RFP -2526-118 School Transportation Services Routing and Dispatch System~2.pdf

Request for Proposals

School Transportation Services Routing and Dispatch System

Solicitation No. 2526-118

Proposal Due: November 12, 2025, 2:00 PM Pacific Time

North Clackamas School District No. 12 12400 SE Freeman Way, Milwaukie, Oregon 97222

NORTH CLACKAMAS SCHOOL DISTRICT No. 12

REQUEST FOR PROPOSALS

Introduction

North Clackamas School District (NCSD) is soliciting proposals (RFP) to establish a transportation operations management solution to support implementation, training, and ongoing support of a comprehensive solution for its transportation services department.

NCSD Transportation Services transports nearly 17,000 students daily using approximately 200 vehicles, including general education buses, specialized transportation, and vans. The department operates 70 general education routes, 32 specialized routes, and 15 van/type-10 routes.

NCSD is seeking a modern, integrated system to enhance routing, planning, fleet oversight, and operational efficiency. The selected vendor will support the transition from the departments current system suite and Verizon reveal GPS system, While delivering scalable tools, comprehensive training, and responsive customer service. With a team of round 200 staff and drivers and 20 active system users across departments, NCSD Transportation Services requires a reliable, intuitive platform that improves safety, streamlines operations, and data-driven decision making.

See Project Overview/Scope of Work/Specifications for additional information.

About the District North Clackamas School District is Oregon’s fifth-largest school district and spans more than 40 square miles just southeast of Portland, Oregon. The District services the communities of Milwaukie and Happy Valley, along with other parts of Clackamas County. NCSD is a Pre-K through twelfth-grade district serving 32 schools and approximately 17,000 students. The seven-member School Board has the oversight, responsibility, and control over all activities related to the District. NCSD is committed to examining and improving our system by affirming students’ many identities while building inclusive, barrier-free schools and workplaces.

For more information on the District, please visit www.nclack.k12.or.us. Single Point of Contact/Issuing Officer

The Issuing Officer for this Request for Proposal (RFP) is Gustavo Chávez, Senior Purchasing Specialist and the Single Point of Contact (SPC) for the District for all process and contract questions as well as technical requirements, protests, and any other provision. Contact information for SPC/Issuing Officer:

Gustavo Chávez Senior Purchasing Specialist 12400 SE Freeman Way Milwaukie, Oregon 97222 Phone: 503-353-6139 E-mail: chavezcardenasg@nclack.k12.or.us mailto:chavezcardenasg@nclack.k12.or.us

Anticipated RFP Schedule

The District anticipates the following general timeline for this RFP. The District reserves the right to change the schedule for dates prior to the Notice of Intent to Award through a written addendum. The anticipated dates for the Notice of Intent to Award and subsequent dates are based upon a schedule with a set demonstration day. Proposers should ensure they are available to participate on the date specified below. The day may be adjusted if determined to be in the best interest of the District but there is no guarantee that requests for a different day can be accommodated.

The Notice of Intent to Award and subsequent dates are approximate and subject to change at the discretion of the District.

Issuance of RFP documents October 14, 2025 Deadline for Questions October 28, 2025 (Questions received after this date may not receive a response) Deadline for Proposal Submission November 12, 2025, 2:00 pm PST Project Demonstration of finalists December 5, 2025 Notice of Intent to Award December 10, 2025 Board Action to Award January 15, 2026 Commencement of Contract January 19, 2026

A pre-proposal meeting will not be held for this solicitation.

Project Overview/Scope of Work/Specifications

The district is seeking proposals from qualified vendors to provide a comprehensive, hosted Student Transportation Management Platform. This system will consolidate currently fragmented processes, including routing, dispatch, communication, and real-time tracking, into a centralized and user-friendly platform accessible to administrators, dispatch staff, school staff, and parents.

Historically, transportation operations have relied on routing software supplemented by an expanding network of spreadsheets, documents, and workarounds. As our organization has grown, this patchwork system has become insufficient and inefficient. Meanwhile, expectations around transparency and communication have increased. Parents and staff now expect real-time visibility into students' transportation, similar to commercial delivery tracking systems.

We are seeking a robust, scalable, and secure software solution that can modernize and streamline our transportation ecosystem.

