CCDS Project Independent Verification and Validation

Job description

Name
CCDS Project Independent Verification and Validation


Request #
DESE-(phone number removed)


Agency, State
Department of Elementary and Secondary Education, MO


Location
Jefferson City, MO


Contract Duration
08/11/2025 12/09/2025 (plus 90-calendar-day warranty period)


Release Date
07/08/2025






















SOW
The State of Missouri, on behalf of the Department of Elementary and Secondary Education (DESE) and Information Technology Services Division (ITSD), seeks a contractor to provide retrospective Independent Verification and Validation (IV&V) services for Phase 1 of the Comprehensive Case Data System (CCDS) Project.

The selected vendor must evaluate project activities and outcomes to assess their alignment with best practices, contractual requirements, and agency goals.



Objectives

• Assess the completeness, consistency, and quality of project documentation and artifacts from Phase 1 of the CCDS Project, including planning, requirements, design, development, testing, and implementation deliverables.
  
  


• Evaluate processes followed by vendors and state teams, identify any performance or procedural gaps, and provide actionable recommendations.
  
  


• Maintain objectivity and independence: vendors with any current or previous affiliation to CCDS vendors WWT or MTX are not eligible.
  
  

Key Deliverables

1. Preliminary Planning Meeting with DESE/ITSD stakeholders


2. Kickoff Meeting and deliverable alignment


3. Project Plan with timeline and methodology


4. Work Breakdown Structure (WBS)


5. Initial IV&V Review Report with identified findings


6. Monthly Reports detailing review activities, risks, and observations


7. Final IV&V Closeout Report summarizing overall findings and final recommendations


8. Weekly Status Reports using the State's ITSD template


9. Project Deliverable Acceptance Forms (PDAFs) for each formal deliverable

Execution Requirements

• Follow Missouri's Project Management Methodology (PMM)


• Adhere to confidentiality, security, and data management guidelines from DESE and ITSD


• Perform all work using U.S.-based personnel only


• Ensure full independence from the development vendors involved in the CCDS project

Team Requirements

Three key working roles must be proposed, each with at least 5 years' experience in their functional area and 3 years of IV&V experience:

• Project Management Lead (PMP required)


• Business Analysis Oversight


• Technical/Architecture Oversight

Submittal Requirement
Exhibits A D completed and signed

Resumes for Working Team

Work Breakdown Structure

Deliverable Payment Milestone Table

d 50 pages (excluding resumes), 11 pt+ font, no embedded files/links


Evaluation Criteria
Cost 52 points

Approach and Methodology for Scope of Work 24 points

Personnel Qualifications and Biographies 74 points

Company History and Experience 50 points



Potential bonus points if Exhibit D is completed:

MBE/WBE Participation 10 points

Organization for the Blind/Sheltered Workshop Preference 15 points

MO Service-Disabled Veteran Business Preference 3 points

Total 228 points


References
Two past performance case studies required (included in Exhibit C)


Resumes required?


Yes for all proposed Working Team roles


Rate card required
No pricing is fixed per deliverable (table required in Word doc)


Any specific requirement
Must not have worked with WWT or MTX on CCDS

All work must be U.S.-based

Compliance with OA/ITSD confidentiality and PMM

90-day warranty period required

Weekly status using State's ITSD template

Follow all documentation and reporting protocols


Hardcopy/Email/portal submission
Email


Link
Via Email







Attachment of SOW:

1. Scope, Requirements, Deliverables and Invoicing
   
   
   
   1. General Requirements
      
      
      
      1. The vendor must not have any current or prior working/contractual relationship directly with World Wide Technology, (WWT) and MTX Group, Inc.
         
         (MTX) or any subsidiaries, working on the CCDS project.
      
      
      2. The state and the CCDS contractor WWT and MTX, shall make available all appropriate artifacts, documentation, data, and other CCDS project materials which they possess to the IV&V contractor in formats in which such items presently exist.
         
         Such information may exist in the form of paper files and/or electronically.
         
         Any supplementary data, which the contractor desires to utilize that is not possessed by the state or by WWT or MTX or any of its subsidiaries, must be obtained directly by the contractor and at the contractor's expense.
      
