Ed Tech JPA RFP No. 26/27-01 Electronic Procurement Software

Education Technology Joint
Powers Authority
RFP No. 26/27-01
Electronic Procurement Software
PROPOSAL DEADLINE: July 15, 2026, 2:00pm
Contact: Tatum Toste, Purchasing Dept.
Education Technology JPA
1450 Herndon Avenue, Clovis, CA 93611-0567
Telephone: (559) 327-9479 Fax (949) 936-5219
Email: edtechjpa@iusd.org
All dates subject to change at the sole discretion of Ed Tech JPA. Please continue to
check our website throughout the proposal and selection periods for updates.
https://edtechjpa.org/procurement/current-procurements

NOTICE CALLING FOR PROPOSALS
AGENCY: Education Technology JPA
PROPOSAL DEADLINE: July 15, 2026 at 2:00 pm
PLACE OF RECEIPT: Education Technology JPA
c/o: Clovis Unified School District
Purchasing Department
Attn: Tatum Toste
1450 Herndon Avenue
Clovis, CA 93611-0567
NOTICE IS HEREBY GIVEN that the Education Technology JPA, acting by and through its
Governing Board, hereinafter referred to as "Ed Tech JPA" will receive up to, but no later than,
the above stated Proposal Submission Deadline, sealed Proposals at the place identified above
for its upcoming RFP No. 26/27-01, Electronic Procurement Software.
Request for Proposal documents can be downloaded at:
https://edtechjpa.org/procurement/current-procurements .
Time is of the essence. The Ed Tech JPA reserves the right to reject any and all submissions, to
negotiate with any or all responsible Proposers, and to waive any deficiencies, irregularities or
informalities in any proposal or during the evaluation process. The award of a Master
Contract(s), if made by the Ed Tech JPA, will be by action of the Governing Board.
Pre-Proposal Vendor Conference: The Ed Tech JPA will conduct a non-mandatory pre-proposal
vendor conference on June 23, 2026 at 10:00AM pacific time at
https://iusd.zoom.us/j/87470275135?pwd=ijkSWVSVC5GCjH5s0hyggv0If6o7DO.1 . Vendors
who wish to attend this meeting should RSVP to edtechjpa@iusd.org .
Any questions regarding the Request for Proposals shall be directed to edtechjpa@iusd.org , via
e-mail only by 2:00 pm on July 1, 2026. All responses will be posted on the Ed Tech JPA's
website.
Education Technology JPA
Governing Board
Publish: June 12 & 19, 2026
1

Table of Contents
Table of Contents 2
1 Background and Overview 3
2 Purchase Agreements, Payments & Order Fulfillment 9
3 Instructions to Vendors 11
4 Evaluation and Award 16
5 Rules 19
6 Proposal Format 22
Appendix A: Standard Master Agreement and Standard Purchase Agreement 23
Appendix B: Required Forms 47
Appendix C: Federal Certifications 71
Appendix D: Pricing Form 77
Appendix E: Supplementary Materials 81
Appendix F: Standard Student Data Privacy Agreement (CA-NDPA Standard) 82
Attachment 1: Proposal Form 125
Part 1 Vendor Support and Ability to Perform 127
Part 2 Technology Requirements 141
Part 3 Functionality and Usability 150
3.1 Electronic Bid Management 151
3.2 Pre-Qualification and CUPCCAA Contractor Registration 158
3.3 Mobile Functionality 164
Part 4 Price 166
Part 5 Exceptions 168
2

