007000000087811.pdf

Request for Quote

INDIANA DEPARTMENT OF EDUCATION

Solicitation For:

Annual Federal and State Accountability Calculations

Review 0000087811

Proposal Submission Due Date and Time:

July 24, 2026 @ 2:00PM ET

January Sanders, Procurement Specialist DOEProcurment@doe.in.gov

Indiana Department of Education 100 N Senate Ave., 9th FL

Indianapolis, Indiana 46204

Solicitation #0000087811 mailto:DOEProcurment@doe.in.gov

Key Solicitation Dates

Activity Date Issue of Solicitation June 12, 2026 Deadline to Submit Written Questions June 26, 2026 by 2:00 PM ET IDOE Respond to Written Questions July 07, 2026 Proposal Due Date July 24 2026, by 2:00 PM ET Notification of Award August, 2026

Question / Inquiry Process All questions/inquiries regarding this solicitation must be submitted by the deadline outlined in the Key Solicitation Dates table above.

Questions/Inquiries may be submitted via email to DOEProcurement@doe.in.gov and must be received by the time and date indicated in the Key Solicitation Dates table above.

The subject line of the email must clearly state the following: “Annual Federal and State Accountability Calculations Review RFQ #0000087811 Questions/Inquiries –

[INSERT COMPANY NAME]”.

After the question/inquiry deadline, IDOE will compile a list of the questions/inquiries submitted by all Respondents, redacting the name of the company who submitted the question. The responses will be emailed to all potential Respondents according to the Key Solicitation Dates table above.

Proposal Due Date and Format All proposals must be submitted via email to DOEProcurement@doe.in.gov and must be received by the deadline indicated in the Key Solicitation Dates table above.

Proposals received after the due date and time will not be considered.

Modifications to proposals received after the due date will not be considered.

Proposals submitted by mail or fax will not be considered.

Proposals must provide a clear, concise description of the vendor’s capabilities to meet the requirements of the scope of work (SOW).

The proposal shall provide a detailed technical approach for completing each of the tasks listed within the SOW and the associated deliverables.

Price / Cost: Pricing on this solicitation must be firm and remain valid for a period of not less than one hundred eighty (180 days) from the date of award issuance.

Any attempt to manipulate cost, include conditions to pricing, or submit pricing that deviates from the requested deliverables will put your proposal at risk of being removed from consideration.

Solicitation #0000087811 mailto:DOEProcurement@doe.in.gov mailto:DOEProcurement@doe.in.gov

All costs must be inclusive.

Secretary of State Registration If awarded the contract, the Respondent will be required to register with, and be in good standing with, the Indiana Secretary of State. The registration requirement applies to all limited liability partnerships, limited partnerships, corporations, S-corporations, nonprofit corporations, and limited liability companies. Information regarding registration with the Indiana Secretary of State may be obtained by contacting:

Secretary of State of Indiana Corporation Division 402 West Washington Street, E018 Indianapolis, IN 46204

(317) 232-6576 www.in.gov/sos

State of Indiana Bidder Registration To move forward with a contract award, the Respondent must be registered as a bidder with the Indiana Department of Administration (IDOA), Procurement Division.

To complete the online Bidder registration, visit the Bidder Profile Registration website at https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration

Completion of the Bidder registration will add your name to the IDOA Bidder Database for email notification.

The Bidder registration requires general business information, the types of goods and services you can offer the State of Indiana, and location(s) within the state that you can supply or service.

There is no fee to be included the IDOA Procurement Division’s Bidder Database. It is highly recommended that this step be completed BEFORE award as not to slow down contract execution.

Compliance Certification Responses to this solicitation represent that the Respondent has no current or outstanding criminal, civil, or enforcement actions initiated by the State, and that it will immediately notify the State of any such actions. The Respondent also certifies that neither it nor its principals are in arrears on taxes, permit fees or other statutory, regulatory, or judicially required payments to the State. The Respondent agrees that the State may confirm, at any time, that no such liabilities exist, and, if such liabilities are discovered, that State may bar the Respondent from contracting with the State, cancel existing contracts, withhold payments to offset such obligations, and withhold further payments or purchases until the entity is current

Solicitation #0000087811 http://www.in.gov/sos https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration in its payments on its liability to the State and has submitted proof of such payment to the State.

Confidential Information Access to Public Records Act Respondents are advised that proposal materials are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq., and, after the contract award, may be viewed and copied by any member of the public, including news agencies and competitors. Responses are deemed public records” unless specifically protected from disclosure under IC 5-14-3 protects it from disclosure. It is the Respondent’s responsibility to notify IDOE if any part of the proposal is considered confidential under APRA.

Family Educational Rights and Privacy Act If chosen for award, the Respondent understands that in performing the duties of the contract, it may be required to obtain personally identifiable student information protected under the Family Educational Rights and Privacy Act (FERPA) (20 USC §1232g, 34 CFR Part 99.) The Respondent agrees to fully comply with all requirements of FERPA and the requirements set forth herein.

Contract Terms / Clauses A sample of the Professional Service Contract that the State expects to execute with the successful Respondent(s) has been linked for review. This contract contains mandatory clauses. Mandatory clauses are listed below and are non-negotiable. Other clauses are substantively required. It is the State’s expectation that the final contract will be substantially similar to the sample contract linked above.

