ROCKFORD BOARD OF EDUCATION

REQUEST FOR QUALIFICATIONS ON SUPPLIES, MATERIALS, EQUIPMENT OR SERVICES

FOR ROCKFORD PUBLIC SCHOOL DISTRICT NO. 205

ROCKFORD, ILLINOIS

RFI No. 26-19 Enterprise Resource Planning (ERP) System Replacement

DATE: Monday, December 8, 2025

PROPOSALS WILL BE RECEIVED UNTIL: THURSDAY, JANUARY 22, 2026 AT 2:00 P.M. (CST)

RE: Request for Information No. 26-19 Enterprise Resource Planning (ERP) System Replacement . The purpose of this Request for Information is to gather information from qualified vendors regarding enterprise resource planning (ERP) system replacement for Rockford Public Schools. This RFI is strictly for information and planning purposes to support potential future procurement. It does not obligate the District to issue a solicitation or contract.

RFI Opening: Thursday January 22, 2026 at 2:00 PM (CST) Rockford Board of Education, 6th floor Conference Room, 501 Seventh St., Rockford, IL 61104. The date and time as stated is also the time of the public opening. All vendors are welcome to attend the RFI opening.

If you plan to hand deliver your RFI submission on the due date, please note you must check in on the 1st floor prior to coming to the 6th floor. Please allow time for this as late submission will not be accepted.

Copies of the RFI documents are available from Bonfire https://rps205.bonfirehub.com/portal/?tab=openOpportunities or by download from the District’s Purchasing Bids-RFPs webpage at https://www.rps205.com/community/vendors.

Refer all questions relative to the RFI, terms, conditions and specifications to the Director of Purchasing in writing (including via email at PurchasingDeptStaff@rps205.com) verbal inquiries will not be accepted. During the time the RFI is in the open solicitation, respondents may not contact any District staff other than the Director of Purchasing.

Inquiries which result in a change to the RFI will be included in an Addendum issued by the District.

Questions regarding this RFI must be submitted in writing to the point of contact above by 12:00 p.m. on Tuesday, January 6, 2026. Answers may be posted publicly without attribution.

Communication with District representatives in a manner other than identified herein may result in disqualification.

By: Casey Ramas

Director of Purchasing https://rps205.bonfirehub.com/portal/?tab=openOpportunities https://www.rps205.com/community/vendors mailto:PurchasingDeptStaff@rps205.com

REQUEST FOR QUALIFICATIONS ON SUPPLIES, MATERIALS,

EQUIPMENT OR SERVICES FOR ROCKFORD PUBLIC SCHOOL

DISTRICT NO. 205

ROCKFORD, ILLINOIS

RFI No. 26-19 Enterprise Resource Planning (ERP) System Replacement Date: December 8, 2025

INFORMATION WILL BE RECEIVED UNTIL: 2:00 PM (CST) on Thursday January 22, 2026

THE DATE AND THE TIME AS STATED IS ALSO THE TIME OF THE PUBLIC OPENING OF INFORMATION. IF YOU DESIRE TO SUBMIT INFORMATION, PLEASE DO SO ON THE FORMS PROVIDED AND RETURN TO THIS OFFICE OR

SUBMIT ELECTRONICALLY VIA BONFIRE INTERACTIVE.

Addressed to: BOARD OF EDUCATION

School District No. 205 501 Seventh Street, 6th Fl.

Rockford, Illinois 61104

GENERAL CONDITIONS AND INSTRUCTIONS FOR ALL QUALIFICATIONS

The Board of Education (hereinafter occasionally referred to as Board or District as the context may require) reserves the right to reject any or all Information submitted. One copy of this RFI is enclosed for your convenience.

a.) If submitting by mail or in person, please return a copy of the required forms AND an electronic PDF version of your Information (including all required forms) on a flash drive in a SEALED envelope with the RFI number, subject and your firm’s name and address clearly indicated on the envelope. NOTE: FAXED and LATE Qualifications are not acceptable and will be rejected as non-responsive. Use of the included RFI Label is recommended.

b.) Qualifications to be addressed as follows: Rockford Public School District Purchasing Department

501 Seventh St., 6th Floor Rockford, IL 61104 Attn: Purchasing Department

“RFI” refers to this advertised Request for Information. Persons and entities responding to this RFI with Information are referred to as “Respondent”. Submissions in response to this RFI are referred to as “Information”.

