Consulting Services

The vendor is required to provide from qualified consulting firms or individuals to conduct a comprehensive assessment of the minimum reporting and student management requirements applicable to the career & technical education (CTE) and special education programs operated by agency.
- Identify minimum viable requirements for a student management system to be completed by: July 31, 2025
1. Legal and regulatory requirement analysis
• Identify and document all federal, state, and local student data reporting and management requirements.
• Include reporting mandates from agencies such as department, and other regulatory bodies.
• Detail compliance obligations under act, medicare, Medicaid, and other applicable laws and regulations.
• Identify the specific data elements, submission timelines, and reporting formats required.
2. Operational requirements analysis
• Identify non-mandated but operationally essential requirements necessary for:
o Student tracking, scheduling, attendance, grading, reporting, and service documentation.
• Work with stakeholders (administrators, educators, IT personnel) to prioritize non-mandated requirements.
• Identify best practices in student management for CTE and special education programs.
3. Final report and recommendations
• Legal and operational requirements, with mandated requirements clearly distinguished.
• Prioritization of non-mandated requirements based on stakeholder input.
• Recommendations for minimum required SMS functionalities and features.
• Presentation of findings and recommendations to agency leadership.
- Identify and recommend a new student management system by October 1, 2025
1. Identify and evaluate available student management systems
• Research and identify student management systems (SMS) in the marketplace that meet the minimum viable requirements.
• Conduct a comparative analysis of SMS solutions, evaluating:
o Compliance with legal mandates and operational requirements.
o System flexibility and adaptability to agency needs.
o Integration capabilities with existing agency systems (e.g., finance, HR, learning management systems).
o User-friendliness and accessibility for administrators, educators, and staff.
o Cost-effectiveness and total cost of ownership.
• Present shortlisted SMS options to agency leadership for consideration.
2. Assist agency leadership in selecting a system
• Facilitate a decision-making process to select the most suitable SMS.
• Provide pros and cons analysis of the shortlisted systems.
• Develop a justification report for the selected system.
3. Assess and standardize student intake process
• Evaluate current student intake processes across agency programs.
• Identify opportunities for process standardization and centralization of student intake and management.
• Recommend best practices for student onboarding and data management.
- Questions/Inquires Deadline: May 23, 2025