Project: 2025-124 Revised 10.2025 RFP for Portfolio Platform

ROANOKE COUNTY

FINANCE & MANAGEMENT SERVICES DEPARTMENT

PURCHASING DIVISION

On behalf of the Roanoke County School Board

REQUEST FOR PROPOSALS

Non Professional Services

RFP # 2026-124

Digital Portfolio Curation Platform

OPENING DATE: June 17, 2026

OPENING TIME: 2:00 P.M.

The Request for Proposal and related documents may be obtained during normal business hours from the Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive SW, Suite 300F, Roanoke, VA 24018. This document may be viewed and/or downloaded from eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyna me=County%20of%20Roanoke. If you have any problems accessing the documents, you may contact Purchasing at (540) 772-2061.

THIS PUBLIC BODY DOES NOT DISCRIMINATE

AGAINST FAITH-BASED ORGANIZATIONS

DATE of RFP: May 21, 2026 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

REQUEST FOR PROPOSAL (RFP) SIGNATURE PAGE

RFP No. 2026-124 Issue Date: May 21, 2026

Title: Digital Portfolio Curation Platform

Issued By: County of Roanoke Purchasing Division, on behalf of the Roanoke County School Board Roanoke County Administration Building 5204 Bernard Drive, SW, Suite 300-F Roanoke, VA 24018-0798 Phone (540) 772-2061 Email: KHoyt@roanokecountyva.gov

Sealed proposals must be received via in-person delivery, mail, or electronic submission through eVA, on or before 2:00 P.M., June 17, 2026.

If proposals are hand delivered or mailed, send directly to the Purchasing Division at the address listed above. To submit an online proposal through eVA, refer to the online bidding instructions available at the following link: https://www.youtube.com/watch?v=KSxcAkOekW0.

Further instructions to Offerors are outlined in Sections 3 and 4 of this RFP.

All questions must be submitted in writing before 5:00 p.m., June 4, 2026. If necessary, an addendum will be issued and posted to eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County% 20of%20Roanoke.

THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.

The County reserves the right to cancel this RFP and/or reject any or all proposals and to waive any informalities in any proposal.

This section is to be completed by the Offeror and this page must be returned with the proposal. In compliance with this request for proposal and subject to all terms and conditions imposed herein, which are hereby incorporated herein by reference, the undersigned offers and agrees to furnish the services and/or items requested in this solicitation if the undersigned is selected as the successful Offeror.

Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal shall remain valid for sixty (60) days after opening. Notices of proposal withdrawal must be submitted in writing to the Purchasing Division.

Legal Name and Address of Firm:

__________________________________ Date:___________________________________

__________________________________ By:_____________________________________

__________________________________ Name:__________________________________ (Please Print) _______________________ Zip: _______ Title:____________________________________

Phone: ____________________________ FAX:___________________________________

Email: _____________________________ Business License# _____________________________

Virginia State Corporation Commission Identification Number: _______________________________ https://www.youtube.com/watch?v=KSxcAkOekW0 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

TABLE OF CONTENTS

REQUEST FOR PROPOSAL NO. 2026-124

Contents

INTRODUCTION

SECTION 1. PURPOSE

SECTION 2. BACKGROUND

SECTION 3. PROPOSAL SUBMISSION INSTRUCTIONS

SECTION 4. GENERAL INSTRUCTIONS TO OFFERORS

SECTION 5. MISCELLANEOUS

SECTION 6. PROTESTS

SECTION 7. SERVICES AND/OR ITEMS REQUIRED

SECTION 8. EVALUATION CRITERIA

SECTION 9. SELECTION PROCESS

SECTION 10. COOPERATIVE PROCUREMENT

SECTION 11. INFORMATION ON CONTRACT TO BE AWARDED

ATTACHMENT A: SAMPLE CONTRACT

EXHIBIT 1: SAMPLE CONTRACTOR'S INSURANCE AND BOND REQUIREMENTS

EXHIBIT 2: SCOPE OF WORK/FEE SCHEDULE

ATTACHMENT B: DIRECT CONTACT WITH STUDENTS FORM

ATTACHMENT C: CONSENT TO CONDUCT TRANSACTION BY ELECTRONIC MEANS ... 35

ATTACHMENT D: PROPOSAL RESPONSE AND CHECKLIST

ATTACHMENT E: Context on the RCPS Opportunity Ready Initiative

COUNTY OF ROANOKE, VIRGINIA

REQUEST FOR PROPOSAL

FOR

RFP NUMBER 2026-124

INTRODUCTION

The Roanoke County School Board (hereinafter referred to as “Owner”) is seeking proposals and qualifications from Offerors to provide a digital portfolio curation platform in accordance with all terms, conditions and specifications as set out in this Request for Proposal (RFP). The RFP and related documents may be obtained during normal business hours from the Roanoke County Purchasing Division, (540) 772-2061. This document may be viewed and/or downloaded from eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County %20of%20Roanoke.

