Automated Attendance Intervention Solution

Request for Proposal (RFP)
Automated Attendance Intervention Solution
Cumberland County Schools
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Name of School/Department
Student Support Services
Refer all inquiries in writing to
Item: Automated Attendance Intervention Solution
Email: natashascott@ccs.k12.nc.us RFP Number: 173-27001
(See Bid Questions on page 4.) Source of Funds: Federal Funds
DUE DATE FOR PROPOSAL: 2:00 pm (ET) August 4, 2026
A1. Notice to Bidders
Cumberland County Schools (CCS) is seeking proposals from qualified vendors to provide a
comprehensive Family Engagement, Attendance Improvement, and Communications Platform
that strengthens school-home partnerships, improves student attendance outcomes, reduces
chronic absenteeism, and increases meaningful engagement between families and schools. The
district desires a solution that combines communication tools, attendance intervention services,
data analytics, and automated engagement strategies into a single, integrated platform. The
selected vendor shall provide a scalable system capable of supporting districtwide implementation
while reducing administrative workload and increasing the effectiveness of outreach efforts.
A2. Execution:
In compliance with this Request for Proposals, and subject to all the conditions herein, the
undersigned offers and agrees to furnish and deliver any or all items upon which prices are bid, at
the prices set opposite each item within the time specified herein. By executing this bid, I certify
that this bid is submitted competitively and without collusion (GS. 143-54)
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Failure to complete and sign this section before submittal shall render the proposal
invalid, and it WILL BE REJECTED. Late submissions will not be accepted.
BIDDER: Federal Tax ID or Social Security No:
Street Address: PO Box:
City, State, Zip: Telephone No: Fax No:
Type or Print Name & Title of Person Signing: Date:
Authorized Signature: E-Mail:
Request for Proposal (RFP)
Comprehensive Attendance Improvement, Family Engagement, and Communication Platform for
Cumberland County Schools
Table of Contents:
A. Request for Proposal.............................................................................................................................................1
A1. Notice to Bidders...................................................................................................................................1
A2. Execution................................................................................................................................................1
A3. Vendor Letter.........................................................................................................................................3
I. Invitation to Submit Proposal.....................................................................................................................4
II. Public Bid Opening.......................................................................................................................................4
III. Introduction...................................................................................................................................................5
IV. Purpose...........................................................................................................................................................5
V. Project
Expectations...................................................................................................................................................5
VI. Requirements of Proposal Response.........................................................................................................6
A. Official Bid: Pricing
Sheet.....................................................................................................................................................12
B. Attachment:
References.....................................................................................................................................13
C. Attachment: Rubric for Evaluation.............................................................................................14
D. Attachment: Vendor Scorecard....................................................................................................15
VII. Conditions and Terms................................................................................................................................16
VIII. Required Credentials.................................................................................................................................16
IX. Invitation to Submit Proposal...................................................................................................................16
X. Insurance Requirements...........................................................................................................................17
XI. Federal Uniform Guidance........................................................................................................................18
XII. General Contract Terms and Conditions.................................................................................................20
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A3
Dear Vendor:
Cumberland County Schools invites you to submit a proposal to provide a comprehensive Attendance
Improvement, Family Engagement, and Communication Platform that supports district-wide efforts to
increase student attendance, reduce chronic absenteeism, strengthen family-school partnerships, and
improve communication with students and families. The District seeks a solution that combines attendance
intervention services, automated attendance engagement campaigns, family communication tools,
multilingual communication capabilities, and attendance analytics into a unified platform. The selected
vendor will provide implementation services, high-quality in-person and on-demand professional
development, and ongoing support to ensure successful adoption and sustainability across the district.
Vendors must demonstrate success in supporting attendance improvement and family engagement
initiatives in large, diverse school districts and provide seamless integration with Cumberland County
Schools' existing Student Information System (SIS). Implementation, training, and ongoing support will begin
during the 2026-2027 school year. Preference will be given to proposals that meet the specifications
outlined in this RFP and offer a one-year contract with options for annual renewal.