1 Background and Overview
1.1 Overview
The Ed Tech JPA, a California Joint Powers Authority (Ed Tech JPA), invites qualified,
experienced vendors (Vendors) to submit responsive proposals (Responses, Proposals, or
Proposal Forms) in compliance with the specifications contained in this Request for Proposals
(RFP). This RFP is for electronic procurement software, although ancillary services may be
included in the provision of these items. Installation services may be requested via this RFP.
Selection for award(s), if any, will go to the Vendor(s) who submit Responses that Ed Tech JPA
determines to be most advantageous to Ed Tech JPA and the entities it represents. Products
offered by the Vendor(s) selected for the award of a Master Agreement will be available
for purchase by all California public agencies and public agencies outside of California
who have verified that they are eligible to participate.
In addition to reviewing proposals for Ed Tech JPA, the initiating agency, Clovis Unified School
District, has a need for the product. The initiating district will review proposals to determine a
Vendor best suited to provide the product for its own needs and anticipates entering into a
Purchase Agreement for the product following execution of the Master Agreement awarded
pursuant to this RFP.
1.2 Joint Powers Authorities
Pursuant to the California Joint Exercise of Powers Act, a JPA may be created in California
when two or more local government entities enter into an agreement to exercise jointly any
power common to the contracting parties. JPAs are frequently used to aggregate expertise and
purchasing power for procurement, as in the case of insurance or utilities services. JPAs can be
given any of the powers inherent in the participating members, as specified in a joint powers
agreement.
1.3 Ed Tech JPA
Ed Tech JPA is a JPA duly formed and existing under the California Joint Exercise of Powers
Act. Ed Tech JPA was formed to aggregate purchasing power and expertise for public agencies.
While Ed Tech JPA's focus is primarily California K-12 public schools, our membership has
grown to include colleges and government agencies outside of California. This RFP is issued on
behalf of Ed Tech JPA's membership. A list of current Ed Tech JPA members is available on the
JPA's website: https://edtechjpa.org/about/our-ed-tech-jpa-members .
1.4 Requested Services
This solicitation is intended to provide a mechanism for Ed Tech JPA members ("Members") to
procure new or upgraded software and services to support electronic procurement software.
Members seek state-of-the-art electronic procurement software (hereinafter referred to as
"Product" or "Solution") to meet the needs of varied facilities and programs, in a variety of
environments. Ed Tech JPA is soliciting qualified service vendors, (hereinafter referred to as
"Vendor", "Contractor" or "Provider") for a variety of solutions to meet its Members' needs.
3

Vendor shall submit a proposal for the purchase, implementation and ongoing services for
electronic procurement software.
1.5 Eligible Entities and Participants
The pricing, terms, and conditions of any award pursuant to this RFP will be made available to
current Ed Tech JPA members and to other "Eligible Entities" who elect to join the Ed Tech JPA.
For purposes of this RFP, Eligible Entities are: (a) all California public school districts, county
offices of education, and community college districts, and (b) any other public agency in the
United States whose procurement rules, whether internal rules or rules enacted pursuant to
statute, allow them to purchase goods or services through a procurement vehicle such as Ed
Tech JPA.
For purposes of this RFP, a "Participant" is an Eligible Entity who chooses to purchase items
through this RFP. Eligible Entities must first become Associate Members of the JPA by entering
into an Associate Member Agreement, and thereafter may elect to become Participants of a
Master Agreement by entering into a Purchase Agreement with a vendor. Founding Members
of Ed Tech JPA may be a Participant without entering into an Associate Member Agreement.
Notwithstanding the purchase anticipated by the initiating district stated above, an award issued
pursuant to this RFP does not represent an obligation by Ed Tech JPA, or by any Eligible Entity,
to purchase items. Although a Master Agreement awarded under this RFP does not guarantee
a particular level of sales as a result of that Master Agreement, Ed Tech JPA's mission to meet
the procurement needs of our program Participants indicates that a Vendor who is committed to
this program will achieve success in its sales efforts.
1.6 Master Agreement
Pursuant to Public Contracts Code 20118.2 and Government Code 6500 and 6502, Ed Tech
JPA (on behalf of membership) is issuing this RFP for the Product. Ed Tech JPA will evaluate
proposals and all vendors that meet minimum criteria/score and agree to required terms will
enter into a Master Agreement with Ed Tech JPA, setting forth the general terms for purchase of
the Solution. A sample Master Agreement is attached in Appendix A.
After a Master Agreement has been established, the Vendor's proposed product and services
will be listed on the Ed Tech JPA website. Ed Tech JPA will also include procurement
instructions and contract documentation on its website. Details of the procurement process and
administrative fee payment will be provided to Vendor finalists upon award. All participating
Vendors must comply with Members' needs and Ed Tech JPA's processes to ensure
compatibility with all legal and regulatory requirements.
Each Participant is responsible for completing their own due diligence regarding the suitability of
Vendor, including using price as a significant factor.
4

