STATE OF NEW MEXICO
PUBLIC EDUCATION DEPARTMENT
REQUEST FOR PROPOSALS
RFP# 11-0007
New Mexico PreK (Pre-Kindergarten) Program
FY12
Issue Date: April 18, 2011
Title or Description
Page
Vision and Mission Statement............................................................................................. 5
PART I. – INTRODUCTION
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
Purpose of this Request for Proposals ......................................................................... 6
Eligibility and Special Conditions ............................................................................... 6
Summary Scope of Work ............................................................................................. 7
Scope of Procurement ................................................................................................ 10
Procurement Manager ................................................................................................ 10
Definition of Terminology ......................................................................................... 11
Procurement Library .................................................................................................. 13
Letter of Interest ......................................................................................................... 13
Background Information ............................................................................................ 14
Eligible Applicants .................................................................................................... 14
Contract Period ........................................................................................................... 14
PART II. – CONDITIONS GOVERNING THE PROCUREMENT
A.
Sequence of Events .................................................................................................... 15
B. ................................................................................................................................. Explanation
of Events ..................................................................................................................... 15
1.
Issuance of RFP ......................................................................................... 15
2.
Pre-Proposal Conference ............................................................................... 15
3.
Letter of Interest ............................................................................................. 15
4.
Questions Regarding RFP ............................................................................. 16
5.
Response to Written Questions/RFP Amendments ...................................... 16
6.
Proposal Due Date and Submission .......................................................... 16
7.
Proposal Evaluation ................................................................................... 17
8.
Funding Recommendations ....................................................................... 17
9.
Intent to Award Notification ..................................................................... 17
10.
Contract Negotiations and Processing .......................................................... 17
11.
Contract Award/Effective Date ..................................................................... 17
12.
Protest Deadline ........................................................................................ 17
PART III. – GENERAL REQUIREMENTS
A. ............................................................................................................................ Acceptance
of Conditions Governing the Procurement ............................................................ 18
B. ............................................................................................................................ Incurring
Cost........................................................................................................................ 18
C. ............................................................................................................................ Prime
Contractor Responsibility ...................................................................................... 18
D. ............................................................................................................................ Subcontracto
rs ............................................................................................................................ 18
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E. ............................................................................................................................ Amended
Proposals ............................................................................................................... 18
F. ............................................................................................................................ Offeror’s
Right to Withdraw Proposal .................................................................................. 18
G. ............................................................................................................................ Proposal
Offer Firm ............................................................................................................. 19
H. ............................................................................................................................ Disclosure of
Proposal Contents .................................................................................................. 19
I. ............................................................................................................................. No
Obligation .............................................................................................................. 19
J. ............................................................................................................................. Termination
............................................................................................................................... 19
K. ............................................................................................................................ Sufficient
Appropriation ....................................................................................................... 19
L. ............................................................................................................................ Legal
Review ................................................................................................................... 20
M. ........................................................................................................................... Governing
Law ........................................................................................................................ 20
N. ............................................................................................................................ Basis for
Proposal ................................................................................................................ 20
O. ............................................................................................................................ Contract
Terms and Conditions ........................................................................................... 20
P. ............................................................................................................................ Offeror’s
Terms and Conditions ........................................................................................... 20
Q. ............................................................................................................................ Contract
Deviations.............................................................................................................. 21
R. ............................................................................................................................ Offeror
Qualifications ........................................................................................................ 21
S. ............................................................................................................................ Right to
Waive Minor Irregularities .................................................................................... 21
T. ............................................................................................................................ Change in
Contractor Representatives ................................................................................... 21
U. ............................................................................................................................ Notice 21
V. ............................................................................................................................ Agency
Rights .................................................................................................................... 21
W. ........................................................................................................................... Right to
Publish ................................................................................................................... 21
X. ............................................................................................................................ Ownership
of Proposals ........................................................................................................... 22
Y. ............................................................................................................................ Confidentiali
ty ............................................................................................................................ 22
Z. ............................................................................................................................ Electronic
Mail Address Required .......................................................................................... 22
AA. Use of Electronic Versions of this RFP ................................................................ 22
BB........................................................................................................................... New Mexico
Employees Health Coverage ................................................................................. 22
3
CC........................................................................................................................... Campaign
Contribution Disclosure Form ............................................................................... 23
PART IV. – RESPONSE FORMAT AND ORGANIZATION
A.
B.
C.
D.
Number of Responses ............................................................................................ 24
Number of Copies ................................................................................................. 24
Proposal Format .................................................................................................... 24
Forms ..................................................................................................................... 24
PART V. – SPECIFICATIONS
A.
B.
C.
Information ............................................................................................................ 26
Program Services Narrative................................................................................... 26
1.
Statement of Need.......................................................................................... 26
2.
Organizational Capacity and Plan of Operation ........................................... 27
3.
Budget ............................................................................................................ 29
Transportation ............................................................................................................ 30
1.
Statement of Demonstrated Need.................................................................. 30
2.
Maximizing Capacity .................................................................................... 30
3.
Budget ............................................................................................................ 30
PART VI. – EVALUATION ............................................................................................... 31
FORMS ............................................................................................................................ 32-51
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
Cover Application Form
Table of Contents
Statement of Assurances
Project Abstract
Demographic and Target Community Information (E-1.2.3)
Line Item Budget and Budget Instructions
Budget Narrative and Budget Narrative Instructions (G-1. 2.)
Additional Revenue Sources and Cost Allocation (Supplement H-1. Expand/Extend H-2.)
Staff Qualifications & Personnel Costs Summary and Instructions
Campaign Contribution Disclosure Form
APPENDICES ........................................................................................... ……………..52-96
A.
B.
C.
D.
E.
Sample Contract (Professional Services Contract)
New Mexico FY12 PreK Priority Table (Elementary Schools 2010-11)
NM Early Learning Outcomes Report Form 2010 with Essential Indicators and Rubrics
NM PreK Lesson Plan Form
New Mexico PreK Program Standards
4
SUPPLEMENTAL DOCUMENTS ARE AVAILABLE SEPARATELY FROM THIS RFP AT
www.newmexicoprek.org under “PreK Materials”


New Mexico Early Learning Guidelines
Draft New Mexico Curriculum Policy Brief
5

NEW MEXICO PUBLIC EDUCATION DEPARTMENT
VISION AND MISSION STATEMENT
Vision
A world-class educational system in which all New Mexico students are
prepared to succeed in a diverse and increasingly complex world.
Mission
To provide leadership, technical assistance and quality assurance to
improve student performance and close the achievement gap.
Kids First, New Mexico Wins!
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PART I. - INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSALS
The New Mexico Public Education Department (PED) is requesting proposals to provide voluntary PreKindergarten (PreK) programs in the 2011-2012 school year for children age four.
The purpose of New Mexico (NM) PreK is to:
1)
Increase statewide access to voluntary, quality NM PreK programs;
2)
Prioritize the enrollment of children without access to high quality programs;
3)
Provide developmentally appropriate activities for NM children;
4)
Focus on school readiness;
5)
Expand early childhood community capacity; and,
6)
Provide PreK programs based on the comprehensive framework as described in the NM
PreK Program Standards.
B. ELIGIBILITY AND SPECIAL CONDITIONS
NM PreK program services will be provided by public school providers on a per-child reimbursement
rate of $2,803.00 (540 hours) plus a per-child instructional materials rate of $98.00 in communities with
the highest percentage of public elementary schools that are designated as Title I schools and that serve
the highest percentage of public elementary students who are not meeting the proficiency component
required for calculating adequate yearly progress (AYP) in either math or reading.
At least 66% of a PreK program’s enrollment must be limited to the “targeted community” identified in
the PreK Program’s proposal. The “community” is defined by public school district boundaries. For
example, a “community” might be the boundaries of one or more elementary schools – or the entire
district. If there is compelling need and with the approval of PED, up to 33% of the enrollment can be
from outside the “targeted community”.
A limited amount of NM PreK funding for NM PreK programs is available for Transportation
(Section C) of children in cases where it is essential for the provision of a program. These funds are
not intended to take the place of existing resources that are or could be used for transportation nor can
they be used for purchase of vehicles.
This is a competitive process. The program services section has a maximum of 225 total available
points and will be scored individually. The scores from Section C from Part V Specifications will be
reviewed separately from the Program Services Section B. Only those applicants funded through this
RFP to provide NM PreK services are eligible to be funded for Transportation costs.
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C. SUMMARY SCOPE OF WORK
The scope of work shall consist of providing direct services to 4-year-old children in NM PreK
programs. NM PreK programs funded through this RFP MUST meet the following program
requirements:
PRIORITY PreK PROGRAM REQUIREMENTS/SERVICES:
1.
Provide PreK services for a minimum of 450 hours of classroom-based services plus at least 90
hours to include:
 one home visit conducted early in the contract year,
 at least three parent conferences that coincide with the child assessment cycle,
 at least two opportunities for parent group meetings,
 professional development, training, transition, or other program-related activities (e.g.
required training regarding the PreK data base, Early Childhood Environmental
Rating Scale-Revised Edition (ECERS-R) and Early Childhood Environmental
Rating Scale-Extension ( ECERS-E) and the child observation, assessment
and/planning cycle).
2.
Implement classroom-based services designed using the observation, documentation, and
planning cycle described in the CD ROM, NM PreK Observational Assessment Tools and the
two (2) required trainings, An Introduction to the PreK Observational Assessment Tools, and
Curriculum in New Mexico PreK: Weaving Together Observation, Documentation and
Planning provided to staff.
3.
Comply with all participation and data reporting requirements for the:



child observation, documentation and planning cycle
exclusive use of the New Mexico PreK Observational Assessment tools
NM PreK lesson plan form.
4.
Ensure that the program has a current written plan to engage parents in appropriate parental
involvement activities. The plan will include how the program will use both the children’s
portfolios and the New Mexico Parent Materials (on NM PreK website) to assist parents in
supporting their child’s learning.
5.
Fully participate in the NM PreK Consultant program, including release time for consultation
with the assigned NM PreK Consultant, to ensure implementation of the NM PreK
Observational Assessment tools and planning cycle.
6.
Prioritize the enrollment of children who would not otherwise have the opportunity to attend a
quality early care and education program (Head Start, 4 STAR or accredited early care and
education program). PreK programs must prioritize the enrollment of children who:
a) Are not already participating in a high quality early childhood care and education
program (as defined above).
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b) Would not otherwise have the opportunity to participate in a high quality early
childhood care and education program (as defined above).
c) Are not being funded for early care and education (PreK) services during the specified
NM PreK program hours with another funding source
d) At least 66% of whom will attend kindergarten in an elementary school designated as a
Title I school by the NM Public Education Department and with a relatively high
percentage of third grade students not meeting proficiency in math and reading.
7.
Provide reports in a format designated by the Public Education Department no later than the
15th of October, 15th of February, and the final report at the end of the contract period. The
first report will contain a current lesson plan using the required NM PreK lesson plan form.
8.
Adhere to the principles of the Draft New Mexico PreK Curriculum Policy Brief with
activities based upon sound child development/early childhood principles; the needs, interests,
desires, and relevant life experiences of the children and families served; the language, home
experiences, and cultural values of the children served; and the program’s goals and
objectives. Content is based on the New Mexico Early Learning Guidelines and is designed
to achieve long-range goals for children in all domains – physical, motor, social, emotional,
language, and cognitive – and to help children prepare to function as fully contributing
members of a democratic society.
9.
Establish administrative systems of supervision and oversight to ensure:

program compliance with the contract (Scope of Work), the Assurances, and alignment
with the NM PreK Program Standards (see Appendices) and use of the NM PreK
Early Learning Guidelines and NM PreK Observational Assessment tools and
planning cycle (the most current version available at www.newmexicoprek.org) to meet
the total developmental needs of children (e.g. physical, cognitive, social and emotional,
health care, nutrition, and safety).
 that each staff member has a current professional development plan in place with
specific professional goals and timelines, no later than October 1, 2011. They must
document their on-going activities to increase their knowledge, specialization and
qualifications in early childhood education, individualization, and family support.
 that teachers and/or assistants not meeting staff qualifications in the NM PreK Program
Standards, take at least six (6) hours of college credit in early childhood education
annually toward meeting the standard and include work toward meeting these
requirements in their professional development plan. Documentation of successful
completion of the six (6) hours will be required at the end of each contract year.
10.
Submit Request for Reimbursements (RfR’s) using the Operating Budget Management System
(OBMS) on a quarterly basis to the Public Education Department.
11.
Enroll only children who have reached their fourth (4th) birthday on or before 12:01 a.m.
September 1, 2011 and are not age-eligible for kindergarten.
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ASSURANCES
As a condition of initial funding and continued funding, programs MUST ensure compliance
with the following program provisions (also required on Form C):
Ensure that each teacher and teacher assistant is provided with his/her own copy of the NM PreK
Program Standards, the PreK Lesson Plan Form, the NM PreK Essential Indicators with Rubrics
and the Priority Program Requirements/Services and Assurances prior to the first day of the PreK
program services.
Ensure that PreK funds are used to supplement and expand existing resources and are not used to take
the place of or supplant any funding that is being utilized.
Ensure that the PreK portion of the day must be designated with total costs allocated proportionately.
Ensure that all classrooms provide inclusive settings for children with developmental delays and
disabilities based on federal IDEA rules and regulations using cost allocation methods in collaboration
with the local educational authority (LEA) special education department to fund these students.
Ensure that PreK funds shall not be used for any religious, sectarian or denominational purposes,
instruction, or materials.
Ensure confidentiality of all children’s files by providing and maintaining a secure filing system.
Ensure that current data is maintained on the NM PreK database by updating information at least twice
monthly.
Ensure that parents are informed of the availability of their local PreK program including how children
will be recruited, selected and enrolled through a process that assures equal access to the program and
meeting priorities for enrollment during each year of the contract cycle.
Ensure that all PreK classrooms establish a process of continuous quality improvement using a variety
of self-assessment tools including environmental rating scales. NM PreK programs should work
toward scoring at least a 5 on subscales of the Early Childhood Environment Rating Scale –Revised
(ECERS-R) and the ECERS-E, the Four Curricular Subscales Extension.
Ensure that children with special/behavioral needs are not dismissed from the PreK Program solely
because of their special/behavioral needs without approval.
Ensure that programs participate in the School Lunch Program/Child Care Food Program and organize
their schedule to provide at least one meal per session meeting USDA requirements.
Ensure that written transition policies and procedures are in place for families of children moving into
the program, exiting the program, and/or transitioning into kindergarten. The procedures reflect the
diversity and uniqueness of the children and community in which they reside. Transition procedures
include a series of transition activities (e.g. home visits, parent meetings, kindergarten visits) that will
prepare the child and family for the changes and help to make for a positive transition.
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Ensure that programs refer PreK participants to community health providers able to provide
assessments for each child prior to the beginning of PreK or within the first month of attendance.
These are:
 Physical examination
 Current immunizations
 Vision screenings
 Hearing screenings
 Dental screenings
Ensure that developmental screenings are conducted for each child prior to the 3rd month of attendance.
Programs will work for early detection of children at risk for developmental delay. Where possible the
dominant language of the child will be used during screening. Appropriate referrals and services are
made available to address all identified concerns.
Ensure that the maximum group size and ratios are adhered to at all times:
 The maximum group size is 20 children.
 The teacher-child ratio is 1:10 with one lead teacher and one assistant if the group size is 11 or
more.
D. SCOPE OF PROCUREMENT
The scope of work in the procurement shall encompass all services specified in the Summary Scope of
Work and requires contractor to submit to PED a comprehensive final report, including narratives and
supporting documentation of all required components described as well as recommendations for possible
follow-up activities. Subsequent phases of the project are subject to Legislative approval, and the
competitive sealed proposals RFP process.
E. PROCUREMENT MANAGER
It is the intent of PED that the RFP process be open and fair and that the funds be allocated in a
manner that provides the greatest possible benefit to New Mexico’s residents. The agency has
designated a Procurement Manager who is responsible for the conduct of this procurement whose
name, address, and telephone number are listed below:
Ann Zuni
PreK Program Manager
NM Public Education Department/Early Childhood Bureau
Education Building, Room 206
300 Don Gaspar Avenue
Santa Fe, NM 87501
Phone: 505-827-6561
Fax: 505-827-6184
E-mail: ann.zuni@state.nm.us
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All deliveries via express carrier should be addressed as follows:
Ann Zuni
PreK Program Manager
NM Public Education Department/Early Childhood Bureau
Education Building, Room 206
300 Don Gaspar Avenue
Santa Fe, NM 87501
Phone: 505-827-6561
Fax: 505-827-6184
E-mail: ann.zuni@state.nm.us
Any inquiries or request regarding this procurement should be submitted to the Procurement
Manager in writing. Offerors may contact ONLY the Program Manager regarding the
procurement. Other state employees do not have the authority to respond on behalf of the Agency.
Questions must be in writing and received by May 6, 2011. Written responses will be provided
to all applicants who have returned a letter of interest.
F. DEFINITION OF TERMINOLOGY
This section contains definitions that are used throughout this procurement document, including
appropriate abbreviations.
“Agency” means the New Mexico Public Education Department.
“Close of Business” means 3:00 PM Mountain Standard or Mountain Daylight Time, whichever is
in effect on the date given.
“Contract” means any agreement for the procurement of items of tangible personal property,
services or construction derived from an ITB or RFP.
“Contract Manager” means the individual selected by the Agency to monitor and manage all
aspects of the contract resulting from this RFP.
“Contractor” means an employer contracting with the State of New Mexico, which employer has,
had, or anticipates having six (6) or more employees who worked, are working, or are expected to
work an average of at least twenty hours per week over a six-month period, with said six month
period being at any time during the year prior to seeking the contract(s) with the State, or any time
during the term of the contract(s) with the State;
“Deliverable” means any measurable, tangible, verifiable outcome, result, or item that must be
produced to complete a project or part of a project.
“Department of Information Technology” means the New Mexico Department of Information
Technology which is responsible for operating the data center and all communications related
items.
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“Desirable”—The terms “may,” “can,” “should,” “preferably,” or “prefers” identify a desirable or
discretionary item or factor (as opposed to “mandatory”).
“Determination” means the written documentation of a decision of a procurement manager
including findings of fact supporting a decision. A determination becomes part of the procurement
file to which it pertains.
“DFA” means the Department of Finance and Administration for the State of New Mexico.
“DFA/CRB” means the Contracts Review Board of the Department of Finance and Administration
for the State of New Mexico.
“Employer” means any for-profit or not-for-profit business, regardless of location, that employs
one or more persons that qualify as a “New Mexico Employee”. (See below.) Such definition does
not include governmental entities.
“Evaluation Committee” means a body appointed by the Agency management to perform the
evaluation of offeror proposals.
“Evaluation Committee Report” means a report prepared by the Procurement Manager and the
Evaluation Committee for submission to the State Purchasing Agent for contract award that
contains all written determinations resulting from the conduct of a procurement requiring the
evaluation of competitive sealed proposals.
“Finalist” is defined as an offeror who meets all the mandatory specifications of the Request for
Proposal and whose score on evaluation factors is sufficiently high to qualify that offeror for
further consideration by the Evaluation Committee.
“Mandatory” The terms “must,” “shall,” “will,” “is required,” identify a mandatory item or factor
(as opposed to “desirable”). Failure to meet a mandatory item or factor will result in the rejection
of the offeror’s proposal.
“Milestone” means a significant event in a project, usually the completion of a major deliverable.
“New Mexico Employee” means any resident of the State of New Mexico, performing the
majority of their work within the State of New Mexico, for any employer regardless of the location
of the employer’s office or offices.
“Offer” means to make available to all New Mexico employees, without unreasonable restriction,
enrollment in one or more health coverage plans and to actively seek and encourage participation
in order to achieve the goals of the Executive Order. This could include State publicly financed
public health coverage programs such as Insure New Mexico!
“Offeror” is any person, corporation, or partnership who chooses to submit a proposal.
“Procurement Manager” means the person or designee authorized by the Agency to manage or
administer a procurement requiring the evaluation of competitive sealed proposals.
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“Request for Proposals” or “RFP” means all documents, including those attached or incorporated
by reference, used for soliciting proposals.
“Requirements” are obligatory and mean the system functions that are related to the
organization’s goals and business opportunities. Requirements are defined by the project team and
are usually prioritized.
“Responsive Offer or Responsive Proposal” means an offer or proposal that conforms in all
material respects to the requirements set forth in the request for proposals. Material respects of a
request for proposals include, but are not limited to, price, quality, quantity or delivery
requirements.
“Responsible Offeror” means an offeror who submits a responsive proposal and who has
furnished, when required, information and data to prove that his financial resources production, or
service facilities, personnel, service reputation, and experience are adequate to make satisfactory
delivery of the services or items of tangible personal property described in the proposal.
“Solicited and Awarded” means an ITB or RFP was made available to the general public,
through any means, after January 1, 2008 AND the contract(s) sought as a result of that solicitation
was/were awarded after January 1, 2008.
“Solicitations” means ITBs and RFPs.
“State (the State)” means the State of New Mexico.
“State Purchasing Agent” or “SPA” means the purchasing agent for the State of New Mexico or a
designated representative.
G. PROCUREMENT LIBRARY
The State Purchasing Agent has established an Internet Procurement Library. Offerors are
encouraged to review the material contained in the Procurement Library by selecting the link
provided in the electronic version of this document through your own internet connection or by
contacting the Procurement Manager and scheduling an appointment.
The library contains
information listed below:
New Mexico State Purchasing Division includes links to Procurement Regulations and Request for
Proposal and is available at: http://www.generalservices.state.nm.us/spd/
H. LETTER OF INTEREST
Interested applicants should submit a letter of interest to the Program Manager by April 29, 2011,
in order to be notified of any amendments to this RFP and to receive responses to written
14
questions. If a program submits a Letter of Interest and decides not to go forward with the
proposal submission process, the letter is non-binding.
A. BACKGROUND INFORMATION
During the 2005 legislative session, the New Mexico Legislature passed the Pre-Kindergarten
Act and provided funding to develop and implement voluntary NM PreK programs for 4-year-olds
throughout New Mexico to advance childhood development and readiness.
As directed by the Act, the New Mexico Public Education Department (PED) and CYFD have
jointly developed the NM PreK program to fund eligible applicants for voluntary, quality NM
PreK activities for 4-year-olds in NM. PED and CYFD will cooperate in the development,
implementation, and administration of the NM PreK program, including the monitoring of
contracts to ensure the effectiveness of child-centered, developmentally appropriate practices and
outcomes, and to provide technical assistance to providers.
J. ELIGIBLE APPLICANTS
Public School Districts, Charter Schools and Regional Educational Cooperatives (RECs) are
eligible to apply for NM PreK programs through this RFP.
K. CONTRACT PERIOD
The contract(s) shall begin on July 1, 2011 or as soon as possible thereafter and end on June 30,
2012.
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PART II. – CONDITIONS GOVERNING THE PROCUREMENT
This section of the RFP contains the schedule for the procurement and describes the major
procurement events as well as the conditions governing the procurement. PED reserves the right to
alter or update the schedule. PED will make every effort to adhere to the schedule.
A. SEQUENCE OF EVENTS
Issuance of RFP
Pre-Proposal Conference
Letter of Interest
Questions Regarding RFP
Written Response to Questions
Proposal Due Date and Submission
Proposal Evaluation
Funding Recommendations
Intent to Award Notifications
Contract Negotiations and Proc
Contract Effective Date
April 18, 2011
April 25, 2011
April 29, 2011
April 29, 2011
May 6, 2011
May 18, 2011
May 24-25, 2011
June 1, 2011
June 8, 2011
June 10, 2011
July 1, 2011
B. EXPLANATION OF EVENTS
The following paragraphs describe the activities listed in the sequence of events shown in Section II,
Paragraph A.
1.
Issuance of RFP
This RFP is being issued by PED on April 18, 2011. The RFP may be viewed and
downloaded at www.ped.state.nm.us and www.newmexicoprek.org
2.
Pre-Proposal Conference
A pre-proposal conference will be held on April 25, 2011 at 9:00 a.m. Mountain
Daylight Savings Time at the Old PERA Building, 1120 Paseo de Peralta, Apodaca
Hall, 2nd floor. The building is located across the street from the Roundhouse.
There is ample parking on the east side of building. A public log will be kept of the
names of potential applicants that attend the pre-proposal conference.
Attendance at the pre-proposal conference is not a prerequisite for submission of a
proposal.
3.
Letter of Interest
Interested applicants should submit a Letter of Interest to the Procurement Manager by
April 29, 2011, in order to be notified of any amendments and responses to written
questions regarding the RFP. If a program submits a Letter of Interest and decides not to go
forward with the proposal submission process, the letter is non-binding.
16
4.
Questions Regarding RFP
Questions regarding the RFP must be submitted in writing by April 29, 2011 to the
Procurement Manager. All applicants who submit a letter of interest will receive a
written response to questions.
5.
Response to Written Questions/RFP Amendments
Written responses to written questions and any RFP amendments will be distributed on
May 6, 2011 to all potential offerors whose organization name appears on the procurement distribution list.
Additional written requests for clarification of distributed answers and/or amendments
must be received by the Procurement Manager no later than seven (7) days after the
answers and/or amendments were issued.
6.
Proposal Due Date and Submission
Unless PED otherwise advises, proposals must be received no later than 3:00 PM
Mountain Daylight Savings Time on May 18, 2011. Proposals received after this
deadline will not be accepted. Proposals must be addressed and delivered to the
Procurement Manager at the address listed below. Proposals must be sealed and labeled
on the outside of the package to clearly indicate that they are in response to the NM PreK
RFP. Proposals submitted by facsimile or electronically will not be accepted.
Ann Zuni, PreK Program Manager
NM Public Education Department/Early Childhood Bureau
Education Building, Room 206
300 Don Gaspar Avenue
Santa Fe, NM 87501
Phone: 505-827-6561
All deliveries via express carrier should be addressed as follows:
Ann Zuni, PreK Program Manager
NM Public Education Department/Early Childhood Bureau
Education Building, Room 206
300 Don Gaspar Avenue
Santa Fe, NM 87501
Phone: 505-827-6561
Receipt of proposals in any PED office other than Room 206 described above will not be
considered as meeting the proposal deadline and will be rejected.
Please call in advance for directions if unfamiliar with delivery location.
A public log will be kept of the names of all applicant organizations that submitted
proposals. Pursuant to Section 13-1-1 16 NMSA 1978, the contents of any proposal shall
not be disclosed to competing Applicants prior to contract award.
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7.
Proposal Evaluation
The evaluation of proposals will be performed by an Evaluation Committee appointed by
PED’s and CYFD’s Management. This process will take place beginning on May 24-25,
2011. During this time, the Program Manager may initiate discussions with applicants
who submit responsive or potentially responsive proposals for the purpose of clarifying
aspects of the proposals, but proposals may be accepted and evaluated without such
discussion. Discussions SHALL NOT be initiated by the applicant.
8.
Funding Recommendations
The Evaluation Committee will develop funding recommendations by approximately
June 1, 2011; recommendations will then be forwarded to the Secretary of Education.
The Secretary of Education will determine whether to proceed to finalize the selection
process for a particular school within a given targeted community.
9.
Intent to Award Notification
PED will send a written notice of the procurement decision by approximately June 8,
2011.
10.
Contract Negotiations and Processing
Contract negotiations will be conducted and contracts developed and signed with the
