MiLEAP ISD Case Management System

The Michigan Department of Lifelong Education, Advancement, and Potential (MiLEAP) is issuing a Request for Proposal (RFP) for a contractor-hosted Software-as-a-Service (SaaS) case management system to replace the existing IntelliGrants platform and manage Individuals with Disabilities Education Act (IDEA) Part C compliance activities for children aged birth to three years across Michigan's 56 Intermediate School Districts (ISDs). The solution must support approximately 10 state employees and 1,500 ISD staff members with up to 500 concurrent users, delivering capabilities for compliance monitoring, complaint investigations, corrective action planning, data imports and exports, report generation, and administrative functions. Key deliverables include full system implementation with configuration, customization, data migration of approximately 75 gigabytes from the legacy Azure government cloud environment, integration with MiLogin via SAML 2.0 authentication, comprehensive accessibility remediation meeting WCAG 2.1 Digital Accessibility Requirements, extensive user training for approximately 1,500 users, and complete documentation and ongoing support. The contractor must complete implementation within a hard contractual requirement of 150 calendar days from the anticipated October 1, 2026 contract commencement date, with all required functionality available at initial go-live and no phased deployment of core capabilities permitted. Proposal submissions are due by 11:30 a.m. Eastern on Friday, May 8, 2026, with vendor questions due by 11:30 a.m. Eastern on April 6, 2026. The evaluation prioritizes technical criteria totaling 100 points based on vendor questions (20%), resumes and staffing (20%), project scope and schedules (30%), and business specifications (30%), with proposals scoring 80 or above proceeding to pricing evaluation on a best-value basis. The contract consists of three base years with seven optional one-year renewal periods.

The RFP does not specify set-aside designations or restrictions on eligible organizational types based on the available documentation. The current contractor, IntelliGrants, will provide transition support based on existing contract terms, and the successful vendor must manage the migration of 326 database tables and 6,469 columns from the legacy system while maintaining full data retention, disposal, and retrieval capabilities. The contractor must comply with all State of Michigan security policies and data residency requirements, maintain FedRAMP certification at the moderate level or higher (or provide annual SSAE 18 SOC 2 Type II audits based on NIST SP 800-53 MOD controls), ensure 99.98% system availability with response times under two seconds for 98% of transactions, and provide comprehensive disaster recovery and backup capabilities. Pricing proposals must include all licensing, support, implementation, and training costs for base and optional years, with contractors proposing perpetual license, term-based license, or subscription models with tiered pricing options and enterprise licensing available; however, no specific budget range or award value is disclosed in the solicitation materials. The state reserves the right to award multiple contracts and will evaluate proposals based on best value, including total cost of ownership, economic impact, and prior performance considerations.