ARFQ EDD2700000004 ADDENDUM No 1.pdf

Proc Folder: 2087372

State of West Virginia Agency Request for Quote

Educational

Doc Description: Statewide Evaluation for the 21st CCLC Program

Proc Type: Agency Contract - Fixed Amt

Date Issued Solicitation Closes

2026-10-28 2026-11-12

BID RECEIVING LOCATION

PROCUREMENT OFFICER

DEPARTMENT OF EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON

us

VENDOR

WV 25305

Vendor Customer Code:

Vendor Name :

Address:

Street:

City:

State:

Principal Contact :

Vendor Contact Phone:

10:30

FOR INFORMATION CONTACT THE BUYER

Jo Ann Adkins

(304) 558-2686 joann.adkins@k12.wv.us

Vendor Signature X

Solicitation No

ARFQ 0402 EDD2700000004

Country:

Extension:

FEIN#

All offers subject to all terms and conditions contained in this solicitation

Date Printed: Oct 28. 2026 Page 1

Reason for Modification:

Addendum No. 1

To provide Answer to Vendor Questions.

Version

Zip:

DATE

FORM ID: WV-PRC-ARFQ-002 2020/05

ADDITIONAL INFORMATION -----------------------'

The West Virginia Department of Education (WVDE) is soliciting bids on behalf of the Office of ESEA, Improvement and Support to establish a contract for a Statwide Evaluation for the 21st Century Community Learning Center Program, per the attached Instructions to Bidders, Terms and Conditions and specifications.

l1NVOICETO

DEPARTMENT OF

EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON WV

us

Line Comm Ln Desc

Evaluation For 21st CCLC YEAR ONE - Monthly Payment Amount lsHIPTo

DEPARTMENT OF

EDUCATION

OFFICE OF ESEA &

IMPROVEMENT SUPPORT

1900 KANAWHA BLVD E,

BLDG 6 RM 700

CHARLESTON

us

Qty Unit Issue

12.00000 MO

Comm Code Manufacturer Specification ----------------------~ 86132200

Extended Description:

Evaluation For 21st CCLC YEAR ONE

MONTHLY PAYMENT AMOUNT

WV

Unit Price Total Price

Model#

Inclusive of all costs, travel expenses, lodging, meals, mileage, materials, supplies, equipment and technology, administrative expenses, overhead and profit, taxes, fees, permits, and insurance. And any other costs necessary to fully perform the contract requirements.

No additional fees, surcarges, travel reimbursements, or other expenses will be paid beyond the awarded contract amount.

Date Printed: Oct 28, 2026 Page 2 FORM ID: WV-PRC-ARFQ-002 2020/05 ltNVOICETO

DEPARTMENT OF

EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON WV

us

Line Comm Ln Desc

2 Evaluation For 21st CCLC YEAR TWO - Monthly Payment Amoun

Comm Code Manufacturer

86132200

Extended Description:

Evaluation For 21st CCLC YEAR TWO

MONTHLY PAYMENT AMOUNT

ISHIPTO

DEPARTMENT OF

EDUCATION

OFFICE OF ESEA &

IMPROVEMENT SUPPORT

1900 KANAWHA BLVD E,

BLDG 6 RM 700

CHARLESTON WV

us

Qty Unit Issue Unit Price Total Price

12.00000 MO

Specification Model#

Inclusive of all costs, travel expenses, lodging, meals, mileage, materials, supplies, equipment and technology, administrative expenses, overhead and profit, taxes, fees, permits, and insurance. And any other costs necessary to fully perform the contract requirements.

No additional fees, surcarges, travel reimbursements, or other expenses will be paid beyond the awarded contract amount.

IINVOICETO

DEPARTMENT OF

EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON WV

us

Line Comm Ln Desc

3 Evaluation For 21st CCLC YEAR THREE - Monthly Payment Amoun

Comm Code Manufacturer

86132200

Extended Description:

Evaluation For 21st CCLC YEAR THREE

MONTHLY PAYMENT AMOUNT

lsHIPTO

DEPARTMENT OF

EDUCATION

OFFICE OF ESEA &

IMPROVEMENT SUPPORT

1900 KANAWHA BLVD E,

BLDG 6 RM 700

CHARLESTON WV

us

Qty Unit Issue Unit Price Total Price

12.00000 MO

Specification Model#

Inclusive of all costs, travel expenses, lodging, meals, mileage, materials, supplies, equipment and technology, administrative expenses, overhead and profit, taxes, fees, permits , and insurance. And any other costs necessary to fully perform the contract requirements.

