SBE-Migrant Education Database

The Illinois State Board of Education (ISBE) is issuing an Invitation for Bid (IFB) for a vendor-hosted, modified off-the-shelf, web-based Migrant Student Data System intended to serve the state's Multilingual Department and Migrant Education Program. The procured system must include an Electronic National Certificate of Eligibility (eCOE) component, a Migrant Student Information Exchange (MSIX) component, an Eligibility System-Nutrition Illinois Child Eligibility (NICE) connection component, and a Supplemental Services component, with functionality across iOS, Android, and Windows tablets and offline data collection capability. Key deliverables include database migration from the current MIS-2000 system by September 30, 2026 (or 60 days post-execution, whichever is later), eCOE go-live by the same date, MSIX certification by October 30, 2026, live system demonstrations by September 30, 2026, and comprehensive training for approximately 60 users including initial six-hour and three-hour virtual sessions, two annual new user trainings, and one annual advanced user training. The contractor must provide 24/7 technical support with response times of four hours for critical issues, 24 hours for major issues, and three business days for minor issues, support a minimum of 60 concurrent users with unlimited custom roles and role-based permissions, and maintain data storage for thirteen years from student graduation or program exit with ten years of accessibility. Required system interfaces include connections to the federal MSIX database, Illinois Student Information System, and NICE, with all data entry and system upgrades completed at no additional cost to ISBE. The contract initial term runs from execution through June 30, 2031, with a maximum total term not exceeding ten years including renewals or extensions, and the evaluation will award to the responsive and responsible bidder submitting the lowest overall total price meeting all specified criteria. Bids must be submitted exclusively through BidBuy by the posted Bid Opening Date (March 19, 2026), must remain firm for 180 days from opening, and written questions must be submitted by March 5, 2026. Vendors must comply with extensive data protection requirements including FERPA, Illinois School Student Records Act, Student Online Personal Protection Act, and Data Processing Confidentiality Act, with all student data stored in secure U.S. locations using FIPS 140-compliant encryption with a minimum 256-bit AES key.

If this procurement qualifies as a Small Business Set-Aside, bidders must be registered with the Illinois Small Business Set-Aside Program at the time bids are due, though no specific set-aside designation has been identified in the solicitation documents. Vendors must submit a completed Vendor Disclosure form (or provide an active Illinois Procurement Gateway registration number), W-9 form, and an Offer to the State of Illinois with all mandatory documentation, and may claim Illinois Business Preference or Domestic Product Preference if applicable. The contract requires vendors to obtain Professional Liability Insurance with limits of at least $1,000,000 per claim and $1,000,000 in aggregate annually, Cyber Liability Insurance with limits of $2,000,000 per claim and $2,000,000 in aggregate, General Commercial Liability of $1,000,000 per occurrence and $2,000,000 annual aggregate, Auto Liability of $1,000,000 per occurrence, and Workers' Compensation Insurance as required by law. Subcontracting is permitted with prior written approval; subcontractors with annual values exceeding $100,000 require Financial Disclosures and Conflicts of Interest documentation. The contract is anticipated to be partially or fully funded with federal funds (approximately 50 percent from federal sources under the Stevens Amendment), with the specific percentage and dollar amount to be disclosed upon notice of award, and is contingent upon appropriation of funds by the Illinois General Assembly or federal funding sources. No incumbent vendor or specific contract budget range has been identified in the solicitation documents provided.