12-RFP 27009BDC Family Engagement, Student Progress, School to Home Communication.doc

Clark County School District

Las Vegas, Nevada

FAMILY ENGAGEMENT, STUDENT PROGRESS AND SCHOOL-TO-HOME

COMMUNICATION APPLICATION

RFP 27009BDC

This RFP consists of 26 pages

Revision Date May 6, 2026 RFP due date: June 11, 2026 at 1:00 p.m.

Questions due by: May 21, 2026

Table of Contents

RFP 27009BDC

Part 1 Overview of the Project

Part 2 Interpretation

Part 3 Schedule and Submittal Instructions

Part 4 Proposal Presentation and Response Part 5 Scope of Work and Technical Requirements Part 6 Proposal Evaluation and Award Part 7 Special Conditions Part 8 General Conditions Part 9 Definitions and Acronyms Part 10 Agreement Part 11 Submittal Forms – Provided as separate documents at:

https://ccsd.bonfirehub.com Proposal Submittal Form

Public Disclosure Form

Customer Reference Form

Supplier Federal 2 CFR 200 Certifications Form

Supplier Application/Update Form

W-9

Supplier Contact List Designation Form

Appendix A – Pricing Sheet

Appendix B – System Matrix

Amendment 1 Data Sharing Amendment

Attachment A to Amendment 1

Attachment B to Amendment 1 Part 1: Overview of Project The Clark County School District, herein referred to as District, is accepting proposals for a comprehensive family engagement, student progress, and school-to-home communication platform designed to improve communication and transparency between schools, students, parents/guardians, and educators.

Part 2: Interpretation

All questions about this Request for Proposal must be submitted electronically Euna Procurement (formerly named Bonfire)) at https://ccsd.bonfirehub.com on or before the required due date. Answers to the questions will be provided to all Plan Holders of the RFP in Euna Procurement in accordance with the RFP schedule of events.

Any deviation from this policy or attempt to directly contact or influence any Clark County School District employees or his/her representatives may result in disqualification of the Respondent. Any oral communications will be considered unofficial and non-binding on the District.

Part 3: Schedule and Submittal Instructions Schedule of Events:

3.1 Cancellation: The District reserves the right to cancel this RFP, in whole or in part, at any time during the solicitation process and prior to the RFP due date. This solicitation of proposals does not obligate the District to award a contract, nor does any liability attach to the District for the issuance of this document.

3.2 Collusion: Any evidence of agreement or collusion among Respondents and prospective Respondents acting to restrain freedom of competition by agreement to bid a fixed price or otherwise, shall render the proposals of such Respondents void.

3.3 Cooling Off Period: Per District Regulation 4371, the District may not enter into any contract, agreement, or consulting arrangement directly or indirectly, with any employee or former employee for a period of one year from the date of termination of employment other than as a member of a bargaining unit, or as a substitute employee, unless (1) there is full disclosure of the nature and extent of the employee’s or former employee’s interest in the matter, and (2) the contract is noticed and acted upon in an open session before the Board of School Trustees and approved by a majority of the Board of School Trustees.

The Respondent is hereby put on notice, by this condition, that it is his/her responsibility to disclose any relationship or affinity with a Board of School Trustee or an authorizing official in writing to the Director of Purchasing and Warehousing. Failure to properly disclose a relationship shall result in termination of the purchase contract and may jeopardize the Respondent’s future business dealings with the District.

3.4 Cost to Prepare and Submit Responses: All costs incurred in the preparation and submission of responses to the RFP shall be the responsibility of the Respondent.

3.5 Disclosure: Advance disclosures of any information to any particular Respondent, which gives that particular Respondent any advantage over any other interested Respondent in advance of the opening of the bids, made or permitted by a member of the District or an employee or representative thereof, shall void all proposals of that particular bid solicitation or request.

3.6 Interpretations, Corrections and/or Changes: Any interpretation(s), correction(s), or change(s) to this RFP will be made by Addenda. Interpretations, corrections or changes to this RFP made in any other manner will not be binding and Respondent(s) shall not rely upon such interpretations, corrections or changes. Addenda will be available in Euna Procurement (formerly named Bonfire) at https://ccsd.bonfirehub.com. It is the responsibility of the Respondent, prior to submitting a response to the RFP, to determine whether all addenda have been received and are included in the RFP response.

3.7 Issues/Complaints Regarding Requirements and Specifications: Any Plan Holder may submit complaints to the Buyer I prior to responding to the RFP if the Plan Holder believes the RFP unduly constrains competition or contains criteria that are inadequate or improper. The complaint must be on or prior to the deadline for submission of questions as indicated in the Schedule of Events. The District reserves the right to modify requirements, support specifications, or both. Should the Plan Holder complaint identify a justifiable change(s), an addendum detailing the modifications shall be released. Issues/complaints shall be submitted in writing and addressed to the appropriate Buyer I as defined on the front page of this document.

