Active SLED Opportunity · CALIFORNIA · SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT
AI Summary
San Bernardino City Unified School District seeks proposals for a hosted digital psychoeducational assessment platform to support special education evaluations. The RFP includes requirements for software hosting, scoring, interpretation, and management of assessments. Proposals are due April 24, 2026, with evaluation based on cost, expertise, and support.
Purpose – San Bernardino City Unified School District’s (SBCUSD) Psychological Services Department is seeking proposals for a hosted digital psychoeducational assessment platform and assessment library that enables District staff to administer, score, interpret, and manage standardized assessments used in special education evaluations.
San Bernardino City Unified School District (SBCUSD) is the ninth-largest public school District in California, with an average enrollment of about 44,000 students. Established in 1964, the San Bernardino City Unified School District (SBCUSD) is the ninth-largest school district in California, serving a diverse student population across 105 square miles in the heart of San Bernardino County. The District includes 74 schools, spanning Transitional Kindergarten (TK) through Adult Education, and serves communities ranging from small rural mountain and foothill areas to larger suburban neighborhoods in the valley. SBCUSD operates 49 elementary schools, 11 middle schools (including one K–8), 9 high schools, 2 special schools, 2 special education schools, and 1 adult school, as well as a continuation school, community day school, independent study schools, charter schools, and preschool programs. (For additional information on the District, log onto http://sbcusd.com).
Did you read through and confirm that you met all of the proposal requirements including the sections:
Contact with any other individual, other than a member of the District's Purchasing Department regarding this RFP may be grounds for disqualification of your Proposal.
Also, after bid opening, the contents of any proposal shall not be disclosed or made available to competing entities during the evaluation process.
Please upload your COMPLETE Proposal here. *Upload cost breakdown separately in the next step.
DO NOT INCLUDE YOUR PRICE PROPOSAL HERE
NOTE: There wil be a 10 point penalty if pricing is included in this section.
Section A – Cover Letter/Letter of Interest
Section B – Description of Company
Section C – Personnel and Staffing Resources
Section D – Capacity and Methodology.
Confirm that your fee proposal is not attached in your Proposal and is attached separately here listing the breakdown of all fees.
If you are offering a substitute/or equal please confirm that your Price Breakdown and Specs is not attached in your Proposal and is attached separately here.
Please upload the completed Vendor Response Table located in Section 9 - Attachment A.
Confirm that your fee proposal is not attached in question 5 above and is attached separately here.
Please upload the completed Qualification Statement located in Section 9 - Attachment B.
Please upload the completed Non-Collusion Affidavit, Suspension, Ineligibility and Voluntary Exclusion located in Section 9 - Attachment C.
Please upload the completed Vendor Application located in Section 9 - Attachment D.
Please upload the completed W-9 located in Section 9 - Attachment E.
Please upload the completed Equal Opportunity Certification located in Section 9 - Attachment F.
Please upload the completed Workers' Compensation Certification located in Section 9 - Attachment G.
Please upload the completed Workers' Compensation Certification located in Section 9 - Attachment H.
Please upload the completed EDGAR Federal Funding Compliance Form located in Section 9 - Attachment I.
Please upload the completed Iran Contracting Certification located in Section 9 - Attachment J.
Please upload the completed FERPA located in Section 9 - Attachment K.
Please upload the completed Conflict of Interest and Disclosures located in Section 9 - Attachment L.
The District may request a copy of your most recent audited financial statement attesting to the financial stability of the respondent during the evaluation stage of the RFP process.
If requested, the document must be submitted and received within 5 days of the request in a sealed envelope addressed to: Attention Jeanette Martinez-Castaneda, Buyer, at 777 N F Street, San Bernardino, CA 92410, with the Proposer’s Company Name, RFP Number, RFP Title, and marked “Financial Statement” clearly indicated on the outside of the envelope.
Alternatively, the financial document may be submitted via email to jeanette.martinezcastaneda@sbcusd.k12.ca.us as instructed by the District. The District treats all financial statements as proprietary and confidential.
