Request for Proposal Student Records Management and Fulfillment Platform Rochester City School District 131 West Broad Street Rochester, NY 14614 Date Issued: July 2, 2026 Due Date: August 18, 2026 RCSD RFP – Student Records Management & Fulfillment Platform Table of Contents Purpose 2 Proposal Information 3 Communications/Correspondence 3 Vendor Questions 4 Time Frame 4 Organization Profile 4 Current Status 5- 6 Desired Outcomes 7 Requirements and General Specifications 7- 9 Cancellation or Amendment of RFP 9 Proposal Response Format 10-11 Selection Process 12 Conditions of RFP and Contractual Intent 12 State Finance Law §165-a 13 Respondent’s Costs 13 Ownership of Submissions 13 Contract Negotiations 13 Rejection of Submission 13 Award 13 Contract Term 14 General Liability Insurance 14 Professional Liability Insurance 14 Workers’ Compensation 15 Fingerprinting 15 New York State Retiree 15 Payment Terms 15 Non-Collusive Bidding Certification (Appendix A) 16 RCSD RFP – Student Records Management & Fulfillment Platform PURPOSE The purpose of this RFP is to identify qualified vendor(s) capable of delivering modern, scalable, and secure solutions that collectively support the District’s transition to an all-electronic student cumulative record environment. Through this RFP, the District intends to procure services and systems that enhance operational efficiency, strengthen data security and regulatory compliance, improve access to records for authorized users, and ensure the long-term preservation and integrity of student and District records in accordance with New York State and federal requirements. The District envisions a future state where student cumulative records and District-level documents are managed through a unified, secure, and fully integrated electronic ecosystem. This modern environment will eliminate fragmented workflows, replace manual processes with intuitive digital systems, and provide authorized staff with role-based access to vital information. Ultimately, this transition will deliver high-quality, responsive customer service to current and former students while ensuring the long-term preservation and integrity of records in a manner that reflects the District’s commitment to data privacy and operational excellence. *** Prospective providers may respond to this proposal in its entirety, or for any combination of these 4 service areas: A. Document Digitization B. Digital Document Storage C. Records Request and Fulfillment D. Electronic Student Cumulative Records System Vision: A Unified Digital Workflow Our primary goal is to update and/or consolidate three currently fragmented service areas - Document Digitization, Digital Document Storage, and Records Request and Fulfillment and introduce an Electronic Student Cumulative Records System into one seamless digital environment. At the School Level ● Records produced at the central office level are automatically inserted into students’ cumulative folders as necessary. When a new physical document arrives at the school, it is immediately scanned by school staff and indexed into the Electronic Student Cumulative Record. ● Authorized school staff can view a comprehensive, "360-degree" digital folder for every student via Sign-On. ● The digital folder is dynamically linked to PowerSchool SIS, ensuring that student identifiers and demographics are always accurate. ● When a student transfers between District schools, their complete digital history is available to the new building instantly, eliminating delays in service or placement. At the District Level: ● Office of Student Records staff transition from being physical document handlers to digital record curators. The reliance on paper archives is replaced by a high-resolution, OCR-indexed digital repository. ● Staff oversee an automated intake process where older physical holdings are systematically converted into searchable digital assets. Page 2 RCSD RFP – Student Records Management & Fulfillment Platform Page 3 ● Staff manage the entire document lifecycle, from active K-12 status to long-term archiving, in a single user- friendly interface, in strict accordance with state and federal guidelines. ● Staff utilize advanced search tools to locate any record swiftly, ensuring that historical microfiche and modern digital files are equally accessible within the same secure environment. In Our Community: ● The records requester experiences a modern, "self-service" model that prioritizes speed and security. Whether a former student is applying for a job or a university is verifying a transcript, the process is entirely digital. ● Requesters submit applications through a secure, user-friendly web interface that allows for electronic payment and identity verification. ● Once a request is validated, the system facilitates the secure, encrypted delivery of the certified record. ● Requesters receive automated status updates, providing a high-quality customer service experience that reflects the District’s commitment to operational excellence and data privacy. PROPOSAL INFORMATION The District officially distributes Request for Proposal (RFP) documents through the Empire State Municipal Purchasing Group’s Bid Notification System (BidNet). Copies of RFPs or Proposal bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain RFPs or Proposal bidding documents from the Empire State Bid Notification System are guaranteed to receive addendum information if such information is issued. Proposal Due Date: Proposals must be received in the Purchasing Department no later than 2:30 