Migrant Database IFB 01.05.pdf

The following information will become the contract between the awarded vendor and the Illinois State Board of Education. Instructions and requirements to submit a bid response are found in the attachment titled

“Invitation for Bid Vendor Instructions and Requirements”.

State of Illinois Contract v.25.4

Illinois State Board of Education

Contract

Migrant Student Database

26-586SBE-FINAN-B-51195

The Parties to this contract are the State of Illinois acting through the undersigned Agency

(collectively the State) and the Vendor. This contract, consisting of the signature page and numbered sections listed below and any attachments referenced in this contract, constitute the entire contract between the Parties concerning the subject matter of the contract, and in signing the contract, the Vendor affirms that the Certifications and Financial Disclosures and Conflicts of

Interest attached hereto are true and accurate as of the date of the Vendor’s execution of the contract. This contract supersedes all prior proposals, contracts and understandings between the

Parties concerning the subject matter of the contract. This contract can be signed in multiple counterparts upon agreement of the Parties.

1. SCOPE OF WORK

1.1. OVERVIEW AND PURPOSE:

The Illinois State Board of Education (hereafter “ISBE” or “the agency”) is contracting to provide a vendor-hosted, Modified-Off-the-Shelf (MOTS), web-based Migrant Student Data System that has numerous interfaces and components including but not limited to: an Electronic National Certificate of Eligibility component, a Migrant Student Information Exchange (MSIX) component, an EDFacts component, and a Supplemental Services component.

The Migrant Education Program (MEP) within the Multilingual Department of ISBE is federally funded under Title I, Part C of the Elementary and Secondary Education Act (ESEA). MEP provides supplemental support to eligible migratory children and youth. The purpose of the program is to ensure that migratory children are not penalized in any manner by disparities among curriculum, graduation requirements, academic content, and student academic achievement standards, and ensure that migratory children are provided with appropriate educational services and opportunities so they can succeed in school and graduate from high school being postsecondary education or employment ready.

Illinois is a grantee implementing a program for migratory children under the Elementary and Secondary Education Act of 1965, Title I, Part C, and the Every Student Succeeds Act of v.25.4

2015, Title I, Part C, Section 1301-1309. Regulations particular to the needs of migrant children are addressed in Sections 200.26(i)-200.29(c)(1).

The Migrant Education Program may serve children from birth to the age of 21 who are eligible for a free public education under State law. In order to qualify for services, children must have moved within the past three years across state or school district lines with or to join a migrant parent or guardian who is seeking to obtain qualifying temporary or seasonal employment in agriculture, fishing, or dairy.

There are approximately 1,100 migratory children served by the Illinois MEP.

For more information on the Migrant Education Program, visit https://www.isbe.net/Pages/Migrant-Education-Program.aspx.

ADDITIONAL BACKGROUND INFORMATION

National Certificate of Eligibility

The MEP is required to document every migrant child’s eligibility for the program on the standard national certificate of eligibility (COE) created by the U.S. Department of Education, Office of Management and Budget Control No. 1810-0662. The COE serves as the official record of the State’s eligibility determination for each individual child.

The U.S. Department of Education (ED) has created a standard national COE that all states are required to use. The standard national COE is comprised of (1) required data elements, which States can organize according to State preference and utility; (2) required data sections that States can organize according to State preference and utility, but that must be maintained in whole and uninterrupted; and (3) State-requested information, where space is available, that States can use to collect data for other required data collections. States must “maintain any additional documentation the State Education Agency requires to confirm that each child found eligible for the program meets all of the eligibility definitions.” State responsibilities for documenting the eligibility of migratory children are found in 34 CFR 200.89(c).

The vendor will be providing support for collecting paperless COEs, also commonly known as eCOEs, by providing a Modified Off-the-Shelf (MOTS) system that allows users to collect, store, and report all required data for the national COE.

Migrant Student Information Exchange

States are required under Title I, Part C, of ESEA to provide a functional interconnectivity system from the Contractor’s system to the U.S. Department of Education’s already existing Migrant Student Information Exchange (MSIX).

Per the U.S. Department of Education website, “The MSIX is the technology that allows States to share educational and health information on migrant children who travel from State to State and who as a result, have student records in multiple States' information systems. MSIX works in concert with the existing migrant student information systems that https://www.isbe.net/Pages/Migrant-Education-Program.aspx v.25.4

States currently use to manage their migrant data to fulfill its mission to ensure the appropriate enrollment, placement, and accrual of credits for migrant children nationwide.

“The purpose of MSIX is to ensure greater continuity of educational services for migrant children by providing a mechanism for all States to exchange educational related information on migrant children who move from State to State due to their migratory lifestyle. It is anticipated that the existence and use of MSIX will help to improve the timeliness of school enrollments, improve the appropriateness of grade and course placements, and reduce incidences of unnecessary immunizations of migrant children.