Vendor’s signature on this form must be an actual signature. A stamped, facsimile, or typed signature may disqualify the Information.

Please address all questions in writing to the Purchasing Department, Director of Purchasing, Board of Education, 501 Seventh Street, Rockford, Illinois 61104 (via email to PurchasingDeptStaff@rps205.com). Responses to questions will be reviewed by the Purchasing Department and if a response or clarification to the RFI is issued it will be issued via addendum to the RFI and published on the District website and, if applicable, Bonfire.

Confidentiality Indicate whether your response contains proprietary information. The agency will handle submissions in accordance with applicable public records laws.

No Obligation to Procure This RFI is for market research only. The agency is under no obligation to proceed with any procurement and may or may not issue a subsequent Request for Proposal (RFP) or other solicitation.

mailto:PurchasingDeptStaff@rps205.com

THIS SECTION BELOW MUST BE COMPLETED IN FULL AND

SIGNED, FAILURE TO COMPLY MAY RESULT IN

DISQUALIFICATION OF RFI.

Address Name of Firm

City & State Zip Signature of Authorized Representative

Area Code Telephone Number Federal Employer Identification Or Social Security Number

ROCKFORD PUBLIC SCHOOL DISTRICT NO. 205

REQUEST FOR INFORMATION

RFI NO.: 26-19

OPENING DATE: Thursday, January 22, 2026

OPENING TIME: 2:00 PM (CST)

DESCRIPTION: Enterprise Resource Planning (ERP) System Replacement

ATTN: PURCHASING DEPT.

NAME OF FIRM

SUBMITTING INFORMATION:

DATED MATERIAL-DELIVER IMMEDIATELY

PLEASE CUT OUT AND AFFIX THIS LABEL

TO THE OUTERMOST ENVELOPE OF YOUR

INFORMATION (INCLUDING UPS/FEDEX

ENVELOPES) TO HELP ENSURE PROPER

DELIVERY.

LATE SUBMISSIONS CANNOT AND WILL NOT BE

ACCEPTED!

Request for Information: Enterprise Resource Planning (ERP) System Replacement for Rockford Public Schools

1.0 Introduction and Purpose

Rockford Public Schools (RPS205) is initiating a strategic modernization initiative to enhance its operational effectiveness and technological infrastructure. As a cornerstone of this initiative, the district is exploring the market for a new Enterprise Resource Planning (ERP) system to replace its current PowerSchool BusinessPLUS platform. The purpose of this Request for Information (RFI) is to gather detailed information from qualified vendors about modern, scalable, and fully integrated ERP solutions specifically designed for the K-12 environment. This Information is a critical step in the district's pursuit of a solution that will improve operational efficiency, enhance data accuracy, and empower strategic decision-making across all administrative functions.

2.0 District Background

Rockford Public Schools is a large and diverse district serving over 28,000 students and employing more than 4,000 employees. The district currently utilizes PowerSchool BusinessPLUS for its core financial, payroll, human resources, and procurement functions. As part of a forward-looking strategic plan, RPS205 is seeking a new ERP solution that can better align with its current and future operational needs, adhere to modern security standards, and provide superior integration capabilities. This initiative is driven by the need to replace aging infrastructure with a unified platform that supports the district's commitment to excellence and fiscal responsibility.