Awarded Vendors will work with Ed Tech JPA to negotiate a Purchase Agreement to be
executed when a Participant elects to purchase the Solution. Prior to executing a Purchase
Agreement with a Participant, Vendor will establish an implementation timeline and
implementation plan specific to the Participant's needs, as further described in Section 2. An
Eligible Entity is not bound to a purchase until it has obtained any necessary approval from its
Board and executed a Purchase Agreement with the Vendor for the Solution.
Vendors must report to Ed Tech JPA any income directly or indirectly resulting from the sale of
products included in the Master Agreement to Participants, for purchases made using Ed Tech
JPA agreements and/or relying on this RFP. Reports must be submitted for the Quarters and
within the timeline outlined in section 1.14 of this RFP and in section 15 of the sample Master
Agreement attached hereto as Appendix A. Vendors must remit a copy of all Purchase
Agreements, including renewals and amendments, to Ed Tech JPA within thirty (30) days of
request by Ed Tech JPA. Vendors participating in this RFP agree to a standing audit by the Ed
Tech JPA for all products included in the Master Agreement.
1.7 Period of Performance
The term of the Master Agreement resulting from this RFP shall be five (5) years. Purchase
Agreements entered into by Participants and Vendor shall be subject to a maximum contract
length of five (5) years, or may be shorter, as the parties elect. The Master Agreement may be
terminated by Ed Tech JPA for convenience after three (3) years by the giving of notice of at
least thirty (30) days before the expiration of the three (3) year term.
The parties understand that Participants ordering Products pursuant to the Master Agreement
may extend for multiple years after the Term of the Master Agreement. The expiration or
termination of the Master Agreement shall not affect Vendor's obligation to deliver Products
ordered by Participants prior to the expiration of the Master Agreement.
1.8 Reservation of Rights
Ed Tech JPA reserves the right to award all, none, or select portions of this RFP to one or
multiple vendors. Ed Tech JPA reserves the right to negotiate terms and conditions of the RFP
as necessary, to reject any or all proposals, to increase quantities, and to waive any
irregularities or informalities in the RFP or in this process.
Ed Tech JPA reserves the right to modify the RFP documents, or any portion thereof, by the
issuance of written addenda posted on the Ed Tech JPA website. In the event Ed Tech JPA shall
modify any portion of the RFP documents pursuant to the foregoing, the proposal submitted by
any Vendor shall be deemed to include any and all modifications reflected in any addenda
issued.
Ed Tech JPA reserves the right to conduct a background inquiry of the selected Vendor(s) which
may include collection of contractual and business associations and practices, employment
histories and reputation in the business community. By submitting a proposal, Vendor consents
5

to such an inquiry and agrees to make available such books and records deemed necessary to
conduct the inquiry.
Ed Tech JPA reserves the right to award multiple Master Agreements for each classification of
Products listed in this RFP as deemed to be in the best interest of Ed Tech JPA and its
Members and has determined that awards to more than one Vendor for comparable goods and
services at various prices may best meet the needs of Participants.
Ed Tech JPA shall have the right to negotiate any and all of the final terms and conditions of any
agreement with Vendor and nothing in this RFP or any Response shall be deemed or construed
as a limitation of such rights.
This RFP is solely a solicitation for Proposals. Neither this RFP, nor any response to this RFP
shall be deemed or construed to: (i) create any contractual relationship between Ed Tech JPA
and any Vendor; (ii) create any obligation for Ed Tech JPA or its Members to enter into a
contract with any vendor or other party; or (iii) serve as the basis for a claim for reimbursement
for costs associated with submittal of any Proposal.
PROVISIONS REQUIRED BY LAW: Vendor acknowledges that it has conducted and performed
the required research to become aware and knowledgeable of all federal, state and local
laws/statutes that are referenced herein, may pertain to and/or govern the procurement
activities and transactions covered by this RFP. These provisions of law and any clause required
by law that is associated with and relates to this RFP and any resulting contract will be read and
enforced as though it were included herein.
1.9 Data Privacy Compliance
Vendors' Products and services must be fully compliant with all applicable requirements
including all state and federal laws. Vendors who would have access to Participant student data
will be required to execute the most recent version of the Standard Student Data Privacy
Agreement CA-NDPA (CA-NDPA). A copy of the CA-NDPA is attached hereto in Appendix F.
1.10 Indemnification
Vendor will indemnify, defend and hold harmless Ed Tech JPA, its agents, employees and
assigns, including independent contractors, and any Participant contracting with Vendor
(Indemnified Parties) from any and all claims, demands, suits, proceedings, loss, cost and
damages of every kind and description, including but not limited to any attorney's fees and/or
litigation expenses, which might be brought or made against or incurred by Indemnified Parties
on account of loss or damage to any property or for injuries to or death of any person, caused
by, arising out of, or contributed to, in whole or in part, by reasons of any act, omission,
professional error, fault, mistake, or negligence of Vendor, its employees, agents,
representatives, or subcontractors, their employees, agents, or representatives in connection
with or incident to this RFP, or arising out of worker's compensation claims, unemployment
compensation claims, or unemployment disability compensation claims of employees of the
6