If you have any problems accessing the documents, you may contact Purchasing at (540) 772-2061 or KHoyt@roanokecountyva.gov.

Proposals must be received by hand delivery, mail, or electronic submission through eVA, at or before 2:00 p.m., local time on June 17, 2026.

If submitting electronically via eVA, Offeror should refer to the instructions available at the following link: https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit a proposal through eVA the Offeror must be a registered vendor in eVA.

If Offeror encounters any issues submitting an online proposal through eVA, Offeror shall contact eVA Customer Care for assistance.

If hand delivering or mailing a sealed proposal response, the proposal package must be received by the County of Roanoke Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive, Suite 300F, Roanoke, VA 24018, at or before the stated RFP due date and time.

Faxed or e-mailed proposals are not acceptable.

Further instructions for submission are outlined in Sections 3 and 4 of this RFP.

The County of Roanoke, Virginia, and its officers, employees or agents will not be responsible for the opening of a proposal envelope or package prior to the scheduled opening if that envelope or package is not appropriately sealed and marked as specified.

The County of Roanoke, Virginia reserves the right to cancel this RFP and/or reject any or all proposals, to waive informalities in any proposal, to award any whole or part of a proposal, and to award to the Offeror whose proposal is determined to be in the best interest of the Owner.

Project evaluation and award will be accomplished in accordance with this RFP and Section 10.9 of the County of Roanoke Procurement Policy & Procedures Manual. If an award of a contract is made, notification of such award will be posted for public review on eVA:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County %20of%20Roanoke or you may contact Purchasing directly at (540) 772-2061 to request a copy of the award notification.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke mailto:_______________@roanokecountyva.gov https://www.youtube.com/watch?v=KSxcAkOekW0 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal shall remain valid for sixty (60) days after opening. Notices of proposal withdrawal must be submitted in writing to the Purchasing Manager.

Inquiries regarding this RFP should be directed to Kate Hoyt, at (540) 283-8149 or via email at KHoyt@roanokecountyva.gov. Inquiries for information regarding procurement procedures and/or proposal submission shall be directed to the Roanoke County Purchasing Division.

This RFP consists of this Introduction, eleven (11) numbered sections, and the attachments hereto.

Each Offeror is solely responsible for ensuring that such Offeror has the current, complete version of the RFP documents, including any addenda, before submitting a proposal. The County is not responsible for any RFP obtained from any source other than the County.

Contact Purchasing by phone at (540) 772-2061, or by email at KHoyt@roanokecountyva.gov.

Respectfully, Kate Hoyt Senior Buyer

Date: May 21, 2026 mailto:____________@roanokecountyva.gov mailto:____________@roanokecountyva.gov

County of Roanoke, Virginia Request for Proposal No. 2026-124 Digital Portfolio Curation Platform

SECTION 1. PURPOSE.

The purpose of this Request for Proposal (RFP) is the procurement of a digital portfolio platform which will serve RCPS high school students throughout the district, consistent with the terms and conditions herein set forth. Final scope of services will be negotiated with the successful Offeror.

SECTION 2. BACKGROUND.

Roanoke County Public Schools (RCPS) is a PreK–12 school division serving approximately 13,000 students across 26 schools in Roanoke County, Virginia. RCPS is committed to preparing every student to be Opportunity Ready—equipped with the knowledge, skills, and dispositions needed to thrive in college, career, and civic life.

Central to this commitment is the Opportunity Ready Graduate Profile, a framework that defines the essential competencies RCPS expects of every graduate. These competencies—grounded in the Opportunity Ready skills of Communication, Collaboration, Critical Thinking)—are developed across the secondary experience and culminate in the Senior Portfolio Defense, a high-stakes, high-quality performance assessment in which students curate evidence of their learning and present that evidence to a panel of educators and community members.

RCPS has operated a Senior Portfolio Defense pilot across multiple high schools and is now positioned to scale this work district-wide. To do so effectively, the division requires a dedicated digital portfolio curation platform that supports students in documenting their learning journey, curating evidence aligned to Graduate Profile competencies, and presenting their work in a polished, shareable format at the time of their defense and beyond.

Offerors are encouraged to reference Attachment E to RFP 2026-124 for additional context on RCPS initiatives.

This Request for Proposals (RFP) invites qualified vendors to submit proposals for a digital portfolio platform that will serve RCPS high school students in Grades 9–12 across all five RCPS high schools.

SECTION 3. PROPOSAL SUBMISSION INSTRUCTIONS.

