RFP #IT2026-01: next-generation student information system (SIS)

Bear Valley Unified School District (BVUSD) is requesting proposals for a next-generation cloud-based Student Information System under RFP #IT2026-01, with proposals due November 6, 2026 at 2:00 p.m. PST and questions due October 15, 2026. The District serves approximately 2,150 TK-12 students across six school sites and prioritizes a cloud-native, "vanilla" software package with minimal customization to reduce data entry errors and ensure CALPADS compliance for Local Control Funding Formula revenue protection.

The scope includes comprehensive SIS functionality: California state reporting and CALPADS compliance, online registration and parent self-service portals, elementary and secondary grading with A-G support, attendance and truancy management, counseling and student services with MTSS/504/SST workflows, master scheduling, discipline workflows, health and immunization tracking, English learner support with ELAS/ELPAC/RFEP functionality, and robust reporting and audit capabilities. Vendors must submit a detailed Functional Compliance Matrix designating each feature as Out of the Box, Configurable, Configurable with additional cost, Custom Development, or Not Available. Required integrations include ParentSquare, Google Classroom (via SSO-SAML), CCGI, CAASPP, ELPAC, OneSync, OneRoster, and Clever. The system must deliver 99.9% minimum monthly uptime (excluding approved scheduled maintenance), with critical support response within one hour and resolution within four hours during peak California state reporting windows.

The contract structure includes fixed costs for SaaS annual licensing, onboarding and configuration, historical data migration, staff training, and ongoing annual subscriptions for years two and three, with optional renewal years negotiated separately. Annual renewal increases are capped at a specified percentage or tied to a Consumer Price Index formula. The District maintains the right to terminate upon 30 days' written notice. Implementation begins March 2027, with data migration May–June 2027, parallel system runs Summer–Fall 2027, and full go-live January 1, 2028. An implementation warranty of twelve months follows Final System Acceptance. Required insurance includes Commercial General Liability ($1 million per occurrence / $3 million aggregate), Technology E&O/Professional Liability ($1–5 million), and Cyber/Privacy Liability ($1–5 million). All mandatory California certifications, including Non-Collusion Declaration, fingerprinting and background checks, and Drug-Free Workplace certification, must accompany proposals. The District seeks evidence of successful mid-year implementations in small to medium-sized California school districts. Addenda will be published by October 23, 2026. Proposal evaluation occurs November 9–30, 2026, with presentations December 1–18, 2026, and recommendation announcement February 1, 2027.