Please review the contract and indicate in your proposal your acceptance of mandatory contract clauses. If a non-mandatory clause is not acceptable as worded, suggest specific alternative wording to address issues raised by the specific clause by submitting a redline version of the template.

To reiterate it’s the State’s strong desire not to deviate from the Professional Service Contract Template and as such the State may reject all requested changes.

The mandatory contract terms are as follows:

• Authority to Bind Contractor

• Compliance with Laws

• Drug-Free Workplace Certification

• Employment Eligibility Verification (E-Verify)

• Funding Cancellation

• Governing Law

• Indemnification

• Information Technology Enterprise Architecture

Requirements

• Nondiscrimination Clause

Solicitation #0000087811 https://www.in.gov/idoa/procurement/contract-administration/contract-forms-manuals-and-templates/

• Penalties/Interest/Attorney’s Fees

• Termination for Convenience

• Non-Collusion and Acceptance

The substantively required terms are as follows:

• Duties of Contractor, Consideration, and Term of Contract

• Ownership of Documents and Materials

• Payments

Solicitation #0000087811

Annual Federal and State Accountability Calculations Review Scope of Work

Purpose/Background The Indiana Department of Education (IDOE) seeks a contractor to support annual federal and state accountability determinations by independently reproducing IDOE’s state and federal accountability rating calculations, comparing results to IDOE preliminary outputs, identifying and resolving discrepancies, and delivering a formal report of findings and recommendations. This work will occur annually for five years.

Because Indiana’s state accountability system is new, the Vendor must rapidly learn the new calculations and business rules under 511 IAC 6.2-12 and maintain distinct, reproducible pipelines for federal and state accountability frameworks. Sensitive student-level data will be exchanged exclusively via IDOE-approved secure file transfer protocol (SFTP). Familiarity with Indiana’s accountability systems and accountability data will be a consideration when awarding this contract.

Vendor Responsibilities/Deliverables A. K12 Federal Accountability Calculations Audit (annual)

Objectives: Independently reproduce all federal indicators and overall ratings; compare to IDOE preliminary outputs; identify, document, and resolve discrepancies; deliver a formal audit report and reproducible tooling. This section outlines requirements unique to the Federal accountability framework and is distinct from the other calculations listed. Vendors must maintain a separate, fully documented pipeline for Federal calculations.

1. Vendor will conduct an in-depth review of accountability data files. This includes comprehensive data preparation, data cleaning, and the construction of a protected database/system for independent federal accountability calculations.

The IDOE will provide granular, record-level accountability metrics (i.e.: assessment scores, attendance, demographics).

2. Vendor will utilize its protected database/system to complete independent calculations of federal accountability determinations for each indicator. Indicator calculations will utilize student-level data provided by the IDOE and will be calculated for each school based on business rules provided to the Vendor by the IDOE.

3. Vendor will independently calculate overall summative federal determinations for each school. The calculations will be based on business rules provided by IDOE to the Vendor. The Vendor will compare its independent calculations to the IDOE’s preliminary calculations for each school. If the results are the same, then no further calculations need to be completed. If there are any discrepancies, the vendor must recalculate. If there are still discrepancies, the Vendor must identify the root cause of the discrepancy.

4. Vendor will draft a final report that includes its official findings from the independent audit; detailed results of independent calculations; any confirmed discrepancies found between the Vendor’s independent calculations and the IDOE’s preliminary calculations and the root cause of the discrepancies. Vendor may be asked to virtually present its findings to IDOE leadership.

Solicitation #0000087811 https://drive.google.com/file/d/1gOk5mjalz0nFqSkNZsywVFIItfcIbyJ5/view https://www.in.gov/doe/files/IN-ESSA-Plan-2022-Addendum.pdf

IDOE will furnish record-level data via secure file transfer. This data will be provided when it is available. The data file(s) will include, but are not limited to, the following elements:

• Grades K–12: Student attendance information; English Language Proficiency (ELP) assessment scores; an indicator of whether the student met the ELP growth target; grade level; and school and corporation identifiers

• Grades 3–8: Indicators of whether the student was expected to test in Math and/or English/Language Arts (E/LA); assessment performance indicators; a growth target indicator; and a flag identifying students in the bottom 25 percent.

• Grades 9–12: Indicators of whether the student was expected to test in Math and/or E/LA; assessment performance indicators; and school and corporation identifiers.

• Graduation cohort: Indicators of a student’s four-year cohort status;

diploma type and applicable waiver status; and school and corporation identifiers.

Tasks & Report Deliverables (K-12 Federal):

1. Data Intake & Preparation Tasks:

• Receive student-level files via SFTP

• Validate schemas

• Build verification database/system

• Extract, Transform, and Load (ETL) process and rule mappings

• Use business rules provided by IDOE at the start of the contract and annual inputs

2. Reproduce Federal Indicator Calculations Tasks:

• Independently calculate each federal indicator at the school level from student-level inputs per the business rules.

3. Compare & Analyze Tasks:

• Reproduce overall ratings using prescribed weights and rounding

• Compare to IDOE preliminary outputs

• Log discrepancies with root cause

• Recalculate items after correction.