p.m. (Eastern Standard Time), August 18, 2026. Vendors must submit one (1) signed original Proposal response within a one-inch binder clearly marked “Original” to the address below. Additionally, a copy of the Proposal must be submitted on a thumb drive which must not exceed 100mb and shall contain the Proposal, Appendices and any attachments. Purchasing Department Attn: Rene Van Cleef, Buyer Rochester City School District 131 West Broad Street Rochester, New York 14614 Proposals must be received by the Purchasing Department by the time and date shown above. All Proposal responses must fit within a one inch three-ring binder. COMMUNICATIONS/CORRESPONDENCE All communications and correspondence relative to this Proposal should be sent by email to: Rene.VanCleef@rcsdk12.org Rene Van Cleef, Buyer Please use “Student Records Management” in the subject line RCSD RFP – Student Records Management & Fulfillment Platform Page 4 VENDOR QUESTIONS To assist any and all vendors in obtaining clarity of scope and a clear understanding of the requirements of this RFP, vendors may present clarifying questions. All questions must be submitted via email to Rene Van Cleef ( Rene.VanCleef@rcsdk12.org) by Noon (EST) on July 17, 2026. A Pre-Proposal Conference virtual meeting/call will be held on July 28, 2026 to provide an opportunity for vendors to have their written questions answered, as well as an occasion for additional clarification of the Proposal. Please Email Rene.VanCleef@rcsdk12.org by Wednesday, July 27, 2026 at 3:00 EST if your firm is interested in participating in the conference call. TIME FRAME The following timeline is subject to change by the District: Event Date Time Issue RFP July 2, 2026 Submit Written Questions July 17, 2026 12:00 Noon (EST) Pre-Proposal Conference Meeting/Call July 28, 2026 TBD Proposal Deadline August 18, 2026 2:30 p.m. (EST) Vendor Presentations September, 2026 Day/Time: TBD Selection of Vendor(s) TBD ORGANIZATION PROFILE The Rochester City School District (“RCSD” or “District”) is located in western New York State on the south shore of Lake Ontario and is bisected by the Genesee River. It has a city population of over 200,000 and a metropolitan population of over 700,000. The Rochester City School District (RCSD) serves approximately 21,000 students in grades K-12 across 39 schools and five (5) programs in the 2025-26 school year and employs approximately 5,436 full-time employees. The District’s website is: www.rcsdk12.org. The ethnic makeup of the student population is 49 percent African American, 35 percent Hispanic, 9 percent Caucasian and 7 percent Native American, Asian, and other minorities. There are 42 different languages spoken within the student population. The District’s website is: www.rcsdk12.org. CURRENT STATUS RCSD RFP – Student Records Management & Fulfillment Platform Page 5 Currently, the District utilizes separate vendors for three of the four desired service areas: Document Digitization, Digital Document Storage, and Records Request and Fulfillment System. While this workflow has met the basic needs of the District and is compliant with all regulations and guidelines, we seek ways to optimize our workflows and become more efficient. Student records originate from all District schools serving K-12 students as well as the RCSD Central Office. The District currently uses portions of 2 separate buildings for physical storage of student records, 30 Hart Street facility and School With Walls. A. Document Digitization When a student graduates from one of our schools, the school retains student records for seven years. At the conclusion of this time, records are purged and sent to the Office of Student Records. We use a vendor to digitize those records for storage (currently Avalon). Student Records staff then arranges for secure destruction of the original files and loads digital documents into our digital document storage service (see PaperVision below). This routine digitization would be 2,000 student folders each year. The Office of Student Records currently houses and archives physical copies of records spanning prior decades. It would be beneficial to digitize the following physical holdings: ● Processing and Archiving of Inactive Folders K-8: When a current K-8 student goes inactive, the school sends them to the Office of Student Records for retention. The Office processes almost 2,000 physical folders each year and currently houses ~5,500 student cumulative folders (600K sheets of paper assuming an average of 100 sheets per folder). ● Archived Special Education Folders: The Hart Street facility also contains special education student documentation from the year 2000 to the present (18,176 folders or ~3.6M sheets of paper). ● Microfiche & Miscellaneous Documents: 4 file cabinets full of microfiche are stored at 30 Hart Street along with ~30 additional file cabinets of miscellaneous documentation. Relatedly, other RCSD Departments have document digitization needs (Human Capital, Legal, etc). The selected vendor could potentially serve those Departments as well. Historically, the contract with Avalon has amounted to over $20K per year for digitization services for student records and other Departments. Critical Needs & Considerations ➔ Currently, RCSD staff load digital files into storage, maintain a database of records, and arrange for secure destruction. It would be beneficial for the digitization vendor to take over all of these functions. ➔ The District has a huge archive of physical stores of records. The vendor would need to