Operating System and Technology:

Transportation services operates in a Windows environment and exclusively uses Google Chrome. If the product requires Firefox or other browser, it may present a significant barrier to adoption and ongoing support.

System Requirements The following are items the District has identified as requirements for a Student Transportation Management Platform. A firm's ability to meet these requirements is required as part of the Proposal and the format for response is provided as Attachment D. While the District expects to award one contract, a Proposer is welcome to propose a solution that includes multiple systems in a subcontracted format in order to meet the requirements.

The items listed below have different levels of priority however the District has not specifically identified those at this time. Unless specifically stated, the inability to meet a specific requirement will not disqualify a Proposal from award.

Operating System and Technology:

1. The system must be hosted by the provider

2. Access to updates and any new versions of the platform should be included during the term of the license agreement

3. Security patches and updates should be applied in a timely manner and during non-business hours, unless during an emergency security situation

4. Integration with the District's Google Workspace Domain or Active Directory system for authentication and user roles/permissions

5. Ability to import all data from our existing solutions.

6. Ability to enforce role/permissions (e.g., dispatcher shouldn’t see the same as router)

7. Ability to automate the import of data from our student information system, Synergy

8. Ability to import and export GIS shape files, including ArcGIS .shp files

9. Ability to store and view additional spatial data (water features, railways, landmarks, district-specific data) 10.Ability to export data (reports, directions, etc.) to PDF, CSV, text files, and printing 11.Web portal for school staff to access transportation information (bus stops, bus locations, trip info) 12.Ability to easily create reports (employee, student, routing, vehicle, etc.) within the platform 13.Ability to attach and access documents to vehicles, students, and employee records

(jpg, png, csv, pdf) Data integrity:

1. Ability for staff to see when and who alters data

2. Ability to quickly access previous year’s routing data (multiple years, summer programs)

3. Ability for all users to remain in the system while routine maintenance is performed

GPS:

1. GPS should be active and updated at a minimum every 30 seconds.

2. One year of GPS data stored with the ability to review any day’s speeds, stop times, and driving patterns.

Student/Parent App:

1. Secure web/app portal for public access (eligibility, bus stops, real-time bus location)

2. Ability to display school district name/logo on apps/portals

3. Ability to provide secure messaging from Dispatch (delays/changes/etc.)

4. Ability to provide parents with information about students location

5. Provide parents with the ability to designate who can meet students

Routing:

1. Ability to locally update street maps and add custom names

2. Ability to add students not imported from SIS.

3. Map editing is fully integrated (no external software required)

4. Maps support overlays, satellite view, zoom, feature toggles, and printing

5. A single bus stop can serve multiple schools/programs

6. Ability to create automatic/customizable delays for stops/students

7. Ability for runs can accommodate different stops/paths/times on different days

8. Ability to lock or adjust bus stop times based on driver’s habits

9. Ability to track hazard zones, making students automatically eligible for transportation.

10.Ability to set vehicular travel speeds based on time of day and real data gathered from

GPS, and the ability to set turn/road restrictions 11.Support walk restrictions and crossing restrictions 12.Log all user actions (students, stops, runs, routes, streets, boundaries, schools) in accessible format 13.Ability to create walk boundaries from multiple access points of a school property line 14.Ability to measure accurate distance measurements between any two points) 15.Ability to create bus stops based on student populations and walk policies 16.Ability to Auto/mass assign students to optimal bus stops a.m./p.m.

17.Ability to customize routes: Driver habits, unforeseen hazards, reroutes, railroad crossings, etc.

18.Ability to integrate routing with real-time ridership and GPS data:

a. Optimize schedules by suggesting bell-time changes for better utilization

b. Edit student file (stop assignment, address change, alternate stop, attach releases, internal notes)

c. Integrate routing with real-time ridership and GPS data

Dispatching:

1. Ability to track driver check-ins

2. Ability to cover routes with another driver when absence

3. Ability to split runs within a route across multiple drivers

4. Ability to see planned vs. actual bus arrival times

5. Ability to search students by partial name, ID, bus, school

6. Ability to assess late departures from lot using geofences

7. Ability to customizable alerts when a route is late

8. Ability to swap buses quickly when offline/red-tagged

9. Ability to verify the bus has the necessary equipment for assigned students 10.Ability to verify employee eligibility to drive (certifications up to date) 11.Ability to verify student bus assignment and stop information 12.Ability to verify if the student is on the vehicle in real time via ID scanning 13.Ability to view daily trips going out 14.Ability to prepare the next day’s dispatch page 15.Ability to track other duties (bus washing, paperwork, etc.)

