RFP School to Home Communiation Tool and Digital Flows and Forms

South Delta School District
REQUEST FOR PROPOSALS
School to Home Communication Tool
and Digital Flows and Forms
Mr. Sammie Ivy, Superintendent
South Delta School District
P. O. Box 219
106 Athletic Drive
Rolling Form, Mississippi 39159
Telephone: (662) 873-4302
Contact: Mr. Eddwin Smith, Federal Programs Director
Issue Date: July 9, 2026
Submission Deadline: July 28, 2026, at 10:00 PM CST

SDSD RFP for School to Home Communication Tool and Digital Flows and Forms
SOUTH DELTA SCHOOL DISTRICT
Request for Proposals for School to Home Communication Tool and Digital
Flows and Forms
The South Delta School District ("District") hereby invites sealed proposals from qualified vendors to
provide a secure, fully hosted communication platform that supports school-to-home communication,
digital forms and workflows, including integration of
the Mississippi Professional Growth Rubric into the system, and attendance analytics. The proposed
solution shall include advanced dashboards, secure messaging, multilingual capabilities, and seamless
integration with the District's Student Information System (SIS). The solution must provide an integrated
approach to school-home communication, attendance analytics, digital workflows, and educator growth
and development, reduce system fragmentation, improve operational efficiency, and support data-
informed decision-making across the District
Hard Copy Submission
Vendors submitting hard copy proposals shall provide one original and four copies, for a total of five
complete proposal packages, in a sealed envelope or package clearly marked with the Request for Proposals
(RFPs) title and vendor name. Hard copy proposals shall be delivered to:
Mr. Eddwin Smith, Federal Programs Director
South Delta School District
P. O. Box 219
106 Athletic Drive
Rolling Fork, Mississippi 39159
Proposals may be delivered by hand, via the United States Postal Service, or by private carrier. The vendor
is solely responsible for ensuring that its proposal is received by the District at the designated location on
or before the submission deadline, regardless of delivery method, carrier delay, or other circumstance.
Proposals received after the stated due date and time shall be deemed late and shall not be opened, evaluated,
or considered for award. Incomplete, unsigned, conditional, faxed, or otherwise non-responsive
submissions may be rejected. Each proposal must be signed by an authorized official with legal authority
to bind the vendor to the proposal, pricing, certifications, representations, and all terms and conditions
submitted.
Electronic Submission
Vendors submitting proposals electronically shall email a complete proposal package to
eddwinsmith@sdelta.org with the RFP title and vendor name clearly identified in the subject line. The
vendor is responsible for confirming timely receipt by the District prior to the submission deadline.
Questions
All questions, requests for clarification, or inquiries concerning this RFP shall be submitted in writing to
Mr. Eddwin Smith, Federal Programs Director, at the address listed above. Oral statements, interpretations,
or clarifications shall not be binding upon the District.
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SDSD RFP for School to Home Communication Tool and Digital Flows and Forms
Written inquiries shall be submitted no later than July 16, 2026, at 4:00 p.m. CST.
Only written responses issued by the District shall be deemed official and binding. The District reserves
the right, in its sole discretion, to determine the appropriate response to any request for clarification.
All addenda, notices, and official correspondence related to this RFP shall be issued exclusively by the
South Delta School District. Failure by a vendor to acknowledge or comply with issued addenda may result
in rejection of the proposal as non-responsive.
1.0 Background
The South Delta School District, located in the Mississippi Delta region, serves approximately 513 students
across three campuses. The District's elementary school, located in Rolling Fork, Mississippi, serves
students in pre-kindergarten through grade 5. The middle school, also located in Rolling Fork, serves
students in grades 6 through 8. The high school, located in Anguilla, Mississippi, serves students in grades
9 through 12.
1.1 Projected Enrollment Numbers for Licenses/Seats
The following enrollment figures are provided for proposal and pricing purposes only and represent the
District's projected student enrollment by school site. These figures are estimates and should not be
interpreted as a guarantee of the number of licenses, seats, or subscriptions to be purchased.