3.0 Strategic Objectives and Scope

The replacement of the district's core ERP system is a foundational project within a long-term strategy to modernize its technological infrastructure. This initiative is not merely a software upgrade but a strategic investment intended to empower our staff with superior tools, streamline complex processes, and provide administrators with the data-driven insights necessary to support student achievement. Rockford Public Schools has identified several key objectives that a new ERP solution must address:

● Integrate Siloed Operations: The new system must replace, consolidate, and/or integrate a landscape of disparate platforms, including but not limited to the core PowerSchool BusinessPLUS system, Frontline (Absence Management and Recruiting), PowerSchool Unified Talent (Perform and TalentEd), Cobblestone Contract Management, Public School Works Training Platform, Euna Questica Budget Framework, InTouch Receipting, BaseCamp, and UKG (Ready Time, Ready Accruals Manager, and Ready Scheduler). The goal is to create a single, unified source of truth for all financial and human capital data, eliminating redundant data entry and improving cross-departmental collaboration.

● Automate Manual Processes: A primary objective is to eliminate the inefficient, system external, error-prone manual tasks that currently consume significant staff resources.

This includes automating complex payroll adjustments for mid-year raises, streamlining financial reporting for board presentations, and digitizing manual HR record management processes.

● Enhance Financial Oversight and Control: The district requires a system that provides real-time visibility into its complete financial health. The solution must offer comprehensive fund accounting, dynamic budget management, and precise grant tracking tools to ensure compliance, transparency, and strategic allocation of resources.

● Modernize the Employee Experience: We aim to provide a modern, intuitive, and self-service experience for all employees. This encompasses the entire employee lifecycle, from a streamlined applicant tracking and digital onboarding process to simplified benefits administration and mobile access for viewing pay history and managing personal information.

● Strengthen Data Security and Compliance: The proposed solution must meet the highest standards of data security. It is a non-negotiable requirement that the system ensures compliance with all relevant state and federal regulations, including FERPA, HIPAA, and the specific, complex reporting mandates of the Illinois State Board of Education (ISBE), the Teachers' Retirement System (TRS), and the Illinois Municipal Retirement Fund (IMRF).

● Empower Decision-Making with Data: The district seeks to transform raw data into actionable intelligence. The ERP must feature robust, role-based dashboards and flexible ad-hoc reporting tools that provide administrators, principals, and department heads with immediate insights into budgets, staffing levels, and operational performance.

The following sections detail the specific functional capabilities required to achieve these strategic objectives.

4.0 Functional Requirements

This section outlines the core functional capabilities required by Rockford Public Schools.

Vendors should respond to each point by detailing how their proposed solution meets or exceeds the specified requirement, providing specific examples where possible.

4.1 Financial Management

The financial module serves as the core of the ERP system, and its integrity is paramount to the district's operations. Our current platform's lack of integrated bank reconciliation capabilities represents a significant operational deficiency. Therefore, we require a solution built from the ground up for K-12 fund accounting, capable of ensuring transparency, maintaining strict compliance, and enabling the strategic allocation of resources to support our educational mission.

● General Ledger & Fund Accounting: Detail your system's capabilities for K-12 education fund accounting. Describe how it integrates subsidiary modules (Accounts Payable (AP), Payroll, etc.) and handles simultaneous transactions for the General Ledger and the Job/Project Accounting Ledger, ensuring they remain fully integrated and balanced.

● Budgeting and Forecasting: Evaluate your solution's tools for budget creation, management, and analysis. Explain the process for developing "what if" scenarios based on current and prior year data. Describe how the system provides administrators with a clear, real-time view of the daily budget and overall financial forecast.

● Accounts Payable (AP):

○ Detail the end-to-end process for vendor invoice management, from vendor submission to final payment posting. Specify how the system prevents duplicate payments and how it handles exceptions or discrepancies between an invoice, a Purchase Order (PO), and the goods received. Detail any capabilities for vendors to upload invoices directly against a PO and how that submission initiates an automated approval workflow.

○ Our current system overwrites historical data upon a vendor name change. Detail how your system preserves a complete and unaltered audit trail of vendor records, including changes to names, addresses, and payment information over time.

○ Detail how your system handles prompt payment discounts, ensuring they are accurately captured and applied, even on partially paid invoices. Confirm that the AP Aging Report accurately reflects applied discounts before payment to provide a true financial liability picture.