A. Proposals must be submitted in accordance with the instructions and requirements contained in this RFP, including the Introduction. Failure to do so may result in the proposal being considered non-responsive and it may be rejected. An Offeror must promptly notify the Purchasing Division of any ambiguity, inconsistency, or error which may be discovered upon examination of the RFP. An Offeror requiring clarification or interpretation of this RFP should contact Kate Hoyt at KHoyt@roanokecountyva.gov.

mailto:KHoyt@roanokecountyva.gov

B. Proposals must be received by hand delivery, mail, or electronic submission through eVA, at or before 2:00 p.m., local time on June 17, 2026. Proposals appropriately received will be opened at this time. Proposals received after 2:00 p.m. will not be accepted or considered.

C. If submitting electronically via eVA, Offeror should refer to the instructions available at the following link: https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit a proposal through eVA the Offeror must be a registered vendor in eVA. If Offeror encounters any issues submitting an online proposal through eVA, Offeror shall contact eVA Customer Care for assistance. The time of receipt for proposals submitted electronically through eVA shall be determined by the time clock included in the eVA submittal system. The electronic proposal submission shall contain a second copy of the proposal redacted to remove all confidential and proprietary material.

D. If hand delivering or mailing a sealed proposal response, the proposal package must be received by the County of Roanoke Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive, Suite 300F, Roanoke, VA 24018, at or before the stated RFP due date and time. The time of receipt shall be determined by the time clock stamp in the Purchasing Office or if it is not working, such time shall be determined by the Purchasing official who is to open the proposals.

Each proposal, one (1) original, marked as such and three (3) copies, marked as such, must be appropriately signed by an authorized representative of the Offeror, and must be submitted in a sealed envelope or package. A removable media storage device containing two

(2) digital copies of the proposal, one as submitted, and one redacted to remove all confidential and proprietary material, should be included in the proposal packet. The notation “Portfolio Platform”, RFP No. 2026-124 , Offeror’s Name, and the specified opening time and date should be clearly marked on the front of that sealed envelope or package. If the Roanoke County Administration Building is closed for business at the time scheduled for the proposal opening, the sealed proposal will be accepted and opened on the next business day of the County, at the originally scheduled hour.

E. Faxed or e-mailed proposals are not acceptable.

SECTION 4. GENERAL INSTRUCTIONS TO OFFERORS.

A. Until such time that an award is published, direct contact with any County or Owner employee without the express permission of the Purchasing Division Director or designated representative, on the subject of this proposal, is strictly forbidden. Violation of this Instruction may result in disqualification of Offeror’s proposal.

Unless participating in a pending solicitation, prospective vendors may visit County or Owner departments without advance approval of the Office of the Purchasing Division to make sales calls, drop off literature, or conduct demonstrations. Advance appointments must be confirmed with the Director or their designee for the department to be visited.

Vendors are restricted from contact with departments during active solicitations for the particular goods or services offered by vendors.

https://www.youtube.com/watch?v=KSxcAkOekW0

During an active solicitation all communications (email, phone, text, letter) must be conducted through the Office of the Purchasing Division. Purchasing staff will coordinate responses to any inquiries, as necessary. If any vendor involved in a pending solicitation or bid violates this communication protocol, any submittals from the vendor may be rejected at the discretion of the Purchasing Division.

B. Structure of Proposal Prospective Offerors, sometimes referred to as providers, operators, contractors, consultants, or vendors, are to address the requirements below at a minimum as part of their submitted proposal.

Each proposal should include a transmittal letter and management overview of the proposal.

Proposals are to include and may be evaluated on the following factors, together with such other factors as will protect and preserve the interests of the Owner, which may also be considered.

1. Executive Summary A brief overview (no more than two pages) of the vendor's company, organizational structure, qualifications of personnel, product, and approach to serving RCPS's portfolio needs.

2. Technical Capabilities Response A detailed response to each item listed in Section 7 of this RFP, describing how the platform addresses each requirement. Vendors should clearly note any requirements that cannot currently be met.

3. Implementation and Onboarding Plan A proposed implementation timeline, onboarding approach, and professional development support plan for RCPS teachers and administrators, covering all five RCPS high schools serving Grades 9–12.

4. Pricing and Licensing

a. A complete pricing schedule that includes:

b. Per-student or per-license cost for Grades 9–12 (approximately 4,500 students)

c. Cost of any optional modules, add-ons, or premium features referenced in the proposal

d. Multi-year pricing options and any associated discount structures

e. One-time or recurring implementation, setup, and support fees

5. Data Privacy and Security Documentation

Copies of or links to the vendor's current Student Data Privacy Agreement (SDPA), FERPA compliance documentation, and any applicable state-level data privacy certifications (including Virginia SDPA signatories list if applicable).

6. Client References Contact information for at least three current K–12 district clients, preferably those using the platform for portfolio defense, Portrait of a Graduate, or competency-based assessment purposes. Each reference should include organizational name, official address, contact person, title of contact, and phone number. (See Attachment D)

7. Sample / Demo Access Vendors are strongly encouraged to provide access to a product demo environment or sample student/teacher view of the platform. A brief recorded walkthrough video is also acceptable.

