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									          Oneida-Herkimer-Madison
   Board of Cooperative Educational Services
                RFP # 2010 - 003
                 REQUEST FOR
                  PROPOSALS

                       FOR:
    Safe Schools/Healthy Students Coordinators



              Program Name
SAFE SCHOOLS/HEALTHY STUDENTS INITIATIVE
AGREEMENT:

     It is understood and agreed to by the applicant that (1). This RFP does not commit the
________________________________ to award any contracts, pay the costs incurred in the
preparation of response to this RFP, or to procure or contract services. (2). The Lead Educational
Agency (LEA) reserves the right to amend, modify or withdraw this RFP and to reject any
proposals submitted, and may exercise such right at any time and without notice and without
liability to any offer or other parties for their expenses incurred in the preparation of a proposal or
otherwise. Proposals will be prepared at the sole cost and expense of the offeror. (3). The LEA
reserves the right to accept or reject any or all proposals, which do not completely conform to the
instructions given in the RFP. (4). Submission of a proposal will be deemed to be the consent of the
applicant to any inquiry made by the LEA of third parties with regard to the applicant's experience
or other matters relevant to the proposal. (5) Funds granted for this project will be used only for the
conduct of the project as approved. (6). The grant may be terminated in whole, or in part, by the
LEA. Such termination shall not affect obligations incurred under the grant prior to the effective
date of such termination. (7). Funds will not be advanced. (8).Any significant revision of the
approved project proposal will be requested in writing by the grantee prior to enactment of the
change. (9). Progress reports will be submitted as required by the LEA. The final program and
financial reports will be submitted within a specified time period after the project terminates.
Necessary records and accounts, including financial and property controls, will be maintained and
made available to the LEA for audit purposes. (10). All reports of investigations, studies,
publications, etc. made as a result of this proposal will acknowledge the support provided by the
LEA. (11). All reports of investigations, studies, publications, etc. made as a result of this proposal
information concerning individuals served or studies under the project is confidential and such
information may not be disclosed to unauthorized persons. (12). The LEA reserves a royalty free
non-exclusive license to use and to authorize others to use all copyrighted material resulting from
this project.

    The applicant certifies that to the best of his/her knowledge and belief the information in this
application is true and correct, and that he/she will comply with the above agreement if the grant is
received.

                                     . (Signature of official authorized to sign for applicant) (Date)

                                     . (Typed Name and Title)
    REQUEST FOR QUALIFICATIONS (RFQ) / REQUEST FOR PROPOSALS (RFP)
 Oneida-Herkimer-Madison BOCES SAFE SCHOOLS/HEALTHY STUDENTS INITIATIVE


                                        DATED:     July 1, 2010


The Oneida-Herkimer-Madison Board of Cooperative Educational Services is requesting proposals for
the hiring and administrative oversight of four Safe Schools/Healthy Students Coordinators from
agencies to provide a number of services for the Safe Schools Healthy Students Initiative for its 11
participating component districts. These districts are; Brookfield, Clinton, Holland Patent, New
Hartford, New York Mills, Oriskany, Remsen, Sauquoit, Waterville, Westmoreland, Whitesboro and
Oneida-Herkimer-Madison BOCES.

A. INTRODUCTION:

In July of 2009, the Oneida-Herkimer-Madison BOCES was selected as the Lead Educational Agency
(LEA) to administer a four-year, $1.4 million per year Safe Schools/Healthy Students Grant. This
federal initiative is a joint effort between the U.S. Department of Education, U.S. Department of
Health and Human Services, and the U.S. Department of Justice and focuses on the following areas:

           o   Safe school environments and violence prevention activities
           o   Alcohol, tobacco and other drug prevention activities
           o   Student behavioral, social and emotional supports
           o   Mental-health services
           o   Early childhood social and emotional learning programs

The primary goals of the project are:

   o Create safer and healthier school environments overall that will enhance a youth’s ability to
     succeed academically.

   o Enhance partnerships between schools and local communities to collectively meet the needs of
     youth and families served.

   o To develop and sustain programs and services that will continue to meet the safety, social, and
     emotional needs of our youth and families beyond the grant cycle.