4. Final Federal Audit Report

• Tasks:

• Produce formal report including methods, independent results, confirmed discrepancies, recommendations

• Present report to IDOE leadership upon request and respond to follow-ups

Deliverables

• Final federal audit report

5. Compliance & Security

• Follow FERPA, State law, and IDOE protocols

• Use SFTP-only data transfers

Solicitation #0000087811 https://www.in.gov/doe/files/IN-ESSA-Plan-2022-Addendum.pdf https://moodle.doe.in.gov/pluginfile.php/367778/mod_folder/content/0/Indiana%20Federal%20Accountability%20System%20Business%20Rules.pdf?forcedownload=1 https://moodle.doe.in.gov/pluginfile.php/367778/mod_folder/content/0/Indiana%20Federal%20Accountability%20System%20Business%20Rules.pdf?forcedownload=1

Final Calculation & Comparison (K-12 Federal):

• For any schools where discrepancies are identified, the vendor will recalculate the ratings at both the indicator and school levels. If discrepancies persist after recalculation, the vendor will investigate and determine the source of the discrepancy and will flag these cases for further discussion with

IDOE.

B. K-12 State Accountability Calculations Audit (annual) Objectives: Independently reproduce all State accountability A-F calculations for Indiana schools and school corporations per 511 IAC 6.2-12, including computations, weighting/aggregation, eligibility/participation, final numeric ratings, and A–F category assignment. Identify, document, and resolve discrepancies. This section outlines requirements unique to the State accountability framework and is distinct from the other calculations listed. Vendors must maintain a separate, fully documented pipeline for State calculations.

1. Vendor will conduct an in-depth review of accountability data files. This includes comprehensive data preparation, data cleaning, and the construction of a protected database/system for independent state accountability calculations. The IDOE will provide granular, record-level accountability metrics (ie: assessment scores, attendance, demographics).

2. Vendor will utilize its protected database/system to complete independent calculations of state accountability determinations. Calculations will utilize student-level data provided by the IDOE and will be calculated for each school based on the calculations outlined in 511 IAC 6.2-12.

3. Vendor will independently calculate overall summative state determinations for each school. The calculations will be based on calculations outlined in 511 IAC 6.2-12. The Vendor will compare its independent calculations to the IDOE’s preliminary calculations for each school with particular attention to schools whose total accountability points fall within a threshold between letter grades, to ensure the accuracy and integrity of grade assignments. If the results are the same, then no further calculations need to be completed. If there are any discrepancies, the vendor must recalculate. If there are still discrepancies, the Vendor must identify the root cause of the discrepancy.

4. Vendor will draft a final report that includes its official findings from the independent audit; detailed results of independent calculations; and any confirmed discrepancies found between the Vendor’s independent calculations and the IDOE’s preliminary calculations. Vendor may be asked to present its findings virtually to IDOE leadership.

IDOE will furnish record-level data via secure file transfer. This data will be provided when it is available. The data file(s) will include, but are not limited to, the following elements:

• Grade 3: Student attendance information; newcomer status, IREAD “At Risk” flag; IREAD assessment flag; English Language Proficiency (ELP) assessment scores; an indicator of whether the student met the ELP growth target; ILEARN assessment result (math and ELA); grade level; and school and corporation identifiers

• Grades 4–8: Student attendance information; IREAD assessment flag;

English Language Proficiency (ELP) assessment scores; an indicator of

Solicitation #0000087811 https://drive.google.com/file/d/1gOk5mjalz0nFqSkNZsywVFIItfcIbyJ5/view whether the student met the ELP growth target; ILEARN assessment result (math, ELA, science, social studies), ILEARN assessment growth flags (math, EL); graduation plan flag; high school level coursework flag; CLT flag (ELA and math); grade level; and school and corporation identifiers

• Grade 10: Student attendance information; English Language Proficiency (ELP) assessment scores; an indicator of whether the student met the ELP growth target; college and career coursework flag; CTE coursework flag;

ILEARN Biology flag; PSAT flag; grade level; and school and corporation identifiers

• Grade 12: Diploma level; Student attendance information; English Language Proficiency (ELP) assessment scores; an indicator of whether the student met the ELP growth target; college and career coursework flag; Work Based learning flag; Credential of Value flag; ILEARN Biology flag; ILEARN US Government flag; ACT flag (ELA and math); CLT flag (ELA and math);

cohort year; and school and corporation identifiers.

Tasks & Report Deliverables (K-12 State):

1. Data Intake & Preparation Tasks:

• Receive student-level files via SFTP

• Validate schemas

• Build verification protected database/system

• Document Extract, Transform, and Load (ETL) process and rule mappings.

• Apply business rules at that are provided annually by IDOE

• Confirm completeness for indicators/eligibility (grades 3, 4–8, 10, 12;

applicable cohorts)

2. Reproduce State Indicator Calculations Tasks:

• Independently calculate each student calculation (e.g., each student level points for academic mastery and student success indicators)

• Apply business rules for eligibility, participation

• Calculate Final Numeric Ratings & A–F Categories

• Apply multi-step point calculation formulas, weighting, and aggregation (per 511 IAC 6.2-12) for each grade span

• Handle feeder/receiving/atypical schools and null categories.

