2025-26.RFP03 Student Behavioral Health Records Data System

2025-26.RFP03
Student Behavioral Health Records Data System
Hacienda La Puente Unified School District
June 10, 2026
HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT
Request for Proposals: 2025-26.RFP03

TABLE OF CONTENTS
Section Title
TITLE PAGE
01 NOTICE SOLICITING PROPOSALS
02 BACKGROUND & OBJECTIVES
03 INSTRUCTIONS TO RESPONDENTS
04 EVALUATION CRITERIA
05 Intentionally Left Blank
06 SCOPE OF WORK
07 FIRM INFORMATION & CERTIFICATION
08 PROVIDOR / FIRM REFERENCES
09 NONCOLLUSION DECLARATION
10 Intentionally Left Blank
11 BUDGET AND COST PROPOSAL
12 CERTIFICATIONS TO BE COMPLETED BY PROVIDER
HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT TABLE OF CONTENTS
Request for Proposals: 2025-26.RFP03

SECTION 01
NOTICE SOLICITING PROPOSALS
The Hacienda La Puente Unified School District ("District") is issuing this Request For Proposals ("RFP") and invites
qualified vendors to submit proposals for a secure, compliant, and efficient Student Behavioral Health Records Data
System to District high school students. Interested parties shall submit two (2) hard copies and one (1) pdf copy on
a USB drive in a sealed envelope to:
Hacienda La Puente Unified School District
Attn: Joel Duarte, Director of Purchasing & Warehouse
15959 E Gale Ave.,
City of Industry, CA 91745
Proposals must be received no later than 3:00 P.M. (PST) on July 1, 2026. Submissions received after this date and
time may not be accepted by the School District. The District reserves the right to reject any and all proposals at
their discretion, the District reserves the right to request additional information and/or conduct subsequent
interviews with all or none of the responding firms.
All questions or requests for clarification regarding any aspect of this RFP must be submitted via email only to Joel
Duarte, Director of Purchasing & Warehouse at: jduarte@hlpusd.org and a courtesy copy to Monica Reyna at
moreyna@hlpusd.org and Martha Calderon at mcalderon@hlpusd.org. Questions received after this time may not
be answered. Any firm directly or indirectly contacting District staff, including but not limited to, administrators,
Board members, other than the Director of Purchasing may be disqualified.
The complete RFP document can be found:
https://www.hlpschools.org/district/business-services-division/purchasing-warehouse
Thank you for your interest.
Sincerely,
Joel Duarte
Hacienda La Puente Unified School District
Director of Purchasing & Warehouse
(626) 933-3932
END OF SECTION
HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT NOTICE SOLICITING PROPOSALS
Request for Proposals: 2025-26.RFP03 Section 01 - 1

SECTION 02
BACKGROUND & OBJECTIVES
1. Background
The Hacienda La Puente Unified School District ("HLPUSD" or "District") located approximately 25 miles east of
Los Angeles is one of the largest suburban school districts in Los Angeles County. The District's pre-kindergarten
through 12th grade enrollment exceeds 15,000 students who reside within the District's boundaries which
include the cities of Industry and La Puente and the unincorporated Los Angeles County areas of Hacienda
Heights and Valinda.
The Hacienda La Puente Unified School District has fourteen (14) elementary schools, eight (8) K-8 and middle
schools, four (4) comprehensive high schools, one alternative high school, and extensive Head Start/child
development and adult education programs.
The Hacienda La Puente Unified School District is governed by a five-member Board of Education. The District
employs a school Superintendent who is responsible for the day-to-day operations of the school district. The
District employs approximately 3,000 certificated and classified employees, and has a total operating budget of
approximately $350 million dollars.
2. Objective
The objective of this project is to procure and implement an Electronic Health Records (EHR) system that
supports healthcare billing and reimbursement processes, ensures compliance with the Family Educational
Rights and Privacy Act (FERPA), the Health Insurance Portability and Accountability Act (HIPAA), and the
Children's Online Privacy Protection Act (COPPA), and provides seamless integration with the Aeries Student
Information System (SIS) to support student health record management and data exchange.
END OF SECTION
HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT BACKGROUND & OBJECTIVES
Request for Proposals: 2025-26.RFP03 Section 02 - 1

