RFI-2027-032 Cross Checking Solution.pdf

RFI 2027-032 Page 1 of 5

REQUEST FOR INFORMATION

for

Automated Cross-Checking Solution

RFI 2027-032

Florida Department of Education 325 West Gaines Street

Tallahassee, FL 32399-0400

Please email submissions to:

Attn: Winston McGriff

Email: Winston.McGriff1@fldoe.org

RFI 2027-032 Page 2 of 5

Automated Cross-Checking Solution

Purpose and Scope

I. INTRODUCTION

The State of Florida, Department of Education (the Department), is requesting information from qualified vendors and organizations capable of providing a statewide data interoperability platform to support administration of the Family Empowerment Scholarship Program. The Department seeks information regarding solution options, vendor experience, implementation approaches, data standards, privacy and security controls, and estimated costs to inform planning, legislative reporting, and any future procurement activities.

THIS IS NOT A REQUEST FOR COMPETITIVE BIDS OR A REQUEST FOR PROPOSALS,

AND NO CONTRACT WILL BE AWARDED IN RESPONSE TO SUBMISSIONS.

If, as a result of the Request for Information (RFI), the Department decides to pursue contract(s) to provide any of the services mentioned, and vendors capable of providing such services are identified, then a competitive procurement package will be developed and issued at a later date.

II. PROGRAM BACKGROUND

The Department’s current cross-checking process is a manual process in which the Department provides school districts with an extract file for review. School districts review the extract file and identify students who were enrolled in their schools during the applicable review period. The updated extract file is then returned to the Department for manual comparison against the scholarship payment file to identify students who appear in both systems.

III. PROGRAM GOALS

The primary goal of the program is to seek information regarding entities with cloud-based Commercial off-the-shelf (COTS) solutions available to meet the needs of the Department by replacing its current process for cross-checking student lists submitted by eligible scholarship-funding organizations, as defined in section 1002.395(2)(g), Florida Statutes, to the Department scholarship payment files against the student attendance records and reports data required by section 1003.23, Florida Statutes, maintained by school districts and the Florida Virtual School established in section 1002.37, Florida Statutes.

RFI 2027-032 Page 3 of 5

The statewide data interoperability platform should:

• Use nationally recognized education data standards to securely exchange student data among the entities participating in the Family Empowerment Scholarship Program and the school districts to include the Florida Virtual School (FLVS).

• Automatically reconcile records between scholarship-funding organizations, school districts, and FLVS.

• Cross-check scholarship payment files against public-school attendance records pursuant to

s. 1003.23, Florida Statutes.

• Provide complex data matching leveraging the FLEID and other demographic attributes to identify both direct matches and probable near matches across datasets, improving accuracy in student record reconciliation and duplicate identification.

• Provide real-time notifications when a student appears on both a scholarship payment file and a public-school enrollment record. This may require additional features related to student attendance and reporting.

• Support resolution of duplicate funding situations where a student is simultaneously reported for scholarship funding and public-school attendance.

• Provide the Department with an eligibility list before quarterly payment dates established in

s. 1002.394(12), Florida Statutes, including students reported by a scholarship-funding organization who are not reported as attending a public school or who have properly withdrawn using a completed withdrawal form.

• Comply with the Family Educational Rights and Privacy Act (FERPA), applicable Florida student data privacy laws, and related data governance requirements.

• Ensure the Department and school districts retain authority over student data.

IV. OBJECTIVE

The objective of this RFI is to identify existing technology solutions that can automate the Department’s current cross-checking and attendance processes, improve accuracy, and reduce the time needed to complete reviews. The Department is seeking information on solutions that can securely compare scholarship payment files, public-school enrollment and attendance records, and related withdrawal documentation to detect potential duplicate funding situations and support timely resolution before quarterly payments are issued.

V. PURPOSE

This RFI is issued for the purpose of obtaining information regarding solution options, vendor’s experience, and cost analysis to facilitate future budget requests and procurement of the solution requested. Responses should provide information that supports the Response Format section based on the above paragraphs.

VI. PROCESS

Department management will review and analyze information received in response to this RFI to determine the feasibility of issuing a competitive solicitation for these products/services. Any request for cost information received will be used solely to gain a perspective of the potential budgetary magnitude.

RFI 2027-032 Page 4 of 5

Responses to this request will be reviewed for informational purposes only and will not result in the award of a contract. Vendors submitting a response to this RFI are not prohibited from responding to any related subsequent solicitation.

VII. RESPONSE FORMAT

Respondents are requested to address all of the following in their response:

1) Company literature, such as corporate overview and company structure, financial soundness and stability, and services currently offered;

2) Point of contact information, including representative name and alternative, if available, telephone number(s), and e-mail address(s);

3) Specific information submitted in the following format:

Section 1: Description of corporate history and experience developing similar solutions based on the requirements in the Program Goals portion of this RFI.

• Describe other similar engagements and key points.

• Describe the available solutions(s) and steps for typical deployment.

Section 2: Description of the solution consistent with the goals and objectives above.

• Describe how the solution supports external and internal user accounts for registration and secure access.

Section 3: Identify typical costs considered during the development, deployment life cycle, including any configuration, migration, quality assurance and maintenance.

• Specify typical ownership and maintenance costs.

• Specify typical development costs.

• Specify typical data migration and integration costs.

Section 4: Identify types of documentation that may be provided for requested solution.

• Specify any requirements validation processes that may be utilized to implement the requested solution.

• Specify any technical documentation that may be provided for the requested solution.

• Specify any possible training plan for the requested solution.

SCHEDULE OF EVENTS

A. Time Schedule (ALL DATES IN RFI SUBJECT TO CHANGE.)

The following timetable shows the approximate dates for this RFI. All times indicated are Eastern Standard Time (EST).

Request for Information Issued

September 1, 2026

Questions Due no later than

September 11, 2026 @ 4:00 pm, EST

Answers to Vendors on or about

September 22, 2026

Receipt of e-mailed RFI responses

October 12, 2026 @ 3:00 pm, EST

RFI 2027-032 Page 5 of 5

PLEASE PROVIDE RESPONSES VIA EMAIL

B. Questions and Restrictions

The Department may be contacted via email (preferred) or fax regarding submission of questions concerning this RFI. Respondents’ questions must be submitted in writing and received by the Department on or before the specified due date at the following email address or fax:

Please send questions to:

Attn: Winston McGriff 325 W. Gaines Street, Suite 344

Tallahassee, FL 32399-0400 Email (preferred): Winston.McGriff1@fldoe.org

Fax Number: 850-245-0719 Telephone Number: 850-245-0733

Answers will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/ (click on Search Advertisements under the Florida Solicitation Advertisement section, then populate the Organization field with the Department of Education. Initiate search by clicking the Search button). Click on this RFI number to review posted documents. It is the responsibility of all Respondents to monitor this site for any changing information prior to submitting a response.

https://vendor.myfloridamarketplace.com/