REQUEST FOR COLLEGE PREP SUMMER CAMP APPLICATIONS
NOVEMBER 4, 2009
ISSUED BY THE NEW MEXICO HIGHER EDUCATION DEPARTMENT
NEW MEXICO GEAR UP
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INTRODUCTION
A. Purpose of this Request for College Prep Summer Camp Applications
New Mexico GEAR UP (Gaining Early Awareness and Readiness for Undergraduate Programs) is a sixyear U.S. Department of Education grant to increase college and career readiness for a cohort of 6,300
students in 21 school districts. The grant is administered by the New Mexico Higher Education
Department (NMHED) and serves four regions across the state. The purpose of this request for
applications is to select NM Institutions of Higher Education who can provide regional college prep
summer programs to assist New Mexico GEAR UP in fulfilling its grant goals to increase the academic
performance and preparation for postsecondary education; and increase rates of high school graduation
and participation in postsecondary education for all NM GEAR UP students. Potential Camp Providers
are required to submit a single application that meets all mandatory requirements for each section
listed in the request for application (RFA) document. Desirable requirements are also included in the
application.
B. Mission
NM GEAR UP’s mission is to increase the number of New Mexico students who are prepared for, enroll
in, and complete the university, college and career-technical programs of their choice. The NM GEAR UP
mission includes implementation of a college awareness and readiness program in the high schools by
supplementing current curricular goals and programs while simultaneously addressing the needs of
students.
C. Background Information about NM GEAR UP
NM GEAR UP activities are aimed at increasing postsecondary awareness and preparation among
parents and students through college visits, student assemblies, career fairs, parent meetings, teacher
professional development, tutoring programs, community outreach and college prep summer camps.
NM GEAR UP summer programs have seen exponential growth over the past three years. In 2007, NM
GEAR UP partnered with a single camp provider, offering 4 summer camp sessions. In 2009, NM GEAR
UP partnered with 8 entities to offer 13 sessions throughout the summer. Partners included public
school districts, institutions of higher education, and state agencies. To date, over 70 students have
participated in at least one summer college prep program.
D. Summary Scope of Work
The college prep summer camp provider will be expected to provide a college preparatory program for
10th grade students whose curriculum and experiences are consistent with the NM GEAR UP goals and
objectives (See Attachment A). Programs may vary in duration and include either a residential or nonresidential design.
E. Scope of Application Approval Process
NMHED is securing contracts with NM Institutions of Higher Education to provide College Prep Summer
Camps for the 2010 camp season (May 22 – August 9). All agreements will comply with NM State
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Purchasing rules and regulations. IGAs will not commence before May 22, 2010 nor extend beyond
August 31, 2010.
F. Application Administrator
The agency has designated a Application Administrator who is responsible for the conduct of this
process whose name, address, and telephone number are listed below:
Judy Gurule
New Mexico Higher Education Department/GEAR UP
2048 Galisteo Street, Santa Fe, NM 87505
Phone: 505-476-8425
Fax: 505-476-8455
E-mail: Judy.Gurule@state.nm.us
Any inquiries or requests regarding this application approval process should be submitted to the
Application Administrator in writing; email is acceptable.
G. Definition of Terminology
“Approval Committee” means a body appointed by the Agency management to perform the evaluation
of offeror applications
“Desirable” – The terms “may,” “shall,” “should,” “preferably,” or “prefers” identify a desirable item.
“NMHED” means New Mexico Higher Education Department.
“NM GEAR UP” means Gaining Early Awareness and Readiness for Undergraduate Programs.
“IGA” means Inter Governmental Agreement.
“Offeror” is any person, organization, institution, agency, or partnership who chooses to submit a
application.
“Requests for Summer Camp Applications” means all documents, including those attached or
incorporated by reference, used for soliciting applications.
H. Sequence of Events
2.
Action
Issue of Request for College Prep Summer
Camp Applications
Pre-Camp Application Conference Calls
3.
Camp Application Submission Date
1.
Responsibility
Date
NM GEAR UP
November 4, 2009
NM GEAR UP
Offerors
Offerors
November 17, 2009
January 7, 2010
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4.
