1-RFI 26-20 Safety, Compliance Training System.pdf

ROCKFORD BOARD OF EDUCATION

REQUEST FOR QUALIFICATIONS ON SUPPLIES, MATERIALS, EQUIPMENT OR SERVICES

FOR ROCKFORD PUBLIC SCHOOL DISTRICT NO. 205

ROCKFORD, ILLINOIS

RFI No. 26-20 K-12 Safety, Compliance & Training System

DATE: Wednesday, December 10, 2025

PROPOSALS WILL BE RECEIVED UNTIL: FRIDAY, JANUARY 16, 2026 AT 2:00 P.M. (CST)

RE: Request for Information No. 26-20 K-12 Safety, Compliance & Training System. The purpose of this Request for Information is to gather information from qualified vendors regarding comprehensive safety and risk management systems designed for K–12 environments. 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: Friday, January 16, 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.

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 Submissions are not acceptable and will be rejected as non-responsive. Use of the included RFI Label is recommended.

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 Monday, December 22, 2025. 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. 26-20 K-12 Safety, Compliance & Training System Date: December 10, 2025

INFORMATION WILL BE RECEIVED UNTIL: 2:00 PM (CST) on Friday, January 16, 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 submissions 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.: 26-20

OPENING DATE: FRIDAY, JANUARY 16, 2026

OPENING TIME: 2:00 PM (CST)

DESCRIPTION: K-12 Safety, Compliance & Training System

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!

General Request for Information (RFI) Specifications for

K-12 Compliance & Safety Suite

1. PURPOSE

1.1. The purpose of this Request for Information (RFI) is to gather information from qualified vendors regarding a comprehensive K‑12 safety, compliance, and training solution. The district is exploring opportunities to consolidate and streamline its current safety, compliance, and training systems in order to enhance operational efficiency, improve data integration, and support a unified approach to campus safety and staff compliance training.

While the district currently utilizes PublicSchoolWORKS for safety and compliance training, this RFI seeks to better understand the range of solutions available in the market, especially full-service safety suites, that could consolidate existing, disparate systems.

2. INTENT

2.1. The information gathered will inform future decisions regarding system consolidation, alignment with district safety goals, and the potential to enhance overall effectiveness and user experience across our 41 schools and administration sites.

Rockford Public Schools (RPS 205) is a large, urban school district located in Rockford, Illinois, serving approximately 27,000 students across 41 schools, ranging from early childhood through high school. RPS 205 is one of the largest employers in the region, with over 4,000 staff members. The goal is to ensure that the district continues to provide best-in-class safety, compliance, and training programs while optimizing processes and ensuring that any solutions selected support seamless, district-wide implementation.

Rockford Public Schools (RPS 205) is issuing this Request for Information (RFI) solely for the purpose of gathering information and exploring available solutions. This RFI is not a solicitation and does not constitute a commitment, promise, or obligation by the District to purchase or acquire any products or services. Responses to this RFI will not create any contractual rights or obligations for RPS 205, nor will they be used to prequalify vendors for any future solicitation.

3. TIMELINE

● 3.1. Distribution of RFI: 12/10/2025

● 3.2. Vendor Questions Deadline – 12:00 p.m.: 12/22/2025

● 3.3. RFI Submission Deadline: 01/16/2026

● 3.4. Finalists Chosen Deadline: 01/30/2026. Finalists will be invited to present to a cross-departmental group of RPS stakeholders.

● 3.5. Vendor Presentations (in-person or virtual): 2/2/2026-2/13/2026

4. SCOPE OF WORK/FUNCTIONAL REQUIREMENTS

● 4.1. This request for information establishes the minimum requirements for description of good(s)/service(s).

● 4.2. Performance Specifications:

● 4.2a. Describe the product(s)’s ability to centralize multiple compliance, safety, and risk management solutions within a single system. Preference will be given to platforms that reduce complexity by integrating multiple functions for administrators and staff.

● 4.2b. Please respond to each question as thoroughly as possible. Include supporting documentation, screenshots, diagrams, or examples where applicable. If a question is not applicable, indicate “N/A” and provide an explanation. For cost-related questions, please provide itemized pricing, implementation requirements, and any bundle options.

I. Platform Integration & Centralization

● Describe the product(s)’s ability to centralize multiple compliance, safety, and risk management solutions within a single system. Preference will be given to platforms that reduce complexity by integrating multiple functions for administrators and staff.

● Please describe all modules, capabilities, or services offered within the platform. How does your platform allow a district to manage multiple regulatory, compliance, and safety functions from a single administrative interface? Indicate whether these are integrated or separate systems.