support a multi-year plan for digitization. RCSD RFP – Student Records Management & Fulfillment Platform Page 6 B. Digital Document Storage PaperVision: Currently, the District stores ~825GB of files on the PaperVision platform, with student records comprising about 75% of that storage. The other 25% are largely related to Payroll. The Office of Student Records actively uploads new files on PaperVision, while Payroll/HR Departments only access existing files. RCSD has a relatively small number of active users (15-20) on this software. DocuShare DocuShare was used to store digitized student records before PaperVision, and selected records still reside on DocuShare therefore both systems are currently utilized. Critical Needs & Considerations ➔ Any potential vendor will need to be able to migrate existing documents from both PaperVision and DocuShare to their platform. ➔ Internal need: before discontinuing any platforms, we must ensure the needs of all users are accounted for. C. Records Request and Fulfillment System The Office of Student Records has an obligation to fulfill requests for student records from former students and families, community organizations and agencies, and internal District staff and Departments. ● Online Requests: We currently use the Scribbles (to be transitioned to Parchment) online order system to respond to external requests. On average, the office receives over 4,000 online requests per year. ● Phone and eMail Requests: The two full-time staff members in the Office of Student Records routinely field phone call and email requests from both internal and external parties. Historically, there have been no systems to quantify the number and/or type of requests coming in through phone or email. Critical Needs & Considerations ➔ Any potential vendor will need to be able to migrate existing documents from both PaperVision and DocuShare to their platform. D. Electronic Student Cumulative Record Folder System The District does not currently employ an Electronic Student Cumulative Record Folder System. We are a system that includes over forty separate schools and programs. The transition to an electronic system for student cumulative record folders will be a significant change for staff, requiring complex and nuanced planning, multi-year implementation, and transitional support to facilitate the shift from paper to digital. Critical Needs & Considerations ➔ Any selected vendor should have experience with this work in other districts and provide planning and implementation support throughout multiple years. ➔ nternal need: Moving to electronic student records will be a huge shift that affects ery one of our locations. A significant amount of time and resources must be invested in communication, planning, testing, and training for this to work. RCSD RFP – Student Records Management & Fulfillment Platform Page 7 DESIRED OUTCOMES To evaluate the effectiveness of the selected vendor(s) and the overall project, the following metrics will be tracked: ● Digitization Progress: Completion and implementation of a multi-year plan to digitize existing stores of student records. ● System Integration: Successful migration of approximately 825GB of data from legacy systems like PaperVision and DocuShare into the new unified platform without data loss. ● Fulfillment Responsiveness: Reduction in processing time for the 4,000+ annual online records requests and improved tracking of phone and email requests. ● Security and Audit Compliance: 100% adherence to NYS ITS cybersecurity standards and NYS Ed Law §2-d; zero unauthorized access incidents, verified through comprehensive audit logs of all record interactions. ● User Adoption and Training: Successful phase-in of the Electronic Student Cumulative Record Folder System across all school locations ● Data Accuracy: High-resolution scanning and OCR quality assurance checks that ensure all digitized records are legible, searchable, and correctly indexed to student identifiers. REQUIREMENTS AND GENERAL SPECIFICATIONS In Section #2 of the Proposal Response Format, please include, at a minimum, a response to the following statements: The Rochester City School District, a public district in New York State, is seeking proposals from qualified vendors to provide comprehensive services and systems to convert, manage, store, and fulfill requests for student cumulative record files and other District records in an all‑electronic environment. We seek services in four specific areas: A. Document Digitization B. Digital Document Storage C. Records Request and Fulfillment System D. Electronic Student Cumulative Record Folder System The selected vendor(s) must provide solutions that are secure, scalable, compliant with all applicable federal and New York State laws and regulations, and aligned with current best practices and technologies for large public school districts. Given the sensitive nature of the service, including access to confidential client files, court documents, contracts, and financial records, etc, vendors must have systematic plans to prevent unauthorized access, disclosure, or sharing of the records. They must have policies that meet or exceed requirements and that define access to documents and security controls. Vendors must specifically have expertise and knowledge about federal and NYS legal requirements for these services and how they should be provided. All contracts and services are expected to be in compliance with all applicable District data privacy and confidentiality policies and adhere to the District’s Data