Name DESE ePeGS and DESE Systems Business Analysis Support Request # DESE-2508-EPEGS-006 gency, 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 : Business Analysis skills
3+ years' experience with : Business Analysis skills
dditional experience : Business Analysis skills
5+ years' experience with : Quality Assurance Testing (QAT)
3+ years' experience in : Quality Assurance Testing (QAT)
2+ years' experience and knowledge and experience with Selenium / Katalon, back-end development, and Veracode is 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
- ≤50 pages (excluding resumes), 11pt+ font, no embedded links / files / videos Evaluation Criteri Cost - 52 points
Technical Proposal - 148 points :
pproach & 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 ny specific requirement
All services must be provided by U.S.-based resourcesNo offshore workCompliance with OA / ITSD security, confidentiality, and trainingNo out-of-state travel requiredttachment -
Scope, Requirements, Deliverables and InvoicingGeneral Requirements
ll services must be provided in the United States. Offshore services shall not be used to perform the services outlined herein.
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).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.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).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.Vendor resource(s) are expected to conduct themselves in a professional manner and dress in a professional manner.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.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.No out-of-state travel is required on the part of the State or the SOW Vendor resource(s) for completion of this project.Vendor Minimum Experience RequirementsThe 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 :
. 5+ years' experience working in a fast-paced, data-driven IT environment at a State government agency or equivalent organizational level.Vendor Resource(s) Experience RequirementsThe SOW Vendor shall include the following team members / resource(s) to administer and perform the contract requirements :
Working Team :5+ years' experience with : Business Analysis skills
Requirement gathering
Communication with business partnersSkills in working with touch customersTranslation of non-technical requests into technical requirementsTranslation of technical requests into non-technical requirementsSupporting user acceptance testing (UAT)bility to identify and define scope and functionalities3+ years' experience with : Business Analysis skillsWriting of user stories and ability to assist end users in such
Documentation for testingDocumentation writing for application specificationsExperience within ADO (Azure Dev Ops)dditional experience : Business Analysis skillsBasic SQL query experience is preferred
Experience in financial applications heavy in complex mathematical calculationsExperience in VISIO documenting workflows5+ years' experience with : Quality Assurance Testing (QAT)Familiarity with Azure Dev Ops (ADO)
Familiarity with test cases / test plansRegression testingWhite box / black box testing508 / ADA compliance testing - Wave toolResponsive design testingTraceability matrix creation and usageCreating test scriptsbility to teach a team on testing procedures that testing starts through the entire lifecycleMeets legal and company standards with regard to data, application, etc.Basic understanding of project lifecycles / SDLCKnows waterfall and agile methodologies and where / why to use themDeep understanding of documentation of testing processes and creation of testing artifactsKnowledge of acceptance testing methods3+ years' experience in : Quality Assurance Testing (QAT)Knowledge of security testing methods
Knowledge of usability testingKnowledge of functional testing methodsBasic SQL knowledge for cross testing2+ years' experience and knowledge and experience with Selenium / Katalon, back-end development, and Veracode is preferred.Performance RequirementsThe 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.
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.Vendor responses must include their approach to handling each of the issue classifications.ll 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.ssignments are made to the contracted resources by the ITSD-DESE Application Development Supervisor or designee using ADO.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)DESE ACES
DESE ASBRDESE Call TrackingDESE Core DataDESE County ClerkDESE ECIDS - VendorDESE ED Prep APRDESE Educator CertificationDESE FNS Direct Cert Zip CodeDESE FNS Reports - VendorDESE Funding FormulaDESE HQTDESE MCDSDESE Migrant EducationDESE Non Public RegistrationDESE OOC Child Care Background ScreeningDESE OOC Child Care Data SystemDESE Payment ManagementDESE Payment TransmittalDESE Prop C ComplianceDESE SAMII ReportsDESE Sheltered WorkshopsEdFacts - Vendor (we will handle deployments and database-related tasks)FNS Colyar - Vendor (we will handle deployments and database-related tasks)Leader Services - Vendor (we will handle deployments and database-related tasks)List of tasks performed to maintain DESE applications : (may not be inclusive of all tasks)Monitor the batch error reports and investigate and resolve any outstanding issues.