○ Describe the process for generating automated remittance emails to vendors for both ACH payments and employee expense reimbursements.

○ Detail your process for generating electronic payments for all payables.

● Grant and Project Accounting: Explain how your system's job ledger tracks state and federally funded projects and grants across fiscal years, ensuring precision in monitoring total grant spending against the budget.

● Cash Management and Reconciliation: Detail your system's bank reconciliation capabilities. Specify if the system supports automatic reconciliation via the upload of electronic bank statements and if it provides a centralized, auditable repository for all check and deposit information from integrated modules.

● Fixed Assets: Describe how your solution tracks both capitalized and non-capitalized fixed assets from acquisition to disposal. This must include depreciation calculations and automated entries to the General Ledger.

● Student Activity Accounting: Detail the functionality for managing student activity accounts (e.g., Fund 99) within the core financial system to ensure proper oversight and reporting.

4.2 Human Resources and Payroll Management

Payroll processing is the district's single greatest area of concern and the primary driver for this RFI. The significant manual effort currently required highlights the urgent need for a modern, integrated system that streamlines every aspect of employee management, from recruitment to retirement.

● Human Resources & Position Control:

○ Explain how your system manages job positions and the organizational structure.

Specifically, describe its ability to ensure funding is verified and encumbered before a position is posted for recruitment to prevent budgetary overruns.

○ Describe the system's ability to use "effective dating" for all employee record changes, allowing for future-dated transactions and maintaining a complete historical record.

○ Detail the functionality for tracking employee credentials, such as state licensure, degrees, certifications, and I-9 expiry dates. Explain if the system can generate automated notifications to employees and managers for upcoming renewals.

○ Describe the system’s ability to track issued job related equipment, technology, keys, etc.

● Recruitment and Onboarding:

○ Describe your applicant tracking system and its tools for job posting, candidate management, and screening. Mention any integrations with national K-12 job boards, and industry recognized job posting services (e.g. LinkedIn, Indeed, ZipRecruiter, and Applitrack).

○ Detail the digital onboarding process. Explain how the system handles the distribution and completion of onboarding paperwork, facilitates e-signatures for mandated onboarding documents, and guides new hires through initial benefits enrollment.

● Offboarding

○ Describe the system’s ability to manage the offboarding process for employees, including:

○ Exit Interviews: Ability to schedule, track, and store responses from exit interviews.

○ Equipment & Asset Collection: Tools for tracking and confirming the return of job-related equipment, technology, keys, ID badges, and other assets.

○ Access Termination: Automated workflows to revoke system access, deactivate accounts, and notify relevant departments.

○ Final Pay & Benefits: Integration with payroll and benefits systems to ensure accurate final pay, payout of unused leave, and benefits termination.

○ Document Archiving: Secure storage of offboarding documentation and compliance records.

○ Digital Personnel File (EPF) Management: Detail the system's ability to serve as the official, centralized, and secure repository for all employee personnel files. This must include the capability to securely store documents, restrict access based on user roles (e.g., HR, Manager, Employee Self-Service), and provide audit logs for document access and modification.

○ Customizable Workflows: Ability to create tailored offboarding workflows with approval steps and notifications for HR, IT, and supervisors.

○ Reporting & Analytics: Ability to generate reports on offboarding trends, reasons for separation, and asset recovery status.

● Payroll Processing:

○ Demonstrate, with a step-by-step description or workflow diagram, how the system automatically calculates and applies mid-year contractual raises (e.g., REA adjustments) over the remaining pay periods without requiring manual spreadsheet calculations or data entry.

○ Describe the process for managing multiple garnishments for a single employee, including the ability to queue them and set future-dated start dates. Additionally, describe how the system notifies payroll staff when a garnishment limit is met and the next one in the queue is ready to become active.

○ Explain how the system handles retroactive pay calculations accurately and efficiently, eliminating the need for extensive manual spreadsheet work.

