Signed FY26-27 National Student Clearinhouse NSC Sole-Source-Justification-Form April 2025.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 25-586SBE-CHFED-B-46381

Requesting Agency/University Illinois State Board of Education

Sole Source Justification Form - Part I Section I - General Information

Department/Bureau/Section: Data Strategies and Analytics

Need Identified Date: Nov 1, 2024 Supply/Service Need By Date: Jul 1, 2025

Project Title: Student Tracker for State Agencies (State-level Research w/high school level reports) Post Secondary Enrollment Data

Vendor: National Student Clearinghouse

Provide a description of the supplies or services required:

The NSC allows ISBE to submit up to eight years of historic graduates and four years of request files, in return NSC supplies ISBE state level aggregate and student level detail reports. Aggregated reports provide expanded data elements which can support our Every Student Succeeds Act (ESSA) requirements.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 422,688

Will this Sole Source amend a Professional or Artistic Services contract? Yes No

*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.

Type: New Sole Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Jul 1, 2025

Estimated Contract End Date: Jun 30, 2027

Number of Potential Renewals:

Length of Each Renewal in Months:

Total Value of All Renewals:

If a Term Contract, does the term, including renewals, exceed 12 months? Yes No

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

Based on our estimated number of schools, the 8% discount will provide up to $18,000 in savings. This is only known vendor to provide these mandated data.

Section III - Funding Source Select the type of funding to be used (Check all that apply): State Appropriate Funds Federal Funds Other (Explain):

Section IV - Sole Source Justification

This purchase is economically only available from a single source primarily because it is: (If "Other" explain in one sentence)

Items are Copyrighted or Patented and the Items are Only Available from the Holder

Are there secondary justification(s) for this sole source? Yes No

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Bulletin Reference Number 25-586SBE-CHFED-B-46381

Requesting Agency/University Illinois State Board of Education

Section V - Purchase History

Has the Agency or University Purchased these supplies or services in the past? Yes No

Term Term From Term To Value Description Contract Number Type

1 07/01/2014 6/30/2015 182,807

Vendor will provide State-level Research w/post high school enrollment and achievement information for institutions attended by individuals in every high school in Illinois.

MY14802 Sole Source

2 07/01/2015 06/30/2016 104,276 ISBE receives:

State Level Student-Level Detail Reports

MY16311 Sole Source

3 07/01/2016 06/30/2020 137,400

ISBE receives:

State Level Student-Level Detail Reports

MY17311 Sole Source

4 07/01/2020 06/30/2021 136,200

ISBE receives:

State Level Student-Level Detail Reports

MY21021 Sole Source

5 07/01/2021 06/30/2022 135,900 ISBE receives:

State Level Student-Level Detail Reports

MY22036 Sole Source

6 07/01/2022 06/30/2023 135,900 ISBE receives:

State Level Student-Level Detail Reports

MY23003 Sole Source

7 07/01/2023 06/30/2024 135,900 ISBE receives:

State Level Student-Level Detail Reports

MY24035 Sole Source

8 Jul 1, 2024 Jun 30, 2025 193,800 ISBE receives:

State Level Student-Level Detail Reports

MY25009 Sole Source

9 Jul 1, 2025 Jun 30, 2027 422,688 ISBE receives:

State Level Student-Level Detail Reports

TBD Sole Source

If more than 10, or if other comments, explain:

Section VI - Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

NSC will provide data which will report the enrollment and progress of Illinois high school graduates who have matriculated to post secondary institutions within the United States. The reports support the measurement of student success, requirement under ESSA.

Version 7.01 Page 3 of 6

Bulletin Reference Number 25-586SBE-CHFED-B-46381

Requesting Agency/University Illinois State Board of Education

2. Provide a list and describe in detail the specifications required to satisfy the need:

NSC will provide to ISBE:

1. State Level Aggregate and Student-Level Detail Reports

2. Aggregate reports for each high school included in their submission file,

3. Aggregate reports for provided expanded data elements (gender, ethnicity, economic disadvantage, disability, 8th grade math/ reading scores, HS math/reading scores, English learning status, number of math semesters, dual enrollment). These data can support your ESSA requirements.

4. Updated reports three times a year on historic graduate data.

3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?

NSC provides a nationwide, central repository of information on the enrollment status and educational achievements of postsecondary students. Participating educational institutions submit to NSC information on the enrollment statuses of all their students and listings of the alumni to whom they have awarded degrees or certificates. These institutions appoint NSC as their agent, and Authorized Representative, for purposes of reporting students information to authorized recipients.

