ASSD EDD2500000023 Direct Award Determination.pdf

Proc Folder:

Department of Administration Purchasing Division 2019 Washington Street East Post Office Box 50130 Charleston, WV 25305-0130

1657365

State o est Virginia Agency Sole urce Determination

E u ational

Doc Description: Direct Award -Frontline Education Profession Learning

Proc Type: Agency Sole Source

Date Issued Solicitation Closes

2025-03-26 2025-03-31 10:00

PROCUREMENT OFFICER

DEPARTMENT OF EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON WV 25305

us

Vendor Customer Code:

Vendor Name :

Address:

Street:

City:

State:

Principal Contact :

Vendor Contact Phone:

FOR INFORMATION CONTACT THE BUYER

Jo Ann Adkins

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

Vendor Signature X

Date Printed: Mar 26, 2025

Solicitation No

ASSD 0402 DD2500000023

Country:

tension:

FEIN#

Page: 1

I i i

Reason for Modification:

Version

Zip:

DATE

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

All offers subject to all terms and conditions contained in thi olicitation

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price

1 One-time Implementation Fee (WVDE)

Comm Code Manufacturer pecification Model#

43231505

Extended Description:

Professional Training Development on Finding the Through Line - athemathic enrichment.

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price

2 One-time Implementation Fee (WVSDT)

Comm Code Manufacturer Specification Model#

43231505

Extended Description:

Professional Training Development on Finding the Through Lin mathemathic enrichment.

Date Printed: Mar 26, 2025 Page: 2 i FORM ID: WV-PRC-ASSD-002 2020/05

Line Comm Ln Desc

3 Professional Learning Management & Learning Collaboration

Comm Code Manufacturer

43231505

Extended Description:

Qty

Professional Learning Management & Learning Collaboration for

Line

Comm Ln Desc

Professional Learning Management & Learning Collaboration

Comm Code Manufacturer

43231505

Extended Description:

Qty

Professional Learning Management & Learning Collaboration fo

Line Event

Date Printed: Mar 26, 2025 Page: 3

Unit Issue Unit Price Total Price

Model#

Unit Issue Unit Price Total Price

Specification Model#

Event Date

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

Document Phase Doc unnent Description Page

EDD2500000023 Draft Direc ,~ward -Frontline Education Profe s1 ional Learning

ADDITIONAL TEIO [~ AND CONDITIONS

See attached document(s) for additional Terms, (Il d Conditions i I

Justification and

Public Notice Instructions

Pursuant to West Virginia Board of Education Polic award a contract directly to a vendor without com requirements include documenting justification to s information to the vendor community for a prescribed

The West Virginia Department of Education intends provide the commodity or service identified below.

documentation has been included in this form or as a ublic Notice Form

210, the West Virginia Department of Education may titive bidding if certain requirements are met. Those port the Direct Award, along with providing certain riod of time.

make a Direct Award to the vendor identified below to he support for the Direct Award, and any additional ttachment.

Vendor Interest: Any vendor interested and able to p ovide the commodity or service in question must make their interest known, prior to the deadline published i wvOASIS, by expressing such interest in writing to the procurement officer identified as the appropriate cont in wvOASIS. If interest is expressed and deemed to be valid by the procurement officer, this request for Dire t ward will be canceled and converted to a competitively bid solicitation.

Direct Award lnfonnation

Agency / Department: West Virginia Department f Education

Procurement Officer: Phil Uy, CFO

March 17, 2025 Date of Request:-------------++---------------------

1. Provide description of commodity or service (I

Frontline Professional Learning Management (Profess professional growth and training opportunities that will WVBE Policy. This platform continues the life cycle of WVDE currently use.

lude a copy of any proposed contract documents):

al Growth) is a platform that will provide staff with online eet the requirements per Federal Law, WV Code, and/or e Frontline Recruiting and Hiring and Frontline Central that

If requesting software as a sole source, is this ~~ftware as a service?

' I D Yes 0 Noi I j

D

2. Justification which explains why the direct award i n the best interest of the state:

On April 29, 2024, Superintendent Michele Blatt sent all quired trainings per Federal Law, WV Code, and/or WVBE Policy to all staff. At this time no certified documentation i available at the Department to ensure central and field staff are adhering to these requirements. This product w Id not only continue the life cycle of the current platforms for recruiting, hiring, and on boarding but it will also allow t e Department to ensure compliance.

3. Basis for Direct Award: Please select one of the f II wing and provide details and documentation sufficient to confirm the basis.

D Competition is not available from any other urce: (If this item is selected answer the question below)

A. The agency attempted to identify ot r sources by:

0 No other source would be willing or able to place the existing source without a detrimental effect on the spending unit (Pie s describe the detrimental effect in detail):

An investment of over $342,000.00 has already be onboarding process. This platform is a continuatio would cost WVDE additional funding and resource needed.

made in implementing the statewide job bank and the f the current platforms and to invest in another vendor o obtain all new platforms for all areas required and/or

D Solicitation is categorized as impossible to id in Section 9 of the Purchasing Handbook and is being posted to determine if competition is vailable.

4. Other Information Required for Direct Award Pos i

A A time-period by which delivery must be made or rformance must occur:

Implementation must begin immediately and fully fun t nal by July 1, 2025.

