NDE_DMS_RFI_2024-12-13.docx

STATE OF NEVADA

NEVADA DEPARTMENT OF EDUCATION

515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

Request for Information For Statewide Data Management System (DMS) Implementation

Release Date: 12/16/2024 Deadline for Submission and Opening Date and Time: 01/17/2025 @ 4:00PM

Single point of contact for the solicitation:

Kaylene Hoyt Phone, 775-687-9101 Email Address, ndecontracts@doe.nv.gov

(TTY for Deaf and Hard of Hearing, 800-326-6868 Ask the relay agent to dial, 1-775-648-0197/V.)

TABLE OF CONTENTS

APPLICABLE REGULATIONS GOVERNING PROCUREMENT

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

PROJECT OVERVIEW

The State of Nevada, Department of Education (NDE) is seeking information from qualified vendors to provide a phased implementation of a statewide data management system which includes all tools and technologies, system architecture, data inventory, data mapping, data collection, data validation, data integration, data migration, configuration and workflows, reporting, testing, launch, and monitoring. Reporting includes the development of data visualizations/dashboards built on an artificial intelligence (AI) optimized system architecture utilizing traditional and AI driven techniques. The system will support educational initiatives and facilitate Department decision-making through accessible data. The successful implementation of the data management system will enable the NDE and educational partners to effectively manage, analyze, and utilize educational data to support evidence-based decision-making, improve educational outcomes, and promote transparency in the education system. NDE is interested at this time in receiving high-level information concerning solution alternatives and implementation methods qualified vendors are able to provide through the following questions:

1. Which components of a data strategy does your company provide assistance with development and implementation, and which does your company prefer to be developed by NDE?

2. Which components of an enterprise data management framework (DMF) does your company provide assistance with development and implementation, and which does your company prefer to be developed by NDE?

3. How useful will data flow diagrams (data business process maps) be in the development of your company’s response to a future RFP? Can these be included you company’s solution as part of the scope of work?

4. What alternatives among tools and technologies can your company implement and support for the core DMS based on previous project successes?

5. What alternatives among tools and technologies can your company implement and support for data collection and validation efforts to supplant the use of Excel spreadsheets? Google forms (or similar)?

6. How does an AI optimized architecture differ from traditional, normalized RDBMS systems in support of a DMS? What additional tools and technologies can your company implement to drive AI generated reports or dashboards?

7. Do your company’s recommended data architecture leverage the use of existing databases, data warehouses, or data lakes; or are those often replaced as part of the proposed solution? Please explain if your company offers a hybrid approach as an alternative.

8. Through the processes of data integration and data migration, explain your company’s approach to eliminating redundancies and identifying sources of truth for master data management.

9. Describe your company’s role in the data mapping stage of a DMS implementation, and what percentage of customer involvement is expected.

10. What criteria does your company use to determine system launch readiness?

11. Working in conjunction with NDE, what is expected to ensure strict data security and privacy measures are in place with the launch of a new DMS?

12. What changes to NDE’s data governance Board and policy can be expected with your company’s implementation of a DMS?

The State intends to award one (1) contract in conjunction with a Request for Proposals (RFP) when issued in mid-2025, as determined in the best interests of the State. The Department of Education shall administer contract(s) resulting from that solicitation. The resulting contract(s) are expected to be for a contract term in the range of 18 to 24 months, subject to Board of Examiners approval.

AGENCY BACKGROUND

NDE’s mission is to improve student achievement and educator effectiveness by ensuring opportunities, facilitating learning, and promoting excellence. This is accomplished through the work of three major divisions: The Educator Effectiveness and Family Engagement Division (EEFE), the Student Investment Division (SID), and the Student Achievement Division (SAD).

The Educator Effectiveness and Family Engagement Division (EEFE) includes three offices:

Office of Career Readiness, Adult Learning, and Education Options (CRALEO) - develops and supports innovative educational opportunities for students to acquire skills for productive employment and lifelong learning.

Office of Educator Development, Licensure, and Family Engagement (EDLiFE) - works to support the adults in our education system through educator licensure, evaluation, and professional development, and well as parental involvement and family engagement.

Office for a Safe and Respectful Learning Environment (OSRLE) - works to ensure that every student in Nevada feels safe and supported physically, emotionally, and socially. In addition, they partner with EDLiFE to support specialized instructional support personnel (SISP), including school psychologists, school counselors, school social workers, school nurses, speech-language pathologists, library media specialists, and others.