      
      3. The contractor must maintain a core team of professionals and additional staff as needed to complete the work of the project.
      
      
      4. All documentation, including source documents, deliverables, and other artifacts from this project must be kept in a Microsoft SharePoint site that is administered by the state and resides on the state's network.
         
         The contractor and State to agree on how the material is organized.
      
      
      5. The State may develop subsequent SOW's for IV&V services on current and future phases of the CCDS project and reserves the option to directly award that SOW to the same contractor.
      
      
      6. All services must be provided in the United States.
         
         Offshore services shall not be used to perform the services outlined herein.
      
      
      7. Vendor resource(s) may be exchanged under the SOW without modifications of the SOW upon agreement of the SOW Vendor and the State.
         
         The State reserves the right to review resumes and accept/reject proposed resource(s).
      
      
      8. Security & Confidentiality All materials (including code, tools, documentation and data) provided pursuant to the SOW shall be deemed confidential.
         
         Vendor resource(s) must comply with agency and ITSD security policies, agency and ITSD required trainings, and/or required security specifications that describe: (i) required security capabilities, (ii) required design and development processes, (iii) required test and evaluation procedures, and (iv) required documentation.
      
      
      9. Usage of any recording devices or Generative AI recording is prohibited in any meetings associated with the project and/or this Statement of Work (SOW).
      
      
      
      
   
   
   2. Vendor Minimum Experience Requirements
      
      
      
      1. The SOW Vendor must meet or exceed the following minimum experience requirements at the time of the SOW response submission and for the duration of the SOW:
      
      
      
      
   
   
   
   

1. Vendor must have 5+ years of experience of IV&V


2. Vendor must have experience in IV&V for State Government or equivalent sized organization.

1. Vendor Resource(s) Experience Requirements
   
   
   
   1. The SOW Vendor shall include the following core roles as resource(s) to administer and perform the SOW requirements:
   
   
   
   

1. Working Team:
   
   
   
   1. Project Management
      
      
      
      
      1. Must have a minimum of 3+ years of IV&V experience
      
      
      2. Must have minimum of 5+ years in Project Management
      
      
      3. Must have a Project Management Professional (PMP) certification
      
      
      
      
   
   
   2. Business Analysis Oversight
      
      
      
      1. Must have a minimum of 3+ years of IV&V experience
      
      
      2. Must have a minimum 5+ years in Business Analysis and requirements gathering
      
      
      
      
   
   
   3. Architecture/Technical/Application Development Oversight
      
      
      
      1. Must have a minimum of 3+ years of IV&V experience
      
      
      2. Must have a minimum 5+ years in Architecture, Technical, and Application Development
         
         
      
      
      3. The SOW Vendor resource(s) must report to the ITSD Project or Resource Manager or designee, who will provide resource(s) with sufficient knowledge to perform the work.
      
      
      4. Vendor resource(s) are expected to conduct themselves in a professional manner and dress in a professional manner.
      
      
      5. The SOW Vendor must provide resumes for all of the SOW Vendor's resource(s) being assigned to the project for the review and acceptance by the State.
         
         The SOW Vendor's resource(s) assigned to the project are subject to the approval or rejection by the State.
         
         If there would be a need to replace the resource(s) by the SOW Vendor, any subsequent proposed resource(s) may be interviewed by the State prior to acceptance.
      
      
      6. The Vendor's resource(s) schedule and location for on-site or off-site work must be agreed upon by the SOW Vendor's Project Manager, ITSD Project/Resource Manager and the Customer Product Owner.
      
      
      7. No out-of-state travel is required on the part of the State or the SOW Vendor resource(s) for completion of this project.
      
      
      
      
   
   
   4. Performance Requirements
      
      
      
      1. To provide an assessment of project history and timeline for CCDS Phase 1, a review of identified key project risks, issues, and barriers experienced, along with a final overall project assessment indicating both areas of success, and areas needing improvement.
         
