13-02. Specific Terms and Conditions - AP-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

Assessment Platform AP-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide a comprehensive K-12 Assessment Platform designed to support high-quality assessment development, administration, scoring, reporting, and instructional decision-making. The solution must include a Georgia standards-aligned item bank, robust item creation and management tools, flexible assessment-building capabilities, seamless data interoperability, responsive implementation, and professional learning and technical support services. The platform should enhance the District’s ability to design common district wide assessments as well as school-level customized assessments, while ensuring secure ownership and management of all assessment content and data.

2. All questions regarding the AP-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Tuesday, January 6, 2026. Questions should be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through the Euna Procurement (formerly

Bonfire) portal. RFP proposals must be submitted in the portal on Tuesday, January 13, 2026, by 9:00 a.m.

Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

4. The fifty-two (52) month term for the Assessment Platform RFP will be March 1, 2026 through June 30, 2030. The term may be extended if requested by the awarded proposer(s) at least 120 days in advance of current term expiration.

Yearly terms are as follows:

a. Preparation: March 1, 2026 – June 30, 2026 – Complimentary access and setup.

b. Year 1: July 1, 2026 – June 30, 2027

c. Year 2: July 1, 2027 – June 30, 2028

d. Year 3: July 1, 2028 – June 30, 2029

e. Year 4: July 1, 2029 – June 30, 2030

5. All pricing options and applicable charges must be listed to ensure comparisons are fair and equitable. It is the proposer’s responsibility to provide all available pricing options and list all applicable charges. All information requested on the CCSD proposal form must be provided for analysis purposes.

Pricing must be submitted in the format and detail specified below, including all one-time and recurring costs, optional add-ons, and any volume or multi-year discount structures (if applicable). All pricing submitted must be firm for the duration of the term as well as any subsequent renewals.

• Include bulk pricing for current customer products if applicable and/or multi-year discounts.

• Notes should be included for any portions that must be purchased from an alternate vendor if not included. Line-item customer support and professional learning costs. Denote number of teachers included per type. Delineate costs for in-person/on-site professional learning (travel, mileage, hotel, etc.).

If the proposal form is altered in any way, the proposal may be rejected. If you have any other product information and/or pricing not listed on the proposal form, you may submit the information under Any Misc.

& Additional Charges not Listed on Proposal Form (General Term #51).

6. A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do not meet CCSD’s required amounts. The awarded proposer(s) is required to maintain the insurance requirements as specified in CCSD General Terms and Conditions (General Term #30-32).

If awarded, all required insurance limits must be met within five (5) business days. Failure to meet required insurance limits within five (5) business days of award will result in removal from the RFP award. The awarded proposer must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

7. All proposers, including any persons affiliated with or in any way related to the proposer, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or consultants on any matter having to do in any aspect with this RFP, other than the CCSD Department of Procurement Services. Contact of this nature will result in immediate disqualification of the proposer.

8. Upon receipt and analysis of all proposals, proposers may be selected to meet with the RFP committee and staff for an in-person Vendor Showcase. Selected proposers will be notified prior to the presentation.

Vendor Showcase details below:

• Vendor must supply a demo account of the proposed solution that will be accessible only to CCSD teachers and administrators.

• Vendor is expected and responsible for delivering and setting up all resources at CCSD Office of Technology & Information Services, 1010 Keeter Road, Canton, Georgia 30114, on February 4, 2026, between 1:00 pm and 5:00 pm. Proposed solutions will be reviewed by teachers and the community on February 5th (7a.m.-7p.m.), and February 6th (7a.m.-4 p.m.).

• Vendor representatives are welcome and encouraged to participate in the three review sessions as noted above.

• Provide access to all student and teacher digital content for each grade level.

The final award may be based upon evaluation of both written and vendor showcase participant responses.

9. The District Representative for this RFP is Erin Jacobs. After award, supervision of the contract will be performed by the District Representative and/or their designee(s).

10. Contract Supervision and Account Management

Submit a contract oversight plan that describes governance, primary account representation, escalation procedures, communication cadence, and service level monitoring and reporting.

11. Company Overview

Proposers must provide a concise overview of your organization, including years in operation, core services, relevant K-12 assessment experience, and demonstrated financial and operational capacity to support a district-wide implementation.