The Student Achievement Division (SAD) includes five offices:

Office of Assessment, Data, and Accountability Management (ADAM), including IT support - evaluates the effectiveness of schools, districts, and relevant programs. In addition, it assures the validity, reliability, and transparency of all processes related to the collection, management, and production of data related to assessments and the statewide system of accountability.

Office of Early Learning and Development (OELD) - works to increase access and improve quality of early childhood programs by administering State and federal funding for programs such as the Nevada Ready! State Pre-K and Head Start.

Office of Inclusive Education (OIE) - supports special education (students with disabilities, gifted and talented education (GATE), and Indian education. OIE provides oversight of federal and State programs and policies including the Individuals with Disabilities Education Act and provides resources for topics such as early childhood special education, autism, and dyslexia.

Office of Teaching and Learning (OTL) - supports high-quality instruction in classrooms across the State to ensure all students graduate prepared for long-term success. Office of Student and School Supports (OSSS) - administers and supports programs that enrich and expand high-quality learning opportunities for all students and leads school improvement efforts.

The Student Investment Division (SID) includes four offices:

Office of Department Support Services - provides budgetary, contractual, and fiscal support within NDE to ensure efficient and effective use of public funds. This team supports the Department with key internal functions including payroll, procurement and contracts, travel reimbursement, and more.

Office of District Support Services - includes the Audit Unit and Grants Management Unit. These units manage the administration of grants, monthly payments to schools, and certain federal and financial reporting requirements.

Office of Pupil-Centered Funding - manages the Pupil-Centered Funding Plan - the State's public school funding model - and ensures it is implemented accurately and effectively.

Office of Division Compliance - manages reporting functions such as school calendars, average daily enrolment, class-size reduction, financial risk assessments, and sub-recipient monitoring, in addition to initiatives to support financial transparency and compliance with State and federal regulations.

Various data systems supporting the services and programs provided through these offices are managed by a small team of IT professionals, some dedicated to data systems management, and others providing support operations. A data system is defined as an enterprise or non-enterprise system used by NDE to conduct the core business of receiving, storing, distributing, or reporting data. There are currently over 36 major data systems at work in NDE, 27 of which are classified at the enterprise level, and 24 which support student data. An enterprise system is defined as a large-scale system that supports business processes, information flows, reporting, and data analytics, and is widely accessed by employees or users within or outside of the agency or organization. Non-enterprise systems are any that fall outside of this definition, with the key differentiator “widely accessed.” The Infinite Campus statewide Student Information System (SIS), the ePage e-Fiscal Grant Management system, and the OPAL licensure tracking system are examples of major enterprise data systems. Some major data systems can be Excel based, as the annual school budgets and biennial budget requests for the State Education Fund as specified by NRS 387.303. There are many minor data systems, some of which will be included in scope for the DMS, and others that will not. Google forms used to identify students who have obtained a State Seal, to collect student applications for competitions, or to collect teacher applications to perform work for NDE programs are examples of minor data systems. Survey results or sign-in sheets are examples of data systems that may not be included in scope. Data systems exist in various forms, with some custom developed within the State, others as third-party on-premise or cloud hosted applications, and many built on Excel spreadsheets, SmartSheets, or web-based forms feeding .csv files. Data files in spreadsheet format are often exchanged with the 17 Nevada school districts and the Public Charter School Authority – which are commonly referred to as Nevada’s local education authorities (LEAs). Several sub-projects are currently underway to update the data systems inventory, evaluate the associated data collection methods, determine which data systems will be in scope or out of scope for the project phases, and to perform a thorough [comprehensive] evaluation of educational reporting requirements. The reporting evaluation will include a history of financial reports and reporting timeframes being prepared and filed statewide, with each containing data essential to a system of reporting that meets the objectives of federal, state, and other reporting required laws and regulations.