Further, MSIX will facilitate the accrual of course credits for migrant children in secondary school by providing accurate academic information on each student’s course history and academic progress. In addition, States are able to notify each other when a migrant student is moving to a different State.”

The Office of Migrant Education at the U.S. Department of Education has developed the user and system requirements to implement the records transfer system and provides for overall system administration, maintenance, and monitoring.

For more information on the MSIX, visit https://msix.ed.gov/msix/#/resources.

Annual USDE Consolidated State Performance Report

The Consolidated State Performance Report (CSPR) is the required annual reporting tool of each State as authorized under Section 9303 of the Elementary and Secondary Education Act (ESEA), as amended.

Part I of the Consolidated State Performance Report collects data related to the five ESEA goals, established in the approved June 2002 Consolidated State Application, information required for the Annual State Report to the Secretary, as described in Section 1111(h)(4) of ESEA, and data required under Homeless Collection (added in FY 2005-06).

Part II of the Consolidated State Performance Report collects information related to state activities and outcomes of specific ESEA programs needed for the programs’ Government Performance and Results Act indicators or other assessment and reporting requirements.

The United States Department of Education (ED) uses these data in conjunction with data collected in Part I to monitor States’ progress in implementing ESEA and to identify technical assistance needs and program management and policy needs.

For more information on the Annual USDE Consolidated State Performance Report, visit https://www.ed.gov/laws-and-policy/laws-preschool-grade-12-education/esea/consolidated-state-performance-reports.

1.2. SUPPLIES AND/OR SERVICES REQUIRED:

SYSTEM REQUIREMENTS

ISBE needs a Migrant Information System, similar to or better than the MS/EdD MIS2000 system it currently uses, that will provide (further detailed below):

• An Electronic National Certificate of Eligibility Component v.25.4

• A Migrant Student Information Exchange Component

• An Eligibility System – Nutrition Illinois Child Eligibility (NICE) connection component

The system shall be able to be accessed via any iOS, Android, or Windows tablet computer.

The system shall be able to function even when no internet access is available. This is critically important because data collection will often need to take place at remote locations.

Contractor’s System shall be able to interface with all of the following systems for sharing of data:

• MSIX

• The following Illinois systems for the sharing of data

• Student Information System

• NICE (Nutrition Illinois Child Eligibility)

Contractor’s system shall be able to:

• Produce and consume CSV files

• Provide and utilize secure web services

• Provide fine, role-based control over user permissions within the system with support for an unlimited number of roles and role assignments for users

Contractor shall provide ongoing web-based application maintenance and support.

SYSTEM USER ROLES

Contractor’s system shall have specific user roles and responsibilities, including the user roles and functionalities associated with those users listed in the tables below.

Table 1 identifies the specific user roles and responsibilities for its State System. It also includes a description of the user’s job responsibilities available within the system and the individuals who may perform in each role. The Table 2 provides a quick view of user role and job responsibilities within the system.

TABLE 1: State Migrant Data System User Roles and Responsibilities

User Role Description Functions Allowed Users

Secondary Queries enter and access to own regional MEP(s). Receives emails on status of COE.

Enter/complete all required data elements on IL COE and submit for review

Recruiter

Generate and export reports to and from platform

Search, display, and print child records

Access regional projects’ secure folders

Take ownership of and complete initial review of regional COEs

Regional Reviewer v.25.4

Search, display, and print regional child records

Generate and export reports for region(s)

Regional review and initial approval of IL COEs

Access region’s secure folder

Full access to own region(s) data to view only

Regional Director

Search, display, and print regional child records

Generate and export reports for region(s)

View approved IL COEs from own region(s)

Access region’s secure folder

Full access to own region’s data to view only

Regional Viewer

• Parent Liaison

• Advocates

Primary Process child records for region(s)

Enter/edit new enrollment, secondary courses, and supplemental services, etc.

for region(s)

Data Entry Specialist

Search, display, and print regional child records

Generate and export reports for region(s)

View approved IL COEs from own region(s)

Access region’s secure folder

Statewide Coordination Access, enter, edit, approve, and reconcile state data. Primary point of contact for escalation of issues.

View, enter/update district, all school, and MEP facility information in the state

Statewide Data Administrator

Generate and export all customized reports

Edit, enter, review, and approve IL COEs

Enter all required data elements for State and federal reporting

Edit approved COEs v.25.4

View and edit all child information

Access and retrieve folders or documents in all secure pages

Manage permissions, deactivation, and password reset to users though vendor

Request the vendor for new license

Communicate changes and adjustments of IL platform with vendor

Receive all system event emails

Build custom reports

Resolve data quality issues

View and edit data for all MEP projects

Statewide Approver

View and edit child information

Take ownership of and review COEs statewide

Generate reports

Access and retrieve folders or documents in all secure pages

Edit, enter, review, and approve IL COEs

Resolve data quality issues

Receive email on initially approved COE

Take ownership of and review COEs statewide

Statewide Recruiting Coordinator

Generate and export reports to and from platform

Search, display, and print child records

Resolve data quality issues

Receive email on reviewable

COE

Full access to statewide data to view only

Statewide Viewer v.25.4

Illinois State Board of Education

State Education Agency (SEA). This user is the final point of contact for escalation issues.

