Migrant Education Data System

SOLICITATION #USBE-JB27053-PS

Scope of Work:

Purpose & Background

The USBE seeks to enter into a contract with a qualified Offeror to provide a comprehensive migrant education data system that uploads migrant student data to MSIX daily and provides required reporting. All states with a Title 1, Part C Migrant Education program are required to have a state data system that uploads all migrant student data to the national Migrant Student Data Exchange (MSIX) and collects all of the data for the Consolidated State Performance Report (CSPR) and for EdFacts. The system assists in identifying priority for service migrant students and ensures that all migrant students are eligible for services. The data system includes all of the required data elements for MSIX and all of the required data collection fields for the CSPR.

Scope of Work:

1. Project Goals and Objectives. System will be able to perform the following:

a. Provide a comprehensive migrant education data system that uploads migrant student data to MSIX daily

b. Meet the requirements of the Data Exchange Interface Requirements

c. Allow for local district migrant programs to enter the data

d. Collect data on all MSIX MDE’s as well as all of the required data for migrant education for the CSPR

e. Produce an accurate CSPR report at the end of each performance period

f. Meet all of the requirements of the USDOE Office of Migrant Education

g. Has strategies in place to help ensure the eligibility of all migrant students

h. Allow local districts to enter electronic Certificates of Eligibility that are approved by the state

i. Help identify priority for service students (PFS)

j. Updateable with any new requirements by the Office of Migrant Education within 60 days

2. The Migrant Education data system will have the following specifications:

a. Include every eligible migrant student in Utah each performance period (September 1st of the current year to August 31st of the following year)

b. Incorporate electronic COEs to document all eligible migrant families

c. Include data fields to enter all of the minimum data elements required by

MSIX

d. Include data fields to enter all of the data by student required by OME for the

CSPR

e. Upload to MSIX daily (i.e. Monday through Friday each week)

f. Generate a CSPR report with all of the required data fields each year at the end of the performance period

3. Contractor will provide technical assistance in the use of the system

4. Contractor will work with USBE to mitigate any requests of upgrades required by

OME

5. Compliance/ Performance Evaluation

a. Contractor will submit to USBE, or make available monthly, the following data:

i. System usage of LEAs in reporting COE

ii. The number of students counted (to the day)

iii. Submission success rate to MSIX

iv. LEAs success rate in completing COEs correctly

b. Contractor will submit to USBE two CSSPR reports, deliverable on February 1 and April 1 each year of the contract. The file criteria may change as the OME makes changes to the file specs annually. These reports will include:

i. All data required for File 054

ii. All data required for File 121

iii. All data required for file 122

iv. All data required for file 145

v. Contemporaneous delivery to USBE staff of any additional clarification or action to ensure the reports are completed and ready for submission as accurately and up to date as possible

6. Project Deliverables and Milestones

a. Contractor will update its system to show day to day current data that will be submitted to MSIX on behalf of the USBE

b. Contractor will meet with USBE staff to review data submissions and child reconciliation with MSIX on a monthly basis. These meetings will be no longer than an hour in duration, but if additional time is required to work on or discuss various data issues that may arise, the time will be scheduled for the same month in which the issues were discovered

c. Contractor will deliver completed files 054, 121, 122, 145. A review of each will be required during a meeting that is set aside from the monthly data review meetings. These meetings will review any issues or decisions that need to be made for final submission to the OME. These will occur prior to the February and April deadlines

7. Project Timeline. Data reviews should happen monthly (with dates and times to be determined once the contract is in place. CSPR reports are due on February 1 and April 1

8. Implementation Plan- Contractor will implement or propose an implementation plan as amenable to USBE:

a. Week 1: Kickoff Meeting /Data Migration

i. During the initial week, Contractor will meet with USBE staff to discuss goals and action items. Contractor will write a process to import historical data and stand-up an instance of the system based on the needs of USBE. User logins are created, and basic roles established. Contractor will provide a basic training so that USBE can validate the data. Contractor will convert and incorporate USBE data, if any, from the MAPS or equivalent system

b. Week 2: Data Validation

i. Week two milestones will be adapted based on how efficient the data import and validation processes are. It is not uncommon for several revisions of the import process to be required to accurately map data.