The District reserves the right to increase or decrease the number of licenses/seats awarded based on actual
student enrollment, identified programmatic needs, available funding, or other operational considerations.
Final quantities will be determined by South Delta School District at the time of implementation and
throughout the contract period, as applicable.
Vendors shall provide per-seat/per-license or per-school or district-wide pricing and acknowledge
that payment will be based on actual licenses utilized or purchased by the District.
Projected Enrollment Numbers for Licenses/Seats
South Delta Elementary School: Grades K-5 230 students
South Delta Middle School: Grades 6-8 109 students
South Delta High School: Grades 9-12 174 students
2.0 Project Funding
Any contract awarded pursuant to this RFP shall be funded exclusively with federal funds and is based on
the availability of such funds.
2.1 Federal Funding Regulations
The selected vendor shall comply with all applicable federal procurement requirements, including the
Education Department General Administrative Regulations (EDGAR), the Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards, and applicable contract
provisions set forth in 2 C.F.R. Part 200, Appendix II.
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SDSD RFP for School to Home Communication Tool and Digital Flows and Forms
2.2 State of Mississippi Procurement Compliance
The vendor shall comply with all applicable Mississippi procurement laws, regulations, policies, and
procedures governing public school district purchases, including Mississippi Code 31-7-13, District
purchasing policies, and requirements related to fair competition, transparency, responsible vendor
selection, documentation, approval, and contract administration.
The District reserves the right to determine the appropriate procurement method, to document the basis
for award, to verify vendor responsibility, to reject non-responsive proposals, and to take any action
necessary to ensure compliance with applicable purchasing requirements and the best interests of the
District.
3.0 Timeline for Services
Services shall commence as early as practicable duirng the 2026-2027 school year. The District may award
a one-year contract or a multi-year contract not to exceed three years, subject to annual renewal, satisfactory
vendor performance, approval by the South Delta School District Board of Education, and the availability
and appropriation of federal funds.
4.0 Overview
The District seeks a comprehensive, cloud-based communication and workflow platform designed to
strengthen engagement among schools, families, and District personnel. The proposed solution shall
support secure multi-channel communication, multilingual messaging, digital forms and workflow
automation, role-based dashboards, attendance and engagement analytics, and integration with the District's
Student Information System. The solution must be scalable, user-friendly, accessible, and capable of
supporting Districtwide implementation.
5.0 Scope of Services Required
All proposed programs and services shall satisfy the following essential characteristics and capabilities to
ensure a robust, sustainable, and compliant solution. Proposals that fail to satisfy these foundational
requirements shall be deemed non-responsive.
5.1 Vendor Hosted Platform
* The solution shall be cloud-based, vendor-hosted, and maintained by the vendor.
* The platform shall be accessible to educators, administrators, and families twenty-four hours a
day, seven days a week, subject to reasonable maintenance windows.
5.2 Integration with the District's Student Information System
* The solution shall provide real-time synchronization with the District's Student Information
System.
* The solution shall provide for automated data updates, file transfers, and synchronization
processes to minimize manual intervention by District personnel.
5.3 Communication Tool
* The platform shall support communication at the classroom, school, and District levels.
* The platform shall provide mass notification capabilities for Districtwide and school-specific
announcements.
* The platform shall provide emergency alert capabilities for time-sensitive and urgent
communications.
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SDSD RFP for School to Home Communication Tool and Digital Flows and Forms
* The platform shall support two-way communication between authorized school personnel and
families, with appropriate controls, permissions, and audit capabilities.
* The platform shall support SMS, voice, email, mobile app, and other commonly used messaging
channels.
* The platform shall provide mobile applications compatible with iOS and Android devices.
* The platform shall support multimedia messaging, as appropriate for authorized communications.
* The platform shall provide tracking and reporting for family and staff communications.
* The platform shall support individualized communication with families in their preferred
language, where available.
5.4 Digital Flows and Forms
* The platform shall support secure electronic delivery, completion, submission, and storage of
District-approved documents and forms.
* The platform shall provide configurable digital forms and workflows to streamline approvals,
notifications, routing, and recordkeeping.