5.
6.
7.
8.
9.
Application Review
Application Acceptance Notification
Student Recruitment Begins
Inter-Governmental Agreements
Deadline for Final Execution of InterGovernmental Agreements
Notice of Student Acceptance
NM GEAR UP
NM GEAR UP
NM GEAR UP
NM GEAR UP
NM GEAR UP
Camp Providers
Camp Providers
January 8, 2010
January 13, 2010
January 25, 2010
January 29, 2010
March 31, 2010
May 8, 2010
I. Explanation of Events
The following paragraphs describe the activities listed in the sequence of events table shown above.
1. Issue of Request for College Prep Camp Applications
On November 4, 2010, NM GEAR UP will post the APPLICATION to the NMHED website at the
following link:
http://hed.state.nm.us/content.asp?CustComKey=435112&CategoryKey=435117&pn=Page&Do
mName=hed.state.nm.us
A request for an electronic copy of the APPLICATION can also be made to the Application
Administrator, Judy Gurule, at judy.gurule@state.nm.us or (505) 476-8425.
2. Pre-Camp Application Conference
NM GEAR UP will host a pre-application conference. Offerors should plan to attend the preapplication conference on: November 17, 2010 at 2:00 PM.
Conference call participation numbers and access codes will be emailed to interested
institutions and posted on the NMHED website.
3. Camp Application Submission Date
All offeror applications must be received by the Application Administrator no later than January
7, 2010 at 5pm Mountain Time for full review and consideration.
4. Application Review
The review of applications will be performed by a review committee appointed by Agency
management. The review process will take place, as referenced on the “Sequence of Events”.
During this time, the review committee may initiate discussion with offerors who submit
responsive or potentially responsive applications for the purpose of clarifying aspects of the
applications, but applications may be accepted and reviewed without such discussion.
5. Acceptance Notification
The Application Administrator will send email notification of approval to all offerors no later
than 5pm Mountain Time on January 13, 2010. Offerors whose applications are not approved
will be sent an email notification no later than 5pm Mountain Time on January 14, 2010.
6. Student Recruitment
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NM GEAR UP staff will lead the charge to develop a student recruitment plan in collaboration
with Camp Providers and High Schools. NM GEAR UP staff will develop a schedule of recruitment
events (parent meetings, student assemblies). In lieu of attendance, approved offerors may
provide information to be distributed at any and all events. Offerors may propose a recruitment
plan in the Application. All costs associated with the offeror’s recruitment must be contained in
the program’s proposed budget.
7. Inter-Governmental Agreements
All approved state offerors will receive an Inter Governmental Agreement (IGA) initiated by the
New Mexico Higher Education Department. Application Administrator will send an electronic
Agreement to each offeror no later than 5pm Mountain Time on January 29, 2010.
8. Deadline for Final Execution of Inter-Governmental Agreements
To be fully executed all IGAS will bear the required signatures of all authorized individuals. The
agreements will be on hand and on file with the Proposal Administrator no later than 5pm
Mountain Time on March 31, 2010.
9. Notice of Student Acceptance
Offerors will be responsible for sending a letter of acceptance, via mail, to all NM GEAR UP
students whose participation and space/room reservations are confirmed by the offeror. Letters
will be mailed out no later than May 8, 2009.
J. Request for College Prep Summer Camp Applications Regulations
Incurring Cost
Any cost incurred by the offeror in preparation, transmittal, presentation of any camp application, or
material submitted in response to this APPLICATION shall be borne solely by the offeror.
Prime Contractor Responsibility
Any IGA that may result from the APPLICATION shall specify that the primary offeror is solely responsible
for fulfillment of the agreement with the Agency. The Agency will make agreement payments only to
the primary camp offeror.
Subcontractors
Use of subcontractors must be clearly explained in the application, and major subcontractors must be
identified by name. The primary offeror shall be wholly responsible for the entire performance and
payment to subcontractors.
Amended Applications
Any offeror may submit an amended camp application before the deadline for receipt of applications.
The Agency personnel will not merge, collate, or assemble application materials.
