Project Information

Bid Title

Student Information System (SIS) Implementation and Maintenance

Issuing Agency

Roanoke City Public Schools

Location

Virginia

Published Date

Mar 6, 2026

Closing Date

Mar 26, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 3191

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Document Number	Documents	Due Date
RFP 3191	Student Information System (SIS) Implementation and Maintenance	March 26, 2026

Attachment Preview

Purchasing Department

P. O. Box 13145 • Roanoke, VA 24031

(540) 853-1348 • Fax (540) 853-2836

March 5, 2026

REQUEST FOR PROPOSAL

RFP 3191

Notice is hereby given of the intention of the School Board for the City of Roanoke, Virginia, to contract for:

STUDENT INFORMATION SYSTEM (“SIS”) IMPLEMENTATION AND MAINTENANCE

Proposal Submission Requirements

Proposals must be received by the Due Date and Time at bids.purchasing@rcps.info.

Due Date and Time: March 26, 2026; 3:00 P.M. (EST)

Announcement of Award: Upon the award or the announcement of the decision to award a contract

as a result of this Request for Proposal (“RFP”), the Director of Purchasing will publicly post such notice on the

Roanoke City Public School’s website (https://www.rcps.info/departments/fiscal-services/purchasing) (Click on

“Current Opportunities”) for a minimum 10-day period.

ROANOKE CITY SCHOOL BOARD

Eric Thornton

Purchasing Director

******************************************************************************************

Electronic Invitation to Bid/RFP Retrieval Instructions: Full copies of Requests for Proposals, Bids, and

Addenda must be retrieved over the Internet at the following address:

https://www.rcps.info/departments/fiscal-services/purchasing.

Click on “Current Opportunities”

***********************************************************************************************

This Public Body does not discriminate against Faith-Based Organizations

1|Page

TABLE OF CONTENTS

REQUEST FOR PROPOSAL

RFP 3191

STUDENT INFORMATION SYSTEM (“SIS”) IMPLEMENTATION AND MAINTENANCE

PAGE

I. PURPOSE

3

II. BACKGROUND

3

III. SCOPE OF SERVICES AND FUNCTIONAL REQUIREMENTS

3

IV. TECHNICAL AND INTEROPERABILITY REQUIREMENTS

4

V. IMPLEMENTATION, TRAINING, AND SUPPORT

5

VI. CONTRACT PERIOD

6

VII. CALENDAR OF EVENTS

6

VIII. PROPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION

6

IX. EVALUATION AND AWARD OF CONTRACT

7

X. COOPERATIVE PROCUREMENT

9

XI. GENERAL TERMS AND CONDITIONS

9

XII. SPECIAL TERMS AND CONDITIONS

12

XIII. ADDITIONAL FORMS

16

ATTACHMENT A – FUNCTION CHECKLIST

24

ATTACHMENT B – DATA PRIVACY ADDENDUM

25

ATTACHMENT C – WEB ACCESSIBILITY COMPLIANCE ADDENDUM

33

2|Page

RFP 3191

STUDENT INFORMATION SYSTEM (“SIS”) IMPLEMENTATION AND MAINTENANCE

I.

PURPOSE

The purpose of this Request for Proposal (“RFP”) is to solicit sealed proposals through competitive

negotiation and enter into a contract for the purchase of a comprehensive, web-based Student

Information System (“SIS”) for the School Board of the City of Roanoke, more commonly known as

Roanoke City Public Schools. Roanoke City Public Schools (“RCPS”, “Owner”, or “Division”) intends

to retain a qualified firm (“Contractor”,” Offeror”) to provide these services for the Division. The

selected system must be fully operational and ready for use for the 2026-2027 School Year.

RCPS will select the Contractor who, in the aggregate, best meets the Division's needs.

This document establishes the anticipated services to be performed and outlines the evaluation and

selection process. However, this document does not guarantee a contract.

II. BACKGROUND

Roanoke City Public Schools (“RCPS”) is a progressive urban school Division serving the City of

Roanoke, Virginia. The Division is comprised of seventeen elementary schools, five middle schools,

two high schools, the Roanoke Valley Governor’s School for Science and Technology, the Noel C.

Taylor Learning Academy, Forest Park Academy (which serves overage and under-credited middle

school and high school students), adult education programs, career and technical education

programs, preschool programs for low-income families, and after-school programs to assist

students needing additional instruction.

RCPS has approximately 13,700 students and approximately 2,200 employees.