         Grant funding for this RFP will be used to provide the following:
                      Four full-time equivalent staff positions to administer programs and services.
                      Training costs associated with the evidence based intervention of Family
                        Conferencing. BOCES will provide PBIS training to staff at no cost to the
                        proposer.
                      Cost of materials to implement programs
                      Reimbursement for mileage and travel expenses
                      Administrative oversight
                      Data collection and oversight


                                              Page 1 of 11
B. SCOPE OF WORK:

    1. THE CONTRACTOR WILL:

Provide services for Element One – Safe School environments and violence prevention activities
and Element Three - Student Behavioral Social and Emotional Supports.

The positions of Safe Schools/Healthy Students Coordinators have historically been instrumental and
effective in the development and delivery of student social and emotional support programs through
the Safe Schools/Healthy Students Initiative. The services performed by each coordinator will be
individualized according to the needs of the component districts they serve.

There is clearly a demonstrated need for coordinators to be poised regionally to assist specifically with
three areas as outlined in the Oneida-Herkimer-Madison BOCES Safe Schools/Healthy Students Logic
Model:

      The Initial Response Team
      Positive Behavioral Emotional Supports
      After school programming and development.

Initial Response Team (IRT)
     `
The IRT model was highly successful in both the Rome and Utica Safe Schools sites. The goal of the
IRT is to divert potential (Persons in Need of Supervision and Juvenile Delinquency (PINS/JD)
petitions in family court through early school based intervention using the evidence based practice of
Family Group Conferencing. This process allows intervention involving a community/team approach
to incorrigibility, truancy and juvenile offenses by developing an intervention/restitution plan outside
of the court room and is agreed upon by all parties involved.

The IRT model was an end product of two county initiatives dating back to 2004. At that time, an
evaluation and subsequent visit was conducted by the Vera Institute of Justice in New York City, NY.
The Vera Institute operates by partnering with community organizations and government officials at
the local, national and international levels to help improve justice and safety systems through research
analysis, technical assistance and creation of demonstration projects. Oneida County has traditionally
had unusually high rates of formal court petitions for Persons in Need of Supervision and Juvenile
Delinquency and consequently, high rates of out of home residential placements that are of significant
cost to the county and separates youth from their families of origin. Consequently, the transition out of
residential care becomes complicated specifically in terms of the youths re-entry into school and
securing an academic placement that will meet their needs.

In 2005, Rome City School District administration and several Oneida County officials attended a pre-
Safe Schools/Healthy Students application seminar in 2005 at the Center for Missing and Exploited
Children’s Institute in Memphis, Tennessee where the visioning and planning from the Vera Institute
was expanded upon and the IRT concept was formally conceived. This concept and the model were
later incorporated as the backbone of the Rome Safe Schools /Healthy Students initiative.




                                               Page 2 of 11
The process is as follows:

      School personnel identify youth exhibiting beginning PINS related behaviors such as truancy
       and incorrigibility or delinquency.
      The Child Study Team meets to refer the child to a Preventive Services Case Worker (some
       schools have these case workers and others do not depending upon building and staff resources
       specific to the district) or in cases of schools that do not, a Safe Schools Coordinator begins the
       intake process.
      The worker meets with the parent to elicit their participation in the IRT intervention which
       involves a family group conference with the Probation officer, school personnel (attendance
       officer, administrative staff, school social worker, Case Worker/Safe Schools Coordinator), the
       youth and family, and any other participants the family wishes to have involved. Family
       empowerment and family driven treatment planning is key to this approach. Everyone has an
       opportunity to present concerns and an agreement is then reached, recorded and signed by all
       parties.

The Oneida-Herkimer-Madison BOCES Safe Schools/Healthy Students Initiative will expand on the
former successes of this model by targeting those districts both regular and alternative education in our
grant that have higher rates of PINS/JD referrals.

Positive Behavioral Interventions and Supports (PBIS)

PBIS is receiving both New York State and Federal support as a model for schools to initiate school
wide culture change. The model is flexible enough so that it can be used in a multi-district site such as
the Oneida-Herkimer-Madison BOCES Safe Schools /Healthy Students Initiative to accomplish
uniform comprehensive programming while still affording school districts the flexibility to develop
their own model for culture change.