nalysis and related tasks on the numerous ad-hoc data report requests submitted.Research and resolve issues or work items reported from other agencies regarding the data that DESE provides.Research and respond to the various business units when they need issues or work items researched based on their testing activities.Be involved in meetings with the business customer for various issues / clarifications.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.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.Legislative changes / updates.ITSD (i.e. record sales files, selective service files, organ donor files, insurance company files, etc.).The following are samples of DESE maintenance tasks that could be assigned via this PAQ :Process changes in federal regulations through quarterly adjustments via batch processing.
Regularly update and delete holidays.Research and correct payment reconciliation reports when reported.DESE ProcessesMonitor and regularly update ADO work items used to report issues and request enhancements.
Create new specs or update existing specs when code changes are made.Conduct unit and systems testing prior to sending fixes or enhancements to customer for user acceptance testing.Process help desk tickets (Cherwell) for batch abends and redirect worker questions regarding DESE functionality.nalyze and test for software upgrades.Provide Level of Effort (LOE) hours for Fiscal Notes.Investigate / Research questions and problems from the business unit.Handle errors received from Control clerks that occurred during nightly runs.Forms / NoticesCoordinate printing of forms at State Data Center (SDC) and mailroom for testing of new forms or changes.
nalyze issues reported of clients not receiving forms or incorrect information. Work with Control Clerks to determine if batch trigger was set to create the form or problem with forms processing.Batch SupportMaintain daily batch support.
Coordinate scheduling of batch jobs with ITSD QC.Maintain batch job flow charts using VISIO.The following response times shall apply to issues not categorized as application maintenance :Critical Problems
Work will commence within 30 minutes of assignment and must be resolved within 24 hours.
No non-critical work will be addressed by the assignee until the critical issue is resolved.Major ProblemsWork will commence within 24-48 hours of assignment, unless directed otherwise.
The goal of ITSD-DESE is to have 50% of major problems resolved within three (3) business days.ITSD-DESE prefers that those that exceed the three (3) business day turnaround, a minimum of 25% be resolved within five (5) business days.ITSD-DESE prefers that all remaining new major problem reports must be resolved within ten (10) business days.Minor / Trivial ProblemsMinor and trivial problems shall be prioritized by ITSD-DESE, depending on relevance and circumstance.
Timeframe for completion of work items shall be estimated and then agreed upon between contractor and ITSD-DESE.DeliverablesLIST 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 ADOIf 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
Reporting RequirementsThe 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.
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.Technical Environment RequirementsDepending upon the agency preference, either State owned Microsoft ADO or JIRA shall be used to record, track and resolve issues, bugs and defects.
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.State's ObligationsThe State, ITSD, will establish an Active Directory or Alt account for each vendor and VDI-RDP (or other) to access resources as necessary.
The State, ITSD, will provide a laptop or other computer devices as necessary.The State, ITSD, will provide a physical location for vendor as necessary.The State will make every effort to have the appropriate State staff available to the Vendor personnel on a timely basis.The State will make every effort to make necessary project and system documentation available on a timely basis.The State will perform timely review and approval of deliverables.State DatState Data Location : All data associated with the solution / service shall only be hosted and stored within the United States.
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.
"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.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.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.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.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.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.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.Invoicing and Payment RequirementsStatement 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.
ll travel-related expenses must be included within the firm, fixed deliverable price.Payment HoldbackFirm, 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.
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.The SOW Vendor shall understand and agree forfeiture of Payment Holdback shall result when :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
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.The SOW Vendor shall understand and agree return of Payment Holdback shall result :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
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