USBE will review the data and ensure it mapped correctly. Contractor will work with USBE to customize the certificate of eligibility and student record. Contractor will also work with USBE to establish logic for identifying things such as eligibility and priority for service students

c. Week 3: Draft COE Routing and Code Tables

i. As part of the data import process, Contractor will establish the draft

COE Routing and Code tables to facilitate business processes of USBE. This includes tables such as those related to the facilities, districts, regions, and services. Contractor will work with USBE to provide training and configuring support for the system according to needs. Contractor will ensure USBE staff is able to edit code tables, create new users and adjust the COE draft routing. Contractor will provide additional support if needed

d. Week 4: New data entry and Reporting Functionality

i. By week four, USBE anticipates making full use of the system.

Contractor will work with USBE to set up all required users and provide train-the-trainer resources. Contractor will ensure out-of-the-box reports are working as expected and begin developing any custom reports

e. Week 5: MSIX Certification

i. Receiving MSIX certification can be prioritized and anticipated to begin the process this week

f. Ongoing Services

i. Contractor will continually assess USBE needs. Contractor will continue to add additional functionality at no additional cost to USBE as USBE’s needs change.

Data Collection and Sharing

1. Contractor will collect the following data:

2. Data collected will be utilized as follows:

3. Contractor’s Data Privacy Policy:

Contract Budget:

The maximum budget for this contract is $170,000.00.

NOTE: Costs MUST be all-inclusive. If travel for meetings, trainings, or other engagements is required, Contractor will arrange and pay for its own transportation, meals, and lodging.

Travel time and travel expenses shall NOT be included in any invoice to the USBE.

Program Management:

1. Any changes or deviation from the agreement must be agreed to in writing through a proper amendment to the agreement. Any technical and/or managerial exchange of information or advice shall not be construed as a change to any requirement and/or provision of this Contract unless the change is expressly directed by USBE’s Procurement Representative in writing pursuant to the Changes clause of this Contract or by bilateral written agreement between the designated representatives of this Contract. The parties identified below are the points of contact for the agreement for the purpose of amending the contract.

2. USBE

a. Program Manager: Name, Title, email, phone

b. Contract Manager: Michael Iwasaki, Director of Purchasing and Contracts, michael.iwasaki@schools.utah.gov, 801-538-7621

3. Vendor

a. Program Manager: Name, Title, email, phone mailto:michael.iwasaki@schools.utah.gov

Invoicing:

Invoices will be submitted to USBE quarterly.

Upon completion and approval of services, the Contractor shall submit itemized invoices electronically to the USBE email accountspayable@schools.utah.gov and the individuals listed above for all goods and services provided in accordance with the terms of the agreement. Invoices will not be considered for payment if submitted by another method.

Invoices shall include the following:

1. Contractor Name

2. Uniquely identifiable invoice number

3. Invoice date

4. Agreement or Purchase Order Number

5. Recipient Entity’s contact information (phone number and email address)

6. Contractor’s authorized signature

7. Date(s) goods/services were provided

8. Description of goods and/or services for which payment is requested

9. Dollar amount requested

Invoices submitted by the Contractor without the required information will not be paid and shall be returned to the Contractor for completion.

All payments made to the Contractor under this agreement shall be made in the name of the Contractor, as it appears in this agreement. All payments will be sent to the address for the Contractor as it appears in the agreement. Changes to the information identified in this section must be requested in writing.

To obtain payment for the goods and/or services authorized by this agreement, the Contractor shall submit the itemized invoice together with supporting documentation of work performed. USBE reserves the right to question or seek clarification for any cost invoiced if the invoice is not supported by proper documentation.

The Contractor may be required to repay USBE if, during or after the contract period, an audit or other review determines that payments made by USBE to Contractor were incorrectly paid or were based on incorrect information received from the Contractor.

USBE reserves the right to withhold any or all subsequent payments to the Contractor until the incorrect amounts paid have been fully recovered.