Statewide Evaluation for the 21st CCLC Program

West Virginia Department of Education (WVDE), Office of ESEA, Improvement and Support, is soliciting bids for a four-year Statewide Evaluation of the 21st Century Community Learning Center (21st CCLC) Program under ARFQ EDD2700000004, with bids due November 12, 2026, at 10:30 a.m. EDT. Addendum No. 1 extended the original October 29, 2026 closing date and answered vendor questions.

The evaluator must deliver a Statewide Evaluation Plan within 60 calendar days of award, draft annual reports by October 1, final reports by November 1, and present findings to WVDE staff in Charleston. Each contract year requires a minimum of one annual on-site evaluation visit to five WVDE-selected subgrantees, up to 12 hours of annual consultation to WVDE, and a minimum of three hours of direct technical assistance to subgrantees. Addendum No. 1 adds two in-person site visits and one in-person findings presentation in Charleston per year, all of which must be priced in. WVDE supplies attendance, participation, academic outcome, teacher survey, and program performance data; the contractor collects any additional data its approved methodology requires.

Qualifications include a bachelor's degree in education, with a master's preferred, and a minimum of three years evaluating out-of-school time or 21st CCLC programs. The lead evaluator must hold a bachelor's degree or higher in education, and a master's or doctoral degree in education satisfies this regardless of undergraduate field. Vendors must demonstrate quantitative and qualitative research methods, FERPA-compliant student data handling, and independence from direct administration of West Virginia's 21st CCLC program. Personnel accessing student-level data or visiting subgrantee sites require criminal background checks at vendor expense before access. Vendors must carry commercial general liability insurance of at least $1 million per occurrence and automobile liability insurance of at least $500,000 per occurrence. All deliverables become WVDE property. Vendors not registered to do business in West Virginia may submit quotations but must complete registration before award.

The contract comprises four line items, one per year, each priced as a firm, fixed lump sum paid in equal monthly installments over 12 months. The initial year is followed by three optional renewal years. Pricing must include all costs, including travel, lodging, meals, mileage, personnel, overhead, profit, taxes, and insurance, with no reimbursements beyond the awarded amount. Awards go to the lowest overall total cost, calculated as the sum of all four years. Services are anticipated to commence in January 2027, subject to completing procurement and required approvals.

Bids must be submitted electronically through wvOASIS or sealed and delivered to the WVDE Purchasing Section, Building 6, Room 700, 1900 Kanawha Boulevard East, Charleston, West Virginia 25305. Vendors must acknowledge all addenda to avoid disqualification. Questions go to Jo Ann Adkins at joann.adkins@k12.wv.us or (304) 558-2686.