Please carefully review the sample agreement and Terms and Conditions on pages 12 - 13 of the attached RFP, read, offer any exceptions, and upload your response. Exceptions offered do NOT have to be accepted by the District and may be grounds for disqualification. This is optional. By not responding to this question, the District assumes there are no exceptions.
The District will require a Standard Student Data Privacy Agreement upon award. A copy of the Standard Student Data Privacy Agreement can be located in Section 9 - Attachment N.
Would you like to have bidders respond to an electronic pricing table through ProcureNow?
Choose this if:
Will you want your bidder to separate a Price Proposal from the rest of the Response?
Do you want to insert a "Best Value" Evaluation Criteria now, or wait until after the responses are open?
Please provide the contract term for the agreement resulting from this solicitation.
Please use the following format: one (1) year from the Board of Education approval but may be extended for four (4) additional successive one-year extensions, at the sole discretion of the District, not to exceed an accumulative total of five (5) years
Q (Pricing Table/Fee Proposal Schedule): If the vendor's pricing is not based on a per-IEP cost model because the platform is an annual subscription license fee, should the vendor list "0.00" in the tables Year 1-5 for Section 4, Pricing Table/Fee Proposal Schedule, and then upload its pricing details under Section 3, Item #5 "Optional Services/Items Offered"?
A: The District requires all vendors to complete the Pricing Table/Fee Proposal Schedule as structured. For evaluation purposes, pricing must be provided using the per-IEP cost model based on the estimated quantity of 8,500 IEPs, even if the vendor’s standard pricing model differs. Vendors that utilize an alternative pricing structure (e.g., annual subscription) must convert their pricing into an equivalent per-IEP cost for the purposes of completing the pricing table. Vendors may provide additional details or explanations regarding their pricing model in the cost breakdown attachment; however, the pricing table must be fully completed and may not be left blank or populated with $0.00.
Q (Pricing Table/Fee Proposal Schedule): Do you require the vendor to provide additional on-site training, or can the vendor only offer training as needed for virtual training (i.e., No Bid for on-site training)?
A: The District does not require vendors to include on-site training as part of the base proposal. Vendors may provide training through virtual delivery methods. However, vendors are encouraged to include pricing for optional on-site training in the rate sheet, if available. If on-site training is not offered, vendors may indicate “No Bid” for that item.
Q (Vendor Response Table - Attachment A): Do you require the vendor to be the publisher of the assessments listed in order to respond to this RFP?
A: The District does not require the vendor to be the publisher of the assessments listed. However, the proposed solution must provide access to the required assessments identified in the Scope of Work, either directly or through authorized licensing agreements with the respective publishers. All assessments must be publisher-authorized, and the vendor must demonstrate that they have the rights and ability to administer, score, and report on these assessments in accordance with publisher requirements.
Q (Vendor Response Table - Attachment A): Attachment A mentioned " Solutions that provide limited or single-domain assessment tools will not be considered sufficient." Can you elaborate on what the district defines as "limited or single-domain assessment tools"? Example: platforms that cannot offer memory or neuropsychology domains would not be considered
A: The District defines “limited or single-domain assessment tools” as solutions that provide assessments in only one or a narrow subset of domains (e.g., only speech-language, only behavioral, or only academic assessments). The District requires a comprehensive platform that supports the full range of psychoeducational evaluation needs across multiple domains, including but not limited to: Cognitive/Intellectual Academic Achievement Behavioral/Social-Emotional Neuropsychological/Executive Function Speech and Language Developmental Motor and Functional Skills Solutions that do not provide sufficient coverage across these domains, either directly or through authorized access to the required assessments listed in the Scope of Work, will not be considered sufficient.
Q (Vendor Response Table - Attachment A): Attachment A wrote, "Proposals that do not include the required assessments listed below, or do not provide acceptable equivalent assessments, may be deemed non-responsive." If the vendor cannot offer the requested Assessment and does not have an equivalent, would the vendor be automatically disqualified?