16.Assign trips, provide turn-by-turn bus-appropriate directions 17.Ability to quickly see a map with all units’ accurate locations

Safety and training:

1. Ability to track and maintain employee certifications and expirations: drivers, trainers, administrators, etc.

2. Ability to run reports on the necessary class hours.

3. Ability to track and compute the number of ODE class hours drivers need for any given year or date and specify hours expirations versus expirations, such as a first aid class, which is a 4-year “hours certifications” and a 2-year expiration of the card.

4. Ability to track accidents (major and minor) and tickets, including points drivers accrue toward the loss of their bus driving certificate as a result of violations. Ability to differentiate ODE points, DMV points, and non-point accrual incidents.

5. Ability to track and assign specialized equipment (vests, cam straps, wheelchair securements, etc.) and be able to assign them to a vehicle/student. This would include expiration dates of the equipment. Ability to send a notification to multiple team members as equipment nears expiration

6. Ability to attach plans created by the Transportation Services/District to the student and be viewable on tablets (while keeping privacy in mind).

7. Ability to track and maintain type-10 and type-20 certifications. This includes certifications for teachers/coaches that drive some of our d-buses at high schools, and it includes the certifications for contractors that don’t necessarily work for North Clackamas but we may provide training for them prior to them driving our students.

Trips:

1. Platform for schools/entities to request field trips

2. The system should pull from the employee list for drivers.

3. The system should Integrated dashboard for schools, dispatch, billing

Shop:

1. Ability to create vehicle files that do the following:

a. Create vehicle files (make, model, fleet number, etc.)

b. Track peripherals (radio, GPS, DVR, etc.)

c. Attach data (body damage, inspection reports, pdfs)

d. Track seating capacity and accommodations

e. Track damage reports, accident packets, pictures

2. Ability to red-tag bus, auto-notify dispatch

3. Inventory management with alerts for low stock

4. Support multiple part numbers per item

5. Support multiple fuel types and track usage

6. Ability to receive driver work orders and track repairs

7. Ability to track and store vehicle diagnostic codes via GPS OBD

8. Ability to schedule and track preventative maintenance

9. Ability to alert driver when vehicle scheduled for maintenance 10.Ability to assign shop tasks and track workflows

Contracts and Payroll:

1. The system generates White Sheet equivalent

2. The system must export reports to spreadsheets

3. The system must run reports (yearly, quarterly, monthly, weekly)

4. The system modifies reports to meet district/unit needs

5. Desired Capabilities:

a. Track driver hours in a simple format

b. Manual data entry with override capability

c. Input employee schedules and track time

d. Streamline overtime requirements (on-call, holidays, absences, weather)

School Staff (Administrative assistants/athletic directors):

1. The system must provide staff access to student information and trip requests.

2. The system must provide a dashboard for school trip info and requests:

a. Real-time bus arrival/departure times

b. Students' bus stop information lookup and the ability to verify alternate stop requests

c. Custom alerts from Dispatch to schools

3. Export routing/student data to Excel/CSV

4. Lookup routes by student home address

Implementation, Customer Support, and Training:

The selected vendor shall partner with NCSD Transportation Services to ensure a successful implementation of the proposed solution. The vendor is expected to provide a high level of support and service, consistent points of contact, and comprehensive training to facilitate adoption and long-term success.

1. Implementation and Project Staffing

a. The vendor shall designate a named trainer and implementation specialist in the proposal. This individual will serve as the primary point of contact throughout the implementation process.

b. Continuity of primary contacts through implementation and support

2. System Readiness

a. Prior to the commencement of any training, the system must be fully installed, configured, and operational, with all parameters and integrations specific to NCSD Transportation Services completed and tested.

