Special Education Document Creator and Tracking Solution

Ohio, USADue Wednesday, October 7, 2026

Client: —
RFP Number: SW-118771
Posted: —
Category: Software, System and Application
Budget: Looking for proposal
NAICS: —
Set-aside: —
Contact: —

Description

AI Generated

Columbus City Schools seeks a vendor to provide a robust, user-friendly special education document creator and tracking solution. The buyer requires a centralized solution that enables efficient management and tracking of special education documentation, including Individualized Education Programs (IEPs), Section 504 Plans, Evaluation Team Reports (ETRs), interventions, and related records, in compliance with state and federal regulations. The requested scope includes facilitating multi-user collaboration with audit trails, generating automated compliance reports and customizable data analytics dashboards, and integrating with existing solutions such as Infinite Campus and Unified Insights. Additionally, the solution must maximize federal reimbursement for special education-related services and reduce overall operating costs compared to the current system. The buyer limits eligibility to USA organizations (Onshore Only), and the vendor will perform all work offsite. The buyer asks vendors to submit proposals for the budget and has not provided key-date details or specific evaluation criteria in the source text.

Key solicitation details

AI-extracted from Special Education Document Creator and Tracking Solution RFP (SED-2026-0004)- 8-27-2026.docx. Confirm against the original documents before bidding.

Columbus City Schools is soliciting proposals for a special education document creator and tracking solution to manage IEPs, Section 504 Plans, ETRs, and MTSS interventions. The district serves approximately 45,000 students across 110 schools, including 10,313 students receiving special education services. Eligibility is limited to USA onshore organizations.

Issued by: Columbus City Schools
Deadline for submission of vendor questions: 09/15/26 4:00 p.m. local time
Deadline for Department personnel to provide answers: 09/18/26 4:00 p.m. local time
Post answers to vendor questions on Public Purchase: 09/23/26 4:00 p.m. local time
RFP response submission deadline: 10/07/26 4:00 p.m. local time
Distribute vendor responses to Evaluation Committee: 10/14/26 4:00 p.m. local time
Evaluation Committee virtual meeting for software test short list: 10/21/26 4:00 p.m. local time
Evaluation Committee virtual meeting for presentations short list: 10/28/26 4:00 p.m. local time
Notify vendors selected for presentations: 10/30/26 4:00 p.m. local time
Submit legislation to senior management: 12/16/26 4:00 p.m. local time
Submit legislation to Columbus Board of Education: 01/05/27 4:00 p.m. local time
How to submit: Electronic via Public Purchase
Submission details: Upload pricing sheet and electronically complete response form via Public Purchase. Software logins must be included. Do not reformat form, paste logos, or submit unrequested documents.
Contract term: Four years base period, with options to renew by providing written notice before expiration.
Place of performance: Offsite
Funding: Federal reimbursement for special education-related services

How proposals are evaluated

Compliance with relevant data privacy laws (FERPA/HIPAA) and clear data security plan
References from K-12 Districts with population of at least 30,000	3 points
LEDE Participation Goal (20% participation)	20 points
Price

Scope of work

Support all standard Ohio Department of Education (ODE) forms and custom district forms
Periodic scheduled data synchronization with Infinite Campus and integration with Unified Insights
Role-based user permissions for teachers, administrators, and coordinators
Simultaneous multi-user collaboration on student documents with access and change audit trails
Automated compliance reporting and customizable data analytics dashboards
Pre-written customizable text banks and digital signature acquisition and tracking
In-person, virtual, direct end-user, and train-the-trainer professional development options
24/7 system availability and 7:00 a.m. to 5:00 p.m. ET Monday through Friday technical support

Minimum qualifications

Onshore (USA Organization Only)
Registration as a business in the State of Ohio
Must meet all HIPAA and FERPA requirements for student data security and confidentiality
Ability to support system availability 24/7 and support access 7:00 a.m. to 5:00 p.m. ET Monday through Friday
Provide three references from past three years, preferably local K-12 districts with at least 30,000 students

Documents to include with the bid

Completed RFP Cover Page signed and dated by authorized representative
Completed Section F vendor answers regarding solution features and key personnel
Three business references with current email addresses
Completed pricing template uploaded to Public Purchase
Software logins for evaluation
Signed LEDE participation sections or completed LEDE Good Faith Efforts section

Verify important details

Document check

Confirm submission instructions and amendments with the issuing agency before responding.

5 available filesDocuments checked Aug 30, 2026