Student Records Management System

Wicomico County Public Schools in Maryland is issuing RFP 20888-262 for the implementation of a secure, scalable Student Records Management System designed to digitize and systematically migrate all existing paper student records for Pre-K through 12th grade students. The procurement requires vendors to provide a comprehensive solution that captures new enrollment documents, manages cumulative folders, implements document management with retention scheduling, and enables document exchange services for transcripts and transfers, all while integrating seamlessly with the district's existing Student Information System (Follett Aspen). Proposers must submit technical and price proposals separately through the Electronic Solicitation Portal (Bonfire) by March 6, 2026, at 2:00 PM EST, with proposals remaining binding for 90 days from submission. Technical proposals must include a cover letter with company background, detailed project narrative and implementation plan with staffing and scheduling information, product specification sheets, documented proof of three successfully completed similar projects within the past five years with references, and resumes of project leads demonstrating relevant experience. The evaluation criteria will assess system functionality and security, migration and implementation strategies, training and ongoing support capabilities, vendor experience and references, and cost estimates, with awards based on best value rather than lowest price alone. The contract period extends from the award date through June 30, 2029, with two optional one-year renewal periods subject to mutual agreement, and the pricing structure includes Year 1 implementation, training, and support costs, followed by annual support and maintenance fees in Years 2 and 3.

Certified Minority Business Enterprises are encouraged to respond to this solicitation, though an MBE Plan is not required for participation. No incumbent vendor or current contractor restrictions have been identified in the RFP documentation, and the solution must integrate with Follett Aspen, the district's existing Student Information System. Insurance requirements include Workers' Compensation coverage with limits of $100,000/$100,000/$500,000, Commercial General Liability of $2,000,000 per occurrence, and Business Automobile Liability of $2,000,000 combined single limit. Contractors must also guarantee work against defects in materials and workmanship for two years from final acceptance and are subject to liquidated damages of up to $150 per calendar day for contractor-caused project delays. While specific budget ranges or award values are not disclosed in the available solicitation documents, the three-year contract structure and comprehensive scope suggest a substantial procurement. Rick D. Konrad, Procurement Manager (NIGP-CPP), at 410-677-4571 or rkonrad@mywcps.org, is the designated contact for questions and clarifications regarding this procurement opportunity.