C. The following documentation should also be included with Offeror’s proposal response.

1. Financial condition of the firm and ability to perform all obligations of any resultant contract.

The sufficiency of the financial resources and the ability of the Offeror to comply with the duties and responsibilities described in this RFP. Each Offeror shall provide a current annual financial report and the previous year’s report and a statement regarding any recent or foreseeable mergers or acquisitions. Financial statements may be marked as “confidential” in accordance with the requirements set out in Section 5(A) of this RFP. (See Attachment D)

2. The conditions, if any, of the proposal or exceptions to the sample contract. (See Attachment D)

3. Conflict of Interest: each Offeror is to state whether or not any of Offeror’s owners, officers, employees, or agents, or their immediate family members, is currently, or has been in the past year, an employee of the County or Owner, or has any responsibility or authority with the County or Owner that might affect the procurement transaction or any claim resulting therefrom. If so, please state the complete name and address of each such person and their connection to the County or Owner. Each Offeror is advised that the Ethics in Public Contracting and Conflict of Interests Act of the Virginia Code, as set forth in Section 4 of this RFP, apply to this RFP. (See Attachment D)

4. Each Offeror is required to disclose if it has ever been debarred, fined, had a contract terminated, or found not to be a responsible bidder or Offeror by any federal, state, or local government, and/or private entity. If so, please give the details of each such matter and include this information with the proposal response.

5. Also include any other materials you may want to submit as part of your proposal response.

D. Responses to this RFP must be in the prescribed format (Reference above Section 4.B., and Attachment D – Proposal Response and Checklist).

E. Offeror shall provide one redacted copy of its proposal fit for public dissemination in the event the Owner must respond to a Freedom of Information Act request. Reference Section 3 above for instructions specific to the mode of submission. Offeror shall not mark its entire proposal as confidential and/or redact the entire proposal; doing so may result in the disqualification of Offeror’s proposal.

F. The Owner may request additional information, clarification, or presentations from any of the Offerors after review of the proposals received.

G. The Owner has the right to use any or all ideas presented in reply to this RFP, subject only to the limitations regarding proprietary/confidential data of Offeror.

H. The Owner is not liable for any costs incurred by any Offeror in connection with this RFP or any response by any Offeror to this RFP. The expenses incurred by Offeror in the preparation, submission, and presentation of the proposal are the sole responsibility of the Offeror and may not be charged to the Owner.

I. Only the County or Owner will make news releases pertaining to this RFP or the proposed award of a Contract.

J. Each Offeror who is a stock or nonstock corporation, limited liability company, business trust, or a limited partnership or other business entity shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if required by law. Each such Offeror shall include in its proposal response the Identification Number issued to it by the Virginia State Corporation Commission (SCC) and should list its business entity name as it is listed with the SCC. Any Offeror that is not required to be authorized to transact business in the Commonwealth as a domestic or foreign business entity as required by law shall include in its proposal response a statement describing why the Offeror is not required to be so authorized.

(See Va. Code Section 2.2-4311.2).

SECTION 5. MISCELLANEOUS.

A. Ownership of Material - Ownership of all data, materials, and documentation originated and prepared for the County pursuant to the RFP shall belong exclusively to the County and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the Offeror shall not be subject to public disclosure under the Freedom of Information Act, unless otherwise required by law. However, the Offeror must invoke the protection of Section 2.2-4342(F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must SPECIFICALLY identify the data or materials to be protected and state the reason why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary, or trade secrets, is NOT ACCEPTABLE and may result in REJECTION of the proposal.

B. As this is a RFP, no information regarding the proposal records or the contents of responses will be released except in accordance with Section 2.2-4342 of the Code of Virginia. Once an award has been made, all proposals will be open to public inspection subject to the provisions set forth above.

C. IMPORTANT NOTICE - ADDENDUMS AND NOTICES OF AWARD

Any interpretation, correction, or change of the RFP will be made by an addendum. The County Purchasing Division or its designee will issue Addenda that will be posted to eVA and be available for review and/or download at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname= County%20of%20Roanoke.

Prospective Offerors are encouraged to visit the eVA website often to obtain addenda if they are not signed up to receive automatic notifications from eVA. The County does not provide direct notification of changes to the original solicitation documents. The County assumes no responsibility or liability for informing recipients of downloaded documents or changes to original documents. It is the sole responsibility of those bidders/offerors to ensure they have copies of any addenda.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

The official solicitation documents, addenda and project information are those posted on the eVA website. The County is not responsible for 3rd party postings of our solicitations or information about our solicitations.

Interpretations, corrections or changes of this RFP made in any other manner will not be binding and Offerors must not rely upon such interpretations, corrections, or changes.

