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(Attach B)
RFP Concept Paper # 59
Presented to Technology Governance Board (TGB)
Date Prepared: February 8, 2008
Name of RFP to be reviewed:
Data Collection and Reporting system for General supervision Due Process, Part B and C
Type of Bidding Document to be reviewed:
Request for Proposal
Agency:
Department of Education, Bureau of Student and Family Support Services
RFP Reference #: (Not applicable for sole source procurements)
Release Date: March 21, 2008
Projected cost over $50,000? Yes X No ___
Projected agency staff hours over 750? Yes ___ No X
Cost:
Greater than $50,000, estimated $125,000 to $150,000
Timelines:
Activity
Timeline
February 27, 2008 Presentation to IT FRP Advisory Group
March 13, 2008 Technology Governance Board review
March 18, 2008 Post RFP to DE web page, Targeted Small Businesses
March 21, 2008 Release RFP to general public and potential applicants
March 28, 2008 Letters of Intent to Apply due to Department of Education
March 28, 2008 Questions Due to Department
April 28, 2008 Closing Date for Receipt of RFPs
May 6. 2008 Announce Successful Applicant/Vendor
May 20, 2008 Completion of Contract Negotiations and Execution
June 1, 2008 Begin Contract
December 1, 2008 System Implementation Date
June 1, 2009 End Contract
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(Attach B)
Goal:
The funding provided by this request for proposals is for planning and implementation of the
following three Elements and five activities for a State web-based data system for IDEA Due
Process data collection and reporting, Part B and C:
Element 1: Software Application Development.
1) Development and implementation of a software application, compatible with Iowa’s
current I-STAR data system.
2) Development of a web-based system for due process data input by Iowa Department of
Education staff.
3) Generate reports for the Iowa Department of Education, Area Education Agencies and
Local Education Agencies.
Element 2: Technical Assistance and Training
4) Provide technical assistance and training in the use of the Due Process Data Collection
and Reporting system.
Element 3: Supports for Application Revision, Expansion and Maintenance
5) Provide the necessary supports for the DE to maintain, modify and enhance the Due
Process data system over time.
Background:
This request for proposals is designed to enhance Iowa’s federal requirement for monitoring of
IDEA 2004 Part B and C by focusing on efficient and effective use of technology to make data-
based decisions to improve specialized programs and services for Iowa’s children.
The Iowa Department of Education (DE) and the Area Education Agencies (AEAs) Grantees
are mandated by federal regulations [34 CFR Part 300] to provide due process rights to
children and families of Iowa. The Iowa Department of Education has been designated as the
lead agency for implementation and oversight of the state’s due process system. The
contractor awarded this contract will work collaboratively with assigned Bureau staff and all
affected agencies in order to ensure the implementation of an effective IDEA Part B and C due
process data collection and reporting system. This data system will also inform the State of
data needed to meet OSEP requirements for the submission of IDEA Section 618 Table 7 and
Iowa’s Annual Performance Report (APR). Additional reports will inform a variety of audiences
within the state regarding areas of professional development related to due process
procedures. The development of this system will require compatibility with the existing I-STAR
data system.
Expected Results:
The system will be a web-based system to be accessed for on-line data entry by DE staff. DE,
AEA and LEA staff will have access to reports generated as a result of the data collected. The
data system will also inform the State of data needed to meet Office of Special Education
Programs (OSEP) requirements for the submission of Individuals with Disabilities Education Act
(IDEA) Section 618 Table 7 and Iowa’s Annual Performance Report (APR).The system will be
housed at the Department of Education.
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(Attach B)
Testing and Acceptance:
The system will be ready for data entry by Department of Education staff on December 1, 2008, with
reports developed after December 1, 2008.
Project Funds:
Federal Part B special education dollars will be used to fund this project.
Some of the Interested Parties:
The Area Education Agencies (AEAs), AEA Regional Grantees, Local Education Agencies
(LEAs), Department of Education School Improvement consultants, Bureau of Children, Family
and Community Services staff.
Some of the Recipients of this Service:
The Area Education Agencies (AEAs), AEA Regional Grantees, Local Education Agencies
(LEAs), Department of Education School Improvement consultants, Bureau of Children, Family
and Community Services staff.
Standards:
The system uses a standard Microsoft SQL Server database and will meet all Department and
State standards
Architecture:
The data system will be on a SQL server that is connected through a firewall to the internet
server.
Business Continuity / Disaster Recovery:
Department of Education IT staff complete daily tape back up, with offsite data storage.
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(Attach B)
Recommendations from DAS staff and CIO Council members:
From 9 of 11 JCIO members:
a) Is there duplication within Government? ...................................................................................... No
b) Can an existing program be modified to address a new need? .................................................... No
c) Do you have any similar program in existence? ............................................................................ No
d) Have you sought RFP’s for similar programs in the past? ............................................................ No
e) Do you have RFP’s for similar programs? ..................................................................................... No
f) Do you have an RFP that could be used as a starting point for this program?............................. No
g) Is there anything you could provide that could assist the agency with this RFP? ......................... No
h) Are there alternatives available to the agencies? .......................................................................... No
Recommendation of the JCIO to the TGB:
Authorize this RFP (or Sole Source Procurement) to be released for bid Yes _X_ No ___
Alternatives suggested by the JCIO (see additional comments below) Yes ___ No _X__
Additional JCIO comments: None
Recommendation of the IT RFP Advisory Group to the TGB:
Authorize this RFP (or Sole Source Procurement) to be released for bid Yes _X_ No ___
Alternatives suggested by the advisory group (see comments below) Yes ___ No _X_
Additional comments from advisory group members: None
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