The following information is taken from the OSEP Technical Assistance Center on Positive
Behavioral Interventions and Supports website. For more information on PBIS, please visit the
website at: www.PBIS.org

The TA Center on Positive Behavioral Interventions and Supports has been established by the Office
of Special Education Programs, US Department of Education to give schools capacity-building
information and technical assistance for identifying, adapting, and sustaining effective school-wide
disciplinary practices.

These four elements are guided by six important principles:
      Develop a continuum of scientifically based behavior and academic interventions and supports
      Use data to make decisions and solve problems
      Arrange the environment to prevent the development and occurrence of problem behavior
      Teach and encourage pro-social skills and behaviors
      Implement evidence-based behavioral practices with fidelity and accountability

                                               Page 3 of 11
      Screen universally and monitor student performance & progress continuously

Outcomes associated with the Implementation of PBIS
Schools that establish systems with the capacity to implement SWPBS with integrity and durability
have teaching and learning environments that are
      Less reactive, aversive, dangerous, and exclusionary, and
      More engaging, responsive, preventive, and productive
      Address classroom management and disciplinary issues (e.g., attendance, tardiness, antisocial
       behavior),
      Improve supports for students whose behaviors require more specialized assistance (e.g.,
       emotional and behavioral disorders, mental health)
      Most importantly, maximize academic engagement and achievement for all students.

A Continuum of School Wide Positive Behavioral Interventions and Support
SWPBS schools organize their evidence-based behavioral practices and systems into an integrated
continuum in which students experience supports based on their behavioral responsiveness to
intervention. A three-tiered prevention logic requires that all students receive supports at the universal
or primary tier. If the behavior of some students is not responsive, more intensive behavioral supports
are provided, in the form of a group contingency (selected or secondary tier) or a highly individualized
plan (intensive or tertiary tier).




                                                Page 4 of 11
The structure of PBIS is implemented through combined efforts of the National Technical Assistance
Center, State Leadership Teams referred to as Regional Technical Assistance and Support Centers
(RSE-TASC), Local School District Coaches and Local School Implementation Teams.

OHM BOCES will hire a PBIS Trainer/Specialist who will be trained by both local and national
trainers. Initially, the BOCES PBIS Trainer and the four Safe Schools/Healthy Students Coordinators
will receive training and technical assistance through local, state and national resources. The primary
goal of the LEA is to establish a PBIS Trainer/Specialist who will serve as the district wide coach for
the overall training and implementation of PBIS and the Safe Schools/Healthy Students Coordinators
will facilitate the local school based teams in the component districts they serve.

OHM BOCES will also be providing training for and purchasing the School Wide Information System
(SWIS) System for each district for data collection and outcomes reporting.

After School Programming

The development of positive activities to promote pro social skills is developed at varying levels
within each component district. Each district will receive a small stipend through the grant to establish
after school programming as it relates to the needs/gaps and outcomes proposed in the Oneida-
Herkimer- Madison BOCES Safe Schools/Healthy Students Initiative Logic Model.

The following information is taken from the National Youth Violence Prevention resource
Center website: www.safeyouth.org sponsored by the Centers for Disease Control and
Prevention.

After-school hours are a critical time for youth. That time can represent either an opportunity to learn
and grow, through quality after-school programs, or a time of risk to a youth's health and safety.
The after-school hours are the peak time for juvenile crime and risky behaviors such as alcohol and
drug abuse. Most experts agree that after-school programs offer a healthy and positive alternative.
These programs keep kids safe, improve academic achievement and help relieve the stresses on today's
working families. They can serve as important youth violence prevention and intervention strategies.
Yet most youth do not have access to after-school programs. Every day, at least eight million children
and youth are left alone and unsupervised once the final school bell rings. While 9 out of 10 Americans
think that all youth should have access to after-school programs, two-thirds say it is difficult to find
programs locally. With more and more children growing up in homes with two working parents or a
single working parent, today's families can benefit from the safe, structured learning opportunities that
after-school programs provide.

