SLED Opportunity · UTAH · CANYONS DISTRICT PROCUREMENT
AI Summary
RFP for a SaaS Absence & Substitute Management System for Canyons School District K-12 schools, including employee absence tracking, substitute management, administrative tools, integration, and support services. Contract is one year with options to extend.
The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from qualified Suppliers for a SaaS Absence & Substitute Management System for K-12 schools to be used by Canyons School District (CSD). It is anticipated that this RFP may result in a contract award to a qualified Supplier as needed and as defined further in the Scope of Work. This RFP is designed to provide interested Suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or exclude any relevant or essential data. All proposal preparation costs and any associated activities related to this RFP are the sole responsibility of the Supplier. All solicitation responses must be submitted electronically through Euna Procurement, powered by Ion Wave. All procurement-related inquiries relative to this proposal must be submitted through the questions tab in Euna Procurement, powered by Ion Wave and will be answered through Euna Procurement, powered by Ion Wave up to the Q & A deadline. Proposals will be opened electronically within five (5) business days of the closing of the solicitation. General Information I. Inquiries All inquiries relative to this RFP must be submitted through Ion Wave and will be answered through and Ion Wave up to the Q & A deadline. II. RFP Award When the award is made, it will be posted in Ion Wave. In the event that the RFP is canceled after the closing date, that information will be posted on Ion Wave as well. III. Right of Rejection CSD reserves the right to reject the low bid if the products bid are not equal to or better than the items listed on the Price Schedule and/or are not acceptable in appearance, durability, and performance (applicable if samples are requested and evaluated). IV. Contract Period This agreement shall commence on the date of the RFP award and continue for one (1) year. Each bid must include an option whereby CSD, at its sole discretion, can extend the contract annually for up to four (4) additional years with the same terms, prices, and conditions set forth in this document and/or as negotiated between the successful supplier and the Procurement Officer. The option shall be exercisable at the end of the first year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least thirty (30) days prior to the end of the contract term. V. Contract Pricing The contract will be a Firm Fixed Price Contract. Consideration for bid price increases or decreases will be made only for extreme changes in market conditions, as determined and agreed upon by the CSD Procurement Officer and the supplier. VI. Oral Presentations An oral presentation by the proposing Supplier to expand on their submitted proposal may be required. Presentations will be scheduled after the submission of proposals. More information about the required presentation content will be addressed at that time. Scope of Work The successful supplier shall provide a SaaS software that includes, at minimum, the following functionality: Required Features and Functional Requirements A. Employee Absence Management Employee self-service absence entry and management Ability for staff to request/report absences in advance or on short notice Automated substitute assignment and placement tools Half-day, full-day, and custom absence tracking Allow employee schedules that can vary day of week Future absence scheduling capabilities Recurring absence functionality Administrator override and approval functionality Automated notifications for staff, supervisors, and substitutes Permit a customizable list of reasons for absences Prompt employees with an external link to fill out additional details when selecting certain Absence Reason(s) Permit a customizable list of job locations (e.g., individual schools) Allow employees the ability to leave special instructions or other notes, etc. when reporting an absence visible by Administrators only, not visible to the substitute Allow employees to upload documents visible by Administrators only, not visible to the substitute (Doctor’s notes, etc.) Allow for absences to be created whether they require a sub or don’t require a sub Ability to track Time Off Balances in the system for employees Ability to show the Time Off Balance to the employee on the absence creation screen, and enforce balances B. Substitute Management Automated substitute calling and notification system Allow the substitute to manage their own notification preferences SMS text, email, and phone notification capabilities Allow substitutes to define their own school preferences of where they want to see available assignments Ability for substitutes to accept or decline assignments electronically Substitute availability and preference management (e.g., days and times during the week) Able to match the appropriate substitute by skill level to the absent employee and notify the substitute Blackout dates and exclusion settings Prioritized substitute assignment rules Ability to prioritize substitutes for employees or locations Ability to restrict substitutes to seeing/accepting jobs for which they are qualified Automated substitute matching based on qualifications and preferences Ability to contact substitutes via text messages (SMS) and push notifications simultaneously The approver must be able to see employee time off balances on the approval screen The approver must be able to see context with other employees that are absent from their same building on the same date on the approval screen Include a function to easily swap substitutes from one assignment to another Ability to verify absences and substitutes that worked after the absence has occurred Allow employees the ability to leave special instructions or other notes, etc. when