• Calculate the final numeric rating and A-F grade for each school for each accountability grade band and all applicable combinations at the school (eg: if the school is a K12 school:

o calculate the grade 3 numeric rating and A-F grade o calculate the grade 4-8 numeric rating and A-F grade o calculate the grade 10 numeric rating and A-F grade o calculate the grade 12 numeric rating and A-F grade o calculate the total school numeric rating and A-F grade o Apply minimum N-sizes and cumulative aggregates for small schools.

• Calculate the final numeric rating and A-F grade for each corporation for each accountability grade band and all applicable combinations at the corporation (e.g.: if the corporation is a K12 corporation:

o calculate the grade 3 numeric rating and A-F grade o calculate the grade 4-8 numeric rating and A-F grade o calculate the grade 10 numeric rating and A-F grade o calculate the grade 12 numeric rating and A-F grade o calculate the total school numeric rating and A-F grade.

o Apply minimum N-sizes and cumulative aggregates for small corporations.

3. Compare & Analyze Tasks:

• Compare final results against IDOE preliminary determinations

• Document explanations and resolutions

4. Final State Audit Report Tasks:

• Develop formal written report including:

• Methods

• Independent results

• Confirmed discrepancies

• Recommendations

• Present to IDOE leadership on request and respond to follow-ups

Deliverables:

• Final State Audit Report

5. Compliance & Security

• Follow FERPA, State law, and IDOE protocols

• Use SFTP-only data transfers

Final Calculation & Comparison (K-12 State):

• For any schools where discrepancies are identified, the vendor will recalculate the ratings at both the indicator and school levels. If discrepancies persist after recalculation, the vendor will investigate and determine the source of the discrepancy and will flag these cases for further discussion with

IDOE.

C. Federal & State Adult High School Accountability Calculations Audit (annual) Objectives: Independently reproduce all Adult High School federal and state indicators and overall ratings; compare to IDOE preliminary outputs; identify, document, and resolve discrepancies; deliver a formal audit report and reproducible tooling. This section outlines requirements unique to the Federal and State Adult High School accountability framework and is distinct from the other calculations listed.

Vendors must maintain a separate, fully documented pipeline for Federal and State Adult High School calculations.

1. Vendor will conduct an in-depth review of accountability data files. This includes comprehensive data preparation, data cleaning, and the construction of a protected database/system for independent federal and state accountability calculations. The IDOE will provide granular, record-level accountability metrics (ie:

assessment scores, attendance, demographics)

Solicitation #0000087811

2. Vendor will utilize its protected database/system to complete independent calculations of federal and state accountability determinations for each indicator.

Indicator calculations will utilize student-level data provided by the IDOE and will be calculated for each school based on business rules provided to the Vendor by the IDOE.

3. Vendor will independently calculate overall summative federal and state determinations for each school. The calculations will be based on business rules provided by IDOE to the Vendor. The Vendor will compare its independent calculations to the IDOE’s preliminary calculations for each school. If the results are the same, then no further calculations need to be completed. If there are any discrepancies, the vendor must recalculate. If there are still discrepancies after the recalculation, the Vendor must identify the root cause of the discrepancy.

4. Vendor will draft a final report that includes its official findings from the independent audit; detailed results of independent calculations; any confirmed discrepancies found between the Vendor’s independent calculations and the IDOE’s preliminary calculations and the root cause of the discrepancies. Vendor may be asked to present its findings virtually to IDOE leadership.

IDOE will furnish record-level data via secure file transfer. This data will be provided when it is available. The data file(s) will include, but are not limited to, the following elements: Relevant graduate cohort data required to calculate adult high school ratings in alignment with the most recent adult high school accountability definitions.

• Adult Learner Counts

• CCR Data

• School level adult high school rates

• Graduation cohort: Indicators of a student’s four-year cohort status;

diploma type and applicable waiver status; and school and corporation identifiers.

Tasks & Report Deliverables (Federal & State Adult High School):

1. Data Intake & Preparation

Tasks:

• Receive student-level files via SFTP

• Validate schemas

• Build verification protected database/system

• Document Extract, Transform, and Load (ETL) and rule mappings.

• Apply business rules provided annually by IDOE

2. Reproduce State & Federal Indicator Calculations Tasks:

• Independently calculate each federal and state indicator at the school level from student-level inputs per the business rules.

3. Compare and Analyze

• Reproduce overall ratings using prescribed weights and rounding

• Compare to IDOE preliminary outputs

• Log discrepancies with root cause

• Recalculate items after correction

4. Final Federal & State Audit Reports

Solicitation #0000087811 https://www.in.gov/doe/files/IN-ESSA-Plan-2022-Addendum.pdf https://moodle.doe.in.gov/pluginfile.php/367778/mod_folder/content/0/Indiana%20Federal%20Accountability%20System%20Business%20Rules.pdf?forcedownload=1 https://moodle.doe.in.gov/pluginfile.php/367778/mod_folder/content/0/Indiana%20Federal%20Accountability%20System%20Business%20Rules.pdf?forcedownload=1

• Prepare the Formal audit report including:

• Methods

• Independent results

• Confirmed discrepancies

• Recommendations

• Present report to IDOE leadership on request and respond to follow-ups

Deliverables:

• Final Federal & State Audit Report Compliance & Security

• Follow FERPA, State law, and IDOE protocols

• Use SFTP-only data transfers

Final Calculation & Comparison (Federal & State Adult High School):

• For any schools where discrepancies are identified, the vendor will recalculate the ratings at both the indicator and school levels. If discrepancies persist after recalculation, the vendor will investigate and determine the source of the discrepancy and will flag these cases for further discussion with

IDOE.