most advantageous applicant by approximately June 10, 2011. In the event that
mutually agreeable terms cannot be reached within the time specified, PED reserves the
right to undertake contract negotiations with the next most advantageous applicant
without undertaking a new procurement process.
11.
Contract Award/Effective Date
The planned contract effective date is July 1, 2011. All contracts are subject to the
approval of the New Mexico Department of Finance and Administration before
becoming effective.
12.
Protest Deadline
Any protest by an applicant must be timely and in conformance with Section 13-1-172
NMSA 1978 and applicable procurement regulations. The 15 day protest period for
responsive Applicants shall begin on the day following the receipt of contract award letter
and will end as of close of business 15 days thereafter. Protests must be written and must
include the name and address of the protestor and the RFP number. It must also contain a
statement of grounds for protest including appropriate supporting exhibits, and it must
specify the ruling requested from the Secretary of Education. Protests received after the
deadline will not be accepted. The protest must be delivered to the Secretary of
Education.
Hanna Skandera, Secretary of Education
New Mexico Public Education Department
Jerry Apodaca Education Building
300 Don Gaspar, Room 109
Santa Fe, New Mexico 87501
Phone Number: (505) 827-6688
18
PART III. – GENERAL REQUIREMENTS
This procurement will be conducted in accordance with the State Purchasing Agent’s procurement
code regulations, 1.4.1 NMAC
A. Acceptance of Conditions Governing the Procurement
Offerors must indicate their acceptance of the Conditions Governing the Procurement
section in the letter of transmittal. Submission of a proposal constitutes acceptance of
the Evaluation Factors contained in Section V of this RFP.
B. Incurring Cost
a. Any cost incurred by the offeror in preparation, transmittal, presentation of any proposal
or material submitted in response to this RFP shall be borne solely by the offeror.
b. Any cost incurred by the offeror for set up and demonstration of the proposed
equipment and/or system shall be borne solely by the offeror.
C. Prime Contractor Responsibility
Any contract that may result from the RFP shall specify that the prime contractor is
solely responsible for fulfillment of the contract with the PED. The PED will make
contract payments only to the prime contractor.
D. Subcontractors
Use of subcontractors must be clearly explained in the proposal, and major
subcontractors must be identified by name. The prime contractor shall be wholly
responsible for the entire performance whether or not subcontractors are used.
E. Amended Proposals
An offeror may submit an amended proposal before the deadline for receipt of
proposals. Such amended proposals must be complete replacements for a previously
submitted proposal and must be clearly identified as such in the transmittal letter. The
PED personnel will not merge, collate, or assemble proposal materials.
F. Offeror’s Rights to Withdraw Proposal
a. Offerors will be allowed to withdraw their proposals at any time prior to the deadline
for receipt of proposals. The offeror must submit a written withdrawal request signed
by the offeror’s duly authorized representative addressed to the Procurement Manager.
b. The approval or denial of withdrawal requests received after the deadline for receipt of
the proposals is governed by the applicable procurement regulations.
19
G. Proposal Offer Firm
Responses to this RFP, including proposal prices, will be considered firm for one
hundred twenty (120) days after the due date for receipt of proposals or ninety (90) days
after receipt of a best and final offer if one is submitted.
H. Disclosure of Proposal Contents
a. The proposals will be kept confidential until a contract is awarded. At that time, all
proposals and documents pertaining to the proposals will be open to the public, except
for the material that is proprietary or confidential. The Procurement Manager will not
disclose or make public any pages of a proposal on which the offeror has stamped or
imprinted “proprietary” or “confidential” subject to the following requirements.
b. Proprietary or confidential data shall be readily separable form the proposal in order to
facilitate eventual public inspections of the non-confidential portion of the proposal.
Confidential data are normally restricted to confidential financial information
concerning the offeror’s organization and data that qualify as a trade secret in
accordance with the Uniform Trade Secrets Act [§57-3A-1 to 57-3A-7 NMSA 1978].
The price of products offered or the cost of services proposed shall not be designated as
proprietary or confidential information.
c. If a request is received for disclosure of data for which an offeror has made a written
request for confidentiality, the State Purchasing Agent shall examine the offeror’s
request and make a written determination that specifies which portions of the proposal
should be disclosed. Unless the offeror takes legal action to prevent the disclosure, the
proposal will be so disclosed. The proposal shall be open to public inspection subject to
any continuing prohibition on the disclosure of confidential data.
I. No Obligation
The procurement in no manner obligates the State of New Mexico or any of its agencies
to the eventual rental, lease, purchase, etc., of any equipment, software, or services
offered until a valid written contract is awarded and approved by appropriate authorities
(including the DoIT, State Purchasing Division, DFA/CRB and Federal authorities).
J. Termination
This RFP may be canceled at any time and any and all proposals may be rejected in
whole or in part when the PED determines such action to be in the best interest of the
State of New Mexico.
K. Sufficient Appropriation
Any contract awarded as a result of the RFP process may be terminated if sufficient
appropriations or authorizations do not exist. Such termination will be effected by
sending written notice to the contractor. The PED’s decision as to whether sufficient
20
appropriations and authorizations are available will be accepted by the contractor as
final.
L. Legal Review
The PED requires that all offerors agree to be bound by the General Requirements
contained in this RFP. Any offeror concerns must be promptly brought to the attention
of the Procurement Manager.
M. Governing Law
This procurement and any agreement with offerors that may result shall be governed by
the laws of the State of New Mexico.
N. Basis for Proposal
Only information supplied by the PED in writing through the Procurement Manager or
in this RFP should be used as the basis for the preparation of offeror proposals. Current
and updated information regarding this procurement is available on the State Purchasing
website at http://www.generalservices.state.nm.us/spd.
O. Contract Terms and Conditions
a. The contract between the PED and a contractor will follow the format specified by the
PED and contain the terms and conditions set forth in Appendix B, “Agreement Terms
and Conditions.” However, the PED reserves the right to negotiate with a successful
offeror provisions in addition to those contained in this RFP. The contents of this RFP,
as revised and/or supplemented, and the successful offeror’s proposal will be
incorporated into and become part of the contract.
b. Should an offeror object to any of the PED’s terms and conditions, as contained in this
Section or in Appendix B, that offeror must propose specific alternative language. The
PED may or may not accept the alternative language. General references to the
offeror’s terms and conditions or attempts at complete substitutions are not acceptable
to the PED and will result in disqualification of the offeror’s proposal.
c. Offerors must provide a brief discussion of the purpose and impact, if any, of each
proposed changed followed by the specific proposed alternate wording.
P. Offeror’s Terms and Conditions
Offerors must submit with the proposal a complete set of any additional terms and
conditions that they expect to have included in a contract negotiated with the PED.
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Q. Contract Deviations
Any additional terms and conditions that may be the subject of negotiation will be
discussed only between the PED and the selected offeror and shall not be deemed an
opportunity to amend the offeror’s proposal.
R. Offeror Qualifications
The Evaluation Committee may make such investigations as necessary to determine the
ability of the offeror to adhere to the requirements specified within this RFP. The
Evaluation committee will reject the proposal of any offeror who is not a responsible
offeror or fails to submit a responsive offer as defined in §13-1-83 and §13-1-85 NMSA
1978.
S. Right to Waive Minor Irregularities
The Evaluation Committee reserves the right to waive minor irregularities. The
Evaluation Committee also reserves the right to waive mandatory requirements
provided that all of the otherwise responsive proposals fail to meet the same mandatory
requirements and/or doing so does not otherwise materially affect the procurement.
This right is at the sole discretion of the Evaluation Committee.
T. Change in Contractor Representatives
The PED reserves the right to require a change in contractor representatives if the
assigned representatives are not, in the opinion of the PED, meeting its needs
adequately.
U. Notice
The Procurement Code, §13-1-28 through §13-1-199 NMSA, imposes civil and
misdemeanor criminal penalties for its violation. In addition, the New Mexico criminal
statutes impose felony penalties for bribes, gratuities, and kickbacks.
V. Agency Rights
The PED reserves the right to accept all or a portion of an offeror’s proposal including
the right to purchase software or services from SPA approved price agreements.
W. Right to Publish
Throughout the duration of this procurement process and contract term, potential
offerors, offerors, and contractors must secure from the PED written approval prior to
the release of any information that pertains to the potential work or activities covered by
this procurement or the subsequent contract. Failure to adhere to this requirement may
result in disqualification of the offeror’s proposal or termination of the contract.
22
X. Ownership of Proposals
All documents submitted in response to the RFP shall become the property of the PED
and the State of New Mexico.
Y. Confidentiality
Any confidential information provided to, or developed by, the contractor in the
performance of the contract resulting from this RFP shall be kept confidential and
shall not be made available to any individual or organization by the contractor without
the prior written approval of the PED.
The Contractor(s) agree to protect the confidentiality of all confidential information and
not to publish or disclose such information to any third party without the procuring
PED’s written permission.
Z. Electronic Mail Address Required
A large part of the communication regarding this procurement will be conducted by
electronic mail (e-mail). Offeror must have a valid e-mail address to receive this
correspondence. (See also Section II.B.5, Response to Written Questions/RFP
Amendments).
AA. Use of Electronic Versions of this RFP
This RFP is being made available by electronic means. If accepted by such means, the
Offeror acknowledges and accepts full responsibility to insure that no changes are made
to the RFP. In the event of conflict between a version of the RFP in the Offeror’s
possession and the version maintained by the SPA, the version maintained by the SPA
shall govern. Please refer to: http://www.generalservices.state.nm.us/spd
BB. New Mexico Employees Health Coverage
1. For all contracts solicited and awarded on or after January 1, 2008: If the offeror has, or
grows to, six (6) or more employees who work, or who are expected to work, an average of
at least 20 hours per week over a six (6) month period during the term of the contract,
offeror must agree to:
(a) have in place, and agree to maintain for the term of the contract, health insurance for
those employees and offer that health insurance to those employees no later than July 1,
2008 if the expected annual value in the aggregate of any and all contracts between
Contractor and the State exceed one million dollars or;
(b) have in place, and agree to maintain for the term of the contract, health insurance for
those employees and offer that health insurance to those employees no later than July 1,
23
2009 if the expected annual value in the aggregate of any and all contracts between
Contractor and the State exceed $500,000 dollars or
(c) have in place, and agree to maintain for the term of the contract, health insurance for
those employees and offer that health insurance to those employees no later than July 1,
2010 if the expected annual value in the aggregate of any and all contracts between
Contractor and the State exceed $250,000 dollars.
2.
Offeror must agree to maintain a record of the number of employees who have (a)
accepted health insurance; (b) decline health insurance due to other health insurance coverage
already in place; or (c) decline health insurance for other reasons. These records are subject to
review and audit by a representative of the state.
3.
Offeror must agree to advise all employees of the availability of State publicly financed
health care coverage programs by providing each employee with, as a minimum, the following
web site link to additional information http://insurenewmexico.state.nm.us/.
4.
For Indefinite Quantity, Indefinite Delivery contracts (price agreements without specific
limitations on quantity and providing for an indeterminate number of orders to be placed
against it); these requirements shall apply the first day of the second month after the offeror
reports combined sales (from state and, if applicable, from local public bodies if from a state
price agreement) of $250,000, $500,000 or $1,000,000.
CC. Campaign Contribution Disclosure Form.
Offeror must complete, sign, and return the Campaign Contribution Disclosure Form (Form J)
as a part of their proposal. This requirement applies regardless whether a covered contribution
was made or not for the positions of Governor and Lieutenant Governor. Failure to complete
and return the form will result in disqualification.
24
PART IV. – RESPONSE FORMAT AND ORGANIZATION
A. NUMBER OF RESPONSES
Offerors shall submit only one proposal. If applicants are proposing to serve more than one
targeted community, each targeted community must be addressed in the proposal narrative.
B. NUMBER OF COPIES
Applicants shall deliver four (4) copies of their proposal to the location specified in Part II,
Paragraph B.6 on or before the closing date and time for receipt of proposals. One of the four
copies must have the original signatures of the authorized officials of the agency on the
cover page. Only proposals with the original signatures will be accepted as meeting the
established contract deadline. The Superintendent(s) must sign the cover page and
assurances.
C.
PROPOSAL FORMAT
All proposals must be printed, double-spaced and one sided on 8 ½” x 11”, unruled, white paper.
The font must be set at 12-point size, in a readable font such as New Times Roman, Courier,
Arial, etc. The proposal shall not be more than 22 typed pages, excluding all forms, attachments,
table of contents, abstract, assurances, budget and budget justification. All pages shall be
numbered and proposals must be bound. The 22 pages would include 20 for the program
services narrative and 2 pages for the transportation narrative.
Proposal Organization
The proposal must be organized and indexed as listed in the table of contents, which references
the responses to the required information. The table of contents is Form B, which is provided.
Within each section of their proposal, Applicants shall address the items in the order in which
they appear in this RFP. All forms provided in the RFP must be thoroughly completed and
included in the appropriate section of the proposal.
PED is not responsible for any costs incurred in the preparation or submission of a proposal.
Any proposal that does not adhere to these requirements may be deemed non-responsive and
rejected on that basis.
D.
FORMS
This section will serve as a checklist of the forms that must be included as part of the proposal.
All forms must be completed and submitted as part of the proposal.
Forms are not included in the 20-page limitation of the Program Services Narrative and a 2
page limitation for the Transportation Narrative.
25
All forms provided and required to be included in the proposal are listed below. (See
Form B)
Form A – Cover Application Form – This form must be completed and submitted as the cover
sheet to the proposal packet for the applicant to be considered for funding.
Form B – Table of Contents
Form C – Statement of Assurances
Form D – Project Abstract
Forms E 1, 2, and 3 – Documentation of Needed Capacity Improvement.
Form F – Line Item Budget (Separate forms for each category; Program Services and/or
Transportation)
Forms G - 1 and 2 – Budget Narrative (Separate forms required for each category; Program
Services, Transportation)
Forms H - 1 and 2 – Additional Revenue Sources and Cost Allocation
Form I – Staff Qualifications & Personnel Costs Summary
Form J – Campaign Contribution Disclosure Form
NOTE: ALL FORMS ARE REQUIRED TO BE COMPLETED FOR ACCEPTANCE
OF PROPOSAL
26
PART V. – SPECIFICATIONS
Applicants shall respond in the form of a thorough narrative to each mandatory specification. The
narratives along with required supporting materials will be evaluated and awarded points accordingly.
A. Information
1. Level of Effort
For the purpose of preparing proposals, Applicants are to assume that the work required in the
first year of the contract will be a per-child reimbursement rate of $2,803.00 (540 hours) plus
a per-child instructional materials rate of $98.00. A contract awarded under this RFP shall be
for one year.
2. Time Frame
The contract is scheduled to begin on July 1, 2011 or as soon as possible thereafter. The initial
contract deliverables are to be completed by June 30, 2012.
B. Program Services Narrative (125 total points possible)
1. Statement of Need (Total – 50 points)
Applicants must clearly identify the targeted community to be served. Refer to the definition
of community on page 5 of the introduction. If more than one targeted community is proposed
to be served, each targeted community must be addressed separately. This section must clearly
and succinctly describe the need for a NM PreK program in the targeted community. You must
convincingly describe the socio-ecological need of the community as well as the need for a
PreK program in the specified community. Two specific aspects of need must be included:
Need of the Targeted Community – 25 points
This section provides the opportunity to describe the targeted community from which
PreK children will be served. In as much detail as possible – using as much supporting
data as is available – describe the targeted community. Include socio-ecological risk
factors that would likely result in children being at risk for school failure: e.g. rates of
poverty, teen pregnancy, low birth weight, juvenile incarceration, abuse and neglect,
high school drop-outs, adult literacy. Provide as much detail and data as possible
related to the general population and families of the children you propose to serve
(below). The argument must be logical and convincing.
Need for a PreK Program – 25 points
This section provides the opportunity to describe the unmet need for quality early care
and education services in the targeted community. To score the most possible points,
the proposal must include at least the following:

the target population of children you will enroll and how you will prioritize the
enrollment of children who would not otherwise have the opportunity to attend a
27
quality early childhood education program (Forms E-1, E-2 and E-3 may be
used for this purpose, as appropriate) (Forms can exceed the 20-page limitation
of the program narrative.);

the number of 5-year-olds currently enrolled in the elementary school(s) in the
targeted community (See Form E-2);

the total number of 4-year-olds currently served in the targeted community in
any out-of-home setting;

the number of 4-year-olds currently served in a Head Start, 4-STAR, Accredited
setting. Do not include in your count four-year-old children with developmental
disabilities who attend a special education program – DD/619 preschool;

the difference between number of five-year olds served and four-year olds
served in Head Start, 4-STAR or Accredited setting;

the number of 4-year-olds proposed to be served in 2011-2012;

the elementary schools where PreK children will attend kindergarten;

the percent of children to be served living in school attendance zone of a Title I
elementary school.
Much of this information may be included on Forms E 1, 2, and 3 and summarized in
the narrative.
2. Organizational Capacity and Plan of Operation (Total – 50 points)
Again, this section is divided into two parts: 1) the organization’s capacity to implement the
NM PreK program, and 2) how the organization proposes to implement the program.
Applicants proposing to operate more than one PreK site must organize this section in a clear
and concise manner so that the reader is able to understand the organization’s capacity as well
as the Plan of Operation for each site.
Organizational Capacity – 25 Points
Applicants must clearly describe the background, purpose, experience, and success of
the provider, especially with regard to previous experience providing NM PreK
programs. Describe the program’s efforts to provide a quality early care and education
program.

Describe the program’s knowledge of and experience using the child assessment
process and the NM PreK Observational Assessment Tools. (available at
www.newmexicoprek.org)
28

Applicants must thoroughly describe how the PreK program has and will relate
to the mission of the organization, and what benefits are anticipated as a result
of this program.

Applicants must describe plans for administration and implementation of the
PreK program, including personnel responsible for administration and
management. Explain how the person(s) designated as the PreK program
director(s) or coordinator(s) will handle the day-to-day operations of the PreK
program and ensure compliance with the contract Scope of Work, the
Assurances and alignment with the NM PreK Program Standards and the NM
PreK Early Learning Guidelines and submission/maintenance of accurate data
in the NM PreK database. Describe the role of the building principal in
administration and implementation of the PreK program.

Applicants must provide a description of the qualifications and experience of the
early childhood staff and all staff for each site involved with proposed project.
For example, document that staff are properly licensed and qualified per NM
PreK Program Standards. (See Form J)
Plan of Operation – 25 points
Applicants must describe the plan of operation for the proposed PreK program. This
description must include, at least, the following:

A detailed timeline for delivery of the proposed services including a calendar of
when PreK services will be provided

A sample of a proposed daily schedule

A sample lesson plan on the required PreK lesson plan form (See Appendices)

A diagram of each classroom to be used for PreK (Indicate if the classroom was
funded with state PreK capital outlay)

Describe the plan for informing parents about the availability of the PreK
program and for implementing a selection process that ensures equal access to
the program for all four year olds in the targeted community(ies) and meeting
enrollment priorities.

Describe the program’s plan for communicating with and involving parents in
the PreK program, including family-teacher conferences.

Describe what resources, personnel and processes will be put in place to ensure
completion of the child observation/documentation process.

Describe the tools and processes that will be used to plan and implement the NM
PreK curriculum.
29

Describe your systems, tools, and processes for continuous program
improvement, including staff development plans to meet the NM PreK Program
Standards.
3. Budget (Total – 25 points)

Applicants must complete all budget forms (Forms F, G and H), indicating
actual and projected additional revenue sources. Applicants must provide a
detailed budget for costs (see Form F and Form G). All costs should be
reasonable and well justified and must relate to the proposed project activities.
(Forms can exceed the 20-page limitation of the program narrative.)

Use cost-allocation methods to describe the total cost of services provided. If
state PreK funds cover the entire portion of the half-day PreK program, submit
only Form F and G.

Applicants may use Form H.1 to describe any funding that is used to
supplement the half-day PreK day. For example, if transportation is provided
using another funding source, or if special education or Title I funds are used to
pay for an instructional assistant during the half day PreK day, this should be
documented on Form H.1

Applicants may use Form H.2 to describe any funding that is used to
expand/extend the half day PreK day. For example, if full-day services are
provided using Title I, general operation or other funds, this should be reflected
on Form H.2.
Examples of allowable costs include:
 Salaries and benefits
 Materials and supplies
 Equipment
 Food and meals for project participants in excess of USDA
reimbursement
 Transportation
 Up to 7% of the contract award amount for program services may be
used for other administrative costs such as data collection and entry.
Examples of unallowable costs include:
 Construction, renovating or acquiring real property
 Organized fundraising
 Out-of-State Travel
NOTE: T.E.A.C.H. Scholarships are available to NM PreK personnel who do not meet
requirements in the NM PreK Program Standards. These scholarships require financial and
other commitments from both the PreK program and the scholarship recipient. Costs to the
PreK program are allowable PreK expenditures and should be included in the budget.
30
Contact T.E.A.C.H. Scholarship Program Director, for program cost estimates (505) 2435437. Budgeting for the support of T.E.A.C.H. scholarships should correspond to Section
3d – Staff Professional Development Plans in the proposal narrative.
NOTE: Please put at least the $98.00 per child rate for instructional materials in the general
supplies and materials line item.
C. Transportation
A limited amount of NM PreK funding for NM PreK programs is available for transportation of
children in cases where it is essential for the provision of a program. This means situations in
which children would not be able to participate without transportation to and from the program.
These funds are not intended to take the place of existing resources that are or could be used for
transportation.
1. Statement of Demonstrated Need (50 points)
Applicants must describe the need for NM PreK Transportation funding and the number of
4-year-old children it will benefit. Assurance must be provided that no other funds are
available for transportation. Transportation funds may not be used to purchase vehicles.
Applicants must provide a current needs assessment that describes the adequacy and
capacity of transportation services for PreK programs that includes, but is not limited to, the
following:


