Website and Communication RFP wForms- 2025.pdf

Breitung Township Schools Request for Proposals (RFP): Website and Communication System RFP Issue Date: Monday, April 21, 2025 Proposal Due Date: Friday, May 2, 2025

1. Introduction

Breitung Township Schools (BTS) is seeking proposals from qualified vendors to provide a hosted website and communication system solution for the District. Our goals are to modernize our digital presence, enhance communication with our school community, and ensure staff across all buildings can easily contribute content.

2. Project Overview

We seek an integrated website and communication platform that includes:

● A user-friendly, hosted website solution.

● Public mobile apps for families and community.

● Staff-facing tools and apps for communication and content contribution.

● Seamless communication tools for staff, families, and students.

3. Scope of Services

A. Website Solution Requirements

● Hosted, cloud-based CMS solution.

● Ability for staff at all levels to contribute content (news, events, announcements).

● Separate landing pages for:

○ District (main site)

○ Kingsford High School

○ Kingsford Middle School

○ Woodland Elementary

● Sites may use subdomains (e.g. khs.kingsford.org) or subpages (e.g.

kingsford.org/khs)—both options are acceptable.

● Migration support from current provider (Finalsite), if applicable.

● ADA compliance and responsive design (mobile-friendly).

● Built-in calendar system, news module, and notification system.

● Mobile app for public access (must be available in iOS App Store and Google Play Store).

● Optional: Mobile app or content manager tool for staff to update content.

B. Communication System Requirements

● Multi-channel communication (email, SMS, voice, app notifications).

● Role-based permissions for designated users (administrators, coaches, nurses, etc.).

● Two-way communication capability preferred.

● Must allow secure communications from roles like school nurses or social workers to families via SMS.

● Integration with website content (e.g., alerts, closures).

● Admin app or portal for staff use to send/update messages on the go.

● Secure data handling and compliance with student privacy laws (e.g., FERPA, COPPA).

4. Proposal Requirements

Please include the following in your proposal:

● Company Overview Description of your company, relevant experience, and contact information.

● Detailed Project Approach Outline of how your solution meets or exceeds the scope described.

● Migration Plan & Timeline Timeline and approach for migrating content and data from Finalsite.

● Technical Specifications Hosting details, uptime guarantees, mobile app functionality, and system security.

● Training & Support Onboarding plan for staff and ongoing support details.

● References Minimum of 3 school district references currently using your solution.

● Cost Proposal Provide both 3-year and 5-year total cost breakdowns. Include:

○ Initial setup costs (including migration).

○ Annual licensing or hosting fees.

○ Mobile app fees.

○ Communication system costs.

○ Any optional add-ons or future upgrade paths.

5. Evaluation Criteria

Proposals will be evaluated based on:

● Alignment with scope and functionality

● Cost and value

● User-friendliness for staff and families

● Mobile app quality and accessibility

● Support and training offerings

● Vendor experience and references

6. Submission Details

All proposals must be submitted by Friday, May 2, 2025

To:

Michelle Kleikamp District Office Administrative Assistant Breitung Township Schools [mkleikamp@kingsford.org]

(906) 779-2650

Late submissions may not be considered.

Attachment A – Familial Disclosure Form AFFIDAVIT OF (insert name of affiant)

STATE OF MICHIGAN )

) SS

COUNTY OF __________________________)

____________________________________________ makes this Affidavit under oath and states as follows:

(Insert name of affiant)

1. I am a/the:

❏ President ❑ Vice-President ❏ Chief Executive Officer ❑ Member ❏ Partner ❑ Owner ❏ Other (please specify)__________________________________________________ of______________________________________________________, a bidder for a Food Service Cargo/Delivery Van for Breitung Township Schools.

2. I have personal knowledge and/or I have personally verified that the following are all of the familial relationships existing between the owner(s) and the employee(s) of the aforementioned contractor and the school district’s superintendent and/or board members.

3. I have the authority to bind the aforementioned contractor with the representations contained herein, and I am fully aware that the school district will rely on my representations in evaluating bids for the transportation services.

4. I declare the above information to be true to the best of my knowledge, information and belief. I can completely and accurately testify regarding the information contained in this affidavit if requested to do so.

(Signature of affiant) (Date) Subscribed and sworn before me in ______________________________ County, Michigan on the ____ day of ______________________________, 20____.

Signature: ________________________________________________________ Printed Name: ________________________________________________________ Notary Public, State of Michigan, County of _________________________________.

My Commission expires on _______________________________________________.

Acting in the County of __________________________________________________.

Attachment B – Iran Economic Sanctions Act Certification

I am the (title) _______________________________ of (bidder) _____________________________________, or I am bidding in my individual capacity ("Bidder"), with authority to submit a binding bid for the provision of Food Service Cargo/Delivery Van for Breitung Township Schools. I have personal knowledge of the matters described in this Certification, and I am familiar with the Iran Economic Sanctions Act, MCL 129.311, et seq. ("Act"). I am fully aware that the school district will rely on my representations in evaluating bids.

I certify that Bidder is not an Iran-linked business, as that term is defined in the Act. I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

(Signature)

(Printed name)

(Date)

Attachment C – Insurance Coverage

Please provide a Certificate of Insurance and any other relevant insurance information.

❏ Broad Form Comprehensive General Liability Insurance (including-Premises, Contractual, Products & Completed Operations-including Broad Form Extensions)

❏ Each Occurrence - ______________________________________________

❏ General Aggregate - ___________________________________________

❏ Products & Completed Operations Aggregate - ______________________

❏ Personal Injury & Advertising Injury - _____________________________

❏ Fire/Legal - __________________________________________________

All copies of insurance coverage will be due at the time of execution of the Contract. Minimum of $1 million aggregate for all personal injuries and $1 million per person for bodily injury are required.

4. Proposal Requirements

RFP Food Service Van.pdf