Statewide Evaluation for the 21st CCLC Program

The West Virginia Department of Education is soliciting quotes under ARFQ EDD2700000004, issued on behalf of its Office of ESEA, Improvement and Support, for a four-year statewide evaluation of the 21st Century Community Learning Centers Program, with bids due November 12, 2026 at 10:30 a.m. Addendum No. 1 extended the original October 29 closing date to November 12. Submissions go to Department of Education Building 6, Room 700, 1900 Kanawha Boulevard East, Charleston.

The independent evaluator must deliver a Statewide Evaluation Plan within 60 days of Notice to Proceed, collect and analyze attendance, academic outcome, and performance data, and submit draft annual reports by October 1 and final reports by November 1 each year. The contractor also presents findings to WVDE staff in Charleston. Addendum No. 2 states that five required site visits are consolidated into two in-person trips. Addendum No. 2 lists 43 active subgrantees and 133 physically unique sites, superseding the 23 subgrantees and approximately 120 sites in Addendum No. 1. Required methods include descriptive and quasi-experimental approaches, surveys of school-day teachers and program directors, and analysis of literacy, numeracy, and social-emotional outcomes. The contractor provides up to 12 hours of annual consultation to WVDE and a minimum of three hours of annual direct technical assistance to subgrantees.

Minimum qualifications include a bachelor's degree in education (master's preferred), at least three years evaluating out-of-school time or federally funded education programs, and experience with FERPA-compliant secure student-level data management. Commercial General Liability coverage must be at least $1,000,000 per occurrence, and Automobile Liability at least $500,000 per occurrence. Personnel accessing student data or visiting sites must pass WVDE screening, including criminal background checks at the vendor's expense. A draft data access agreement designates the contractor as a FERPA authorized representative subject to West Virginia's Student Data Accessibility, Transparency and Accountability Act and Board Policy 4350. WVDE supplies existing attendance, participation, academic, teacher survey, and performance data. The contractor collects any additional data its methodology requires.

The solicitation is structured as four line items, one per program year, each requiring a fixed monthly payment across 12 months. Quoted amounts must include all travel, lodging, meals, materials, technology, overhead, profit, taxes, and insurance, with no reimbursements beyond the awarded amount. Evaluation is based on lowest overall total cost, calculated as the sum of all four years. The initial term is one year with three one-year renewal options, which the state is not obligated to exercise. Services are anticipated to begin January 2027. WVDE owns project-specific work products, and the vendor retains preexisting methodologies.

Vendors must submit the Addendum Acknowledgment Form with their bid, as failure to do so may result in disqualification. Vendor registration with the West Virginia Secretary of State and State Tax Department may follow bid opening but must be completed before award. Procurement questions go to Jo Ann Adkins, Procurement Officer, at (304) 558-2686 or joann.adkins@k12.wv.us.