Privacy Agreement. Policies include: ● Family Educational Rights and Privacy Act (FERPA) ● New York State Education Law §2‑d and related regulations and guidance ● NYSED Records Retention and Disposition Schedule LGS‑1 (and any successor schedules) ● Applicable NYS Office of Information Technology Services (ITS) cybersecurity standards ● Applicable NYS Archives guidance for electronic records ● Board of Education policy 5500 RCSD RFP – Student Records Management & Fulfillment Platform Page 8 All services must be compatible with existing District platforms including: ● PowerSchool SIS ● Frontline ● SchoolLinks ● PowerSchool Parent Portal ● Welligent ● And other third-party educational vendors Vendors may respond to one or more of the four service areas identified below, but preference may be given to integrated solutions. Qualifications for all vendors include: ● Demonstrated experience serving large K‑12 public school districts or comparable public sector entities. ● Ability to scale to District size and future growth. ● Clear documentation of cybersecurity posture and incident response procedures, and compliance with all applicable NYS procurement, data privacy, and information security requirements. Completion of the the RCSD Data Privacy Agreement which is derived from the NYS Model Agreement. ● Commitment to keeping systems current with evolving technology and regulatory standards. ● The District requires a single sign-on method for digital services using Azure/Microsoft Entra ID Service Area A: Document Digitization The vendor shall provide a comprehensive record-scanning and indexing service to convert paper student and District records into secure, high-quality, indexed electronic records. ● Secure intake, transport, handling, and tracking of physical student records from District facilities. ● High‑resolution scanning, sufficient to ensure legibility and long‑term archival quality. ● Support for multiple document sizes and formats commonly found in student cumulative records. ● Optical Character Recognition (OCR) to enable full‑text search where feasible. ● Indexing and metadata tagging aligned to District‑defined student identifiers, document types, dates, and retention categories. ● Quality assurance processes to ensure accuracy, completeness, and proper association with student records. ● Secure return, storage, or certified destruction of physical records as directed by the District and in accordance with NYS retention requirements. ● Digitization processes must protect the confidentiality of student education records at all times. ● Vendor staff handling records must be trained in FERPA and NYS Education Law §2‑d requirements. ● Chain‑of‑custody documentation must be maintained. ● Digitize microfiche and other media Service Area B: Digital Document Storage The vendor shall provide secure, reliable, and scalable digital storage for student cumulative records and related documents. This includes existing digital records (over 800GB) as well as future documents to be digitized. ● Storage of records in a secure cloud-based infrastructure in electronic formats suitable for long‑term retention, including permanent records. ● High availability, redundancy, and disaster recovery capabilities. ● Ability to store and manage large volumes of records for a district with tens of thousands of students and several thousand employees. ● Support for data migration, export, and system transitions without vendor lock‑in. ● Retention management tools that support NYS Archives retention schedules, including permanent retention where required. RCSD RFP – Student Records Management & Fulfillment Platform Page 9 ● Encryption of data at rest and in transit. ● Role‑based access controls with least‑privilege principles. ● Multi‑factor authentication for users. ● Audit logs capturing access, changes, downloads, and disclosures of records. ● Transitional support services and staff training to move current digital records into the new system ● A user-friendly system that allows for indexing, searching, and retrieval Service Area C: Records Request and Fulfillment System The vendor shall provide a secure electronic system to manage requests for student records and fulfill such requests in compliance with FERPA and NYS law. ● Secure intake of records requests from parents, eligible students, authorized third parties, and other educational institutions. ● Identity verification and authorization controls. ● Workflow management to track requests from receipt through fulfillment. ● Configurable timelines to ensure statutory compliance with inspection and review deadlines. ● Secure electronic delivery of records and/or controlled physical fulfillment where required. ● Automated logging of disclosures for FERPA compliance. ● Ability to generate disclosure logs and compliance reports. ● Audit logs capturing access, changes, downloads, and disclosures of records. ● Retention of request and fulfillment records in accordance with NYS retention schedules. ● Configurable rules to limit disclosures based on role, consent, and legal authority. Service Area D: Electronic Student Cumulative Record Folder System The vendor shall provide an electronic system that serves as the official student cumulative record folder for each student in the District. ● Centralized electronic cumulative record folder for each student. ● Ability to organize records by document type, date, and District‑defined categories. ● Secure, role‑based access for authorized staff across schools, departments, and roles. ● Integration or