D. No Offeror shall confer on any public employee having official responsibility for a purchasing transaction any payment, loan, subscription, advance, deposit or money, service, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

E. The County and Owner may make investigations to determine the ability of the Offeror to perform or supply the services and/or items as described in this RFP. The County and Owner reserve the right to reject any proposal if the Offeror fails to satisfy the County and Owner that it is qualified to carry out the obligations of the proposed contract.

F. The successful Offeror must comply with the nondiscrimination provisions of Virginia Code Section 2.2-4311, which are incorporated herein by reference.

G. The successful Offeror must comply with the drug-free workplace provisions of Virginia Code Section 2.2-4312, which are incorporated herein by reference.

H. It is the policy of the County of Roanoke to maximize participation whenever possible by minority and women owned business enterprises in all aspects of County contracting opportunities.

I. The successful Offeror shall comply with all applicable County, State, and Federal laws, codes, provisions, and regulations. The successful Offeror shall not during the performance of any resultant contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

J. Providers of any outside services shall be subject to the same conditions and requirements as the successful Offeror in regards to law, code, or regulation compliance. The Owner reserves the right of approval for any subcontract work, including costs thereof.

K. Ethics in Public Contracting. The provisions, requirements, and prohibitions as contained in Sections 2.2-4367 through 2.2-4377, of the Virginia Code, pertaining to bidders, offerors, contractors, and subcontractors are applicable to this RFP.

L. Conflict of Interests Act. The provisions, requirements, and prohibitions as contained in Sections 2.2-3100, et seq., of the Virginia Code are applicable to this RFP.

M. The procurement provisions of the Virginia Public Procurement Act as well as the Roanoke County Procurement Manual, apply to this RFP, unless specifically modified herein. The County’s Procurement Manual can be reviewed on the County’s electronic procurement website.

N. Insurance Requirements:

Successful Offeror, and any of its subcontractors, shall, at its sole expense, obtain and maintain during the life of the resulting Contract the insurance policies and/or bonds required.

Any required insurance policies and/or bonds shall be effective prior to the beginning of any work or other performance by successful Offeror, or any of its subcontractors, under any resultant Contract. The policies and coverages required are those as may be referred to in the sample contract and/or the terms and conditions attached to this RFP. All such insurance shall be primary and noncontributory to any insurance or self-insurance the Owner may have.

SECTION 6. PROTESTS.

Any Offeror who wishes to protest or object to any award, decision to award, determination of non-responsibility, or debarment pursuant to this RFP may do so in accordance with the provisions of Sections 2.2-4357, 2.2-4358, 2.2-4359, 2.2-4360, and 2.2-4363 of the Code of Virginia. Such protest must be in writing, signed by a representative of the entity making the protest, contain the information required by the applicable Code sections, and be delivered to the County Purchasing Division Director within ten (10) days after the award, announcement of the decision to award, or decision of non-responsibility or debarment, whichever occurs first. Contractual disputes are governed by Section 25 of the Sample Contract (Attachment A).

SECTION 7. SERVICES AND/OR ITEMS REQUIRED.

A description and/or listing of the services and/or items that the successful Offeror will be required to provide to the Owner under this RFP are those that are set forth within this RFP, referred to in any way in the sample contract, in any terms and conditions, and/or in any attachments to this RFP.

Each Offeror should carefully read and review all such items and should address such items in its proposal. However, the final description of the services and/or items to be provided to the Owner under this RFP is subject to negotiations with the successful Offeror, and final approval by the Owner.

The following are the services and/or items that the successful Offeror will be required to provide to the Owner and should be addressed in each Offeror’s proposal.

RCPS seeks a digital portfolio curation platform that will be used primarily by high school students and their teachers to support the Senior Portfolio Defense process. The target date to begin student use of a new platform is September 1, 2026. The platform must enable the following core functions:

A. Student Portfolio Creation and Curation

1. Allow students to collect and organize multimedia artifacts (documents, video, audio, images, external links) into a personal digital binder or archive

2. Support the curation of selected artifacts into a polished, outward-facing portfolio or presentation

3. Align artifacts to competencies and skills defined by the RCPS Opportunity Ready Graduate

Profile

4. Enable student reflection and narrative writing alongside curated evidence

5. Provide a shareable portfolio URL suitable for use in post-secondary applications, scholarship submissions, and career exploration

B. Educator Tools and Workflow Support

1. Allow teachers and administrators to create structured learning spaces, milestones, or guided portfolio tasks for students

2. Support competency tagging, rubric alignment, and feedback/annotation on student work

3. Provide a presentation or defense mode that supports student-led conferences and panel defenses of learning

4. Allow educators to monitor student progress and portfolio completion status through a dashboard or reporting interface