● Are all modules fully integrated into a single platform, or do they require separate logins, systems, or contracts? Please explain.

● Describe how your platform centralizes reporting, notifications, and analytics across multiple modules.

● Describe how the product(s) supports cross-module workflows (e.g., a chemical accident triggering a training assignment or HR follow-up).

● Highlight ad-hoc reporting and role-based access for reporting and visual dashboards across modules.

II. Modules & Capabilities List all modules, capabilities, or services your platform provides. Include examples in areas such as, but not limited to:

○ Safety training & compliance (staff + students)

○ Incident/accident reporting (employee, vehicle, chemical, near-miss)

○ Hazard or risk management

○ Chemical safety / SDS management

○ Visitor, volunteer & contract management

○ Student & staff movement / dismissal

○ Emergency management & reunification

○ Behavioral Threat Assessment / Student Well-Being

○ Compliance task tracking

III. Optional Modules & Costs

For any optional modules or add-ons, please list:

○ Costs and bundle pricing

○ Implementation requirements

○ How integration is achieved with the core platform

● 4.3. Respond to the following questions regarding staff compliance training. Please respond to each question as thoroughly as possible. Include supporting documentation, screenshots, diagrams, or examples where applicable. If a question is not applicable, indicate “N/A” and provide an explanation.

Section Question

1. Compliance, Tracking, Reporting and

Describe how the product supports mandated training compliance tracking, reporting, and auditing at a district level.

Does the system provide automatic notifications or escalation workflows for non-compliant users (e.g., reminders to employees and supervisors)?

Auditing How can administrators assign mandatory trainings by job classification, department, or certification type using existing HR data?

Does the system automatically archive or purge records according to district data retention policies?

Describe available reporting dashboards and customization options (e.g., real-time progress by building, supervisor, or training type).

How can reports be scheduled and automatically delivered to designated personnel?

Does the system allow export of data in multiple formats (CSV, Excel, PDF)?

Are audit logs available to track administrative actions (course assignments, completions, edits, etc.)?

Provide a sample transcript (PDF) for a user who has completed 5+ trainings within the product.

2. User Support and Accessibility

What, if any, service is available directly to users in real time (e.g., 24/7 phone support)?

What accommodations does the product provide for ADA compliance (e.g., text-to-speech, closed captioning, in-training adjustments)?

Describe any language translation features within the solution and how users can use them.

List available languages for courses.

3. User Experience and Functionality

Describe what happens if a user closes a browser window during training before completion, or leaves it open and the computer turns off. Is progress saved?

Describe the user interface for both administrators and learners. Is it mobile-friendly?

Are employees able to access training via mobile devices or tablets without loss of functionality?

Can users easily track their own progress and training history from their dashboard?

Does the product provide rated minutes (estimated course duration time) per training?

Does the product track minutes spent per training per user?

4. Content Creation, Customization, and Branding

Describe how the district can edit or create custom courses and quizzes within the platform.

Describe how custom courses are version-controlled and updated (e.g., if compliance language changes).

What formats of training content can be uploaded (SCORM, video, PDF, etc.)?

Does the platform allow branding with district logo, colors, or custom navigation?

5. Content Quality and Credentials

Outline resources you offer that will benefit our members’ learning experience (e.g., instructional materials, toolkits, discussion forums, other value-added services).

Provide the credentials of course authors.

Provide a listing of course titles, descriptions, and estimated completion time per training module.

Provide examples of partnerships or endorsements with education-specific organizations or state boards.

● 4.4. Provide a base proposal for staff compliance training and then include an itemized menu for remaining offered services/products. Provide bundle pricing options as available if not outlined in previous sections.

● 4.5. Delivery and Installation.

● How long does implementation for new customers typically take?

● Describe the process and timeline of migrating the 70+ custom courses we already have into the product.

● Describe how 5 years of historical data can be migrated (potentially from 2 different vendors, Public School Works and

Navigate360).

4.6. Training

● Describe the type of support provided by a Customer Support representative- outline specifically what is *not* within their scope of service.

● List any services that require an additional fee to implement.

● Describe the onboarding training models for administrators and users during implementation and throughout the agreement.

● Outline resources you offer that will benefit our members’ learning experience (e.g., instructional materials, toolkits, discussion forums, other value-added services).

4.7. Ongoing support and/or maintenance.

● Describe the vendor’s service level agreement (SLA) and uptime guarantees.

● How are product updates, patches, and feature enhancements communicated and implemented?

● Outline your data exit strategy should the district terminate service.

● How does the company stay current with state and federal training mandates?

