Comprehensive Special Education, Health Records, and Medicaid Reimbursement Platform

Dallas Independent School District is soliciting proposals for a comprehensive platform covering special education case management, student electronic health records, and third-party Medicaid data tracking and billing, with proposals due December 3, 2026. Vendors may propose a single comprehensive platform or individual standalone modules for district-wide, as-needed use. Procurement is conducted under Title 2 of the Code of Federal Regulations Part 200 and may be funded with local, state, federal, and grant dollars, and all vendors are encouraged to participate, including sole-source providers.

The Small Business Enterprise program sets an aspirational goal of 30 percent small business participation for goods, services, and construction, and 35 percent for bond-funded professional services. Respondents must submit SBE compliance forms, and failure to do so yields a zero score on the SBE component, which carries up to 20 percentage points. Those points are allocated across five categories: SBE enhancements and capacity building (up to 3), SBE references (up to 2), certified SBE joint venture or prime-subcontractor teaming (up to 5), subcontractor utilization with certified SBEs or documented good-faith effort (up to 5), and an SBE participation plan (up to 5). Eligible certifications include 8(a), SDVOSB, SBE, VOSB, and WOSB. Vendors must also submit a Certificate of Interested Parties (Form 1295), file a Conflict of Interest Questionnaire within seven business days of beginning contract discussions, and carry general liability coverage of $1,000,000 per occurrence and $2,000,000 aggregate. Criminal background checks are required for employees who work on school property or where students are regularly present.

The term is three years with two one-year extensions, not to exceed five years total, with 90 days' written notice required for non-renewal. Pricing must remain firm for 120 calendar days after opening, and payment terms are net 30. Two deviation request forms are attached: a scope or specification deviation form and a terms and conditions deviation form addressing G&A variation requests. Any approved deviation requires written approval before implementation.

Evaluation criteria in the general terms include purchase price, vendor reputation and past performance, product quality, ability to meet District needs, impact on historically underutilized business compliance, total long-term cost, and references with fiscal responsibility record. Dallas ISD's general terms also prohibit contracting with former District senior-level employees for two years and other former employees for 18 months. Contractors must comply with Dallas ISD's policy on contracted services, which restricts third-party instruction on sexual orientation and gender identity for prekindergarten through twelfth-grade students.