2026 Kent ISD Docuware RFP

Kent Intermediate School District (Kent ISD) in Michigan is soliciting sealed bids for DocuWare online document management, workflow, and migration services from its OnBase system under the 2026 Kent ISD DocuWare RFP, with bids due 1:00 p.m. on November 9, 2026. Kent ISD has elected to enforce Public Act 431, MCL 18.1268, which potentially limits bids to Michigan-based businesses. The district's Kent County jurisdiction and the Kent ISD School Board intends to award at its December 21, 2026 meeting.

Scope covers software licensing, implementation, configuration, training, and ongoing support for a cloud-based platform. The vendor must migrate approximately 321,105 files across 975 folders and 60 document types into four to six file cabinets, with the vendor responsible for producing the source-system export from OnBase via VPN or managed remote access. Initial rollout targets Human Resources with about 8 users, followed by possible read-only business office and IT access. Desired future integrations include automatic employee updates from Tyler Tech ERP and possible connections to PowerSchool and Informed K12. Identity management runs on Microsoft Entra ID and Cisco Duo, with SSO preferred and MFA required where SSO is unavailable. OCR and intelligent document classification are alternate bid options. Data security requirements include active breach monitoring, encryption, access controls, VPN and firewall infrastructure, cybersecurity insurance, 99% data availability, and guaranteed data recovery and deletion at termination. Bidders must provide three references, preferably from school districts or public-sector organizations with similar DocuWare implementations.

Pricing covers three-year or five-year terms and must itemize one-time, recurring, usage-based, and optional costs across fourteen components. Proposals must remain firm for ninety days after submission. All bids require sworn, notarized disclosure of familial relationships with Kent ISD board members or the superintendent, plus certification that the bidder is not an Iran Linked Business under Michigan Public Act 517 of 2012. Questions are submitted by email through SigmaVSS or to daverodgers@kentisd.org, with all questions and answers distributed to every bidder. Sealed bids go to Kent ISD, Attn: David Rodgers, 2930 Knapp Street NE, Grand Rapids, MI 49525, and open publicly immediately after the deadline.