It is the purpose of this Request for Proposal (RFP) to:
Identify and select a qualified company to provide a comprehensive Attendance Improvement, Family
Engagement, and Communication Platform that supports district and school-based staff in improving
attendance outcomes, reducing chronic absenteeism, strengthening family engagement, and enhancing
communication effectiveness across Cumberland County Schools.
Proposals submitted shall be evaluated by a committee that includes district executive and superintendent
leadership, district and school-based administrators, and school social workers. Complete information can
be found in the Request For Proposal. The timeline for this RFP is as follows:
July 7, 2026: RFP Post Date
July 14, 2026, at 12:00 pm: All written questions should be emailed to Dr. Natasha Scott at
natashascott@ccs.k12.nc.us.
July 16, 2026: District responses to questions will be made available in the form of an
addendum.
August 4, 2026, by 2:00 pm: All proposals must be received.
Sept. 10, 2026: Notice of award (tentative)
Please see the attached RFP for all information, instructions, and requirements. We look forward to
reviewing your proposal.
Student Support Services
Cumberland County Schools
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I. Invitation to Submit Proposal
Cumberland County Schools district requests the submission of a project with cost proposals from all
interested parties. Colleges/universities are encouraged to participate as well. Submission must be by
hardcopy only. Proposals shall be submitted as a "sealed bid." You must provide ten (10) copies of your
proposal and mail the proposal packet to 2491 Gillespie Street, Fayetteville, NC 28306, or hand deliver it
to Susan Riddle at 2491 Gillespie Street, Fayetteville, NC 28306.
Proposals will be accepted from companies that provide a comprehensive attendance improvement, family
engagement, and communication platform designed to improve student attendance, reduce chronic
absenteeism, and strengthen family-school partnerships across Cumberland County Schools.
Submitted proposals shall be evaluated by a committee that includes district and school-based leaders and
teachers. Complete information can be found in the Request For Proposal.
Bid Questions: Upon review of the RFP document, bidders may have questions to clarify or interpret the
RFP to submit the best proposal possible. To accommodate the question process, bidders shall submit any
such questions in writing only to Dr. Natasha Scott - natashascott@ccs.k12.nc.us - by July 14, 2026, at
12:00 pm. ET.
Mailing Instructions: Submit ten (10) fully-executed bid documents in a sealed envelope, marked with the
CCS bid number on the outside of the envelope, by the instructions below. If a bidder submits more than
one bid, each bid shall be submitted in a separate sealed envelope and marked accordingly. For delivery
purposes, the bidder is asked to please include separate sealed bids in the same outer package.
DO NOT SUBMIT LESS THAN TEN (10) PAPER COPIES OF YOUR BID.
DO NOT SUBMIT AN ELECTRONIC OR FAXED COPY OF YOUR BID. THIS SHALL BE CAUSE FOR
REJECTION OF YOUR BID. It is the responsibility of the bidder to have the bid in this office by the
specified time and date of opening.
Delivered by US Postal Service, FedEx, UPS, or other courier services Hand Delivered
Attn: Susan Riddle Attn: Susan Riddle
RFP 173-27001 RFP 173-27001
Cumberland County Schools Cumberland County Schools
Finance Building Finance Building
810 Gillespie Street 2491 Gillespie Street
Fayetteville NC 28306 Fayetteville NC 28306
IMPORTANT: The Bid Number from page 1 must be shown on the outside of the envelope.
II. Bid Opening
Sealed bids are due by the date and time stated on page 1, at which time the bids shall be opened, and the
names of the bidders read aloud. A bid tabulation will be provided to all bidders after the bids have been
evaluated.
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III. Introduction
With nearly 50,000 students, Cumberland County Schools (CCS) is the fifth largest school
district in North Carolina, serving students across 85 schools, including elementary, middle, high,
and virtual schools. Reflecting its proximity to Fort Bragg, more than one-quarter of CCS
students are military-connected, and the district serves a highly diverse student population
representing more than 100 native languages.
Consistent student attendance is one of the strongest predictors of academic success, graduation,
and postsecondary readiness. Cumberland County Schools is committed to reducing chronic
absenteeism, increasing Average Daily Attendance (ADA), strengthening family engagement, and
ensuring that all students have equitable access to educational opportunities. The district
recognizes that attendance improvement requires a comprehensive approach that combines
proactive communication, meaningful family engagement, timely interventions, and data-informed
decision making.