3. Data Migration

a. The vendor shall provide comprehensive import/export services to ensure a complete and accurate transfer of all relevant data from the District’s existing platform to the new system.

b. This includes data mapping, migration planning, execution, validation, and issue resolution to ensure full data integrity and system compatibility.

4. Training Requirements

a. The vendor shall deliver thorough training to NCSD Transportation Services staff, covering all core functionalities and administrative tools of the system.

b. A detailed training timetable must be included in the proposal, outlining the initial training sessions and any supplemental follow-up days.

c. The vendor shall provide:

I. All training materials and user documentation are in electronic format.

II. Unlimited refresher training and new employee orientation, at a minimum via an on-demand online format.

5. Ongoing Support

a. The vendor shall provide unlimited toll-free phone and online support at no additional cost for the duration of the contract.

b. Extended support hours shall be provided during critical operational periods, including:

c. Two weeks before and after each annual system startup.

d. Any major events such as redistricting, routing changes, or platform upgrades.

6. Maintenance and Upgrades

a. The vendor shall provide, at no additional cost:

I. All future software upgrades and new version releases.

II. Security patches, bug fixes, and system enhancements.

III. Any license renewals are required to maintain full functionality of the platform.

Tablets/Mobile Data Terminal (MTD):

Tablets (preferably non-proprietary hardware) in the bus, which would provide the following:

1. Ability to meet the Oregon Department of Education’s Minimum Standards and the

Oregon Administrative Rule regarding Mobile Data Terminals:

A. 581-053-0240 B. Minimum Standards for School Buses C. (44) Mobile Data Terminal (MDT):

2. Hardware specifications A. Ability to operate in extreme conditions -4°F to 122°F (-20°C to 50°C).

B. Ability to view the screen in direct sunlight C. Certified MIL-STD-810G, and IP rating of 65 or higher

3. Ability to log pretrip/posttrip, including documenting changes in who is driving at any given time during the day

4. Ability to give the driver turn-by-turn directions (either visually and/or audibly) based on routed information or, in ad-hoc routes, directions should not take buses down roads where they don’t fit (or are forbidden to go by the system route map), where they may exceed the weight limit or height restrictions, and should avoid railroad crossings if possible.

5. Ability to bring up student information in real time as they board the bus, including:

A. Relevant medical information or alerts (who students can be released to if applicable) B. Bus plans including people authorized to pick up students from the bus stop.

C. Names, student ID, photo, assigned bus, assigned bus stop D. Ability to support student ID scanning E. Ability to look up a student by name or SID number F. Ability to send/receive messages from dispatch, including the ability for emergency messaging.

6. Ability to complete documentation:

A. Bus conduct reports for students B. Work orders for the Shop C. Trip slips - trip drivers are required to perform emergency evacuation refreshers prior to trips; they have a separate checklist and need to report times with odometer readings for billing purposes

D. Purple Sheets - these are sheets filled out by drivers to report extra time they’ve worked beyond their contracted hours.

E. Seating chart creation and modification

7. Ability to provide translation for students who do not speak English

Submission Date and Location

Proposals, including required attachments, shall be submitted to chavezcardenasg@nclack.k12.or.us and the email subject line and file names should include the Proposer’s name and solicitation number, and may include any additional identifying information.

If the Proposer is declaring any information included in the Proposal as Proprietary (see Public Record section of this RFP for details), an additional copy with all identified Proprietary information redacted shall also be included in PDF format.

The proposals must be received by the District by 2:00 PM on October 24, 2025.

Proposals received after the specified date and time will not be given further consideration.

Obtaining Solicitation Documents and Addenda

The RFP and any attachments or supporting documents are available from Oregon Buys at www.oregonbuys/gov. RFP documents will not be mailed to prospective Proposers.

The Issuing Officer can also be contacted with questions regarding document access or to view a hard copy of the solicitation documents.

Any modifications, clarifications, or revisions will be addressed and issued in addenda; the District must receive requests for changes in writing a minimum of seven working days prior to the deadline for submitting proposals. Responses to questions received after this date will be at the discretion of the District.

Proposers are solely responsible for checking OregonBuys for the issuance of any addenda prior to submitting a proposal. Proposer will still be held responsible for all addenda/changes to the documents and may be considered non-responsive if their proposal does not reflect those addenda/changes. Addenda are incorporated into the RFP by this reference.