○ Detail the integration with timekeeping systems, specifically the UKG Ready product line, and the process for identifying and resolving discrepancies between scheduled hours and actual time worked before the payroll run.

● Absence & Substitute Management:

○ Evaluate your system's capabilities for integrated absence tracking and substitute scheduling.

○ Detail the specific automated notification options available to fill absences:

■ Text messages

■ Mobile app notifications

■ Email

■ Automated phone calls

○ Explain how the system handles complex pay rates, such as automatically identifying when a substitute qualifies for a long-term rate after a set number of consecutive days and applying it to their pay moving forward.

○ Substitute Activity Tracking: Describe how the system identifies substitutes who are active but have not worked within a specified timeframe, and outline tools such as dynamic status indicators, activity thresholds, or automated rules for determining training requirements or eligibility.

● Benefits Administration:

○ Describe the system's open enrollment process and how it guides new hires through benefits eligibility and plan selection based on their position and bargaining unit rules.

○ Explain how the system manages leave of absence tracking and ensures payroll deductions for benefits are calculated and posted correctly, particularly for employees paid from various grant funds.

○ Describe how the system manages tracking ACA hours and "lookback" reporting to determine whether employees qualify as full-time under the Affordable Care Act (ACA), which affects whether they must be offered health insurance coverage using IRS-approved “ACA Lookback Method”.

○ Detail how the system manages the logic for Illinois Municipal Retirement Fund (IMRF) versus Teachers' Retirement System (TRS) eligibility and notifies relevant departments when an employee's status changes (e.g., transitions from an IMRF-eligible position to a certified TRS position).

○ Detail how the systems supports pre-configured benefits packages that can be easily assigned to employees based on their selections during onboarding, open enrollment, or qualifying life events, ensuring streamlined administration and accurate benefits management

○ Describe the system’s ability to programmatically determine TRS or IMRF eligibility based on a single authoritative data element (e.g., Position Control Number or Full-Time Equivalent). Specify whether the platform can consume this data element, apply eligibility logic, and automatically classify employees into the correct retirement system without manual intervention.

● Employee Self-Service: Describe the functionality available to employees through a web portal or mobile application. Specify if they can view complete pay history, manage direct deposit and W-4s, review and enroll in benefits, and request time off.

● Custom Workflow Capability: Our current workaround uses Applitrack for approval workflows and data tracking for processes such as promissory notes, tuition reimbursement requests, salary credit requests, borrowing sick days, employee discipline, grievances, and investigations. Applitrack was not designed for these purposes, but we have adapted it due to limited options. Describe your system’s ability to:

○ Create custom workflows for diverse HR processes.

○ Include multi-step approvals and notification triggers for stakeholders.

○ Support document management within these workflows.

● Integration and Data Migration: We currently have significant HR-related data stored in Frontline. Explain how your system will:

○ Migrate data from Frontline.

○ Maintain historical records and ensure data integrity during migration.

4.3 Professional Learning:

If capabilities are not native, describe how your system integrates with a Professional Learning Management System (PLMS) via RESTful APIs or scheduled flat file exchanges.

● Course Management: Ability to create and manage a district-wide catalog of professional learning offerings, including various formats (multi-date, asynchronous, self-paced). Support for categorization and search enhancements.

● Registration & Attendance: Provide streamlined registration workflows, attendance tracking, and rostering. If managed externally, explain integration for data exchange.

● Approvals & Workflow: Support approval processes for courses, enrollments, credits, and renewals. Describe workflow customization and integration with funding sources if applicable.

● Transcripts & Credits: Maintain user transcripts, track credits, and generate completion certificates. Include processes for outside learning submissions and approvals.

4.4 Performance Management

If capabilities are not native, describe how your system integrates with a Performance Management platform via RESTful APIs or scheduled flat file exchanges.

● Evaluation & Observation: Support customizable evaluation frameworks, observation scheduling, evidence collection, and scoring aligned to standards.

● Goal Setting & Growth: Enable individual goal setting, link professional development plans to evaluations, and provide progress monitoring dashboards.