View, enter/update district, all school, and MEP facility information in the state

SEA Administrator

Generate and export all customized reports

Edit, enter, review, and approve IL COEs.

Enter all required data elements for State and federal reporting

Edit approved COEs

View and edit all child information

Access and retrieve folders or documents in all secure pages

Manage permissions, deactivation, and password reset to users though vendor

Request the vendor for new license

Communicate changes and adjustments of IL platform with vendor

Manage and approve all State and Federal reporting

Read-only SEA user View data for all MEP projects

SEA Viewer (Data Systems, Student Information System, etc.) Run specific customized reports

TABLE 2: User Access Information

Function Secondary User (Region)

Primary User (Region)

Statewide Coordination

Illinois State Board of Education

Enter/complete all required data elements on IL COE and submit for review

X X

Generate and export reports to and from platform

X X X X

Search, display, and print child records

X X X X

Access regional projects’ secure folders

X X X X v.25.4

Regional review and initial approval of IL COEs

X X X X

View approved IL COEs from own region(s)

X X X X

Take ownership of and complete initial review of regional COEs

X X

Full access to own region’s data to view only

X X X

Enter/edit new enrollment, secondary courses, and supplemental services, etc. for region(s)

X X X

View, enter/update district, all school, and MEP facility information in the state

X X

Generate and export all customized reports

X X

Edit, enter, review, and approve IL COEs

X X

Enter all required data elements for state and federal reporting

X X

Edit approved COEs X X

View and edit all child information

X X

Access and retrieve folders or documents in all secure pages

X X

Manage permissions, deactivation, and password reset to users though vendor

X X

Communicate changes and adjustments of IL platform with vendor

X X

Receive all System event emails X X

Build custom reports X X

Resolve data quality issues X X

Edit, enter, review, and give final approval of IL COEs

X X

Receive emails on COE status X X

Full access to statewide data to view only

X X

Manage and approve all state and federal reporting

X

ELECTRONIC NATIONAL CERTIFICATE OF ELIGIBILITY COMPONENT

Contractor’s system shall have a web-based COE collection system (Electronic COE) for ISBE’s use and to support ISBE in collecting paperless National Certificate of Eligibility (COE), also commonly known as eCOEs, by allowing a minimum of 60 users to collect, store, and report all required data for the COE.

The system shall allow the Multilingual Department to document every migrant child’s eligibility for the Migrant Education Program as submitted via the eCOEs. The COE serves as the official record of the State’s eligibility determination for each child.

The system shall allow the Primary Users to record all of the required data elements of the COE.

The currently required data elements are as listed in Exhibit A, Required Data Elements. Data fields for the COE are listed in Exhibit B. Contractor shall update its system, at no cost, to add additional data elements, modify data elements, and delete data elements in the event that the requirements of the COE change.

The system shall provide for a data verification workflow customizable to meet the requirements of the Illinois MEP. These requirements are subject to change throughout the contract period.

Contractor shall provide login licenses for use by ISBE designated locations to access and enter data, and review entered data via an approval website by assigned personnel.

Contractor shall provide two (2) licenses per Primary User machine to its Electronic COE Certificate of Eligibility System per MEP site in Illinois. No MEP site shall be allocated more than two of the available licenses under this Contract.

All login licenses shall be authorized by state personnel prior to creation of login credentials.

Contractor’s system shall collect, store, and report any other data relevant to the operation of the Illinois MEP. This data may include but is not limited to:

• Departure date (different than Withdraw date)

• OSY Profile Forms

• Priority for service factor formula

Such data may be specified at any time by the MEP during the Contract period and must be implemented by the vendor within three (3) months of request.

MIGRANT STUDENT INFORMATION EXCHANGE COMPONENT

Contractor’s system shall allow the user to collect, store, and report all of the required data elements of the U.S. Department of Education’s MSIX. The currently required data elements are as listed in Exhibit A, Required Data Elements. Contractor shall update its system, at no cost, to add additional data elements, modify data elements, and delete data elements in the event that the requirements of the MSIX change.

Contractor’s system shall be fully interfaced to the U.S. Department of Education’s already existing MSIX. Contractor’s system must be certified by the Office of Migrant Education (OME) and fully interfaced to MSIX by July 1, 2026, or within three (3) months of the effective date, whichever comes first. Contractor shall make all changes, at no cost, to its system as required in order to become certified by OME.

ISBE will initiate daily data transmission uploads from Contractor’s system to the MSIX database. This process is expected to continue through the Contract period. Estimated time for the Contractor to provide technical assistance for this work must be added to the work plan.

