GISD Workflow Solution RFP Rebid

The Genesee Intermediate School District (GISD) in Flint, Michigan, is issuing a rebid Request for Proposal for a comprehensive Workflow Solution to replace its current paper-based processes and Power Automate systems across all 13 departments. The procurement seeks a digitized workflow management system capable of serving approximately 2,946 users, including 997 GISD staff members, 661 contracted staff, and 1,288 students, with deliverables including system licensing, implementation, training, and multi-year support services. Key objectives include automating critical processes such as invoicing, purchasing, conference requests, field trip forms, and device checkouts with electronic signature capabilities, while enabling departments and teachers to create their own workflows rather than limiting creation to the approximately 60 technology staff members. Required qualifications include demonstrated K-12 education experience, functional specifications such as drag-and-drop workflow builders, conditional logic, role-based routing, mobile responsiveness, and e-signature capabilities, along with integration capabilities for Single Sign-On platforms and educational systems including Synergy and Canvas. The solution must comply with FERPA and HIPAA regulations, achieve SOC 2 and ISO 27001 data security certifications, and demonstrate WCAG 2.1 AA accessibility compliance, with vendors expected to provide references from similar educational organizations, preferably Michigan districts or ISDs, and live or recorded product demonstrations with sandbox environment access. Sealed written bids are due on March 25, 2026, at 12:00 PM EST, with a mandatory pre-bid meeting scheduled for March 11, 2026, at 9:30 AM EST via Zoom; questions must be submitted in writing up to 72 hours prior to the bid due date, and bids will be opened on March 25, 2026, at 12:30 PM EST, with board award anticipated at the May board meeting. Proposals will be scored using a numeric method based on RFP requirements, and bid prices must remain firm through July 31, 2028, with vendors having the option to honor pricing through July 31, 2031.

The RFP does not indicate specific set-aside designations for disadvantaged enterprises, though all bidders must comply with mandatory requirements including the submission of a notarized Familial Relationship Disclosure Statement under Public Act 232 of 2004, a non-notarized Iran Economic Sanctions Act Certification under Public Act 517 of 2012, and a School Safety Affidavit certifying compliance with Michigan statutes MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g. All personnel working on GISD property must be fingerprinted and have criminal background checks cleared, and the Genesee Intermediate School District is exempt from Michigan Sales and Use Taxes, meaning vendors shall not include sales or use taxes in their proposals. The RFP is a re-procurement, with previous evaluation documentation indicating that GISD has previously evaluated demos from Docuware, Informed K12, SoftDocs, and Odyssey Digital; while integration with the district's current Docuware system is preferred but not required, GISD has no intention to replace Docuware and remains under contract with that vendor, and Microsoft Teams integration is identified as a desirable feature as GISD utilizes Microsoft Azure infrastructure. Vendors must provide transparent, itemized pricing with breakdowns for licensing, implementation, training, and support across one-year, three-year, and five-year contract term options, with pricing submitted for both cloud-hosted and self-hosted solutions on a per-staff member or per-student basis; however, the RFP does not disclose anticipated award values or budget ranges. The Board of Education reserves the right to accept or reject any or all bids, split the bid among multiple vendors, or cancel the RFP prior to work commencement, and the selected pricing will be made available to all schools within Genesee County.