Non-instructional software

Buffalo Public Schools Information Technology Department is soliciting competitive proposals for non-instructional software licensing on a five-year term basis, covering three primary solutions: Adobe Creative Cloud for Enterprise with All Apps subscription for academic users, BeyondTrust security software including Microsoft Defender for Servers deployment and CIS Maturity Based Security Workshop services, and BlueVoyant XDR Sentinel deployment services with managed Azure Sentinel and M365 Security subscription components. The procurement is open to qualified vendors capable of providing comprehensive software licensing and related deployment services to the Buffalo Public Schools district located in Erie County, New York. The solicitation was posted on May 12, 2026, with a question submission deadline of May 15, 2026 at 4:00 PM EDT, answers to be posted on May 18, 2026, and proposals due on May 26, 2026 at 12:00 AM EDT through the Bonfire procurement portal. The initial contract term runs from July 1, 2026 through June 30, 2027, with four optional one-year renewal periods available, extending the potential contract through June 30, 2031. Award will be based on lowest price and may be split among multiple responsive vendors; the tentative award date is June 17, 2026. Respondents must submit required documentation including an Offering Questionnaire, current Certificate of Liability Insurance with minimum coverage of $500,000 per person and $1,000,000 per accident for bodily injury, Equal Employment Opportunity Employee Information Report with detailed workforce demographic data, Non-Collusive Bidding Certification signed under penalty of perjury, at least three client references, and a detailed cost proposal, all through either printed copies with electronic submission or exclusive electronic submission via the Bonfire portal.

The procurement contains Minority and Women Owned Business Enterprise (MWBE) utilization requirements, and vendors must provide subcontractor listings and MWBE certification documentation if applicable; however, the solicitation specifies that subcontractors are not permitted for this particular offering. All respondents must comply with New York State Finance Law anti-lobbying restrictions, adhere to designated contact procedures during the restricted procurement period, and certify non-collusive bidding practices with strict confidentiality requirements regarding competitor pricing information. Vendors must also execute a comprehensive Data Sharing and Confidentiality Agreement protecting student data, teacher data, and principal Annual Professional Performance Review (APPR) data under New York Education Law Section 2-d, FERPA, and HIPAA requirements, including submission of a detailed Data Security and Privacy Plan prior to service commencement and mandatory employee training on federal and state confidentiality laws. No incumbent vendor or prior awardee is listed for this procurement. No specific budget range or award value is disclosed in the solicitation materials; however, vendors must provide five-year term pricing with all costs quoted as FOB destination to Buffalo Public Schools locations within City of Buffalo limits, and pricing must remain valid for a minimum of 90 days beyond the May 26, 2026 closing date. Successful respondents must demonstrate insurance certification effectiveness prior to contract execution and implement reasonable administrative, technical, and physical safeguards to maintain data security and integrity throughout the contract term.