After-school programs are defined as safe, structured activities that convene regularly in the hours
after school and offer activities to help children learn new skills, and develop into responsible adults.
Without structured, supervised activities in the after-school hours, youth are at greater risk of being
victims of crime, or participating in anti-social behaviors. National statistics reveal that youth are at
the highest risk of being a victim of violence between the hours of 2-6 p.m. And the peak hour for
juvenile crime is from 3 - 4 p.m., the first hour that most students are dismissed from school.
Other safety issues surface in the after-school hours as well. Students who spend no time in
extracurricular activities, such as those offered in after-school programs, are 49 percent more likely to

                                               Page 5 of 11
have used drugs and 37 percent more likely to become teen parents than are those students who spend
one to four hours per week in extracurricular activities.
Beyond serving a significant role by simply offering youth a safe haven, after-school programs offer
children and youth opportunities to learn new skills such as conflict resolution, prepare for a successful
career, improve grades and develop relationships with caring adults. These skills can be critical in
helping youth develop in positive ways and to avoid behavior problems and conflict.
There are Government Performance and Results Act (GPRA) reporting measures that must be met
through the delivery of programming. They are:

GPRA # 1 The percentage of grantees that experience a decrease in students who did not go to
school on 1 or more days during the past 30 days because they felt unsafe at school or on their way to
schools

GPRA # 2 Percentage of grantees that experience a decrease in students who have been in a physical
fight on school property in the 12 months prior to the survey.


    2. PROGRAM DELIVERABLES:

    The Contract Agency will:

        Agency contact will report directly to the BOCES School Community/Curriculum
         Coordinator for programming and data collection requirements and to the Safe
         Schools/Healthy Students Project Director for budget and contract oversight.
        The programs will be initially marketed out to all 11 school districts with a graduated roll out
         implementation plan each year.
        Support the OHM BOCES Safe Schools/Healthy Students initiative staff specifically, the
         Project Director and the School Community/Curriculum Coordinator in working directly with
         school district administration and school staff in each participating school building to ensure
         effective delivery of the above named Safe Schools/Healthy Students programs and services.
        Demonstrate a coordinated implementation plan to administer all three services, Initial
         Response Team, PBIS and after school programming to the participating component districts.
         Agency staff will meet with participating component district staff and the BOCES
         School/Community Curriculum Coordinator to develop a program specific implementation
         plan.
        Act as the single point of access for the above named services and programs being provided in
         the assigned schools through this grant which implies oversight of the identification of
         appropriate referrals to above named programs and services offered through this grant.
        Interview and hire program staff.
        Assure fidelity in the implementation of evidence-based model programs such as Family
         Conferencing and PBIS in the school buildings, with school staff and building administration.
        Oversight of all data collection and reporting for each above named program needed to meet
         the goals and objectives of the grant.
        Create and maintain a knowledge base of community-based services for children and families
         of referrals to support school staff and families.



                                                Page 6 of 11
        Work with other community-based organizations to help meet the needs (identified through
         this grant) of schools such as before / after school programming either on school campus or at
         other identified sites.
        Work with school building Child Study Teams to review student needs as identified in these
         programs and develop a plan of service in conjunction with services provided by this grant.
         Assist in linking individual children to Safe Schools/Healthy Students programs and other
         community services with the school building teams, partnering agencies and advisory groups.
        Act as a resource and liaison between the school district staff and other community partners
         involved in the implementation of the above named programs such as Oneida County
         Probation, School Resource Officers and community agencies, etc.
        Be available to school building administration and all other school staff for consultation and
         support regarding the security, safety, and emotional well being of students and families.
        Assist schools with engaging families in services provided through this grant through
         outreach and educational information.
        Generate and present program reports and outcomes as needed to the participating component
         districts and to the LEA as requested.
        Contribute to the agency newsletter monthly about the programs and progress as well as
         provide information for the agency website and for the OHM BOCES Safe Schools/Healthy
         Students Initiative communications mechanisms.
        Attend any required Safe Schools/Healthy Students Initiative grant meetings.
        Develop a viable sustainability plan for the above named programs in conjunction with OHM
         BOCES Safe Schools /Healthy Students Initiative staff.