B. The price that will be paid for the commodity ors ice (include vendor quote):

WVSDT - Implementation $7,218.00 and Annual Fee 14,723.40 WVDE - Implementation $7,218.00 and Annual Fee 11,217.40

C. Any limitations that a competing vendor would n d to satisfy:

Must be authorized to connect to Frontline Platform d utilize software.

For Procurement Officer Use Only

D Request to Advertise Direct Award Denied

EJ R~uest to Advertise Direct Award Approved

Date:

550 E. Swedesford Road, Suite 360, Wayne, PA 19087

Exhibit A Frontline Customer Order Form Q-220701

03/17/2025

Customer: Order Form Details:

West Virginia Department of Education

1900 KANAWHA BLVD E

CHARLESTON West Virginia, 25305-0800 United States

Contact: Sonya White

Title: Deputy Superintendent

Phone: (304)558-2681

Email: snjwhite@k12.wv.us ricing Expiration: 4/04/2025 uote Currency: USO ccount Manager: Brian Mallory tartup Cost Billing Terms: One-Time, Invoiced after signing ubscription Billing Frequency: Annual ale Type: New

Initial Term: 7/01/2025 - 6/30/2026

Pricing Overview Amount

One-Time Fees

Annual Recurring Fees

$7,218.00

$11,217.00

Frontline Implementation Quantity Amount (each) Amount

West Virginia Department of Education $7,218.00 $7,218.00

Frontline Products Subscription Start Subscription End Amount

West Virginia Department of Education Learning & Collaboration Resources, unlimited usage for inte n employees Professional Learning Management, unlimited usage for inte n employees

7/01/2025

7/01/2025

6/30/2026

6/30/2026

$6,861.00

$4,356.00

Additional Order Form Information

Tax Information

Exhibit A Frontline Customer Order Form Q-220701

03/17/2025

Tax Exemption: Your order may be eligible for a tax exemptio . Please ensure we have the most recent tax exemption form on file.

Please send your completed exemption form to salestax@fron Ii eed.com. Otherwise, the appropriate tax will be applied at the time of invoicing.

PO Information PO Status: Purchase order to follow

PO#:

Note: If a Purchase Order is required, Customer shall submit t PO to Frontline within ten (10) business days of signing this Order Form by emailing it to billing@frontlineed.com, otherwise a PO shall n t be required for payment

Q-220701

03/17/2025

Invoicing Schedule Due Date Amount

Invoice: One Time

West Virginia Department of Education Frontline Implementation

Invoice: Annual

West Virginia Department of Education

Upon ning

7/31 025

Learning & Collaboration Resources, unlimited usage for in nal employees

Professional Learning Management, unlimited usage for int nal employees

I I

$7,218.00 + applicable sales tax

$7,218.00

$11,217.00 + applicable sales tax

$6,861.00

Page 3 of4

' I

Contents Introduction

Project Governance

Project Planning

Governance Objectives

Project Governance Methodology

Risk & Issue Management

Project Team - Roles & Responsibilities

Frontline - Executive Sponsor

Frontline - Project Manager

Frontline - Implementation Consultants

Frontline - Strategic Consultants

Client - Executive Sponsor

Client - Project Manager

Client - Implementation Process Owners

Client - Functional and Subject Matter Ex rts

Client - System Administrator(s)

Client - IT Department

Scope of Work

Overall System Configuration

Project Timelines

Project Scope Changes - Change Orders

Steps to the Change Order Process: Proj t Scope Change Request Form

Assumptions

Completion Criteria

© Frontline Education (190509i f

This docomcot is Pcop,icta;y sod Coofidcotial aod oo podioo may be "'ff"' too thi,d pacty withoot ptioc whtceo cooscot

Introduction Frontline Education offers a complete customer expe i nee, with professional resources to collaborate with your project team during the implementation. Frontli e uses a three-part method to provide a lasting solution that helps Clients achieve their strategic obje

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Project Launch

Define Learning Plan

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Analysis

- Communication Plan

Goals and Data Gathering

Admin Self-Paced Sessions

Training & Capability Monitoring

Configuration End-User Roll Out

End-User Training & Ongoing Learning Working Sessions with

Frontline

Readiness & Risk Mitigation

Ongoing Change Enablement

Deliver value through successful program implementation and change adoption

Go-Livel

Implementation: Frontline will collaborate with the Ii nt leadership and project personnel to grasp the strategic objectives of the project. Client will apply r ntline proven methods for carrying out the solution whenever feasible.

Learning & Capability Building: Frontline provides a ixed learning approach for clients. By combining independent learning and interactive working sessio , Frontline has an effective way of making sure the successful enablement of Clients.

Change Enablement: With all changes, it is necessa to manage that change effectively within your organization. Frontline offers a Change Manageme t plan for their Clients to successfully communicate, manage, and monitor the adoption of the Frontline stem.

Project Governance

Project Planning Frontline understands that effective project plannin lays the foundation for a successful implementation and is vital to reducing risk. We develop detailed proje and outcomes with a clear schedule of deliverable of the project.

i I t, Frontline Education!'. ;:,,_,09; I lans for every implementation that establish objectives or both Frontline and client stakeholders for each stage

This document. is Proprietary and Confidential zrnd no portion m;iy be distlpsecl t.o a thir·cl part.y without pr·ior written consent..