The Contractor shall provide technical assistance for daily MSIX operations which shall include:

• Receiving file uploads from state personnel

• Building file formats to MSIX specifications

• Uploading and transferring formatted files to MSIX

• Receiving response files from MSIX

• Building file formats to apply to state database

• Assisting state personnel with MSIX file transfers or questions on daily MSIX operations

• Coordinating with ISBE on MSIX data specification changes

• Providing additional technical assistance required to maintain compliance with MSIX requirements

UPGRADES TO CONTRACTOR’S SYSTEMS

The Contractor shall monitor various sources for information on federal regulations that affect the data collection efforts of Migrant Education. All Contractor’s systems, at no cost, shall be updated as soon as possible, but no later than one (1) month after new federal requirements are evaluated and specifications approved.

Contractor shall analyze and prioritized ISBE requests to upgrade or change the Electronic COE software products for inclusion in upcoming incremental or version changes to the software.

Custom changes to data entry screens to make the Electronic COE consistent with ISBE's Certificate of Eligibility, and any changes to the Electronic COE software or database design, must be determined to be compatible with all current systems. Any such change that meets the guidelines established by the Contractor shall be included within the second incremental release after the request.

DATA QUALITY ASSURANCE

System shall provide robust User-defined, customizable searching capabilities, as well as diagnostic searches that focus on missing data and data quality.

System shall use flagging or other error notifications to notify users that there is missing or incorrect data that needs fixed prior to being able to submit the data.

STORAGE

In order to create a profile for each migrant student currently in the Migrant Education Program, Contractor shall upload data via a CSV or cap-delimited file into Contractor’s system for every migrant student in the Migrant Education Program. Contractor shall upload all available information for each student for the data fields in Contractor’s system (example:

name, date of birth, address, etc.). There are currently approximately 1,100 migratory children in Illinois’ MEP who will need their data uploaded into the system.

For each Illinois migrant student whose information is entered into Contractor’s system, Contractor’s system shall house and store the data for thirteen (13) years from the date that the student graduated from high school or otherwise left the migrant student system. For ten

(10) of those thirteen (13) years, the student’s information shall be accessible and viewable by ISBE staff on Contractor’s site.

STANDARD REPORTING

Contractor shall develop and/or continue to develop standard reports in order to facilitate the analysis and review of data maintained by ISBE.

Contractor’s systems shall provide all reports listed in this section in the format directed by the agency and containing the information requested by the agency.

All reports shall be accessible by ISBE at all times and must be extractable as text, PDF, CSV, and Excel formats.

All reports shall be provided in real-time.

All report data shall be readily accessible and available (capability to view, edit, export, distribute, and download all data) to ISBE at all times.

Reports shall be provided through differentiated access levels.

All raw system data shall be accessible in text, CSV, and Excel formats.

Contractor, at no cost to theagency, shall provide all new and updated reports that Contractor adds to the system as part of Contractor’s regular upgrade to the system.

Contractor’s standard reports that shall be included in the licensing costs include:

• eCOE reports

• Contractor’s system shall provide all of the following standard reports in regards to the eCOE component of the system:

• Generic Title: Explanation of Report v.25.4

• Eligible Report

• Category 1

• Category 2

• LEA Project Enrollment Report

• Priority For Service (PFS) Report

• PFS Served Report

• 2 Year Olds Turning 3 Report

• OSY Profile Form Report

• OSY Profile Summary Report

• End Of Eligibility Report

• New Student Report

• Departure Report

• EDFacts Reports

• Algebra I Report

• Approved COE Report

• EL Report

• Graduation Report

• IEP Report

• Recruiter Report

• SIS ID Missing

• SIS Match

• Supplemental Services Report

• Supplemental Services Worksheet

• Supplemental Services Worksheet Designation

• State Assessment Scores

• Students Served

• Other reports as requested by ISBE or coordination contractor

• At ISBE’s request, Contractor shall modify the standard reports for district or program use

• CSPR Reports

• Contractor’s system shall provide all of the following standard reports to allow ISBE to submit CSPR data:

• FS054 MEP Served – 12 Months

• FS121 Migratory Children Eligible – 12 Months

• FS145 Type of MEP Services

• FS165 Migratory Data (Schools that have consolidated Title I funding, migratory children eligible regular school year)

CUSTOM END-USER REPORTS

At no additional cost, Contractor’s system shall provide and allow custom end-user reporting capabilities so end-users can create an unlimited number of custom reports.

This shall include query access for customized reports. Search results and custom views shall be exportable in multiple formats, allowing for custom report creation of data represented in sample queries.

Contractor’s custom reporting and query functions shall allow users to:

v.25.4

• Filter on key fields in order to obtain the view requested. The system shall contain the ability to create an unlimited number of custom views containing key fields and information. Column data can be filtered to meet User-specific needs.

• Sort data for any column displayed to meet User-specific needs.