SECTION 03
INSTRUCTIONS TO RESPONDENTS
Respondents shall follow the instructions in this document, and shall submit all documents, forms, and information
required for consideration of a Proposal.
Hacienda La Puente Unified School District will evaluate the information submitted by Respondents as outlined
herein. If any information is found to be false, incomplete, or otherwise unsatisfactory, the District may, at its sole
discretion, reject the Respondent's submission.
1. RFP Documents
Complete RFP documents, including addenda issued, can be found on the Purchasing webpage of the Hacienda
La Puente Unified School District website at:
https://www.hlpschools.org/district/business-services-division/purchasing-warehouse
2. Due Date
The due date for this RFP July 1, 2026, at 3:00 p.m. (PST). Proposals received after the date and time will be
deemed nonresponsive and returned to the Respondent unopened. For the purposes of this RFP the official
time shall be that in the District's Purchasing office. Proposals will be publicly opened at the District Office,
Immediately following this submission time.
3. Submittal Location
Proposals can be mailed or hand delivered to the District Office at:
Hacienda La Puente Unified School District
Attn: Joel Duarte, Director of Purchasing & Warehouse
15959 E. Gale Ave.
City of Industry, CA 91745
The District shall not be responsible, nor shall it give consideration, to any delays in mailing or shipping services.
The District will not be responsible for submissions misdelivered due them being unreadable or mislabeled.
4. Format
Proposals shall be submitted in a sealed envelope/package clearly marked on the outside with the Respondent's
name, the RFP number and RFP title. Included in the package should be one (1) original hard copy clearly marked
"Original", one (1) hard copy clearly marked "Copy" and one (1) electronic copy on a USB Storage Device.
Proposals sent by e-mail or facsimile will not be accepted.
Proposals shall be typed and securely bound or stapled in a manner that ensures all pages remain intact, the
proposals should clearly exhibit the Respondent's ability to provide a product and the related services as called
out in the Scope of Work and Evaluation Criteria. The complete proposal, including all narrative content,
required forms, marketing materials, and any supplemental documentation, shall not exceed 75 pages in total.
Proposals that exceed the page limit or are not properly assembled may be deemed non-responsive. The
proposal must include copies of this RFP's Sections 07, 08, 09 and 12.
5. Product Demonstration
Following the District's initial evaluation of written proposals, the District may invite one or more Respondents
to participate in a live product demonstration. The demonstration may be conducted virtually or in person at
the District's discretion.
The purpose of the demonstration is to validate the functionality, usability, performance, and capabilities
described in the Respondent's proposal. Respondents may be required to demonstrate specific use cases
identified by the District, including but not limited to:
HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT INSTRUCTIONS TO PROPOSERS
Request for Proposals: 2025-26.RFP03 Section 03 - 1

* Student health record creation and management
* Clinical documentation and charting
* Immunization and medication tracking (optional)
* Billing and reimbursement workflows
* Reporting and analytics
* User security and role-based access controls
* Integration with the Aeries Student Information System
* Administrative and system management functions
The District may provide demonstration scenarios, scripts, and evaluation criteria in advance. Demonstrations
will be evaluated as part of the proposal scoring process. Failure to demonstrate functionality represented in
the proposal may result in a reduction of evaluation points, a determination that the proposal is non-responsive,
or removal from further consideration.
6. Preproposal Conference
There will be no preproposal conference.
7. Respondent Questions & Clarifications
All questions or requests for clarification regarding any aspect of this RFP must be submitted via email only to
Joel Duarte, Director of Purchasing & Warehouse at: jduarte@hlpusd.org and a courtesy copy to Monica Reyna
at moreyna@hlpusd.org and Martha Calderon at mcalderon@hlpusd.org.
Questions must be received no later than June 23, 2026, at 2:00 p.m. (PST). The District is under no obligation
to respond to any questions received after this deadline or to any questions submitted in a manner not
consistent with these instructions.
To ensure fair and equal dissemination of information, Respondents are strictly prohibited from contacting any
other District personnel regarding this solicitation. Failure to adhere to this requirement may result in
disqualification from further consideration.
8. Addenda and RFP Modifications
Any corrections, modifications, additions, revisions, or other changes to this RFP will be valid only if issued in
writing by the District as a formal RFP Addendum. All Addenda will be posted on the District's website at:
https://www.hlpschools.org/district/business-services-division/purchasing-warehouse and will become part of
the official RFP documents.
It is the sole responsibility of each Respondent to check for any Addenda have been issued. Acknowledgment
of all issued Addenda will be a mandatory requirement for submitting a complete and responsive proposal.
9. Withdrawal or Revision of Proposal
Prior to the due date, a Respondent may withdraw their submission by written request to Joel Duarte at
jduarte@hlpusd.org and a courtesy copy to Monica Reyna at moreyna@hlpusd.org.
A Respondent may revise a proposal on the Respondent's own initiative at any time before the deadline for
submission of proposals. The Respondent must submit the revised proposal in the same manner as the original.
A revised proposal must be received on or before the proposal due date.
In no case will a statement of intent to submit a revised proposal, or commencement of a revision process,
extend the proposal due date for any Respondent.
10. Offer Period
Proposals shall be firm offers subject to acceptance by the District and may not be withdrawn for a period of 90
calendar days following the last day to submit Proposals. The withdrawal period can be extended beyond the
HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT INSTRUCTIONS TO PROPOSERS
Request for Proposals: 2025-26.RFP03 Section 03 - 2