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Upon initiation of the project, Frontline will work wit he Client project leaders and other key stakeholders to identify and document all key project components d project team members. As detailed below, various stakeholder and work groups will be established and ill work collaboratively to refine and finalize project plans for each program component including all timeli sand milestones.

Governance Objectives A strong governance structure overlays roles and res o sibilities to the project management plan, providing complete transparency regarding who will do what an hen. Frontline has embedded procedures within our implementation methodology, so that defined con ols alert the key stakeholders if problems arise or if scheduled targets are missed. Having this risk manage ent capability, at the highest levels of the project, provides assurance that there is a system of checks a balances, and that the teams are meeting expectations.

Project Governance Methodology Our team will provide ongoing monitor and control a i ities and deliverables for the duration of the project to keep the project on track. These activities provide iew into the health and progress of the project so that management can take effective, efficient, and ti e y actions when the project's performance deviates from the plan or when a proactive measure to manag isks is required.

Risk & Issue Management The Risk and Issue Management Plan processes help responded to and how mitigation plans can be outlin critical resource, technology changes, dependence o changes.

identify risks to the project, how those risks may be and controlled. Examples of risk include loss of a third party, project sponsorship or management

Project Team - Roles & Responsi ilities

A strong Project T earn will be integral to the success u management of this project. The team structure will align appropriate levels of Frontline managers and co ultants to your management team and staff in a manner proven effective in other large-scale implem tation projects.

Frontline's recommended team structure - outlined e ow - identifies the type of personnel that are commonly involved with the project. It should be ant c pated that other personnel will be involved based on the client organizational structure and on an ad-h basis to provide specific insights, knowledge or support as the project moves through its different p

Frontline - Executive Sponsor The Client will be assigned an Executive Sponsor - f m the Frontline executive leadership team - to liaise with your senior leadership, act as project champion, nd drive overall success of the program.

The Executive Sponsor will provide focus and oversi t to the project while building the executive relationship between Client and Frontline and will p r icipate in Executive Steering Committee meetings to review project progress, and significant risks and iss

Frontline - Project Manager An implementation project management resource w II be assigned to coordinate all planning, communication, scheduling, risks, project reporting n ensure project success.

o Acting as the day-to-day point of contact f r he Client project team to ensure on-time delivery of the Frontline project deliverables o Managing the implementation project plan d project dashboard for ongoing project status reporting, and conducting recurring Project S atus Meetings

I <<:'J Frontline Education (: ,c,,;c,9; , , This document. is Propriet;iry and Confidential and no portion may be disclo$ecl to a thi1·cl party without prior w1·itten consent.

i 1 o Partnering with Client project team to track ri k , issues, action items, and key project decisions o Managing and tracking project scope change uests o Partnering with the Client project team to de lop on the training schedule and change management plan

Frontline - Implementation Consultants Implementation consultants will provide subject matte xpertise and will serve as the primary point of contact for all functional and system configuration wo , lead consulting and training activities, as well as become the primary means of support during the initi I go-live period.

Implementation Consultants responsibilities include:

o Partnering with Client in conducting Discove and Requirements Gathering sessions o Conducting configuration, consulting, trainin , nd work sessions as defined by the project plan o Review data templates with the client and ex I in expected data.

o Partner with the client and provide consisten nd timely validation of the data provided to ensure it meets the minimum requirements for import.

o Provide data errors in an organized format, i d eating which data points are non-compliant and require additional review/correction.

o Online training and consultation will be provi d to show the client how to maintain data on an ongoing basis after the initial import.

o Partnering with the Client project team to p r orm unit testing and UAT as defined by the project plan o Providing support following go-live and tran it on to Frontline Support through the Support Handoff meeting

Frontline - Strategic Consultants Strategic Consultants engage in multi-solution imple ntations. The Strategic Consultant will work with the Client to determine strategic goals for the Frontline olution, review current processes for redundancy and waste, and make strategic process driven recommen tions to achieve overall district objectives.

Client - Executive Sponsor The Executive Sponsor provides focus and oversight t the project while building the executive relationship between Client and Frontline, ideally Superintenden , ssistant Superintendent of HR, CFO, etc.

The Executive Sponsor will work with all relevant pa t es to expedite and resolve issues that require the highest executive level involvement, such as contrac mendments and scope adjustments. The Executive Sponsor will serve as project champions to promote t e visibility and credibility of the Program.

o Provides leadership and promotes project g Is within organization ensuring necessary resources are available o Participates in Executive Sponsor meetings th Frontline Executive Sponsor/Steering Committee to review project progress, and significant ns s and issues as needed o Serves as a point of escalation beyond the I ent Project Manager, if needed.

o Promotes Organizational Change Managem t in support of project success

Client - Project Manager The Client Project Manager will oversee the imple e tation and execution of all project-related activities, while ensuring the successful completion of each p se and related activities to reach the project milestones successfully.