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Offeror’s Rights to Withdraw Application
Offerors will be allowed to withdraw their applications at any time prior to the deadline for receipt of
applications. The offeror must submit a written withdrawal request signed by the offeror’s duly
authorized representative addressed to the Application Administrator.
Application Offer Firm
Responses to this APPLICATION, including application prices, will be considered firm for one hundred
twenty (120) days after the due date for receipt of applications.
No Obligation
The application approval process in no manner obligates the New Mexico Higher Education Department
or NM GEAR UP to the eventual rental, lease, purchase, etc., of any equipment or services offered until a
valid IGA is signed and approved by appropriate authorities.
Termination
This request for applications may be canceled at any time. Any and all applications may be rejected in
whole or in part when the Agency determines such action to be in the best interest of the New Mexico
Higher Education Department and NM GEAR UP.
Sufficient Appropriation
Any IGA entered as a result of the APPLICATION process may be terminated if sufficient appropriations
or authorizations do not exist. Such termination will be effected by sending written notice to the
offeror. The Agency’s decision as to whether sufficient appropriations and authorizations are available
will be accepted by the offeror as final.
Legal Review
The Agency requires that all offerors agree to be bound by the General Requirements contained in this
APPLICATION. Any offeror concerns must be promptly brought to the attention of the Application
Administrator.
Governing Law
This application approval process and any agreement with offeror that may result shall be governed by
the laws of the State of New Mexico.
Basis for Application
Only information supplied by the Agency in writing through the Application Administrator or in this
APPLICATION should be used as the basis for the preparation of offeror applications.
Inter Governmental Agreement Terms and Conditions
The Inter Governmental Agreement between the Agency and an offeror will follow the format specified
by the Agency. However, the Agency reserves the right to negotiate with successful offeror provisions in
addition to those contained in this APPLICATION. The contents of this APPLICATION, as revised and/or
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supplemented, and the successful offerors’s application will be incorporated into and become part of
the Inter Governmental Agreement.
Should an offeror object to any of the Agency’s terms and conditions, as contained in this Section that
offeror must propose specific alternative language. The Agency 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 Agency and will result in disqualification of the offeror’s
application.
Offeror must offer a brief discussion of the purpose and impact, if any, of each proposed changed
followed by the specific proposed alternate wording.
Offeror’s Terms and Conditions
Offerors must submit with the application a complete set of any additional terms and conditions that
they expect to have included in a contract negotiated with the agency.
Electronic Mail Address Required
A large part of the communication regarding this application approval process will be conducted by
electronic mail (e-mail). Offeror must have a valid e-mail address to receive this correspondence.
Use of Electronic Versions of this APPLICATION
This APPLICATION 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 APPLICATION. In
the event of conflict between a version of the APPLICATION in the offeror’s possession and the version
maintained by the NMHED, the version maintained by the NMHED shall govern.
K.
1.
2.
3.
4.
5.
APPLICATION FORMAT
Summary Scope of Work
a. Camp Theme
b. Number of sessions
c. Session dates
d. Residential/Non-residential format
e. Camp Location
f. Capacity
Offerors Mission
Detailed Camp Curriculum
a. Camp agenda
Summary of Subcontractors
Detailed Camp budget
a. Cost per student in attendance
b. Cost per students no shows
c. Contact information for invoicing agent
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6. Camp Rules and Regulations
a. Communication plan for reporting disciplinary actions to NM GEAR UP state and school
staff
7. Partnership Identification and Cost Share Worksheet (See Attachment B)
L.
Description of NM GEAR UP College Prep Camps (Summer Camps)
1. Partnership:
Per U.S. Department of Education requirements, offeror will complete and submit a Partnership
Identification and Cost Share Worksheet (See Attachment B) with application.
2. Co-branding Camps:
Offeror will agree to Co-brand all camp materials both promotional and optional with the NM
GEAR UP name and logo. NM GEAR UP will provide an electronic logo to all approved offerors.
3. Camp Curriculum:
Offeror must develop a curriculum that directly links with the NM GEAR UP goals and objectives
(see attachment A). Themes for camp may vary, examples include: College Prep; Science
Technology Engineering, and Mathematics (STEM); and Youth Leadership.
