each of the collaborative partners;
(4) the local share to be used;
(5) a description of any costs associated with the administration of the program;
(6) a listing of district and eligible agency sites selected for the universal prekindergarten
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program, including the projected number of children and other projected program data as requested by the Department; (7) a written request for a variance where applicable. The Department will consider variance requests for the following : (i) the 10 percent set aside for collaboration as set forth in Education Law §3602- e(5)(e) :
(a) for a district unable to use the set aside to establish a collaborative arrangement that would meet the requirements of this Subpart because of the unavailability of eligible agencies willing to collaborate, or other factors beyond the control of the school district ; or
(b) for a district that had fully implemented a universal prekindergarten program by serving all eligible four-year-olds in the 1998-1999 school year and due to parental choice the 10 percent set aside exceeds the total district aid per kindergarten pupil multiplied by the number of prekindergarten pupils in collaborative programs;
(ii) class size based upon the unique characteristics of the program at the universal prekindergarten site or to promote the inclusion of preschool children with disabilities or children who are homeless;
(iii) for a district that operated a targeted prekindergarten program pursuant to Subpart
151-2 in the 2006-2007 school year , a variance from any inconsistent provisions of Education Law section 3602-e or this Subpart, in order to operate under the targeted prekindergarten regulations.
The amount of funding supporting classrooms to which such variance applies may not exceed the amount of targeted prekindergarten grant funds received by the district for the 2006-2007 school year ; and
(iv) for a district that is unable to operate the program during the regular school session because of a lack of available space in both district buildings and eligible agencies, a variance for the district to operate a summer only program pursuant to section 151-1.4(b) of this Subpart; and
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(8) When two or more school districts submit a joint application , the following additional information must be submitted :
(i) which district will serve as the fiscal agent for the joint grant;
(ii) a partnership agreement that specifies the roles and responsibilities of each school district for the implementation and oversight of the program.
(c) A final report shall be submitted to the Department within 30 days after the program ends. The final report shall include such program and fiscal information as requested by the
Department.
151- 1.6 Competitive process
(a) In designing a collaborative universal prekindergarten program, districts shall accept proposals from eligible agencies to collaborate with the district to implement the universal prekindergarten program. The district shall conduct a competitive process to determine with which eligible agencies it will collaborate.
(b) Each district shall develop a process by which eligible agencies shall submit proposals. The process shall be designed to provide the district with sufficient information on which to determine the eligible agencies it will collaborate with to implement the prekindergarten program. The request for proposals developed by the school district shall include at minimum a request for the following information from each eligible agency :
(1) a description of the services to be provided by the eligible agency ;
(2) a detailed narrative which describes how the eligible agency proposes to meet the goals and objectives of the district's universal prekindergarten program plan;
(3) a description of the eligible agency's staff qualifications , staffing patterns, child-staff ratio and administrative structure; and
(4) a budget of proposed expenditures for services rendered.
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(c) Upon review of the proposals submitted , the eligible agency or agencies shall be selected to collaborate with the district, based on criteria , including but not limited to:
(1) the eligible agency's capacity to effectively , efficiently and immediately provide needed services;
(2) the ease of utilization and accessibility of the program to parents and/or guardians;
(3) capacity to provide ongoing staff development;
(4) staffing patterns and qualifications;
(5) documentation that all applicable health and safety codes and licensure or registration requirements are met;
(6) anticipated fiscal share and other resources will be contributed to the universal prekindergarten program;
(7) current program design and experience in providing developmentally• appropriate programs;
(8) fiscal solvency ;
(9) stability of staff, rate of turnover and ability to fill vacancies in a timely manner;
(10) articulated mission/philosophy statements ;
(11) record management and documentation procedures followed by the agency ;
(12) administrative structure ;
(13) capacity and experience in serving children with disabilities ;
(14) capacity and experience in serving children and their parents and/or guardians when they are limited English proficient;
(15) children's progress as demonstrated by assessments ; and
(16) demonstrated effectiveness of the eligible agency's program.
(d) The above criteria may be used to rank proposals when the district does not have the
East Islip School District UPK RFP Page 21 capacity to contract with all eligible agencies submitting proposals.
(e) The district shall conduct at a minimum one site visit to settings where the universal prekindergarten program will be located prior to contracting for services.
(f) The results of the competitive process shall be made public at a regular meeting of the board of education.
151-1.7 Facilities requirements
(a) All buildings, premises, equipment and furnishings used for the universal prekindergarten 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.
(b) Except for schools in the City of New York , buildings and classrooms located on district grounds and operated by the school district shall meet the New York State Uniform Fire
Prevention and Building Code, section 155.3 of this Title or its equivalent (notwithstanding the exemption for schools in cities with populations over 125,000 persons) and section 151-2.7 of this
Title. Any new construction shall also meet the standards specified in the State Education
Department Manual of Planning Standards.
(c) Except for schools in the City of New York, buildings and classrooms operated by the school district, but located off school grounds, shall meet the New York State Uniform Fire
Prevention and Building Code (9 NYCRR Parts 600 through 1250), sections 151-2.7 and 155.7 of this Title or its equivalent (notwithstanding the exemption for schools in cities with populations over
125,000 persons) and Part 418 of the Regulations of the Department of Social Services (18 NYCRR
Part 418).
(d) In the case of schools in the City of New York, buildings and classrooms operated
by the school district shall meet all applicable local fire safety and building codes.
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Buildings and classrooms operated by eligible agencies shall meet all applicable fire safety and building codes and any applicable facility requirements of a State or local licensing or registering agency.
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