Additional responsibilities include:

o Acts as the primary project contact respon i le for client-side communications, scheduling, deliverable tracking and advancing the proj t according to plan I

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This document is Proprietary Jlld Confidential a11d 110 portion may be distlciisecl to a third p3rty without prior written consent.

o Works collaboratively with Frontline Project nager to ensure that the project remains on track and risks are identified and mitigated early o Ensures timely completion of Client project ta s and action items as identified by Project Plan o Partners with Frontline Project Manager and r ject teams to track risks, issues, action items, and key project decisions., and works collaborativ I with the Frontline Program Director to mitigate risks and resolve issues o Partners with Frontline Project Manager on P ject Change Management Plan, cascading project communications to the Executive Sponsor, Cl e t project team and project stakeholders o Partners with Frontline Project Manager on t a ning schedule, identifying attendees, availability, and attendance for training sessions

Client - Implementation Process Owners Working closely with the Frontline Implementation C responsible for the following:

o Define organizational policies and answering o Understands business requirements and can business area o Responsible for identifying business impacts manner sultants, the business process experts will be

!icy-based questions and or clarifications ovide guidance about the future direction of the d deciding on configuration options in a timely o Provides and coordinates functional support ter the project go-live

Client - Functional and Subject Matter Ex Working closely with the Frontline Implementation C sultants the subject matter experts will be responsible for the following:

o Provide specialist business process knowled o Responsible for configuration decisions and ecution of test scenarios o Ensure configuration and supports business o Responsible for data validation

Client - System Administrator(s) Working closely with the Frontline Implementation nsultants the system administrators will be responsible for the following:

o Responsible for day-to-day operations, upk e of system, and user management.

o Create/edit/delete new records, packets, an forms o Sending/tracking/completing forms o It is necessary to include functional area sys m owners (e.g., recruiting, hiring and onboarding, compensation, time and attendance, etc.) w can define current policies, processes, and business needs o Timely completion of project tasks and acti n items in support of the project plan and schedule o Partners with IT Department and Frontline nsultant to verify data imports and data exchange o Provide named resource(s) respons be for data extraction.

o Data must be provided using Front i e's standard templates.

o The client will extract the data in t e format requested, or work with their current vendor to extract the data.

o If the client cannot generate the da based on the specification, there is no guarantee that

Frontline Education staff will be ab e to import it.

o It is the responsibility of the client have reviewed the content of the data before sending to Frontline.

o The district will work with Frontlin ducation to map any data that does not match a dropdown/look-up value in Frontli o Any data transformation will be th esponsibility of the client. This includes merging data sets, reformatting data, breaking a rt or combining fields or removal of duplicate records.

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·© Frontline Education('. 00509; : !

This document is ProprielJry ;md Co11fidential and no portion may be dis¢1qsecl to a third party without prior written consent..

o Once the data has been imported, th lient will review the data as it exists in the system for accuracy If any discrepancies are o nd between what was sent and what was imported, Frontline will research and ovide resolution or feedback. Once the data imported is deemed accurate, the clie will provide sign-off.

Client - IT Department Working closely with the Frontline Team the Client te nical team will system administrators will be responsible for the following:

o Maintain user access, security, and workflow o Ensure Frontline Education domains/IP addre es have been incorporated into any firewalls and/or spam filters o Responsible for updating whitelist from Front i e o Provide technical support in instances where cal network/technology configurations impact usage of our solutions o Engage with 3rd party vendor and manage th elationship for data transfers o Work with the 3rd party vendor directly to pr ide Frontline with clearly defined specifications for data files o Act as "subject matter expert" for all data con o Coordinate testing of files with the 3rd party o Provide any SFTP credential information bac directly to the vendor.

o Subject Matter Expert for the implementatio

(as needed)

Scope of Work

Overall System Configuration nt questions from Frontline representatives.

ndor.

o the vendor or facilitate the transfer of the data including requirements, testing and go-live Support

System configuration is accomplished through a blen d approach of pre-configuration, Frontline Education configuration services, and Client configuration activi i s.

The system is collaboratively designed and built out r the course of multiple configuration calls and follow up actions. Natural spaces are planned in the r ject cadence for review and acceptance of configuration for individual data elements and pieces f functionality. Reference materials with step-by-step walk throughs are provided to help validate system i nctioning to accomplish desired goals. Final User Acceptance Testing materials are provided to help b the Frontline and Client project teams walk through and ensure integrity of system configuration as plan e

Frontline Configuration Scope Client to Provide Solution I i Frontline User· Prnvisioning: Frontline will provide a template to be completed by the client Professior,al and returned for uploading. Data points i elude:

Crowt'1 - o Standard User List Professional Leaming lv1anc➔gement

Name Unique Employee ID Email Address Username Evaluation Type District Administrator Evaluation Cycle Start and End ate

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This document is PropiielJry Z111d ConfidenliJI Jnd no porlion rnay be disclo~ecl to cJ ihir·d party' without p,'ior written consent.

□Completed template returned to Frontline for a one-time import.

□Professional

Development Forms must be provided at the beginning of the implementation.

□Evaluation / Feedback o Building o Department o Grade Professional Development Forms: Frontlin ill configure the following based on package purchased:

o Tier 1: Up to (5) forms o Tier 2: Up to (10) forms o Tier 3: Up to (15) forms

Note: Frontline provides access to a Form ibrary to download.

Fmm RoJting/ Approval: Frontline will co f gure business rules for initially available forms. Implementation Consulta will train client on adding/amending form rules.

