GISD Workflow Solution RFP - Attachment A Project Description and Specifications.pdf

Request for Proposal – GISD Workflow Solution Responses due March 25th 2026 by 12:00PM EST

1 – Organization Overview As a premier regional service agency, Genesee Intermediate School District (GISD) provides leadership that links learners to public schools, the community, the private sector, and public agencies in order to improve education and enhance lifelong learning for all citizens. GISD’s educational leadership impacts instruction, learning, student achievement, productivity, and efficiency. GISD consists of 997 staff, 661 contracted staff and 1288 students.

2 – RFP Objective The Genesee Intermediate School District is seeking bids for Workflow Solution, specifically with the ability to digitize paper-based workflows (forms, approvals, etc) that are compliaint with FERPA and HIPAA. All pricing provided will be put into a master bid list and provided pricing must be available to any schools within Genesee County.

Pricing must be good through July 31, 2028. The vendors will have the option to honor their RFP pricing through July 31, 2031.

3 – Requirements

1. Base Bid

a. For the base bid, please provide a cost for a standard workflow solution. Pricing must be recorded on the Bid Form (Attachment B1).

b. Pricing must be based on 997 GISD staff, 661 contracted staff, and/or 1288 GISD students.

2. Workflow – Please provide the following costs to include:

a. Transparent breakdown of costs (licensing, implementation, training, support) without hidden fees.

i. Pricing must be clearly stated per staff or per student in Attachment B - Bid

Form

b. Annual licensing costs for unlimited creation and submission of forms.

c. Tiered pricing models based on users, workflows, or submissions, etc if applicable.

d. Any optional modules or services clearly outlined.

e. Multi-year pricing guarantees or discounts.

3. Additional Requirements

a. 1. General Company & Product Information

i. Company background and history, including experience in K-12 education, noting any Michigan districts/ISD in particular.

ii. Overview of product(s) offered, specifically the workflow solution.

iii. References from similar educational organizations.

iv. Evidence of scalability and ongoing development roadmap.

b. Functional Requirements

i. Ability to digitize paper-based workflows (forms, approvals, etc.).

ii. Drag-and-drop workflow builder with versioning.

iii. Conditional logic support within workflows.

iv. Automated routing based on user roles, groups, and form data.

v. Bulk upload and batch processing capabilities.

vi. Flexible form-building tools.

vii. Integration with existing PDF forms.

viii. Support for e-signatures and digital certifications.

ix. Automated notifications and reminders for outstanding tasks.

x. Mobile-responsive forms.

xi. Multi-level approvals with configurable sequences.

xii. Role-based and department-based routing.

xiii. Time-based escalation workflows.

c. Integration Requirements

i. Single Sign-On (SSO) support (Google Workspace, Azure AD).

ii. API availability for custom integrations (Synergy, Canvas, etc)

iii. Support for various file formations (e.g. PDF, docx, xlxs, pptx, etc)

iv. Support for CSV/XML data exports and imports.

d. Data Security & Privacy

i. Compliance with FERPA and HIPAA.

ii. Data encryption at rest and in transit.

iii. Secure audit trails for all activity.

iv. Granular permissions management by user, role, or department.

v. Audit logs for administrative and user activity.

vi. Ability to segment data access between departments.

vii. Cloud-hosted (SaaS) solution preferred.

viii. Data center certifications (SOC 2, ISO 27001, if others, please list.).

ix. Disaster recovery and business continuity plans.

e. Reporting & Analytics

i. Real-time dashboards and custom reporting tools.

ii. Exportable reports (CSV, Excel, PDF).

iii. Analytics on workflow efficiency (time-to-completion, bottlenecks).

iv. Historical data retention policies and archiving features.

f. User Experience

i. Modern, intuitive user interface.

ii. WCAG 2.1 AA or higher compliance.

iii. Browser agnostic and mobile-friendly.

iv. Support for multiple roles: Admin, Submitter, Approver, Observer, etc.

v. Role-based dashboards, access controls and task queues. (e.g. student, teacher, administrator, parent)

g. Implementation & Support

i. Provide project management and a timeline for implementation and deliverables.

ii. Onboarding and training options (virtual, in-person, on-demand).

iii. Detailed user guides and knowledge base (Provide examples)

iv. Access to support materials for ongoing staff training.

v. Dedicated support contacts/account managers.

vi. Support SLAs (response and resolution times).

vii. Transparency of availability (hours of operation, emergency support protocols).

h. Evaluation & Demonstration Criteria

i. Detailed description of proposed solutions’ alignment with stated needs.

ii. References from K-12 districts or ISDs, Michigan preferred.

iii. Live or recorded product demonstrations.

iv. Sandbox environment access for evaluation.