2026 Kent ISD Docuware RFP.docx

Kent Intermediate School District (Kent ISD) is seeking bids for DocuWare online document management and workflow solution, and professional services needed to migrate from an on-premise OnBase system to the proposed DocuWare solution.

Specifications are to be considered as minimums, and the general conditions, as listed, must be adhered to.

Bids are due by 1:00 pm on Monday, November 9, 2026 delivered in a sealed envelope/package with the wording “2026 DocuWare Project” clearly marked on the outside of the envelope/package addressed to:

Kent ISD Attn: David Rodgers 2930 Knapp Street NE Grand Rapids, MI 49525

Bids can be hand delivered to the Kent ISD Educational Service Center; 2930 Knapp Street NE Grand Rapids, MI 49505, located by parking lot #11. Kent ISD will not consider or accept a bid received after the date and time specified for bid submission. Bids will be opened publicly immediately following the close of receiving bids.

Questions regarding the specifics of the bid should be directed via E-Mail through SigmaVSS, or to daverodgers@kentisd.org and answers will be responded to through the same means. All questions and answers will be distributed to all bidders who have, or, later ask questions about the bid.

It is the intention to award the bid once the Kent ISD Board approves the recommendation of award at the December 21, 2026 Kent ISD School Board Meeting.

In compliance with MCL 380.1267, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner and any employee of the bidder and any member of the board, or the superintendent of the school district. All bids shall also be accompanied by a sworn and notarized statement disclosing whether the bidder is an Iran Linked Business in compliance with PA 517 of 2012. The Board has stated that Kent ISD shall not accept a bid that does not include these sworn and notarized disclosure statements.

Kent ISD reserves the right to allow only Michigan Based Businesses to bid on this advertisement. Under 1984 PA 431, MCL 18.1268, our board has elected to enforce the PA as defined.

Kent ISD will be a place where all persons feel welcomed, have a right to be treated equitably and without prejudice, and have a responsibility to treat others the same way. Kent ISD is an equal opportunity institution. Kent ISD does not discriminate on the basis of race, creed, color, national origin, age, sex or physical/mental disability or veteran status in its educational programming, enrollment, employment or contracting.

GENERAL CONDITIONS

A. It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements within.

B. For the purpose of assuring the School District of the quality of workmanship, materials, equipment, and service, the School Board will retain the right to qualify or disqualify bidders on the basis of available information covering their service and the suitability of the equipment/material bid for the project.

C. All alternate equipment/material as specified herein, or suggested by bidder, will be made by a reputable experienced manufacturer and shall conform to the specifications in order to promote efficiency in its use, reduce maintenance cost, and to assure durability for which it is intended.

D. In some cases, where manufacturer names and model numbers are indicated, alternates are not acceptable to create a base bid. However, in most cases alternates are acceptable, but subject to review by the owner. It will be incumbent upon the bidder, when bidding an alternate, to provide proper and adequate documentation that the alternates are equal to the manufacturer names and model numbers listed in the base bid. Vendors are encouraged to provide more than one base bid as well as alternate bids that they feel meet the needs of the Kent ISD.

E. Kent ISD reserves the right to accept or reject any or all bids, in whole or in part, and to make awards it determines to be in its best interest, regardless of whether the selected bid is the lowest. All bids must include the required affidavits.

F. All proposals submitted shall remain firm for a period of ninety (90) days after date of receiving bids.

G. The delivery of the product shall be coordinated with the Project coordinator and delivery terms are fairly flexible. Bids must include all delivery charges, and unboxing costs; disposal of all waste must also be coordinated with owner prior to delivery, bulk-packing materials may or may not be able to be disposed by the owner, or owner’s receptacles.

H. The vendor shall describe its approach to implementation, training, and ongoing support, including its ability to accommodate Kent ISD’s preferences. Any limitations or additional costs shall be clearly identified in the proposal.

I. In the case where installation is specific; installation must be complete, and all installation costs must be included.

J. The successful bidder shall, within a reasonable time after receipt of written notice, make good any defects in material or workmanship that may develop, especially during the warranty period.

K. Kent ISD shall not be responsible for any cost or expensed incurred by the bidder during the preparation of the bid.

L. The owner is a federally constituted government body and as such is not subject to Michigan State or Federal excise taxes.

