Subcontractor Intake Form

Summer 2024 & Academic Year 2024-2025


Thank you for your interest in becoming a subcontractor for New York Edge! To get started, please review New York Edge's subcontractor onboarding policies and procedures by clicking here.


Four-Season Program Model

New York Edge operates a four-season program model: Season One - Fall, Season Two - Winter, Season Three - Spring, and Season Four - Summer. Subcontractors have the option to provide direct services during specific seasons (i.e., Spring and/or Summer) or for the entire academic year (Fall, Winter, and Spring). Please note that the subcontractor agreements being completed now are for the 2023-2024 Academic Year, which concludes on June 30, 2024. The Summer 2024 subcontractor process will open on Monday, April 1, 2024.



New York Edge Season Dates:


Season One - Fall 2023 (September 23 - December 2023)

Please note, Fall 2023 approved subcontractors will begin the week of October 16th (with the exception of community schools).


Season Two - Winter 2024 (January 24 - March 24)

Season Three - Spring 2024 (April 2024 - June 2024)

Season Four - Summer 2024 (July 2024 - August 2024)



The New York Edge Subcontractor Intake Process


Pre-Qualification Criteria Overview

Pre-Qualification Criteria Overview:


Subcontractors must meet minimum requirements established by the New York Edge Curriculum and Compliance Teams to be considered for direct services. These requirements include sharing relevant outcomes data, establishing a sustainable direct service staffing model, completing the New York Edge subcontractor contract process, fulfilling the New York Edge compliance process for all required staff, successfully completing New York Edge mandatory subcontractor/vendor training(s), providing up-to-date pricing guidelines, and demonstrating a history of successful project delivery.


New and existing subcontractors interested in delivering direct services to our program sites must complete the following steps:


Step 1. Identification and Pre-Qualification of Subcontractors


The first step to becoming a subcontractor with New York Edge during the 2023-2024 Academic Year is to complete the Subcontractor Intake Form. This form should be completed during the subcontractor onboarding window, as outlined below. Once a subcontractor is approved to provide direct services during the academic year, they will NOT be required to submit additional subcontractor intake forms for the remainder of the 2023-2024 academic year.


  • Season One - Fall 2023 subcontractor onboarding is Monday, July 31, 2023 thru Friday, September 1, 2023.


  • Season Two - NEW SUBCONTRACTORS ONLY - Winter 2024 subcontractor onboarding is Monday, October 2, 2023 - Friday, November 10, 2023.


  • Season Three - NEW SUBCONTRACTORS ONLY - Spring 2024 subcontractor onboarding is Monday, January 8, 2024 - Monday, February 5, 2024.


  • Season Four - NEW & EXISTING SUBCONTRACTORS - Summer 2024 subcontractor onboarding is Monday, April 1, 2024 - Monday, May 13, 2024. Please note that the subcontractor agreements being completed now are for the 2023-2024 Academic Year, which concludes on June 30, 2024. The Summer 2024 subcontractor process will open on Monday, April 1, 2024.


 

Step 2: Submission and Review


Once the Subcontractor Intake Form is completed, it should be submitted to the curriculum team for review. The team will verify the provided information and cross-reference it with the predefined pre-qualification criteria.


Subcontractors who meet the pre-qualification criteria and receive favorable rankings will be approved to proceed to the next step of the subcontractor process, which involves the submission of the subcontractor agreement packet.


Step 3: Required Training

Link to subcontractor training document


After the subcontractor documents are submitted and approved by New York Edge, the subcontractor staff hired to work at a New York Edge program site(s) must complete a series of employment training mandated by New York State. The four (4) mandatory trainings are listed below:


  • Foundations in Health and Safety e-Learning
  • Mandated Reporter Online Training
  • Identifying and Responding to Anaphylaxis-Elijah’s Law
  • Sexual Harassment Training


Step 4: Site Selection and Development of Contracts

During each season, the New York Edge site staff will receive a list of pre-approved subcontractors eligible to offer direct services at their respective sites. From this approved vendor list, the staff will review and select subcontractors per their requirements. Once the subcontractor selection process is finalized, we will assess the site submissions and the subcontractor's seasonal capacity. Based on this evaluation, we will recommend which sites should proceed with the contracting process.

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Subcontractor Agreement Submission

Please ensure all documents are typed, and all required information and attachments are included before submission. We will not be able to process incomplete packets.


Please refer to the Subcontractor Approval Checklist below to review all the necessary information.


DEMO NYE Subcontractor Approval Packet FY 24

DEMO DOE OCS Subcontract Agreement FY 24


APPROVAL DOCUMENT CHECKLIST FOR SUBCONTRACTOR

In order to be approved, Subcontractors must submit the following to New York Edge Corporate Counsel:


    ☐ Signed Memorandum of Understanding – document included in this packet


    ☐ Completed Subcontractor Information Sheet – document included in this packet


    ☐ Completed and Signed W-9 Form – electronic version at https://www.irs.gov/pub/irs-pdf/fw9.pdf


    ☐ Certificates of Insurance – provided by Subcontractor (see Exhibits A & C)

  • General Liability Insurance
  • Certificate Holder/Additional Insured – New York Edge
  • Certificate Holder/Additional Insured – Funding Source (As Required)

        • Workers Compensation Insurance

  • Certificate Holder – New York Edge, OR
  • Affidavit of Exemption

        • Disability Insurance – OR Affidavit of Exemption


If you need assistance, please email subcontractors@newyorkedge.org.