3.8 Late Proposals: Proposals received after the due date and time will not be considered and will be returned unopened to the sender. Regardless of the method used for delivery, Respondents shall be wholly responsible for the timely delivery of submitted proposals.

3.9 Preparation: Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capacities to satisfy the requirements of the RFP. Expensive bindings, color displays, promotional materials, etc., are not necessary or desired. Emphasis should concentrate on conformance to the RFP instructions, responsiveness to RFP requirements, and on completeness and clarity of content. All proposals and accompanying documents become the property of the District.

3.10 Prompt Payment Discount: Prompt payment discount shall be defined as the amount of discount offered by the Respondent to the District if payment is made within a specified time frame. Terms of payment or cash discounts that require payment in less than 15 calendar days shall not be considered in the proposal evaluation.

3.11 Proposal Modification/Open Offer: Proposals may be modified or withdrawn prior to the established opening date by delivering written notice to the Director of Purchasing. Proposals which are not withdrawn before opening shall be considered firm for a minimum of 120 calendar days after the date of proposal opening in order to allow the District to evaluate and consider award. Respondents may submit proposals any time prior to opening date and time. Proposals must be received in their entirety by the deadline for submission and the opening date noted above.

Should a Respondent recommended for award withdraw their proposal, or if an awarded Respondent should breach the contract, that Respondent may be deemed non-responsible for a period of up to two (2) years.

3.12 Proposal Opening: Proposal information shall not become public record until after an award recommendation has been made and posted publicly on Euna Procurement at https://ccsd.bonfirehub.com prior to the Board of School Trustees voting on the recommendation.

3.13 Proprietary Information: The District is a public entity as defined by state law and as such, it is subject to the Nevada Public Records Law (Chapter 239 of the Nevada Revised Statutes). Under that law, all of the District’s records are public records (unless otherwise declared by law to be confidential), and are subject to inspection and copying by any person. Respondents are advised that after an award recommendation has been made by the Director of Purchasing, the complete content of all proposals will become a public record and nothing contained in the proposal will be deemed to be confidential. Respondents should not include any information in its proposal that is proprietary in nature or that they would not want to be released to the public. Proposals should contain sufficient information to be evaluated without reference to any proprietary information.

3.14 Proposal Delivery Instructions: The District strongly prefers electronic proposal submission via Euna Procurement at https://ccsd.bonfirehub.com. Proposals will be evaluated using Euna Procurement. Any hard copy (including flash drives) proposals received will be uploaded into Euna Procurement. The District accepts no responsibility or liability for either the Respondent’s errors and/or omissions in its proposal or errors committed by District staff in uploading submissions to Euna Procurement.

For hard copy proposals, submit proposals and mark boxes/envelopes plainly as indicated below:

4212 Eucalyptus Avenue, Bldg. #7

Las Vegas, NV 89121 For: Family Engagement, Student Progress, & School to Home Communication

3.15 Respondent’s Representation: Respondent is certifying that by submitting a proposal it has read and understands the proposal documents and that the proposal is made in accordance with all applicable laws.

3.16 Responsibility for Improper Identification or Submission: No responsibility will attach to the District, or any official or employee thereof, for the pre-opening of, post-opening of, or the failure to open a hard copy proposal not properly addressed and identified. Proposal delivery by facsimile and/or e-mail, IS NOT ALLOWED.

Part 4: Proposal Presentation and Response

4.0 General:

a. Faxed or emailed Responses are not acceptable.

b. Submitting a Response via Euna Procurement (formerly named Bonfire): The District strongly prefers electronic proposal submission via Euna Procurement. Respondent’s may register with Euna Procurement and access this RFP at https://ccsd.bonfirehub.com. Proposals will be evaluated using Euna Procurement. Any hard copy (including flash drives) proposals received will be uploaded into Euna Procurement by District staff. The District accepts no responsibility or liability for either the Respondent’s errors and/or omissions in its proposal or errors committed by District staff in uploading submissions to Euna Procurement.

c. Submitting a Hard Copy Response: If a Respondent chooses not to submit a Response via Euna Procurement, the Response must be mailed or delivered in a sealed envelope with the RFP number clearly displayed on the outside of the envelope.

1. Respondent must submit one original proposal response with cost information and a copy of the original response without cost information. Clearly label each response accordingly as “original” and “copy”. Label and index binders with appropriate section and sub-section numbers as referred to herein. Number each page individually and provide a table of contents.

and

2. Electronic Media Submission Requirements: Submit one flash drive complete with proposal response and cost information. Submit a second complete electronic version without cost information. Both electronic versions are to be submitted in either Microsoft Word or Adobe PDF. Submit as a single file as opposed to multiple files copied to the flash drive. Please affix a label to the flash drive which clearly identifies the name of the responding firm.