Requests for Change of Requirements or Contract Terms

Proposers shall promptly notify the District of any ambiguity, inconsistency, or error which they may discover upon examination of the Request for Proposal documents.

Any request for an explanation regarding the meaning or interpretation of requirements, contract document or other documents must be in writing, with sufficient time for the District to reply before the proposal due date. The District may choose not to provide an explanation. Explanations shall be made in the form of addenda and shall be published to OregonBuys. Oral explanations and comments shall not be binding.

Any Proposer that believes a requirement or contract term is unnecessarily restrictive or limits competition may submit a protest setting out the language for which change is sought and indicating the document title, page and, Section or Subsection where the language is located. To be considered, the protest must include a detailed statement of the legal and factual grounds for the protest, a description of the resulting prejudice to the Proposer if the protest is not granted, and the proposed change. A Proposer who fails to submit a protest relating to contract terms at least 7 days before due date may not request different contract terms if awarded the contract.

Protests

Protest regarding this solicitation must be submitted not less than 7 calendar days prior to closing, except that protests of an addendum are due 5 calendar days after the issuance of the addendum. A request for a change to any portion of this Request for Proposals is considered a protest.

Protests of Notice of Intent to Award or the final Award must be in writing and made within 7 calendar days of the issuance of each respective notification. If a Proposer does not protest the Notice of Intent to Award, they will not be able to protest the Award. Protests shall be delivered to North Clackamas School District No. 12, Attn:

Gustavo Chávez, 12400 SE Freeman Way, Milwaukie, Oregon 97222. Protest procedures are set forth in NCSD Public Contracting Rule 47-0730. Protests shall be handled in accordance with applicable laws and rules.

Modification / Withdrawal

Unless otherwise specified, modification of a Proposal will not be permitted; however, a Proposer may withdraw the Proposal at any time prior to the scheduled closing date and time for receipt of Proposals (Proposal due date). Proposals may be withdrawn in person or by written request to the Issuing Officer as described below. Withdrawal of Proposal shall not disqualify the Proposer from submitting a Proposal prior to the Proposal due date defined in this RFP.

A Proposer may withdraw its Proposal prior to the Proposal due date by submitting written notice on Proposer’s letterhead signed by an authorized representative. The notice must include the name and telephone number of the Proposer’s representative that will be contacted to arrange for the Proposer to retrieve the withdrawn Proposal.

A Proposer may withdraw its Proposal in person prior to the Proposal due date upon presentation of identification and evidence of authorization to act for Proposer. If possible, the District will return all Proposal materials at the time an in-person withdrawal is presented.

Cooperative Procurement

The Proposer agrees to extend identical goods and services under the same prices, terms, and conditions to all public agencies. A public agency wishing to utilize like services will execute its own contract with the Contractor for its requirements and may negotiate the terms of that contract in accordance with its own requirements.

Any proposer by written notification included with their Proposal, may decline to extend the services, prices and terms of this RFP to any and/or all other public agencies.

Responsiveness, Rejection/Cancellation

The District may, at its discretion, reject any Proposal that does not substantially comply with the requirements set forth in the RFP. The District may reject any Proposal not in compliance with all prescribed public proposal procedures and requirements, and may reject for good cause any or all Proposals or cancel the RFP at any time before execution of the contract by both parties if rejection or cancelation is deemed to be in the public interest as determined by the District.

If a Proposal is entirely or predominantly labeled as “Proprietary”, the Proposal may in the sole discretion of the District, be deemed non-responsive. Unless the District, in its discretion, determines that a submitted Proposal is not in substantial compliance with RFP requirements, unintentionally incomplete, qualified, or omitted responses to Proposal sections will be dealt with as a matter of Proposal scoring as opposed to responsiveness. The District may waive minor informalities and irregularities.

Duration of Proposals

Proposals must remain valid for at least 90 days. Proposals must be signed by an official authorized to bind the proposer.