• Present data in a graphical form, i.e., pie charts, bar charts, or other visual pleasing representations. The Contractor’s system shall contain graphic, drill-down Dashboard widgets, with bar charts, graphs, and alerts that can be printed, exported, and drilled into for more granular information. The system shall contain pie charts for migrant student demographics and bar charts for outcome attainment for benchmarks, by class or other starting selection. Graphic reports shall track housekeeping information such as enrollment by program, enrollment by date range, and enrollment without services. Customized views of all population data shall allow Users to export information to Excel for creation of graphic pie and bar charts.

• Download information to a CSV which can be opened with Excel. Contractor’s system searches and reports shall be exportable to CSV, Excel, or PDF files.

• Print PDF reports and Excel reports from the reporting module.

• Run searches based on User-selected data, allowing Users to run reports on individual students, class data, all FY students, or other selections.

• Easily cross-reference, validate, and verify data through the use of predefined and User-defined searches.

• Extract data using the end-user system interface. All data entered at the local level shall be immediately accessible in the state's SEA agency, allowing the State to view and search statewide aggregated data, individual program/agency data, individual class, and individual student records and generate reports as needed.

• Generate reports that are essential to local providers, including attendance sheets and transcripts, and export data for mail-merge letters, mailing labels, phone lists, and many other types of reports.

• Perform a variety of searches including the following:

• A pre-generated search at the provider level, allowing Users to search for current or prior fiscal year students by nearly all fields within the student record. These searches, which can be run on all students or specific subsets of students, shall include hours, assessments, student history, NRS tables, and class or group enrollment searches, for specific current and historical date ranges, including monthly, quarterly, and annual ranges.

• Searches for verification and validation of data accuracy and diagnostic searches.

• Advanced searches using custom queries allowing Users to create instant custom reports based on data of their choosing that can be viewed and exported to CSV files and viewed, printed, and/or emailed once saved.

SECURITY AND ACCESSIBILITY

Vendor must ensure that all information technology, including electronic information, software, systems, and equipment, developed or provided under this contract complies with the applicable requirements of the Illinois Information Technology Accessibility Act Standards as published at www.dhs.state.il.us/iitaa (30 ILCS 587). If available, Vendor must provide the State of Illinois their most recent Voluntary Product Accessibility Template (VPAT).

file:///C:/Users/JPerry/Downloads/www.dhs.state.il.us/iitaa

If applicable and upon request, the Vendor shall provide the Agency, at no cost, with a copy of the most recent Annual Report or Form 10-K of itself or its holding company, along with its most recent audited internal control documentation. This shall include, but is not limited to, the most recent Service Organization Control (SOC) 2 Type II report, any applicable bridge letters, and other relevant SOC reports, such as SSAE 16 or SSAE 18 reports. These documents must include the attestation of the company’s independent registered public accounting firm regarding the effectiveness of the Vendor’s internal controls over financial reporting.

In the event the Vendor utilizes sub-service organizations and their controls are not included under the Vendor’s SOC 2 report via the inclusive method, the Vendor shall also provide, upon request, the SOC 2 Type II reports, including any applicable bridge letters, of those sub-service organizations to ensure full visibility into the control environment supporting the services provided to the Agency.

TRAINING

Contractor, at ISBE’s request, shall provide the following trainings:

• New System Trainings o Contractor shall provide one (1) virtual, six-hour training to train approximately 15 users for data entry (ISBE staff and users in the field) on the system.

o Contractor shall provide one (1) virtual, three-hour training to train approximately 40 users/recruiters for eCOE (ISBE staff and users in the field) on the system.

o Two (2), one-hour online webinars for new users and administrative staff to supplement the new user and advanced training. The subject matter of each webinar is to be agreed upon between ISBE and the Contractor. The webinars shall be able to accommodate all users (approximately 60 users).

For online webinars, Contractor shall provide all additional equipment necessary for attendance, including any virtual meeting space or telephone conference lines.

• Training for New Users o Two (2) virtual trainings per year for new users. Each training shall be available to a minimum of thirty participants per training session. The training shall cover, but not be limited to: training on all features and functionalities of Contractor’s system, how to access and use the system (details).

Participants shall have time to explore the system and ask any questions that arise. The trainings shall occur on dates as chosen by ISBE. ISBE will likely have one of the trainings in the fall and one in late spring/early summer.

• Training for Advanced Users o One (1) advanced virtual three-hour training per year for administrators.

Each training shall be available to a minimum of thirty participants per v.25.4 training session. The training shall cover, but not be limited to: how to use the system’s reporting tools, data and information to perform data analytics, how to use the Contractor’s system to perform growth monitoring for each student and class, how to use the system’s analytical tools to compare performances of schools within a district; how to use the system’s analytical tools to compare historical performance data between students and schools, and how to use and create customized reports. Participants shall have time to explore the system and ask any questions that arise. The trainings shall occur on dates as chosen by ISBE.