To support these efforts, Cumberland County Schools seeks proposals from qualified vendors
capable of providing a comprehensive Attendance Improvement, Family Engagement, and
Communication Platform. The district desires a solution that combines attendance intervention
services, automated family communication tools, positive attendance engagement campaigns,
predictive analytics, and multilingual communication capabilities into a unified system. The
selected partner should demonstrate success in helping school districts improve attendance
outcomes while reducing the administrative burden associated with attendance management and
family outreach.
IV. Purpose
Cumberland County Schools (CCS) is seeking proposals from qualified vendors to provide a
comprehensive Family Engagement, Attendance Improvement, and Communications Platform
that strengthens school-home partnerships, improves student attendance outcomes, reduces
chronic absenteeism, and increases meaningful engagement between families and schools. The
district desires a solution that combines communication tools, attendance intervention services,
data analytics, and automated engagement strategies into a single, integrated platform. The
selected vendor shall provide a scalable system capable of supporting districtwide implementation
while reducing administrative workload and increasing the effectiveness of outreach efforts.
V. Project Expectations
Through this procurement, Cumberland County Schools seeks a solution that measurably
improves attendance outcomes, reduces chronic absenteeism, increases family engagement, and
strengthens communication between schools and families. The district expects the selected
solution to provide evidence-based strategies that improve student success while reducing
administrative burden. Successful implementation should result in improved attendance rates,
stronger family-school partnerships, increased communication effectiveness, and greater access
to actionable data that supports continuous improvement across the district.
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Data Integration
The platform must serve as an authoritative source by aggregating data from various district systems.
SIS integration: Seamless nightly sync with Infinite Campus for rostering, demographics,
attendance, and behavior incidents.
Assessment Ingestion: Support automated nightly data ingestion with major assessment partners.
Historical Data: Houses unlimited years of historical data to track student progress longitudinally.
Automated Data Export: Support automated nightly SFTP exports of all platforms to a shared folder
for district IT use with external platforms.
Students 48, 434
District-level Staff 65
School-level staff (principals, assistant principals, teachers, social workers, counselors) 3989
VI. Requirements of Proposal Response
Platform Non-Negotiables Included in
Bid?
General Requirements: Scope of Work (Circle Answer)
A general description of the vendor's capabilities and capacities related to the development, Yes No
production, and administration of a restorative practices program. The description shall also
identify the:
Number of employees in the company
Company's location(s), including any presence in North Carolina.
Overall capacity of the vendor's organization(s)
Resources that it will commit to the work for the project (by name and role in the project)
shall be provided.
The vendor should provide its proposed program and assumed scope of work for an Yes No
implementation project based on other PreK-12 organizations that are demographically similar.
For Staff (District-level & school-level leaders and School Social Workers): Yes No
Access Multi-Tiered Dashboards: Provide role-based, secure access to real-time
attendance dashboards customized for district-level oversight, school-level
administration, and individual student caseload tracking.
Automate Tiered Intervention Workflows: Automatically trigger and queue early
intervention actions (e.g., generating digital or mailable truancy letters, scheduling parent
conferences, and flagging cases for SSW review) based on customizable district
attendance thresholds and chronic absenteeism risk tiers.
Streamline Communication & Tracking: Allow school leaders and SSWs to send
automated, multi-lingual text messages, emails, or voice notifications directly to families,
while maintaining a permanent, time-stamped log of all communication attempts within
the student's profile.
Coordinate SSW Caseload Management: Equip School Social Workers with dedicated
case management portals to document home visits, track barrier-to-attendance
assessments, log notes, and monitor individual student progress over time.
Generate Compliance & Analytical Reporting: Enable district and school leaders to
instantly generate aggregate or disaggregated reports (by school, grade, demographic
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group, or tier) to evaluate the efficacy of interventions, monitor compliance with state
truancy laws, and allocate resources efficiently.
Integrate Seamlessly with the SIS: Sync bidirectionally or regularly with the district's
existing Student Information System (SIS) to ensure staff are always working with
accurate, up-to-date roster and attendance data without manual duplication.
