DESE ePeGS and DESE Systems Support Application Development

Job description

Name
DESE ePeGS and DESE Systems Support Application Development


Request #
DESE-2508-EPEGS-007


Agency, State
Office of Administration (OA), MO


Location
Jefferson City, MO


Contract Duration
11/1/2025- 10/31/2026








SOW
The purpose of this SOW is to obtain maintenance and support services related to application and database development for the Department of Elementary and Secondary Education (DESE) systems.





The SOW Vendor shall include the following team members/resource(s) to administer and perform the contract requirements:

Working Team:

5+ years' experience with Microsoft Vision and Microsoft Office

5+ years' development experience with Microsoft SQL Server and SQL

5+ years' experience with Azure DevOps (ADO)

5+ years' experience with Visual Studio 2015-2022

5+ years' development experience with C#, VB ASP.Net, MVC, JavaScript, CSS, and Bootstrap

2+ years' experience with SSRS Reports

DESE ePeGS experience preferred




Submittal Requirement
Completed and signed SOW Word document

Deliverable Payment Milestones table

Contracting Resource(s) Price Calculations table

SOW Response (PDF): overview, approach, resumes, Exhibits A D


d50 pages (excluding resumes), 11pt+ font, no embedded links/files/videos


Evaluation Criteria
Cost 52 points

Technical Proposal 148 points:

Approach & Methodology 63 pts

Personnel Qualifications & Biographies 35 pts

Company History & Experience 50 pts

Bonus Points: MBE/WBE 10, Blind/Sheltered 15, SDV 3


References
The QVL Vendor must provide one (1) past performance case studies for projects where the services in the SOW are currently in use or recently used as an indicator of the QVL Vendor's past performance.

The one (1) case studies must represent the same scope and magnitude of effort and complexity required in the SOW and be recent.




Resumes required?


Yes for all proposed resource(s)


Rate card required
No firm-fixed pricing per deliverable; Contracting Resource(s) Price Calculations table is used for internal reference only


Any specific requirement
All services must be provided by U.S.-based resources

No offshore work

Compliance with OA/ITSD security, confidentiality, and training


No out-of-state travel required


Hardcopy/Email/portal submission
Email


Link
Submit via email to Tami.Duckworth@oa.mo.gov







Attachment -

1. Scope, Requirements, Deliverables and Invoicing
   
   
   
   
   1. General Requirements
      
      
      
      
      1. All services must be provided in the United States.
         
         Offshore services shall not be used to perform the services outlined herein.
      
      
      2. 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).
      
      
      3. 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.
      
      
      4. 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).
      
      
      5. 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.
      
      
      6. Vendor resource(s) are expected to conduct themselves in a professional manner and dress in a professional manner.
      
      
      7. 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.
      
      
      8. The Vendor's resource(s) schedule and location for off-site work must be agreed upon by the SOW Vendor's Project Manager, ITSD Project/Resource Manager and the Customer Product Owner.
      
      
      9. No out-of-state travel is required on the part of the State or the SOW Vendor resource(s) for completion of this project.
      
      
      
      
   
   
   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:
         
         a.
         
         5+ years' experience working in a fast-paced, data-driven IT environment at a State government agency or equivalent organizational level.
      
      
      
      
   
   
   3. Vendor Resource(s) Experience Requirements
      
      
      
      1. The SOW Vendor shall include the following team members/resource(s) to administer and perform the contract requirements:
      
      
      
      
   
   
   
   

1. Working Team:
   
   
   
   1. 5+ years' experience with Microsoft Vision and Microsoft Office
   
   
   2. 5+ years' development experience with Microsoft SQL Server and SQL
   
   
   3. 5+ years' experience with Azure DevOps (ADO)
   
   
   4. 5+ years' experience with Visual Studio 2015-2022
   
   
   5. 5+ years' development experience with C#, VB ASP.Net, MVC, JavaScript, CSS, and Bootstrap
   
   
   6. 2+ years' experience with SSRS Reports
   
   
   7. DESE ePeGS experience preferred
   
   
   8. Performance Requirements
      
      
      
      1. The vendor and vendor resources will report to the ITSD-DESE Application Development Supervisor and provide contracted resources with the necessary knowledge and skills to address work items classified as "Critical, "Major, and "Minor/Trivial.
         
         Their responsibilities include maintaining and supporting applications, associated processes and systems currently under DESE's purview.
         
         The vendor resources must have experience maintaining and supporting processes and functionality similar to what exists within DESE today.
      
      
      2. The expectations of the vendor resources include collaboration with agency subject matter expects (SMEs) to gather requirements, performing unit/system testing, supporting quality assurance testing (QAT), user acceptance testing (UAT), documentation of requirements, system specifications, test plans, and test results.
      
      
      3. Vendor responses must include their approach to handling each of the issue classifications.
      
      
      4. All work will be prioritized by the ITSD/DESE Application Development Supervisor and DESE Application Project Managers.
         
         An estimate of the level of effort in hours will be provided by the vendor resources via ADO work items.
         
         The ITSD-DESE Application Development Supervisor of designee, in coordination with DESE management, will authorize all issue/problem and work items to be performed.
         
         The ITSD-DESE Application Development Supervisor or their designee will make the appropriate resource assignments to complete the work.
         
         Work on these work items will commence within a designated time frame based on the priority and category.
         
         Each deliverable/problem report assigned under this SOW shall be documents in ADO and shall require a description/cause of the problem, the resolution to the problem, and what was done to correct it.
      
      
      5. Assignments are made to the contracted resources by the ITSD-DESE Application Development Supervisor or designee using ADO.
      