4.1 General Submittal Information: Respondent shall complete the following forms and submit the completed forms as part of its proposal. Forms are available as individual attachments in Euna Procurement.

a. Submittal Form

b. Disclosure Form

c. Customer References

d. Supplier Federal 2 CFR 200 Certifications Form

e. Supplier Application/Update Form

f. W-9

g. Supplier Contact List Designation Form

4.2 Respondent Experience and Personnel: The Respondent must include in the proposal a description of its company, including the organization’s experience and history with providing services to similar organizations. The Respondent shall provide the following information:

a. Historical background on individual or firm making proposal.

b. Description of the division of Respondent’s firm that provides these services.

c. List of individuals who will manage this project and his/her professional qualifications including resumes.

4.3 Contractor and Subcontractor Listing: Submit the names, addresses, phone numbers, and applicable licenses of all firms that will provide services in conjunction with the performance of this agreement.

4.4 Loss of Agreement and/or Inability to Fulfill Requirements: If the Respondent has had an agreement terminated, or has a pending termination, or a settlement to avoid litigation or termination for default during the past five years, all such incidents must be described. Termination for default is defined as notice to stop performance due to the Respondent’s non-performance or poor performance, and the issue was either: (a) not litigated; or (b) litigated and such litigation determined the Respondent to be in default.

a. The Respondent shall submit full details of all terminations for default, settlements, or pending terminations experienced in the past five years including the other party's name, address, and telephone number. The Respondent shall also present its position on the matter. The District shall evaluate the facts and, at its sole discretion, may reject the Respondent’s response if the facts discovered indicate that completion of an agreement resulting from this RFP may be jeopardized by selection of the Respondent.

b. If the Respondent has experienced no such settlement or terminations for default in the past five years, and it has no pending terminations, it must affirmatively declare so.

4.5 Scope of Work and Technical Response: Describe the approach to be taken including, but not limited to, how the project will be organized, number and types of staff involved.

4.6 Scheduling: Provide a schedule of events that clearly indicates the time sequence for tasks that are required to perform major components of the Work. Express these tasks in daily durations, example: survey activity five working days, etc.

4.7 Provide the following cost information on a signed and dated Appendix A – Pricing Sheet:

a. Licensing or subscription costs;

b. Implementation and configuration costs;

c. Integration costs;

d. Training costs;

e. Annual maintenance or support fees;

f. Mobile application costs, if any;

g. Optional communication modules or notification features, if any;

h. Costs associated with artificial intelligence-assisted features, if any;

i. Any optional services or add-on features; and

j. Any one-time, recurring, usage-based, or third-party pass-through charges.

Respondents are encouraged to offer flexible pricing structures suitable for large school districts.

Pricing shall clearly identify what is included in the base offering versus optional functionality.

4.8 Verbal Presentation/Oral Interviews: The District reserves the right to require any or all Respondent(s) to either make a presentation that illustrates its abilities relative to this effort and/or attend an interview session to gauge its suitability to provide services for this project. If so requested, the Respondent(s) shall make its personnel available within ten calendar days of request. No cost allowance shall be permitted for this requirement.

4.9 Additional Information: Respondent(s) may provide additional information that is relevant to this proposal for consideration. Additional information response shall be limited to two pages or less.

Part 5: Scope of Work and Technical Requirements

5.1 General: The Clark County School District, herein referred to as District, is accepting proposals for a comprehensive family engagement, student progress, and school-to-home communication platform designed to improve communication and transparency between schools, students, parents/guardians, and educators.

The proposed solution shall provide a centralized, secure, and easy-to-understand platform that allows authorized users to access and understand student academic progress, attendance, assignments, assessments, school information, and related communications.

The proposed solution shall support personalized communications to parents/guardians and students, including automated or system-generated student-specific summaries, newsletters, updates, and notifications, with minimal manual effort required by District or school staff.

The Respondent shall provide all software, licensing, implementation services, configuration, integration, training, and ongoing support necessary to deploy and maintain the proposed solution across District schools.

The solution must be scalable and capable of supporting a large urban school district environment.

Appendix B – System Matrix, provides requirements response instructions for the applicable sections of this Part 5. Respondents shall complete the matrix in the order that it is presented. Whenever prompted in Part 5, the Respondent shall provide answers in the matching section of the proposal Response and in the corresponding section of Appendix B – System Matrix.

5.2 District Background: The District serves a large and diverse student population and seeks technology solutions that improve family engagement and provide parents and guardians with clear, timely, relevant, and personalized information regarding student performance, school activities, and opportunities for involvement. The District intends to evaluate solutions that support family engagement, student information access, school communications, and operational efficiency for school and District staff.

5.3 Existing District Equipment and Systems: The proposed solution shall be able to interface and work in harmony with the District’s existing infrastructure and enterprise systems.

Respondents shall describe how the proposed solution integrates with commonly used K-12 systems, including, but not limited to:

a. Student information systems;

b. Assessment and progress monitoring systems;

c. Identity management and single sign-on systems;

d. Learning management systems;

e. Calendar systems;

f. Email, messaging, and notification systems; and

g. Other systems used to support school operations, student services, activities, and family engagement.