Contractor shall provide users access to training resources and implementation resources via Contractor’s website to supplement the new users’ training and advanced training.

CUSTOMER SUPPORT

Contractor shall provide readily available customer and technical service, via toll-free phone, email, and live chat. Customer support shall be available from 8 a.m.-5 p.m., Monday through Friday, Central Time (CT). The Contractor shall respond to inquiries and questions from users and administrators (including but not limited to ISBE system users and Illinois local MEP sites) using Contractor’s system. In addition, the customer support center shall provide technical assistance for technical issues that users and administrators are having with the system.

The Contractor shall return all voicemail messages within one (1) business day of receipt.

Inquiries received on holidays or outside business hours will receive priority attention the next business day.

The Contractor shall provide an electronic mail address that users may use to contract Contractor.

The Contractor shall address and resolve all customer complaints within one (1) business day of receipt.

Contractor shall track problems and complaints reported by users and, at ISBE’s request, provide the log of all complaints to ISBE.

Resolution Time: Critical issues will be resolved within 4 hours, major issues within 24 hours, and minor issues within 3 business days. Definitions of “critical,” “major,” and minor issues include:

Critical issues (4 hours): Incidents such as system-wide outages, security breaches, or other problems that impede business operations. Immediate response and expedited remediation efforts are expected.

Major issues (24 hours): Issues that significantly impact business operations but do not fully halt them. This may include the failure of a key application for which there's a workaround, or disruptions to one department.

Minor issues (3 business days): Issues that have minimal impact on business operations, such as user access requests, software installations, cosmetic bugs, or non-urgent questions.

Scheduled Maintenance Windows: Scheduled maintenance will be communicated at least 48 hours in advance and conducted during off-peak hours.

These services shall be included at no additional cost to ISBE or users.

TECHNICAL SUPPORT

The Contractor shall provide services and technical support during the period listed in this Solicitation to include the following activities:

• Technical support and coordination, as needed on related data projects; and/or assisting ISBE staff with data preparation as needed

• Software support and maintenance

The Contractor shall assist in developing queries for information and reports; problem-solving shall be included for the following:

• Coordination on national data projects

• Coordination, support, and review of processes required to maintain statewide online database

The Contractor shall conduct on-site visits, if requested, to:

• Provide technical assistance and maintenance; and/or

• Provide training for use of Electronic COE systems; and/or

• Provide technical support and coordination, as needed, on related data projects;

and/or, assist ISBE’s staff with data preparation.

TRANSITION ASSISTANCE

If this Agreement is not renewed at the end of the Term, the Vendor shall provide all reasonable transition assistance requested by ISBE, for up to three (3) months after the expiration to facilitate the orderly transfer of such Services to ISBE or its designees. Such transition assistance will be deemed by the Parties to be governed by the terms and conditions of this Agreement (notwithstanding its expiration).

1.3. MILESTONES AND DELIVERABLES:

• DATABASE: All migrant data correctly/accurately transferred from previous Migrant System (MIS-2000) to contractor’s system by September 30, 2026, or 60 days from the execution of the contract, whichever is later

• Initial development of Illinois-specific database features completed September 30, 2026, or 120 days from the execution of the contract, whichever is first

MSIX:

• Contractor completes process to be able to upload to MSIX

• MSIX connection certified by October 30, 2026, or 60 days from the execution of the contract, whichever is later v.25.4

• MSIX uploads begin by October 30, 2026, or 65 days from the execution of the contract

ECOE:

• ECOE live by September 30, 2026, or 60 days from the execution of the contract, whichever is later

ECOE training for trainers and data entry specialists at the Illinois Migrant Ed Statewide Conference June 5 or 6, 2026, or another date to be determined by ISBE based on when the contract is effective

CONNECTION WITH ISBE SYSTEMS:

• Connection with ISBE SIS by September 30, 2026

• Connection with ISBE NICE by October 15, 2026

LIVE DEMONSTRATION

Contractor shall, virtually, provide a live demonstration of all components of Contractor’s system no later than September 30, 2026, or 30 days from the execution of the contract, whichever is later, so that the Department may review the system prior to the go-live date of September 30, 2026, or 60 days from the execution of the contract, whichever is later.

Contractor shall gather Department feedback on content and functionality and make all changes as requested no later than September 30 or 45 days from the execution of the contract, whichever is later.

Contractor shall develop organizational standards on customer service for both internal and external customers. These standards shall be shared with ISBE for review and approval.

DELIVERABLE: Customer Service Standards.

DUE: Thirty (30) days prior to the Operational Start Date.

1.4. VENDOR/STAFF SPECIFICATIONS:

Contractor must have staff who have knowledge of, and experience connecting and interfacing with, the Federal MSIX database as well as successful implementation of establishing and maintaining the state system’s connection with MSIX.

1.5. SUBCONTRACTING:

Subcontractors are allowed.

