RFP TB-207489 Unified Enrollment and Registration System **SOURCING #136881**

Agency: Dallas Public Schools
State: Texas
Type of Government: State & Local
Category:
  • 58 - Communications, Detection and Coherent Radiation Equipment
  • D - Automatic Data Processing and Telecommunication Services
Posted: Dec 4, 2023
Due: Jan 9, 2024
Solicitation No: RFP TB-207489
Publication URL: To access bid details, please log in.
RFP TB-207489 Unified Enrollment and Registration System **SOURCING #136881**

Closing Date: 1/9/2024

Closing Time: 2:00 P.M.

Bid Package: RFP TB-207489 Unified Enrollment and Registration System **SOURCING #136881**

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PURCHASING DEPARTMENT
9400 North Central Expressway, Suite 1510, Dallas, TX 75231
(972)925-4100
Request For Proposal 136881
TB-207489 Unified Enrollment and Registration System
Dallas ISD rev 1.0
Page 1 of 44
Request For Proposal 136881 TB-207489 Unified Enrollment and Registration System
Buyer BRAZIEL, TERRY
Email TEBRAZIEL@dallasisd.org
1 Header Information
1.1 General Information
First Advertisement Date/Issue Date
Second Advertisement Date
Pre-Proposal Meeting
Questions Deadline
Questions Response from the District
Solicitation Due
Anticipated Evaluation & Sel
Anticipated Approval/Award
03-DEC-2023 08:00:00
10-DEC-2023 08:00:00
18-DEC-2023 10:30:00
20-DEC-2023 17:00:00
22-DEC-2023 17:00:00
09-JAN-2024 14:00:00
11-JAN-2024 10:30:00
22-FEB-2024 18:00:00
Pre-Proposal
A pre-proposal meeting will be held at 10:30 AM CST via TEAMS video conference on Monday,
December 18, 2023. Please submit (in writing) any questions regarding this RFP. Only written
questions will be considered. It is highly encouraged that all potential proposers participate and
attend the pre-proposal.
Join TEAMS Meeting: https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting
Meeting ID: 279 546 870 305
Passcode: CMzAmw
1.2 Terms
Initial Term: 3
Renewal 1: 1
Renewal 2: 1
Any contract that results from this solicitation and upon Mutual Agreement of the awarded vendor and the
District, may be extended not to exceed a total of 5 years(s). If either party intends not to renew the Contract,
that party must give written notice to the other party no fewer than ninety (90) days prior to the expiration of the
then current term of the Contract. If the District fails to timely exercise any of the options to renew, all remaining
options to renew shall expire and terminate
1.3 Requirements
LENGTH OF CONTRACT
The term of this proposal shall be for a three (3) year agreement with two (2) successive one (1) year
extensions based on the long-range needs of the District and mutual consent of both parties not to exceed
five (5) years total.
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
The Dallas Independent School District (Dallas ISD or District) is soliciting offers for the goods and/or
services specified in this document.
1. Questions concerning this solicitation document should be addressed, in writing, to the Buyer's Email.
2. Questions must be submitted by the deadline to allow sufficient time for responses prior to receipt/opening
date/time.
3. Responses to questions other than administrative questions will be provided to all potential offerors by
means of an addendum to the solicitation.
All vendors are encouraged to participate even if vendors are the sole source providers.
This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2CFR) Part 200
and ESSER (Elementary and Secondary Emergency Relief) requirements to procure vendors who provide
Dallas ISD rev 2.0
Page 2 of 44
Request For Proposal 136881 TB-207489 Unified Enrollment and Registration System
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
goods purchased by Dallas ISD using federal dollars. This proposal may be used with local, state, federal,
and grant-funded programs.
PURPOSE OF REQUEST FOR PROPOSAL (RFP)
This Request for Proposal (RFP) is for an Internet-Based Unified Student Application / Registration platform
to be used by Dallas ISD students, families, and staff to apply for school choice and complete annual
registration.
PROPOSAL SPECIFICATIONS
Successful Vendor must exhibit extensive experience in providing unified online application / registration
solutions including integration, installation expertise, training, and service support transition preferably for a
large urban school district. The Vendor should provide, in response to this RFP, references from previously
awarded and successfully implemented solutions with corresponding references, websites, and
documentation to support solid evidence of expertise.
At a minimum, the platform should provide processes in the following areas:
1. School Choice Selection(s): Ability to provide an online student application process for various choice
schools / programs that allows for two-way communication between school staff and student families.
Application allows for selection of district identified number of choice schools / programs.
2. School Choice Lottery(s): Ability to execute a variety of different-criteria lotteries for student choice
applications and handle student applications of those meeting lottery criteria but were not accepted due to
space availability (use of waitlist).
3. Registration: Ability to provide an online application to register returning students (students with a
previous enrollment in the district) and students new to the district.