5.3.1 Data Exchange and Integration: The solution should support secure data exchange using industry-standard methods such as Application Programming Interfaces (APIs), secure data feeds, Secure File Transfer Protocol (SFTP), flat-file exchange, roster sync, event-based data sharing, or other modern integration mechanisms. For each proposed integration, Respondents shall identify:

a. Whether the integration is standard/native, configurable, custom, or not currently available;

b. The implementation approach;

c. The data elements exchanged;

d. The direction of data flow;

e. The frequency of synchronization;

f. The security controls associated with the integration;

g. Any error handling and monitoring capabilities;

h. Any customer responsibilities, assumptions, limitations, or dependencies; and

i. Any one-time, recurring, usage-based, or third-party costs associated with the integration.

5.4 Provision of a Complete and Operational System: The Supplier shall furnish a turn-key system that is completely operational within the District’s existing and planned environment, whether or not all items and/or tasks reasonably necessary to make the system operational are specified by the District.

No cost allowances shall be permitted for items not specified by the District but reasonably necessary to make the system fully operational as proposed.

5.5 System Functionality and Features: The proposed platform shall provide tools that allow parents and guardians to easily view and understand student progress, school information, communications, and opportunities for involvement.

5.5.1 General System Requirements: The Respondent’s system shall be, consist of, support, and/or provide the following:

a. A web-based platform accessible through modern web browsers;

b. Mobile-responsive design and/or dedicated mobile applications;

c. Secure user authentication;

d. Role-based access for parents/guardians, students, teachers, school staff, principals, activity sponsors, and District administrators;

e. Granular permissions to restrict users to only the students, groups, schools, or functions appropriate to their role;

f. A cloud-hosted deployment architecture;

g. Scalable infrastructure capable of supporting District-wide usage;

h. Configurable communications and notifications;

i. Administrative access from desktop and mobile devices; and

j. Centralized access to messages and communications from the District, school, classroom, program, activity, or other authorized users.

5.5.2 System Architecture: Respondents shall describe the system architecture, hosting environment, data flow, identity management model, scalability, and disaster recovery/business continuity approach of the proposed solution. If dedicated mobile applications are available, Respondents shall describe:

a. Whether mobile applications are included;

b. Which user groups may use the applications;

c. Whether push notifications are supported;

d. Whether core parent/student/staff functions are available through the applications; and

e. Any additional licensing or subscription cost for mobile applications.

5.5.3 Family Dashboard, Student Information, and Communications Requirements:

The Respondent’s system shall be, consist of, support, and/or provide the following:

a. Display of student grades and course performance;

b. Access to assignments, including upcoming, completed, recently graded, and missing assignments;

c. Display of assessment results and test scores;

d. Attendance monitoring, including absences and tardiness;

e. Student goals, achievements, recognitions, and academic milestones;

f. Student profile information highlighting interests, accomplishments, and progress;

g. Centralized family dashboards summarizing student performance;

h. Access to school communications, announcements, and newsletters;

i. Personalized newsletters or communications for parents/guardians based on student-specific data;

j. School event calendars;

k. Information regarding school activities, programs, and opportunities;

l. Meal or menu information, where available;

m. Fundraising information, where applicable;

n. Volunteer opportunities;

o. Activity, athletics, club, or program schedules and related information;

p. Tools that allow authorized staff to create, review, approve, and distribute newsletters or updates to families;

q. Mobile-friendly calendars with events and assignments;

r. Branding options for District and school communications, templates, and layouts;

s. Ability to attach or link documents, forms, and resources to communications, where applicable;

t. Ability to organize recipients by student, class, school, grade level, activity, program, team, or other District-defined groups;

u. Automatically maintained recipient groups derived from integrated source systems, where available.

5.5.4 Duplicate Data: The District prefers a solution that reduces duplicate data entry and minimizes manual staff effort by automatically populating family-facing content from authorized District source systems where technically feasible and approved by the District. Respondents shall clearly identify:

a. Which features are included as standard functionality;

b. Which features require configuration;

c. Which features require additional licensing or cost; and

d. Which features are not available.

Respondents shall also describe the typical amount of staff effort required to create and send routine family communications, including newsletters and student-specific updates.

5.5.5 Communication Capabilities: The Respondent’s system shall be, consist of, support, and/or provide the following, if available:

a. Email communications;

b. In-platform or app-based notifications; and

c. District-level, school-level, class-level, program-level, and activity-level communications.

If expanded notification features are available, Respondents shall specify whether such features are included, optional, or provided through an integrated third-party service.

5.5.6 Automation and Workflow Requirements: The Respondent’s system shall be, consist of, support, and/or provide the following:

a. Automated population of student data into family-facing communications;

b. Automated population of attendance data;

c. Automated population of assignment data;

d. Automated population of assessment data;

e. Automated population of event and calendar data;

f. Automated update of user groups and recipients;

g. Configurable workflow by role or school;

h. Administrative review and approval workflow;

i. Staff time-saving features; and

j. The ability to minimize duplicate data entry.