C,talogs: Frontline will configure up to (5 E vc1IJc1tion/F recJb,1ck Fo1 ms: Frontline wi I onfigure all initially provided forms Pe: missions: Frontline will assign and pro i e guidance/explanation on how to assign Repo1ting: All tables in Frontline are expo t ble (Excel or CSV). (30) standard reports included. Client may create additi al ad hoc reporting with "Report Writer" utility.

Datci Transfers: Data Transfer abilities are a ailable in Frontline Solutions. Frontline will set up (1) data transfer which is setup a either a flat file transfer or an export/import into an applicable vendors tern. Specific examples of configurable Data Transfer types include:

o Employee Data o Resource Library made availabl ithin Professional Learning

Management o Web-Reg: integration with regi n I providers utilizing Frontline

Education's Web-Reg solution o "Learning Loop": Professional L a ning Management can integrate with

Evaluation to recommend relev t PD

Forms must be provided at the beginning of the implementation.

Frontline ' Configuration Scope Client to Provide Solution Frontl;11e P1·otessional C1owt', - I .earni11 g & Collaboratio:, F~eSOlff•PS

User Provisioning: Frontline will provisi n users provided by the Client in the initial import.

District De,,ographics: Frontline will im o t demographics (ex. Buildings.

Departments, etc.) provided by the Clie t ithin the initial import. Implementation Consultant will train client on adding ad i ional items.

RolPs <~ Pe1mis,.ions: Frontline establish efault permissions / roles with the Client.

C:arwas l1,te21a•ion: Frontline will provi e up to (2) one-hour virtual sessions on importing and managing Canvas and/or ORM courses.

C\:storn Cou, ses: Frontline will provide a (1) one-hour virtual session on how to create a custom course using the Lea ing Designer Tool.

D,1t,1 Imports (1) Initial data import to i c ude data listed below. After each data import, data must be maintained/updat added manually in Frontline until the system is live (dual maintenance).

o (1) Initial User Roster o (1) District Demographics

Reporting: Learning & Collaboration R s urces comes with comes with standard System Reports providing basic inform i n, such as the following:

o Online course/ Resource ompletion Reports o User /Building/District Inf mation Reports o Activity Alignment Repor

Data Transfer: Data Transfer abilities a e available in Frontline Solutions. Frontline will set up (1) data transfer which is set as either a flat file transfer or an export/import into an applicable vendo ystem. Specific examples of configurable data transfers include:

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□Completed template for User Roster □Completed template for District Demographics o Data Transfer to Frontline E cation Solutions - User Rostering/Updating o Data Transfer to Featured P tners - for a complete list of our Featured Partners, please r r to:

Project Timelines Based on Frontline experience with Implementing th olution, below is a high-level estimated project timeline and order of implementation. After the Kicko call, the Frontline project team will work with the Client to finalize an agreed upon timeline and order o mportance based on Client goals.

Client should be thinking about various scenarios tha ay impact the timeline and be prepared to share with the Frontline project team during Kickoff. Exam I s are:

o School vacation weeks - Client project staff available to work on the project o Planned leave of absences for Client project aff o Availability of Client project staff during con r ct renewal season, back-to-school staffing season, etc o The availability of resources to work on each olution - is it possible to run them at the same time since there are different project leads for ea implementation, or are there project leads who would handle more than one of the impleme ations

Frontline will Kick off the overall project within (14) s of contract signature.

Solution I Standard Duration Recruiting & Hiring Kickoff - Go Live Frontline Central Kickoff - Go Live Absence Management Kickoff - Go Live Time & Attendance Kickoff - Go Live Employee Evaluation Management Kickoff - Go Live

Professional Learning Management Kickoff - Go Live HRMS Kickoff - Go Live HCA Kickoff - Go Live

Project Scope Changes - Chang

12 weeks 10 weeks 9 weeks 9 weeks 7 weeks 6 weeks 6 months 2 weeks rders Frontline shall perform the services specified in thi OW. Any other services or changes identified by the parties will require a duly executed Change Order. I the parties mutually agree to change this SOW, then, Frontline will create a Change Order documenting t e change in Statement of Work, additional (or exchanged) services to be delivered and resources required, an hanges to the project plan and/or deliverable dates (if applicable), and additional estimated fees (if applica I ).

Both parties must properly execute the Change before any resources will be assigned or any additional/changed services will be performed.

Reasons for the execution of a Change Order inclu but are not limited to, any of the following changes to scope:

o Request to delay the Planned Go Live, 30 a s or more from the original date o Changes to the requirements once Discov r has been signed off and Configuration has begun o Changes to decisions made by the Client t a require rework or otherwise affect deliverables o Changes to client team leading to the need f r a pause in implementation, additional training, rework and/or changes to requirements i I

t) f="ronU!nc Education C -~J:/)9) I j Th:s document is ProprietJry J11d ConfidentiJI ancl no portion mJy be disflisecl to a thi1·d party without p,.ior VHil!ei, consent.

