Caseload Management Software

The Linn Benton Lincoln Education Service District (LBLESD) is leading a multi-agency Request for Proposal (RFP) for a comprehensive caseload management software solution on behalf of six Oregon Education Service Districts, including High Desert ESD, InterMountain ESD, South Coast ESD, Southern Oregon ESD, and Willamette ESD. The procurement seeks a web-based, fully integrated software system capable of managing student data, service logs, staff, contacts, schools, districts, and service areas with specific requirements including mobile app access, data encryption, robust reporting tools, and support for unlimited students and users. Key system capabilities must include ADA compliance, Ed-Fi data standards compatibility, email notification functionality, and the ability to provide stand-alone instances for each participating ESD. The RFP evaluation will use a scoring methodology that allocates 30 points to cost of services, 40 points to ability to meet requirements, 15 points to experience providing similar services, and 15 points to support capabilities. Critical procurement dates include a proposal due date of April 28, 2023, with a vendor question deadline of April 21, 2023, and an overall contract award scheduled for the proposer best meeting the outlined requirements.

The RFP does not specify explicit set-aside designations or restrictions on respondent types, and no incumbent vendor information is provided in the documentation. The contract will require the selected vendor to provide comprehensive implementation and training services for ESD staff, with the potential for either adopting an existing solution or developing a new system through collaborative agreement. While specific budget ranges are not explicitly stated, the RFP requires proposers to provide itemized costs covering all labor, licensing, and system components necessary for full functionality, with acknowledgment that some pricing may need to be presented as a range due to potential variations in system use and scalability requirements. The participating jurisdictions include Lake County, Albany City, and Linn County, suggesting a regional implementation scope. The procurement appears open to both existing software solutions and potential custom development, with the partner ESDs maintaining flexibility in their final technology selection approach.