NSC is the only source of data on student enrollment in public, private, and for-profit postsecondary institutions in the United States.

Through this contract, ISBE can access nationwide postsecondary enrollment and graduation data for its high school graduates and use the data to determine the college attendance patterns of secondary graduates from school districts across the state. ISBE can analyze who uses which higher education sectors and with what success as part of a cost-benefit analysis for the state's postsecondary investment.

4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:

NSC is the only source that has already collected student data and can supply Family Educational Rights and Privacy Act (FERPA) compliant access to a nationwide coverage of enrollment and degree records which encompasses more than 110 million actual student records from more than 3,700 participating colleges and universities, enrolling 99 percent of all student in public and private U.S. institutions. ISBE would have to individually collect from each college and university across the country in order to obtain the same information.

5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No

5a. If no, why weren't alternatives evaluated?

There is no other source for the accurate data that ISBE needs to get the full picture on its student cohorts' educational outcomes nationwide, including enrollment, persistence, and degree attainment. To the best of our knowledge, In order to verify the postsecondary academic achievements of our students, it requires access to a database with comprehensive coverage of postsecondary education degree records from postsecondary education institutions in the country the Clearinghouse maintains these education records , dating back up-to 45 years, on behalf of the more than 3,700 colleges and universities throughout the United States, enrolling over 99% of all students in public and private U.S. institutions. These institutions have authorized the Clearinghouse to provide this information to high schools and high school districts in order to help them improve their educational programs. NSC is the sole source of such a comprehensive database.

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number 25-586SBE-CHFED-B-46381

Requesting Agency/University Illinois State Board of Education

7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?

Data Strategies and Analytics provided the National Student Clearinghouse an "account reference sheet" which contained High School enrollments. The price is calculated as, $425 per high school based on the number of High Schools with enrollments greater than 200 students. The number of High Schools with enrollment over 200 from the account reference sheet was 518, the price was calculated as (518)*($425) = $220,150.00 for FY25-26. NSC has quoted FY26-27 as $202,538.00 which uses the same calculation as FY25-26 but with a discount applied to FY26-27 because of the two-year contract. NSC charges all states the same price of $425 per High School with enrollments over 200, so this price is fair and reasonable.

NSC offers further discounts for states who opt into multi-year contracts, resulting in the decreased amount for FY26-27. There is an 8% discount. The FY26 price is based on 518 schools over 200 enrollment at a rate of $425 a school. And then they extended an 8% discount for FY27.

The increase from fiscal year 2025 is non-negotiable from National Student Clearinghouse and it was communicated that this increase applies to all states, not just Illinois.

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

Yes No

9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?

There would not be any financial impact to the State. ISBE would not be able to provide trend data and analysis of student enrollment and degree completion information in state and federal reports. This quote will remain the same even if we add ten high schools or less.

This quote is valid from 10/7/2024 – 6/30/2025.

10. Is there any additional information you would like to add to justify this sole source?

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Bulletin Reference Number 25-586SBE-CHFED-B-46381

Requesting Agency/University Illinois State Board of Education

Section VII

Requesting Department Representative

Requesting Department Signature Required

I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

Date 04.01.2025

Printed Name Annie Rae Clementz E-mail Address aclement@isbe.net

Phone Number 217-524-4614

State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required

I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed)

E-mail Address

Phone Number Date

Printed Name

Agency Bureau/Division Head or University Purchasing Director and Not a Designee

SPO Approval and Signature Required

I have reviewed and understand the contents of this Sole Source Justification and agree with the State Agency or University determination.

I have reviewed and understand the contents of this Sole Source Justification and do not agree with the State Agency or University determination. As a result, the State Agency or University must explore other sourcing methods to satisfy their need.

State Purchasing Officer Signature Phone Number 217-299-0935 Date

Printed Name Colene A. Underwood E-mail Address Colene.Underwood@Illinois.gov

Version 7.01 Page 6 of 6

Bulletin Reference Number 25-586SBE-CHFED-B-46381

Requesting Agency/University Illinois State Board of Education

Sole Source Justification Form - Part II Section I - General Information

Project Title

Vendor

Initial Date of Procurement Bulletin Posting

Was a Sole Source hearing held per 30 ILCS 500/20-25?

