Music Therapy Services

Request for Proposals
Music Therapy Services
(School Year and Extended School Year)
RFP 0518-26
Attention: Purchasing Agent
Address: City School District of Albany
1 Academy Park
Albany, NY 12207
Phone: (518) 475- 6050
RESPONSES DUE BY: 2:00 pm on May 18th, 2026.

CITY SCHOOL DISTRICT OF ALBANY
Legal Notice
RFP 0518-26 Music Therapy Services
(School Year and Extended School Year)
The City School District of Albany, hereinafter known as the District, will receive bids at
the Central Administration Offices, Purchasing Department, 1 Academy Park, Albany,
New York, 12207 until 2:00 PM on May 18th, 2026. The envelopes containing the bids
must be sealed, and addressed to:
Purchasing Agent
City School District of Albany
1 Academy Park
Albany, NY 12207
Envelopes containing the bids should be clearly marked "RFP 0518-26 Music Therapy
Services".
The District has the right to accept or reject any and all bids or parts thereof as it deems to
be in its best interest.
Bid packet can be obtained by contacting the Purchasing Office @ (518) 475-6050, or by
emailing jmonroe@albany.k12.ny.us.
The City School District of Albany is an affirmative Action, Equal Opportunity Enterprise.

GENERAL INFORMATION/CONDITIONS
Statement of Purpose:
The City School District of Albany (hereinafter, City School District of Albany may be referred
to as "the District") is soliciting proposals for the purpose of a multi-year (5 year) proposal to secure
Music Therapy services. This RFP will also include summer program services and those students on
home based instruction.
Proposals must follow the outline set forth in this document. Please submit one (1) original and
two (2) copies of the completed qualifications and other requirements of the RFP, by hand
delivery, regular mail, or courier to the address listed on the cover page. The District must
receive the proposal by the date indicated in the timeline below.
General Information:
The City School District of Albany operates twelve elementary schools, two middle school
buildings, and one primary high school facility with extended programs in two additional
buildings. The student population is approximately 8,900 with a total staff of approximately 1,400.
In addition to neighborhood schools, the District includes several magnet schools and programs,
as well as other innovative academic opportunities for students.
SCOPE OF SERVICES
The firm selected will provide:
* Provide Classroom/Program Services - Identified Programs
* Provide Small-Group Classroom Services (IEP Consultation Service)
* Provide Individual IEP Services
* Provide Group IEP Services
* Provide Individual or Group IEP Services to Home Based Instruction Students
* IEP Service - Make up sessions as mandated
* Individual and Group IEP Services will include IEP Responsibilities
Attendance at Annual Review Meetings
o
Attendance at Review Meetings as Requested
o
IEP Writing: Present Levels of Performance for Music Therapy
o
IEP Writing: Music Therapy Goals
o
IEP Goal Progress Monitoring Data Collection and Graphing in
o
Frontline- Quarterly and ESY
IEP Goal Progress Reporting in Frontline - Quarterly and ESY
o
* Communication with parents and staff

Phone Calls
o
Emails
o
Letters
o
* Communication log maintenance in Frontline
* Document Repository Report Uploading
* Synchronous and Asynchronous (recorded) sessions including supplemental materials
for absent or remote students
*Minority and Women owned Business Enterprises certified in New York State are encouraged
to submit proposals.
*The District may also award additional work beyond this scope and project based upon
responses to this Request for Proposals.
TIMELINE
A Deadline for submission of proposal to the Purchasing Agent (must receive by):
5/18/26 2:00 pm
C. Evaluation of proposals and selection of the responder(s) to be recommended:
5/26/26
D. Approval by the Board of Education (tentative):
6/5/26
E. Effective date of award (tentative):
7/1/26
GENERAL REQUIREMENTS
Instructions to Responders:
The City School District of Albany prohibits employees (or entities in which the employee has a
financial interest, or from which the employee receives compensation) from contracting with the
District to provide goods or services as an independent contractor.