5.5 Educator Support for Growth and Development
* The platform shall support automation and integration of the Mississippi Professional Growth
Rubric and subsequent communication between the administrator and instructional staff, including
teachers, counselors, librarians, and speech-language therapists.
5.6 Data Analytics and Dashboards
* The platform shall provide customizable dashboards with role-specific features.
* The interactive dashboards shall provide real-time access to student-level data, including
attendance, behavior, and engagement data.
* The platform shall support longitudinal data views that enable educators and administrators to
identify trends over time.
* The platform shall generate exportable reports that support District initiatives such as Multi-
Tiered Systems of Support (MTSS), Response to Intervention (RtI), and chronic absenteeism
reduction.
5.7 Role-Based Access Control
* The platform shall provide for tiered permissions for administrators, teachers, and families.
* The platform shall maintain a comprehensive audit trail of user access, administrative actions,
and system activity.
5.8 Accessibility and Compliance
* The platform shall include accessibility features and language supports for families with
disabilities, English Learners, and other populations requiring additional access support.
* The platform shall comply with ADA accessibility guidelines.
* The platform shall comply with applicable data privacy, security, accessibility, and
interoperability standards relevant to K-12 educational technology.
6.0 Technical and Functional Requirements
6.1 Hardware and Infrastructure
Any required hardware shall be specified and must be compatible with District technology.
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SDSD RFP for School to Home Communication Tool and Digital Flows and Forms
7.0 Procurement and Compliance Requirements
7.1 Procurement Requirements for Educational Software and Technology Purchases
This solicitation shall be administered in accordance with applicable Mississippi public purchasing
requirements, including Mississippi Code 31-7-13, applicable District purchasing policies, and federal
procurement standards governing expenditures of federal funds. The District intends to conduct a
competitive, fair, and documented procurement process to select the proposal that provides the best overall
value to the District.
7.1. a Purchases Under $250,000
For software and technology purchases with an aggregate cost below $250,000, the District may use a
competitive RFP process to solicit qualified vendors and promote fair and open competition, particularly
for specialized educational software and instructional platforms for which comparable price quotations may
not be readily available.
7.1. b Selection
Selection shall be based on the responsive and responsible proposal determined to be the lowest and most
advantageous to the District, considering price, quality, compliance, implementation feasibility, vendor
responsibility, and the evaluation factors set forth in the Evaluation Criteria section of this RFP.
To ensure transparency and objective evaluation, proposals shall be reviewed using a standardized scoring
rubric and an evaluation committee process. The District reserves the right to award based on overall best
value to the District and is not required to award solely on the basis of lowest cost.
8.0 Data Privacy and Security Compliance
The District and the vendor acknowledge that effective implementation of this project will require the
timely exchange of data necessary for decision-making, service delivery, and payment processing.
8.1 Data Privacy and Security Compliance
The vendor shall comply with, and assist the District in complying with, all applicable federal and state
laws, regulations, and policies governing student privacy, confidentiality, and data security, including the
Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232g; the Protection of Pupil Rights
Amendment (PPRA), 20 U.S.C. 1232h; and the Children's Online Privacy Protection Act (COPPA), 15
U.S.C. 6501, as applicable. The vendor shall maintain administrative, technical, and physical safeguards
consistent with industry standards and technology best practices to protect District data from unauthorized
access, disclosure, use, acquisition, destruction, or modification.
8.2 Data Ownership
All student, staff, and District data shall remain the sole property of the District and shall be used only for
purposes authorized under this RFP and any resulting contract. Upon expiration or termination of the
contract, the vendor shall return or securely destroy District data as directed by the District and shall certify
such return or destruction upon request.
8.3 Data Breach
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SDSD RFP for School to Home Communication Tool and Digital Flows and Forms
The vendor shall notify the District without unreasonable delay, and in no event later than the time required
by applicable law or contract, upon discovery of any actual or suspected unauthorized access to, disclosure
of, or use of District data.