● Compliance & Reporting: Track compliance requirements, generate audit-ready reports, and offer customizable analytics for performance trends.

● Data & Analytics: Deliver dashboards, trend analysis, and correlation reporting. Ensure data export capabilities for state or internal use.

● Workflow Automation: Automate evaluation cycles, reminders, and approval workflows. Integrate with HR systems for personnel records.

● Collaboration & Feedback: Provide tools for peer feedback, mentorship tracking, secure messaging, and shared resource libraries.

4.5 Purchasing and Inventory Management

The district requires a centralized and transparent procurement process that improves control and efficiency. The goal is to implement a system that manages the entire procurement lifecycle, from initial requisition to final payment, including complex approval workflows and warehouse inventory management.

● Procurement Workflow:

○ Describe the end-to-end process from purchase requisition (PREQ) to purchase order (PO).

○ Explain the capability to configure and manage complex, multi-level workflow approvals based on department, funding source, and dollar amount.

○ Confirm the system's robust search functionality, which must allow users to query requisitions and purchase orders by item description, rationale, vendor, and GL account, in addition to document number.

● Vendor Integration: Explain the system's "punch-out" capabilities that allow users to shop directly on a vendor's website with the district's negotiated pricing, seamlessly importing the shopping cart back into the system as a requisition.

● Contract and Bid Management: Describe the modules for managing vendor contracts, quotes, and formal bids, including support for multi-year and recurring contracts.

● Blanket POs and Inventory:

○ Explain how the system tracks spending against blanket POs in real-time to prevent overspending and provides clear visibility to end-users on remaining balances.

○ Describe the functionality for managing warehouse (internal) orders and stores inventory, from receiving to distribution.

● Receiving and Order Check-In

○ Efficient Receiving Process: Describe the system’s ability to streamline the receiving process, including:

○ Quick verification of received items against purchase orders.

○ Automated updates to inventory upon receipt.

○ Bulk Check-In Capability: Explain how the system supports rapid check-in for large shipments, such as pallets of books or technology equipment, minimizing manual data entry and allowing batch processing or barcode scanning for speed and accuracy.

● Employee Expense Reimbursement: Detail the workflow for submitting and approving travel and expense reimbursements (RFLs). Explain how the system directly connects the initial approved request to the final reimbursement submission to prevent duplicate entries and streamline the process.

5.0 Technical and System-Wide Requirements

This section focuses on the foundational technical architecture, security posture, and usability features of the proposed ERP solution. The platform must be secure, extensible, and user-friendly for all stakeholder groups, from central office administrators to school-based staff.

5.1 System Architecture and Deployment

Requirement Vendor Response

Deployment Options

Describe available options (e.g., On-premise, Hosted/Cloud). Specify options for Disaster Recovery sites.

Integration Capabilities

Detail your system's API availability and support for third-party integrations, specifically Student Information Systems and Transportation Systems.

Mobile Access Describe the system's mobile applications and their functionality for different user roles (e.g., employees, administrators).

5.2 Security and Compliance

For each requirement below, you must state your compliance status. For all items where you claim compliance, provide a detailed description of the specific system features, controls, and/or third-party certifications that validate this claim.

● Authentication: Multi-factor authentication (MFA) integration with DUO using SAML 2.0 or greater, and support for Single Sign-On (SSO).

● Data Encryption: Confirmation that all district data is encrypted both in transit and at rest.

● Security Standards: Confirmation of compliance with NIST 2.0 standards and other relevant industry certifications (e.g., SOC).

● Hosting and Data Residency: Confirm US-Based server hosting for cloud applications.

● Breach History: Disclose any data breaches your company has experienced within the past 3 years.

● Compliance: Confirmation that the solution is compliant with FERPA, HIPAA, and the

Illinois School Code. Specifically address the system's proven ability to produce the complex and evolving regulatory reports required by the Illinois State Board of Education (ISBE), Teachers' Retirement System (TRS), and Illinois Municipal Retirement Fund (IMRF) as well as incorporating any mandated state and federal reporting requirements and changes.