Respondents shall describe the extent to which automation is available as standard functionality, requires configuration, depends on integration, or requires additional licensing or services.

5.5.7 Mobile Access Requirements: The Respondent’s system shall be, consist of, support, and/or provide the following, if available:

a. Parent/guardian mobile access;

b. Student mobile access;

c. Staff mobile access;

d. Push notifications;

e. Mobile access to messages and alerts;

f. Mobile access to dashboards;

g. Mobile calendar access;

h. Mobile access to assignments and attendance;

i. Mobile access to newsletters or family summaries; and

j. Mobile administrative functions.

5.6 Implementation Services: The Respondent shall provide a comprehensive implementation plan for deployment of the proposed system.

The implementation plan shall include:

a. Project kickoff and governance structure;

b. System configuration;

c. Data integration with District systems;

d. Identity and access configuration;

e. Testing and validation;

f. Pilot, phased rollout, or full deployment strategy;

g. Project management and coordination with District staff;

h. Data migration, if applicable;

i. End-user acceptance testing; and

j. Go-live support and transition to production operations.

Respondents shall provide an estimated implementation timeline and identify all assumptions, dependencies, staffing needs, required District participation, and critical success factors. Respondents shall also describe the implementation approach used to minimize disruption to schools and reduce manual work for District staff.

5.7 Training Requirements: The Respondent shall provide training services to ensure District staff are able to effectively utilize the system. Training for shall be "competency-based" which ensures that District end-users are completely able to use the full functionality of the program. Neither the number of times offered nor the length of a training activity signifies that training is complete. Training shall continue until District personnel have adequately displayed appropriate/agreed upon levels of competency. Training shall include all necessary training materials.

Training shall include:

a. Administrator training;

b. District office training;

c. School staff training;

d. Teacher and authorized end-user training;

e. User documentation and guides;

f. Training materials for ongoing internal use;

g. Optional training resources for parents/guardians and students; and

h. Training for templates, workflows, approvals, reporting, and mobile use.

Training may be delivered through a combination of in-person sessions, virtual sessions, recorded sessions, online help content, and written documentation. Respondents shall describe any available help center, knowledge base, training videos, onboarding resources, office hours, and refresher training options.

5.8 Support Requirements: The Respondent shall provide ongoing technical and functional support following implementation.

Respondents shall describe:

a. Help desk support availability and hours;

b. Procedures for reporting issues;

c. Service level expectations, including response and resolution timelines;

d. Escalation procedures;

e. System maintenance schedules;

f. Software updates and upgrades;

g. Account management or customer success services;

h. Support provided for integration issues;

i. Support provided to District administrators, school staff, and end users; and

j. Whether support is included in base pricing or subject to additional fees.

Respondents shall also describe how product enhancements, release notes, outage notices, and planned maintenance notifications are communicated to customers.

5.9 Accessibility, Language Access, and Equity: The proposed solution shall comply with applicable accessibility standards to ensure equal access for all users. The system should support accessibility features consistent with Web Content Accessibility Guidelines (WCAG) and other applicable accessibility requirements. Respondents shall describe:

a. How the platform supports users with disabilities;

b. Whether the platform supports screen readers, keyboard navigation, captions, contrast, resizable text, and other accessibility features;

c. What accessibility conformance documentation is available;

d. How the solution supports equitable access for diverse populations;

e. Whether the platform supports multiple languages;

f. Whether translation is system-provided, human-assisted, or dependent on third-party tools;

g. Whether users can set and maintain language preferences; and

h. Whether communications may be translated in real time or at send time, where applicable.

5.10 Student Data Privacy and Security: Respondents shall describe:

a. Data security practices;

b. Encryption methods used to protect data in transit and at rest;

c. Identity and access controls;

d. Audit logging and administrative oversight capabilities;

e. Policies regarding data ownership and data usage;

f. Whether student, parent/guardian, or District data is used to train artificial intelligence or machine learning models;

g. Whether District data is shared with sub processors or third parties, and for what purpose;

h. Breach notification procedures;

i. Disaster recovery and business continuity practices;

j. Data retention and deletion practices;

k. Safeguards to prevent unauthorized access to student information; and

l. Support for District review of sub processor lists and security documentation.

5.11 Artificial Intelligence: If the proposed solution includes artificial intelligence, generative AI, or automated content generation features, Respondents shall additionally describe:

a. Whether such features are included or optional;

b. What data is processed by the feature;

c. Whether District data is used for model training;

d. Whether administrators can enable, disable, or restrict such features;

e. What human review and approval controls exist before communications are sent; and

f. What safeguards exist to prevent inaccurate, inappropriate, or unauthorized content.