4. Camp Budget:
Offeror will be responsible for developing a budget that contains all costs associated with
planning, recruiting, executing, invoicing and submitting post camp evaluations. The budget will
indicate a cost per student who attends the camp and a cost per student who is accepted to
camp but does not attend (no shows).
5. Invoicing:
Offeror will be responsible for invoicing the NM Higher Education Department following each
camp. The invoice must be accompanied by a list of all students who registered for the camp
and identifies which students attended and which students did not. The invoice must include a
cost breakdown which includes cost per student who attended the camp and cost per student
no shows. Offeror must provide contact information for the invoicing agent in the application.
6. Residential Camps:
Offerors offering a residential camp will be responsible for the coordination of adequate
housing and housing supervision for the duration of all camp sessions. Approved offerors will
determine room assignments for all camp sessions. Approved offerors providing residential
camps will also be responsible for providing breakfast, lunch and dinner to all camp participants.
7. Camp staff:
Offeror will be responsible for the hiring, training, scheduling and supervision of all camp staff.
Any costs associated with the hiring (includes background and fingerprint checks), training
(includes specialized training – CPR, First Aid), scheduling (includes overtime and holiday pay)
and supervision of camp staff shall be contained in the camp application budget.
8. In-camp Transportation:
Offeror will be responsible for any student transportation, and all associated costs, necessary
while the camp is in session. Reasons may include camp configuration and layout, student
emergencies, and/or offsite activities.
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9. Camp Application:
NM GEAR UP will provide approved offerors with a draft participant application subsequent to
application approvals. Each approved provider will have exactly one week to provide feedback
to the agency, requesting the addition and/or omission of application items. Camp application
must request all information required and preferred by the offeror and/or overseeing
institution/organization including but not limited to: parent contact and mailing information,
student insurance information, emergency contact information, student demographic
information (age, race, ethnicity, and household income), and any necessary special
accommodations.
10. Student Acceptance Letter:
The offeror will issue acceptance/reminder letters to all student applicants no later than May 8,
2010.
11. Student Supply List:
Offeror will generate a list of all supplies, materials, and appropriate clothing necessary for full
camp participation. The list will be included in or attached to the summer camp application and
included with the student acceptance letter.
12. Emergency Contact:
Offeror must have a protocol that allows for both students and parents to be notified in the
event of an emergency. The protocol will include an early student check-out process. The
information for such protocol will be explicitly communicated during the application process.
13. Student Safety:
Offeror will be responsible for the supervision and safety of all students for the duration of each
camp session. NM GEAR UP schools will be responsible for student supervision prior to students
checking-in to the camp and following camp check-out.
14. Camp Rules and Regulations:
Each offeror must include, in the application, the camp’s rules and regulations. The offeror must
explicitly outline the procedures for addressing student disciplinary actions. The procedures
must include a communication plan for which the camp will be responsible for notifying NM
GEAR UP State Office and NM GEAR UP School Staff, and parents of student disciplinary actions.
15. Camp Survey:
NM GEAR UP will develop a post-camp survey that must be administered by the camp provider.
The survey will allow for student feedback on specific camp aspects and an overall experience
rating. NM GEAR UP will provide approved offerors with a draft survey subsequent to
application approvals. Each approved provider will have exactly one week to provide feedback
to the agency, requesting the addition and/or omission of survey items.
16. Post Camp Report:
Offeror will be responsible for submitting a post-camp evaluation no later than August 28, 2010.
The report will include a summary of activity, planning, camp reflections and any camp survey
results.
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M.
Other Desired Camp Provider Services
1. Student Transportation:
Any offeror able to provide transportation services from the students’ school to the camp and
back to the school following the camp are encouraged to indicate so in the application and the
proposed budget.
2. Parent Component:
Offerors are encouraged to develop camp curricula that allow for parental involvement.
Curricula could include a separate parent track or allow integrating parents in to the student
camp experience.
N.
Compensation
Per U.S. Department of Education and the State of New Mexico regulations, the New Mexico Higher
Education Department cannot remit funds for any services prior to services being rendered. In all
matters pertaining to this APPLICATION the agency will only be allowed to remit funds for services
received by a student, parent, guardian, and/or staff member of NM GEAR UP (Class of 2012).