Data Availability & Annual Calendar Assumptions

1. IDOE will provide all required accountability datasets as they become available each year. Data files are typically released during the early fall (August–September);

however, specific delivery dates may vary based on certification timelines, assessment vendor schedules, and statutory reporting requirements. The vendor shall plan project activities in accordance with this delivery window.

2. Pre-Data Preparation Activities The vendor may initiate preparatory activities beginning August 1, including—but not limited to—system configuration, protected database/system setup, business rule intake, process documentation, and preliminary validation activities using prior-year or sample templates. Full indicator calculations shall not begin until IDOE has transmitted the required student-level and school-level datasets.

3. Annual Project Cadence All workstreams (K–12 Federal, K–12 State, and Adult High School) follow a recurring annual schedule occurring late summer through early fall, with all calculations, comparisons, and final reports using October certification data due no later than October 31 of each contract year, unless otherwise adjusted pursuant to Section 4 below.

4. Schedule Adjustments and Dependencies All milestones associated with calculations, comparisons, reporting, and leadership briefings are dependent on timely receipt of certified data and business rules from IDOE. If IDOE data delivery or rule approval occurs later than the typical window, all corresponding vendor milestones shall shift day-for-day, maintaining the required level of analytical rigor, review, and quality assurance.

5. Data Dependencies and Constraints The vendor acknowledges that no indicator calculation, rating calculation, or final determination can be completed until receipt of the requisite IDOE-provided datasets.

The vendor shall ensure that all pipelines, documentation, and calculation processes are structured to initiate immediately upon data receipt.

Project Kickoff Meeting A kickoff meeting is required for project initiation. The purpose of the kickoff meeting is to introduce key stakeholders, points of contact for the project, address vendor or IDOE questions/concerns, provide an update on the contract status, and discuss next steps for project implementation.

• The vendor shall schedule and facilitate one project kickoff meeting.

• The kickoff meeting will be virtual (Microsoft Teams is preferred but not required; if the vendor opts for another platform, it must be available via web browser at no additional cost and with no additional software or plugins required). If IDOE and the vendor agree to an in-person kickoff meeting, the vendor will provide the number of staff attending the kickoff, and the vendor must follow State of Indiana travel guidelines for allowable expenses and reimbursement.

• The vendor will draft a meeting agenda and provide it to the IDOE at least three (3) business days in advance of the meeting. The vendor must provide meeting minutes for IDOE’s review and approval within one (1) business day of the meeting completion.

Project Status Meetings: Project status meetings are critical for monitoring progress on project deliverables and ensuring the project remains on time and track to completion.

• The vendor will establish and facilitate weekly project status meetings as needed, with the flexibility to shift to more frequent meetings as data-submission deadlines approach or as otherwise needed.

• Meetings must be virtual (unless otherwise agreed to between IDOE and vendor) and should be hosted by the vendor using virtual conferencing software (Microsoft Teams is preferred, but not required; if the vendor opts for another platform, it must be available via web browser at no additional cost and with no additional software or plugins required). If IDOE and the vendor agree to in-person status meetings, the vendor will provide the number of staff attending the status meetings, and the vendor must follow State of Indiana travel guidelines for allowable expenses and reimbursement.

• The vendor will draft a meeting agenda and provide to the IDOE at least one (1) business day in advance of each meeting. The vendor will provide meeting minutes for IDOE’s review and approval within one business day of the meeting completion.

Timeline for Project Timeline (late summer → fall, repeats annually) Contract start must be 08/01/2026;

annual cadence repeats through 12/31/2031.

Task Timing

(Typical Annual Win dow)

Deliverable

Communication August-December Ongoing weekly project status meetings as needed, with the flexibility to shift to more frequent meetings as data-submission deadlines approach or as otherwise needed.

Database/Syste m Readiness

August-September •

• Construction and preparation of a database system for independent calculations

• Construct and finalize calculation specifications

State and Federal Data Intake & Secure File Transfer Protocol Prepara tion

August-September • Secure File Transfer Protocol credentials issued and verified

• Required data files successfully tra nsmitted and exported

• Data intake completed and validated

• Extract, Transform, Load (ETL) process complete and validated

K-12 Federal Indicator Calculations

August – October (fu ll calculations begin once data is delivered)

• Independent measure calculation

• School-level federal indicator produced

• Quality-assurance (QA) checks completed with documentation

• Determination comparisons

• Discrepancy log generated (with rationale)

• Recalculations completed as required

K-12 State Calculations

August

- October (full calculations begin once data is delivered)

• Independent measure calculation.