9.0 Contract Timeframe
A contract may be awarded to the responsible vendor whose proposal is determined to be most advantageous
to the District, taking into consideration price and the evaluation factors set forth in this RFP. Any resulting
contract shall become effective only upon approval by the South Delta School District Board of Education,
execution by all required parties, and issuance of a District Purchase Order.
10.0 Acceptance of Proposals
The District reserves the right, in its sole discretion, to waive minor informalities or irregularities in any
proposal received, provided such waiver does not prejudice the interests of the District or provide an unfair
competitive advantage to any vendor.
11.0 Conditions of Solicitation
Issuance of this RFP does not constitute an offer, award, or commitment to contract. The South Delta
School District reserves the right, in its sole discretion, to accept, reject, cancel, or negotiate any or all
proposals in accordance with the evaluation criteria and applicable procurement requirements.
The offeror shall ensure compliance with the following conditions of solicitation:
1. Any proposal submitted in response to this RFP shall be in writing and shall comply with all
submission requirements set forth herein.
2. The District shall not be liable for any costs incurred by any vendor in preparing, submitting,
presenting, clarifying, negotiating, or revising a proposal or proposed contract.
3. Discussions may be conducted with vendors who submit proposals determined to be reasonably
susceptible of being selected for the purpose of clarification to ensure full understanding of and
responsiveness to the solicitation requirements, but proposals may be accepted without such
discussions.
4. No late proposal or late modification shall be considered, except to the extent permitted by applicable
District policy and procurement law.
5. The vendor represents that it has not retained a person to solicit or secure this agreement for a
commission, percentage, brokerage, or contingent fee.
6. The vendor certifies that the prices submitted in response to the solicitation have been arrived at
independently and without (for the purpose of restricting competition) any consultation,
communication, or agreement with any other bidder or competitor relating to those prices, the intention
to submit a proposal, or the methods or factors used to calculate the price proposal.
12.0 Selection Criteria and Procedures
All proposals that are received by the deadline and meet the requirements established in this RFP shall be
evaluated in accordance with the criteria set forth herein. Proposals shall be reviewed and scored by an
Evaluation Committee designated by the District.
Each vendor shall submit its best pricing with its proposal. The District reserves the right to request
clarifications, conduct discussions, or negotiate with one or more responsible vendors after receipt of
proposals and prior to award; however, the District may make an award based solely on the initial proposals
received.
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SDSD RFP for School to Home Communication Tool and Digital Flows and Forms
The District reserves the right to award one contract, multiple contracts, or no contract, as determined to be
in the best interest of the District.
PROPOSAL EVALUATION CRITERIA
CRITERIA DESCRIPTION WEIGHT
1. Scope of Work Requirements 40 %
Vendor Hosted * Cloud-based, vendor-hosted solution accessible by educators,
Platform and administrators, and families twenty-four hours a day, seven days
Integration with the a week, subject to reasonable maintenance windows.
District's Student * Real-time synchronization with the District's Student Information
Information System System.
* Automated data updates, file transfers, and synchronization
processes that minimize manual intervention by District personnel.
Communication Tool * Supports communication at the classroom, school and District
levels,
* Provides mass notification capabilities for Districtwide and
school-specific announcements.
* Provides emergency alert capabilities for time-sensitive and urgent
communications.
* Supports two-way communication between authorized school
personnel ad families, with appropriate controls, permissions, and
audit capabilities.
* Supports SMS, voice, email, and mobile app and other commonly
used messaging channels.
* Provides mobile applications compatible with iOS and Android
devices.
* Supports multimedia messaging, as appropriate for authorized
communications.
* Provides tracking and reporting for families and staff
communication.
* Supports individualized communication with families in their
preferred language.
Digital Flows and * Supports secure electronic delivery, completion, submission, and
Forms storage of District-approved documents and forms.
* Provides configurable digital forms and workflows to streamline
approvals, notifications, communication, routing, and
recordkeeping,
Educator Support for * Provides for automation and integration of the Mississippi
Growth and Professional Growth Rubric and subsequent communication
Development between the administrator and instructional staff, including
teachers, counselors, librarians, and speech-language therapists.
