Web-Based Migrant Student Data System

Illinois seeks a vendor-hosted web-based migrant student data system with multiple components and secure, role-based features for one year.

Provide a vendor-hosted, Modified-Off-the-Shelf (MOTS), web-based Migrant Student Data System
Include an Electronic National Certificate of Eligibility (eCOE) component
Include a Migrant Student Information Exchange (MSIX) component
Include an EDFacts component
Include a Supplemental Services component
System must be accessible via any iOS, Android, or Windows tablet computer
System must function when no internet access is available
System must interface with MSIX, Student Information System, and NICE
System must produce and consume CSV files
System must provide and utilize secure web services
System must provide fine, role-based control over user permissions with support for unlimited roles and assignments
Provide ongoing web-based application maintenance and support
System must support a minimum of 60 users for eCOE collection
Update system for COE data element changes at no cost
Provide a customizable data verification workflow for Illinois MEP requirements
Provide two (2) login licenses per Primary User machine to its Electronic COE system per MEP site
Collect, store, and report additional Illinois MEP data (Departure date, OSY Profile Forms, Priority for service factor formula) within three (3) months of request
System must be fully interfaced to MSIX and certified by the Office of Migrant Education (OME) by July 1, 2026, or within three (3) months of the effective date
Make all changes to the system for OME certification at no cost
Provide technical assistance for daily MSIX operations, including file uploads, formatting, transfers, and coordination on data specification changes
Monitor federal regulations and update all Contractor's systems within one (1) month after new federal requirements are approved, at no cost
Analyze and prioritize ISBE requests for Electronic COE software upgrades/changes for inclusion in incremental releases
System must provide robust user-defined, customizable searching capabilities and diagnostic searches for missing data and data quality
System must use flagging or other error notifications for missing or incorrect data
Upload data for approximately 1,100 migratory children from the previous Migrant System (MIS-2000) into Contractor’s system
House and store student data for thirteen (13) years, with ten (10) years accessible by ISBE staff
Develop and/or continue to develop standard reports (eCOE, CSPR) in specified formats (text, PDF, CSV, Excel), accessible in real-time with differentiated access levels
All raw system data must be accessible in text, CSV, and Excel formats
Provide all new and updated reports added to the system as part of regular upgrades at no cost
Provide custom end-user reporting capabilities allowing users to create unlimited custom reports with filtering, sorting, graphical presentation, and export functions
Ensure all information technology complies with the Illinois Information Technology Accessibility Act Standards
Provide the most recent Voluntary Product Accessibility Template (VPAT) if available
Provide most recent Annual Report or Form 10-K and audited internal control documentation (SOC 2 Type II, SSAE 16/18) upon request
Provide SOC 2 Type II reports for sub-service organizations if their controls are not included under the Vendor’s SOC 2 report
Provide one (1) virtual, six-hour training for approximately 15 data entry users
Provide one (1) virtual, three-hour training for approximately 40 eCOE users/recruiters
Provide two (2), one-hour online webinars for new users and administrative staff (accommodating approximately 60 users)
Provide two (2) virtual trainings per year for new users (minimum 30 participants per session)
Provide one (1) advanced virtual three-hour training per year for administrators (minimum 30 participants per session)
Provide users access to training resources and implementation resources via Contractor’s website
Provide customer and technical service via toll-free phone, email, and live chat from 8 a.m.-5 p.m. CT, Monday through Friday
Return all voicemail messages within one (1) business day
Address and resolve all customer complaints within one (1) business day
Track problems and complaints and provide logs to ISBE upon request
Resolve critical issues within 4 hours, major issues within 24 hours, and minor issues within 3 business days
Communicate scheduled maintenance at least 48 hours in advance and conduct during off-peak hours
Provide technical support and coordination on related data projects and data preparation
Assist in developing queries for information and reports; problem-solving for national data projects and statewide online database maintenance
Conduct on-site visits if requested for technical assistance, maintenance, or training
Provide reasonable transition assistance for up to three (3) months after contract expiration if not renewed
Contractor staff must have knowledge of and experience connecting and interfacing with the Federal MSIX database
All services must be performed in the United States

$1,500,000 – $4,000,000

ECOE training for trainers and data entry specialists at the Illinois Migrant Ed Statewide Conference: June 5th or 6th, 2026.

Customer Service Standards due: August 31st, 2026.

All migrant data correctly/accurately transferred from previous Migrant System (MIS-2000) to contractor’s system: September 30th, 2026.

Initial development of Illinois-specific database features completed: September 30th, 2026.

ECOE live: September 30th, 2026.

Connection with ISBE SIS: September 30th, 2026.

Live demonstration of all components of Contractor’s system: September 30th, 2026.

Connection with ISBE NICE: October 15th, 2026.

Contractor completes process to be able to upload to MSIX and MSIX connection certified: October 30th, 2026.

MSIX uploads begin: October 30th, 2026.

Illinois State Board Of Education

Organization overview and procurement intelligence available on paid plans.

The Illinois agency is seeking a vendor to provide a vendor-hosted, web-based Migrant Student Data System for a one-year term. This system should be a modified off-the-shelf solution with multiple integrated components, including an Electronic National Certificate of Eligibility, a Migrant Student Information Exchange (MSIX), an EDFacts component, a Supplemental Services module, and a connection to the Nutrition Illinois Child Eligibility system.

The objective of the system is to support migratory children and youth by ensuring they are not disadvantaged due to varying educational standards, and to provide them with appropriate services and opportunities for academic success and readiness for postsecondary education or employment. The required solution must offer robust system interfaces, the ability to produce and consume CSV files, and utilize secure web services. Furthermore, it should offer detailed, role-based user permissions supporting an unlimited number of roles and assignments. The proposed system should be comparable to or improve upon the MS/EdD MIS2000 system currently in use.

Web-Based Migrant Student Data System

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