Mass Communication System RFI

Jefferson County Public Schools (District) has issued Request for Information (RFI) #26950 for a Mass Communication System replacement project, seeking comprehensive information from potential vendors about a multi-channel communication platform. The district requires a scalable solution capable of supporting communication across its extensive educational network, which includes 83 elementary schools, six K-8 schools, 17 middle schools, 17 high schools, 12 option schools, 15 charter schools, an online school, a career/technical education school, and two outdoor laboratory schools. The RFI seeks detailed vendor capabilities across seven scope areas: Legal Requirements, Functional Requirements, Technical Requirements, Data Requirements, Information Security Requirements, Support & Training, and Pricing. Specific technical requirements include multilingual capabilities, emergency notifications, accessibility standards, and integration with existing systems like Infinite Campus, Oracle PeopleSoft, and Entra ID. Vendors must complete a comprehensive Microsoft Excel attachment with five worksheets detailing vendor profile, specification availability, scope questions, potential integrations, and cost estimates. The RFI response deadline is March 11, 2025, with all communications to be submitted in writing via email through BidNet, understanding that this RFI is for information gathering and will not result in an immediate contract award.

The RFI does not specify explicit set-aside designations or restrictions on responding organizations. The district serves approximately 70,000 students, 14,000 employees, and 100,000 parents/guardians, with a current operating budget of $150,000 for fiscal year 2024. Vendors are requested to provide low and high-cost estimates for implementation, covering one-time and recurring costs including software licensing, professional services, customization, training, integrations, and annual subscription fees. While no incumbent vendor is explicitly mentioned, the district requires a solution that can integrate with existing technology platforms. The RFI emphasizes comprehensive documentation requirements, including service level agreements, incident response protocols, and technical capabilities. Potential vendors should demonstrate robust information security practices, compliance with data privacy regulations, and the ability to support the district's diverse communication needs across multiple channels and user groups.