interoperability with the District’s Student Information System (SIS) and other relevant systems. (including PowerSchool, Frontline, SchoolLinks, PowerSchool Parent Portal, Welligent, and other third-party educational vendors) ● Search, filtering, and retrieval capabilities at scale. ● Support for FERPA‑compliant inspection and review by parents and eligible students. ● Support for amendment requests and documentation of outcomes. ● Version control and preservation of record integrity. ● Configurable workflows and permissions aligned with District policies. ● Reporting tools related to access, usage, and compliance. ● Audit logs capturing access, changes, downloads, and disclosures of records. ● Vendor‑provided implementation, configuration, training, and ongoing support. CANCELLATION OR AMENDMENT OF RFP The District reserves the right to cancel or amend this RFP at any time and will notify all known RFP recipients accordingly. RCSD RFP – Student Records Management & Fulfillment Platform Page 10 PROPOSAL RESPONSE FORMAT It is imperative that all Proposals follow the same format. Respondents must adhere to the structure outline shown below and use a tab for each of the following ten (10) headings in your Proposal: 1. Cost Estimate: Please complete the following Excel cost template published with the RFP document: “RCSD Cost Template-Student Records Management & Fulfillment Platform RFP_FINAL.xlsx”. In the Excel file, please closely review the “Cover Page” tab that includes general instructions, Please return the Excel workbook with completed Cost Estimates along with your PDF proposal. • Include a completed and signed Non-Collusive Bidding Certification (Appendix A). • Include a completed and signed W-9 (page 18 below) and Vendor Application (page 19 below). Include your most current M/WBE Certification form, if applicable. NOTE: The Rochester City School District recognizes that industry leaders in this arena are more in tune with standard / best practices within the marketplace as it relates to pricing methodologies and cost models. As part of this RFP process, we are open to enhancing the accompanying cost template. If you would like to propose an improvement in the way we are looking to represent costs, in any of the four service areas, please notify RCSD (rene.vancleef@rcsdk12.org) by email. We will review and, if appropriate, communicate the additional / alternative approach in the pre-proposal call and/or via an addendum published on BidNet. 2. Detailed Scope of Services: A detailed scope of services must be included in the Proposal. Respond to requirements listed in the Requirements and General Specifications Section (page 4) and at a minimum give a detailed response to the statements listed. 3. Condensed Summaries: In the Excel workbook provided, titled “Supplier Condensed Response Summaries-RFP Student Records Management & Fulfillment Platform”, please write condensed summaries (150 – 200 words) for each of the requirements listed. The intent of this section is to have you explain very concisely the heart of your more detailed response in your proposal. In your condensed summary, please provide the page number(s) of the detailed proposal as a cross-reference to the more comprehensive response. Completing these summaries is a requirement for your RFP proposal to be deemed ‘responsive’. 4. Vendor Resources: Include the professional qualifications of the anticipated support staff to be available for the programs specified in your Proposal. Include resumes of the qualified consultants within your organization to demonstrate expertise for the minimum vendor resources required in your Proposal. RCSD RFP – Student Records Management & Fulfillment Platform Page 11 5. Experience: Background/History of your company Level of experience and at least three (3) references for engagements with clients of equal or greater size, including experience with clients in other Public Sector and/or K-12 environments. Include any urban school districts that you have engaged with your product. Include contact information for all references. 6. Corporate Summary: Name of Company: Contact Name & Title: Street Address: City, State, Zip: Telephone: Email: Fax: Federal Tax Id #: Company URL, if available: 7. Please provide acceptance of RCSD contract terms per sample contract provided in BidNet. 8. Describe any recommendations or suggestions above and beyond the requirements listed in this request. Include any additional costs related to these suggestions. 9. In this section, please comment on the following non-discrimination clause: Any determination in a final order of the Commissioner of the New York State Division of Human Rights, other State or Federal agency, or dispositive decision, or order of a court of law that the bidder engaged in discriminatory or unlawful conduct under the Age Discrimination in Employment Act (the "ADEA"), Title VII of the Civil Rights Act of 1964, as amended, 42 U.S.C. 1981, 1983, 1985 and 1988, the Rehabilitation Act of 1973, the Americans with Disabilities Act, the Equal Pay Act, the New York Human Rights Law, Civil Service Law, Social Services Law or any other State or Federal statute or regulation intended to protect the civil rights of individuals. 10. In this section, please comment on the following non-discrimination clause: Any criminal conviction concerning formation of, or any business association with, an allegedly false or fraudulent Minority or Woman-Owned Business Enterprise (M/WBE), or any denial, decertification, revocation or forfeiture of M/WBE status by New York State. 