5.12 Reporting and Analytics: The District prefers solutions that provide actionable visibility into communication effectiveness and areas requiring data correction or follow-up. Respondents shall describe the reporting and analytics capabilities of the proposed solution, including, but not limited to:

a. Delivery metrics;

b. Open, read, or engagement metrics, where applicable;

c. Usage statistics by school, user role, communication type, or feature area;

d. Identification of undeliverable communications or missing contact data;

e. Reporting on parent/guardian engagement;

f. Reporting on student or school communication activity;

g. Exportable reports for District review and oversight; and

h. Audit reports for administrative and compliance purposes.

5.13 Parent/Guardian and User Self-Service: Respondents shall describe whether parents/guardians, students, and staff can access a portal or mobile application to:

a. View messages in one place;

b. Manage contact information;

c. Manage communication preferences;

d. Manage language preferences;

e. Review school and District communications;

f. Access student-specific information appropriate to their role; and

g. Receive notifications through preferred communication channels.

Respondents shall describe which self-service functions are user-managed and which require administrative action.

5.14 Warranty and Maintenance: The Respondent shall provide warranty coverage for the system following successful implementation and acceptance by the District.

Warranty services shall include:

a. Correction of software defects;

b. Technical support; and

c. System updates and patches.

Respondents shall also describe ongoing maintenance services available following the warranty period.

5.15 Acceptance Criteria: The final scope of work, milestones, and payment schedule will be developed and agreed upon by the District and the Supplier. Acceptance by the District will initiate the payment cycle for the portion of work successfully completed.

At a minimum, the following conditions must be met:

a. System implementation has been completed and verified;

b. Required training has been delivered;

c. Documentation and training materials have been provided;

d. Support procedures have been established;

e. Required integrations have been delivered as proposed;

f. Security and data-sharing requirements have been satisfied; and

g. The system performs the functionality described in the Respondent’s proposal.

5.16 Data Sharing Amendment: The Amendment 1 Data Sharing, and its corresponding Attachment A, and Attachment B will be executed with the awarded Supplier.

Part 6: Proposal Evaluation and Award

6.1 Proposal Evaluation: To determine its accuracy, the District may investigate the information supplied by Respondents. By supplying a reference or customer list, the Respondent gives the District permission to contact any or all firms listed for information about the Respondent and understands that such information may be used in the evaluation.

An evaluation committee will review the proposals and determine the best proposal based on evaluation criteria such as:

a. Respondent’s experience and success in conducting similar Work.

b. Adequacy of resources, including personnel, facilities, equipment, financial stability, and other related factors.

c. Technical approach and the Respondent’s grasp of the project as shown by the depth, breadth, and clarity of the proposal.

d. Management and planning: The quality of procedures and organizational structures proposed for completion of the Work.

e. Timeliness of services.

f. Cost.

g. Ability and willingness to transact purchase orders and invoices on SAP Business Network (Ariba)

h. Other as permitted by NRS 332.065.

6.2 Rejection of Proposals: The District reserves the right to reject any and all proposals received, or any part thereof. Proposals may be rejected for any of, but not limited to, the following causes:

a. Proposal lacks signature by an authorized representative of the Respondent.

b. Failure to submit the proposal response prior to the specified opening date and time.

c. Failure to submit bonding, or surety as required by the proposal document.

d. Evidence of collusion among Respondents.

e. Failure to meet the terms and conditions as specified in the Request for Proposal document.

f. The evidence submitted by the Respondent leads the District to believe that the Respondent will be unable to carry out the obligations of the Agreement and complete the Work described.

g. The District's investigation determines that the Respondent is not qualified to meet obligations of the Agreement and complete the Work described.

h. Cost of services exceeds budgetary constraints.

6.3 Proposal Negotiations: Respondents are directed to submit its best and final cost offer in its response. The District may, at its sole option, open negotiations with responsive Respondents after submission of proposals and prior to award. The District specifically reserves the right to award without negotiations based upon written proposals only.

6.4 Method of Award: The District reserves the right to waive any minor informalities or irregularities in proposals and/or Agreements in the District's best interests. The District reserves the right to award an Agreement on the basis of individual Scope of Work elements, or groups of elements, or all elements to a single Supplier. Taking into consideration the specified evaluation criteria, the District will select the Respondents whose proposal is most advantageous to the District. Contractual commitments are contingent upon the availability of funds as evidenced by the issuance of a purchase order. All Agreements are subject to the approval of the District's legal counsel and the Board of Trustees prior to execution. Once awarded, the Agreement will be the final expression of the Agreement between the parties and may not be altered, changed, or amended except by mutual Agreement, in writing.