Steps to the Change Order Process: Projec cope Change Request Form o Identify the change of scope o Document the change o Scope the change and quote o Submission to Frontline and Client Executive o Executive Sponsor review o Executive Sponsor approval / denial

Assumptions o Frontline Education and Client will provide co s stent, named resources to fill project roles throughout project timeline.

o Frontline Education have planned timelines ba d on presumed effort and availability of client resources. Time and effort will vary depending n actual availability and effort required to collect data and complete data entry and validation.

o Frontline Education and Client will use a colla o ative approach to ensure implementation success.

o Client will provide subject matter experts famili r with organizational policies and procedures throughout the project.

o Some dual entry will be required during the tr n ition from Legacy system to Frontline system. The amount will depend on decisions made regard n the transition.

o Data will only be loaded once, and delta files i I not be used to update existing data o Client project team will complete online cours , attend instructor-led training, participate in project status calls, and complete project tasks as pla n d.

Completion Criteria

Frontline will make deliverables available to th Client for review and acceptance in accordance with the Implementation Plan timeline.

Client will provide an adequate number of res rces to review Deliverables to confirm conformity in all material respects based on mutually agreed pon requirements and specifications Client will provide written notice of acceptan e or rejection within ten (10) business days of delivery.

Deliverables which are not rejected by the Cli t within the above time frame shall be deemed accepted.

During final sign-off, Client will approve of th Environment live.

ork completed and Frontline will make the Production

Frontline will consider the project complete a t r final acceptance or under the following conditions:

ays without agreement on a Change Order o Client has delayed for greater than 6 o Client has become unresponsive for o Frontline has requested final signoff within 10 days r ater than 60 days d acceptance, or rejection has not been provided

'.C: "ron:line Educat;o11 r· ,:!'•'-''ii . , Th:s document jr, Propr:etilry i111d Co11fidentiol J-1cl no po1·tion rn:iy be cJisclbsbcl to a 1h:1·d parlv without ,xior wril'..en consent.

Q-220699

MSA-001 f400000S8q1 W 03/17/2025

Customer: Order Form Details:

West Virginia Schools of Diversion And Transition 1900 Kanawha Blvd E CHARLESTON, West Virginia, 25305 United States

Pricing Expiration: 4/04/2025 Quote Currency: USO Account Manager: Brian Mallory

Contact: Jacob Green

Title: Superintendent

Startup Cost Billing Terms: One-Time, Invoiced after signing

Subscription Billing Frequency: Annual

Phone: (304)558-8833 Sale Type: New

Email: Initial Term: 7/01/2025 - 6/30/2026

Pricing Overview Amount

One-Time Fees

Annual Recurring Fees

$7,218.00

$14,723.40

One-Time Fees Itemized Description Quantity Amount {each) Amount

Frontline Implementation $7,218.00 $7,218.00

Annual Recurring Fees Itemized Description Subscription Start Subscription End Amount

Professional Learning Management, unlimited usage for inte n I employees

Learning & Collaboration Resources, unlimited usage for inte al employees

7/01/2025

7/01/2025

6/30/2026

6/30/2026

$10,367.40

Additional Order Form Information

Special Instructions and Additional Terms

Exhibit A Frontline Customer Order Form Q-220699

MSA-001 f400000S8q1 W 03/17/2025

The product and services hereunder shall be incorporated a d made a part of and under the same terms and conditions as contained in Master Contract- AMA_ED2300000014.

Tax Information

Tax Exemption: Your order may be eligible for a tax exempti n Please ensure we have the most recent tax exemption form on file.

Please send your completed exemption form to salestax@fro t ineed.com. Otherwise, the appropriate tax will be applied at the time of invoicing.

PO Information PO Status: Purchase order to follow

PO#:

Note: If a Purchase Order is required, Customer shall submit h PO to Frontline within ten (10) business days of signing this Order Form by emailing it to billing@frontlineed.com, otherwise a PO shal ot be required for payment

Q-220699

MSA-001 f400000S8q1 W 03/17/2025

Invoicing Schedule Due Date Amount

Invoice: One Time

Frontline Implementation

Invoice: Annual 025

Professional Learning Management, unlimited usage for in rnal employees

Learning & Collaboration Resources, unlimited usage for in rnal employees

$7,218.00 + applicable sales tax

$7,218.00

$14,723.40 + applicable sales tax

$4,356.00

$10,367.40

Contents Introduction

Project Governance

Project Planning

Governance Objectives

Project Governance Methodology

Risk & Issue Management

Project Team - Roles & Responsibilities

Frontline - Executive Sponsor

Frontline - Project Manager

Frontline - Implementation Consultants

Frontline - Strategic Consultants

Client- Executive Sponsor

Client - Project Manager

Client- Implementation Process Owners

Client - Functional and Subject Matter Ex rts

Client - System Administrator(s)

Client- IT Department

Scope of Work

Overall System Configuration

Project Timelines

Project Scope Changes - Change Orders

Steps to the Change Order Process: Proj t Scope Change Request Form

Assumptions

Completion Criteria

© Frontline Education (190509)

This document is Proprietary and Confidential and no portion may be disco ed to a third party without prior written consent.

Introduction Frontline Education offers a complete customer expe i nee, with professional resources to collaborate with your project team during the implementation. Frontli uses a three-part method to provide a lasting solution that helps Clients achieve their strategic obj tives.