Estimated # of children not able to attend without provided transportation
Other transportation resources currently in use
2. Maximizing Capacity (30 points)
The NM PreK program is intended to provide access to all interested families with 4-yearold children in a community. It is intended to support both school and community
programs in achieving this quality option. If collaboration with other community resources
for provision of transportation services is anticipated, please describe how that
collaboration will occur. Also, describe the organization’s revenue sources and amounts
other than state funding available through the NM PreK program (See Form F).
3. Budget (20 points)
 Applicants must provide a detailed budget for costs (see Form F and Form G). All
costs should be reasonable and well justified and must relate to the proposed
provision of transportation services.
 If applicable, applicants must complete Form H-1 and/or H-2, indicating actual and
projected additional revenue sources.
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PART VI. – EVALUATION
A. Program Services Evaluation Point Summary
The following is a summary of evaluation factors with point value assigned to each. These, along with
the general requirements, will be used in the evaluation of Applicant proposals.
FACTOR
POINTS AVAILABLE_
1. Statement of Need
50
2. Organizational Capacity and Plan of Operation
50
3. Budget
25
4. Percent of Title I Elementary Schools in targeted community
50
5. Percent of 3rd grade students not meeting proficiency in reading and math
50
TOTAL
225
B. Transportation Evaluation Point Summary
Those applicants funded through this RFP are eligible to be funded for transportation costs. The
following is a summary of evaluation factors with point value assigned to each. These, along with the
general requirements, will be used in the evaluation of Applicant proposals.
FACTOR
1. Statement of Demonstrated Need
2. Maximizing Capacity
3. Budget
TOTAL
POINTS AVAILABLE
50
30
20
100
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FORM A
COVER APPLICATION FORM
FOR 2011-2012 PROGRAM YEAR
I. APPLICANT INFORMATION: Please check the NM PreK funds you are applying for:
Program Services: __________ Transportation:___________
A. School District/Charter School/REC Name:
B. Superintendent’s Name:
C. Mailing and Street Address:
D. Superintendent’s Telephone Number:
Fax Number:
E-mail Address:
E. Business Manager’s Name:
Telephone Number:
Fax Number:
E-mail Address:
F. Tax I.D. Number: Federal Income Tax #:
G. Person in Organization to Contact Regarding Proposal:
Name:
Title:
Office Telephone:
E-Mail Address:
H. Name School Site(s) and Principal(s):
NAME OF
PRINCIPAL’S
OFFICE
SCHOOL
NAME
PHONE
Cell Phone:
CELL
PHONE
PRINCIPAL’S
SIGNATURE
II. SIGNATURE OF APPLICANT – I hereby certify that all information contained in this
proposal contains no willful misrepresentation and that the information is true and complete to the
best of my knowledge.
Superintendent’s Signature:
Date:
The information on this form must be completed before the proposal will be considered for
evaluation.
33
FORM B
TABLE OF CONTENTS
Instructions: Complete this Table of Contents in alignment with your proposal. Please insert page
numbers to indicate where these sections can be found. All forms should be returned with the
proposal.
PROPOSAL CONTENTS
Cover Application Form (Form A)
Table of Contents (Form B)
Statement of Assurances (Form C)
Project Abstract (Form D)
PAGE
PROGRAM SERVICES SECTION
Program Services Narrative (max. of 20 pages)
 Statement of Need
 Organizational Capacity and Plan of Operation
Documentation of Needed Capacity Improvement (Forms E-1, 2, 3)
Budget (a separate Form- F) is required for each category; Program Services, and/or
Transportation (if you are requesting Transportation funds, place the relevant FormF immediately following the respective narrative.)
Budget Justification Narrative (Forms G-1, 2) (a separate Form- G is required for
Program Services, and Transportation) (if you are requesting Transportation funds,
place the relevant Form-G immediately following the narrative.)
Additional Revenue Sources (Forms H-1, 2) is required for each category; Program
Services and/or Transportation
Staff Qualifications and Personnel Cost Summary (Form I)
Campaign Contribution Disclosure Form (Form J)
TRANSPORTATION SECTION
Transportation Narrative (Maximum of 2 pages) + Forms F, G, H-1, and H-2 ( if
applicable)
APPENDICES (Optional)
34
FORM C
ASSURANCES FOR SCHOOL DISTRICTS
This form must be completed and signed by all applicants. Include this form in the proposal
along with the appropriate attachments.
Ensure that each teacher and teacher assistant is provided with his/her own copy of the NM PreK
Program Standards, the PreK Lesson Plan Form, the NM PreK Essential Indicators with Rubrics
and the Priority Program Requirements/Services and Assurances prior to the first day of the PreK
program services.
Ensure that PreK funds are used to supplement and expand existing resources and are not be used to
take the place of or supplant any funding that is being utilized.
Ensure that the PreK portion of the day must be designated with total costs allocated proportionately.
Ensure that all classrooms provide inclusive settings for children with developmental delays and
disabilities based on federal IDEA rules and regulations using cost allocation methods in collaboration
with the local educational authority (LEA) special education department to fund these students.
Ensure that PreK funds shall not be used for any religious, sectarian or denominational purposes,
instruction, or materials.
Ensure confidentiality of all children’s files by providing and maintaining a secure filing system.
Ensure that current data is maintained on the NM PreK database by updating information at least twice
monthly.
Ensure that parents are informed of the availability of their local PreK program including how children
will be recruited, selected and enrolled through a process that assures equal access to the program and
meeting priorities for enrollment during each year of the contract cycle.
Ensure that all PreK classrooms establish a process of continuous quality improvement using a variety
of self-assessment tools including environmental rating scales. NM PreK programs should work
toward scoring at least a 5 on subscales of the Early Childhood Environment Rating Scale –Revised
(ECERS-R) and the ECERS-E, the Four Curricular Subscales Extension.
Ensure that children with special/behavioral needs are not dismissed from the PreK Program solely
because of their special/behavioral needs without approval.
Ensure that programs participate in the School Lunch Program/Child Care Food Program and organize
their schedule to provide at least one meal per session meeting USDA requirements.
Ensure that written transition policies and procedures are in place for families of children moving into
the program, exiting the program, and/or transitioning into kindergarten. The procedures reflect the
diversity and uniqueness of the children and community in which they reside. Transition procedures
35
include a series of transition activities (e.g. home visits, parent meetings, kindergarten visits) that will
prepare the child and family for the changes and help to make for a positive transition.
Ensure that programs refer PreK participants to community health providers able to provide
assessments for each child prior to the beginning of PreK or within the first month of attendance.
These are:
 Physical examination
 Current immunizations
 Vision screenings
 Hearing screenings
 Dental screenings
Ensure that developmental screenings are conducted for each child prior to the 3rd month of attendance.
Programs will work for early detection of children at risk for developmental delay. Where possible the
dominant language of the child will be used during screening. Appropriate referrals and services are
made available to address all identified concerns.
Ensure that the maximum group size and ratios are adhered to at all times:
 The maximum group size is 20 children.
 The teacher-child ratio is 1:10 with one lead teacher and one assistant if the group size is 11 or
more.
___________________________________________________________________
Superintendent’s Name
Superintendent’s Signature
_________
Date
___________________________________________________________________
Business Manager’s Name
Business Manager’s Signature
__________
Date
___________________________________________________________________
Principal’s Name
Principal’s Signature
School
__________
Date
___________________________________________________________________
Principal’s Name
Principal’s Signature
School
__________
Date
___________________________________________________________________
Principal’s Name
Principal’s Signature
School
__________
Date
___________________________________________________________________
Principal’s Name
Principal’s Signature
School
__________
Date
___________________________________________________________________
Principal’s Name
Principal’s Signature
School
__________
Date
36
FORM D
PROJECT ABSTRACT
School District/Charter/REC:
Coordinator/Project Director:
Target Community:
Total Project Funds Requested for 2011-2012:_______________________
Project Funds Requested by School:
School
Number
of
Children
Program
Services
Amount
Supplies
and
Materials
Amount
Transportation
Amount
Total Budget
Requested for
this School
Objectives: (State briefly the objectives of the project.)
Project Design: (Give a brief description of the overall design or plan of the project.)
37
FORM E-1 (One Form per Site)
DEMOGRAPHIC AND TARGET COMMUNITY INFORMATION
Name of Target Community Elementary School(s) __________________________________
A. Document the number of 4-year-olds residing in the targeted community who have no access to a
quality PreK program (e.g. Head Start, public school preschool (do not include children in Special
Education 619 programs/DD), 4-STAR or Accredited early care and education program). (Form
E-2 can assist you in determining this number).
B. Estimate the number of 4-year-old children who will participate in proposed program and indicate
if and where they have been served as three year-olds.
C. Identify the Title I eligible school attendance areas that will be served.
D. If children in the proposed PreK program will attend more than one elementary school, list the
schools and number of children who will attend each elementary school. Document the percentage
of children who will attend a designated Title I elementary school.
E. List any collaborating community organizations, public agencies, institutions of higher education,
or other nonprofit organizations in the area which will be involved in this project.
F. List all other providers of center-based services for 4 year-olds within the identified targeted
community (public & private). LIST ALL PROGRAMS BY NAME WITH NUMBER OF FOURYEAR-OLDS SERVED IN 2010-2011 AND PROVIDE LICENSE LEVEL AND/OR
ACCREDITATION STATUS.
38
Form E-2 (One Per Site)
Documentation of Potential Needed Capacity for Four-Year-Olds
List Elementary School(s) in the identified target community
Indicate the number of kindergarten children enrolled in the 201011 school year (See Appendices: NM FY 12 PreK Priority Table)
Total =(a)
List programs serving 4-year-olds in the
identified target community that are Head
Start, public school preschool (do not list
Special Education DD programs), 4-STAR
or Accredited.
List STAR Level Status and/or
Accreditation Status
Indicate the number of 4’s served and
number on waiting list in 2010-11
Number Served
Total of column with Number Served =
Waiting List
(b)
Potential number of unserved children in the identified target community = (a) – (b)
On a separate page list the number of fours served by all other early education programs serving 4-year-olds in the target community, and their
licensed or registered status (for example: Little Moppets Child Care, 3 fours, registered home, or Caring Place, 6 fours, Star Level 3)
SUBMIT THIS TABLE WITH ALL INFORMATION.
Page 39
FORM E-3
DOCUMENTATION OF PRIORITY COMMUNITY AND CHILDREN TO BE SERVED
(One Form per School Site)
Name of School ____________________________
Names of Children to be served by
Location Where Served
Anticipated
Check Yes
Indicate % of this School
NM PreK Program
as Three-Year-Olds
Kindergarten
if the
not meeting proficiency
Attendance School
School is
requirement in FY 10 (*See
Title I*
Appendices: NM FY 12
PreK Priority Table)
SUBMIT THIS TABLE WITH ALL KNOWN INFORMATION WITH YOUR PROPOSAL. RESUBMIT THIS TABLE WITH ALL ACTUAL
INFORMATION BY SEPTEMBER 15, 2011.
Page 40
FORM F
LINE ITEM BUDGET
Submit a line item budget which breaks down the funding being requested from PED for the contract year. If
applicant is funded, the approved budget must be submitted through PED’s Operating Budget Management System
(OBMS).
Use the following nine category totals and one grand total. The categories are:
1. Personnel Services
2. Employee Benefits
3. In-State Travel
4. Maintenance and Repairs
5. Supplies
6. Operating Costs
7. Other Costs
8. Capital Outlay
LINE ITEM BUDGET INSTRUCTIONS
General:
Form F is a line item budget which breaks down the funding being requested from PED for the contract year.
Unallowable costs include, but are not limited to: the purchase or lease of land; the purchase of vehicles; the
purchase of buildings and structures; and major remodeling of buildings and structures. Administrative overhead
may only be listed if you have a federally approved administrative overhead rate.
Capital outlay over $5000 must be approved by PED prior to purchase. Title to capital outlay purchased with funds
under this RFP remains with the PED.
Specific:
There are nine category totals and one grand total. The category totals are the sums of the following:
1. Personnel Services
List the totals for each of the following salary line items: full-time, part-time and temporary personnel. Include
vacancies. Include only the salary to be paid by PED.
2. Employee Benefits
Budget all employee benefits afforded by your agency to be paid by PED.
3. In-state Travel
In-state travel may be paid to employees of the program who are traveling to perform work on behalf of the
program. In-state travel will be reimbursed according to the N.M. Mileage and Per Diem Act, which include a
maximum mileage rate of $.40 per mile and an instate per diem rate of $85.00, with rates designated for partial
day per diem.
4. Maintenance and Repairs
Page 41
5. Supplies
Include expenses for expendable supplies such as paper, folders, pens and photocopying costs.
6. Operating Costs
7. Other Costs
8. Capital Outlay
This category is to budget costs for capital outlay over $5000.00. Capital outlay must be pre-approved by the
PED Procurement Manager.
NOTE: Out-of-State Travel: expenses are not allowed under NM PreK.
LINE ITEM BUDGET FORM FOR FUND 27149 FOR SCHOOL DISTRICTS/CHARTER
SCHOOLS/RECs
Please note that the budget entered into OBMS must match this budget. The budget will be entered after
notification by the PED Program Manager that it has been approved.
(add lines as required)
FUNCTION
OBJECT
0BJECT DESCRIPTION
PROGRAM
JOB
TOTAL
FTE
CLASS
Page 42
FORM G-1
BUDGET NARRATIVE INSTRUCTIONS FOR SCHOOL DISTRICTS/CHARTER SCHOOLS/RECs
GENERAL:
Form G-1 is a budget narrative which will describe in detail the line item expenditures requested in Form F to
support the proposed project funding.
SPECIFIC:
Line Item Code - Enter the appropriate expenditure code.
Line Item Description - Enter the appropriate budget amount requested.
Base Request - Enter the appropriate budget amount requested.
Justification/Description - Provide a detailed narrative that supports the requested amount.
Note: Total each expenditure category to equal funding request.
BUDGET NARRATIVE FORM FOR SCHOOL DISTRICTS/CHARTER SCHOOLS/RECs
Line Item Detail for Base Budget
LINE
ITEM
CODE
LINE ITEM DESCRIPTION
BASE
REQUEST
Page 43
JUSTIFICATION/
DESCRIPTION
FORM G-2
PLEASE COMPLETE THE FOLLOWING TABLE IF REQUESTING TRANSPORTATION FUNDS
Bus or Route
Number
Number of
Students
District Mileage
Rate
Number of Miles
Cost for this bus
$
$
$
$
TOTAL TRANSPORTATION COSTS: $
Page 44
FORM H-1
ADDITIONAL REVENUE SOURCES FOR SCHOOL DISTRICTS/CHARTER SCHOOLS/RECs
TO SUPPLEMENT THE HALF-DAY PreK PROGRAM
The purpose of this form is to provide the opportunity to document support in the form of actual and projected
additional revenue sources, including other local, state, federal and grant funds, as well as in-kind services.
Revenue items include, but are not limited to, goods and services such as rent, equipment, supplies and volunteer
time. LIST ONLY THOSE REVENUES RELEVANT TO SUPPLEMENTING THE PROPOSED HALFDAY PROGRAM and provide an explanation of the contribution. For volunteer time, estimate the cost for paying
for the service.
Use additional sheets as necessary.
IMPORTANT NOTE: If the district is using ANY Title 1 funds to supplement the NM PreK program, you
must comply with the following:
1. HQT/paraprofessionals – all Title I supported preschools have to be staffed by a highly qualified teacher as
defined in NCLB. If EA’s are providing instruction, they will need to meet the paraprofessional requirement
which in NM means they are Level 3 licensed.
2. Student eligibility – This will depend on how the district budgets the funds in the Title I application. If
treated as a district level set-aside, then it must be open to children from across the district and children
must be failing or most at risk of failing to meet the states achievement standards. This determination must
be made on the basis of criteria such as teacher judgment, interviews with parents, and developmentally
appropriate measures of child development. First come, first served is not allowable. If the preschool
support comes out of a building level allocation, and the building has a Title I targeted assistance model,
the same selection criteria as noted above applies. If the building operates a school-wide Title I model, then
it is not required to identify particular children as eligible. If funded by a building allocation, it is possible
to open it only to children from that attendance area.
