1-RFI for Operations Dashboard.pdf

REQUEST FOR INFORMATION

RFI-25-35301-2029

Integrated District Operation Dashboard

West Ada School District Procurement Services Department

TABLE OF CONTENTS

RFI Administration Information………………………………………………………………………………………………………1

Section 1 Overview……………………………………………………………………………………………………………………….…….2

2 Questions………………………………………………………………………………………………………………………….3-4

3 Instructions for Submission of Information…………………………………………………………..…………..5-6

4 Company Information…………………………………………………………………………………………………………..7

5 Product/Platform Capabilities………………………………………………………………………………………………8

6 Data Integration & Technical Requirements………………………………………………………………………….9

7 Reporting & Analytics……………………………………………………………………….……………………….……….10

8 Implementation & Support…………………………………………………………………………………………………11

9 Security & Compliance……………………………………………………………………………………………………….12

10 Cost Information……………….…………..……………………………………………………………………………….….13

11 Future Enhancements…………………………………………………………………………………………………….…..14

RFI-25-35301-2029 1

RFI ADMINISTRATIVE INFORMATION

RFI Title:

Integrated District Operation Dashboard

RFI Project Description:

The West Ada School District seeks information from qualified vendors regarding the development and implementation of an integrated dashboard platform to support and enhance district-wide operations to aid them in identifying vendors they could acquire this product from.

RFI Lead:

Cathy Wright, Procurement Manager Procurement@westada.org

Submitting Proposal:

All Proposals must be submitted via Bonfire.

Electronic Submission: westada.bonfirehub.com

Deadline to Receive Questions:

December 10, 2025, 1:00PM MDT

RFI Closing Date:

December 19, 2025, 1:00PM MDT

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SECTION 1

Overview

1.1. Introduction

The West Ada School District seeks information from qualified vendors regarding the development and implementation of an integrated dashboard platform to support and enhance district-wide operations.

The objective is to provide leadership, staff, and stakeholders with a comprehensive, intuitive, and adaptable tool that consolidates data across multiple operational areas, including but not limited to enabling better decision-making, improved transparency, and efficient service delivery.

1.2. Background

West Ada is Idaho’s largest school district, serving approximately 40,000 students across 58 schools.

Our operations encompass a wide range of services, including Facilities, Maintenance, Custodial, Grounds, Human Resources, Transportation, Finance, and Communications. Currently, data and reporting are fragmented across multiple systems. The district requires a solution that consolidates this information into a single, user-friendly platform, allowing for real-time monitoring and streamlined reporting.

1.3. Objectives

The District seeks a platform that:

• Provides a centralized, intuitive dashboard accessible by district leadership and operational teams.

• Integrates data from multiple sources (e.g., Jira for support tickets, HRIS, financial systems, transportation routing software, etc.).

• Offers real-time visibility into key operational metrics, including:

• Support ticket volume and resolution timelines.

• Employee retention and staffing levels.

• On-time transportation services.

• Facilities and grounds maintenance status.

• Financial reporting and budget tracking.

• Adapts to evolving operational needs with configurable modules and workflows.

• Includes secure role-based access, ensuring that different user groups can view appropriate information.

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SECTION 2

Questions

2.1 Restrictions on Communications

From the issue date of this RFI, or the RFI is cancelled, vendors are prohibited from communications regarding this RFI with WASD staff, or other associated individuals, except Procurement Services.

2.2 Questions

2.3.1 This solicitation is issued via West Ada’s e-Procurement system, Bonfire (https://westada.bonfirehub.com). The RFI Lead is the only contact for this Solicitation. All correspondence must be in writing. If it becomes necessary to revise any part of this RFI, amendments will be posted in Bonfire. It is the responsibility of parties interested in this RFI to monitor Bonfire for any updates or amendments. Any oral interpretations or clarifications of this RFI must not be relied upon. All changes to this RFI will be in writing as an Addendum and must be posted to Bonfire to be valid.