5. Enable class/cohort-level management of portfolio assignments and deadlines

C. District Administration and Compliance

1. Provide district-level administrative tools for managing rostering, permissions, and reporting

2. Support Single Sign-On (SSO) integration with RCPS's existing identity management system

3. Integrate with RCPS's Student Information System (SIS) and Learning Management System

(LMS) for rostering and artifact import

4. Ensure student data privacy and security in compliance with FERPA, COPPA, and Virginia student data privacy laws

5. Provide district-level analytics and insights on student participation, completion, and competency evidence

D. Student Portability and Longevity

1. Student work and portfolios must persist and remain accessible beyond a student's enrollment at RCPS (graduation portability)

2. Students must be able to export or transfer their portfolio independently

E. Vendors must demonstrate the following minimum qualifications to be considered for evaluation:

1. Demonstrated experience providing digital portfolio solutions to K–12 school districts of comparable size (10,000+ students)

2. Existing K–12 student data privacy compliance infrastructure (FERPA, COPPA, state-level compliance)

3. A track record of successful district-wide implementations with references available upon request

4. Technical capability to support SSO, SIS/LMS integration, and mobile accessibility (iOS and

Android)

5. Dedicated implementation, onboarding, and customer success support

SECTION 8. EVALUATION CRITERIA.

Offerors will be evaluated for selection on the basis of those most qualified to meet the requirements of this RFP. The County does not use a numerical or weighted scoring system when evaluating selection criteria. Major criteria to be considered in the evaluation may include, but shall not necessarily be limited to, the items referred to above and those set forth below:

A. The background, education and experience of the Offeror in providing similar services or items elsewhere, including the level of experience in working with school districts and the quality of services performed or items supplied.

B. Reasonableness/competitiveness of proposed fee and/or benefits to the Owner, although the Owner is not bound to select the Offeror who proposes the lowest fees or most benefits for services. The County and Owner reserve the right to negotiate fees and/or benefits to the Owner with the selected Offeror(s).

C. The Offeror's responsiveness and compliance with the RFP requirements and conditions.

D. Determination that the selected Offeror has no contractual relationships which would result in a conflict of interest with the Owner’s contract.

E. The Offeror’s ability, capacity and skill to fully and satisfactorily provide the scope of services and/or items required in this RFP.

F. Offeror’s approach to data privacy and security.

G. Offeror’s proposed implementation support and professional development.

H. Ease of use for students and teachers.

I. Offeror’s willingness to accept Owner’s sample contract (Attachment A).

SECTION 9. SELECTION PROCESS.

A. Pursuant to Section 2.2-4302.2 (A)(4) of the Code of Virginia, selection of the Offeror will be as follows:

1. The Owner’s designee shall engage in individual discussions with two or more Offerors, if there be that many deemed fully qualified, responsible and suitable on the basis of initial responses with emphasis on professional competence to provide the required services. Repetitive informal interviews shall be permissible. Such Offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed projects as well as alternative concepts. These discussions may encompass nonbinding estimates of total project costs including, where appropriate, design, construction, life cycle cost, nonbinding estimates of price for services, and other matters. Methods to be utilized in arriving at a price for services may also be discussed. Properly designated proprietary information from competing Offerors shall not be disclosed to the public or competitors, except as may be required by law.

2. At the conclusion of discussions, outlined in the paragraph above, on the basis of evaluation factors published in the RFP and all information developed in the selection process to this point, the two (2) or more Offerors whose professional qualifications and proposed services are deemed most meritorious shall be ranked in order of preference.

3. Negotiations shall then be conducted, beginning with the Offeror ranked first. If a contract satisfactory and advantageous to the Owner can be negotiated at a price considered fair and reasonable, the award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price.

4. Should the Owner determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror.

B. All proposals submitted in response to this RFP will be reviewed by the Purchasing Division or its designee for responsiveness prior to referral to a selection committee or person. A committee consisting of Owner personnel and/or others and/or an appropriate individual will then evaluate all responsive proposals, conduct the negotiations, and make recommendations to the Owner as appropriate. The award of a contract, if made, will be made to the Offeror whose proposal best furthers the interest of the Owner. The County reserves the right to reject any and all proposals, to waive any informality or irregularity in the proposals received, and to make the award to the Offeror whose proposal is deemed to be in the best interest of the Owner.

C. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the selection committee or person. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. Oral presentations are strictly at the option of the Owner and may or may not be conducted.

D. The Owner reserves the right to make multiple awards as a result of this solicitation.

SECTION 10. COOPERATIVE PROCUREMENT.

The procurement of goods and/or services provided for in this Contract is being conducted pursuant to Virginia Code Section 2.2-4304 and on behalf of other public bodies in Virginia. Unless specifically prohibited by the Awarded Offeror, any resultant contract may be used by other public bodies in Virginia as allowed by Section 2.2-4304. The Awarded Offeror shall deal directly with each public agency or body seeking to obtain any goods and/or services pursuant to this Contract or from this procurement and in accordance with Virginia Code Section 2.2-4304. The Owner shall not be responsible or liable for any costs, expenses, or any other matters of any type to either the Contractor or the public agency or body seeking to obtain any goods and/or services pursuant to this cooperative procurement provision.