4. Registration: The application should allow for population of current student demographic data from the
district's Student Information System for returning students (students with a previous enrollment in the
district).
5. School Choice Selection and Registration: Ability to support choice school applications and registration for
students Early Childhood - grade 12.
6. School Choice Selection and Registration: Registration for Pre-K students should allow parents to select
multiple school choices and allow for program questions and document upload specific to Pre-K registration.
7. School Choice Selection and Registration: All guardian pages and related registration forms must render
in English and Spanish.
8. School Choice Selection and Registration: Ability to support students registration for non-reporting
campuses with capture of student data and allow for document upload.
9. School Choice Selection and Registration: Ability to allow upload of student required documents and
formatting and printing of hard copy registration / application forms.
10. School Choice Selection and Registration: Provide a dashboard for school administrators to review
Dallas ISD rev 2.0
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Request For Proposal 136881 TB-207489 Unified Enrollment and Registration System
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
summary information and student application/registration status for students assigned to their school,
including non-reported campuses.
11. School Choice Selection and Registration: Ability for school staff to approve, hold, or reject choice school
applications and registrations.
12. Communication: Ability to communicate through multiple formats with guardian contacts, including ability
to send/schedule notifications or reminders of pending tasks / requirements.
13. Reporting: Provision or ability to create comprehensive reports of processes and status of student
applications / registrations including student demographics, including non-reported campuses.
DEMONSTRATION
1. Demonstration of all software proposed by respondents will be required.
2. Each finalist will have approximately two (2) hours for their onsite demonstrations.
3. The demonstrations are anticipated on January 11 & 12, 2024; proposers are encouraged to keep these
dates available.
4. The demonstration audience may include teachers, students, principals, and other stakeholders to provide
feedback to the evaluation committee.
PROPOSAL SPECIFIC REQUIREMENTS
Vendor Minimum Qualifications
1. Firm / vendor must have a minimum of 5 years' experience in education institution with experience
implementing the solution in one of the top 25 educational institutions in North America.
2. Should have a proven successful history of providing similar services in institutions of at least 50000
students or more.
3. Firm or controlling partners has not been involved in any lawsuits or judgements in the last 5 business
years.
4. Firm / vendor has successfully completed 3 implementations of the solutions within the last 2 years.
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Type
……………………………………………………………………………………………………………………………..
Provide your answer below
Implementation Protocols
Dallas ISD rev 2.0
Page 4 of 44
Request For Proposal 136881 TB-207489 Unified Enrollment and Registration System
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
1. Describe qualifications and experience of proposed Project Manager and Project Team for
implementation with associated resumes with documented experience implementing projects using PMI or
Agile methodologies. Certification in PMI or Agile Preferred.
2. Provide a sample of project artifacts / templates for the adopted project management plan (PMI / Agile)
including, charter, WBS, project management plan, project plan (schedule), risk register, communication
plan, PCR log, issue log, etc.
3. Describe the technical and business approach for implementation and transition into service.
4. Provide a recommended calendar or schedule for training, and any materials to support follow-up training.
5. Supply a list of items that are not supplied by the vendor (out of scope).
6. Provide an outline of the project budget with costs for each major element and any options for a payment
schedule.
7. Describe firm's approach to dual project management.
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Type
……………………………………………………………………………………………………………………………..
Provide your answer below
Project Assumptions
1. Hosted environment is within the United States.
2. Services may be performed both at Dallas ISD's work location (9400 North Central Expressway, Dallas,
Texas, 75231) or remotely limited to the continental United States.
3. The vendor may use personnel and resources in locations in North America, and third-party suppliers to
support the delivery of products and services.
4. The vendor must be available for project meetings both by phone and/or in person from 7:00 AM to 7:00
PM Central Time, Monday through Friday, except on U.S. national holidays.
System Requirements
Requirements are divided into sections. Please answer the questions that are in each section completely
along with detailed comments that support your solution's level of compliance. These are used as the focus
of our review.
Level of Functional Compliance
1. General Requirements
Dallas ISD rev 2.0
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