         This assessment should answer the following questions:
      
      
      
      
   
   
   
   


2. What aspects of the CCDS project processes, products, and technologies need improvement?


3. What aspects of the CCDS project processes, products, and technologies are successful?


4. Is the CCDS project within the defined scope, schedule and budget?


5. Are project documents and related artifacts complete and up-to-date?


6. How are organizational and legislative changes affecting the project?


7. Is there adequate stakeholder involvement from all stakeholder groups in the project?


8. Is the organization change management (including training and knowledge transfer) effective?


9. Does the project employ best practices and metrics to identify issues, progress, and performance?

1. Preliminary Meeting: The contractor shall schedule and hold a Preliminary Meeting preferably in-person with the state in Jefferson City, Missouri, within 10 days after award of the contract.
   
   Discussion at the meeting shall include project initiation and information and instructions regarding the services to be provided and any additional information that the contractor requests to begin this project.
   
   

1. Project Kickoff Meeting: The contractor shall schedule and hold a Project Kickoff Meeting, preferably in-person, within 10 business days after the Preliminary Meeting is held.
   
   It is desirable for the kickoff meeting to introduce the contractor project team, to meet the state and WWT/MTX managers and leads, to introduce the retrospective IV&V approach and methods that will be used, and to explain the project schedule at a high-level.
   
   

1. Project Plan: The contractor shall produce a Project Plan within 10 business days after the Preliminary Meeting is held.
   
   The contractor must revise the Project Plan pursuant to the specifications made by the state during the Project Kickoff Meeting and in any subsequent discussions and deliver the revised Project Plan to the Project Manager for approval.
   
   In accordance with Project Status Meetings, the contractor must, if necessary, revise and update the initial Project Plan to reflect any change in dates or activities based on actual progress or any re-planning and present the revisions and updates at the status meeting.
   
   

1. Project Work Breakdown Structure (WBS) based Schedule: The Project Schedule shall be WBS-based and relative to the schedule.
   
   At a minimum, the schedule shall identify all tasks, deliverables, and milestones; start dates, end dates, and work effort for all tasks; task dependencies; task duration estimates; task sequence; and resource allocation for contractor, state, and WWT/MTX by task.
   
   

1. Staffing Management Plan The contractor must create and maintain a staffing management plan.
   
   This plan must include organizational charts with defined roles and responsibilities; job descriptions; and contact information.
   
   The Staffing Management Plan must incorporate all staff assignment needs (agency, WWT/MTX, IV&V contractor) and time estimates for participating in the IV&V project.
   
   

1. Communication Management Plan The contractor must create and maintain a communication management plan.
   
   The plan shall identify how the all-project communication will be conducted.
   
   This plan shall identify how the contractor's Project Manager will communicate with the state's Project Manager and team leads on a daily or weekly basis, as needed, regarding project progress and activities, and ensure adequate communication among all project stakeholders.
   
   

1. Risk Management Plan The contractor must create and maintain a risk management plan.
   
   This plan shall describe the identification and tracking of internal and external risks; the evaluation and prioritization of risks; and the risk mitigation process.
   
   

1. The contractor must identify all Assumptions used to develop each plan.
   
   

1. Weekly Project Status Report and Briefing: The contractor's Project Manager must schedule and conduct a Project Status Briefing for the IV&V project every week to be held with the project team members at which time the contractor must discuss/resolve issues and problems related to the IV&V efforts.
   
   The final format of the Status Report and Briefing will be determined during the project initiation.
   
   The Project Status Report shall, at a minimum, detail the following:
   
   
   
   
   1. Completed activities compared to the plan;
   
   
   2. Milestones reached compared to the plan;
   
   
   3. Deliverables completed compared to the plan;
   
   
   4. Assignments and planned work for the upcoming week;
   
   
   5. Milestones/activities/tasks behind schedule and any necessary corrective action plans;
   
   
   6. Staffing updates, which shall include an on-site and off-site schedule of all team members; and
   
   
   7. Brief description of all variances and contingencies, including a summary of efforts that have been or will be taken to remediate the effects of each variance or contingency.
      
      
   
   
   
   

1. All Meetings must have agendas and be scheduled in advance, with reasonable accommodation of attendees' schedules.
   
   Meeting results should be briefly summarized in meeting minutes or other appropriate documents and approved by the designated state staff within the time frame agreed upon during project planning.
   
   

1. The duties of the contractor's Project Manager shall include, but are not limited to the following:

1. Direct the retrospective IV&V project with responsibilities including planning, organizing, managing, communicating, and controlling all aspects of the project to ensure that project tasks are performed according to the approved Project Plan.