SECTION 11. INFORMATION ON CONTRACT TO BE AWARDED.

The Sample Contract marked as Attachment A to RFP # 2026-124 contains terms and conditions that the Owner will include in any contract that may be awarded, but such terms and conditions may be changed, added to, deleted, or modified as may be agreed to between the Owner and the Offeror during negotiations. However, if an Offeror has any objections to any of the terms or conditions set forth in the Sample Contract or any changes or additions thereto that the Offeror wants to discuss during negotiations, the Offeror should set forth such objections, changes, or additions in such Offeror’s proposal submitted in response to this RFP. Otherwise, submission of a proposal by an Offeror will obligate such Offeror, if it is the successful Offeror, to enter into a contract containing the same or substantially similar terms and conditions as contained in such Sample Contract. Other terms and conditions, if necessary, will be negotiated with the successful Offeror.

Please be advised that Roanoke County will not accept the following terms in any Contract that results from this solicitation:

A. is in conflict with Virginia law;

B. makes the contract subject to, governed by, or interpreted under the laws of a state or country other than the Commonwealth of Virginia;

C. requires or permits any litigation arising from the public contract to be conducted in a court other than the Roanoke County General District Court or the Roanoke County Circuit Court;

D. requires other dispute resolution proceeding arising from the public contract to be conducted outside of the Commonwealth of Virginia;

E. limits the liability of the Contractor for actual damages to County property or for personal injury; or F. requires the County to indemnify or hold harmless the Contractor for the Contractor’s (or

Contractor’s subcontractors’ or agents’) negligent actions or inactions.”

END

ATTACHMENT A: SAMPLE CONTRACT

COUNTY OF ROANOKE, VIRGINIA

SAMPLE

CONTRACT BETWEEN THE ROANOKE COUNTY SCHOOL BOARD AND FOR

DIGITAL PORTFOLIO CURATION PLATFORM SERVICES

This Contract # 2026-124 is dated , between the Roanoke County School Board, hereinafter referred to as “Owner”, and legal name/address of contractor, hereinafter referred to as the “Contractor,” Choose an item. .

WITNESSETH:

WHEREAS, Contractor has been awarded this nonexclusive Contract by the Roanoke County School Board for furnishing all equipment, materials, goods, labor, and services necessary for providing a digital portfolio curation platform and associated work in accordance with this Contract and the documents referred to herein, all such items or services also being referred to hereinafter as the Work or Project.

NOW, THEREFORE, THE OWNER AND THE CONTRACTOR AGREE AS FOLLOWS:

SECTION 1. WORK/ SERVICES TO BE PROVIDED AND DOCUMENTS.

For and in consideration of the money hereinafter specified to be paid by the Owner to the Contractor for the Work provided for in this Contract to be performed by the Contractor, the Contractor hereby covenants and agrees with the Owner to fully perform the services, provide any materials called for to construct, and complete the Work called for by this Contract in a good and workmanlike manner in accordance with this Contract and the documents referred to herein in order to fully and properly complete this Contract within the time stipulated, time being made of the essence for this Contract. It is also agreed by the parties hereto that the documents to this Contract consist of this Contract and the following documents listed below (Contract Documents), all of which are and constitute a part of this Contract as if attached hereto or set out in full herein, viz:

1. Insurance Requirements (Exhibit 1).

2. Scope of Work/Fee Schedule (Exhibit 2).

3. Proposal Submitted by Contractor and dated _________ (Exhibit 3). (To be provided after selection of Successful Offeror.)

4. Request for Proposal No. 2026-124, which is incorporated herein by reference.

The parties agree that if there are any differences between the provisions of the above referenced documents, the provisions of the Owner documents and this Contract will control over any Contractor supplied documents or information.

SECTION 2. CONTRACT AMOUNT.

The Owner agrees to pay the Contractor for the Contractor’s complete and satisfactory performance of the Work/ Service, in the manner and at the time set out in this Contract, but the total amount for all such requests will not exceed $____________________ , as provided for in this Contract and that this Contract amount may be increased or decreased by additions and/or reductions in the Work as may be authorized and approved by the Owner, and the Contract amount may be decreased by the Owner’s assessment of any damages against the Contractor, as may be provided for in this Contractor or by law, and the Owner retains the right of setoff as to any amounts of money the Contractor may owe the Owner. However, Contractor further acknowledges and agrees that any request for Contractor to perform Work under this Contract is in the sole discretion of the Owner and that there is no guarantee of any minimum amount of Work that may be requested by the Owner and that no Work may be requested.

SECTION 3. TERM OF CONTRACT.

A. The term of this Contract shall be for one (1) year, from __________, through

_______________, at which time it will terminate, unless sooner terminated pursuant to the terms of the Contract or by law or unless extended as set forth herein at the option of the Owner.