• School-level state indicators produced

• Corporation-level state indicators produced

• Quality assurance (QA) checks completed with documentation

• Determination comparisons

• Discrepancy log generated (with rationale)

• Recalculations completed as required

Adult High School State and Federal Calculations

September – October (full calculations begin once data is delivered)

• Independent measure calculation

• School-level state and federal indicators produced

• Quality assurance (QA) checks completed with documentation

• Determination comparisons

• Discrepancy log generated (with rationale)

• Recalculations completed as required

Final report of findings K-12 State, K-12 Federal, and Ad ult HS Federal and State

Complete by the end of October

• Updated K-12 state comparisons using final data

• Updated comparisons using final certification data

• Final discrepancy log

• Final recalculations and confirmation

• completed as required

• Leadership presentation deck summarizing methodology, findings, and changes

Staff Qualifications Project Manager The vendor shall designate a Project Manager who will serve as the primary point of contact for IDOE and will be responsible for overall project coordination, schedule management, communication, and delivery oversight.

The Project Manager must meet the following qualifications and experience requirements:

• 5–7 years of experience managing complex education data, assessment or accountability projects at the state or multi-state level.

• Demonstrated experience overseeing projects involving state and/or federal accountability systems, including audit, verification, or reproduction of accountability calculations consistent with ESSA and Indiana’s accountability frameworks.

• Proven ability to manage large, multi-file student-level datasets, including familiarity with data governance, documentation, reproducibility, and audit trails.

• Experience coordinating multi-disciplinary teams and ensuring alignment between business rules, data processes, and system outputs.

• Must have expertise working with large, complex student-level datasets, including data governance, reproducibility, audit trails, and statistical verification.

• Must have prior experience with multi-year data merges, business rules implementation, and validation of system outputs.

• Must have experience ensuring effective knowledge transfer to state education agency personnel.

• The vendor may assign a staff member who also serves in another project role, such as a Subject Matter Expert (SME), to fulfill the Project Manager function, provided that the individual meets all required Project Manager qualifications. If the vendor elects to use a dual-role resource, the vendor must ensure that the individual has sufficient availability and capacity to perform both roles without compromising project quality, timeliness, or deliverables.

• The vendor shall clearly identify in its proposal which individual is proposed to serve as Project Manager, whether that individual will hold multiple roles, and how workload will be managed to ensure successful project execution. The resume provided for this individual must clearly demonstrate the ability to meet the requirements for both roles.

• Vendor must identify all key personnel. Substitutions require IDOE approval, at least 15 days’ notice, and replacement personnel must meet or exceed the original qualifications

SME or Dual PM/SME Role

• Must possess a minimum of 3–5 years of directly relevant experience, including work related to accountability calculations, data auditing, or large-scale educational data analysis.

• Demonstrated knowledge of applicable business rules, calculation methodologies, indicator definitions, eligibility rules, minimum N-size requirements, and weighting formulas.

• Prior experience supporting a State Education Agency (SEA) is preferred.

• Demonstrated experience with student-level datasets protected under FERPA, including secure handling, encryption, access controls, and compliant data-management practices.

• Proven experience performing indicator calculations, troubleshooting discrepancies, and validating outputs.

• Ability to translate technical business rules into reproducible analytic steps.

• Must provide a resume that clearly identifies roles, responsibilities, dates of service, educational background, technical skills, relevant certifications, and project experience aligned to this scope. Resume must be sufficient for IDOE to verify qualifications. Provide references for at least two previous projects of similar size/scope.

Detailed Quote/Proposal Requirements Vendor’s quote/proposal must include the following:

• Description of Vendor’s background and experience with similar projects;

• Description of Vendor’s ability to meet all of the requirements detailed in the “Vendor Responsibilities/Deliverables” section of this Scope of Work. Task-by-task narrative aligned to federal + state responsibilities.

• Describe how the vendor will maintain three separate, fully documented, and reproducible calculation pipelines for each accountability framework, ensuring clear delineation between K-12 State accountability calculations, K- 12 Federal accountability calculations, and Federal & State Adult High School accountability calculations.

• Each task/deliverable must be included in the description. Deliverable formats (Word, Excel, PDF) and acceptance process acknowledging IDOE approval is required for all deliverables.

• Description of Vendor’s ability to meet all of the requirements detailed in the “Project Meetings” section of this Scope of Work.

• Each type of meeting and its related requirements must be included in the description.

• Description of Vendor’s ability to meet all of the requirements detailed in the “Timeline for Project” section of this Scope of Work. Project timeline (annual cadence, 5-year schedule, differentiate between state and federal)

• Each task/deliverable and its related deadline must be included in the description.

• Description of Vendors staff qualifications based on IDOE staff qualification requirements (i.e., education background and related work experience relevant to this project).

• Provide examples of at least two previous projects of similar size/scope.

• Vendor must include resumes highlighting key qualifications of all staff that will be involved in this project. Staffing plan and resumes aligned to required qualifications.

• Data security & compliance plan (FERPA/PII/SFTP; access controls; audit trails; incident response).

• Detailed & Itemized Cost Summary

• Ensure costs for all logistics (meetings, work time, etc.) are included in Vendors detailed cost summary.