Facilitate Cross-Functional Collaboration: Provide a secure platform for school-based
attendance teams and SSWs to collaborate on specific student cases, assign tasks, and
share updates on student intervention plans.
The vendor shall describe a recommended approach for planning, designing, programming, and Yes No
pre-load activities. The vendor must distinguish between the district's and vendor's
responsibilities and describe the mechanisms and tools included in their solution that will be used
to execute this program.
Proposals should provide a clear explanation of how the vendor will deliver services and support, Yes No
training, and coaching to staff.
Provide an overview of your platform services that include: Yes No
Content areas
Grade levels served
Description of the materials or program that will be used
Description of the level of engagement and interactivity
Overall approach or method
Confirm the service delivery model that will be employed Yes No
Staff: In-person, virtual, and on-demand
Delineate underlying research findings to support the proposed tool and resources Yes No
Outline the projected costs of utilizing your organization's services for one year, with the Yes No
possibility for renewal depending on the efficacy of the program
Family Outreach and Engagement
Describe how student parents/guardians will be informed in an automatic process. Yes No
Ability to Scale
Please confirm your projected service capacity Yes No
Capacity to support all included students and staff as outlined in the RFP Yes No
Capacity to scale the project to encompass the entire district Yes No
Timeline of Implementation
Respondent representative(s) shall, in a timely manner, work regularly with district/school Yes No
personnel to answer all questions regarding the production of financial matters pertaining to the
individual services required
The vendor is required to provide post-implementation support for the system. The support for Yes No
the system will address post-implementation problem analysis and fixes, and technical support for
general warehouse administration and maintenance.
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A local and/or toll-free phone number(s), live chat, and/or email address(es) for CCS's access to the Yes No
respondent's representative(s). Respondents shall respond to all requests/telephone calls to
include personalized customer service and technical support.
Staffing Model: Please state what type of staffing model will be utilized. Please state the expected Yes No
skills, competencies, experience, and certifications or degrees of trainers and curriculum
designers.
Training: Please detail your staff training model and commitments. Orientation provided to staff, Yes No
pre-service training, ongoing training, content, and service hours
The vendor will create a customized plan that includes timelines for professional learning
and support that includes recommendations for the training of district, CCS principals,
and school leaders, technical onboarding assistance, online job-embedded resources, and
easy online access to support professionals.
Data (Dis)Aggregation, Analysis & Reporting Capabilities
Desired integrative data analysis and reporting components include: Yes No
Automated data entry
User interface that allows for quick and easy access to student, teacher, and school data
Data disaggregation at district, school, teacher, and student levels
Simple discernment of data trends at all levels and in a variety of forms to assist in the
identification of student needs and potential inequities
All data points necessary for deep data dives at a variety of levels, including district,
school, classroom, and individual student
Capabilities to disaggregate data according to CCS District Strategic Plan metrics are Yes No
encouraged (i.e., percentage of students chronically absent).
Capabilities to disaggregate and generate multiple charts, graphs, exportable Excel Yes No
spreadsheets/Google sheets, presentations, etc., are asked to obtain concrete forms of
data.
The reporting platform should provide the district with the ability to disaggregate data for Yes No
underserved student groups (i.e., students with disabilities, EL, military-connected, etc) efficiently.
The vendor will provide the ability to generate reports by specific periods and data Yes No
sets-(monthly, a 3-year span, individual, grade level, school-specific, etc.
The vendor displays the ability to flag data according to district and state baselines to Yes No
determine proficiencies, deficiencies, and short and long-term goals.
Particular attention will be paid to ease of use for classroom and building-level educators. In Yes No
addition, it should be possible for the districts' technical staff to create read-only queries and
reports for use throughout the district. The system must work in conjunction with CCS's Student
Information System.
Project Approach and Plan
The proposer will be responsible for the development and maintenance of the project task plan and Yes No
schedule, based on the approach, methodology, and tools used successfully by the proposer in
previous engagements. The proposer will be responsible for regular reporting of progress against
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the plan, recommending corrective actions to be taken in the event of unanticipated changes to the
plan or schedule, and regular updates to the plan and schedule to accommodate any changes.
