About this opportunity
AI summaryThe buyer seeks a vendor to provide a comprehensive, cloud-based Student Support Services Management System. The platform must consolidate Special Education, Section 504, ELA/ML, Gifted and Talented, Mental Health Services, Health Services, and Medicaid-related documentation into a single system. The software will serve as a centralized hub supporting interdisciplinary collaboration, real-time access to student records, collaborative editing, version history, audit tracking, and user presence indicators. Eligibility is restricted to onshore USA organizations, and performance of the work will take place offsite. Responses may be submitted digitally via email or online, and the buyer is looking for proposals. All questions must be submitted no later than November 12, 2026. The contract period will run for five years.
Buyer and opportunity details
- Client
- Cherry Creek School District No. 5
- Solicitation No.
- 27-012
Scope of work
- Consolidate Special Education, Section 504, ELA/ML, Gifted and Talented, Mental Health, Health, and Medicaid documentation
- Serve as a centralized student information hub and record system
- Provide real-time collaborative editing, version history, audit tracking, and user presence indicators
- Deliver automated workflows, validation rules, compliance alerts, reminders, and notifications
- Integrate scheduler for providers and an Extended School Year (ESY) registration system
- Support data sharing with the District Medicaid billing vendor/claiming agent (ezEdMed)
- Provide single sign-on through Identity Automation (prefer SAML), sandbox environment, and training environment
- Deliver trial data migrations with reconciliation reports, training, and training materials
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Price | Not specified |
| Past performance | Not specified |
| Financial stability | Not specified |
| Technical capabilities | Not specified |
| Company experience and qualifications | Not specified |
Minimum qualifications
- Capability to fully perform all requirements defined by the RFP (experience, integrity, reliability, capacity, financial stability)
- At least three (3) references of similar clients
- Current SOC 2 Type II report or ISO 27001 certification
- Annual independent penetration tests
- Compliance with WCAG 2.1.AA technical requirements for software accessibility
Documents to include with your response
- Submission letter with executive summary and authorized signature
- Company background and references (minimum 3 references)
- Proposed Product(s) and Services summarized narrative description
- Proposed Team Resources and organizational structure with key team member resumes
- Separate Price Proposal
- Current IRS W-9
- Certificate of Insurance (COI) if applicable (if coming on property or in presence of students)
Key dates
- RFP Posted on BidNet
- November 4th, 2026
- Written Inquiry Deadline
- November 12th, 2026
- Response to Written Inquiries
- November 19th, 2026
- RFP Due Date
- December 9th, 2026 Time: 2:00 PM (MST)
- Oral Presentations (At District’s Sole Discretion)
- Tentatively January 7th – 15th, 2027 (subject to change)
- Contract Award
- Tentative
How to submit
- Method
- Electronic via Rocky Mountain BidNet Direct
- Instructions
- Uploaded and submitted through Rocky Mountain E-Purchasing (BidNet) EBS portal. Price proposal must be provided separate from the technical proposal.
Contract details
- Term
- Initial award term shall not exceed one year, with options to renew for up to four (4) additional one-year periods (total not to exceed five years).
- Insurance and bonding
- Workmen’s compensation insurance per applicable laws; Comprehensive automobile liability insurance with minimum limits of $1,000,000; CCSD named as additional insured; COI required within specified timeframe (COI not required if supplier is not coming on property or in presence of students). Performance/payment bonds may be required.