• Must include line-item costs as well as a total cost for work related to this project.

The following pages must be completed and returned with your proposal.

(rev 08/21)

STATE OF INDIANA

Request for Quotation

REQUEST FOR: Annual Federal and State Accountability Calculations Review

REQUESTED BY: Indiana Department of Education

REQUESTOR: January Sanders, Email: DOEProcurment@doe.in.gov

YOUR RESPONSE MUST BE RECEIVED BY: July 24, 2026 @ 2:00PM ET

GENERAL INFORMATION

The information below is provided to assist you in completing this request. Please note that these instructions may not contain all applicable requirements. Careful reading of this request is imperative. Failure to follow these instructions or those printed throughout this package could lead to rejection of your quotation. It is not necessary to return this page with your response.

• Type or print legibly in black ink all requested information, including prices and extensions, as well as accurate information.

• Manually sign the Signature Page and Contract if applicable.

• Do not add any contractual or payment terms and conditions. Terms and conditions of the award will be those listed in this request package and the resulting Purchase Order only.

• If you are not eligible to claim the Recycled Preference but are offering recycled content products, please list the percentage of content for EACH LINE ITEM and provide manufacturer certification.

• If you are not willing to accept a split award (partial order), your response must include the statement, “Bidding all or none.”

• Your response must be received by the requested date and time indicated.

• If you have questions regarding this request, contact the requestor listed above.

Bidders are not required to be registered with the Procurement Division to respond to a solicitation. If your quotation is recommended for an award, you will be notified of the registration requirements. You will have five (5) days from the date of notification to complete the registration requirements, or the recommended award will be canceled. To register electronically, visit https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/..

Solicitation #0000087811 mailto:DOEProcurment@doe.in.gov https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/

Event Description Sourcing event 007000000087811 is for obtaining bids for Annual Federal and State Accountability Calculations Review Questions can be emailed to January Sanders, Procurement Specialist, DOEProcurement@doe.in.gov

Indiana Department of Education 100 N Senate Ave., 9th FL Indianapolis, Indiana 46204

Completed bids must be emailed to Indiana Department of Education at DOEProcurement@doe.in.gov Indiana Department of Education

Attn: Annual Federal and State Accountability Calculations Review

A completed bid package MUST be submitted by the due July 24, 2026 @ 2:00 PM ET.

The bid package is available for download through the Bid Documents link in the Event Name column. This bid is not eligible for electronic bid through Supplier Portal.

Event Details

Bidder: INTERNAL EVENT DETAILS

Submit To: Education

Contact:

Email:

IN Department of Education Accounting Dept.

100 N Senate Ave Floor 9 INDIANAPOLIS IN 46204 United States January Sanders - 00700

DOEProcurement@doe.in.gov

State of Indiana Request for Quotation Event ID Format Type Page 00700-0000087811 Buy RFx 1 Event Round Version 1 1 Event Name Annual Federal and State Accountability Calculatio Start Time Finish Time

06/12/2026 09:00:00 EDT 07/24/2026 14:00:00 EDT

Event Currency: US Dollar Bids allowed in other currency: No

Line Details No Bid:

Line: 1 Item ID: Line Qty: 1 UOM: Month Bid Qty: 1 Required: No Reserve Price: No

Description: Annual Federal and State Accountability Calculations Review 2026-Q3-0080 Comments:

- <<RFQ>>

Question UOM Best Worst Response What is your quote/bid price?

Required: Yes Mandatory Response: No

Response Comments

Event Details (cont.)

Bidder: INTERNAL EVENT DETAILS

Submit To: Education

Contact:

Email:

IN Department of Education Accounting Dept.

100 N Senate Ave Floor 9

INDIANAPOLIS IN 46204

United States January Sanders - 00700

DOEProcurement@doe.in.gov

State of Indiana Request for Quotation Event ID Format Type Page 00700-0000087811 Buy RFx 2 Event Round Version 1 1 Event Name Annual Federal and State Accountability Calculatio Start Time Finish Time

06/12/2026 09:00:00 EDT 07/24/2026 14:00:00 EDT

Event Currency: US Dollar Bids allowed in other currency: No

Bidder Information Firm Name:

Name: Signature: Date:

Phone #: Fax #:

Street Address:

City & State: Zip Code:

Email:

Event Details (cont.)

Bidder: INTERNAL EVENT DETAILS

Submit To: Education

Contact:

Email:

IN Department of Education Accounting Dept.

100 N Senate Ave Floor 9

INDIANAPOLIS IN 46204

United States January Sanders - 00700

DOEProcurement@doe.in.gov

State of Indiana Request for Quotation Event ID Format Type Page 00700-0000087811 Buy RFx 3 Event Round Version 1 1 Event Name Annual Federal and State Accountability Calculatio Start Time Finish Time

06/12/2026 09:00:00 EDT 07/24/2026 14:00:00 EDT

Event Currency: US Dollar Bids allowed in other currency: No

TERMS AND CONDITIONS

1. ACKNOWLEDGMENT: This Agreement contains the complete and final Agreement between the State and the Contractor and no other Agreement in any way modifying any of said terms and conditions will be binding upon the State or the Contractor unless made in writing and signed by the State's and the Contractor's authorized representative.