B. By mutual agreement of the parties, the contract may be renewed for up to four (4) additional one (1) year periods of any combination thereof. If either party wants to renew the Contract that party shall give a written request to renew to the other party before the expiration of the original term or any renewal term of the Contract. The party receiving such request shall either accept or reject in writing such request within ten (10) days of receipt of that request, provided, however, if the party receiving the request to renew fails to respond within ten (10) days, the request to renew shall be deemed to be rejected, unless the parties mutually agree otherwise.

C. All terms and conditions shall remain in force for the term of this Contract and for any renewal period unless modified by mutual agreement of both parties. Prices shall not be increased during the initial term of this Contract.

SECTION 4. TIME OF PERFORMANCE.

The Contractor shall commence the Work to be performed under this Contract on such date as is established and fixed for such commencement by written notice (which may be initially given verbally in an emergency situation) to proceed given by the Owner representative to the Contractor, and the Contractor covenants and agrees to fully construct, perform, and complete the Work and/or provide the goods called for by this Contract established by such notice. The Contractor further agrees that the Work shall be started promptly upon receipt of such notice and shall be prosecuted regularly, diligently, and uninterruptedly at a rate of progress that will ensure full completion thereof in the shortest length of time consistent with the Contract Documents and that Contractor will cooperate and coordinate with the other Owner contractors or employees doing other work or using the area where Contractor is working.

SECTION 5. PAYMENT.

A. The Owner and Contractor agree that the Owner will only pay the Contractor for time actually spent and materials actually provided on the Project requested and accepted by the Owner. Invoices for services rendered and accepted shall be submitted by Contractor directly to the payment address of the requesting Owner department/division. Payment of such invoices shall be the responsibility of the department/division.

B. The Owner agrees to pay Contractor for the Contractor’s complete and satisfactory performance of the Work, in the manner and at the time set out in this Contract. The Owner retains the right to setoff as to any amounts of money Contractor may owe the Owner. A written progress report may be requested by the Owner to accompany payment request and, if so, such progress report shall detail the work completed. Also, sufficient documentation of all costs, expenses, materials supplies, and/or hours worked may be requested by the Owner and, if so, may be required prior to the processing of any such request for payment. Payment will only be made for work actually performed, services actually supplied, and/or materials or goods furnished to the Owner, all of which need to be approved and accepted by the Owner prior to such payment, unless otherwise provided for in the Contract documents. Once a payment request has been received the Owner, the Owner will process such payment request.

If there are any objections or problems with the payment request, the Owner will notify the Contractor of such matters. If the payment request is approved and accepted by the Owner, payment will be made by the Owner to the Contractor not more than 30 days after such request has been approved.

C. The services the Contractor may be requested to provide the Owner are those items set forth in Exhibit 2 (Scope of Work) and/or Exhibit 3 (Proposal), which list of services may be amended by the mutual agreement of the parties. The prices to be paid to the Contractor for such services provided to and accepted by the Owner under the provisions of this Contract shall be the current price(s) as set forth in Exhibits 2 and 3 (Scope of Work/Fee Schedule and Proposal). Unless otherwise stated in this Contract, the price(s) shall include all applicable charges such as pick up, delivery, printing, packaging, shipping, and other charges.

SECTION 6. SALES TAX EXEMPTION.

The Owner is exempt from payment of State Sales and Use Tax on all tangible personal property purchased or leased for the Owner’s use or consumption. The Virginia Sales and Use Tax Certificate of Exemption number is 217-074292-9. The Owner’s tax-exempt status shall not inure to the benefit of Vendor. Vendor shall be liable for all applicable local, state and federal taxes that may arise or be due under this Agreement.

SECTION 7. FREE ON BOARD, RISK OF LOSS, AND TITLE.

All prices include F.O.B Destination, inside delivery, unless otherwise noted in this Contract.

The risk of loss from any casualty, regardless of cause, shall be on the Contractor until the items have been delivered to Owner personnel making the request and accepted by the Owner. The risk of loss shall also be on the Contractor during the return of any items to the

Contractor. Title to the items shall pass to the Owner upon receipt and acceptance of such items by the Owner.

SECTION 8. INSPECTION.

The Owner shall have a reasonable time after receipt of items / services provided and before payment to inspect all items for conformity to this Contract. If all or some of the items delivered to the Owner do not fully conform to the provisions hereof, the Owner shall have the right to reject and return such nonconforming items, at the sole cost of the Contractor.

SECTION 9. WARRANTY OF MATERIAL AND WORKMANSHIP.

Contractor agrees that all items provided to the Owner will be new, or if an item is refurbished or remanufactured, such item will meet the industry standards for such item and the item shall be clearly labeled as refurbished or remanufactured, and that all such items include such warranties as may be provided by Virginia law together with any warranties provided by the manufacturer of the item. Contractor shall use reasonable commercial efforts to assist the Owner in processing warranty claims against a manufacturer.