Eiiiiiiiiiiil► Project Launch Goals and Data Gathering Configuration End-User Roll Out Deliver value through successful - Define learning Admin Self-Paced End-User Training & Ongoing learning program

Plan Sessions Working Sessions with implementation and

Frontline change adoption hiiilH&Hiliil- ld~~~~::a,~~~~ers Training & Capability Readiness & Risk Ongoing Change

Monitoring Mitigation Enablement Analysis Go-Live!

- Communication Plan

Implementation: Frontline will collaborate with the ient leadership and project personnel to grasp the strategic objectives of the project. Client will apply r ntline proven methods for carrying out the solution whenever feasible.

Learning & Capability Building: Frontline provides a ixed learning approach for clients. By combining independent learning and interactive working sessi s, Frontline has an effective way of making sure the successful enablement of Clients.

Change Enablement: With all changes, it is necessa organization. Frontline offers a Change Manageme manage, and monitor the adoption of the Frontline

Project Governance Project Planning Frontline understands that effective project planni is vital to reducing risk. We develop detailed projec and outcomes with a clear schedule of deliverable of the project.

I to manage that change effectively within your plan for their Clients to successfully communicate, stem.

lays the foundation for a successful implementation and lans for every implementation that establish objectives r both Frontline and client stakeholders for each stage

© Frontline Education (190509) I , This doc,meot is PrnJ"ieta,y aod Coofideolial aod on poctioo may be dirrsed to, thi,d party withoot p,io, w,itteo roosem.

Upon initiation of the project, Frontline will work wit to identify and document all key project components stakeholder and work groups will be established and plans for each program component including all timeli

Governance Objectives A strong governance structure overlays roles and res providing complete transparency regarding who will procedures within our implementation methodology, problems arise or if scheduled targets are missed. Ha levels of the project, provides assurance that there is are meeting expectations.

Project Governance Methodology he Client project leaders and other key stakeholders d project team members. As detailed below, various ill work collaboratively to refine and finalize project sand milestones.

nsibilities to the project management plan, what and when. Frontline has embedded that defined controls alert the key stakeholders if g this risk management capability, at the highest ystem of checks and balances, and that the teams

Our team will provide ongoing monitor and control a t vities and deliverables for the duration of the project to keep the project on track. These activities provide iew into the health and progress of the project so that management can take effective, efficient, and ti ly actions when the project's performance deviates from the plan or when a proactive measure to manag isks is required.

Risk & Issue Management The Risk and Issue Management Plan processes help responded to and how mitigation plans can be outlin critical resource, technology changes, dependence o changes.

identify risks to the project, how those risks may be and controlled. Examples of risk include loss of a third party, project sponsorship or management

Project Team - Roles & Responsi ilities A strong Project Team will be integral to the success u management of this project. The team structure will align appropriate levels of Frontline managers and c sultants to your management team and staff in a manner proven effective in other large-scale implem tation projects.

Frontline's recommended team structure - outlined low - identifies the type of personnel that are commonly involved with the project. It should be ant c pated that other personnel will be involved based on the client organizational structure and on an ad-h basis to provide specific insights, knowledge or support as the project moves through its different p

Frontline - Executive Sponsor The Client will be assigned an Executive Sponsor - f the Frontline executive leadership team - to liaise with your senior leadership, act as project champion nd drive overall success of the program.

The Executive Sponsor will provide focus and oversi relationship between Client and Frontline and will p review project progress, and significant risks and iss

Frontline - Project Manager t to the project while building the executive icipate in Executive Steering Committee meetings to s as needed.

An implementation project management resource ii be assigned to coordinate all planning, communication, scheduling, risks, project reporting d ensure project success.

o Acting as the day-to-day point of contact fo he Client project team to ensure on-time delivery of the Frontline project deliverables o Managing the implementation project plan d project dashboard for ongoing project status reporting, and conducting recurring Project tatus Meetings

© Frontline Education (190509) : :

This document is Proprietary and Confidential and no portion may be disclo~ed to a third party without prior written consent.

i I o Partnering with Client project team to track rs s, issues, action items, and key project decisions o Managing and tracking project scope change e uests o Partnering with the Client project team to de lop on the training schedule and change management plan

Frontline - Implementation Consultants Implementation consultants will provide subject matt expertise and will serve as the primary point of contact for all functional and system configuration w r , lead consulting and training activities, as well as become the primary means of support during the initi I go-live period.

Implementation Consultants responsibilities include:

o Partnering with Client in conducting Discove and Requirements Gathering sessions o Conducting configuration, consulting, trainin , and work sessions as defined by the project plan o Review data templates with the client and ex I in expected data.

o Partner with the client and provide consisten nd timely validation of the data provided to ensure it meets the minimum requirements for impo o Provide data errors in an organized format, i icating which data points are non-compliant and require additional review/correction.

o Online training and consultation will be provi d to show the client how to maintain data on an ongoing basis after the initial import.

o Partnering with the Client project team top orm unit testing and UAT as defined by the project plan o Providing support following go-live and tran i ion to Frontline Support through the Support

Handoff meeting

Frontline - Strategic Consultants Strategic Consultants engage in multi-solution imple ntations. The Strategic Consultant will work with the Client to determine strategic goals for the Front! n solution, review current processes for redundancy and waste, and make strategic process driven recom ndations to achieve overall district objectives.