3. Parent involvement – all Title I parent involvement requirement would apply with the exception of parent
compacts.
4. EDGAR requirements – all apply.
5. In addition, any expenditures would need to be allowable under regular Title I rules.
Page 45
FORM H-1
ADDITIONAL REVENUE SOURCES TO SUPPLEMENT THE HALF-DAY PreK Program
Note: This form may be expanded to provide details under the main categories.
CATEGORY
LINE
ITEM
DESCRIPTION
Personnel
Services
Employee
Benefits
In-State Travel
Maintenance
and Repairs
Supplies
Operating Costs
Other Costs
Capital Outlay
Page 46
FUNDING
SOURCE
AMOUNT
FORM H-2
ADDITIONAL REVENUE SOURCES TO EXTEND/EXPAND THE HALF-DAY PreK PROGRAM
The purpose of this form is to provide the opportunity to document support in the form of actual and projected
additional revenue sources, including other local, state, federal and grant funds, as well as in-kind services.
Revenue items include, but are not limited to, goods and services such as rent, equipment, supplies and volunteer
time. LIST ONLY THOSE REVENUES RELEVANT TO EXTEND/EXPAND THE HOURS OF THE
PROPOSED HALF-DAY PROGRAM and provide an explanation of the contribution. For volunteer time,
estimate the cost for paying for the service.
Use additional sheets as necessary.
IMPORTANT NOTE: If the district is using ANY Title 1 funds to extend/expand the hours of the half-day
NM PreK program, you must comply with the following:
1. HQT/paraprofessionals – all Title I supported preschools have to be staffed by a highly qualified teacher as
defined in NCLB. If EA’s are providing instruction, they will need to meet the paraprofessional requirement
which in NM means they are Level 3 licensed.
2. Student eligibility – This will depend on how the district budgets the funds in the Title I application. If
treated as a district level set-aside, then it must be open to children from across the district and children
must be failing or most at risk of failing to meet the states achievement standards. This determination must
be made on the basis of criteria such as teacher judgment, interviews with parents, and developmentally
appropriate measures of child development. First come, first served is not allowable. If the preschool
support comes out of a building level allocation, and the building has a Title I targeted assistance model,
the same selection criteria as noted above applies. If the building operates a school-wide Title I model, then
it is not required to identify particular children as eligible. If funded by a building allocation, it is possible
to open it only to children from that attendance area.
3. Parent involvement – all Title I parent involvement requirement would apply with the exception of parent
compacts.
4. EDGAR requirements – all apply.
5. In addition, any expenditures would need to be allowable under regular Title I rules.
Page 47
FORM H.2
ADDITIONAL REVENUE SOURCES TO ENTEND/EXPAND THE HOURS OF
THE HALF-DAY PreK PROGRAM
Note: This form may be expanded to provide details under the main categories.
CATEGORY
LINE
ITEM
DESCRIPTION
Personnel
Services
Employee
Benefits
In-State Travel
Maintenance
and Repairs
Supplies
Operating Costs
Other Costs
Capital Outlay
Page 48
FUNDING
SOURCE
AMOUNT
FORM I
STAFF QUALIFICATIONS AND PERSONNEL COSTS SUMMARY
FOR SCHOOL DISTRICTS/CHARTER SCHOOLS/RECs
(Add lines as needed)
1.
2.
3.
4.
5.
6.
7.
8.
Staff
Name/Title
(If Known)
Education and
Training
PED License(s)
Held/Level
Experience
(Note # Years)
in Field
NM PreK Hire
PreK Work
Hours
Per Week
Total Gross
Salary (All
Sources)
PED’S
Share of
Salary
Date
(not district
hire date)
Page 49
FORM I
INSTRUCTIONS FOR STAFF QUALIFICATIONS AND PERSONNEL COSTS SUMMARY FOR
SCHOOL DISTRICTS/CHARTER SCHOOLS/RECs
This form provides a summary of the job titles, qualifications and costs of all staff members employed to
provide the proposed services. Follow the instructions below carefully.
1. Position Title
Indicate the staff name and associated position title for each position for which you are requesting funds.
Include programmatic and administrative staff. If position is vacant at the time of the proposal submission,
please indicate this in place of the name and title.
2. Education and Training
Indicate the highest level of education achieved by the staff person named in Item 1 above (high school, AA
degree, BA degree). You may also include any certifications or applicable training.
3. PED License(s) Held
Indicate the teaching or administrative licenses held by the staff person named in Item 1.
4. Experience
Indicate the applicable job experience of the staff person named in Item 1 above. Please indicate the number
of years for each job experience.
5. NM PreK Date of Hire
Indicate the date the staff person began working in the NM PreK program at your site.
6. PreK Work Hours Per Week
Indicate the number of hours per week that the associated staff person works/will work for the proposed
program. If the position is vacant, indicate the proposed number of hours the staff person will be working
per week.
7. Proposed Gross Salary and Benefits
Indicate the total gross salary (paid by all funding sources) of the staff person named in Item 1 above. If
position is vacant, indicate the proposed salary of the position.
8. PED Share of Salary and Benefits
Indicate the portion of the total salary to be paid by PED for the staff person named in Item 1 above. If
position is vacant, indicate the proposed (PED) share of the salary for the position.
Page 50
Form J
CAMPAIGN CONTRIBUTION DISCLOSURE FORM
Pursuant to NMSA 1978, § 13-1-191.1 (2006), any person seeking to enter into a contract with any state agency
or local public body for professional services, a design and build project delivery system, or the design and
installation of measures the primary purpose of which is to conserve natural resources must file this form
with that state agency or local public body. This form must be filed even if the contract qualifies as a small
purchase or a sole source contract. The prospective contractor must disclose whether they, a family member or a
representative of the prospective contractor has made a campaign contribution to an applicable public official of
the state or a local public body during the two years prior to the date on which the contractor submits a proposal
or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the
contract, if the aggregate total of contributions given by the prospective contractor, a family member or a
representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250)
over the two year period.
Furthermore, the state agency or local public body shall void an executed contract or cancel a solicitation or
proposed award for a proposed contract if: 1) a prospective contractor, a family member of the prospective
contractor, or a representative of the prospective contractor gives a campaign contribution or other thing of value
to an applicable public official or the applicable public official’s employees during the pendency of the
procurement process or 2) a prospective contractor fails to submit a fully completed disclosure statement
pursuant to the law.
THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY,
THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS
SUBJECT TO DISCLOSURE.
The following definitions apply:
“Applicable public official” means a person elected to an office or a person appointed to complete a term of an
elected office, who has the authority to award or influence the award of the contract for which the prospective
contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or
small purchase contract that may be awarded without submission of a sealed competitive proposal.
“Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing of value,
including the estimated value of an in-kind contribution, that is made to or received by an applicable public
official or any person authorized to raise, collect or expend contributions on that official’s behalf for the purpose
of electing the official to either statewide or local office. “Campaign Contribution” includes the payment of a
debt incurred in an election campaign, but does not include the value of services provided without compensation
or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on
behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a
political committee that are paid by an organization that sponsors the committee.
“Family member” means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-inlaw.
“Pendency of the procurement process” means the time period commencing with the public notice of the
request for proposals and ending with the award of the contract or the cancellation of the request for proposals.
“Person” means any corporation, partnership, individual, joint venture, association or any other private legal
entity.
51
“Prospective contractor” means a person who is subject to the competitive sealed proposal process set forth in
the Procurement Code or is not required to submit a competitive sealed proposal because that person qualifies for
a sole source or a small purchase contract.
“Representative of a prospective contractor” means an officer or director of a corporation, a member or
manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective
contractor.
DISCLOSURE OF CONTRIBUTIONS:
Contribution Made By:
__________________________________________
Relation to Prospective Contractor: __________________________________________
Name of Applicable Public Official: _________________________________________
Date Contribution(s) Made:
__________________________________________
__________________________________________
Amount(s) of Contribution(s):
Nature of Contribution(s):
__________________________________________
__________________________________________
__________________________________________
__________________________________________
Purpose of Contribution(s):
__________________________________________
__________________________________________
(Attach extra pages if necessary)
_________________________________________ _______________________
Signature
Date
___________________________
Title (position)
--OR—
NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS
($250) WERE MADE to an applicable public official by me, a family member or representative.
______________________________
Signature
_______________________
Date
______________________________
Title (Position)
52
APPENDICES
Sample Contract (Professional Services Contract)
New Mexico FY 12 PreK Priority Table (Elementary Schools 2010-2011)
New Mexico 3- & 4-Year-Olds Early Learning Outcomes 2010
New Mexico PreK Lesson Plan Form
New Mexico Program Standards
53
STATE OF NEW MEXICO
NAME OF AGENCY
PROFESSIONAL SERVICES CONTRACT #_________________________
THIS AGREEMENT is made and entered into by and between the State of New Mexico, NAME OF
AGENCY, hereinafter referred to as the "Agency," and NAME OF CONTRACTOR, hereinafter
referred to as the "Contractor,” and is effective as of the date set forth below upon which it is executed
by the Department of Finance and Administration (“DFA”).
IT IS AGREED BETWEEN THE PARTIES:
1. Scope of Work.
A. The Contractor shall perform the following work:
B. Services will be performed (AT)(WITHIN)(LOCATION)
C. Performance Measures.
Contractor shall substantially perform the following Performance Measures:
1.
2.
The receipt of the deliverables contemplated under this Agreement shall assist the Agency in
obtaining its goal(s) as set forth in its Strategic Plan on page(s)_________.
(or reference an Attachment 1, see below)
2. Compensation.
A.
The Agency shall pay to the Contractor in full payment for services satisfactorily
performed at the rate of ______________ dollars ($__________) per hour (OR BASED UPON
DELIVERABLES, MILESTONES, BUDGET, ETC.), such compensation not to exceed (AMOUNT),
excluding gross receipts tax. The New Mexico gross receipts tax levied on the amounts payable under
this Agreement totaling (AMOUNT) shall be paid by the Agency to the Contractor. The total amount
payable to the Contractor under this Agreement, including
gross receipts tax and expenses, shall not exceed (AMOUNT). This amount is a maximum and not
a guarantee that the work assigned to be performed by Contractor under this Agreement shall
equal the amount stated herein. The parties do not intend for the Contractor to continue to
provide services without compensation when the total compensation amount is reached.
Contractor is responsible for notifying the Agency when the services provided under this
Agreement reach the total compensation amount. In no event will the Contractor be paid for
services provided in excess of the total compensation amount without this Agreement being
amended in writing prior to those services in excess of the total compensation amount being
provided.
54
B. Payment is subject to availability of funds pursuant to the Appropriations Paragraph set forth
below and to any negotiations between the parties from year to year pursuant to Paragraph 1, Scope of
Work, and to approval by the DFA. All invoices MUST BE received by the Agency no later than fifteen
(15) days after the termination of the Fiscal Year in which the services were delivered. Invoices
received after such date WILL NOT BE PAID.
( OR CHOICE – MULTI-YEAR – A. The Agency shall pay to the Contractor in full payment for
services satisfactorily performed pursuant to the Scope of Work at the rate of _____________ dollars
($___________) in FYXX (USE FISCAL YEAR NUMBER TO DESCRIBE YEAR; DO NOT USE
FY1, FY2, ETC.). The New Mexico gross receipts tax levied on the amounts payable under this
Agreement in FYXX totaling (AMOUNT) shall be paid by the Agency to the Contractor. The total
amount payable to the Contractor under this Agreement, including gross receipts tax and
expenses, shall not exceed (AMOUNT) in FYXX.
(REPEAT LANGUAGE FOR EACH FISCAL YEAR COVERED BY THE AGREEMENT -- USE
FISCAL YEAR NUMBER TO DESCRIBE EACH YEAR; DO NOT USE FY1, FY2, ETC.).
B. Payment in FYXX, FYXX, FYXX, and FYXX is subject to availability of funds pursuant to
the Appropriations Paragraph set forth below and to any negotiations between the parties from year to
year pursuant to Paragraph 1, Scope of Work, and to approval by the DFA. All invoices MUST BE
received by the Agency no later than fifteen (15) days after the termination of the Fiscal Year in which
the services were delivered. Invoices received after such date WILL NOT BE PAID.)
C. Contractor must submit a detailed statement accounting for all services performed and
expenses incurred. If the Agency finds that the services are not acceptable, within thirty days after the
date of receipt of written notice from the Contractor that payment is requested, it shall provide the
Contractor a letter of exception explaining the defect or objection to the services, and outlining steps the
Contractor may take to provide remedial action. Upon certification by the Agency that the services have
been received and accepted, payment shall be tendered to the Contractor within thirty days after the date
of acceptance. If payment is made by mail, the payment shall be deemed tendered on the date it is
postmarked. However, the agency shall not incur late charges, interest, or penalties for failure to make
payment within the time specified herein.
3. Term.
THIS AGREEMENT SHALL NOT BECOME EFFECTIVE UNTIL APPROVED BY THE
DFA. This Agreement shall terminate on DATE unless terminated pursuant to paragraph 4
(Termination), or paragraph 5 (Appropriations). In accordance with Section 13-1-150 NMSA 1978, no
contract term for a professional services contract, including extensions and renewals, shall exceed four
years, except as set forth in Section 13-1-150 NMSA 1978.
4. Termination.
A. Termination. This Agreement may be terminated by either of the parties hereto upon written
notice delivered to the other party at least thirty (30) days prior to the intended date of termination.
Except as otherwise allowed or provided under this Agreement, the Agency’s sole liability upon such
termination shall be to pay for acceptable work performed prior to the Contractor’s receipt of the notice
of termination, if the Agency is the terminating party, or the Contractor’s sending of the notice of
55
termination, if the Contractor is the terminating party; provided, however, that a notice of termination
shall not nullify or otherwise affect either party’s liability for pre-termination defaults under or breaches
of this Agreement. The Contractor shall submit an invoice for such work within thirty (30) days of
receiving or sending the notice of termination. Notwithstanding the foregoing, this Agreement may be
terminated immediately upon written notice to the Contractor if the Contractor becomes unable to
perform the services contracted for, as determined by the Agency or if, during the term of this
Agreement, the Contractor or any of its officers, employees or agents is indicted for fraud,
embezzlement or other crime due to misuse of state funds or due to the Appropriations paragraph herein.
THIS PROVISION IS NOT EXCLUSIVE AND DOES NOT WAIVE THE STATE’S OTHER LEGAL
RIGHTS AND REMEDIES CAUSED BY THE CONTRACTOR'S DEFAULT/BREACH OF THIS
AGREEMENT.”
B Termination Management. Immediately upon receipt by either the Agency or the
Contractor of notice of termination of this Agreement, the Contractor shall: 1) not incur any further
obligations for salaries, services or any other expenditure of funds under this Agreement without written
approval of the Agency; 2) comply with all directives issued by the Agency in the notice of termination
as to the performance of work under this Agreement; and 3) take such action as the Agency shall direct
for the protection, preservation, retention or transfer of all property titled to the Agency and records
generated under this Agreement. Any non-expendable personal property or equipment provided to or
purchased by the Contractor with contract funds shall become property of the Agency upon termination
and shall be submitted to the agency as soon as practicable.
5. Appropriations.
The terms of this Agreement are contingent upon sufficient appropriations and authorization being
made by the Legislature of New Mexico for the performance of this Agreement. If sufficient
appropriations and authorization are not made by the Legislature, this Agreement shall terminate