6.5 Protests: Any Respondent who is allegedly aggrieved in connection with the solicitation or the award recommendation may protest. The protest must be submitted in writing to the Director of Purchasing and Warehousing, within seven calendar days after the recommendation has been made to the public by posting the recommendation on Euna Procurement (formerly named Bonfire). The following criteria must be observed.

a. Protest letter(s) shall be addressed to the Office of the Director of Purchasing and Warehousing and must be sent via Certified U.S. Mail, FedEx, or other means directly to 4212 Eucalyptus Avenue, Bldg. #7, Las Vegas, NV 89121. The protest letter shall also be sent via facsimile to (702) 799-5018.

b. All criteria for the protest must be in writing and disclosed in the protest letter.

c. An impartial Purchasing Administrator will issue a written response which will be sent to the Protestor prior to any additional action taking place on the award recommendation.

d. If the Protestor wishes to appeal the decision rendered by the impartial Purchasing Administrator it may do so by submitting a letter to the Director of Purchasing and Warehousing (following the initial criteria), which succinctly states why it believes the initial decision was erroneous. The appeal must be submitted at least three full calendar days prior to the scheduled Board meeting.

e. The Director of Purchasing and Warehousing shall examine the merits of the protest and may either schedule a meeting with the Protestor and/or issue a written response declaring whether or not the protest will be upheld, or if the recommendation shall be presented to the Board of School Trustees for its consideration. If this response cannot be sent prior to the scheduled Board meeting, the Director shall postpone presenting the recommendation to the Board.

The decision of the Board shall be final. The Board need not consider protests unless this procedure is followed. A protest lodged after award by the Board of Trustees shall not be considered.

Part 7: Special Conditions

7.1 Bid Security: This section intentionally omitted.

7.2 Performance Bond: This section intentionally omitted.

7.3 Expenses: In the event that the District agrees to pay for any of the Supplier’s expenses directly related to this Work, the following parameters shall apply: no overhead, and/or profit shall be permitted. Supplier shall only receive reimbursement in amounts that are consistent with applicable travel guidelines established by the District policy, regulations, and procedures for its own employees and Suppliers. Reports of expenses shall be submitted on an approved form along with invoices for all itemized charges.

7.4 Insurance: The Supplier shall be responsible for maintaining insurance coverage in force for the life of the Agreement. The insurance company(ies) must have an A.M. Best rating of A- VI or better and be licensed to write such insurance in the State of Nevada. Prior to commencement of services, provide the District adequate insurance documents confirming coverage. The insurance carrier shall give the District a thirty day written advance notice of any termination, expiration, or any and all changes in coverage. Deductibles and self-insurance retentions shall be declared in the Insurance documents. All deductibles and retentions are the sole responsibility of the Supplier to pay.

Insurance documents shall verify the following coverages:

a. Statutory Workers Compensation, and Employers Liability, with limits no less than $1 million, and providing Clark County School District with a waiver of subrogation.

b. Commercial General Liability Insurance, including contractual liability, and coverage for sexual abuse, molestation and corporal punishment, in accordance with the indemnification requirements in paragraph 8.15, and including bodily injury, personal injury, and property damage, with limits of at least $1,000,000 per occurrence. Coverage shall be Primary and Non-contributory. The general liability insurance shall name the Clark County School District as an additional insured and extend to Products/Completed Operations in addition to Ongoing work.

c. Professional Liability (Errors and Omissions) with minimum limits of at least $1,000,000 per occurrence. The insurance required above may be provided under primary policies or by a combination of primary and excess policies.

d. Commercial Automobile Liability Insurance, in accordance with the indemnification requirements in paragraph 8.15, and including passenger liability, with limits of at least $1,000,000 per occurrence. Coverage shall extend to all Owned, Non-Owned or Hired Auto.

e. Cyber Liability with minimum amounts of at least $5,000,000 per occurrence for claims involving privacy violations, information theft, intentional and/or unintentional release and/or extortion.

Reference your insurance documents to the Clark County School District, Attention: Purchasing Department, 4212 Eucalyptus Avenue, Bldg. #7, Las Vegas, NV 89121, and indicate the project name and RFP number.

7.5 Penalties for Untimely Performance: Untimely performance is defined as the late completion and delivery of any deliverable identified in this RFP. The final negotiated schedule shall be the barometer for measuring timely performance. The District reserves the right to deduct an amount not to exceed 1% per day of the lump sum cost of any deliverable after the Work becomes late by five calendar days.

7.6 Price Changes: Prices shall be fixed for the first and second contract years. Thereafter, commencing on the anniversary date of the third contract year, the District may adjust the rates by using the Bureau of Labor Statistics Consumer Price Index – Urban Wage Earners and Clerical Workers for the west urban area, all items (Based period 1982-84=100) for the previous year, providing the Supplier has complied with the terms and conditions of the contract and has brought forth a proper written request.

7.7 Term of Agreement: The initial term of this agreement shall be for one year. Thereafter the District reserves the right to continue the life of the contract period by up to 6 one-year periods if the contract is performed to the District’s satisfaction.

