Introduction

The Briarcliff Manor Union Free School District (“the District”) is seeking proposals from qualified agencies to administer the District’s Full Day Universal Pre‐Kindergarten Program (“UPK”). The District is seeking an agency to provide one or a combination of:

• The provider operates  the site and runs the program increments of 18 per class
• The provider to run the program at a district provided school building for one classroom with a maximum class size of 18

We anticipate up to 68 spots available but require at least one class of up to 18 students. The reimbursement rate per child is $5,400 (Program must run 5 hours per day, 5 days per week for a minimum of180 days per year), however, should the reimbursement rate increase as per the New York State Executive Budget proposal, the reimbursement rate per student shall be negotiated between the parties. The contract(s) resulting from this solicitation will be for a term of up to one year. The contract, once awarded, shall be in effect from July 1, 2026 through June 30, 2027, with an option to renew for four additional one-year periods, at the discretion of the District, under the same terms and conditions as mutually agreed by District and the awarded firm.

Proposal Due Date

Proposals will be accepted up until 3:00 PM on April 20th, 2026 via the BidLogiQ. The proposer has sole responsibility for having his/her/its proposal submitted on time.

Because the UPK program will be completely funded by the state, a price entry is not required and thus should be entered as "$0" when responding to the pricing module in BidLogiQ. 

Pre-Proposal Questions/ Requests for Information (RFI)

All questions should be asked via the RFI module in BidLogiQ by 3:00 pm on April 15th, 2026. The District reserves the right to amend the RFP based on questions and issues raised at any time prior to the RFP submission deadline. 

Failure of any Proposer to received any addendum or interpretation issued shall not relieve any Proposer from any obligations under his/her Proposal submitted. Only questions answered by form written Addenda and/or RFI response will be binding. 

Information obtained from any source other than the BidLogiQ is not official and may be inaccurate. 

The Briarcliff Manor Union Free School District Board of Education intends to award a contract(s) in its best interest and reserves the right to reject any or all proposals received as a result of this RFP, to negotiate with all qualified proposers, or to cancel this RFP in part or in its entirety, if it is in the best interest of the Briarcliff Manor Union Free School District to do so. No proposer shall have any legal, equitable or contractual rights of any kind arising out of its submission of a proposal except as and to the extent that the Briarcliff Manor Union Free School District, in its sole discretion, shall enter into a contract with the proposer(s) that it selects as the successful proposer(s). This Request for Proposals (“RFP”) does not commit the District to award a contract or pay any cost incurred in the preparation of a proposal in response to this RFP.

Please read the attached material carefully before submitting your proposal. Incomplete proposals may not be considered.

Proposers should be familiar with the following resources:

Applicable laws and regulations for Universal Pre-Kindergarten Programs listed at http://www.nysed.gov/early-learning/laws-and-regulations

Available New York State Education Department (‘NYSED”) Field Memoranda and Guidance Documents concerning early learning available at: http://www.nysed.gov/early-learning/field-memos-and-guidance-pertaining-early-learning 

Staff qualifications for Universal Pre-Kindergarten Programs (see 8 N.Y.C.R.R. § 151-1.3). Additional information is available through the NYSED “Frequently Asked Questions” link below: http://www.p12.nysed.gov/upk/faq.html

 

To be considered, your Community-Based Early Childhood Center must:

• Complete the proposal, including required documents by April 30, 2023 at 3:00 pm. All sections and questions must be answered. Proposers that do not answer all sections and questions will not be reviewed. Each proposal will be reviewed by district staff members to determine the proposer’s ability to provide a high-quality, full-day learning experience for four- year-olds.

•  Host a site visit as part of the proposal review process.

 

Eligibility

“Eligible child” shall mean a child who is a resident of Briarcliff Manor Union Free School and who is four years of age on or before December 1st of the program year in which he or she is enrolled.Minimum Qualifications: Prior Experience

Option 1: Proposers must be able to demonstrate a minimum of 12 months experience in providing services to children at any point in their early development (ages birth-age 8) prior to submission of this proposal as one of these types of providers:

• Child Care Center (including Head Start/Early Head Start)

• Group Family Child Care

• Nursery School

• Preschool Special Education

• Article 43 School–Based Preschool Child Care Programs (includes private schools)

• Management Organization or Community-Based Organization affiliated with a charter school

• Provider of other educational services to children up to age 8 (e.g., after-school tutoring services) 

Option 2: In lieu of the organization having 12 months experience, the educational director who will be on site must hold NYSED teacher certification in early childhood or childhood education, and have at least 24 months experience as a teacher, educational director or principal at a public or private school, within the past 36 months.

 

Site Visit

Before awarding a contract to a qualified proposer, the District will conduct an on-site evaluation of the site and facility of the proposer(s) should an on site option be selected. A proposer who does not currently have an operating facility must provide a site that can be visited as part of a site visit as evidence of his/her potential to lead a high-quality UPK program. The proposer must be able to provide access to the proposed site for the District’s representatives conducting the site visit. In determining which proposal(s) are in the best interest of the District, the District will consider the following:

1. the proposer’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 proposer;

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 proposer’s program.