1. Following each camp, offeror will be responsible for submitting invoices to NM GEAR UP for
reimbursement of camp services.
2. NM GEAR UP will reimburse offerors for an amount that shall not exceed the cost per student
and student no-shows as indicated in the proposed budget.
3. NM GEAR UP will process all reimbursements in a timely manner and in conjunction with
NMHED and the NM Department of Finance Administration regulations and requirements.
O. Inter Governmental Agreements/Professional Services Contract
For the purpose of this APPLICATION, NMHED will enter into Inter Governmental Agreements with all
state supported institutions of higher education.
1.
2.
3.
4.
All IGAs will be governed by the laws of the State of New Mexico.
Upon Program Approval, NMHED will initiate an IGA and send to the offeror electronically.
Any changes to the IGA must have approval of all parties prior to final execution.
Offeror will be responsible for obtaining all signatures required by their overseeing institution
prior to approval by the NMHED Secretary.
5. All IGAs must be fully executed no later than 5pm Mountain Time on March 31, 2010.
P. MANDATORY SPECIFICATIONS
The following documentation must be provided by the offeror in order for applications to be fully
considered. Offeror may contact the Application Administrator for clarification on any items prior to the
application deadline.
Alignment of camp theme and curriculum with NM GEAR UP goals and objectives (20)
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Offeror must submit a detailed camp curriculum and agenda. The agenda should include number of
camp sessions, session dates, camp location. Offeror should clearly state whether or not the camp is
residential or non-residential.
Detailed camp budget breakdown (20)
Offeror must submit a detailed budget breakdown for the costs to be incurred by the offeror in order to
plan, execute, invoice, and provide a post camp report.
Cost per Student (20)
The budget should indicate a cost per student who attends and a cost per student who registers and
does not attend (no shows).
Partner Identification and Cost Share Worksheet (20)
The U.S. Department of Education requires that NM GEAR UP receive a dollar to dollar match for all
expenditures. Match dollars cannot include funds awarded, provided, and/or appropriated by the
Federal Government. Offeror must complete a Partner Identification and Cost Share Worksheet (see
Attachment B) the form should include any and all match funds to be provided by the offeror or their
overseeing institution/agency.
Q. EVALUATION POINT TABLE/SUMMARY
The following is a summary identifying points assigned to each item. These weighed factors will be used
in the review of offeror applications.
Factor
1
2
3
4
Alignment of camp theme and curriculum with NM GEAR
UP goals and objectives
Detailed camp budget breakdown
Cost Per Student
Partner Identification and Cost Share Worksheet
Total Possible Points
Points Available/ or
Evaluation Factor
30
30
20
20
100
R. EVALUATION FACTORS
Points will be awarded on the basis of the following evaluation factors
1. Alignment of camp theme & curriculum with NM GEAR UP goals and objectives (30)
The curriculum can directly be linked to the NM GEAR UP goals and objectives. Activities contained are
grade level appropriate and allow for meaningful interactions among students and camp staff. The
agenda keeps students engaged in learning throughout the duration of the camp. The curriculum
promotes student growth and exposes students to a high level of thinking and problem solving.
2. Detailed Camp Budget Breakdown (30)
Points for the detailed camp budget based upon demonstrating effective planning and consideration of
all potential expenditures. Expenditures reflect purchases directly linked to the planning, execution,
invoicing and completion of the post-camp report for NM GEASR UP camps.
3. Cost per student (20)
Points for cost per student will be awarded based upon detailed description of costs to address the
requirements of this APPLICATION.
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4. Partner Identification and Cost Share Worksheet (20)
Offeror has submitted a complete Partnership Identification and Cost Share Worksheet indicating the
maximum match dollars to be provided by the offeror.
S. EVALUATION PROCESS
The evaluation process will follow the steps listed below:
1. All offerors’ applications will be reviewed for compliance with the mandatory requirements
stated within the APPLICATION. Applications deemed incomplete will be eliminated from further
consideration.
2. The Approval Committee may contact the offeror for clarification on any sections of the
application.
