Bid Opportunities

The Oldham County Board of Education (OCBE) is seeking proposals from qualified vendors to provide a unified, cloud-hosted (SaaS) integrated service management platform. The platform must serve both the Technology and Facilities departments across approximately 18–20 school buildings and administrative sites, serving approximately 12,500 students and 3,000 staff. This solicitation is issued pursuant to Board Policy 03.23251 requiring competitive negotiation for services of this nature.

The platform must encompass the following functional areas:

Technology Help Desk / IT Ticketing

•    Web-based and mobile-accessible ticket submission for staff and students
•    Configurable categories, priorities, assignment rules, and escalation paths
•    Technician dashboards with queue management and SLA tracking
•    Email notifications for submitters, assignees, and supervisors
•    Full ticket history, notes, attachments, and internal comments
•    Reporting and analytics by school, category, technician, and period

Facilities Work Order Management

•    Separate facilities work order queue with routing to maintenance and custodial staff
•    Location-based assignment, priority classification, and escalation
•    Preventive and scheduled maintenance task support
•    Vendor/contractor work order management and tracking
•    Materials and labor tracking per work order
•    Facilities reporting including aging, completion rates, cost by location

IT Asset Management

•    Centralized inventory for hardware: computers, peripherals, network equipment, displays, printers, and other devices
•    Full asset lifecycle tracking: procurement, assignment, transfer, repair, retirement, and disposal
•    Assignment to staff, students, locations, and rooms
•    Asset history, audit trail, warranty and contract tracking
•    Loaner asset check-in/check-out workflow
•    Import via CSV or API from external discovery tools

Enhanced Workflow and Automation

•    Configurable multi-step approval workflows (e.g., purchase requests, access requests, maintenance approvals)
•    Automated status transitions and notifications based on rule conditions
•    Custom form builder for request types beyond standard ticket/work-order templates
•    SLA policy definition with escalation notifications
•    Scheduled and recurring tasks or maintenance reminders

Vendors must clearly indicate whether each requirement is fully met, partially met (with explanation), or not supported.

Authentication

•    SAML 2.0 Single Sign-On with a District-selected IdP. The District uses Microsoft Entra ID (Azure AD).
•    Role and group claims from the IdP must drive authorization and role assignment within the platform.
•    Just-In-Time (JIT) user provisioning via SAML assertions is preferred.

Student Information System Integration

•    Native integration with Infinite Campus (District SIS) is required.
•    Must support automated sync of student records, staff records, and school/location rosters.
•    Assets and tickets must be associable with student and staff records from Infinite Campus.
•    Vendor must describe the integration mechanism, supported data fields, sync frequency, and any additional fees.

Hosting and Data

•    Cloud-hosted (SaaS) only. On-premises solutions will not be considered.
•    All data must be stored within the United States.
•    Documented SLA of no less than 99.5%.
•    Data export(s) available in a standard format (CSV, JSON, or XML) upon request or contract termination.

Security

•    Encryption of data in transit (TLS 1.2+, NIST SP 800-52) and at rest (NIST SP 800-111).
•    Role-based access control with granular permissions by department and function.
•    Audit logging of user actions, configuration changes, and data access.
•    Annual third-party penetration testing or SOC 2 Type II certification available upon request.
•    Documented incident response procedures consistent with KRS 61.931–.934.

OCBE will evaluate timely submitted proposals that provide the best combination of qualifications and value. After determining that a proposal satisfies the mandatory requirements, comparative assessment will be made using the criteria below. Price shall be considered but will  not be the sole determining factor.

OCBE reserves the right to cancel this RFP, reject any or all proposals, or waive informalities at any time prior to award. The final contract is subject to negotiation and must be approved by the Board of Education.

All timely, responsive proposals will be independently scored by each evaluator using the Written Proposal Scorecard (Attachment D). Evaluators will score each proposal against the weighted criteria above based on the quality and completeness of the written response. Signed scorecards will be retained as part of the procurement record and constitute the District’s documented basis for award. The Vendor with the highest average composite score across all evaluators will be recommended for award, subject to successful contract negotiation.

This evaluation process complies with KRS 424, Board Policy 03.23251 and all applicable provisions of KRS 45A. The evaluation criteria are disclosed herein and will be applied consistently to all proposals.

The district reserves the right to reject any and all proposals, waive informalities and make the award deemed most advantageous to the District.

• Proposals must be submitted electronically in PDF format to bids@oldham.kyschools.us. Mailed, faxed, or hand-delivered proposals will not be accepted. The District is not responsible for proposals lost, delayed, or rejected due to technical issues on the sender’s end. Submission confirmation will be provided by reply email; if confirmation is not received within one business day of submission, vendors should contact the District contact listed on the cover page.
• All proposals must be submitted using Attachment C (Vendor Response Template). Proposals not in the required format will be deemed non-responsive.
• All proposals must include completed and signed copies of Attachment A and Attachment B.
• All submissions must be valid for 90 days from the proposal submission date.
• Vendors whose platform collects, stores, or processes student PII or Education Records under FERPA must execute Attachment E (Data Privacy and Security Agreement Addendum) as a condition of contract award. Vendors who take exception to any provision of Attachment E must submit a redlined version of the Addendum with their proposal, clearly identifying each proposed modification and the vendor’s rationale. The District reserves the right to accept, reject, or negotiate any proposed modifications. Proposals that omit the executed Addendum or a redline without explanation will be deemed non-responsive with respect to data privacy compliance.
• Vendors must include a sample contract or master service agreement (MSA) with their proposal submission. The sample contract should reflect the vendor’s standard terms for an agreement of this nature and will be used by the District to evaluate contract terms during the award process. Submission of a sample contract does not constitute execution of an agreement; final contract terms are subject to negotiation and Board of Education approval. Vendors whose sample contract terms materially conflict with the District’s standard requirements — including but not limited to governing law, venue, indemnification, and data privacy — should identify those conflicts in their proposal narrative.
• The proposing company is fully responsible for all costs associated with responding to this RFP.
• After submission, no complaints regarding misunderstanding of requirements will be entertained. All proposals are final and irrevocable.

The initial contract period will be three (3) years from the date of signing. The contract may be voluntarily extended by OCBE for up to two (2) optional one-year renewals at OCBE’s discretion.

• The company submitting the proposal shall at all times observe and comply with all applicable federal, state, and local laws, ordinances, and regulations.
• The selected company shall not discriminate against any worker, employee, applicant, or member of the public on any basis prohibited by law.
• The company must disclose any subcontracted portions of service delivery in the proposal.
• The company certifies that its proposal is made without any prior understanding, agreement, or connection with any other company submitting a proposal for the same services, and is in all respects fair, without collusion, fraud, or other illegal action.
• OCBE may cancel, suspend, withdraw, or terminate this RFP at any time prior to award.
• OCBE will carry out negotiations with any and/or all respondents. The proposing company agrees to make reasonable efforts to be available for such negotiations.
• All documentation is to be considered confidential and will not be shared with other parties without the written consent of OCBE.

Questions must be submitted in writing by the deadline listed in Attachment A. Direct all questions to:

Trey Greenwell, Chief Information Officer
trey.greenwell@oldham.kyschools.us

Answers to all questions will be issued as written addenda. It is the sole responsibility of the vendor to check for any addenda that may be issued.

Updated May 15, 2026 at 11:30AM: Vendor submitted questions and answers have been posted under the attachments section labeled Addendum 1 - Questions and Answers (Word version).