2. Schedule all contractor's resource assignments and coordinate with the state's ITSD Project Manager to schedule state staff and WWT/MTX staff assignments.


3. Coordinate with the state's ITSD Project Manager to identify all known items that may impact the availability of state resources and WWT/MTX resources during the project to avoid delays.

1. All deliverables produced by the contractor under this SOW must be comprehensible by individuals with a limited understanding of computer systems.
   
   The project's documentation must include additional explanation of technical language where necessary and a glossary of terms.
   
   

1. The contractor's Project Manager and resource(s) staff must attend all scheduled briefings for the IV&V project

1. The contractor must conduct a lessons learned session and provide a written report of the outcome of that session.
   
   

1. The contractor must independently review, monitor and evaluate various aspects of the CCDS project Phase 1 to determine to what level ITSD, DESE, DHSS, DSS, WWT and MTX employed best practices, identified risks proactively and addressed promptly, all parties' obligations and tasks were met on schedule correctly to the best of their abilities, and deliverables met quality standards, and stakeholders were satisfied.
   
   The state desires specific focus, at a minimum, in these areas:
   
   
   
   
   1. Project Organization, Governance and Management
   
   
   2. Organizational and Law Change Management to include the creation of Office of Childhood under DESE
   
   
   3. Quality Management
   
   
   4. Testing to include end to end system testing and integration testing
   
   
   5. Training
   
   
   6. Environments (Development, UAT/Training, Production)
   
   
   7. Software and System Development
   
   
   
   

1. The contractor must review, monitor and evaluate the project management processes of the CCDS project to detect and report finding to the state to address project phase 1 issues

1. The contractor must evaluate the customization within the proposed CCDS solution to determine if the requirements were identified and met.
   
   

1. The contractor must inform and advise the CCDS project team leads of the IV&V findings and make recommendations for addressing and mitigating issues and risks moving forward.
   
   

1. Deliverables

LIST OF DELIVERABLES

(Requirements and Criteria that must be met)
DELIVERABLE APPROVAL ACCEPTANCE

(Describe approval acceptance conditions that must be met)

1. Project Initiation
   
   
   
   1. Preliminary Meeting
   
   
   2. Kickoff Meeting
   
   
   3. Project Plan
   
   
   4. WBS in Microsoft Project
   
   
   
   

Meetings and Project plans must be reviewed and approved by Department and ITSD

Approval of PDAF by Department Sponsor, ITSD Project Manager, Department and ITSD Stakeholders or designees

1. Initial Review Report of CCDS Project
   
   
   
   1. Must include a report with findings from the evaluation of the following CCDS areas
      
      
      
      1. Governance
      
      
      2. Project Management
      
      
      3. Resource Management
      
      
      4. Schedule Management
      
      
      5. Risk Management
      
      
      
      
   
   
   
   

Must be reviewed and approved by Department and ITSD

Approval of PDAF by Department Sponsor, ITSD Project Manager, Department and ITSD Stakeholders or designees

1. Monthly Report and Briefing about the CCDS Project to the CCDS Project team and Executive Sponsors that is a comprehensive review of weekly status reports.
   
   
   
   1. Must use the ITSD Status Report Template
      
      
      
      1. Must include an Executive Summary:
      
      
      2. Discoveries of risks, issues, and other deficiencies
      
      
      3. Best practices found
      
      
      4. Recommendations on areas of improvement.
         
         
      
      
      
      
   
   
   
   

Monthly Reports must be reviewed and approved by Department and ITSD

Approval of PDAF by Department Sponsor, ITSD Project Manager, Department and ITSD Stakeholders or designees

1. IV&V Project Closeout, Report, and Briefing
   
   
   
   1. The report shall include an executive summary of the IV&V efforts to include:
      
      
      
      1. Phase 1 Entrance and Exit Readiness
      
      
      2. Assessment for level of best practices used during CCDS project Phase 1 including areas that worked well and areas where improvement is needed.
         
         
      
      
      
      
   
   
   
   

IV&V Project Closeout Report must be reviewed and approved by Department and ITSD

Approval of PDAF by Department Sponsor, ITSD Project Manager, Department and ITSD Stakeholders or designees

1. Reporting Requirements
   
   
   
   1. The SOW Vendor must provide weekly status reporting on the services being provided to the State of Missouri using the ITSD Status Report template.
      