Data Analytics and * Customizable dashboards with role-specific capabilities.
Dashboards * Interactive dashboards with real-time access to student-level data,
including attendance, behavior, and engagement data.
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SDSD RFP for School to Home Communication Tool and Digital Flows and Forms
* Supports longitudinal data views that enable educators and
administrators to identify trends over time.
* Generates exportable reports that support MTSS, RtI, and
decreasing chronic absenteeism reduction initiatives.
Role Based Access * Tiered permissions for administrators, teachers, and families.
Control * Maintains a comprehensive audit trail of user access and system
activity.
2. Accessibility and Compliance 5%
Accessibility and * Includes accessibility features and language supports for families
Compliance with disabilities, English Learners, and other populations requiring
additional access support.
* Compliance with ADA accessibility guidelines.
* Compliance with applicable data privacy, security, accessibility,
and interoperability standards relevant to K-12 educational
technology.
3. Implementation and Support Services 10%
Implementation and * Implementation Services
Support Services * Support Services
* Quality and comprehensiveness of initial and ongoing training for
educators, including differentiated training for varying levels of
experience.
4. Relevant K-12 Experience 10%
K-12 Experience * Demonstrated compatibility with the Mississippi Department of
Education-approved Student Information System platforms.
* History of successful service delivery in similar school districts.
* Three letters of reference from Mississippi public school district
clients for whom services were provided in the past three year.
5. Data Privacy and Security 10%
Data Privacy and * Compliance with Mississippi and federal data security standards
Security (FERPA, COPPA, etc.) and demonstration of privacy certifications.
6. Financial Proposal 25%
Cost Lowest cost = 25 %; others proportional (Lowest Cost / Vendor Cost)
TOTAL POINTS 100
13.0 Exceptions
The District reserves the right to reject any or all proposals, waive minor informalities or irregularities,
request clarifications, negotiate with one or more responsible vendors, cancel this RFP, or award one or
more contracts as determined to be in the best interest of the District and consistent with applicable
procurement requirements.
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SDSD RFP for School to Home Communication Tool and Digital Flows and Forms
14.0 Conditions of Request for Proposal
The issuance of this RFP does not constitute an award commitment by the District, nor does it obligate the
District to pay any costs incurred in the preparation or submission of a proposal.
15.0 Format and Procedure for Delivery of Proposals
Proposals shall be complete, clearly organized, and submitted in accordance with the requirements of this
RFP.
The proposal must be prepared in 11- or 12-point font, single-spaced, and bound without staples, clips, or
rubber bands. Each page of the proposal and all attachments must identify the vendor's name.
The proposal shall be organized in the order set forth in this RFP and consist of the four parts as identified
below.
1. Part I: Proposal Cover Page
* Included in this RFP and shall serve as the cover page of the vendor's proposal (one page only).
2. Part II: Vendor Certification and Acceptance
* This RFP requires the vendor to indicate agreement with the terms and conditions set forth in
the RFP. If the vendor objects to any of the Standard Terms and Conditions, such objection may
constitute an adequate cause for rejection without further negotiation.
3. Part III: Program Description and Overview
* The vendor shall provide sufficient detail to enable the district to determine the services to be
provided and the quality of the proposed services.
4. Part IV: Budget/Cost
* The vendor shall provide detailed pricing, licensing structure, renewal terms, implementation,
training, and support costs, as well as any other costs associated with the proposed program
and services. The budget shall clearly identify whether pricing is per seat or districtwide and
include pricing for a one-year and a three-year license.
16.0 Disposition of Proposals
All submitted proposals become the property of the District and shall not be returned to the vendor.
17.0 Rejection of Proposals
Proposals may be rejected for reasons that include, but are not limited to, the following:
1. The proposal contains unauthorized amendments to requirements.
2. The proposal is conditional.
3. The proposal is incomplete or contains irregularities that make the proposal indefinite or
ambiguous.
4. The proposal is not signed by an authorized representative of the applicant.
5. The proposal contains false or misleading statements or references.
6. The proposal price is unreasonable.
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