Public Record and Property of the District

With the exception of Proposals that are withdrawn prior to the Proposal due date or Proposals submitted past the Proposal due date, all information submitted by a Proposer in response to this RFP shall become the property of the District and will not be returned to the Proposer. All copies of properly-withdrawn or late Proposals will be returned to the Proposer unopened.

All documents received by the District are subject to public disclosure after the District completes the selection process. Information deemed by the Proposer as exempt under Oregon’s public records law should be clearly marked by the proposer as “Proprietary”. Marked pages should be placed in a group separate from the remainder of the proposal. The District will make an independent determination regarding exemptions applicable to information that has been properly marked and segregated. The District will attempt to maintain the confidentiality of materials clearly marked “Proprietary” to the extent allowable under Oregon public records law.

Incurring Costs

The District is not liable for any cost incurred by Proposers prior to issuance of a contract. Proposers responding to this RFP do so at their own expense and the District will not reimburse any expense incurred by Proposers or any other party in the preparation or submission of a response to this RFP.

Business Inclusion and Diversity

Minority-owned, Women-owned, Emerging Small, and Veteran-owned business enterprises are encouraged to submit a proposal. Proposers are encouraged to involve participation of small, minority-owned, women-owned, and service-disabled veteran business enterprises. A directory is available from the Certification Office for Business Inclusion and Diversity (COBID) by telephone, 503-986-0075, or website at:

https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx.

Negotiations and Contract

The District reserves the right to negotiate a final Contract that is in the best interest of the District. At completion of the evaluation process, the District will notify Proposers of its intent to award a contract. The District will attempt to reach a final agreement, including a detailed scope, project schedule, and fee schedule with the highest scoring Proposer. If it appears agreement cannot be reached, the District, in its sole discretion, may terminate negotiations and reject the Proposal. The District may then attempt to reach a final agreement with the second highest scoring Proposer. The negotiation process may continue in this manner through successive Proposers until an agreement is reached or the District terminates the contracting process.

Selection Process The District reserves the right to select the Contractor on the basis of the proposals or to also conduct interviews/demonstrations with the highest qualified proposer(s) following evaluation and scoring of the proposals, whichever is determined to best serve the needs of the District. The District reserves the right to seek clarifications of any or all proposals or to conduct site visits to current users as part of the interview process. Failure to respond in a timely manner to any such questions or requests may be grounds for elimination of the Proposer from further consideration. The District may request additional information or make such independent investigations that, in the District’s sole discretion, it deems necessary or advisable to determine the responsiveness and responsibility of any Proposer. The District may obtain information from any legal source for clarification of any Proposal or for information regarding any Proposer. The District reserves the right to research and investigate references, including customers other than those listed in the Proposer’s submission.

Proposal Evaluation Criteria and Scoring The evaluation and scoring will be conducted in 2 phases. In Phase 1, Proposals will be reviewed and scored by the evaluation committee as outlined below. The highest scoring proposals from this phase will be moved forward for further review. The district anticipates conducting interviews and demonstrations with two Proposers in Phase 2, but the actual number of Proposers invited to Phase 2 will be what the evaluation committee considers to be in the best interest of the district. If interviews and demonstrations are conducted, there will be an additional 800 points available.

The Proposer with the highest total score shall be recommended to the board by the evaluation committee for the award, assuming all other applicable criteria are met and successful contract negotiations. The following criteria will be used in scoring the proposals:

Evaluation Criteria and Scoring

● Project Understanding and Approach Max. Points: 300 Score ____

Evaluate the proposer’s project understanding and approach to accomplish the objectives and performance set forth in the RFP. Consider the extent the proposed system meets the district requirements and needs. Evaluate the proposed implementation plan for clarity, feasibility, completeness, including project phases, timelines, resource allocation, training, ongoing support, warranty information, and service commitments.

● Security and Technical Requirements Max. Points: 300 Score ____ Evaluate the proposer's ability to provide a comprehensive system with robust functionality, seamless integration with existing platforms, a secure and scalable architecture, and a forward-looking technology roadmap that supports ongoing innovations and efficiency.

● Firm, Experience, and Quality of Service Max. Points: 200 Score ____

Evaluate the firm’s experience and ability to perform the work. Consider references and any knowledge of the firm provided by other clients, which may not have been listed as references.