No additional fees, surcarges, travel reimbursements, or other expenses will be paid beyond the awarded contract amount.

Date Printed: Oct 28, 2026 Page 3 FORM ID: WV-PRC-ARFQ-002 2020/05 l1NVOICETO

DEPARTMENT OF

EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON WV

us

Line Comm Ln Desc

4 Evaluation For 21st CCLC YEAR FOUR - Monthly Payment Amou

Comm Code Manufacturer

86132200

Extended Description:

Evaluation For 21st CCLC YEAR FOUR

MONTHLY PAYMENT AMOUNT

!SHIP TO

DEPARTMENT OF

EDUCATION

OFFICE OF ESEA &

IMPROVEMENT SUPPORT

1900 KANAWHA BLVD E,

BLDG 6 RM 700

CHARLESTON WV

us

Qty Unit Issue Unit Price Total Price

12.00000 MO

Specification Model#

Inclusive of all costs, travel expenses, lodging, meals, mileage, materials, supplies, equipment and technology, administrative expenses, overhead and profit, taxes, fees, permits, and insurance. And any other costs necessary to fully perform the contract requirements.

No additional fees, surcarges, travel reimbursements, or other expenses will be paid beyond the awarded contract amount.

I SCHEDULE OF EVENTS

Line Event Date

Date Printed: Oct 28, 2026 Page 4 FORM ID: WV-PRC-ARFQ-002 2020/05

Document Phase Document Description Page

EDD2700000004 Draft Statewide Evaluation for the 21st CCLC Program

ADDITIONAL TERMS AND CONDITIONS

See attached document(s) for additional Terms and Conditions

SOLICITATION NUMBER: ARFQ EDD2700000004

Addendum Number:01

The purpose of this addendum is to modify the solicitation identified as ARFQ_EDD2600000006("Solicitation") to reflect the change(s) identified and described below.

Applicable Addendum Category:

[ X] Modify bid opening date and time

[ ] Modify specifications of product or service being sought

[X ] Attachment of vendor questions and responses

[ ] Attachment of pre-bid sign-in sheet

[ ] Correction of error

] Other

Description of Modification to Solicitation: To provide the mandatory pre-bid sign in sheets.

1. To move the bid closing date from 10/29/2026 at 10:30 AM EDT to 11/12/2026 at

10:30 AM EDT.

2. To provide answers to questions submitted by vendors during the solicitation process.

3. No other changes.

Terms and Conditions:

1. All provisions of the Solicitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an Addendum Acknowledgment, a copy of which is included herewith. Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.: ARFO EDD2700000004

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below.

Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

[ ] Addendum No. 1 [ ] Addendum No. 6

[ Addendum No. 2 [ ] Addendum No. 7

[ ] Addendum No. 3 [ ] Addendum No. 8

[ ] Addendum No. 4 [ ] Addendum No. 9

[ Addendum No. 5 [ ] Addendum No. 10

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that that any verbal representation made or assumed to be made during any oral discussion held between Vendor' s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

1Q

1R

2Q

2R

3Q

3R

4Q

ARFQ EDD2700000004- Statewide Evaluation for the 21st CCLC Program

Vendor Questions and Agency Responses

Section 4.1.2 .1 requires the contractor to collect all data necessary for the evaluation. Will

WVDE provide student attendance and participation data, academic outcomes, teacher survey results, program performance indicators, and outcome measures, or will the contractor be responsible for obtaining any of this directly from districts and subgrantees?

WVDE will provide available student attendance and participation data, academic outcome data, and teacher survey results. WVDE will also provide available program performance and outcome data submitted by subgrantees through required federal reporting. All data will be provided in accordance with applicable privacy, confidentiality, and data-security requirements.

The contractor will remain responsible for any additional data collection necessary to implement the WVDE-approved evaluation methodology. Any collection directly from districts or subgrantees must be coordinated with WVDE.

We understand that WVDE's prior statewide evaluations may have included both descriptive and quasi-experimental approaches. What evaluation design is expected during the initial contract year and each potential renewal year?

WVDE expects the statewide evaluation to incorporate both descriptive and quasi-experimental approaches during each annual evaluation cycle, including the initial contract year, subsequent contract years, and any renewal period.