1.5.1. Will subcontractors be utilized? Yes No

A subcontractor is a person or entity that enters into a contractual agreement with a total value of $100,000 or more with a person or entity who has a contract subject to the Illinois

Procurement Code pursuant to which the person or entity provides some or all of the v.25.4 goods, services, real property, remuneration, or other monetary forms of consideration that are the subject of the primary State contract, including subleases from a lessee of a

State contract.

All contracts with subcontractors where the annual value of the subcontract is greater than $50,000 must include Illinois Standard Certifications completed by the subcontractor.

1.5.2. Please identify below subcontracts with an annual value of $100,000 or more that will be utilized in the performance of the contract, the names and addresses of the subcontractors, and a description of the work to be performed by each.

• Subcontractor Name: Click here to enter text

Amount to Be Paid: Click here to enter text

Address: Click here to enter text

Description of Work: Click here to enter text

• Subcontractor Name: Click here to enter text

Amount to Be Paid: Click here to enter text

Address: Click here to enter text

Description of Work: Click here to enter text

If additional space is necessary to provide subcontractor information, please attach an additional page.

1.5.3. If the annual value of any subcontracts is more than $100,000, then the Vendor must provide to the State the Financial Disclosures and Conflicts of Interest for that subcontractor.

1.5.4. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, Vendor is required to promptly notify, in writing, the State Purchasing

Officer or the Chief Procurement Officer of the names and addresses and the expected amount of money that each new or replaced subcontractor will receive pursuant to this

Contract. Any subcontracts entered prior to award of this Contract are done at the sole risk of the Vendor and subcontractor(s).

1.6. WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise disclosed in this section all services shall be performed in the United States. If the Vendor performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the State as a breach of the contract by Vendor.

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Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the

Vendor received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Offeror shifts any such work outside the United States.

• Location where services will be performed: Click here to enter text

Value of services performed at this location: Click here to enter text

• Location where services will be performed: Click here to enter text

Value of services performed at this location: Click here to enter text

2. PRICING

2.1. TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract price is firm or estimated at the time it is submitted for obligation. The total price of this contract is firm.

2.2. VENDOR’S PRICING: Vendor’s pricing is located in the Items Tab in the

BidBuy Purchase Order. The State includes in this contract the BidBuy Purchase Order as it contains the agreed pricing.

2.3. MAXIMUM AMOUNT: The total payments under the initial term of this contract shall not exceed $Click here to enter text without a formal amendment. The maximum amount will be entered by the State prior to execution of the contract.

3. TERM AND TERMINATION

3.1. TERM:

3.1.1. TERM OF THIS CONTRACT: The contract will have an initial term commencing upon execution and ending on June 30, 2031. In no event will the maximum total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30

ILCS 500/20-80.

3.2. TERMINATION FOR CAUSE: The State may terminate this contract, in whole or in part, immediately upon notice to the Vendor if: (a) the State determines that the actions or inactions of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause, jeopardy to health, safety, or property, or (b) the Vendor has notified the State that it is unable or unwilling to perform the contract.

If Vendor fails to perform to the State’s satisfaction any material requirement of this contract, is in violation of a material provision of this contract, or the State determines that the Vendor lacks the financial resources to perform the contract, the State shall provide written notice to the Vendor to cure the problem identified within the period of time specified in the State’s written notice. If not cured by that date the State may either: (a) immediately terminate the contract without additional written notice or (b) enforce the terms and conditions of the contract.

For termination due to any of the causes contained in this Section, the State retains its rights to seek any available legal or equitable remedies and damages.

3.3. TERMINATION FOR CONVENIENCE: The State may, for its convenience and with thirty (30) days prior written notice to Vendor, terminate this contract in whole or in part and without payment of any penalty or incurring any further obligation to the

Vendor.

Upon submission of invoices and proof of claim, the Vendor shall be entitled to compensation for supplies and services provided in compliance with this contract up to and including the date of termination.

3.4. AVAILABILITY OF APPROPRIATION: This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if (1) the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason (30 ILCS 500/20-60), (2) the Governor decreases the Agency’s funding by reserving some or all of the Agency’s appropriation(s) pursuant to power delegated to the Governor by the Illinois General Assembly, or (3) the Agency determines, in its sole discretion or as directed by the Office of the Governor, that a reduction is necessary or advisable based upon actual or projected budgetary considerations. Contractor will be notified in writing of the failure of appropriation or of a reduction or decrease.

4. STANDARD BUSINESS TERMS AND CONDITIONS

4.1. PAYMENT TERMS AND CONDITIONS:

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4.1.1. LATE PAYMENT: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable. 30 ILCS 540;

74 III. Adm. Code 900. This shall be Vendor’s sole remedy for late payments by the

State. Payment terms contained in Vendor’s invoices shall have no force or effect.

4.1.2. MINORITY CONTRACTOR INITIATIVE: Any Vendor awarded a contract of

$1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement

Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the

Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

4.1.3. EXPENSES: The State will not pay for supplies provided or services rendered, including related expenses, incurred prior to the execution of this contract by the Parties even if the effective date of the contract is prior to execution.