Vendor, and/or its subcontractors or claims under similar such laws or obligations. Vendor's
obligation under this section will not extend to any liability caused by the sole negligence of
Indemnified Parties.
Vendor will additionally indemnify, defend and hold harmless Ed Tech JPA, its agents,
employees and assigns, including independent contractors, (JPA Indemnified Parties) from any
and all claims, demands, suits, proceedings, loss, cost and damages of every kind and
description, including but not limited to any attorney's fees and/or litigation expenses, which
might be brought or made against or incurred by JPA Indemnified Parties on that results from
any breach by Vendor of any of the representations, warranties or covenants contained in
Vendor's Proposal or in any direct communication and/or agreement between Vendor and any
Member. Vendor's obligation under this section will not extend to any liability caused by the sole
negligence of JPA Indemnified Parties.
1.11 Special Note on Vendor Pricing
Pricing proposed on a sliding scale, "menu" format, or varying by tiers is highly recommended
and encouraged to provide Participants with purchasing options.
Vendor may add or delete Products and/or update pricing after award if:
A. Deleted Products have been discontinued and are no longer available;
B. Added Products are either a direct replacement or are substantially equivalent to original
Products listed in the RFP, Vendor's Proposal, the Master Agreement and/or any Purchase
Agreements, or added Products are enriched capabilities, new modules, technology
advancements, and/or service categories within the Products that Vendor did not have at the
time Vendor's Proposal was submitted;
C. Product costs must be adjusted to compensate for inflation. The basis for such adjustments
shall not exceed the percentage of change in the Consumer Price Index (CPI), for Pacific Cities
and U.S. City Average, for the period of August 1 through July 31 of the then current year, in the
category All Urban Consumers, Los Angeles-Long Beach-Anaheim, as published in the
Department of Labor, Bureau of Labor Statistics Publication. After substantial evidence of an
operational cost increase has been presented and analyzed, Ed Tech JPA may make
adjustments as deemed by Ed Tech JPA to be reasonable and fair. Any such adjustment shall
not result in an increase greater than five percent (5%) annually.
D. Vendor receives an executed Amendment to the MA;
E. Vendor receives an executed Amendment to any applicable PA
1.12 Ed Tech JPA Administrative Fee
Vendor agrees to pay Ed Tech JPA an administrative fee (the "Admin Fee") calculated as three
and a half percent (3.5%) of the invoiced amount of any Participant agreement with Vendor
based on an award under the RFP and all revenue derived directly from any Purchase
Agreement, including any additional services, and agreement extensions or renewals.
Individual Transactions that meet a certain dollar amount will receive a discount and pay Admin
Fees as listed on the JPA website at:
7