WVDE will identify and match nonparticipating students to establish a comparison group and provide the contractor with available participant and comparison-group data, along with documentation of the matching procedures. All data will be provided in accordance with applicable privacy and data-security requirements.

Would WVDE be able to provide the selected contractor with prior evaluation reports, instruments, and other materials used in previous statewide evaluations?

Yes.

Is there an anticipated budget range or not-to-exceed amount for this contract?

SQ

SR

6Q

GR

7Q

7R

I Not available.

Last, will the lowest-cost determination be based on the initial one-year price or the combined pricing for the initial year and three potential renewa l years?

For bid evaluation and award purposes, "lowest overall total cost" means the sum of the amounts proposed for all four years listed on the Pricing Page: the initial contract year and the three optional renewal years. Evaluation will not be based solely on the Year 1 amount.

Including optional renewal years in the evaluation does not obligate WVDE to exercise those options. Any renewal remains subject to the terms and conditions of the contract.

Could you please clarify whether an out-of-state firm may submit a proposal without currently holding a West Virginia Certificate of Authority, provided that it completes any required registrations and satisfies all applicable state and local requirements before contract award?

Vendors that are not currently registered to do business with the State of West Virginia may submit a quotation. However, the apparent successful vendor must complete all required registrations and satisfy all applicable requirements before contract award.

Add itionally, would a firm providing evaluation services remotely, with travel to West

Virginia as required, qualify for any exemption from foreign-business registration, or would registration be required for this contract?

WVDE does not have the authority to exempt a vendor from registration requirements.

8Q Section 3, Qualifications, which requires a bachelor's degree in education and indicates that a master's degree is preferred . Would WVDE accept additional relevant experience evaluating education programs or an advanced degree in a related field (i.e., social worker, public health, sociology) in lieu of the education degree requirement? If so, please clarify the experience and documentation needed to satisfy this requirement.

SR No. The individual designated as the lead evaluator must hold a bachelor's degree or higher in education. A graduate degree in education satisfies this requirement even if the individual's bachelor's degree is in another field.

Additional experience evaluating education programs or an advanced degree in a related field, such as social work, public health, or sociology, does not substitute for the required education degree. Such qualifications may support the individual's demonstration of other qualifications specified in Section 3.

The Vendor must include the lead evaluator's resume or curriculum vitae identifying the degree earned, field of study, and awarding institution, along with the experience documentation required under Section 3.1.

Relevant experience alone will not substitute for the required bachelor's degree.

9Q Specifications Section 3, p. 26. The specifications state "MUST HAVE A BACHELORS IN EDUCATION, MASTERS IS PREFERRED." Does the bachelor' s-in-education requirement apply to the lead evaluator only or to all proposed staff, and do graduate degrees in education satisfy it?

9R. The education requirement applies to the individual designated as the lead evaluator and does not apply to all proposed staff. The lead evaluator must hold a bachelor's degree or higher in education. A master's or doctoral degree in education satisfies this requirement even if the individual's bachelor's degree is in another field. A graduate degree in education is preferred but is not required.

Other proposed staff must possess the education, training, and experience appropriate to their assigned responsibilities, as documented in the resumes or curricula vitae submitted with the proposal.

l0Q Specifications Section 4.1.2.2, p. 29. For "teacher survey results," will WVDE or subgrantees supply teacher survey data (for example, data collected for fede ral reporting), or is the contractor expected to design and administer a statewide teacher survey?

lOR WVDE will provide teacher survey data.

llQ Specifications Sections 4.1.2.1 and 4 .1.2.2, p. 29. Which student-level data will WVDE provide (attendance, participation, state assessment results, grades, discipline), in what format, and on what schedule relative to the October 1 draft report deadline? How many subgrantees and centers are currently active?

llR WVDE currently supports approximately 120 sites operated by 23 subgrantees.

WVDE will coordinate access to available program attendance, participation, and student outcome data needed for the approved statewide evaluation. The specific student-level data elements-including the availability of state assessment results, grades, and discipline data-will be confirmed during evaluation planning and will be subject to applicable privacy, security, and data-sharing requirements.

Data will be provided through available exports from WVDE's existing systems. File formats, accompanying documentation, and secure transfer methods will be established in coordination with the selected Contractor and appropriate WVDE data staff.