4.1.4. PREVAILING WAGE: As a condition of receiving payment Vendor must (i) be in compliance with the contract, (ii) pay its employees prevailing wages when required by law, (iii) pay its suppliers and subcontractors according to the terms of their respective contracts, and (iv) provide lien waivers to the State upon request. Examples of prevailing wage categories include public works, printing, janitorial, window washing, building and grounds services, site technician services, natural resource services, security guard and food services. The prevailing wages are revised by the Illinois

Department of Labor (DOL) and are available on DOL’s official website, which shall be deemed proper notification of any rate changes under this subsection. Vendor is responsible for contacting DOL at 217-782-6206 or (https://labor.illinois.gov) to ensure understanding of prevailing wage requirements.

4.1.5. FEDERAL FUNDING: This contract may be partially or totally funded with

Federal funds. If Federal funds are expected to be used, then the percentage of the good/service paid using Federal funds and the total Federal funds expected to be used will be provided to the awarded Vendor in the notice of intent to award.

4.1.6. INVOICING: By submitting an invoice, Vendor certifies that the supplies or services provided meet all requirements of this contract, and the amount billed and expenses incurred are as allowed in this contract. Invoices for supplies purchased, services performed, and expenses incurred through June 30 of any year must be submitted to the State no later than July 31 of that year; otherwise Vendor may have to seek payment through the Illinois Court of Claims. 30 ILCS 105/25. All invoices are subject to statutory offset. 30 ILCS 210.

4.1.6.1. Vendor shall not bill for any taxes unless accompanied by proof that the

State is subject to the tax. If necessary, Vendor may request the applicable agency’s Illinois tax exemption number and Federal tax exemption information.

https://labor.illinois.gov/

4.1.6.2. Vendor shall invoice at this completion of the contract unless invoicing is tied in this contract to milestones, deliverables, or other invoicing requirements agreed to in the contract.

Send invoices to:

Agency: Illinois State Board of Education

Attn:

Multilingual / Language Development Department

Email Address:

multilingual@isbe.net

For procurements conducted in BidBuy, the Agency may include in this contract the BidBuy Purchase Order as it contains the Bill To address.

4.2. ASSIGNMENT: This contract may not be assigned or transferred in whole or in part by Vendor without the prior written consent of the State.

4.3. SUBCONTRACTING: For purposes of this section, subcontractors are those with contracts with an annual value exceeding $100,000 and who are specifically hired to perform all or part of the work covered by this contract. Vendor must receive prior written approval before use of any subcontractors in the performance of this contract.

Vendor shall describe, in an attachment if not already provided, the names and addresses of all authorized subcontractors to be utilized by Vendor in the performance of this contract, together with a description of the work to be performed by the subcontractor and the anticipated amount of money that each subcontractor is expected to receive pursuant to this contract. If required, Vendor shall provide a copy of any subcontracts within fifteen (15) days after execution of this contract. All subcontracts must include the same certifications that Vendor must make as a condition of this contract. Vendor shall include in each subcontract the Standard Illinois Certification form available from the State. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, then Vendor must promptly notify, by written amendment to the Contract, the State Purchasing Officer or the Chief Procurement

Officer of the names and addresses, the expected amount of money that each new or replaced subcontractor will receive pursuant to the Contract, and the general type of work to be performed. 30 ILCS 500/20-120.

4.4. AUDIT/RETENTION OF RECORDS: Vendor and its subcontractors shall maintain books and records relating to the performance of this contract and any subcontract necessary to support amounts charged to the State pursuant this contract or subcontract. Books and records, including information stored in databases or other computer systems, shall be maintained by the Vendor for a period of three (3) years mailto:multilingual@isbe.net v.25.4 from the later of the date of final payment under the contract or completion of the contract, and by the subcontractor for a period of three (3) years from the later of final payment under the term or completion of the subcontract. If Federal funds are used to pay contract costs, the Vendor and its subcontractors must retain their respective records for five (5) years. Books and records required to be maintained under this section shall be available for review or audit by representatives of the procuring

Agency, the Auditor General, the Executive Inspector General, the Chief Procurement

Officer, State of Illinois internal auditors or other governmental entities with monitoring authority, upon reasonable notice and during normal business hours. Vendor and its subcontractors shall cooperate fully with any such audit and with any investigation conducted by any of these entities. Failure to maintain books and records required by this section shall establish a presumption in favor of the State for the recovery of any funds paid by the State under this contract or any subcontract for which adequate books and records are not available to support the purported disbursement. The Vendor or subcontractors shall not impose a charge for audit or examination of the Vendor’s or subcontractor’s books and records. 30 ILCS 500/20-65.

4.5. TIME IS OF THE ESSENCE: Time is of the essence with respect to Vendor’s performance of this contract.