90 calendar days with the approval of the Respondent. Proposals may not be amended once submitted to
District, except as permitted by the District.
11. Award of an Agreement
Following the evaluation of proposals, the District may, at its sole discretion, award a contract to the Respondent
whose proposal is determined to be in the best interests of the District based upon the evaluation criteria set
forth in this RFP.
The District reserves the right to consider all information obtained during the evaluation process, including
proposal responses, interviews, demonstrations, reference checks, clarifications, and any additional information
requested by the District.
Selection shall not be based solely on cost, nor shall the District be obligated to award a contract to the
Respondent receiving the highest numerical score. The District reserves the right to determine which proposal
best meets the District's needs and provides the greatest overall value.
The District may negotiate terms, conditions, pricing, scope of services, and contract provisions with one or
more Respondents prior to making a final award. If negotiations with a selected Respondent are unsuccessful,
the District may discontinue negotiations and enter into negotiations with another Respondent or take any
other action deemed to be in the District's best interests.
The District reserves the right to reject any or all proposals, waive informalities or irregularities in any proposal,
reissue the RFP, cancel the procurement process, or elect not to award a contract.
Any award resulting from this RFP shall be subject to approval by the District's Board of Education, if required,
and execution of a mutually acceptable written agreement.
12. Protest
Any Respondent who submitted a Proposal to the District may file a protest provided that each and all of the
following are complied with:
a. The protest is in writing, the protest can be hand delivered or mailed to the same address as called out in
the Submittal Location or emailed to Joel Duarte at: jduarte@hlpusd.org and a courtesy copy to Monica
Reyna at moreyna@hlpusd.org.
b. The protest is received by the close of the District's business day not more than seven (7) calendar days
following the date of the District's Notice of Intent to Award a contract(s) or Notice that the Respondent
has not advanced to a subsequent step in the evaluation process.
The written protest sets forth, in detail, all grounds for the protest, including without limitation all facts,
supporting documentation, legal authorities and argument in support of the ground for the protest; any matters
not set forth in the written protest shall be deemed waived. All factual contentions must be supported by
competent, admissible and credible evidence.
Any protest not conforming to the foregoing shall be rejected by the District as invalid. Provided that a protest
is filed in strict conformity with the foregoing, the District's Director of Purchasing or such individual(s) as may
be designated in his/her discretion, shall review and evaluate the basis of the protest, and shall provide a written
decision to the Respondent submitting the protest concurring with or denying the protest. The District's written
decision shall be final and not subject to reconsideration or appeal. No Respondent shall seek judicial relief, in
any form, relative to the District's intent to award the Contract, or the protest thereof, unless the foregoing
protest procedure has been strictly and timely complied with by the Respondent. The issuance of a written
decision by the District shall be an express condition precedent to the institution of any legal proceeding relative
to the Proposals process, the District's intent to award the Contract, or the District's determination to reject all
Proposals. By submitting a Proposal, the Respondent accepts the District's RFP and evaluation process as fair,
open and competitive and compliant with all applicable regulations.
HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT INSTRUCTIONS TO PROPOSERS
Request for Proposals: 2025-26.RFP03 Section 03 - 3