The data-delivery schedule will be established as part of the Statewide Evaluation Plan, taking into account source-system availability, data validation, and the October 1 draft report deadline. The plan must identify data dependencies and delivery milestones. Any anticipated limitations or delays must be communicated promptly so WVDE and the Contractor can determine how they will be addressed in the draft and final reports.

12Q Specifications Section 4.1.1.1, p. 28; General Terms and Conditions Section 4, p. 12. What is the anticipated award and start date, and does the 60-day Evaluation Plan deadline run from the award document encumbrance date or from a separate Notice to Proceed?

12R WVDE anticipates that services will begin in January 2027, subject to completion of the procurement process and required approvals. The award date has not yet been established.

For purposes of Section 4.1.1.1, the Statewide Evaluation Plan is due within 60 calendar days of the awarded contract "Effective Start Date".

The reference to a Notice to Proceed is Specification Section 4.1.1.1 is hereby deleted and will not be required.

13Q Specifications Sections 4.1.6.2 and 4.1.6.3, p. 31. Does WVDE anticipate that consultation meetings, technical assistance sessions, and the findings presentation will be virtual, or should vendors price in-person delivery in Charleston?

13R Consultation meetings and technical assistance sessions may be conducted virtually through Microsoft Teams. The findings presentation will be conducted in person, with the format and schedule coordinated with the Contractor.

Vendors should account for potential in-person delivery in Charleston, West Virginia, when preparing their pricing. Consistent with Section 4.1.6.6, proposed costs must include all travel, lodging, meals, preparation, materials, and other expenses necessary to provide the required consultation and technical assistance. In-person activities will be scheduled with reasonable advance notice.

Additionally, there should be two in-person site visits included to 21st CCLC sites in the state included in pricing.

14Q Specifications Section 4.1.7, p. 33; Contractor Access to Student Data Agreement. The draft data agreement references assessment services. Will WVDE customize the purpose and data-element list for this evaluation before execution?

14R Yes. Before execution, WVDE will review and customize the Contractor Access to Student Data Agreement to reflect the scope and purpose of the 21st CCLC statewide evaluation.

References to assessment services will be revised, as appropriate.

The agreement will identify the data elements authorized for disclosure based on the approved evaluation plan and the data necessary to perform the contracted services. The final data-element list and access arrangements will be established in coordination with the selected Contractor and appropriate WVDE staff, subject to applicable privacy and security requirements. The agreement must be fully executed before access to student-level data is provided.

lSQ General Terms and Conditions Section 39, p. 19. Wil l contractor staff who access student-level data or visit subgrantee sites require criminal background checks?

lSR Contractor personnel must comply with all applicable WVDE screening and security requirements for access to student-level data. Any required criminal background checks must be completed before access is granted.

Personnel visiting subgrantee sites must meet with applicable State background requirements under 18-5-lSc{e) of WV Code before entering any State facility and/or school entity.

The Vendor shall be solely responsible for all costs, feed, and expenses associated with obtaining and completing any required background checks.

16Q Solicitation Documents, p. 5. The specifications packet is labeled "Draft" on page 5. Please confirm the posted specifications are final.

16R Yes, the posted specifications are final.

17Q Instructions to Vendors Section 9, p. 9; General Terms and Conditions Section 31, p. 18.

Please confirm that WV Purchasing Division vendor registration (and the $125 fee), WV Secretary of State registration, and WV State Tax Department registration may be completed after bid opening and before award

17R Vendors that are not currently registered to do business with the State of West Virginia may submit a quotation. However, the apparent successful vendor must complete all required registrations and satisfy all applicable requirements before contract award.

18Q Specifications Section 5.1, p. 33; Pricing Page, p. 37. Will "lowest overall total cost" be determined using the Year 1 amount only or the sum of all four years on the Pricing Page?

18R See SR

19Q General Terms and Conditions Section 8, p. 14. Will hired and non-owned automobile liability coverage satisfy the requirement?

19R Hired and non-owned automobile liability coverage is acceptable if the Contractor does not own vehicles and the coverage meets the limits and other applicable requirements of Section 8. If Contractor-owned vehicles will be used in performing the contract, liability coverage for those vehicles is also required.

The Contractor must provide documentation of the applicable coverage for review and acceptance before contract performance begins.

20Q Specifications Section 3.6, p. 28. May references include comparable projects that are currently active, or must all three be completed projects?