● Total Cost to the District Max. Points: 400 Score ____ The proposal that accomplishes the stated objectives and tasks at the lowest cost will receive the highest points for this criterion.

Phase 2

● Demonstration/Interview (optional) Max. Points: 800 Score: ____

If a demonstration or interview is held, the District will recalculate the entire proposal and add points for this phase of the evaluation (800 points available, if held). Demonstrations will be conducted in person. A virtual demonstration option may be offered at the district's discretion; however, in-person demonstrations are preferred. The district may choose to conduct site visits with current users as part of this step.

TOTAL SCORE ______

Proposal Contents

Proposals are to include, but not necessarily be limited to, the content listed below.

The volume, or size of the proposal, should be consistent with the relative size of the project. Concise proposals without needless duplication are encouraged. Ensure responses address how the Project Overview/Scope of Work/Specifications section items are met.

1. Letter of transmittal. The proposal must include an introductory letter attesting to the accuracy of the proposal and signed by an individual authorized to execute binding legal documents on behalf of the proposer. The letter should include the name of the firm, the RFP contract person, email address, mailing address, telephone number, and must be signed by a person authorized to bind the firm.

2. Proposer Information and Certifications. Place a signed copy of Attachment B – Proposer Information and Certifications immediately behind the letter of transmittal.

3. Project Understanding and Approach. Describe the proposed system and explain how it meets the District's needs outlined in the Project Overview/Scope of Work/Specifications section. Provide a detailed implementation plan that outlines project phases, timelines, resource commitments, training, and ongoing support.

Include any communication support provided. In addition, describe how the proposed system delivers functionality, integrates with existing district platforms, ensures a secure and stable architecture, and supports a forward-looking technology roadmap that enables continued innovation and efficiency. Include information on current and planned future use of AI.

4. Firm, Experience, and Quality of Service. Provide a description of the company, including a brief history, size, and number of years in business/years providing this product or service. Disclose any employees or owners that may have a conflict of interest (financial or personal) and the nature of such conflict. Indicate key personnel proposed to work on the project and their role. Identify any third party subcontractors including their role and qualifications.

Provide a minimum of three references similar in nature to the proposed work, including a summary of work, contract dates, measures that indicate quality and success, and a client reference name, contact person, and phone number. Include version, release and modules being used for each reference.

5. Cost Proposal. Provide a complete cost proposal. Include all initial costs and any ongoing costs for the first 3 years. Cost proposal must include any required or anticipated ongoing costs for licenses, updates, repair, and maintenance, including information on standard recommended replacement cycles. If extended warranty options exist, include details in your response

Clearly describe any deviation from the listed scope of work that would significantly affect costs. Separate the cost of any proposed optional services or products from the cost of services and goods required for implementation. The format for the cost proposal is to be selected by the Proposer.

6. Required Attachments. Proposers must complete and submit the following as attachments to their proposal:

A. Attachment C- Technology and Information Services Hosted Solution Questionnaire

B. Attachment D- NCSD RFP Requirement Matrix

Please include a hard copy of Attachment C and Attachment D in your Proposal response and also include the electronic files with your response. In the event of a discrepancy, hard copy will prevail. The completed questionnaire must be clearly labeled with the proposer’s ability to meet the district’s technical and hosted solution requirements. Failure to provide the completed questionnaire may result in the proposal being deemed non-responsive.

Limitations:

● Proposal is limited to a total of 20 pages of text, including the letter of transmittal and Proposal Information certification (attachment B).

● The limitation does not apply to covers or dividers unless they are used to convey project information. Any 11 X 17 pages will be counted as two pages. A two-sided page counts as two pages.

● The limitation also does not apply to Attachment C- Technology and Information Service Hosted Solution Questionnaire or Attachment D- North Clackamas School District RFP Requirement Matrix. These documents must be completed and submitted as required, but will not count towards the page limit.

● Pages beyond these page limitations will not be evaluated.

● Proposer shall number the pages in consecutive order.

● Proposal text shall be legible. Arial typeface is preferred, but not required.

Minimum font size of 11 point.

● The RFP name, Project Number, and Proposer shall be shown on the cover of Proposals.

● Links to additional information are not allowed as part of the proposal submission and will not be evaluated.