C.    SUBMITTAL INFORMATION

     The following format has been prepared as the guide for the development of the proposal. Please
     include:

      1. Executive Summary:

         1.1      Cover letter on official agency letterhead signed by the Executive Director.
         1.2      Qualifications to do business in New York State or a covenant to obtain such
                  qualification prior to the execution of the contract.
         1.3      Copy of the most recent independent agency audit and Tax Identification Number.
         1.4      A listing of current contracts with local, state or federal government.
         1.5      Written approval as a not for profit status (where applicable)
         1.6      Agency mission statement and organizational chart to include a breakdown of staff
                  structure and positions.
         1.7      A copy of agencies operational procedures that assure compliance with prescribed
                  federal, state, and local law pertaining to:
                             Fair hiring affirmative action policy
                             Confidentiality/right to privacy laws pertaining to individuals served
                             Fingerprinting/Clearance policy for staff hires
                             Tobacco/Substance Abuse policy
                             Employee Grievance procedures
                             Employee Disciplinary policy



                                               Page 7 of 11
     1.8       Name and contact information of the individual that will serve as the project liaison
               and be primarily responsible for providing services for the proposal.

2.         Table of Contents

3.         Narrative summary of the proposal to administer the scope of work and meet
           program deliverables.

4.         Staffing Resources

     4.1       Identify person(s) that will be principally responsible for working with Oneida-
               Herkimer-Madison BOCES Safe Schools/Healthy Students Initiative. Indicate the
               role and responsibility of each individual more than one.

     4.2       Provide resume of individual(s) that will be working directly with the Oneida-
               Herkimer-Madison BOCES Safe Schools/Healthy Students Initiative.


5.         Project Experience and References (Agency)

     5.1       Provide at least (2) case studies/work samples of related projects relevant to
               proposed scope of work;

     5.2       Provide at least (2) references from related projects;

     5.3       If any of the following has occurred, please describe in detail*:

                  Debarment by any municipal, county, state, federal, or local agency.

                  Involvement in litigation, arbitration or mediation. Provide specific information
                   on termination for default, litigation settled or judgments entered within the last
                   (5) five years related to your firm, joint venture partners, or sub-consultants.
                   Also, provide information relative to any convictions for filing false claims
                   within the past 5 years.

                  Conviction of the firm or its principals for violating a state or federal antitrust
                   law by bid or proposal rigging, collusion, or restrictive competition between
                   bidders or proposers, or conviction of violating any other federal or state law
                   related to bidding or professional services performance.

                  Willful disregard for applicable rules, laws or regulations.

                *Information regarding any of the above may, at the sole discretion of the LEA
                to be deemed an unsatisfactory record of performance.
6.         Sustainability Plan

           Proposer must submit a viable sustainability plan that demonstrates the agency’s
           commitment to fully utilize its resources to maintain program operations beyond the

                                             Page 8 of 11
           scope of the grant funding. This RFP is renewable every year with an increased
           accountability on the part of the awardees to share program costs. The proposer must
           outline a graduated percentage of the responsibility each year to support the
           infrastructure of the initiative.

  7.       Budget

           Proposer must submit the enclosed budget forms with this application. A fixed fee or
           not-to-exceed fee shall be negotiated with the successful Proposer, should they be
           selected to perform the work. The contract term will be one (1) year with option of three,
           one-year extensions if funding is available.

D. SELECTION CRITERIA

  The successful firms will demonstrate through the RFP that the agency has the professional
  capability and resources to provide identified services in the following areas:

                   Narrative Summary
                   Staffing/resources
                   Quality of work and experience with related projects
                   Demonstration of the ability to achieve successful outcomes for the initiative in
                    compliance with federal regulations and standards
                   Sustainability Plan
                   Budget Proposal

E. INSURANCE

  Firm must show proof of insurance in order to complete final contracting process with the LEA.
  The following proofs of insurance will be required at the time of final contracting:

F. SUBMISSION OF PROPOSALS
  Five (5) copies plus the original of the RFP shall be submitted and must be received by Friday,
  July 30, 2010 at 4:00 p.m.
  Submit to:
  Jane Vail, Project Director
  Safe Schools/Healthy Students
  Oneida-Herkimer-Madison BOCES
  Administrative Services
  P.O. Box 70
  4747 Middle Settlement Rd.
  New Hartford, NY 13413
  LATE PROPOSALS WILL NOT BE ACCEPTED.
  All questions, interpretations or clarifications, either administrative or technical must be directed
  to:

  Jane Vail, Project Director


                                             Page 9 of 11
  Safe Schools/Healthy Students
  Oneida-Herkimer-Madison BOCES
   Phone: 315-223-6015
   Fax: 315-793-8572
  jvail@oneida-boces.org

G. EVALUATION AND ACCEPTANCE

  All proposals shall be reviewed to verify that the Proposer has met the minimum requirements of
  the RFP. Proposers are encouraged to follow the format of the RFP in order to facilitate the LEA
  review. The LEA reserves the right to reject any proposal, which is non-responsive or fails to
  meet the minimum requirement of this RFP.

  The LEA reserves the right to reject any and all RFP’s, to amend the RFP and the process itself, or
  to discontinue the process at any time. The LEA may waive any immaterial deviation in a
  proposal. The LEA waiver of an immaterial defect shall in no way modify the RFP documents or
  excuse the Proposer from compliance with the other provisions of this RFP.

  The information obtained will be used in determining the RFP that best meet the needs of the
  OHM BOCES Safe Schools/Healthy Students Initiative.

  All material submitted which has not been clearly designated, as proprietary information becomes
  the property of the LEA and may be returned only at the LEA option.

  RFP submitted become the property of the LEA and its component and may be reviewed and
  evaluated by any persons at the discretion of the LEA. Proposals may be returned only at the
  option of the LEA and at the Proposers expense.

H. SCHEDULE

  Request for Proposals Notification                                 7/1/2010
  Submittals Deadline                                                7/30/2010
  Reviews                                                            8/1/2010 – 8/15/2010
  Award Announcements                                                8/16/2010

I. AWARD OF CONTRACT

  Certain agencies may be selected to make a brief presentation and oral interview after which a
  final selection will be made. The agency will be selected on the basis of information provided in
  the RFP, in-person presentations, and the results of the Oneida-Herkimer-Madison BOCES
  research and investigation. Upon selection of an agency, the LEA will endeavor to negotiate a
  mutually agreeable consultant agreement with the selected agency. In the event that the LEA is
  unable to reach agreement, the LEA will proceed, at its sole discretion, to negotiate with the next
  agency selected. The LEA reserves the right to contract for services in the manner that most
  benefits the LEA including awarding more than one contract if desired.

J. CONFIDENTIAL INFORMATION


                                            Page 10 of 11
  It is understood that proposals made in response to the RFP may contain technical, financial, or
  other data, the public disclosure of which would cause substantial injury to the Proposer’s
  competitive position or that would constitute a trade secret. To protect this data from disclosure,
  the Proposer should specifically identify the pages of the proposal that contain such information
  by properly marking the applicable pages and by inserting the following notice in the form of its
  proposal.

K. ACCEPTANCE OF PROPOSAL CONTENT

  The contents of the proposal of the successful firm will become contractual obligations. Failure of
  the successful firm to accept these obligations in a subsequent contractual agreement may result in
  cancellation of the award.

L. FACILITIES AND RESOURCES

  The agency will be required to use their own office and facilities unless otherwise specified in the
  terms of the final contract. The LEA will provide staff as necessary for coordination, ongoing
  guidance and support to meet grant requirements.

M. NON-APPROPRIATION OF FUNDS

  Any contract resulting from this RFP is subject to appropriation of funds (by the Oneida-
  Herkimer-Madison BOCES Cooperative Board) for each fiscal year of services listed herein.

N. NON-DISCRIMINATION

  The Oneida-Herkimer-Madison BOCES does not discriminate on the basis of race, color, national
  origin, religion, age, ancestry, medical condition, disability or gender in consideration for an
  award of contract.




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