2. PRICING: Unit price must be entered and extended, and the total price of the solicitation must be shown. If there is an error between the unit price and total price, the unit price shall prevail.

Awarded Prices: Prices listed for each item are firm and cannot be changed. Any revision in price may be rejected at the discretion of the IN Dept. of Administration, and may result in cancellation of the Purchase Order without recourse on the part of the awarded Contractor.

3. TERMINATION FOR CONVENIENCE: This Agreement may be terminated, in whole or in part, by the State whenever, for any reason, the State determines that such termination is in the best interest of the State. Termination shall be affected by delivery to the Contractor of a Termination Notice at least thirty (30) days prior to termination effective date, specifying the extent to which performance of services under which such termination becomes effective. The Contractor shall be compensated for performance prior to the notice date of termination but in no case shall total payment made to Contractor exceed the original Agreement price due on Agreement. No price increase shall be allowed on individual line items if canceled only in part.

4. FUNDING CANCELLATION: When the Director of the State Budget Agency makes a written determination that funds are not appropriated or otherwise available to support continuation of performance of this Agreement, this Agreement shall be canceled. A determination by the Budget Director that funds are not appropriated or otherwise available to support continuation of performance shall be final and conclusive.

5. INSURANCE: If this Agreement provides for work to be performed by the Contractor for the State, the Contractor shall be responsible for providing all necessary unemployment and workers’ compensation, insurance for the Contractor’s employees and liability and property/casualty insurance, as required by the State.. Upon request, the Contractor shall furnish a certificate of insurance showing coverage acceptable to the State.

6. DELIVERY: Delivery must be made at time agreed upon. If any indicated or actual delays arise, the using agency must be notified immediately, in writing, with the cause for such delay stated. If any goods are not delivered within the time specified on the Purchase Order, or within a reasonable time not exceeding 30 days after receipt of a Purchase Order if no time is specified, the using agency may refuse to accept such goods, and this Agreement may be cancelled. Each package shall be numbered and labeled with the State's Purchase Order number, contents and weight, and shall contain an itemized packing slip and be properly packed for shipment.

7. QUANTITY: Goods shipped in excess of quantity designated in the Purchase Order may be returned at the Contractor’s expense.

8. COMPLIANCE WITH SPECIFICATIONS: The goods and/or services shall conform strictly to the specifications, drawings, or samples specified or furnished in connection with the bid/quote, all of which are incorporated herein. The Contractor warrants all goods and/or services delivered to be free from defects of material or workmanship. This warranty shall survive any inspection, delivery, acceptance, or payment by the State of the goods and/or services. Inspections shall be on the State's premises unless otherwise specified. The State shall have the right to reject and return at the Contractor's expense, or to require at the Contractor's expense, the correction or replacement of materials, workmanship, or services which are defective or do not conform to the requirements of the Purchase Order.

9. WARRANTY: The Contractor will furnish all parts and maintenance at no charge for a period of at least 90 days or the manufacturer’s standard warranty, whichever is longer, provided that such maintenance and parts are not required because of accident, neglect, misuse, or force majeure event. Contractor shall be responsible for removal and/or disposal of all replaced parts. Prior to the expiration of the warranty period, whenever equipment is shipped for a mechanical replacement purpose, the Contractor shall bear all cost of such shipment including, but not limited to, cost of packing, transportation, rigging drayage, and insurance. All replacements shall be covered by a new warranty.

10. INTELLECTUAL PROPERTY DEFENSE: The Contractor shall, at its own expense, defend, indemnify and hold harmless the State with respect to any claims that the goods and/or services furnished under this Agreement violates any third party intellectual property rights including, but not limited to, patents, copyrights, trademarks and trade secrets

11. PAYMENTS: All payments shall be made in arrears in conformance with State fiscal policies and procedures and, as required by IC4-13-2-14.8, by electronic funds transfer to the financial institution designated by the Contractor in writing unless a specific waiver has been obtained from the Auditor of State. No payments will be made in advance of receipt of the goods or services that are the subject of this Agreement except as permitted by IC 4-13-2-20.

12. COMPLIANCE WITH LAWS: The Contractor agrees to comply with all applicable federal, state, and local laws, rules, regulations, or ordinances, and all provisions required thereby to be included herein are hereby incorporated by reference. The enactment of any state or federal statute or the promulgation of regulations thereunder after execution of this Agreement shall be reviewed by the State and the Contractor to determine whether the provisions of this Agreement require formal modification.

13. COMPLIANCE WITH TELEPHONE SOLICITATIONS ACT: As required by IC 5-22-3-7, the Contractor and any principals for the Contractor certify that (A) the Contractor, except for de minimis and nonsystematic violations, has not violated the terms of (i) IC 24-4.7 [Telephone Solicitation of Consumers], (ii) IC 24-5-12 [Telephone Solicitations], or (iii) IC 24-5-14 [Regulation of Automatic Dialing Machines] in the previous three hundred sixty-five (365) days, even if IC 24-4.7 is preempted by federal law; and (B) the Contractor will not violate the terms of IC 24-4.7 for the duration of the Agreement, even if IC 24-4.7 is preempted by federal law.