immediately upon written notice being given by the Agency to the Contractor. The Agency's decision as
to whether sufficient appropriations are available shall be accepted by the Contractor and shall be final.
If the Agency proposes an amendment to the Agreement to unilaterally reduce funding, the Contractor
shall have the option to terminate the Agreement or to agree to the reduced funding, within thirty (30)
days of receipt of the proposed amendment.
6. Status of Contractor.
The Contractor and its agents and employees are independent contractors performing professional
services for the Agency and are not employees of the State of New Mexico. The Contractor and its
agents and employees shall not accrue leave, retirement, insurance, bonding, use of state vehicles, or any
other benefits afforded to employees of the State of New Mexico as a result of this Agreement. The
Contractor acknowledges that all sums received hereunder are reportable by the Contractor for tax
purposes, including without limitation, self-employment and business income tax. The Contractor
agrees not to purport to bind the State of New Mexico unless the Contractor has express written
authority to do so, and then only within the strict limits of that authority.
7. Assignment.
The Contractor shall not assign or transfer any interest in this Agreement or assign any claims for
money due or to become due under this Agreement without the prior written approval of the Agency.
8. Subcontracting.
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The Contractor shall not subcontract any portion of the services to be performed under this
Agreement without the prior written approval of the Agency.
9. Release.
Final payment of the amounts due under this Agreement shall operate as a release of the Agency, its
officers and employees, and the State of New Mexico from all liabilities, claims and obligations
whatsoever arising from or under this Agreement.
10. Confidentiality.
Any confidential information provided to or developed by the Contractor in the performance of this
Agreement shall be kept confidential and shall not be made available to any individual or organization
by the Contractor without the prior written approval of the Agency.
11. Product of Service -- Copyright.
All materials developed or acquired by the Contractor under this Agreement shall become the
property of the State of New Mexico and shall be delivered to the Agency no later than the termination
date of this Agreement. Nothing developed or produced, in whole or in part, by the Contractor under
this Agreement shall be the subject of an application for copyright or other claim of ownership by or on
behalf of the Contractor.
12. Conflict of Interest; Governmental Conduct Act.
The Contractor warrants that it presently has no interest and shall not acquire any interest, direct or
indirect, which would conflict in any manner or degree with the performance or services required under
the Agreement. The Contractor certifies that the requirements of the Governmental Conduct Act,
Sections 10-16-1 through 10-16-18, NMSA 1978, regarding contracting with a public officer or state
employee or former state employee have been followed.
13. Amendment.
A. This Agreement shall not be altered, changed or amended except by instrument in writing
executed by the parties hereto and all other required signatories.
B. If the Agency proposes an amendment to the Agreement to unilaterally reduce funding due to
budget or other considerations, the Contractor shall have the option to terminate the Agreement or to
agree to the reduced funding, within thirty (30) days of receipt of the proposed amendment.
14. Merger.
This Agreement incorporates all the Agreements, covenants and understandings between the
parties hereto concerning the subject matter hereof, and all such covenants, Agreements and
understandings have been merged into this written Agreement. No prior Agreement or understanding,
oral or otherwise, of the parties or their agents shall be valid or enforceable unless embodied in this
Agreement.
15. Penalties for violation of law.
The Procurement Code, Sections 13-1-28 through 13-1-199, NMSA 1978, imposes civil and
criminal penalties for its violation. In addition, the New Mexico criminal statutes impose felony
penalties for illegal bribes, gratuities and kickbacks.
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16. Equal Opportunity Compliance.
The Contractor agrees to abide by all federal and state laws and rules and regulations, and executive
orders of the Governor of the State of New Mexico, pertaining to equal employment opportunity. In
accordance with all such laws of the State of New Mexico, the Contractor assures that no person in the
United States shall, on the grounds of race, religion, color, national origin, ancestry, sex, age, physical or
mental handicap, or serious medical condition, spousal affiliation, sexual orientation or gender identity,
be excluded from employment with or participation in, be denied the benefits of, or be otherwise
subjected to discrimination under any program or activity performed under this Agreement. If
Contractor is found not to be in compliance with these requirements during the life of this Agreement,
Contractor agrees to take appropriate steps to correct these deficiencies.
17. Applicable Law.
The laws of the State of New Mexico shall govern this Agreement, without giving effect to its choice
of law provisions. Venue shall be proper only in a New Mexico court of competent jurisdiction in
accordance with Section 38-3-1 (G) NMSA 1978. By execution of this Agreement, Contractor
acknowledges and agrees to the jurisdiction of the courts of the State of New Mexico over any and all
lawsuits arising under or out of any term of this Agreement.
18. Workers Compensation.
The Contractor agrees to comply with state laws and rules applicable to workers compensation
benefits for its employees. If the Contractor fails to comply with the Workers Compensation Act and
applicable rules when required to do so, this Agreement may be terminated by the Agency.
19. Records and Financial Audit.
The Contractor shall maintain detailed time and expenditure records that indicate the date; time,
nature and cost of services rendered during the Agreement’s term and effect and retain them for a period
of three (3) years from the date of final payment under this Agreement. The records shall be subject to
inspection by the Agency, the Department of Finance and Administration and the State Auditor. The
Agency shall have the right to audit billings both before and after payment. Payment under this
Agreement shall not foreclose the right of the Agency to recover excessive or illegal payments
20. Indemnification.
The Contractor shall defend, indemnify and hold harmless the Agency and the State of New Mexico from all
actions, proceeding, claims, demands, costs, damages, attorneys’ fees and all other liabilities and expenses of any
kind from any source which may arise out of the performance of this Agreement, caused by the negligent act or
failure to act of the Contractor, its officers, employees, servants, subcontractors or agents, or if caused by the
actions of any client of the Contractor resulting in injury or damage to persons or property during the time when
the Contractor or any officer, agent, employee, servant or subcontractor thereof has or is performing services
pursuant to this Agreement. In the event that any action, suit or proceeding related to the services performed by
the Contractor or any officer, agent, employee, servant or subcontractor under this Agreement is brought against
the Contractor, the Contractor shall, as soon as practicable but no later than two (2) days after it receives notice
thereof, notify the legal counsel of the Agency and the Risk Management Division of the New Mexico General
Services Department by certified mail.
21. New Mexico Employees Health Coverage.
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A. If Contractor has, or grows to, six (6) or more employees who work, or who are expected to
work, an average of at least 20 hours per week over a six (6) month period during the term of the
contract, Contractor certifies, by signing this agreement, to have in place, and agree to maintain for the
term of the contract, health insurance for those employees and offer that health insurance to those
employees no later than July 1, 2010 if the expected annual value in the aggregate of any and all
contracts between Contractor and the State exceed $250,000 dollars.
B. Contractor agrees to maintain a record of the number of employees who have (a) accepted
health insurance; (b) declined health insurance due to other health insurance coverage already in place;
or (c) declined health insurance for other reasons. These records are subject to review and audit by a
representative of the state.
C. Contractor agrees to advise all employees of the availability of State publicly financed health
care coverage programs by providing each employee with, as a minimum, the following web site link to
additional information: http://insurenewmexico.state.nm.us/.
22. Employee Pay Equity Reporting
Contractor agrees if it has ten (10) or more New Mexico employees OR eight (8) or more
employees in the same job classification, at any time during the term of this contract, to complete and
submit the PE10-249 form on the annual anniversary of the initial report submittal for contracts up to
one (1) year in duration. If contractor has (250) or more employees contractor must complete and submit
the PE250 form on the annual anniversary of the initial report submittal for contracts up to one (1) year
in duration. For contracts that extend beyond one (1) calendar year, or are extended beyond one (1)
calendar year, contractor also agrees to complete and submit the PE10-249 or PE250 form, whichever is
applicable, within thirty (30) days of the annual contract anniversary date of the initial submittal date or,
if more than 180 days has elapsed since submittal of the last report, at the completion of the contract,
whichever comes first. Should contractor not meet the size requirement for reporting at contract award
but subsequently grows such that they meet or exceed the size requirement for reporting, contractor
agrees to provide the required report within ninety (90 days) of meeting or exceeding the size
requirement. That submittal date shall serve as the basis for submittals required thereafter. Contractor
also agrees to levy this requirement on any subcontractor(s) performing more than 10% of the dollar
value of this contract if said subcontractor(s) meets, or grows to meet, the stated employee size
thresholds during the term of the contract. Contractor further agrees that, should one or more
subcontractor not meet the size requirement for reporting at contract award but subsequently grows such
that they meet or exceed the size requirement for reporting, contractor will submit the required report,
for each such subcontractor, within ninety (90 days) of that subcontractor meeting or exceeding the size
requirement. Subsequent report submittals, on behalf of each such subcontractor, shall be due on the
annual anniversary of the initial report submittal. Contractor shall submit the required form(s) to the
State Purchasing Division of the General Services Department, and other departments as may be
determined, on behalf of the applicable subcontractor(s) in accordance with the schedule contained in
this paragraph. Contractor acknowledges that this subcontractor requirement applies even though
contractor itself may not meet the size requirement for reporting and be required to report itself.
Notwithstanding the foregoing, if this Contract was procured pursuant to a solicitation, and if
Contractor has already submitted the required report accompanying their response to such solicitation,
the report does not need to be re-submitted with this Agreement.
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23. Invalid Term or Condition.
If any term or condition of this Agreement shall be held invalid or unenforceable, the remainder of
this Agreement shall not be affected and shall be valid and enforceable.
24. Enforcement of Agreement.
A party's failure to require strict performance of any provision of this Agreement shall not waive
or diminish that party's right thereafter to demand strict compliance with that or any other provision. No
waiver by a party of any of its rights under this Agreement shall be effective unless express and in
writing, and no effective waiver by a party of any of its rights shall be effective to waive any other rights.
25. Notices.
Any notice required to be given to either party by this Agreement shall be in writing and shall be delivered in
person, by courier service or by U.S. mail, either first class or certified, return receipt requested, postage prepaid,
as follows:
To the Agency: [insert name, address and email].
To the Contractor: [insert name, address and email].
26. Authority.
If Contractor is other than a natural person, the individual(s) signing this Agreement on behalf of
Contractor represents and warrants that he or she has the power and authority to bind Contractor, and
that no further action, resolution, or approval from Contractor is necessary to enter into a binding
contract.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date of signature by
the DFA Contracts Review Bureau below.
By:
Date:______________
Hanna Skandera
Secretary of Education
By: __________________________________
Date:______________
Agency’s Legal Counsel–Certifying legal sufficiency
By:
Date: _______________
Contractor
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The records of the Taxation and Revenue Department reflect that the Contractor is registered with the
Taxation and Revenue Department of the State of New Mexico to pay gross receipts and compensating
taxes.
ID Number: 00-000000-00-0
By:
Date:_______________
Taxation and Revenue Department
This Agreement has been approved by the DFA Contracts Review Bureau:
By:
Date:_______________
DFA Contracts Review Bureau
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Attachment 1
Scope of Work
Performance Measures
(Performance Measures should be based on the Scope of Work and must be tied to the
Agency’s Strategic Plan. The Plan should be referenced in the Measures and the applicable
part of the Strategic Plan copied below or in an attachment. To the extent possible based on
the nature of the work to be performed, the Measures should be “Output” oriented and specify
an “Outcome.”)
Performance Measures in Scope of Work shall contain measurable goals and objectives that are linked
to the performance measures of the Agency’s Strategic Plan:
Example: Goal: Reduce or Increase or Other Service [insert blank].1
Objective: To reduce or increase or Other Service [insert blank] by [blank] percent or by
a certain time.2
Activities: [Insert what services the Contractor is expected to perform to accomplish goals and objectives
including an evaluation of the process and the outcome as well as provides efficiency measures that relate
efforts to outputs of services].
OR:
Through satisfactory completion of the Scope of Work set forth above and submission of
acceptable Deliverables, the Contractor will assist the Agency to meet the portions of its Strategic Plan
set forth below (insert additional language if necessary to describe how Contractor’s work will assist
the Agency to fulfill its duties).
1 A goal is an “output” measure. It measures the quantity of a service provided. For example, the number of students
graduated or promoted; the number of two-lane highways repaired; or the number of crimes investigated. It also can measure
the quantity of a service provided that meets a certain quality requirement. For example, the number of students graduated or
promoted who meet a minimum preset level of achievement; the number of miles of roads repaired to a minimum safety
standard; or the number of criminal investigations performed that result in identification of a prime suspect.
2 An accomplishment is an “outcome” measure. These indicators measure accomplishments or results that occur (at least
partially) because the services were provided. For example, the percentage of students achieving a specified skill level in
reading, the percentage of miles of roads in excellent, good or fair condition; or the percent reduction in serious crimes or the
percent of residents who perceive their neighborhoods as safe.
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Introduction
New Mexico has joined more than 36 states to become part of a movement toward standards-based early
childhood education. Nation-wide, standards are used to describe desired results, outcomes, or learning
expectations for children below kindergarten age.
In addition, standards are used to describe desired qualifications for personnel and facilities where early
learning takes place. According to a joint position statement of the National Association for the
Education of Young Children (NAEYC) and the National Association of Early Children Specialists in
State Departments of Education (NAECS/SKE) there are four essential features in the design of
standards:
1. significant, developmentally appropriate content and outcomes;
2. informed and inclusive processes are used in the development and review;
3. ethical and appropriate implementation and assessment strategies and;
4. strong supports for early childhood programs, professionals, and families.
Essential feature number one -- significant, developmentally appropriate content and outcomes – are
embodied in New Mexico’s PreK Learning Outcomes paired with the New Mexico PreK Curriculum.
The recommended essential element number two -- informed and inclusive processes – has been used in
the development and review of this project. The last two elements, presented in this document, reflect
features three and four. Typically called program standards, these will serve as expectations for the
characteristics or quality of schools, child-care and Head Start centers, and other educational settings
where children receive PreK services.