● Audit and Logging: Describe the ability to push customizable transaction logs to a Security Information and Event Management (SIEM) platform like Splunk.

● System Availability: For managed cloud hosted environments, describe system uptime and availability in percentage based on 24/7/365.

5.3 Reporting, Analytics, and User Experience

Detail your solution's capabilities for the following functions:

● Dashboards: Describe the system's business intelligence tools and dashboard capabilities. Explain how role-based dashboards can be configured for stakeholders like school principals to actively monitor department budgets, year-to-date spending on services and supplies, staff absence trends, and current vacancies within their building.

● Reporting: Detail the system's standard and ad-hoc reporting capabilities. Confirm that users can build their own reports and that all reports can be easily exported to standard formats such as Microsoft Excel and PDF including, but not limited to ISBE reporting, union seniority tracking/reporting and DCFS documentation

● Document Management: Explain the system's integrated document management features, including the ability to scan and attach supporting documents (e.g., invoices, receipts, employee transcripts) directly to their corresponding records within the system.

● Workflow Automation: Describe the workflow creation tools. Specify the level of technical expertise required to build and modify workflows. Can a business power user (e.g., an HR Manager) create a multi-step approval process, or does it require IT staff or vendor intervention?

6.0 Implementation, Data Migration, and Support

A successful and well-managed implementation is as critical to this project's success as the software itself. The district requires a clear, proven methodology for data migration, comprehensive user training, and reliable ongoing support to ensure a smooth transition and maximize the long-term value of the investment. The district requires both a production and test environment.

● Implementation Plan: Provide a typical implementation plan and high-level timeline for a district of Rockford's size. Describe a plan for comprehensive onsite ERP implementation support using an iterative session model, ensuring collaborative, incremental progress through structured cycles of planning, execution, feedback, and refinement facilitating continuous engagement with key stakeholders during each iteration to validate functionality, address issues promptly, and adapt the solution to evolving business requirements.

● Data Migration:

○ Confirm your firm's ability to migrate a minimum of 5 years of historical financial and HR data from PowerSchool - BusinessPLUS with 100% accuracy.

○ Describe your data migration methodology, including your data validation and reconciliation processes. Detail how district staff will be empowered to verify the accuracy and completeness of migrated data in the test environment prior to go-live.

● Training: Describe your proposed training model and change management support services to prepare district staff for the transition to the new system.

● Post-Implementation Support: Detail your ongoing customer support model, including standard Service Level Agreements (SLAs) for issue resolution and how end-users can access helpdesk services.

7.0 Vendor Qualifications

Vendors must provide the following information to establish their company's experience and reliability as a long-term strategic partner for Rockford Public Schools.

1. Company Overview: Provide your company's legal name, headquarters location, and the number of years you have been in business.

2. K-12 Experience: Detail your experience with Illinois K-12 school districts. Specifically, list which Illinois districts of a similar size to Rockford (20,000+ students, 3,500+ employees) use your system and describe your company's expertise in handling the unique reporting requirements for ISBE, TRS, and IMRF.

3. Client References: Provide a list of three client references from similar-sized K-12 districts that are currently using your proposed ERP solution. Include contact information for each reference.

4. Cost Structure: Provide a Rough Order of Magnitude (ROM) cost estimate for your proposed solution. Explain your licensing model (e.g., subscription, perpetual) and provide estimated costs for implementation, data migration, training, and ongoing annual maintenance/support.

8.0 Submission Instructions and Disclaimer

● Submission Instructions: Vendors should submit their complete response to this RFI electronically via the Bonfire Portal by the specified deadline. Vendors may attach relevant brochures, case studies, or white papers that support their response.

● Presentation: Finalists will be chosen to present their respective product, in person, to several key stakeholder groups over the course of 2-days to be determined at a later date.

● Disclaimer: This Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation or a promise to issue a future Request for Proposal (RFP). Rockford Public Schools will not be responsible for any costs incurred by vendors in preparing a response to this RFI.