11. Quarterly Performance Review Meetings: Contractor shall agree to quarterly business review (QBR) meetings. These meetings will provide an opportunity to review key performance indicators (KPIs), identify improvement opportunities, and track related action items. Please provide the following as part of your Proposal: RCSD RFP – Student Records Management & Fulfillment Platform Page 12 1. A proposed Quarterly Business Review (QBR) agenda, outlining recommended reporting components, discussion topics, and action item reviews and follow-up. 2. A proposed set of Key Performance Indicators (KPIs) of both activity measures and service quality measures that the District may use to evaluate program implementation, overall vendor performance, and improvement opportunities. SELECTION PROCESS After the District’s evaluation team has reviewed all of the Proposals and have completed the supplier interviews, the members will make a decision based upon the best value, service, capabilities and experience that each supplier offers. The vendor selection will be evaluated on the following criteria: Financial Evaluation 30% Product Match With Desired Outcomes 35% Quality of Contracted Consultants 15% References 10% Program Value-Added/ Enhancement 5% M/WBE Outreach Program 5% Selection may result in multiple awards. CONDITIONS OF RFP AND CONTRACTUAL INTENT 1. The issuance of the RFP constitutes only an invitation to submit a response to the District. It is not to be construed as an official and customary invitation to bid, but as a means by which the District can facilitate the acquisition of information related to the purchase of services. 2. The District reserves the right to determine, in its sole and absolute discretion, whether any aspect of the submission satisfactorily meets the criteria established in this RFP, the right to seek clarification from any Respondent(s), the right to negotiate with any Respondent(s) whether or not they submitted a response, the right to reject any or all submissions with or without cause, and the right to cancel and/or amend, in part or entirely, the RFP. 3. The RFP does not commit the District either to award a contract or to pay for any costs incurred in the preparation of a submission. Submitting a response shall neither obligate the District nor entitle the Respondent to enter into a contract with the District. 4. It is understood that any submission received and evaluated by the District can be used as a basis for direct negotiation of the cost and terms of a contract between the District and the particular Respondent. In submitting a response, it is understood by the Respondent that the District reserves the right to accept any submission, to reject any and all submissions and to waive any irregularities or informalities that the District deems is in its best interest. 5. In the event that this RFP is withdrawn by the District for any reason, including but not limited to, the failure of any of those things or events set forth herein to occur, the District shall have no liability to Respondent for any costs or expenses incurred in connection with this RFP or otherwise. Accordingly, each submission should be submitted in the most favorable terms of costs and programmatic RCSD RFP – Student Records Management & Fulfillment Platform Page 13 considerations and in a complete and understandable form. The District reserves the right to request additional data, oral discussion, or a presentation in support of the written submission. 6. The District is not obligated to respond to any submission nor is it legally bound in any manner whatsoever by the submission of a response. It is the intention of the District to enter into a contract with the Respondent with which the District can make the most satisfactory arrangements for its needs. STATE FINANCE LAW §165-a Pursuant to State Finance Law §165-a, the Commissioner of General Services is required to develop a list of persons it determines engage in investment activities in Iran, which is defined as provision of goods, services or credit of $20,000,000 or more, relating to the energy section. By submission of this Proposal, the agency identified herein, and each person signing on behalf of the agency certifies, and in the case of a joint Proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and behalf, that this agency is not on the list created pursuant to paragraph (b) of subdivision 3 Section 165-a of the state finance law. RESPONDENT’S COSTS The District shall not be responsible for any costs incurred by Respondent in connection with this RFP. Respondent shall bear all costs associated with submission preparation, submission and attendance at presentation interviews, or any other activity associated with this RFP or otherwise. OWNERSHIP OF SUBMISSIONS Upon submission, all responses become the property of the District. The District reserves the right to use the information and any ideas presented in any submission in response to the RFP, whether or not the submission is accepted. CONTRACT NEGOTIATIONS The Respondent agrees that the District may use any part of the submission as the basis for negotiating the contract. REJECTION OF SUBMISSION The District, in its sole discretion, may reject any submission based on the format and submission requirements, or based on any other requirement in this document. The District’s right in rejecting or retaining any and all submission is broad and it is at the sole discretion of the District. AWARD This Proposal may be awarded to more