Client - Executive Sponsor The Executive Sponsor provides focus and oversight the project while building the executive relationship between Client and Frontline, ideally Superintenden , ssistant Superintendent of HR, CFO, etc.

The Executive Sponsor will work with all relevant pa t es to expedite and resolve issues that require the highest executive level involvement, such as contrac mendments and scope adjustments. The Executive Sponsor will serve as project champions to promote e visibility and credibility of the Program.

o Provides leadership and promotes project g Is within organization ensuring necessary resources are available o Participates in Executive Sponsor meetings th Frontline Executive Sponsor/Steering Committee to review project progress, and significant ri s and issues as needed o Serves as a point of escalation beyond the C i nt Project Manager, if needed.

o Promotes Organizational Change Manage e tin support of project success

Client - Project Manager The Client Project Manager will oversee the implem tation and execution of all project-related activities, while ensuring the successful completion of each ph e and related activities to reach the project milestones successfully.

Additional responsibilities include:

o Acts as the primary project contact respon i le for client-side communications, scheduling, deliverable tracking and advancing the proj t according to plan

© Frontline Education (190509) 1

This dowmeot is Pcopdet,.-y aod Coofid'"li•I aod oo porti"" may be dis11 sed to a !hied party witho"t pcioc =itteo cooseot o Works collaboratively with Frontline Project and risks are identified and mitigated early o Ensures timely completion of Client project t o Partners with Frontline Project Manager and key project decisions., and works collaborativ risks and resolve issues nager to ensure that the project remains on track s and action items as identified by Project Plan oject teams to track risks, issues, action items, and

I with the Frontline Program Director to mitigate o Partners with Frontline Project Manager on r ject Change Management Plan, cascading project communications to the Executive Sponsor, Cl e t project team and project stakeholders o Partners with Frontline Project Manager on t ining schedule, identifying attendees, availability, and attendance for training sessions

Client - Implementation Process Owners Working closely with the Frontline Implementation C sultants, the business process experts will be responsible for the following:

o Define organizational policies and answering p Hey-based questions and or clarifications o Understands business requirements and can ovide guidance about the future direction of the business area o Responsible for identifying business impacts d deciding on configuration options in a timely manner o Provides and coordinates functional support a er the project go-live

Client - Functional and Subject Matter Ex Working closely with the Frontline Implementation nsultants the subject matter experts will be responsible for the following:

o Provide specialist business process knowled o Responsible for configuration decisions and ecution of test scenarios o Ensure configuration and supports business pacts review o Responsible for data validation

Client - System Administrator( s) Working closely with the Frontline Implementation nsultants the system administrators will be responsible for the following:

o Responsible for day-to-day operations, upk e of system, and user management.

o Create/edit/delete new records, packets, an o Sending/tracking/completing forms o It is necessary to include functional area sys m owners (e.g., recruiting, hiring and onboarding, compensation, time and attendance, etc.) w can define current policies, processes, and business needs o Timely completion of project tasks and acti n items in support of the project plan and schedule o Partners with IT Department and Frontline nsultant to verify data imports and data exchange o Provide named resource(s) respons le for data extraction.

o Data must be provided using Frontl e's standard templates.

o The client will extract the data in th ormat requested, or work with their current vendor to extract the data.

o If the client cannot generate the da based on the specification, there is no guarantee that

Frontline Education staff will be ab e to import it.

o It is the responsibility of the client have reviewed the content of the data before sending to Frontline.

o The district will work with Frontlin ducation to map any data that does not match a dropdown/look-up value in Frontli o Any data transformation will be th esponsibility of the client. This includes merging data sets, reformatting data, breaking a rt or combining fields or removal of duplicate records.

I i ' I

© Frontline Education (190509) i

This d=meot is Pcopciet,r, .ad Coofideotiol .ad oo portioo m,y be dis1'r d to• thicd party witho"t pcioc wcitteo cooseat o Once the data has been imported, th for accuracy If any discrepancies are Frontline will research and provider s deemed accurate, the client will provi lient will review the data as it exists in the system nd between what was sent and what was imported, lution or feedback. Once the data imported is sign-off.

Client - IT Department Working closely with the Frontline Team the Client te nical team will system administrators will be responsible for the following:

o Maintain user access, security, and workflow o Ensure Frontline Education domains/IP addr s es have been incorporated into any firewalls and/or spam filters o Responsible for updating whitelist from Fron Ii e o Provide technical support in instances where cal network/technology configurations impact usage of our solutions o Engage with 3rd party vendor and manage the r lationship for data transfers o Work with the 3rd party vendor directly to pr ide Frontline with clearly defined specifications for data files o Act as "subject matter expert" for all data con o Coordinate testing of files with the 3rd party o Provide any SFTP credential information bac directly to the vendor.

o Subject Matter Expert for the implementatio

(as needed}

Scope of Work Overall System Configuration nt questions from Frontline representatives.

dor.

o the vendor or facilitate the transfer of the data including requirements, testing and go-live Support

System configuration is accomplished through a blen approach of pre-configuration, Frontline Education configuration services, and Client configuration activi i s.

The system is collaboratively designed and built out o follow up actions. Natural spaces are planned in the p configuration for individual data elements and pieces…