The submission of a proposal will indicate that the responder has (1) read the instructions, (2)
will abide by the terms and conditions governing this Request for Proposal, and (3) understands
the requirements for delivery of the services specified.
General Instructions:
Specifications contained in the Request for Proposal are for Music Therapy Services (School
Year and Extended School Year)
Minimum requirements are specified. The responder may choose to exceed those minimums.
1. Failure to provide sufficient and required information may result in the proposal being
rejected by the District as non-responsive and not being considered.
Each proposal must be clearly marked on the outside of the envelope with the title "RFP:
Music Therapy Services (School Year and Extended School Year)
TO BE OPENED BY ADDRESSEE ONLY. Please ensure your organization's name is included
on the outside of the package. If you are using a commercial delivery company that requires the
use of their shipping package or envelope, your proposal must be placed within a second sealed
package labeled as detailed above. This will ensure you proposal is not prematurely opened.
2. Original proposal with two copies are to be mailed or delivered to: City School District of
Albany, 1 Academy Park, Albany, NY 12207, Attn: Purchasing Agent; to arrive no later
than the closing date and time specified in the timeline provided herein. Any received
after that time will not be opened, and will be returned only upon request by, and at the
expense of, the responder(s). The responder(s) will assume total responsibility for
delivery of their proposal on time at the place specified, whether sent by mail or delivered
in person.
3. Telephone, facsimile, or telegraphic proposals are not acceptable. Unless otherwise
specified, submission by email is not permitted.
4. To assist any and all vendors in obtaining a clear understanding of the requirements of
this proposal, vendors may present clarifying questions. Questions regarding this
proposal must be submitted in writing via email to jmonroe@albany.k12.ny.us by
5/15/26 at 2:00 pm. Responders must also provide in writing one working email address
of where the District should direct its response to any questions. The District is not
responsible for non-working email addresses. District responses will also be shared with
other potential proposers if they are known to the District.

RFP TERMS AND CONDITIONS
1. The issuance of this RFP request constitutes only an invitation to submit a response to the
District. If the school District chooses to award the RFP to a selected vendor, the vendor
must complete a contract with the District. The form and content of the contract will be
determined by the District.
2. This Proposal request does not commit the District either to award a contract or to pay any
costs incurred in the preparation of a submission. Responders shall bear all costs associated
with submission preparation, submission and attendance at presentation interviews, or any
other activity associated with this Proposal request or otherwise.
3. All proposals and accompanying documentation become the property of the City School
District of Albany. The District shall not divulge any information presented to anyone
outside the District, unless required by law, without the written approval of the individual
or firm. The District reserves the right to use the information and any ideas presented in
any submission in response to this RFP request, whether or not the submission is
accepted. Submitted proposals may be reviewed and evaluated by any person or outside
consultant retained by the District, other than one associated with a competing applicant,
as designated by the District. If a vendor believes that any information in its proposal
constitutes a trade secret and wishes such information not be disclosed if requested by a
member of the public pursuant to the State Freedom of Information Law, Article 6 of the
Public Officers Law, the vendor shall submit with its proposal a letter specifically
identifying the page number, line or other appropriate designation, that information
which it deems to constitute a trade secret and explain in detail why such information is
a trade secret. Failure by a vendor to submit such a letter with its proposal identifying
trade secrets shall constitute a waiver by the applicant of any rights it may have under
Section 89 (Subdivision 5) of the Public Officers Law relating to protection of trade
secrets.
4. The District neither makes nor assumes any contractual obligation by issuing this RFP
request, receiving and evaluating responses, or making preliminary responder selections.
Providing a response as provided herein shall neither obligate nor entitle a responder to
enter into a contract with the District.
5. The District reserves the right to determine in its sole and absolute discretion whether any
aspect of the vendor's submission satisfactorily meets the criteria established in this RFP
request, the right to seek clarification from any Responder(s), and the right to cancel and
or amend, in part or entirely, the RFP request, at any time prior to a written contract.
6. It is understood that any submission received and evaluated by the City School District of
Albany will be used as the basis for the cost and terms of a contract between the District
and the particular responder. In submitting a response, it is understood by the responder