7.8 Vested Interest: The Supplier(s) chosen for this Work cannot receive any benefits (directly or indirectly), or be party to other agreements that may emanate from recommendations, contracting actions, and or activities related to this effort. The only benefit that the Supplier can derive from this project is payment for the identified Scope of Work and optional tasks contained herein including identified deliverables in the Supplier’s initial proposal response and subsequent additions to the Scope of Work authorized by the District.

7.9 Warranty: Supplier warrants that the Work shall be performed with the degree of skill, care, and judgment customarily accepted as sound and quality practice and procedure. Supplier further warrants that the Work fulfills the requirements and intent of the entire contractual Agreement inclusive of the Supplier’s proposal response. If the Work fails to meet the aforementioned criteria and/or is in the judgment of the District to be inadequate, the Supplier shall re-perform the Work or portion that is unsatisfactory. The Supplier shall be liable for all costs and expenses incurred in the performance of corrective work and services, inclusive of travel, per diem, etc. The District agrees to meet with the Supplier (if requested) on an as-needed basis to monitor the effectiveness of ongoing Work and notify the Supplier of deficiencies within a reasonable time of discovery.

7.9 General License Contracting Requirements:

a. The District’s Request for Proposal and other documents referenced in the RFP table of contents, and attached hereto, shall be used for all contracting activities (i.e., licensing, implementation, hosting {SaaS and non-SaaS}). The District may agree to incorporate a portion of the Respondent’s licensing (i.e., SaaS/HaaS) agreement as an attachment to its Agreement to address areas not covered by the District’s documents. In the event of a conflict between the Respondents’ and the District’s language, the District’s contract language will take precedence.

b. The license shall neither limit the total number of users, the number of concurrent users, nor will it constrain the geographical parameters for usage. Users shall have the right to utilize multiple devices (i.e., mobile, District PC) if access to hosted data, reports, other, is included as part of the services offered.

c. The incorporation of contractual provisions/restrictions/obligations that arise through the propagation/initiation of any End-User Agreement(s) (i.e. “click–to accept”, “click wrap” prompt acceptance to access system portal/functionality, other, etc.) are prohibited. The Respondent shall submit a letter acknowledging this prohibition.

d. The District will evaluate Respondents’ willingness, or lack thereof, to comply with its contracting requirements. As such, the District may negatively rate or reject any responses that do not comply with its contracting requirements.

Part 8: General Conditions

8.0 Applicable Law, Jurisdiction and Venue: Any agreement resulting from this proposal shall be construed and interpreted according to the laws of the State of Nevada. The venue of any action brought hereunder shall be Clark County, Nevada.

8.1 Assignment of Contractual Rights: The Supplier shall not assign, transfer, convey, or otherwise dispose of the contract or its right, title, or interest in, or to the same, or any part thereof, without previous written consent of the District and any sureties.

8.2 Attorneys’ Fees: The parties agree that in the event of a dispute, each party will bear its own costs of litigation and attorneys’ fees.

8.3 Compliance with FERPA: In the event that the District shares education records with the Supplier, the following provision shall apply. Supplier is a contractor or outside service provider with whom the District has outsourced institutional services or functions that it would otherwise use employees to perform. For purposes of the Family Educational Rights and Privacy Act (FERPA), Supplier constitutes a school official with a legitimate educational interest in obtaining access to education records, and will only have access to those particular education records in which they have a legitimate educational interest. Supplier shall be under the direct control of the District with respect to the maintenance and use of personally identifiable information from education records provided under this Agreement. Supplier is subject to the same conditions on the use and re-disclosure of personally identifiable information from education records that govern other school officials, including 34 C.F.R. § 99.33 and the requirements established by the District.

8.4 Compliance with Applicable Laws: Supplier shall comply with OSHA, EPA, HIPAA, and all other applicable Federal, State, local statutes, laws, ordinances codes, order rules, regulations, proclamations, and other governmental requirements relative to conducting business with the District; all the aforementioned provisions are incorporated by reference. The laws of the State of Nevada shall govern as to the interpretation, validity, and effect of this proposal, its award, and the execution of this contract.

8.4.1 Compliance with District Regulations: Supplier shall comply with all District policies and regulations; these requirements are incorporated by reference.

8.5 Confidential Treatment of Information: In the event the Supplier is furnished with or otherwise has access to confidential District information, while fulfilling its responsibilities under the terms of this agreement, the Supplier shall agree to hold such information in strict confidence and shall take all reasonable precautions to maintain the confidentiality of the information. The Supplier shall exercise the same degree of care and protection that would be exercised with respect to its own confidential information. The Supplier shall only use and access confidential information as necessary to fulfill its obligations under this contract. The Supplier shall not directly or indirectly disclose, sell, copy, distribute, reproduce, transfer, display, modify, create derivative works from, demonstrate, or allow any third party to have access to any of the District’s confidential information which may include, but not be limited to: student academic records, student medical records, student photographs, budgetary information, etc.

8.6 Conflict Of Interest/Nepotism: Pursuant to District Regulation 3312, the…