12. Respondent Assurances
Prior to submitting a response, the Respondent shall ensure that they fully understand the proposed work, have
become fully acquainted with the conditions of the contract and proposal documents including any addenda
issued and any other documents included or referenced in this solicitation. In the event that additional
information is required, including clarification on discrepancies and/or omissions in the RFP document, the
Respondent shall notify the District per the Respondent Questions & Clarifications section of this proposal. The
submission of a proposal shall be taken as prima facie evidence of compliance with this section. Respondents
shall not, at any time after submission of the proposal, dispute, complain, or assert that there were any
misunderstandings with regard to the nature or amount of work to be done. Any interpretation of the Contract
Documents will be made only by written addenda duly issued per the terms of this RFP. The District will not be
responsible for any explanations or interpretations provided in any other manner. No person is authorized to
make any oral interpretation of any provision in the Documents to any Respondent, and no Respondent should
rely on any such oral interpretation. Proposals shall include complete compensation for all items that are noted
in the Contract Documents as the responsibility of the Contractor.
13. RFP Costs
The District will not be liable for any cost incurred by the respondents in preparing responses to this RFP or for
negotiations associated with award of contract.
14. Term of Agreement
Any resulting Contract is expected to be valid through June 30, 2029 for and may be extended for up to two (2)
additional one-year optional renewal terms. Do to the nature of the services a contract may be written for a
shorter period of time.
15. Agreement
Respondents shall include with their proposal a complete copy of the standard agreement, contract, license
agreement, terms and conditions, subscription agreement, or other governing contractual document that the
Respondent proposes the District execute in connection with the services described in this Request for Proposals
(RFP).
The District will review the proposed contract as part of its evaluation process. Contract terms, conditions, risk
allocation provisions, indemnification requirements, limitation of liability clauses, data privacy and security
provisions, insurance requirements, and other legal and business terms may be considered in the District's
scoring, evaluation, and selection of the successful Respondent.
The District reserves the right to request modifications to any proposed contractual provisions. Respondents
shall identify any contractual provisions that are non-negotiable and provide justification for such provisions in
their proposal.
A Respondent's willingness to negotiate contract terms in good faith and to accommodate the District's
requested revisions may be considered during the evaluation process. The District reserves the right to reject
any proposal, determine a proposal to be non-responsive, discontinue negotiations, or decline to make an award
if the parties are unable to reach agreement on contract terms acceptable to the District.
16. Rate Escalation
In the event that this contract is extended beyond the initial term, the costs specified herein may be subject to
an annual escalation. Any such rate increase shall not exceed [3.5%] per year as calculated from the initial term.
The Respondent must submit a written request for any proposed rate adjustment at least sixty (60) days prior
to the start of the extension term. The District reserves the right to approve, negotiate, or reject any proposed
increase. No rate adjustment shall take effect without the prior written approval of the District.
END OF SECTION
HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT INSTRUCTIONS TO PROPOSERS
Request for Proposals: 2025-26.RFP03 Section 03 - 4

SECTION 04
EVALUATION CRITERIA
EVALUATION CRITERIA: The proposals received will be evaluated according to the following criteria:
Category Point
System Functionality and Technical Requirements 30 points
Cost of Ownership / Value 25 points
Compliance, Security, and Integration 25points
Implementation, Training, and Support 10 points
Vendor References, Experience & Past Performance 10 points
TOTAL 100 points
The District will evaluate the submissions based on the criteria above. After the initial evaluation, the District may,
at the sole discretion, elect to conduct a product demonstration with select respondents. The District may adjust the
evaluation scoring after the product demonstration.
The District, as part of its comprehensive evaluation process, reserves the right to seek clarification from the
Respondents, request additional supporting documentation, conduct post-submission interviews, and obtain
information from external sources.
The District reserves the right to automatically disqualify any Respondent from further consideration if, during the
evaluation process, it is determined that the Respondent, or any of its principals, has engaged in egregious conduct
in the course of its past or current business operations. Such conduct may include, but is not limited to:
* Fraud, misrepresentation, or material non-disclosure in prior public or private contracts;
* Acts of gross negligence or willful misconduct;
* Documented violations of state or federal laws or regulations related to labor practices, workplace safety,
or licensing requirements;
* Termination for cause or default on prior contracts, particularly those involving public agencies or
educational institutions.
This determination may be based on information obtained through reference checks, public records, litigation
history, regulatory agency reports, or any other credible sources available to the District during the evaluation
period.
The District, in its sole discretion, will determine what constitutes egregious conduct and whether such conduct
warrants disqualification. The District's decision in this regard shall be final and is not subject to appeal.
END OF SECTION
HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT EVALUATION CRITERIA
Request for Proposals: 2025-26.RFP03 Section 04 - 1

SECTION 05
Section Intentionally Left Blank
END OF SECTION
HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT
Request for Proposals: 2025-26.RFP03 Section 05 - 2