      
      6. The primary application to be supported by these contracted resources will be DESE ePeGS application; although, as needed, work may be assigned from other DESE applications or programs including the following: (May not be an entirely inclusive list)
         
         
         
         1. DESE ACES
         
         
         2. DESE ASBR
         
         
         3. DESE Call Tracking
         
         
         4. DESE Core Data
         
         
         5. DESE County Clerk
         
         
         6. DESE ECIDS Vendor
         
         
         7. DESE ED Prep APR
         
         
         8. DESE Educator Certification
         
         
         9. DESE FNS Direct Cert Zip Code
         
         
         10. DESE FNS Reports Vendor
         
         
         11. DESE Funding Formula
         
         
         12. DESE HQT
         
         
         13. DESE MCDS
         
         
         14. DESE Migrant Education
         
         
         15. DESE Non Public Registration
         
         
         16. DESE OOC Child Care Background Screening
         
         
         17. DESE OOC Child Care Data System
         
         
         18. DESE Payment Management
         
         
         19. DESE Payment Transmittal
         
         
         20. DESE Prop C Compliance
         
         
         21. DESE SAMII Reports
         
         
         22. DESE Sheltered Workshops
         
         
         23. EdFacts Vendor (we will handle deployments and database-related tasks)
         
         
         24. FNS Colyar Vendor (we will handle deployments and database-related tasks)
         
         
         25. Leader Services Vendor (we will handle deployments and database-related tasks)
         
         
         
         
      
      
      7. List of tasks performed to maintain DESE applications: (may not be inclusive of all tasks)
         
         
         
         1. Monitor the batch error reports and investigate and resolve any outstanding issues.
         
         
         2. Analyze, test, and made code changes based on requests from DESE and documentation of the code modifications.
         
         
         3. Research and resolve issues or ADO work items reported by DESE.
         
         
         4. Research and respond to the various business units when they need issues or ADO work items researched based on their testing activities.
         
         
         5. Be involved in meetings with the business customer for various issues/clarifications.
         
         
         6. Ensure the flow of work by effectively managing the work items in ADO thereby ensuring the resolution of issues reported are not delayed beyond the reasonable due dates set during creation.
         
         
         7. Closely monitor the work allocation so that resources are available in case any critical issues are reported that need a turnaround time of 24 hours or less.
         
         
         8. Conduct unit and systems testing prior to sending fixes or enhancements to customer for user acceptance testing.
         
         
         9. Provide Level of Effort (LOE) hours for ADO work items or other requests.
         
         
         
         
      
      
      8. The following are samples of DESE maintenance tasks that could be assigned via this PAQ:
         
         
         
         1. Create new specs or update existing specs when code changes are made.
         
         
         2. Research and correct payment issues when reported.
         
         
         3. Monitor and regularly update ADO work items used to report issues and request enhancements.
         
         
         4. Migrate code tables to all environments.
         
         
         5. Create new specs or update existing specs when code changes are made.
         
         
         6. Conduct unit and systems testing prior to sending fixes or enhancements to customer for user acceptance.
         
         
         7. testing.
         
         
         8. Process help desk tickets (Cherwell) for batch abends and redirect worker questions regarding DESE functionality.
         
         
         9. Analyze, test, and make code changes if needed for upgrades.
         
         
         10. Provide Level of Effort (LOE) hours for Fiscal Notes.
         
         
         11. Investigate/Research questions and problems from the business unit.
         
         
         12. Provide percentages completed on tasks.
         
         
         13. Handle errors received from applications or batch jobs.
         
         
         14. Create new Batch Jobs as required and support existing Batch Jobs
         
         
         15. Coordinate scheduling of batch jobs.
         
         
         16. Create/modify application code for Requests (ADO, Cherwell requests, legislation request, projects, etc.).
         
         
         17. Create and maintain SSRS reports.
         
         
         
         
      
      
      9. The following response times shall apply to issues not categorized as application maintenance:
         
         
         
         1. Critical Problems
            
            
            
            1. Work will commence within 30 minutes of assignment and must be resolved within 24 hours.
            
            
            2. No non-critical work will be addressed by the assignee until the critical issue is resolved.
            
            
            
            
         
         
         2. Major Problems
            
            
            
            1. Work will commence within 24-48 hours of assignment, unless directed otherwise.
               
               
            
            
            2. The goal of ITSD-DESE is to have 50% of major problems resolved within three (3) business days.
            
            
            3. ITSD-DESE prefers that those that exceed the three (3) business day turnaround, a minimum of 25% be resolved within five (5) business days.
            
            
            4. ITSD-DESE prefers that all remaining new major problem reports must be resolved within ten (10) business days.
            
            
            
            
         
         
         3. Minor/Trivial Problems
            
            
            
            1. Minor and trivial problems shall be prioritized by ITSD-DESE, depending on relevance and circumstance.
            
            
            2. Timeframe for completion of work items shall be estimated and then agreed upon between contractor and ITSD-DESE.
               
               
            
            
            
            
         
         
         
         
      
      
      
      
   
   
   
   

1. Deliverables

LIST OF DELIVERABLES

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

(Describe approval acceptance conditions that must be met)


Monthly Status Reports to include:

• Resolved/closed, issue/problem documentation from ADO


• If applicable, updated documentation attached to the ADO Task, User Story, or ADO Bug.
  
  


• Each problem report (ADO Task, User Story or Bug) assigned under this PAQ will require "Estimated Fix Hours , a resolution to the problem, an explanation of the cause of the problem, and what was done to correct the problem.

Project Deliverable Acceptance Form approved by the ITSD-DESE Application Development Supervisor

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 including warranty 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 and completion of warranty period.
      
      
      
      
   
   
   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.
      
      
      
      
   
   
   
   

*** END OF SCOPE, REQUIREMENTS, DELIVERABLES AND INVOICING SECTION ***

Required Skill Profession

Other General