2.3.2 Questions or other correspondence must be submitted in writing to this RFI. Refer to the project details in Bonfire for the dates and times of the question period. Questions cannot be received after the Q&A portal closes.

The District reserves the right to not respond to questions if doing so might violate any of the rules or laws governing this procurement process, gives one Offeror an advantage over another, or any other reason that impacts the integrity of the procurement process.

2.3.3 Questions regarding this proposal must be submitted in writing through the “Vendor Discussions” tab in Bonfire under the “Messages” section.

2.3.4 The District reserves the right to obtain clarification of any point in the proposal by obtaining necessary information to properly evaluate the proposal, including contacting subcontractors listed in the proposal. Failure of a respondent or subcontractor to respond to such a request for additional information or clarification may result in the rejection of the proposal.

The District’s retention of this right shall in no way reduce the responsibility of the respondent to submit a complete, accurate, and clear proposal.

2.3.5 Attempts to communicate with any District employee or agent other than the District’s Procurement Department regarding any of the products, services, or ideas represented in this proposal will be viewed as an attempt to circumvent the competitive proposing process and may lead to the disqualification of the proposal(s).

2.4 Addenda

The District shall not be responsible for oral interpretations given by a District employee, representative, or others. The issuance of a written addendum is the only official method whereby interpretations, clarification or additional information can be given that would change the terms and conditions of the proposal. Any modification of this proposal that results in substantial changes to the Statement of Work will be published in an Addendum to this proposal. This proposal and subsequent addendum, if any, https://westada.bonfirehub.com/

4 | P a g e shall be posted in Bonfire. Addenda can be found under the “Public Notices” section under “Messages”. All registered respondents will receive an electronic notification of any addenda issued.

However, prior to submitting a proposal, it shall be the sole responsibility of each respondent to determine if addenda were issued and, if so, to acknowledge receipt of such addenda via Bonfire.

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SECTION 3

Instructions for Submission of Information

3.1 General Instructions

3.1.1 Proposals are required to be submitted electronically (in searchable.pdf format) to the following: westada.bonfirehub.com. Refer to the project details in Bonfire for the deadline date and time. Except as otherwise addressed in this solicitation. Submission of materials may be submitted at any time up until the RFI closes. If multiple submissions are received for any required items, only the latest timely submission will be considered.

3.1.2 All electronic files must be in Microsoft Word, PDF or Excel format; the only exception is for financials, brochures, or other information only available in an alternate format.

3.1.3 All Proposers must establish an account in the Bonfire system, as it is necessary to process and/or review any submission. Establishing an account is free and only takes a few minutes.

3.1.4 All required information is identified with a form, document, answer to a question, or electronic certification.

3.1.5 The District reserves the right to cancel this RFI and all supporting documents at any time.

3.1.6 Qualifications of a proposal with a requirement by respondent for any minimum order other than as specified in this proposal may be cause for rejection of respondent's entire proposal. The Board specifically reserves the right to reject any conditional proposal and will normally reject those which make it impossible to determine the true amount and quality of the proposal.

3.1.7 No proposal preparation costs will be assumed by WASD and are the vendor’s responsibility.

The respondent must satisfy themselves by personal examination and by such other means as they may prefer as to the actual conditions and requirements under which the service must be performed. If under inspection and examination by the respondent there are any existing conditions or requirements of the service which are not completely understood by the respondent, they shall submit a question via the Vendor Discussions tab in Bonfire under the “Messages” section during the Q&A period.

Respondents are expected to examine the specifications and all instructions of the proposal.

Failure to do so will be at the respondent's risk. Each respondent shall furnish the information required by this proposal.

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3.1 Electronic Submission

3.3.1 Proposals are required to be submitted electronically (in searchable.pdf format) to the following: https://westada.bonfirehub.com. Refer to the project details in Bonfire for the deadline date and time. When submitting through Bonfire, UPLOAD YOUR TECHNICAL

PROPOSAL, SEPARATE COST PROPOSAL, AND ALL OTHER REQUIRED SUBMITTAL ITEMS.