Yes - Complete Section II and III below (Section II will only be visible when this option is selected)

No - Section II not required, go to Section III below Section III - CPO Approval and Signature Required

Based on my review, I authorize the Agency/University to proceed in accordance with the published Notice referenced above.

Based upon my review, I authorize the Agency/University to proceed with the following Changes.

Based on my review, the Agency/University is not authorized to proceed with this sole source as presented and my recommendation is that it be cancelled.

Other

CPO Signature CPO Phone

Printed Name Date

CPO E-mail

Version 7.01 Page of Sole Source Justification Form - Part I Section I - General Information Will this Sole Source amend a Professional or Artistic Services contract?

If yes, what was the original contract value?

*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.

Section II - Proposed Term If a Term Contract, does the term, including renewals, exceed 12 months?

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

Section III - Funding Source Select the type of funding to be used (Check all that apply):

Section IV - Sole Source Justification Are there secondary justification(s) for this sole source?

Section V - Purchase History Has the Agency or University Purchased these supplies or services in the past?

Term Term From Term To Value Description Contract Number Type Section VI - Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

2. Provide a list and describe in detail the specifications required to satisfy the need:

3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?

4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:

5. Has the Agency or University considered alternative supplies or services to satisfy their need?

5a. If yes, name the alternative vendors whose supplies or services were evaluated:

5b. If yes, what were the alternatives for each vendor and why were they unacceptable? Be specific with regard to features, characteristics, requirements, capabilities and compatibility:

5c. Explain how the market evaluation was conducted?

*This evaluation is to determine available options within a market. If the evaluation is to determine quality or best suited option, this is not the appropriate source selection. Under no circumstances shall the evaluation consist of testing alternative options. These activities must be conducted in a competitive transparent environment (i.e. IFB or RFP).

5a. If no, why weren't alternatives evaluated?

6. Are there resellers or distributors?

7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

8a. If yes, please provide details regarding future obligations and/or needs:

9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?

10. Is there any additional information you would like to add to justify this sole source?

Section VII Requesting Department Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed) SPO Approval and Signature Required Sole Source Justification Form - Part II Section I - General Information Was a Sole Source hearing held per 30 ILCS 500/20-25?

Section II - Sole Source Hearing Details The State posted to the Illinois Procurement Bulletin a description of the State's need, the justification for the sole source decision, and information regarding the opportunity to submit comments and testify at a public hearing. Notice of the hearing was also posted outside of the hearing room 48 hours prior to the hearing.

The public hearing was conducted for the purpose of receiving testimony regarding the sole source determination. The Hearing Officer recommends the following:

The following relevant documents are attached:

Section III - CPO Approval and Signature Required 9.0.0.2.20101008.1.734229

State Level Student-Level Detail Reports

ISBE receives:

State Level Student-Level Detail Reports

ISBE receives:

State Level Student-Level Detail Reports

State Level Student-Level Detail Reports

State Level Student-Level Detail Reports

State Level Student-Level Detail Reports

State Level Student-Level Detail Reports

State Level Student-Level Detail Reports

1. State Level Aggregate and Student-Level Detail Reports

2. Aggregate reports for each high school included in their submission file,

3. Aggregate reports for provided expanded data elements (gender, ethnicity, economic disadvantage, disability, 8th grade math/reading scores, HS math/reading scores, English learning status, number of math semesters, dual enrollment). These data can support your ESSA requirements.

4. Updated reports three times a year on historic graduate data.

Q3Answer: NSC provides a nationwide, central repository of information on the enrollment status and educational achievements of postsecondary students. Participating educational institutions submit to NSC information on the enrollment statuses of all their students and listings of the alumni to whom they have awarded degrees or certificates. These institutions appoint NSC as their agent, and Authorized Representative, for purposes of reporting students information to authorized recipients.

NSC is the only source of data on student enrollment in public, private, and for-profit postsecondary institutions in the United States. Through this contract, ISBE can access nationwide postsecondary enrollment and graduation data for its high school graduates and use the data to determine the college attendance patterns of secondary graduates from school districts across the state. ISBE can analyze who uses which higher education sectors and with what success as part of a cost-benefit analysis for the state's postsecondary investment.

NSC offers further discounts for states who opt into multi-year contracts, resulting in the decreased amount for FY26-27. There is an 8% discount. The FY26 price is based on 518 schools over 200 enrollment at a rate of $425 a school. And then they extended an 8% discount for FY27.

The increase from fiscal year 2025 is non-negotiable from National Student Clearinghouse and it was communicated that this increase applies to all states, not just Illinois.