      The SOW Vendor shall provide overall project percent complete, items for management attention, action items, project decisions made, risks, out of scope work identified, and track change request items.
      
      Current percent complete must be reported for all deliverables and payment milestones.
   
   
   2. The ITSD Project Deliverable Acceptance Form (PDAF) must be used for deliverable acceptance.
      
      Items may require a deliverable review meeting wherein the SOW Vendor walks through the deliverable with the ITSD and agency staff, followed by revisions as required, and finally, with a request for approval and associated payment per the SOW.
   
   
   
   


2. Technical Environment Requirements
   
   
   
   1. Depending upon the agency preference, either State owned Microsoft ADO or JIRA shall be used to record, track and resolve issues, bugs and defects.
   
   
   2. The SOW Vendor must have all necessary licenses to provide IT services in conjunction with the award of this SOW.
      
      SOW Vendor shall purchase/supply and maintain the required licenses (per developer) for all development tools for the duration of the project, unless specifically indicated by the SOW.
   
   
   
   


3. State's Obligations
   
   
   
   1. The State, ITSD, will establish an Active Directory or Alt account for each vendor and VDI-RDP (or other) to access resources as necessary.
   
   
   2. The State, ITSD, will provide a laptop or other computer devices as necessary.
   
   
   3. The State, ITSD, will provide a physical location for vendor as necessary.
   
   
   4. The State will make every effort to have the appropriate State staff available to the Vendor personnel on a timely basis.
   
   
   5. The State will make every effort to make necessary project and system documentation available on a timely basis.
   
   
   6. The State will perform timely review and approval of deliverables.
   
   
   
   


4. State Data
   
   
   
   1. State Data Location: All data associated with the solution/service shall only be hosted and stored within the United States.
      
      
      
      
      
      1. Ownership: The State's electronic data or information submitted by the state or its authorized users with authorized access to the solution/service shall be considered "State Data for ownership purposes of the contract, as the State serves as either the owner or curator of the data submitted in the solution/service.
         
         "State Data shall include: (a) the State's data collected, used, processed, stored, or generated as the result of the Services; (b) personally identifiable information ( "PII ) collected, used, processed, stored, or generated as the result of the services, including, without limitation, any information that identifies an individual, such as an individual's social security number or other government-issued identification number, date of birth, address, telephone number, biometric data, mother's maiden name, email address, credit card information, or an individual's name in combination with any other of the elements listed herein; and (c) protected health information ( "PHI ) as that term is defined under the Privacy Rule, 45 Code of Federal Regulations (CFR) 160.103.
         
         State data is and shall remain the sole and exclusive property of the State and all right, title, and interest in the same is reserved by the State.
         
         
      
      
      2. "State Data stored in the software and services being provided as a result of the contract shall also be known and treated by the SOW Vendor as confidential information in accordance with the contract, applicable SOW Vendor's documentation, and applicable law.
      
      
      
      
   
   
   2. SOW Vendor Use of State Data: The SOW Vendor shall: (a) keep and maintain state data in strict confidence, using such degree of care as is appropriate and consistent with its obligations as further described in the contract and applicable law to avoid unauthorized access, use, disclosure, or loss; (b) use and disclose state data solely and exclusively for the purpose of providing the services, such use and disclosure being in accordance with the contract, any applicable Statement of Work, and applicable law; (c) not use, sell, rent, transfer, distribute, or otherwise disclose or make available state data for SOW Vendor's own purposes or for the benefit of anyone other than the State without the State's prior written consent; and, (d) not provide state data to any third party without the express written permission of the state.
      
      "...for the purpose of providing the services as referenced above includes the right of the SOW Vendor to use state data to prevent or address service or technical problems, and verify service improvements, in accordance with the contract and the solution's documentation, or in accordance with the State's instructions.
   
   
   3. Incremental Extraction of State Data: The SOW Vendor shall provide the State with the ability to conduct an incremental extraction of the State's data (e.g. new and changed data) from the solution on a nightly basis to update the data available in the State Data Warehouse.
      
