Project Information

Bid Title

RFP No. 25/26-01 IT Student Health Records and Services Platform

Issuing Agency

Irvine Unified School District

Location

California

Published Date

Nov 6, 2025

Closing Date

Dec 15, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFP No. 25/26-01 IT, student health records and services platform

Irvine Unified School District (District) is seeking proposals to procure a student health records and services platform that can meet the current and future needs of multiple school sites and administrative office locations in the most cost effective manner. Interested vendors are encouraged to submit proposals consistent with the RFP documents and timeline below.

ANNOUNCEMENTS

The Vendor Pre-Proposal Conference Call will be a Question and Answer format.  Responses to questions will be provided in the RFIs on the Irvine USD website.  Please contact MichelleBennett@iusd.org to RSVP.

Questions (RFI’s) regarding this RFP must be submitted via email to Michelle Bennett at MichelleBennett@iusd.org , no later than 12:00 pm on  Monday, December 1, 2025.

IUSD is currently advertising in the OC Register and accepting proposals until 12:00 pm on Monday, December 15, 2025.

The District reserves the right to reject any and all proposals.  All materials submitted to the District in response to this RFP shall remain the property of the District. The District shall not be responsible for the costs of preparing any proposal in response to this RFP.
It is the Vendor's responsibility to notify the contact listed in this RFP of its interest and to monitor this site for any changes, updates, revisions, and/or uploaded documents.

REQUEST FOR proposal DOCUMENTS

RFP No. 25/26-01 IT Student Health Records and Services Platform RFP No. 25/26-01 IT Student Health Records and Services Platform Response Template *The response template is provided solely for vendors' convenience is responding and does not include the full RFP.  Please review the RFP for the full details. Advertisement

November 6, 2025 November 6, 2025 November 6, 2025

CALENDAR OF EVENTS

Event	Details	Date
Notice Calling for Proposals Advertised	Orange County Register	November 6 & 13, 2025
Pre-Proposal Conference & Site Walk	Zoom Meeting https://iusd.zoom.us/j/84477012890?pwd=L025j274kfrRelALa1CMOLhaEK3v2g.1 Meeting ID: 844 7701 2890 Passcode: MP0LD4 Find your local number: https://iusd.zoom.us/u/kdK027Ll2 Meeting ID: 844 7701 2890 Passcode: 442636	November 14, 2025 10:30am
Last Day to Submit RFIs/Questions	MichelleBennett@iusd.org	December 1, 2025 12:00 pm
Response to Questions Posted	IUSD Website	December 8, 2025
Proposals Due	5050 Barranca Parkway Irvine, CA 92604	December 15, 2025 12:00pm
Intent to Award Posted	IUSD Website	anticipated February 13, 2026
Board of Education Action	5050 Barranca Parkway Irvine, CA 92604	anticipated March 10, 2026

All dates are subject to change.

ANNOUNCEMENTS

The Vendor Pre-Proposal Conference Call will be a Question and Answer format.  Responses to questions will be provided in the RFIs on the Irvine USD website.  Please contact MichelleBennett@iusd.org to RSVP.

Questions (RFI’s) regarding this RFP must be submitted via email to Michelle Bennett at MichelleBennett@iusd.org , no later than 12:00 pm on  Monday, December 1, 2025.

IUSD is currently advertising in the OC Register and accepting proposals until 12:00 pm on Monday, December 15, 2025.

The District reserves the right to reject any and all proposals.  All materials submitted to the District in response to this RFP shall remain the property of the District. The District shall not be responsible for the costs of preparing any proposal in response to this RFP.
It is the Vendor's responsibility to notify the contact listed in this RFP of its interest and to monitor this site for any changes, updates, revisions, and/or uploaded documents.

REQUEST FOR proposal DOCUMENTS

RFP No. 25/26-01 IT Student Health Records and Services Platform RFP No. 25/26-01 IT Student Health Records and Services Platform Response Template *The response template is provided solely for vendors' convenience is responding and does not include the full RFP.  Please review the RFP for the full details. Advertisement

November 6, 2025 November 6, 2025 November 6, 2025

CALENDAR OF EVENTS

Event	Details	Date
Notice Calling for Proposals Advertised	Orange County Register	November 6 & 13, 2025
Pre-Proposal Conference & Site Walk	Zoom Meeting https://iusd.zoom.us/j/84477012890?pwd=L025j274kfrRelALa1CMOLhaEK3v2g.1 Meeting ID: 844 7701 2890 Passcode: MP0LD4 Find your local number: https://iusd.zoom.us/u/kdK027Ll2 Meeting ID: 844 7701 2890 Passcode: 442636	November 14, 2025 10:30am
Last Day to Submit RFIs/Questions	MichelleBennett@iusd.org	December 1, 2025 12:00 pm
Response to Questions Posted	IUSD Website	December 8, 2025
Proposals Due	5050 Barranca Parkway Irvine, CA 92604	December 15, 2025 12:00pm
Intent to Award Posted	IUSD Website	anticipated February 13, 2026
Board of Education Action	5050 Barranca Parkway Irvine, CA 92604	anticipated March 10, 2026

All dates are subject to change.