reporting an absence for Substitute (lesson plans, etc) Have the ability with a set location to post a picture of the entrance of the building where the sub is working and a map of the location Allow for multiple substitutes to be connected to one absence request without having to split the absence into separate absences Show available subs portions of long-terms absences that they are available for automatically, without having to split the absence into separate absences Allow substitutes to view their assignment history for current school year and across all past years Allow substitutes to view a calendar view of entire current school year and switch to view past school years of assignment history Include self-service Help Materials that are specific for the substitute (Videos, documentation, etc.) C. Administrative Features District-level and school-level administrative access User role and permission management Real-time vacancy and fill-rate tracking Real-time dashboards for absences, fill rates, and substitute performance Reporting and analytics dashboard with customizable reports for district, school, and department levels Ability to customize reports and save them for later use Ability to share reports for editing access or view only access to other groups in the district Reports should be able to pull historical data for years in the past without being limited by archived data or date limits. Audit logs and historical reporting Exportable reports in common file formats Flexible approval workflows Ability to track absence approval workflows. Route absences through single step approvals or multi-step approvals based on the reason, location, position or even select individual employees in the workflow Ability to post multi-media messages through the system that notifies different users and track the analytics of interaction with those messages Calendar for entering full day and partial day calendar events like Holiday’s, In-Service Days and Cancellation Days Ability to set Absence Limits for how many staff can be out each day and select individual days like the day before or after a Holiday Data export capability to various formats (CSV, Excel, PDF) D. Integration Requirements Integration capabilities with Skyward Qmlative Canyons School District's existing HR, payroll, and student information systems Single Sign-On (SSO) compatibility Secure data import/export functionality API availability and integration documentation E. System Requirements Web-based hosted solution Have a mobile app with access for Administrators, Employees and Substitutes Mobile-friendly access for employees and substitutes Compatibility with current major web browsers Data security and encryption standards Compliance with FERPA and applicable student/staff privacy laws Allow for data imports to be scheduled and happen on a regular occurrence Cloud-based System: Specify deployment options and hosting requirements. Scalability: Must support district growth in schools and staff. - Describe your process for scalability for handling increases in demand of the system F. Training and Support The successful supplier shall provide: Initial implementation assistance System configuration assistance Administrator training End-user training resources Ongoing technical support Software maintenance and updates Designated account management support G. Implementation Timeline Suppliers should provide: Proposed implementation schedule and milestones Estimated timeline for deployment Data migration approach Required district responsibilities during implementation Proposal Requirements Suppliers shall submit proposals containing the following sections: Schedule A – Certification of Proposal Completed and signed certification documents. Schedule B – Executive Summary Provide a concise overview of the proposed solution, including major features, benefits, and differentiators. Schedule C – Organization Provide company background information including: Company history Organizational structure Number of employees Years in business Experience serving K-12 school districts Schedule D – Experience / Expertise Provide detailed information regarding: Previous K-12 substitute management software implementations Relevant project experience Implementation methodology Technical expertise Integration experience Schedule E – References Provide a minimum of three (3) K-12 customer references, preferably school districts of similar size and complexity. Include: District name Contact name Phone number Email address Brief description of services provided Price Proposal Provide detailed pricing including: Software licensing Implementation costs Training costs Annual maintenance/support fees Optional modules or services Renewal pricing Any additional costs Evaluation Criteria CSD will evaluate proposals based upon overall responsiveness to district needs and the criteria listed below. The award of contract, if made, will be to the supplier(s) who are responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; the pricing for the services offered; and who receives the highest rating based upon all of the criteria set forth in the RFP. Criteria Points Certification of Proposal (Schedule A) Pass / Fail Executive Summary (Schedule B) 10 Points Qualifications/Experience (Schedule C) 20 Points Detailed Responce (Schedule D) 30 Points References (Schedule E) 5 Points Price Proposal 35 Points Total Possible Points: 100 Additional Terms SCHOOL DISTRICT reserves the right to: Request clarification of any proposal Request additional information from suppliers Negotiate terms and pricing with selected suppliers Conduct reference checks Reject any or all proposals Award without further discussion based on initial proposals received The awarded supplier shall comply with all applicable federal, state, and local laws, regulations, and district policies.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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