      The incremental extraction of state data must be available without additional charges, conditions, or contingencies regarding the state's right to extract the data beyond the terms outlined in the SOW Vendor's cloud services agreement, and in the format mutually agreed to by the parties.
      
      The incremental data extractions will allow the State to maintain an updated copy of the State's data for the duration of the contract.
      
      
   
   
   4. End of Contract Extraction of State Data: At the end of the contract, the State shall have the right to extract its data from the solution for an additional sixty (60) calendar days from the date of contract expiration.
      
      The end of contract extraction of state data must be at no additional cost, conditions, or contingencies regarding the state's right to extract the data notwithstanding the terms outlined in the SOW Vendor's services agreement, and in the format that was mutually agreed to by the parties.
      
      If a term greater than 60 calendar days is required by the State to complete the state data extraction, the SOW Vendor agrees to work with the State to define the additional term and fees for the additional time.
   
   
   5. Extraction of State Data Process Validation: The SOW Vendor must allow the State to perform routine validation of the extraction of the State's data.
      
      The routine validation occurs to ensure the State's data will accurately transfer as prescribed to the State's designated extraction location and accommodates the volume of data transferred.
      
      The SOW Vendor shall assist the State by providing documentation and tools to allow the state to accurately process the extractions of the State's data for the State's continued use.
   
   
   6. Backup and Recovery of State Data: Unless otherwise described in the contract, as a part of the services, the SOW Vendor shall maintain a backup of state data and perform an orderly and timely recovery of such data in the event that the production services may be interrupted in accordance with the disaster recovery and business continuity plans.
      
      
   
   
   7. Return of State-owned Data: The SOW Vendor shall return state-owned data to the State of Missouri in a format mutually agreed to by the State and SOW Vendor and with a key or crosswalk to the information, where applicable, at no additional cost to the State.
      
      The State shall have the right to test the data extract provided by the SOW Vendor at a frequency determined by the State.
   
   
   
   


5. Invoicing and Payment Requirements
   
   
   
   1. Statement of Work Invoicing: The SOW Vendor shall follow the outlined PDAF process listed in attachments for deliverable acceptance, then upon deliverable approval, will submit their invoice to the ITSD Project or Resource Manager and Administrative Assistant.
   
   
   2. All travel-related expenses must be included within the firm, fixed deliverable price.
   
   
   
   


6. Payment Holdback
   
   
   
   1. Firm, fixed priced per deliverable to fulfill the SOW project, which shall include a 10% holdback per deliverable for any project for which the total firm, fixed price for all deliverables is $75,000 or greater.
   
   
   2. Unless otherwise authorized by the Division of Purchasing, projects with a total firm, fixed price of $75,000 or greater for all deliverables shall have ten percent (10%) holdback of each deliverable held back by the agency, which shall be paid to the SOW Vendor upon final acceptance by the state agency of the entire SOW project completion and receipt by the state agency of an accurate invoice for the final deliverable.
      
      The SOW Vendor shall understand and agree that the payment holdback provisions described herein shall not be construed as a penalty.
   
   
   3. The SOW Vendor shall understand and agree forfeiture of Payment Holdback shall result when:
      
      
      
      1. The SOW Vendor fails to fulfill the mandatory requirements of the SOW resulting in a deliverable being considered non-compliant with the SOW requirements and the SOW Vendor fails to correct and resolve the issue within ten (10) business days or other timeframe as agreed to in writing by the State; or
      
      
      2. The SOW Vendor fails to provide the state agency with an accurate invoice for all successfully completed and accepted deliverables for the SOW project within forty-five (45) days after State acceptance of the deliverables.
      
      
      
      
   
   
   4. The SOW Vendor shall understand and agree return of Payment Holdback shall result:
      
      
      
      1. If the SOW project is canceled by the State due to reasons not attributable to the fault of the SOW Vendor prior to completion of the project, all payment holdback amounts retained by the State for completed and accepted SOW deliverables for that particular SOW project shall be paid to the SOW Vendor; or
      
      
      2. If the SOW project is completed and accepted by the State and the SOW Vendor has invoiced for the project in accordance with the provisions and requirements of the contract.
      
      
      
      
   
   
   
   

Required Skill Profession

Other General