Person Completing Form

Please list your NYE Department, NYE program site, or if you are a subcontractor, please list your business name.

Subcontractor Information

A current partner means you provided subcontractor services for New York Edge in Summer 2023.

An existing partner means you have partnered with New York Edge in the past.

A new partnership means you have NOT partnered with New York Edge in the past.

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Please list the subcontractor's business name here, i.e. Yogi Beans

Please list the name of the main contact person(s) along with titles (i.e. Sherice Mills, Director of Partnerships)

Please include ALL of  the following information:

  • Business Name
  • Business Address
  • Business Email
  • Business Phone
  • Business Website

Note: All subcontractors working with DYCD funded sites must be enrolled in PIP.

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Note: All subcontractors working with DYCD-funded sites and budgets greater than $20,000 must have an HHS Account

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Subcontractors that do over $100,000 of business in NYC each year must have a PASSPort account.

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Overview, Structure, Goals, and Outcomes

What type(s) of services will you provide?


  • Subcontractor Services - Provide direct services to program sites for an extended period of time.


  • Vendor Services - Provide one day activities only. No longstanding service delivery model.


  • Professional Development - Provide professional development supports for the New York Edge Staff.
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Please provide a brief overview of the type(s) of service(s) you are providing.

What audience will receive the subcontractor services?

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Which content area(s) best aligns with your service delivery model?

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If you selected other content area, please indicate it here.

Please provide a full description of the activities the subcontractor will provide including a detailed activities summary.


Outcome goals and measurement methods/tools are essential in evaluating the effectiveness of our educational programs and ensuring continuous improvement for both students and staff. Regular monitoring and analysis of the data collected will guide us in making data-driven decisions to achieve our desired outcomes.


Please summarize measurable student/staff outcome goals and the method/tool for measuring impact. Below you will find a few examples for both staff and student outcome goals.


Examples


Student Outcome Goals: Academic Performance: Improve student academic performance by at least 25% in the current season/academic year. Measurement Method/Tool: Pre/Post Assessments.


Student Satisfaction: Enhance student satisfaction levels by conducting regular surveys and achieving a minimum satisfaction rating of 8 out of 10. Measurement Method/Tool: Student feedback surveys.


Staff Outcome Goals: Professional Development: Increase professional development satisfaction by achieving a minimum satisfaction rating of 8 out of 10 in the staff satisfaction survey. Measurement Method/Tool: Staff feedback surveys.



Subcontractor Capacity

Indicate the subcontractor's capacity

Please select the season(s) you can provide direct services at New York Edge.

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New York Edge has several program models that operate a various times. Please review the program models below and select the options that fit your service model.


  1. New York Edge Afterschool Model - Our traditional model offers afterschool programming between the hours of (2:30 pm and 6:00 pm)
  2. Beacons Model - The New York Edge Beacon Model offers programming during day school ( 7:00 am - 3:00 pm), afterschool and evenings (2:30 pm - 9:00 pm) and on the weekends.
  3. Community Schools Model - The New York Edge Community Schools Model offers programming during the day school (7:00 am - 3:00 pm), afterschool and evenings (2:30 pm - 6:00 pm) and on the weekends.
  4. Special Seasonal Programming - New York Edge offers seasonally programming that include weekends and evenings. For example, our NYE sports leagues are held on Saturdays during the Fall season.
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Please indicate the weekly schedule the subcontractor is available

i.e. Mondays, Wednesdays, Fridays 3 pm - 5:30 pm. Please note, some programming is offered in the evenings and on the weekends. Please indicate all times the subcontractor is available.


The number of students/staff the subcontractor can manage per site each season.


i.e. Yogi Beans 45 students per site.


i.e. Yogi Beans can manage up to 5 NYE sites per season.

There are two staffing model options available at your site; turnkey or subcontractor staffing.


Option One Turnkey: Turnkey training for New York Edge staff. With this option, the subcontractor will provide direct turnkey training to New York Edge site staff for a pre-determined length of time. The partner is responsible for supplying the curriculum, lesson plans, and professional development training for the staff.


Option Two Subcontractor Staffing: The subcontractor will identify their staff to teach at your site(s). Please note, All subcontractor staff will have to complete the New York Edge compliance process before beginning services at the site. The compliance process takes between 3 to 8 weeks to complete. A link to our compliance process can be found here.

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Budgets and Payables

Please indicate the cost per pupil/staff per season

Please add additional questions or comments here. A member of our team will review and respond as soon as possible.

DOCUMENT UPLOADS - Subcontractor agreements, contracts and budgets

Please attach all subcontractor documents here.

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