3. The Approval Committee may use other sources of information to perform the evaluation.
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Attachment A
NEW MEXICO GEAR UP Goals and Objectives
Goal A. Increase the academic performance and preparation for postsecondary education for GEAR UP students
Objectives:
1. Increase the number of highly qualified teachers in core subject areas in GEAR UP schools
2. Increase the percentage of GEAR UP students that pass pre-Algebra by the end of 7th grade
3. Increase the percentage of GEAR UP students that pass Algebra by the end of 9th grade
4. Increase the percentage of GEAR UP students scoring proficient or better on the New Mexico Standards Based Assessment in grades 8 and 11
5. Increase the percentage of students in GEAR UP schools enrolling in and passing a full sequence of college preparatory courses in high school
6. Increase the percentage of students in GEAR UP schools enrolling in and passing AP courses
7. Improve performance on college entrance exam (ACT)
Goal B. Increase rates of high school graduation and participation in postsecondary education for GEAR UP students
Objectives:
8. Increase average daily attendance at all GEAR UP school
9. Increase on-time promotion rates to successive grade levels
10. Increase on-time high school graduation
11. Increase enrollment rates in college
Goal C. Increase GEAR UP students’ and families’ knowledge of postsecondary education options, preparation, and financing
Objectives:
12. Increase the ability and desire of targeting students’ families to participate in the college selection, application, and financial aid process
13. Students and families in GEAR UP schools will complete the FAFSA
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ATTACHMENT B
PARTNER IDENTIFICATION FORM AND COST SHARE WORKSHEET
Please complete one form for each partner (other than the Applicant Organization).
1. Institution/Organization:
Point of Contact:
Title:
Address:
City:
State:
Telephone:
e-mail:
Department:
Zip:
Fax:
2. Type of Organization:
 Local or State Education Agency
Other types:
 Institution of Higher Education
(check all that apply)
A.
B.
C.
D.
 Four-Year or  Two-Year
 Public
or  Private
 College
or  University
 HBCU  HSI  TCCU  NHSI or
 ANSI






Business
Community-based organization
Professional association
Philanthropic Organization
State Agency
Other: ____________________
3. Non-Federal Fund contribution provided by Partner
YEAR 1
1.
Salaries and Wages
2.
Employee Benefits
3.
Travel
4.
Materials and Supplies
5.
Consultants and
Contracts
Other
6.
YEAR 2
YEAR 3
YEAR 4
YEAR 5
YEAR 6
TOTAL
A. Total Direct Costs (Sum
of lines 1-6)
B. Total Indirect Costs:
(Cannot be greater than 8%
of Total Direct Costs)
C.
Equipment
D. Scholarships/
Tuition Assistance
E. TOTAL
(Lines A + B+ C+ D)
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Description of Services:
SIGNATURE OF AUTHORIZING OFFICIAL: _________________________________________
NAME OF AUTHORIZING OFFICIAL: _________________________________________
TITLE OF AUTHORIZING OFFICIAL: ___________________________________________
NM GEAR UP Directions:
This document is required by the U.S. Department of Education for all official GEAR UP partners.
Please fill out the amount per year for six years that your organization anticipates contributing to
NM GEAR UP, print it, sign it, and mail the original to:
NM GEAR UP State Director
New Mexico Higher Education Department
2048 Galisteo Street
Santa Fe, NM 87505
Salaries and Wages (and Employee Benefits) – Any time spent on NM GEAR UP activities that is
not compensated by NM GEAR UP can count as match. The benefits that accrue during that time
are also match.
Travel – Any travel to support NM GEAR UP activities or events can count as match.
Materials & Supplies – Any materials and supplies used for NM GEAR UP activities and not
charged to NM GEAR UP can count as match.
Consultants and Contracts -- Trainings, professional development workshops, etc. delivered to
NM GEAR UP schools free of charge or for a reduced cost can count as match.
Other – To be defined on a case-by-case basis. Monetary donations may fall under this category.
Equipment – Any unit item donated to NM GEAR UP that is worth more than $5,000.
Scholarships—Funds for scholarships upon high school graduation.
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