Kent Intermediate School District

REQUEST FOR PROPOSAL

2018 Kent ISD Epoxy Floor Resurfacing Kent Intermediate School District REQUEST FOR PROPOSAL – 2026 Kent ISD DocuWare RFP

Kent Intermediate School District • Facilities Office 1655 East Beltline, NE • Grand Rapids, MI 49525 • (616) 365-2290 • Fax (616) 364-9987 www.kentisd.org 3 | Page

Legacy System Background Kent ISD’s existing OnBase system has the following storage and file system utilization.

· The OnBase database is 9.76GB.

· OnBase filesystem has 25.2GB of data consisting of:

· 975 folders

· 321,105 files Data Privacy and Security Requirements Ensure the client’s ability to maintain its legal obligations to keep private information private, such as required by FERPA, Pupil Privacy under Revised School Code Section 1136, the Michigan Social Security Privacy Act, data breach notification requirements, and other data protection obligations. The ISD would be relying on the vendor to meet the following cloud storage requirements:

· Active monitoring and notification of the ISD of any data breach

· Required encryption of sensitive information

· Implementation of access control to data through strong passwords and dual authentication

· Sound internal infrastructure controls, such a using a VPN and firewall

· Include any cybersecurity insurance provisions recommended by the ISD’s insurer

· Ensure that data has a high uptake rate so it is readily accessible without delay (i.e., 99%)

· Ensure that the ISD will have access to the data at all times, and that if the vendor contract is terminated, the ISD will be able to recover the data, and the vendor will subsequently delete the data.

Proposed Implementation Team Provide an overview of the team proposed for this project, including:

· Names, roles, and responsibilities of key team members.

· Relevant DocuWare experience, certifications, and qualifications.

· Experience with similar projects for school districts or public-sector organizations.

· Availability during the proposed implementation period.

· Any subcontractors and their responsibilities.

· Identify whether the proposed team members are confirmed or may change.

Customer References Provide three references from customers with similar DocuWare implementations, preferably school districts, intermediate school districts, or public-sector organizations. For each reference, include:

· Organization name and location

· Contact name, title, email, and telephone number

· Implementation date and timeline Obtain permission from each reference before submitting their contact information. The District may contact references to discuss their implementation experience and satisfaction with the vendor’s services.

Pricing Information Vendors shall submit an itemized pricing proposal for both three-year and five-year terms. All pricing shall be in U.S. dollars and clearly distinguish one-time costs, recurring costs, usage-based charges, and optional services. Identify any pricing components not included in the proposal as “Not Included” and any components that do not apply as “N/A.”

Identify the number and complexity of forms and workflows included in implementation. Provide unit prices or rates for additional development, modifications, and testing.

Note: Bidder must specify whether training and users support be delivered remotely, in person or through a combination of both.

Note: Bidder must whether specify professional services in be remotely delivered, in person, or through a of both.

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of ___________________________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the Kent Intermediate School District request for proposal for 2026 DocuWare Project, hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an “Iran Linked Business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Bidder is awarded a Contract as a result of the aforementioned Invitation To Bid, the Bidder will not become an “Iran Linked Business” at any time during the course of performing under the Contract.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the Contract or proposed Contract for which the false certification was made, whichever is greater, the cost of the Intermediate School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on an Invitation To Bid for three (3) years from the date it is determined that the person has submitted the false certification.

Contractor:

By: _________________________________ Title: _________________________________ Date:________________________________

STATE OF MICHIGAN )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 2018, by , Notary Public _____________________County, Michigan

My Commission Expires:________________ Acting in the County of:________________

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

Important: This disclosure statement must be included with your bid - required by state law (P.A. 232 of 2004) As required by Public Act 232 of 2004, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the School Board or the Superintendent of Kent ISD.

The undersigned, the owner or authorized officer of ___________________________________________________ (the Bidder), pursuant to the familial disclosure requirement provided in the attached invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the School Board or the Superintendent of Kent ISD. If such a relationship exists, please explain:

BIDDER:_____________________________

By:_________________________________ Title:_______________________________

STATE OF MICHIGAN )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 2018, by , Notary Public _____________________County, Michigan

My Commission Expires:________________ Acting in the County of:________________