2026 Kent ISD Docuware RFP

Kent Intermediate School District (Kent ISD) in Grand Rapids, Michigan is requesting proposals for a DocuWare document-management and workflow solution with professional services for migration from an on-premise OnBase system, with sealed bids due November 9, 2026 at 1:00 p.m. Kent ISD reserves the right to restrict bidding to Michigan-based businesses.

The scope encompasses DocuWare online document management, data migration from the existing OnBase system (9.76 GB database content and 25.2 GB file system data across 975 folders and 321,105 files), implementation and configuration, forms and workflows design, document capture and processing, integrations, training delivery (remote, in-person, or hybrid), and ongoing support and maintenance. Bidders must propose both three-year and five-year contract term options with itemized pricing covering software licensing, storage, implementation, training, support, renewal structures, and available discounts. All delivery, unboxing, and installation costs must be included in the bid.

Bidders must submit three customer references preferably from school districts or public-sector organizations with similar DocuWare implementations. All proposals must include sworn and notarized statements disclosing any familial relationships between company ownership or employees and Kent ISD board members or superintendent, and certifying compliance with Michigan Public Act 517 of 2012 regarding Iran Economic Sanctions. All pricing proposals must remain firm for 90 days following the bid submission deadline.

Kent ISD intends to award the contract following approval at the December 21, 2026 School Board Meeting. Questions should be directed to daverodgers@kentisd.org or through SigmaVSS, with responses distributed to all bidders. Hand delivery is available at the Kent ISD Educational Service Center, 2930 Knapp Street NE, Grand Rapids, MI 49525.