About this opportunity
AI summaryThe Newburgh Enlarged City School District seeks a cloud-based Identity and Access Management (IAM) and automated provisioning solution to automate the full account lifecycle for students and staff. The scope requires integrating with systems like Wincap, Student Information Systems, and HR databases to handle directory synchronization, Single Sign-On launchpads, self-service portals, and automated provisioning across Microsoft and Google platforms. Proposals are open to onshore US organizations with at least five years of experience in providing these services, including work with school districts. Applicants must submit proposals in two parts: Part I covering management credentials and five references, and Part II detailing cost and pricing information for 11,400 students. Vendors must send three original paper copies and one electronic copy on a thumb drive to the District's Purchasing Agent by November 10, 2026, at 10:00 AM. Questions are due by October 30, 2026. Evaluation criteria prioritize familiarity with similar school districts (45%) and cost of services (25%). The initial contract term begins February 1, 2026, running for approximately four months, with options to extend up to four additional years.
Buyer and opportunity details
- Client
- Newburgh Enlarged City School District
- Solicitation No.
- 11102026
Scope of work
- Integrate directly with primary source systems including Student Information Systems (SIS) and Human Resources (HR) databases for real-time lifecycle triggers
- Support automated provisioning across Active Directory, Entra ID (Azure AD), Google Workspace, and Microsoft 365
- Provide Role-Based Access Control (RBAC) rules for OU placements, security groups, email distribution lists, network drives, and software licenses
- Offer a customizable, user-friendly Single Sign-On (SSO) launchpad supporting SAML 2.0, OIDC, OAuth 2.0, and credential vaulting
- Provide integrated Multi-Factor Authentication (MFA) capabilities with configurable conditional access policies for staff and administrative users
- Deliver a self-service or delegated management portal for temporary access requests, password resets, and group membership management
- Maintain comprehensive, searchable audit logs tracking account creations, permission changes, and authentication events
- Deliver a cloud-native SaaS platform complying with state and federal data privacy standards including FERPA, COPPA, and NYS Ed Law 2-d
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Management and Qualifications | 30% |
| Familiarity similar School Districts - Prior experience with school districts | 45% |
| Cost of Services | 25% |
Minimum qualifications
- At least five (5) years' experience in providing access to school districts
- Necessary qualifications, certifications, and/or licenses pursuant to Federal and State law and regulation
- Ability to comply with State of New York laws and regulations
Documents to include with your response
- Part I: Management and Qualifications response
- Part II: Contract cost and pricing information (including line-item labor for installation on a separate document)
- Five (5) references (minimum 3 public school district references in New York State)
- Signed Addenda (if applicable)
- Attachment B - Signature Page
- Attachment C - Proposal Sheet
- Attachment D - Certificate of Insurance (COI)
- Attachment E - Non-Collusive Bidding/Proposal Certification
- Attachment G - Iran Divestment Act Certification (signed and notarized)
- Attachment H - Sexual Harassment Certification
Key dates
- Distribution of Requests for Proposal
- October 27, 2026
- Questions due
- no later than October 30, 2026
- Responses to questions returned
- November 3, 2026
- Proposals due
- November 10, 2026 @ 10:00 AM
- Approval by the Board of Education (tentative)
- November 24, 2026
- Effective date of award (tentative)
- February 1, 2027
How to submit
- Method
- Sealed hard copy and electronic copy on thumb drive
- Instructions
- Submit three (3) original copies and one (1) copy electronically on a thumb drive by hand delivery, regular mail, or courier to Purchasing Agent, Newburgh Enlarged City School District, 124 Grand Street, Newburgh, NY 12550. Email, fax, or telephone submissions are not permitted.
Contract details
- Term
- Commences February 1, 2027 through June 30, 2027 (approximately 4 months), with the option to extend for up to 4 additional 1-year periods upon mutual agreement.
- Place of performance
- Newburgh Enlarged City School District, Newburgh, NY
- Insurance and bonding
- Workers Compensation ($1,000,000 Employer's Liability); Comprehensive General Liability ($1,000,000 per occurrence, $2,000,000 annual aggregate for bodily injury and property damage, $2,000,000 personal injury aggregate); Professional Liability ($2,000,000 per claim, $4,000,000 aggregate). COI must name Newburgh Enlarged City School District as additional insured on a primary and non-contributory basis with 30 days prior written notice of cancellation.
- Funding
- Section 2-d of the New York State Education Law, FERPA, COPPA, General Municipal Law Section 103