According to Schumacher, Irish and Lombardi (2003), most recent Congressional policy has pointed
toward setting high learning or outcome standards, which focus on what children are expected to learn.
At the federal level, little attention has been given to improving the standards for the type, intensity and
quality of early childhood programs. This document attempts to do just that. Specifically, program
standards are expectations that early childhood programs must meet in order to ensure conditions in
which children are more likely to learn.
For the purpose of this document, we use the term “essential elements” to frame the quality standards for
programs serving young children and their families. Quality standards are associated with better early
learning opportunities because they help promote the conditions conducive to the positive teacher –
child relationships so crucial for early development and learning (Vandell & Wolfe, 2000). As stated in
New Mexico’s Best Practices (1999) document,
These essential elements of quality reflect current research on quality and philosophy statements
of a variety of professional organizations, including but not limited to Zero to Three, the National
Association for the Education of Young Children, Head Start, and the Division of Early
Childhood of the Council for Exceptional Children.
Method
This work began with ongoing information and brainstorming from the Early Childhood Interagency
Action Team and representatives from New Mexico Child Development Board. In addition, the
Program Standards Task Force, established during the summer of 2004, assisted in jump-starting the
framework and writing the standards presented here.
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As these New Mexico standards were being developed and implemented, it has been imperative that our
standards of quality programs:
 Expand upon early learning experiences
 Avoid pressuring children
 Honor the individual strengths and needs of young children
 Encourage young children to value the process of learning
 Do not pressure teachers to abandon their mission of teaching in favor of accelerated
achievement goals
 Support early childhood teachers in their roles as professional decision makers and,
 Value diversity.
In addition to reviewing literature on the standards movement, the existing New Mexico program
standards from the five major early education systems were reviewed: child care, public school, early
intervention, child development, and Head Start. Standards from other states were also reviewed. Policy
statements from early childhood and special education advocacy groups informed the work as well.
These included the National Association for the Education of Young Children, Division for Early
Childhood (DEC) of the Council for Exceptional Children, National Center for Children in Poverty, and
National Association of Early Childhood Specialists in State Departments of Education. The program
standards for New Mexico proposed in this document represent the best ideas found, reworked and
rewritten by the task force.
Framework for the Standards
The framework for the presentation of these early childhood program standards is: 1) a rationale for each
essential element, 2) the standard.
A rationale is an explanation of the fundamental reasons why each standard is important. It
provides a connection to research in the field.
A standard is a descriptive statement established by experts in a field. It is used as a model of
qualitative or quantitative characteristics for assessment of existing programs and for the
development of new programs.
The outline is:
I.
II.
III.
IV.
V.
VI.
VII.
Family and Community Collaboration
Professionalism
Health, Safety and Nutrition
Child Growth, Development and Learning
Developmentally Appropriate Content and Learning Environment and Curriculum
Implementation
Assessment of Children
Evaluation of Programs
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Program Standards for New Mexico’s PreK Program:
Essential Element I: Family and Community Collaboration
RATIONALE: Children live in the context of community, dependent upon the “adults who touch their
lives directly through relationships, and indirectly through the decisions they make” (Gestwicki, 2004).
Successful programs, according to Schorr (1997), work with families as parts of neighborhoods and
communities; have a long-term, preventative orientation; and provide high quality, responsive,
comprehensive services. Any institution interested in effectively serving the educational needs of young
children should have teachers who hold deep understandings of child development and learning
processes, use developmentally appropriate, inclusive instructional approaches, and provide
comprehensive services to families and their children.
STANDARDS:
I-a.
PreK programs collaborate to support the establishment of a seamless continuum of
quality early care and education programs in the community.
I-b.
PreK programs collaborate to share expertise and support the early care and education
infrastructure in the community.
I-c.
PreK programs are knowledgeable of and link with systems within communities that
provide all children with access to comprehensive services that are predictive of school
success. PreK staff support families in accessing and successfully using community
resources.
I-d.
Each PreK program has a family-centered philosophy that guides all aspects of program
planning and implementation. For example, PreK programs solicit input from families on
a continuing basis and are responsive to cultural, linguistic and other family
characteristics.
I-e.
PreK program staff and families collaborate to ensure smooth transitions for children as
they move between settings, between levels or grades, or from program to program.
I-f.
PreK program staff and administration are culturally and linguistically responsive. For
example, the diversity of staff is consistent with the cultural diversity of the community and
the families the program serves.
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Essential Element II: Professionalism
RATIONALE: The professional training and formal education of teachers is linked to higher quality
teacher-child interactions. A strong connection has been found between the number of years of formal
early childhood teacher education and program quality (Bowman, Donovan & Burns, 2001).
Administrators of early childhood programs need managerial and leadership skills and knowledge
specific to the education of young children and their families.
STANDARDS:
II-a.
Professional staff are appropriately qualified to work with young children and families.
This includes professional preparation, training, and experience. For example, PreK
programs serving children and families who do not speak English or are English language
learners have adults working in the classroom that speak the language of the child and
family.
The lead teacher in each PreK program classroom should hold a valid New Mexico Early
Childhood Teacher License: Birth through Third Grade. Educational assistants should have
an Associate’s Degree in Early Childhood Education and hold either a valid Educational
Assistant License from the Public Education Department or the Associate of Early
Education Certificate from the Office of Child Development, whichever is most
appropriate for their place of employment.
II-b.
To the greatest extent possible, professional staff are compensated with salaries and
benefits that are comparable with other professional positions that have similar
qualifications and responsibilities. For example, PreK programs outside the public schools
will make efforts to compensate teachers comparably to teachers in local public schools
with comparable licensure, education and experience.
II-c.
Those responsible for on-site supervision of PreK programs should have early childhood
knowledge and experience and ensure staff compliance with PreK program contractual
obligations.
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Essential Element III: Health, Safety and Nutrition
RATIONALE: All children deserve to be in healthy and safe early care and education settings. There
are risk factors associated with cognitive and emotional delay in young children – inadequate nutrition,
environmental toxins, diminished familial interactions, trauma and abuse, and parental substance abuse
(National Center for Children in Poverty, 2003). Many families need assistance in accessing health
care, nutrition and social services.
STANDARD:
III-a. All local, state, and federal regulations pertaining to health, safety, and nutrition for young
children in out-of-home care are met, including but not limited to buildings and grounds,
equipment, sanitation, water quality, fire protection, storage and handling of food.
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Essential Element IV: Child Growth, Development, and Learning
RATIONALE: Research has repeatedly demonstrated that the cognitive and social development of
young children is strongly influenced by the quality of interaction and relationship between a teacher
and child. A teacher can provide more warmth and responsive attention with a small group size and
lower staff-child ratio (NAEYC, National Health and Safety Performance Standards).
STANDARDS:
IV-a. Each program implements research-based early childhood education practice based upon
child, family, and community needs at no cost to the child or parents. Because all New
Mexico communities are unique, providers are encouraged to establish programs that best
meet the needs of children and families in their particular community.
IV-b. Each program builds upon the child-adult relationship and promotes children’s growth,
development and learning.
IV-c. Program staff understands and commits to practices that build on each child’s culture,
language, experiences and abilities. Diversity is reflected in the physical environment, the
social/emotional environment, interpersonal relationships, personnel selection, and
strategies, which support learning.
IV-d. All classrooms provide inclusive settings for children with developmental delays and
disabilities. Ancillary services (e.g. Occupational, Speech/Language, and/or Physical
Therapy) are integrated within regular program activities and routines to the maximum
extent appropriate to the child. Depending on the group of children served and the nature
and severity of the disabilities of children who are included, the adult to child ratio (above)
might need to be smaller.
IV-e. Programs establish innovative methods to braid funding to establish an appropriate model
of service delivery for the children and families being served. Cost-allocation methods with
a clear audit trail are used to document that funds are being used to supplement and
expand/extend rather than supplant.
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Essential Element V: Developmentally Appropriate Content
and Learning Environment and Curriculum Implementation
RATIONALE: Young children’s learning is dependent on the development of language and cognitive
and socio-emotional skills (Thompson & Happold, 2002). In early childhood, the development of these
foundational skills lays the foundation for later learning. A developmentally appropriate setting for
young children and families is positive, responsive, stimulating and supportive. The classroom climate
is inclusive, accommodating and accessible to all children. Teachers facilitate the development of
attitudes and behaviors that prepare children for school success including compassion, trust, creativity,
self-control and perseverance.
STANDARDS:
V-a.
The physical environment and furnishings are planned to support active engagement,
learning, participation and membership of all children. The atmosphere of each classroom
is child-oriented, inclusive, and comfortable for all children.
V-b.
Learning experiences are carefully planned and flexible with selection of materials and
experiences reflecting diversity, individual differences, and the unique interests and
preferences of the group.
V-c.
Play should be utilized as the primary context for learning.
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Essential Element VI: Assessment of Children
RATIONALE: Assessment of individual development and learning is necessary for planning and
implementing curriculum. Yet accurate assessment of young children is challenging because their
development and learning are rapid, uneven, and embedded within specific cultural and linguistic
contexts (Bredekamp & Copple, 1997). Assessment of young children relies heavily on the results of
observations, descriptive data, collection of work by children, and demonstrated performance over time
(NAEYC & NAECS/SDE, 1992).
STANDARD:
VI-a. Assessment of children’s educational needs is an ongoing process of collecting information
from multiple sources using varied approaches and should be used to plan for and modify
program curricula and to address specific needs of individual children.
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Essential Element VII: Evaluation and Continual Improvement of Programs
RATIONALE: Systematic and comprehensive program evaluation is essential to ensure quality care
and education. Program evaluation is guided by program goals, using varied, appropriate,
conceptually and technically sound evidence to determine the extent to which programs meet the
expected standards of quality and to examine intended as well as unintended results (NAEYC &
NAECS/SDE, 2003).
STANDARD:
VII-a. Program sites establish specific goals and objectives within a management plan that are
assessed annually. All program components are part of this self-assessment process,
including staff/professional development, family satisfaction, and children’s progress using
both formative and summative approaches.
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References
At the starting line: Early childhood education programs in the 50 states. (2002). American Federation of
Teachers
Bowman, B.T., Donovan, M.S., & Burns, M.S. (Eds.). (2001). Eager to Learn: Educating our preschoolers.
Washington, DC: National Academy Press.
Bredekamp, S., & Copple, C. (1997). Developmentally appropriate practice in early childhood programs
serving children from birth through age 8. Washington, DC: National Association for the Education of Young
Children.
Gronlund, Gaye & James, Marlyn (2005). Focused Observations: How to Observe Children for Assessment
and Curriculum Planning. St. Paul, Minnesota; Redleaf Press.
Gronlund, Gaye (2003). Focused Early Learning: A Planning Framework for Teaching Young Children. St.
Paul, Minnesota: Redleaf Press.
Gronlund, Gaye & Engel, Bev (2001). Focused Portfolios: A complete Assessment for the Young Child. St.
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Cost, Quality & Child Outcome Study Team (1995). Cost, Quality & Child Outcomes in Child Care Centers
– Public Report. Denver, CO: Economics Department, University of Colorado at Denver.
Howes, C. (1997). Children’s experiences in center-based child care as a function of teacher background and
adult: child ratio. Merrill-Palmer Quarterly, 43(3), 404-425.
Mayall, B. (1996). Children, Health and the Social Order. Buckingham: Open University Press.
National Association for the Education of Young Children (NAEYC) and National Association of Early
Childhood Specialists in State Departments of Education (NAECS/SDE). (2002). Early learning standards:
Creating the conditions for success.
National Center for Children in Poverty (2002). Early childhood poverty: A statistical profile. NY: NY.
New Mexico Benchmarks and Performance Standards for 3 and 4 year olds.
Schumacher, R., Irish, K. & Lombardi, J. (2003). Meeting great expectations: Integration early education
program standards in child care. The Foundation for Child Development Working Paper Series.
Sandall, McLean, & Smith (2000). Division for Early Childhood: Recommended practices in early
intervention/early childhood special education. Missoula, Montana: CEC Division of Early Childhood.
Shore, R. (1997). Rethinking the Brain: New Mexiconsights into Early Development. New York: Families
and Work Institute.
Turner, P., Rivera, O., Dudley, M., Stile, S. Rinehart, N. (1999). A guide to best practices: Essential elements
of quality. Early care, education and family support programs for children birth through age eight and their
families in New Mexico. Office of Child Development: New Mexico.
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Vandell, D.L., & Wolfe, B. (2000). Child care quality: Does it matter and does it need to be improved?
Washington, DC: U.S. Department of Health and Human Services.
State Standards Reviewed
Arizona Department of Education – Early Childhood Education Standards.
Arkansas Department of Human Services, Division of Child Care and Early Childhood Education - Early
Childhood Education Framework.
Childhood Care and Education Community of Oregon – Essential Elements of Programs for Children: Quality
Standards.
Connecticut State Board of Education – Preschool Curricula Goals and Benchmarks.
Georgia Office of School Readiness – PreK Program Content Standards.
Illinois State Board of Education, Division of Early Childhood Education – Early Learning Standards.
Kentucky’s Early Childhood Standards - Building a Foundation for School Success
Louisiana Board of Elementary and Secondary Education - Standards for Programs Serving Four-Year-Olds.
Massachusetts Department of Education – Early Childhood Program Standards for Three and Four-Year-Olds.
Mississippi Department of Education – PreK Curriculum.
Nebraska: Good Start, Grow Smart.
New Jersey State Department of Education – Early Childhood Education Program Expectations: Standards of
Quality.
New York Department of Education – Universal PreK.
North Carolina Partnership for Children: Smart Start.
Ohio Department of Education, Office of Early Childhood Education – Early Learning Content Standards.
Oklahoma State Department of Education – Early Childhood Programs for Four-Year-Olds.
Vermont Department of Education – Framework for Standards and Learning Opportunities.
Wisconsin Model of Early Learning Standards- Think Big, Start Small.
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