GOALS AND OBJECTIVES

A statewide data management system will consolidate and integrate the many major and minor data systems, resulting in breaking down siloes, integrating data across domains, and making it easier to maintain and reference. The system will simplify processes by eliminating labor-intensive and time consuming manual work – much of which is currently accomplished with spreadsheets, eliminating redundancies, and reducing errors. Reporting will be modernized as the system will be built on a cloud-based, AI optimized data architecture, and equipped with tools to generate ROI measures utilizing traditional and AI based techniques. This strategy will provide the capacity to upgrade the current suite of fragmented and static dashboards into more dynamic and compact versions. Resulting new capabilities will serve to meet and exceed ROI reporting requirements as outlined in 2019 SB98/AB400, the Commission on School Funding (CSF) core objectives, and as expected by NDE’s many partners and stakeholders. Furthermore, the project will create opportunities for NDE to augment its current data management framework, develop an agency-wide data strategy, and align new and updated documents with standards maintained by the Office of Division Compliance. More specific solution objectives are as follows:

Performance, Accountability and Reporting (PAR):

· The system will consolidate educational reporting requirements [Federal, State (Nevada Revised Statues (NRS) and Nevada Administrative Code (NAC)], and local) to support statewide accountability goals and objectives.

· The system will support a dynamic reporting capability making it possible to incorporate any new reporting elements at any time.

· The system will collect, manage, and report longitudinal educational data for educators, administrators, and legislators to make real-time decisions for the Nevada education systems.

· Reports will be prepared at the State (NDE) level, district level, and in some cases, the individual school level.

Fiscal data collection and reporting:

· A collection and reporting component of the data management system must include a process by which all funds provided by the Department to districts are accounted for and all expenditures by districts are tracked. The requirement of the CSF is to have access to accurate data and information on funds that are spent.

· The system will provide an alignment of financial activity to educational programs and student outcomes within the services and programs identified by the project executive steering committee through strategic data planning, and identification of requirements for the calculation and reporting of ROI measures.

· The system will provide an alignment of the financial activity of school districts and charter schools within the state.

Research and analysis on data collection and reporting system methodologies:

· The system must provide a long-term solution for a comprehensive data collection, repository, and reporting.

· The system must emphasize data collection, analysis and reporting, specifically on ROI measures.

· The system must provide user-friendly interfaces for education partners to provide detailed district financial information on all district expenditures using Department funds. These should be provided in the form of data dashboards and visualizations.

· The system must provide Department staff with all data and information processed by the Department including program data, financial data, and mandated report data.

· The system should support an online public facing information reporting system for public access and use, providing district, school and charter school level performance information, and promoting district and school level transparency to the public.

· The system will need to include and/or provide the data for any existing state required reporting such as, but not limited to, detailed reports of district expenditures of Department allocated funds, annual financial reporting (NRS 387 and 388), ending fund balance, future CSF accountability reporting (quarterly), Class Size Reduction (CSR) reporting, and teacher vacancy reporting along with others to be determined.

· The system will be required to generate Federal level reporting to include, but not limited to, Every Student Succeeds Act (ESSA), Federal grant reporting, and NPEF F-33.

· Local reporting requirements such as school-level ending fund balance and the NRS 387.12468 reporting (district and school levels) that can be extracted from the systems data will be required.

· Additionally, the system must support local district and school level performance reporting as required.

SCOPE OF WORK

This RFI is informational only - reply to as many questions in section 2.1 as possible with no more than one (1) page per question response. The information provided will assist NDE in making reasonable determinations about their role and the solution provider’s role in a complex implementation, and which components of a DMF and Data Strategy to be included in the RFP scope of work (SOW).

Solution COSTS

4.1 Provide NDE with an approximate cost range for a phased DMS implementation based on solution alternatives, including an estimate for NDE staff expected to be dedicated to the project. These costs will assist NDE with determining an appropriate budget and resource allocations for the project.

TIMELINE

QUESTIONS. All questions regarding this RFI shall be submitted using the Bid Q&A feature in NevadaEPro.

TIMELINE. The following represents the proposed timeline for this project. For Item-6.2.3.D, Presentations, NDE reserves the right to request a presentation from vendors submitted response. NDE may invite any number of respondents to offer a presentation.

All times stated are Pacific Time (PT).

These dates represent a tentative schedule of events.

The State reserves the right to modify these dates at any time.

SUBMISSION CHECKLIST

This section identifies information requested and how to respond.

Information should be submitted as a Quote through NevadaEPro, https://NevadaEPro.com.

Technical information and Cost information should not be included in the same attachment.

All attachments should be flagged as confidential in NevadaEPro.

Additional attachments may be included.

Revised: December 2024 Page 1 of 6 30DOE-S3097 RFI image1.jpg