Attachment Preview

Irvine Unified School District

Orange County, CA

RFP No. 25/26-01 IT

Student Health Records and Services Platform

Proposal Deadline: December 15, 2025 at 12:00 pm

Contact: Michelle Bennett​

Irvine Unified School District​

5050 Barranca Parkway, Irvine, CA 92604​

949-936-5022​

Email: MichelleBennett@iusd.org

All dates subject to change at the sole discretion of IUSD. Please continue to check our website

throughout the proposal and selection periods for updates.

https://iusd.org/about/departments/business-services/purchasing/current-bids-rfps

RFP No. 25/26-01 IT Student Health Records and Services Platform​

​

​ ​ Page | 1

NOTICE CALLING FOR PROPOSALS

DISTRICT:

​

IRVINE UNIFIED SCHOOL DISTRICT

PROPOSAL DEADLINE:​

December 15, 2025 12:00pm

PLACE OF RECEIPT:​

​

​

​

​

Irvine Unified School District​

Purchasing Department​

Attn: Michelle Bennett​

5050 Barranca Parkway ​

Irvine, California 92604-4652

NOTICE IS HEREBY GIVEN that the Irvine Unified School District of Orange County, California, acting by

and through its Governing Board, hereinafter referred to as "District" will receive up to, but no later

than, the above stated Proposal Submission Deadline, sealed Proposals at the place identified above for

its upcoming RFP No. 25/26-01 IT Student Health Records and Services Platform.

Request for Proposal documents can be downloaded on November 6, 2025 at

https://iusd.org/about/departments/business-services/purchasing/current-bids-rfps.

Time is of the essence. The District reserves the right to reject any and all submissions, to negotiate with

any or all responsible Proposers, and to waive any deficiencies, irregularities or informalities in any

proposal or during the evaluation process. The award of the Contract, if made by the District, will be by

action of the Governing Board.

Pre-Proposal Vendor Conference: The District will conduct a non-mandatory pre-proposal Vendor

conference on November 14, 2025 at 10:30am pacific time at Zoom Meeting

https://iusd.zoom.us/j/84477012890?pwd=L025j274kfrRelALa1CMOLhaEK3v2g.1 , Meeting ID: 844 7701

2890, Passcode: MP0LD4. Find your local number: https://iusd.zoom.us/u/kdK027Ll2 ​

, Meeting ID: 844 7701 2890, Passcode: 442636. Vendors who wish to attend this meeting should RSVP

to Michelle Bennett at MichelleBennett@iusd.org.

Any questions regarding the Request for Proposals shall be directed to Michelle Bennett at

MichelleBennett@iusd.org, via e-mail only by 12:00 pm on December 1, 2025. All responses will be

posted on the District's website.

Irvine Unified School District​

Governing Board

Publish: Orange County Register – November 6 & 13, 2025

RFP No. 25/26-01 IT Student Health Records and Services Platform​

​

​ ​ Page | 2

Table of Contents

Table of Contents​

3

1. Background and Overview​

4

2. Instructions to Vendors​

6

3. Evaluation and Award​

12

4. Implementation Process​

16

5. District Rules and General Terms​

17

Appendix A: District Standard Agreements​

20

Appendix B: Required Forms – Proposal Submission Checklist​

68

Appendix C: Supplemental Materials​

87

Appendix D: Pricing Form​

88

Appendix E: Response to Requirements​

96

Definitions​

98

Part 1 Vendor Support and Ability to Perform​

99

Part 2 Technology Requirements​

110

Part 3 Functionality and Usability​

120

3.1 Student Insurance and Eligibility Management​

120

3.2 Provider and Practitioner Management​

122

3.3 Service Delivery and Claims Management​

124

3.4 Program Oversight and Reporting​

128

3.5 Additional Functionality​

130

Part 4 Price​

131

Part 5 Exceptions​

133

RFP No. 25/26-01 IT Student Health Records and Services Platform​

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1.​ Background and Overview

1.1​ Overview​

The Irvine Unified School District (“IUSD”, “District” or “The District”) is comprised of a

community of learners, committed to the highest quality educational experience we can

envision. IUSD educates a diverse student population numbering approximately 38,000 (Pre-K

through 12), in one (1) early childhood learning center, twenty-four (24) elementary schools, five

(5) K-8 schools, six (6) middle schools, five (5) comprehensive high schools, and one (1)

alternative high school including virtual and in person learning and one (1) TK-6 virtual school.