III. SCOPE OF SERVICES AND FUNCTIONAL REQUIREMENTS

Offerors must provide a detailed response to each requirement below, indicating if the

feature/function is "Native/Included," "Third-Party Integration," or "Not Available" (Attachment A).

A. Core Functional Modules

1. Teacher & Student Portals: The system must provide a robust gradebook and portal interface

for teachers and students (comparable in functionality and user experience to

“TeacherVUE/StudentVUE/ParentVUE” or functional equivalent).

2. Mobile Accessibility: Dedicated iOS and Android mobile applications for Parents, Students,

Teachers, and Administrators with push notification capabilities.

3. Real-Time Grading: Instant synchronization between teacher gradebooks and student/parent

portals.

3|Page

4. Attendance & Discipline: Comprehensive attendance tracking, including Kiosk late check-in

functionality for front offices.

5. Mass Scheduling: Automated and manual master scheduling tools capable of handling complex

district logic.

6. Online Registration: A paperless, secure, and mobile-friendly online registration and

enrollment system for new and returning students.

7. Training: Offeror must provide a "Distance/Training portal" providing on-demand video

tutorials, manuals, and certification paths for staff.

B. Operations & Safety Integration

1. Hall Pass Integration: Digital hall pass management or seamless integration with leading

electronic hall pass systems.

2. Visitor Management: Integrated Visitor Check-in module or verified compatibility with

standard visitor management hardware/software.

3. Incident Response: Vendor must guarantee a 24-hour response time to critical incidents

(system outages, security breaches, or data corruption).

4. Badges: Use of student badges with attendance, events, hall pass, and other applicable

systems.

C. Data Management & Reporting

1. Database Architecture: The system must utilize a standard SQL Database structure, allowing for

direct data access when necessary.

2. Data Ownership & Exit: The Division retains all rights, title, and interest in Division data. Offeror

shall provide complete, machine-readable exports at no additional cost upon request and at

contract termination. Offeror shall provide reasonable cooperation to transition services,

subject to agreed project hours.

3. Custom Reporting: Built-in "Create your own query" functionality allowing non-technical staff

to generate ad-hoc reports.

4. Custom Fields: Ability for the district to create and manage custom data fields without vendor

intervention.

5. State & Federal Reporting:

A. Full compliance with Virginia Department of Education (“VDOE”) reporting standards.

B. Vendor must affirmatively agree to monitor and update the system based on frequent

VDOE regulatory changes at no additional cost.

IV. TECHNICAL AND INTEROPERABILITY REQUIREMENTS

A. Integrations

The solution must support real-time data transfer and single sign-on (“SSO”) via:

1. Ed-Fi Alliance: Certified Ed-Fi integration for real-time data transfer with VDOE.

2. ClassLink: Full rostering and SSO integration.

3. Canvas LMS: Deep integration including grade pass-back and roster synchronization.

4|Page

4. Azure AD: SSO for user sign-on.

5. All other 3rd party vendors used by the Division, or document why this is not possible.

B. Accessibility, Hosting, Privacy, & Security

1. Hosting:

a. Fully managed cloud hosting (“SaaS”) with redundancy and high availability (99.9%

uptime SLA).

b. Testing and training environments.

2. Security Record:

a. Offeror must demonstrate a security and breach-free track record. Proposals must

include recent SOC 2 Type II reports or equivalent security audits, as well as annual

penetration test summaries under NDA.

b. Offeror shall attest to FERPA compliance; encrypt data in transit (TLS 1.2+) and at rest

(AES-256 or equivalent); implement role-based access controls and MFA for admin roles.

c. Offeror must notify the Division within 72 hours of any security incident affecting

Division data, with root-cause analysis and a corrective action plan within 10 business

days.

3. Data Migration: Offeror shall migrate historical data plus full transcript history for

Demographics, Attendance, Grades, Discipline, Scheduling, and Programs. Proposal

must include mapping, test migration, validation criteria, and two remediation cycles

prior to go-live.

4. Privacy: Offeror must agree to the RCPS Data Privacy Addendum (“DPA”) (Attachment

B).

5. Accessibility: Offeror must agree to the RCPS Web Accessibility Compliance Addendum

(Attachment C).

V. IMPLEMENTATION, TRAINING, AND SUPPORT

A. Timeline: System MUST be fully implemented, tested, and live for the 2026-2027 School Year.

B. Training: Vendor must provide detailed training for RCPS SIS staff for all setups and modules.

Responding vendors should include all proposed services for this project in their responses.

The final scope of services will be determined during contract negotiation and within the contract.

5|Page

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.