Proposals will be electronically received at the District Service Center, 1303 E. Central Drive, Meridian, ID 83642, Proposals received later than the time and date specified will not be considered.

3.3.2 Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the submission deadline to allow for resolution of technical difficulties. Be advised that the District is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties.

3.3.3 Be advised that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in Bonfire, which must be the same legal entity presented in the uploaded response materials. If the entity identified in the “Requested Company Information” differs from the entity under which you submit your Proposal in Bonfire, the information provided in the “Requested Company Information” prevails.

3.3.4 Proposers are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Proposer’s response.

https://westada.bonfirehub.com/

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SECTION 4

Company Information

4.1 Upload a cover letter providing your company background, size, years in business and experience in K-12 or public sector markets.

4.2 Upload a document addressing the following bullet points:

• Provide a document listing any existing dashboard/analytics solutions currently deployed in K-12 environments.

• Provide 3-5 references for public agencies or school districts that use your solution. Provide contact information including name, title, agency, address, phone number and email. WASD reserves the right to contact or visit any party listed as a reference. Include the name and contact information for each client.

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SECTION 5

Product/Platform Capabilities

5.1 Is your dashboard platform or development approach Off-the-Shelf, Semi-customizable, or Fully Custom-Built?

5.2 Provide a document addressing the following bullet points:

• Describe the core features, the customization and scalability options, and mobile and web accessibility.

• Provide examples of dashboards you have created for: Finance, Human Resources, Facilities/Maintenance, Student Transportation, School Nutrition, & Procurement/Supply Chain.

• Does your product have the ability to create role-based dashboards (e.g. admin, building-level, department heads)?

• What is your user interface approach (intuitive design, role-based views)?

• Describe the level of customization available (KPIs, visualizations, layout, drill-down paths).

• Can the District design or modify its own dashboards without vendor involvement?

• Explain how dashboards can evolve or expand as district needs change.

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SECTION 6

Data Integration & Technical Requirements

6.1 Provide a document addressing the following bullet points:

• List all systems, API's, data sources and formats your platform can integrate with (SQL, CSV, SFTP, SIS, ERP, HRIS, Jira, Finance, Facilities systems, etc.

• Describe your process for onboarding and mapping data from legacy systems.

• What district IT resources are required during integration and ongoing use?

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SECTION 7

Reporting and Analytics

7.1 Provide a document addressing the following bullet points:

• What types of reports are available to end users (standard, customizable)

• Do you offer any data visualization tools (charts, maps, timelines, KPIs) and if so, what tools do you provide?

• Do you offer real-time monitoring and historical analysis?

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SECTION 8

Implementation & Support

8.1 Provide a document addressing the following bullet points:

• Provide a typical implementation timeline for a district our size and what the phases would look like.

• Describe your training approach for a district our size (virtual, onsite, train-the-trainer)

• What ongoing support is provided (help desk hours, ticket system, dedicated account rep, user guides, administrator manuals, etc.)?

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SECTION 9

Security & Compliance

9.1 Provide a document addressing the following bullet points:

• Describe your user authentication options (SSO, Azure AD, Google, etc) and role based permissions.

• Explain how you comply with FERPA.

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SECTION 10

Cost Information

10.1 Provide a document addressing the following bullet points:

• Describe your pricing model (per user, per dashboard, per data source, flat annual subscription)

• Describe any one-time implementation or data-integration fees.

• Identify optional or add-on modules and their cost structure.

• Provide information on contract length options and termination terms.

• List any cooperative purchasing contracts you hold (e.g. Omnia, Sourcewell, TIPS, BuyBoard, etc).

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SECTION 11

Future Enhancements

11.1 Provide a document addressing the following bullet points:

• Describe your product roadmap for product updates.

• Explain how your platform supports long-term data strategy for school districts and the ability to adapt to new district requirements.

• Describe any AI/ML capabilities (e.g. predictive analytics, anomaly detection, automated insights, etc)