12. Georgia Client List

Submit a current list of Georgia school districts supported, including district name, scope of services provided, primary use cases, and length of partnership.

13. CCSD Platform Requirements

Prior to submitting the requested documents and information, please carefully review the platform requirements detailed in the CCSD Platform Requirements – Attachment A.

14. Platform Specifications Submit detailed platform specifications and supporting documentation how the solution meets all requirements in this RFP using a crosswalk or mapping format (e.g., features, rostering, integrations, security, reporting, accessibility, and data ownership).

15. Organizational Structure and Program-level Reporting Describe how the platform supports district organizational structures, including the ability to view, report, and manage data by school, program, and non-traditional entities (e.g., virtual schools, PK centers, alternative programs). Include how users can filter, aggregate and disaggregate data across schools and programs, and how these structures align

16. Evaluation Access (Sandbox)

Provide secure, role-based, time-limited access to a review environment that includes dummy/sample data for committee evaluation and stakeholder feedback. Include login instructions and any system limitations within the sandbox environment.

17. Product Roadmap Submit a list of features/items currently in development, production, or testing, including a guaranteed timeline for release and “go-live” availability within the product during the contract term.

18. Product Demo Proposers must provide access to a demo of the digital solution, which will be accessible exclusively to CCSD teachers and administrators.

19. Professional Learning and Technical Support Submit a professional learning and support plan that includes implementation training, ongoing training options, help desk/technical support model, support hours of operation, and the number of dedicated support/training hours committee specifically to CCSD.

20. Implementation Plan Provide a proposed implementation plan with key milestones (contract execution, data integration, training, pilot, full rollout) and estimated timelines aligned to the district instructional calendar (Link: Calendar CCSD).

21. Data Governance, Privacy, and Security Provide documentation addressing data ownership and usage rights, FERPA and state compliance, security standards, data retention policies, and incident response and breach notification procedures including notification timeline.

22. Integration and Inoperability Submit a description of integrations with the student information system (Synergy), learning management system (Canvas), assessment content providers (Savvas, Cengage), and available APIs or automated data exports for data visualization tools.

23. Technology Requirements The proposer is required to complete and submit the CCSD Technology Requirements and Questions – Attachment B.

24. Accessibility and Compliance

Certify compliance with accessibility standards and describe accommodations for students with disabilities and English Learners including language supports and accommodation workflows.

25. Reporting and Analytics Examples Provide sample data reports and dashboards at the following levels: student, classroom, school, and district.

Include samples for item/standards mastery analysis, disaggregation by student group, growth and longitudinal tracking.

26. Performance Guarantees and SLAs Include requirements for system uptime, response and resolution times, and data refresh frequency. Submit clearly defined remedies for missed service level (credits, corrective action, contract termination for cause, etc.).

https://www.cherokeek12.net/calendar

27. Change Management and Communication Plan Submit process for how updates, new features, and system changes are communicated to the district and end users, using minimum advance notice timelines and training impacts.

28. Scalability and Sustainability Include a description of how the platform scales with enrollment growth, additional schools, or expanded district use without significant cost of performance degradation.

29. Exit Strategy and Data Portability Submit a clear process for data export and transition support at contact end, including timelines, formats, data validation procedures, and any associated costs.

30. Invoices must be sent to Erin Jacobs once the job is complete and in proper working order.

31. Payments and Pricing

a. Payments for the proposed solution will be based on an annual basis.

b. The awarded proposer must submit all invoices promptly upon completion and acceptance of product. All invoices must be itemized and must not include any costs other than those identified in the executed CCSD purchase order processed under a contract, if any, resulting from this RFP or any subsequent change orders issued.

c. The District will not pay any penalties for late payment of invoices. The District is exempt from State sales tax. All Federal and State taxes and fees that can be eliminated in sales to public school systems in the State of Georgia must not be included in the proposed price.

32. ACH/EFT payments are highly recommended. If awarded, the proposer(s) may submit the payment information with the W-9. ACH/EFT requires the following information:

• Bank Name

• Account Number

• Routing Number

• Email Address to send remittance

33. Any deviations to the above specific terms must be stated with written documentation clarifying any such nonconformity and must be submitted with proposal response.

34. The services being sought under this RFP are professional in nature. Submittals will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 50 points Degree to which the product meets CCSD’s needs

• 30 points Price

• 15 points Implementation and Training

• 05 points References