than one firm if it is in the best interest of the District to do so. RCSD RFP – Student Records Management & Fulfillment Platform Page 14 CONTRACT TERM Services cannot be provided and expenses cannot be incurred until an Agreement has been fully executed. The contract resulting from this RFP shall begin upon BOE approval and end upon work completion and may be renewable for up to four (4) additional one-year terms, subject to any required Superintendent and Board of Education approval. Extension options shall be exercised at the sole option and discretion of the Rochester City School District. Continuance of any contract shall be dependent upon the contractor's ability to provide satisfactory service as set forth in this RFP. GENERAL LIABILITY INSURANCE The Vendor shall provide proof of General Liability Insurance, naming the Rochester City School District, 131 W. Broad Street, Rochester, NY 14614 as an additional insured, acceptable to the District, duly subscribed an insurance carrier, in the following amounts required by the District: ● $1,000,000 per occurrence ● $2,000,000 aggregate Primary, non-contributory: For any claims related to an agreement, the Vendor’s insurance coverage shall be primary insurance with respect to the District, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the District, its officers, officials, employees or volunteers shall be excess of the Vendor’s insurance and shall not contribute with it. If required: Sexual Abuse and Molestation insurance, either under the General Liability Insurance or in a separate policy, with coverage not less than one million dollars ($1,000,000). Any insurance coverage for sexual abuse and molestation insurance written on a claims made basis shall remain in effective for a minimum of one (1) year following the expiration of an agreement. The insurance company must be licensed by the State of New York and have a rating of B+ or better as listed in the most recent “Best Key Rating Guide.” The certificate shall contain a thirty (30) day cancellation clause which shall provide that the District be notified not less than thirty (30) days prior to the cancellation, assignment or change of the insurance policy. The Vendor shall also give at least thirty (30) days notice of such cancellation, amendment or change, any of any lapse of insurance coverage under the Agreement. If the Vendor elects not to obtain General Liability Insurance under an Agreement, the Vendor must complete and submit for approval to the Office of General Counsel, a “Waiver of General Liability Insurance” form. Waiver of general liability insurance does not release the Vendor from responsibility for any claim or demand. PROFESSIONAL OR EDUCATORS LIABILITY INSURANCE Vendor shall procure at its own expense professional liability insurance for services to be performed pursuant to an agreement, insuring the Vendor against malpractice or errors and omissions of the Vendor, in the amount of $1,000,000 (One Million Dollars). The Vendor shall provide the District with a Certificate of Insurance from an authorized representative of a financially responsible insurance company evidencing that such an insurance policy is in force. The certificate shall contain a thirty (30) day cancellation clause which shall provide that the District be notified not less than thirty (30) days prior to the cancellation, assignment or change of the insurance policy. The Vendor shall also give at least thirty (30) days notice of such cancellation, amendment or change, and of any lapse of insurance coverage under the Agreement. RCSD RFP – Student Records Management & Fulfillment Platform Page 15 WORKERS’ COMPENSATION Vendor shall secure compensation for the benefit of, and keep insured during the life of an Agreement, any and all employees as are required to be insured under the provisions of the Workers’ Compensation Law of the State of New York or the State of Vendor’s residence, whichever may apply. Vendor shall provide proof acceptable to the District, duly subscribed by an insurance carrier that such Workers’ Compensation coverage has been secured or provide a Certificate of Attestation, Form CE-200, from the New York State Workers’ Compensation Board at http://www.wcb.ny.gov. FINGERPRINTING Pursuant to the New York State Department of Education (NYSED), Vendor and/or employees/subcontractors providing services under an Agreement, who will have direct student contact, for five (5) days or more, shall obtain fingerprinting clearance. Vendor must submit a list of all employees/subcontractors who will be providing services under an agreement, and proof to the District of such fingerprinting clearance, prior to commencement of services. Vendor shall not permit any individual who has not satisfied these requirements to provide any services under an Agreement. The District may, in its sole discretion, may terminate an Agreement, where a Vendor has failed to meet the requirements of this paragraph. Vendor shall make no demand for, nor be entitled to receive, any additional compensation of any kind for any and all fees and costs for fingerprinting clearance procedures. Vendor shall immediately notify the District in a manner consistent with an Agreement if any individual subject to fingerprinting clearance has been arrested and/or charged with a felony or misdemeanor in any jurisdiction. NEW YORK STATE RETIREE All contracts with anyone who is a NYS employee or a retiree in the NYS Retirement System, who joined prior to May 31, 1973, must obtain NYS approval of the contract. This