that the District reserves the right to accept any submission, to reject any and all
submissions and to waive any irregularities or informalities that the District deems is in its
best interest.
7. The District is not obligated to respond to any submission nor is it legally bound in any
manner whatsoever by the submission of a response.
8. Each response shall be reviewed for completeness and for the technical and administrative
requirements of the RFP request. This includes completion of Appendix Items A-F. The
District has the option of requesting the responder to submit missing information or provide
clarification of those issues deemed incomplete, or disqualifying the proposal. A proposal
may be disqualified for lack of response to such a request.
9. RFP's submitted to the District must be valid for a period of at least 120 days from the
deadline for receipt of proposal responses as defined in the time frame section of this
document.
10. The selected vendor's proposal will become part of any resulting legal contract, should
contracts be awarded. The term of the resultant contract shall commence upon award and
shall remain in effect until completion, inspection, and final acceptance of specified
project(s) unless terminated, cancelled, or extended as otherwise provided herein. The
contract shall be for a period of 1 (one) year, upon mutual agreement with the contractor,
the district shall have the option to extend the contract up to 4 (four) additional 1 (one) year
periods.
11. Each proposal must include the appropriate corporate officer's approval signature.
12. It is a requirement that responders indicate specifically in the response any sub-contract,
alliance, partner, franchise, or other "non-employee" relationship with any resource(s) they
will utilize if they are chosen as the selected proposal. Note: The District reserves the right
to approve and designate sub-contractors to be used in any of the services being proposed.
13. The City School District of Albany reserves the right to introduce additional factors not
contained in this RFP request in order to obtain the most suitable solution. After submitting
a proposal, each respondent must be prepared to have the operational aspects of their
proposal reviewed in detail by District representatives.
14. Proposals shall be opened publicly at the District's Central Office location, or other duly
designated location, on the "received by" date and time indicated on the cover page. The
name of each responder shall be read publicly and recorded. Unless disclosure of final
proposal pricing would constitute an impairment of negotiations, the proposed bid, cost, or
sum of each proposer will be read publicly as well. The content of proposals shall not be
subject to public inspection until after contract award. Subsequent to contract award,

proposals may be reviewed unless they, in total or in part, contain information which is
exempt from disclosure pursuant to the Freedom of Information Law (e.g. a trade secret).
15. At any time prior to the specified proposal due time and date, a responder (or designated
representative) may withdraw their proposal.
16. The District reserves the right to award contracts for individual projects or for any
combination of projects deemed to be most advantageous to the District. Notwithstanding
any other provision of the RFP, the District expressly reserves the right to:
* Waive any immaterial defect or informality; or
* Reject any or all proposals, or portions thereof; or
* Reissue an invitation for proposal.
17. The District Board of Education reserves the right to award a contract in the best interest
of the District. The Board of Education's decision will be final.
Responders Default - Failure of the Responders to comply with any of these provisions
may be considered reason for rejection of the Proposal.
ATTACHMENT A - SPECIFICATIONS
ATTACHMENT B - SIGNATURE PAGE
ATTACHMENT C - QUOTE SHEET
ATTACHMENT D - INSURANCE REQUIREMENTS
ATTACHMENT E - CREDENTIALS OF THE FIRM AND REFERENCES
ATTACHMENT F - REQUIRED CONTRACT PROVISION (REQUIRES SIGNATURE)

ATTACHMENT A - SPECIFICATIONS
The submitted proposals must state and/or include responses to the following
specifications:
* Provide Classroom/Program Services - Identified Programs
* Provide Small-Group Classroom Services (IEP Consultation Service)
* Provide Individual IEP Services
* Provide Group IEP Services
* Provide Individual or Group IEP Services to Home Based Instruction Students
* IEP Service - Make up sessions as mandated
* Individual and Group IEP Services will include IEP Responsibilities
Attendance at Annual Review Meetings
o
Attendance at Review Meetings as Requested
o
IEP Writing: Present Levels of Performance for Music Therapy
o
IEP Writing: Music Therapy Goals
o
IEP Goal Progress Monitoring Data Collection and Graphing in
o
Frontline- Quarterly and ESY
IEP Goal Progress Reporting in Frontline - Quarterly and ESY
o
* Communication with parents and staff
Phone Calls
o
Emails
o
Letters
o
* Communication log maintenance in Frontline
* Document Repository Report Uploading
* Synchronous and Asynchronous (recorded) sessions including supplemental materials
for absent or remote students

ATTACHMENT B - SIGNATURE PAGE
City School District of Albany
Request for Proposal - Music Therapy Services (School Year and Extended School Year)
I have reviewed and agree to the terms, conditions and other stipulations of this RFP dated
5/18/26 and further certify the accuracy of the information submitted as the proposal:
Authorized signature:
Individual's name (print):
Title (affix seal if a corporation):
Business name:
Mailing address:
Business license number:
Date: / /
Phone:
Fax:
e-mail:______________
Proposals must be signed to be valid.