To minimize cost and reduce risk, the district believes it is important for the successful proposer to Yes No
use their methodology, applying it to the particular needs of CCS. The "how" of the project should,
therefore, be provided by the proposer, using a proven methodology, approach, and work plan that
the proposer has used successfully in other comparable PreK-12 implementations.
Knowledge Transfer
Knowledge transfer is a continuous process designed to enable the district to properly support the Yes No
operation and continuous improvement of the program without the support of external
consultants. The proposer will be responsible for the development of a knowledge transfer plan for
the project team. Through training, workshops, and mentoring relationships, the proposer will be
responsible for educating the project team in the methodology, architecture, and design of the
program, and maintenance techniques.
Technical Environment & Data Requirement
The proposed solution should be hosted and managed by the selected vendor and must be a Yes No
web-based application. The proposal must provide a standard architectural framework for the
network and hardware configuration. A diagram representing the major components and
relationships of the solution, network capacity, considerations, and support of the proposed
software components should be addressed.
The ad hoc analysis and reporting tools must support the development of an Early Warning System Yes No
(EWS) that can be used to identify at-risk students based on threshold criteria established by the
district. Thresholds must have the ability to roll up and be defined at various levels, including: by
the school, subject area, grade level, user-defined group, and teacher.
Extensive reporting capabilities are expected and should include tables, charts, graphs, dashboards, Yes No
and briefing books. The user interface must be easy to use and intuitive.
Printer-friendly reports and query results from the data warehouse front-end business intelligence Yes No
layer must be web-enabled (standard reports, ad-hoc reports, and role-based dashboards).
Reporting outputs should support multiple output types - HTML, XML, PDF, CSV, etc., and provide
compatibility with multiple browsers ( Safari, Edge, and Chrome Browser).
The district expects to be able to control access to data by stakeholder role. For example, a school Yes No
administrator would be limited to information about students in his or her school(s).
The proposal must itemize all standard reporting, including report descriptions and formats to be Yes No
delivered. This will only include a list of standard reports as defined by the proposer based on their
experience. These reports should be outlined in response to this requirement in a table that lists
and defines each report to be delivered.
The District requests that the proposer include in its response an approach for reviewing existing Yes No
internal and external data sets and reporting requirements. Also, provide a recommended
approach to migrating this data to the warehouse.
The proposer must address how the district will participate in this process and project how many Yes No
district staff will be needed, and for what timeframe.
The proposer will work with the district to develop an inventory of the data to be included in the Yes No
warehouse, identifying the mapping of source to target for each data element, along with a
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definition of each element and the frequency of update. Also, the proposer will develop a timeline
for migration and update of the data during the project.
Data standards are expressed as standard data definitions, code and value sets, business rules, Yes No
and technical specifications. The district believes that adherence to existing data standards will
increase data interoperability, portability, and comparability. The current quality assurance
processes of the district are very time-consuming and labor-intensive.
Data Integration Capabilities
The program must integrate data from the district Student Information System (SIS) and other 3rd Yes No
party applications, state databases, and assessments used by the district.
Security and Security Administration
The proposed solution will incorporate security features, which should include access controls, Yes No
audit trails, etc.
The solution must support encryption for data transfers and should have a hierarchical
role-based permission structure to manage who can view and make changes to data.
The proposed solution must allow remote access from outside the network without
compromising security.
The proposer must provide an overview of the security controls provided in their solution, describe Yes No
how their solution manages role-based security, and how this will be integrated into the proposed
single sign-on solution of the district.
Technical Requirements
Minimum Technical System Requirements that meet the client computing device standards Yes No
Windows PC Standards
a. Operating System - Windows 11 Education Yes No
b. Processor - Intel i5 or better Yes No
c. RAM - 8GB Yes No
d. Storage - 128 GB SSD (HDDs larger than 100 GB) Yes No
Chromebook Standards
The program must be fully compatible with district-used devices and should be in communication Yes No
with our technology department on updates and changes.
Capability with various devices ( Windows 11 laptops and Chromebooks, HP Thinkpad, HP
Devices) and fully function through the Chrome browser.
a. Operating System - Chrome OS (version 140.x or higher) Yes No
b. Display - 11.6" Screen with 1024x768 Yes No
c. Processor - 1.6 GHz Intel Celeron Processor or better Yes No
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