IUSD’s outstanding programs, large size, and enrollment growth make it a standout school

district. The District's Strategic Initiatives are driven by its mission of enabling all students to

become contributing members of society, empowered with the skills, knowledge, and values

necessary to meet the challenges of a changing world. Instructional and operational use of

technology continues to expand throughout the District.

1.2​ Requested Services​

This solicitation (“RFP”) is intended to provide a mechanism for Irvine Unified School District to

procure a high-quality student health records and services platform and related services

(Solution).

IUSD is seeking a Solution to help the District increase access to behavioral health services,

streamline service tracking, facilitate submission of claims for reimbursement, refine service

delivery processes, and meet the requirements of the Children and Youth Behavioral Health

Initiative Fee Schedule Program (CYBHI). Details regarding the CYBHI program are available at:

https://www.dhcs.ca.gov/CYBHI/Documents/CYBHI-Fee-Schedule-Program-Requirements-Augus

t-2025.pdf.

IUSD is soliciting qualified service Vendors, (hereafter referred to as “Vendor”, or “Contractor)

for one Solution. The Vendor shall submit a proposal (“Proposal”) for the purchase, requested

implementation support and ongoing services for a student health records and services

platform. The District shall award the RFP to a single vendor offering the most favorable

Proposal.

Quantities and timelines described in the RFP are estimates only and the District does not

guarantee its enrollment, level of participation, number of claims or other program metrics. The

District reserves the right to scale its participation in CYBHI and implementation to the District’s

need. Responding Vendors must list any minimum quantities or assumptions that may affect

Proposal terms or pricing. Requirements noted by the Vendor, or exceptions to terms contained

in this RFP, deemed excessive or restrictive by the District, shall be cause for rejection.

1.3​ Current Environment​ ​

IUSD anticipates joining the cohort for participation in CYBHI that begins in July 2026. IUSD is

not currently doing any billing of private insurance or submission of claims for the CYBHI

RFP No. 25/26-01 IT Student Health Records and Services Platform​

​

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program. IUSD currently partners with Paradigm Healthcare Services, LLC for submitting

Medi-Cal claims. IUSD is seeking a partner that can facilitate participation in CYBHI and

coordinate with district staff and existing vendors for LEA BOP and Medi-Cal billing for services

outside of CYBHI.

IUSD employs approximately 210 service providers, including psychologists, counselors, nurses,

mental health specialists, elementary resource counselors, and other behavioral health

specialists. The proportion of time the District’s service providers dedicate to eligible services

included in the CYBHI program varies. Vendors may assume that approximately 50% of providers

work time (on average) is spent on delivering eligible services. Most providers' work schedule is

consistent with a school-year calendar (approximately 36 work weeks per year). IUSD does not

routinely rely on contract service providers for student behavioral health support.

It is the responsibility of Vendor to perform any needed inventory/system review, examination of

RFP documents, necessary site visits, and determination of local conditions which may in any

way affect the Proposal at its own expense and prior to submitting its Proposal. Vendor must

also familiarize itself with all Federal, State and Local laws, ordinances, rules, permits, licenses,

regulations and codes affecting the Solution; determine the character, quality, and quantities of

the work to be performed and the Solution to be provided; and correlate its observations,

investigations, and determinations with all requirements of the RFP. District shall not be liable

for any loss sustained by the awarded Vendor resulting from any variance between the actual

conditions and data given in the RFP. Vendor agrees that the submission of a Proposal shall be

incontrovertible evidence that the Vendor has complied with all the requirements of this RFP.

1.4​ Period of Performance

IUSD anticipates that the term of the contract resulting from this RFP shall be three (3) years,

including the initial installation, software and related services, and any necessary maintenance

during this time frame. The District shall have the option to execute extensions for a total term

not to exceed five (5) years. The original contract and extensions shall include software,

services, maintenance, and all other costs at the same pricing of the original Proposal. The

target contract start date and implementation timeline shall begin July 2026.

1.5​ Reservation of Rights

IUSD reserves the right to negotiate terms and conditions of the RFP as necessary, to reject any

or all proposals, to increase or decrease quantities, and to waive any irregularities or

informalities in the RFP or in this process.

IUSD reserves the right to modify the RFP documents, or any portion thereof, by the issuance of

written addenda posted on the IUSD website. In the event IUSD shall modify any portion of the

RFP documents pursuant to the foregoing, the proposal submitted by any Vendor shall be

deemed to include any and all modifications reflected in any addenda issued.

IUSD reserves the right to conduct a background inquiry of the selected Vendor(s), which may

include collection of contractual and business associations and practices, employment histories,

RFP No. 25/26-01 IT Student Health Records and Services Platform​

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Commodity Codes

• NAICS 518210Data Processing, Hosting, and Related Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

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