A: As stated in the RFP, proposals that do not include the required assessments listed in the Scope of Work, or do not provide acceptable equivalent assessments, may be deemed non-responsive. The District will evaluate proposals based on the proposer’s ability to meet or exceed the requirements outlined in the Scope of Work, including the completeness of the assessment portfolio. Proposals that do not demonstrate sufficient coverage of the required assessment domains and instruments may not be considered for award.
Q (Vendor Response Table - Attachment A ): Do you require the platform to provide or house the stimulus, record form, and/or response booklet for the assessment names and/or equivalents listed in Attachment A? Or, would the vendor be disqualified if it cannot provide all these resources and printable forms?
A: The District requires that the proposed solution provide access to the materials necessary to administer, score, and interpret the assessments identified in the Scope of Work, including stimulus materials, manuals, and scoring resources. As stated in the RFP, this may include digital stimulus books, digital manuals, and printable forms or resources, where applicable. The District allows for both digital and hybrid administration models. Vendors are not required to provide all assessment materials in a fully digital format, provided that they can support standardized administration of the assessments in accordance with publisher requirements. Proposals will be evaluated based on the vendor’s ability to provide access to the required assessment materials and support administration workflows consistent with the Scope of Work. Solutions that do not provide sufficient access to required materials may not be considered sufficient.
Q (Proposal Format): Do you require the vendor to provide only the project leader's resume upon proposal submission?
A: Please refer to Section 4.1(C) of the RFP (Proposal Format), page 5, for details regarding personnel qualifications and submission requirements.
Q (Proposal Format): Do you require resumes upon proposal submission, or can the vendor only include bios or descriptions of its support staff?
A: Please refer to Section 4.1(C) of the RFP (Proposal Format), page 5. The District will accept resumes or profiles (bios) for key personnel, provided sufficient detail regarding qualifications and experience is included.
Q (Price Adjustments for Renewals): Can you describe the district's process for how the vendor must submit price adjustments to the district for annual approval with each renewal? Example: Is there a deadline to submit requests per year? How long until new pricing is approved to be in effect (e.g., 30 days)?
A: Please refer to Section 8, Pricing Table/Fee Proposal Schedule. Vendors are required to provide pricing for the initial year and all renewal years (Years 2 through 5) as outlined in the pricing table. Pricing for each year shall be clearly identified in the proposal. As stated in the RFP, pricing for renewal years shall remain firm or include clearly defined escalation rates, subject to District approval.
Q (Scope of Work): Would the vendor be disqualified if the platform does not support the tablet-based administration by a licensed provider, even though the student may receive services via a compatible tablet (i.e., the provider must use only a web-based platform for administration and delivery in order to access all features)?
A: The District does not require that the platform support tablet-based administration exclusively. As stated in the Scope of Work, the District will accept solutions that support either tablet-based or web-based administration, provided that the platform is able to fully support the administration, scoring, and reporting of assessments in accordance with publisher requirements. Proposals will be evaluated based on the vendor’s ability to meet the functional requirements outlined in the Scope of Work, including support for standardized administration workflows and overall usability for District staff.
Q (Vendor Response Table - Attachment A): Multiple assessments require manipulatives. Do you require the vendor to provide the manipulatives if needed, or would each school provide the manipulatives for students?
A: The District requires that the proposed solution support the administration of assessments in accordance with publisher requirements, including the use of any necessary materials. Vendors shall clearly describe in their proposal how required materials, including manipulatives, will be provided, accessed, or otherwise supported as part of their solution.
Q (Vendor Response Table - Attachment A): Are the manipulatives on a per-provider basis, or on a per-student or per-school basis?
A: The District has not prescribed a specific model for how manipulatives are to be provided or distributed. Vendors shall describe in their proposal how required materials, including manipulatives, will be provided and supported, including any assumptions related to distribution (e.g., per provider, per student, or per site), as applicable to their solution.
Q (Vendor Response Table - Attachment A): How many rating scales does the district estimate going through for the year, or for the estimated 8,500 IEPs?
A: The number is variable, though it is not uncommon for upwards of 2,000 questionnaires/rating scales to be utilized.
Q (Number of Platform Users): How many providers will use the platform for the estimated 8,500 IEPs?
A: The District has approximately 100 providers utilizing this platform.
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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