● What presence does the company have in Illinois, specifically?

4.8. Design Specifications

4.8.1. IT Security Requirements: Please respond to each question as thoroughly as possible. Include supporting documentation, screenshots, diagrams, or examples where applicable. If a question is not applicable, indicate “N/A” and provide an explanation.

4.9.2. Vendor Information

● Vendor Name and Parent Company

● Address of Parent Company

● Requested Product Name

4.9.3. Licensing Structure

Vendors must specify the type(s) of licenses available or being purchased:

● District License

● Site License (indicate if transferable)

● Teacher License (indicate if it stays with RPS facility or teacher; transferable status)

● Student License (specify if 1:1 or 1:Multiple)

● Other (please describe)

4.9.4. Hosting and Data Residency

● Specify server hosting locations

● Confirm if US-based server hosting is available and configurable

4.9.5. Product Portfolio

● List other products under the same vendor/parent company currently used by RPS

4.9.6. Target User Demographics

● Specify the age/grade range of students using the application

4.9.7. Security and Compliance

● Indicate support for DUO Multi-Factor Authentication (for internal adult applications)

● Disclose any data breaches or APTs in the last five years (include details)

● Confirm compliance with:

○ FERPA

○ COPPA

○ Illinois SOPPA

○ Provide link to signed Student Data Privacy Agreement on Illinois SDPC website

○ If not listed, confirm willingness to sign the agreement

4.9.8. Integration Capabilities

● Confirm integration with Classlink

4.9.9. Support Contacts

● Technical Support Contact: Name, Email, Phone

● Integration Specialist: Name, Email, Phone

4.9.10. Application Details

● Resource/Application Website URL

● Privacy Policy URL

● Terms of Service URL

● Approved URLs, IP addresses, etc.

● List any required extensions, apps, or add-ons

4.9.11. Technical Requirements

● Indicate if the solution is web-based or requires additional hardware/software

● Provide operating system and hardware requirements

4.9.12. Security Certifications

● List all relevant cybersecurity and security certifications

4.9.13. User Support

● Identify who will provide day-to-day user support

● Describe available support tools (e.g., support line, live chat)

4.9.14. Artificial Intelligence Usage

● Describe how AI is integrated into the platform for users

○ Confirm if AI environment and data are contained in a private instance

● Describe how AI is used internally to manage and adjust data

○ Confirm if AI environment and data are contained in a private instance

5. COMPLETION

5.1. Please respond to each question throughout this document as thoroughly as possible. Include supporting documentation, screenshots, diagrams, or examples where applicable. If a question is not applicable, indicate “N/A” and provide an explanation. For cost-related questions, please provide itemized pricing, implementation requirements, and any bundle options.

6. PRICING

● 6.1. Describe pricing approaches, models, and options.

● 6.2. Indicate any available bundle or volume discounts, multi-year agreements, or optional add-ons that impact overall pricing.

● 6.3. Please identify any costs outside of the license fee, including implementation, training, support, or maintenance.

7. SUBMITTAL REQUIREMENTS

● 7.1. Submitted proposals must include all of the requested information outlined in parts 1-6, and:

● 7.2. Cover letter/letter of interest

● 7.3. References as requested in Section 9

8. EVALUATION CRITERIA

● 8.1. What are 3 differentiating factors that set your product/services apart from other safety-compliance vendors?

● 8.2. Proposals will be reviewed and evaluated on the following criteria by a selection committee, and vendor representatives may be asked to present their proposal in person or remotely for one or two rounds of evaluation. Vendors are encouraged to provide detailed examples, screenshots, and documentation in all sections, as quality of response may affect scoring.

○ 8.2a. Deployment and Pricing

○ 8.2b. Integration & Accessibility

○ 8.2c. User Experience

○ 8.2d. Training & Course Management

○ 8.2e. Reporting & Analytics

○ 8.2f. Support & Implementation

○ 8.2g. Platform Capabilities and Modules

○ 8.2h. Case Studies & References

● 8.3.These criteria will be weighted per an Evaluation Matrix and will be totaled to determine the best fit for the District.

9. REFERENCES

● 9.1. Please provide at least three references from K‑12 school districts or educational organizations that have implemented your platform. For each reference, include:

○ 9.1a. Organization / district name

○ 9.1b. Contact name, title, phone number, and email address

○ 9.1c. Number of schools and approximate number of users

○ 9.1d. Modules / services implemented

○ 9.1e. Implementation timeline and scope

○ 9.1f. Outcomes achieved or benefits realized

○ 9.1g. Any lessons learned or challenges addressed