https://edtechjpa.org/administrative-fee
An Individual Transaction is defined as the total sale made by Vendor to individual Ed Tech JPA
Members for each Ed Tech JPA Agreement within the same Reporting Period/Quarter. Payment
of the Admin Fee is due from Vendor to Ed Tech JPA when Vendor submits Quarterly Reports or
when Vendor receives payment from Participant(s), whichever is later.
Computations of the Admin Fee shall exclude state, local, or federal taxes levied on invoiced
amounts. Unless otherwise stated herein, the Admin Fee is not refundable to Participants or
Vendors under any circumstances. In the event the Ed Tech JPA board of directors determines
to modify the Admin Fee or how it is calculated, the changes shall be communicated to Vendors
and updated on the website. Such changes shall take effect no sooner than thirty (30) days
after notifying Vendor and shall apply to all Purchase Agreements entered into thereafter. The
Admin Fee shall not be increased to over three and a half percent (3.5%). Vendor shall be
permitted to amend the Master Agreement pricing in the attached Exhibit A in direct proportion
to the adjusted Admin Fee.
1.13 Minimum Price Guarantee
To prevent underpricing and protect seller margin, Vendor's pricing shall be subject to a
Minimum Price Guarantee (MPG), whereby, Vendor shall agree not to sell directly, or through a
reseller, the Products(s) subject to the Master Agreement at a price lower than the price offered
pursuant to the RFP and the Master Agreement to Ed Tech JPA's Eligible Entities located in
California (regardless of whether the Eligible Entity is a Member of the Ed Tech JPA).
During the period of delivery under a contract resulting from this RFP, if the price of an item
decreases, Ed Tech JPA Participants shall receive a corresponding decrease in prices on the
balance of the deliveries for as long as the lower prices are in effect. Vendor agrees to amend
the Master Agreement to reflect the decreased pricing. Ed Tech JPA Participants shall be given
the benefit of any lower prices which may, for comparable quality and delivery, be given by the
Vendor to any other school district or any other state, county, municipal or local government
agency in a California county for the product(s) listed in the RFP. At no time shall the prices
charged to Ed Tech JPA Participants exceed the prices under which the RFP was awarded,
except as listed herein. Prices may be equitably adjusted through an amendment to the Master
Agreement due to material and verifiable cost increases to Vendors who resell the Solution after
substantial evidence of an operational cost increase has been presented and analyzed by Ed
Tech JPA. Any adjustments shall be for causes beyond the reasonable control of the Vendor,
such as tariffs, embargoes or supply chain disruptions or substantial price increases, not
reasonably foreseeable by Vendor.
1.14 Usage Reporting Requirement
Upon contract award pursuant to this RFP, all Vendors will be required to provide quarterly
usage reports to Ed Tech JPA or designee. The initiation and submission of the quarterly
reports are the responsibility of the Vendor. Ed Tech JPA is not required to provide prompting or
8

notification. Vendor is responsible to collect and report all sales data including resellers and
partners sales associated with the Master Agreement. Quarterly reports must coincide with the
quarters in the fiscal year as outlined below:
Reporting Period Due Date
January 1 - March 31 April 30
April 1 - June 30 July 15 *to allow for
fiscal year end
July 1 - September 30 October 31
October 1 - December 31 January 31
Vendors must identify the person responsible for providing the mandatory usage reports. This
contact information must be kept current during the Master Agreement period. Ed Tech JPA
must be notified if the contact information changes.
The purpose of the Master Agreement usage-reporting requirement is to aid in Master
Agreement management. The specific report content, scope, and formal requirements will be
provided to the awarded Vendors during Master Agreement execution. Failure to comply with
this requirement may result in Master Agreement cancellation.
2 Purchase Agreements, Payments & Order Fulfillment
2.1 Purchase Agreements
Upon contract award pursuant to this RFP, Vendors will work with Ed Tech JPA to prepare
Purchase Agreement templates for all products available through the Master Agreement. Ed
Tech JPA will make the completed Purchase Agreement template available for Members.
Sample Agreements are included in Appendix A.
2.2 Ordering Process
It is Ed Tech JPA's intent to make the procurement of products and services as easy as
possible. The following outlines the process by which Participants may utilize Ed Tech JPA:
2.2.1 The Ed Tech JPA website includes each Vendor's contact information as listed in
Vendor's Proposal and links to Vendor's Proposal, Pricing Forms, Clarifying Questions,
Master Agreement, Standard Student Data Privacy Agreement (CA-NDPA) if applicable,
and Purchase Agreement template.
9