NELNET NOI 091626 27NOIMP02.pdf

Revised: February 12, 2025

Due Diligence Posting of Notice of Intent to Purchase a Proprietary Product or Service

The Executive Office of Education, (“EOE” or “Department”) of the Commonwealth of Massachusetts, on behalf of the Department of Higher Education (“DHE”), announces its intent to Purchase a Proprietary Product or Service pursuant to the Commonwealth’s Due Diligence Posting policy, to contract for the following with NELNET Inc., (“Offeror”), pending the results of this Notice of Intent (“Notice”):

Description

Pursuant to RFR 20RTGEK1 , EOE has been contracting with NELNET Inc. since May 2020 for its State Financial Aid Processing Software System (FAPSS). The RFR was highly detailed and competitive, garnering six open market proposals. Since that time, EOE has paid over $4,500,000 to implement, enhance, and maintain this system.

Under the DHE organizational umbrella, the Massachusetts Office of Student Financial Assistance (“OSFA”) has primary responsibility to determine eligibility and disburse state funds to serve eligible students through their educational institutions. OSFA serves 120,000 students annually who attend nearly 400 educational institutions through roughly 30 unique award programs. The FAPSS system is used on a nearly daily basis by three distinct user communities:

OSFA staff, higher education institution financial aid office staff, and students.

OSFA receives in excess of 300,000 unduplicated Institutional Student Information Records (ISIR) records each award year on behalf of Massachusetts resident students who are seeking financial aid assistance from programs administered by the Commonwealth. These ISIR records stem from completion of the Free Application for Federal Student Aid (FAFSA), as such a form completion is a requirement for eligibility for the majority of Massachusetts State Financial Aid Programs.

The maximum term of the contract resulting from the RFR was identified as only seven years. This is a relatively short timeline for a major information technology system. Due to the robust competition under RFR 20RGTEK1, NELNET’s current satisfactory contract performance, EOE’s significant investment, mission critical need, and extensive procurement and project planning cost, timeline, and effort to potentially replace this system, EOE is posting this Due Diligence posting to extend the contracting relationship for maintenance and support, as well as necessary upgrades and enhancements (including but not limited to supporting regulatory updates), for up to an additional three years through June 30, 2030.

The Department is posting this Notice rather than conducting a full procurement because the Department believes this opportunity represents best value to the Commonwealth and is utilizing this Due Diligence Posting to ensure that the process is open, fair and competitive.

https://www.commbuys.com/bso/external/bidDetail.sda?docId=BD-19-1036-EDU01-EDU01-39964&external=true&parentUrl=close

Determination of Other Interested Vendors The intent of this posting is to determine if there are any other interested and qualified vendors.

Any such vendors must submit documentation that they can also provide the same proprietary product or service.

Response Requirement and Deadline All Interested Vendors and Offerors interested in responding to this Notice, regardless of prior communications with the Department, must submit a Response to this posting containing evidence of their qualification and interest. Further, Bidders must submit a cost response which identifies all costs for the next three years. Annual price increases must not exceed 3%. All required information must be submitted by 1:00 PM Eastern Standard Time on October 1, 2026, as follows:

If, after the posting deadline has passed, interest is generated by this Notice, the Department will review all Responses and will determine whether they will accept the offer from the Offeror.

Additional Terms Required for Doing Business with the Commonwealth

Names of Standard Forms Instructions Instructions for Vendors Responding to Bids Electronically

Read and agree prior to submitting a Response.

RFR - Required Specifications Read and agree prior to submitting a Response.

Prompt Payment Discount Form Complete electronically and submit as an attachment to Quote.

Commonwealth Terms & Conditions Read and agree. Sign and submit original with signature upon Award, if any.

Contractor Authorized Signatory Listing Read and agree. Sign and submit original with signature upon Award, if any.

Request for Taxpayer Identification Number and Certification (W-9)

Read and agree. Sign and submit original with signature upon Award, if any.

Standard Contract Form and Instructions Read and agree. Sign and submit original with signature upon Award, if any.

Authorization for Electronic Funds Transfer

(ETF)

*Note: Vendors should acquire this form directly from purchasing departments when awarded.

Quote Submission Method Online Quote Submission via COMMBUYS is required. All Interested Vendors and Offerors must submit Quotes online using tools available only to Sellers registered in COMMBUYS.

COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All Interested Vendors and Offerors who are awarded a contract resulting from this Notice, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids/download https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids/download https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services/download https://www.mass.gov/doc/prompt-payment-discount-form/download https://www.mass.gov/doc/exhibit-f-1-commonwealth-terms-and-conditions-0/download https://www.mass.gov/doc/fy2022-contractor-authorized-signatory-form/download https://www.mass.gov/doc/form-w-9-request-for-taxpayer-identification-number-certification/download https://www.mass.gov/doc/form-w-9-request-for-taxpayer-identification-number-certification/download https://www.macomptroller.org/wp-content/uploads/instructions_standard-contract-form.pdf http://www.commbuys.com/

COMMBUYS Quote Submission Training and Instructions The following resources are provided to assist Interested Vendors and Offerors in submitting Quotes:

• An online job aid on How to Create a Quote: www.mass.gov/doc/how-to-request-quotes-from-vendors-on-statewide-contracts/download ;

• Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through COMMBUYS;

• Instructor-led trainings (ILT) and live webinar sessions on “How to Locate and Respond to Bids” may also be available. Check the OSD Training Courses schedule for Sellers/Business Entities for available locations, dates and times. Note that space is limited and pre-registration for trainings is required to attend. Follow instructions on the course schedule to register.

COMMBUYS Support Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

• Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

• Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

• Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-

8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Interested Vendors and Offerors are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

http://www.mass.gov/doc/how-to-request-quotes-from-vendors-on-statewide-contracts/download http://www.mass.gov/doc/how-to-request-quotes-from-vendors-on-statewide-contracts/download https://app.screencast.com/g2ZDQhqpyr4M4 https://app.screencast.com/g2ZDQhqpyr4M4 https://www.mass.gov/osd-buyer-training http://www.mass.gov/osd/commbuys mailto:COMMBUYS@state.ma.us