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Assessment and Reporting System for the Periodic Assessment Program

Grant to a New York City Organization to Facilitate
Assessments in the Educational System

Agency Type:


Funding Source:

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New York City Department of Education (NYCDOE)

Conf. Date:


Deadline Date:

04/03/18 1:00 PM ET Receipt


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Grant to a New York City organization to provide a distribution and technology solution in support of assessments within the educational system. The selected proposer will provide two components: a solution to facilitates assessments in a technology platform; and a system to print, pack, and ship assessment booklets and support materials.


The New York City Department of Education (“NYCDOE”) is seeking proposals from eligible and experienced organizations, alone or in partnership with other organizations, to propose and deliver a technology and distribution solution that will support the NYCDOE’s Periodic Assessment (PA) Program.

The resources provided as part of the PA Program portfolio are intended to support strong formative assessment practices, including baseline, benchmark, and end-of-year assessments. These resources provide educators with the ongoing and timely information they need in order to differentiate instructional support for students, better target classroom instruction, plan their curriculum, implement professional development, and monitor student learning and progress over time.

To support schools in their curriculum and assessment strategies, the NYCDOE’s PA Program portfolio provides a wide range of resources designed to give regular, timely feedback on students' strengths and weaknesses to help guide decisions around curriculum and instruction in order to increase student achievement. Students may take periodic assessments multiple times throughout the school year to give teachers more information about what they have learned. Teachers use these assessments, along with other school work and classroom observations, to learn where students need more help and how to target instruction.

The PA Program portfolio:
-Provides schools with up-to-date information about what each student knows and can do so that teachers can target instruction to the learning needs of every student;
-Measures student learning within a grade and from grade-to-grade to help schools keep students on track for success in high school and beyond;
-Offers multiple types of assessments (e.g., baseline, benchmark, end-of-year) in order to provide complimentary information designed to create a strong formative assessment framework;
-Covers multiple formats of assessments, including paper/pencil, online, and technology enhanced; and
-Allows teachers to customize assessment administration to their needs, by offering flexible administration options, multiple administration periods, and professional development and support opportunities throughout the school year.

Project Goals:

In order to support the PA program, NYCDOE seeks a solution which is comprised of two major components, as follows:

1. Component 1 - Technology Solution

This component (further designated as “system” or “PAR system”) will:
-Facilitate assessment administration, scoring, and reporting (i.e., create and deliver test content, generate answer sheets, score tests, report test results, etc.), for both paper-and-pencil and online assessments.
-Allow teachers to create and share (with others within or across schools) their own items and assessments.
-Incorporate additional educator resources, such as an item bank and assessment-related materials.

In addition, in order to best support NYCDOE’s strategic goals, the overall technology solution needs to deliver:
-Easy extensibility and configurability – a flexible platform that enables implementing enhancements in a timely, cost-efficient way with minimal or no coding (“more configuration and less customization”).
-Extensive analytical / reporting capabilities - track, report on and analyze student performance, identify trends, etc.
-High Availability – a responsive, high performance system that supports all customer activities at all times during the designated “hours of operations”, and at all volumes through highly scalable architecture and near zero required downtime and contingency periods.
-Flexible provisioning – enables multiple provisioning rules, e.g. by user role and by location / hierarchy.
-Data and functional integration capabilities – provide built-in support of relevant standards (e.g. IMS Global OneRoster) and integration / connectivity with other applications (e.g. CLEVER Single Sign-On/SSO, Learning Management System/LMS).
-Ease of use – provide an intuitive, easy-to-use user interface across multiple devices (e.g. computers and tablets), web browsers, and operating systems, which can be used with minimal or no training.

NYCDOE has a preference for a SaaS/PaaS (software as a service or platform as a service) solution that can be cloud based for the hosting environment, one that permits NYCDOE to ‘pay as you go’ to minimize operating costs during summers and other low usage times of the year.

2. Component 2 - Print/Pack/Ship:

This component (further designated as “PPS”) includes the following services:
-Printing test booklets and support materials, upon request by NYCDOE staff or schools
-Packing the printed materials and preparing them for distribution
-Shipping the printed materials to the designated schools and/or other DOE locations

In addition, NYCDOE may request that the vendor also provides the pickup of printed materials (e.g., test booklets) from schools and store them at a secure location (at vendor’s storage facilities) for a specified period of time.

The Contractor (or “Proposer”) will be responsible for submitting responses that address the goals and requirements described in this RFP and its attachments and appendices.

The Contractor must bid on both components. If the Contractor lacks PPS capability, it encouraged to partner with other vendors, and subcontract the PPS work to them.

GrantWatch ID#:

GrantWatch ID#: 183114

Number of Grants:

This RFP may result in the award of one (1) requirements agreement.

Term of Contract:

The contract(s) resulting from this RFP will be for a term of six (6) years. The NYCDOE reserves the unilateral option to extend the contract for two (2) additional one-year periods.

Additional Eligibility Criteria:

The New York City Department of Education is seeking proposals from eligible and experienced organizations, alone or in partnership with other organizations.

Minimum Qualifications:

All proposals received on or before the proposal due date and time and at the location specified in the Request for Proposals, will be evaluated to determine whether or not they meet the following Minimum Qualifications. Proposals that fail to meet any of the minimum qualifications will not be considered.

1. Proposer must provide evidence of a minimum of three (3) years experience in providing assessment services in support of a school district or similar entity.

2. Proposer must provide three (3) letters of reference from school systems and/or related educational organization(s) for projects or services of a similar nature and scope as required in this RFP. Each reference must state the dates, location, and description of the services provided.

3. Proposer must be an established organization. Individuals are not qualified and will not be considered.

Pre-proposal Conference:

The pre-proposal conference is scheduled for February 26, 2018 at 1:30 PM at 131 Livingston Street, 6th Floor, Room 610, Brooklyn, NY 11201.

Attendance to the conference is recommended, but not mandatory.

Pre-Application Information:

Questions are due by February 28, 2018, 5:00 PM.

Proposals must be received no later than 1:00 PM EST on Tuesday, April 3, 2018.

Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

Use the Google Docs URL link below to submit your questions regarding the scope of the solicitation:

Login to the Vendor Portal to access RFP R1200:

If you cannot download this RFP, please send an e-mail to:

Include the RFP Number and title in the subject line of your e-mail.

Send proposals to:
NYC Department of Education
65 Court Street, Room 1201
Attn: Bid Unit/Vendor Resources
Brooklyn, New York 11201

Funding or Pin Number:

RFP Number : R1200

URL for Full Text (RFP):

Geographic Focus:

USA: New York City;   New York