approval may take up to four (4) weeks to receive approval and is the vendor’s responsibility to provide the draft contract to the state. The response, received back from the state, must be provided to the District to continue to process the contract request. PAYMENT TERMS No pre-payment will be made prior to services being provided. EdenRed – The Rochester City School District is now processing vendor payments through an Electronic Program through EdenRed, a JP Morgan Chase Bank affiliate. The Electronic Program is a more simplified, efficient and cost-effective method of remitting payments for approved expenditures. This payment program provides a faster payment to the vendor without the cost of check processing. The electronic process is the preferred method of payment and the District reserves the right to make usage of this process a requirement. Vendors may choose either ACH, Virtual Credit Card, or Check payment for reimbursement. Payment terms are Net30. Late fees and interest penalties will not be allowed. RCSD RFP – Student Records Management & Fulfillment Platform APPENDIX A NON-COLLUSIVE BIDDING CERTIFICATION By submission of this bid, each responder and each person signing on behalf of any responder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: (1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other responder or with any competitor; (2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the responder and will not knowingly be disclosed by the responder prior to opening, directly or indirectly, to any other responder or to any competitor; and (3) No attempt has been made or will be made by the responder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. A bid shall not be considered for award nor shall any award be made where (1), (2) and (3) above have not been complied with; provided however, that if in any case the responder cannot make the foregoing certification, the responder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore. Where (1), (2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof to which the bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition. The fact that a responder (a) has published price lists, rates, or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning of this certification. Any bid hereafter made to any political subdivision of the state or any public department, agency or official thereof by a corporate responder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law and where such bid contains the certification referred to in paragraph one, shall be deemed to have been authorized by the board of directors of the responder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation. BY *Legal Name of Firm or Corporation Authorized Signature Address Typed Name Of Authorized Signature & Title City, State, Zip Code Telephone/Date *Indicate the complete legal name of your firm or corporation. Do not abbreviate. If a corporation, use name as it appears on corporate seal. Page 16 RCSD RFP – Student Records Management & Fulfillment Platform Page 17 Rochester City School District Purchasing Department, Rochester, New York RCSD RFP – Student Records Management & Fulfillment Platform Page 18 VENDOR APPLICATION IMPORTANT: This application must be completed in its entirety. Any data left blank or not provided may result in delays processing your application. Please email application to PURCHASINGDEPT@RCSDK12.ORG or fax to 585/262-8411, Attn: Ella Harbison. If you have any questions, please call 585/262-8765. SECTION 1 – LEGAL NAME OF FIRM OR CORPORATION (Please Type or Print legibly. All fields required) Company Name 1 Company Name 2 (dba, Division, subsidiary, etc.) SECTION 2 – ADDRESSES (Please Type or Print legibly. All fields required) 2A – PURCHASE ORDER ADDRESS-If indicating a PO Box below, please add a physical address as a secondary location. 2B – INVOICES/PAYMENT ADDRESS Address 1 Address 1 Address 2 Address 2 City State City State Zip Code Country Zip Code Country Telephone Extension Telephone Extension Toll Free Toll Free Fax Fax Website http:// Website http:// Email Email Contact Contact Title Title The District prefers to email Purchase Orders to a general Customer Service Center address. Please choose one box below indicating your preference for receiving Purchase Orders. (Orders will be transmitted to Column 2A - Purchase Order Address.) Email Fax SECTION 3 – COMPANY INFORMATION (Please Type or Print legibly. All fields in 3D through 3H are required. You may choose to complete fields in 3A through 3C. 3A – ETHNIC GROUP □ African American (AAM) □ Asian (ASI) □ Caucasian (CAU) □ Hispanic (HIS) □ Native American (NAM) □ Other 3B – CLASS ID □ Advertising (ADV) □ Professional/Consultant (CNS) □ Contractor (CNT) (Public Works) □ Lease/Rental of Space (LSE) □ Entertainment (ENT) □ Non-Profit Organization (NPO) □ Other________________ 3C – GENDER GROUP □ Male Owned (MAL) □ Woman Owned (WOM) 3E – MWBE Certification (Attach Certificate) Certification No. ________ State: __________________ Expiration Date: ________ 3G - North American Industry Classification System (NAICS) Code: _ _ _ _ _ _ Second NAICS Code: _ _ _ _ _ _ 3D – Tax Identification Number Social Security # ______-_____-______ Federal ID # ____-______________ 3F - Duns & Bradstreet Number: ______________________________ 3H - Certified: □ Large □ Small □ Veteran-Owned SECTION 4 - APPLICATION COMPLETED BY Please provide the name, telephone number, date, and e-mail address of the individual who completed the application. Name Date Telephone Email