RFP 26-10 ERP / SIS

New Braunfels Independent School District (NBISD) in Comal County, Texas, is procuring a comprehensive Enterprise Resource Planning (ERP) and Student Information System (SIS) solution through RFP 26-10, with proposals due electronically by 10:00 AM on March 2, 2026. The district serves over 9,700 students across 16 campuses with approximately 1,352 staff members and seeks to replace its current Ascender SIS and eFinance financial systems with an integrated cloud-based solution. The procurement encompasses a complete turnkey system including financial management modules (general ledger, accounts payable/receivable, procurement, fixed assets), human resources functions (payroll, benefits, applicant tracking, position control), student information services (scheduling, grading, attendance, discipline), and ancillary departments (child nutrition, transportation, facilities management). Vendors must provide firm, fixed pricing in U.S. dollars for a Software-as-a-Service (SaaS) cloud-hosted model for a seven-year period, with all software licensing, implementation services, data conversion, training, testing, documentation, and ongoing support and maintenance included in pricing. The system must accommodate 479 functional requirements organized across 25 primary modules plus additional specialized functions, support multi-user access with role-based security, maintain FERPA and PEIMS compliance, and integrate with eight identified third-party systems including Frost Bank, TalentEd/PowerSchool, Eduphoria, ClassLink, Canvas, Same Goal, Frontline Education, and Mosaic. NBISD evaluation criteria prioritize proposal price (40 points), vendor reputation and qualifications (20 points), quality and soundness of approach (20 points), alignment with district needs (10 points), past references (5 points), and whether vendors maintain principal business operations or employ 500+ persons in Texas (5 points). The district intends to present its award recommendation to the Board of Trustees no later than May 11, 2026, with an effective contract date to be determined thereafter.

No specific set-asides or disadvantaged enterprise restrictions are identified in the RFP documentation provided, though all vendors must comply with mandatory state and federal certifications including boycott compliance certifications related to Israel, energy companies, firearms and ammunition industries, and excluded nations or foreign terrorist organizations. The district enforces no-contact procedures during bidding and participates in the Central Texas Purchasing Alliance, permitting other member districts to adopt awarded contracts at equivalent or better pricing. Contracts exceeding specified federal thresholds trigger additional compliance requirements including termination for cause or convenience provisions, equal employment opportunity requirements, Davis-Bacon Act prevailing wage compliance for construction contracts exceeding $2,000, and Contract Work Hours and Safety Standards Act compliance for contracts exceeding $100,000. Contracts valued at $1 million or more require Form 1295 (Disclosure of Interested Parties) and records retention obligations under SB 943, while contracts of $100,000 or more from vendors with ten or more full-time employees require additional certifications regarding Israel boycotts, energy company boycotts, and firearm entity discrimination. The current system environment includes Ascender SIS and eFinance financial platforms that will be replaced, requiring comprehensive data conversion from multiple modules including current year detail and prior year summary data. While the RFP documentation does not explicitly state a budget range or award value, NBISD's General Fund operating budget for fiscal year 2025-2026 is approximately $110,197,754, and the district reserves the right to award to one or multiple vendors or reject any or all proposals based on evaluation criteria.