20R The three references required under Section 3.6 must be from comparable projects completed within the past ten years. References for currently active projects may be provided as supplemental information but do not substitute for the three required references from completed projects.

21Q Specifications Section 4.1.2, p. 29. From which data systems will WVDE draw extracts, and should the contractor plan to submit the evaluation plan to the WVDE Institutional Review Board?

21R Data needed to answer the evaluation questions will be pulled from the data system for afterschool program participation (i.e., the WV 21st CCLC Data App) as well as the student information system used for regular school day data (i.e., the WV Education Information System (WVEIS)). The WVDE will pull all data and perform any associated matching processes that would be needed for quasi-experimental analyses, based on input from the evaluator. While the evaluation plan does not need to be submitted to the WVDE's IRB, a similar process for external researchers/evaluators will need to be completed and submitted to the WVDE's Research Review Committee for consideration and approval of individual-level data requests.

22Q Specifications Section 4.1.1, pp. 28-29. Have statewide evaluation reports been completed for 2023-2024 or 2024-2025? If so, may vendors receive copies to support continuity of the evaluation questions, logic model, and instruments?

22R A statewide evaluation was completed for the 2023-2024 program year. The selected Contractor will have access to the evaluation report and all available materials used to complete that evaluation, including evaluation questions, the logic model, data collection instruments, methodologies, and supporting documentation, to support continuity and inform development of the new Statewide Evaluation Plan. Access to student-level or other confidential data will be subject to applicable privacy, security, and data-sharing requirements.

23Q Is there evaluation scoring criteria for bids submitted?

23R Bids will be evaluated for compliance with the minimum qualifications, mandatory requirements, and other applicable solicitation requirements. Among vendors meeting those requirements, award will be based on the lowest overall total cost, as specified in Section 5.1.

24Q Is there a preferred format for the bid (e.g., separate documents for technical proposal and cost proposal, everything including in on document)? Relatedly, is there a page limit?

24R Responses should be organized by specification section and clearly identify how the vendor meets each qualification and mandatory requirement. Vendors must complete the designated Pricing Page and include all documentation required by the solicitation.

Concise, complete responses are encouraged.

25Q Is there an anticipated budget threshold?

25R No

26Q How are sub-grantees currently expected to provide their data to WVDE?

26R Subgrantees currently submit program participation, attendance, activities, staffing, and applicable outcome data through WVDE's 21st CCLC Data App. Additional documentation, including local evaluation reports and monitoring evidence, is submitted through WVDE-designated systems or other methods specified by WVDE.

The selected Contractor will coordinate with WVDE to obtain available data and identify any additional information needed to complete the statewide evaluation. Any supplemental data collection from subgrantees must be coordinated with and approved by

WVDE.

27Q Is federal reporting a part of the scope of work?

27R The Contractor's scope includes collecting, validating, and analyzing evaluation data and reporting applicable federal performance measures in the Annual Statewide Evaluation Report. Consultation and technical assistance regarding federal reporting requirements may also be required under Section 4.1.6.

The scope does not include responsibility for entering, certifying, or submitting data in the federal 21APR reporting system. Those responsibilities remain with WVDE and its subgrantees, as applicable.

28Q 4.1.2.2 on page 29: Does WVDE collect the data listed in the bulleted statements from subgrantees and can provide it to the vendor? Or will the vendor be expected to use their own methods for obtaining the data from subgrantees?

28R WVDE collects certain program and participant data from subgrantees through its existing reporting systems and will coordinate access to available data and documentation relevant to Section 4.1.2.2, subject to applicable privacy, security, and data-sharing requirements.

The Contractor will be responsible for reviewing available data, identifying information gaps, and developing any supplemental data collection methods and instruments necessary to complete the statewide evaluation. These may include surveys, interviews, and observations during the required site visits.

Supplemental data collection must be included in the Statewide Evaluation Plan and approved by WVDE before implementation. The Contractor must coordinate collection activities with WVDE to minimize duplication and unnecessary reporting burden on subgrantees.

29Q 4.1.5.1 on page 31 presentation: should we budget for an in-person presentation or virtual?

29R For pricing purposes, vendors should budget for one in-person presentation of the annual statewide evaluation findings in Charleston, West Virginia, per contract year, including all associated travel expenses. The presentation date and final delivery format will be coordinated with the selected Contractor with reasonable advance notice.