RFP 032426SB Learning Management System for Virtual Schools

March 5, 2026
SHELBY COUNTY BOARD OF EDUCATION
PROCUREMENT SERVICES
160 South Hollywood Street, Room 126 Memphis, Tennessee 38112-4892 Phone (901) 416-5376
(This proposal will not be accepted electronically or by facsimile. All proposals must be mailed or delivered to the above address.)
REQUEST FOR PROPOSAL
(NOT AN ORDER)
Please submit proposals on the item(s) listed below. The right is reserved to reject any or all Proposals. If substitutions are offered, give full details. The
Proposal must be submitted no later than March 24, 2026 @ 2:00 PM CST.
The Shelby County Board of Education reserves the right to accept or reject any or all proposals, or any part thereof, and to waive any minor informalities and/or technicalities that are
deemed to be in the best interest of the Shelby County Board of Education. Successful Vendors shall be paid only when delivery is complete. *For the appropriate purchases, all
material data safety data sheets (MSDA) must accompany all shipments covered under Tennessee Hazardous Chemical Right to Know Law- Tennessee Public Chapter #417- House
Bill #731.
REQUEST FOR PROPOSAL
Learning Management System for Virtual Schools
Proposals MUST be received by Memphis-Shelby County Schools (MSCS or District) by the due date and time set
forth above.
During the solicitation process, Vendors are not permitted to contact the Board and project Owner regarding the posted
solicitation. Failure to adhere to this requirement may subject the respondent to immediate disqualification.
Questions or requests for clarification of technical issues and terms pertaining to this RFP must be submitted in writing
via e-mail to brownsl3@scsk12.org, and received by SCBE no later than March 11, 2026 @ 10:00 AM/CST.
ISSUED BY: Stacey Brown, Senior Buyer RFP 032426SB
We propose to furnish the item(s) and/or services outlined in the proposal at prices quoted and guarantee safe delivery F.O.B. delivered and as specified.
Proposals are submitted with the declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this
transaction.
______________________________________________________________ _____________________________ _________________________________
NAME OF FIRM PHONE FAX#
__________________________________________________ __________________________________________________
ADDRESS CITY STATE ZIP CODE
___________________________________________________ ____________________________________________________
E-MAIL ADDRESS AUTHORIZED REPRESENTATIVE NAME
___ CHECK HERE IF YOU ARE A SMALL BUSINESS ENTERPRISE
___ CHECK HERE IF YOUR COMPANY QUALIFIES AS A LOCAL VENDOR
PLEASE NOTE: Per the Memphis-Shelby County Schools Local Preference Purchasing Board Policy 2011, local preference purchasing means
giving preference to businesses located within Shelby County, Tennessee where local vendors must have a physical address located within the
limits of Shelby County for at least six (6) months prior to the bid or proposal opening date. A Post Office Box is not acceptable.
CHECK HERE IF YOU ATTACHED A COPY OF A VALID SHELBY COUNTY BUSINESS LICENSE.
Shelby County Board of Education does not discriminate in its Programs or employment on the basis of race, color, religion, national origin, handicap/disability, sex or age.
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TABLE OF CONTENTS
PART I: SCOPE OF WORK......................................................................................................3
1.0 BACKGROUND ............................................................................................................................... 3
2.0 SCOPE OF SERVICES ................................................................................................................... 3
3.0 NON-EXCLUSIVE ............................................................................................................................ 3
4.0 NOTICE OF INTENT TO AWARD...................................................................................3
PART II: GENERAL TERMS AND CONDITION............................................................................4
1.0 STATEMENT OF CONFIDENTIALITY ............................................................................................ 4
2.0 TERM OF AGREEMENT ................................................................................................................. 4
3.0 PRE-PROPOSAL MEETING ........................................................................................................... 4
4.0 QUESTIONS AND INQUIRIES ........................................................................................................ 4
5.0 POINT OF CONTACT TECHNICAL CONTACT ........................................................................... 5
6.0 CONTRACT OFFICER/SCBE SUPERVISION ................................................................................ 5
7.0 CONTRACT TYPE ........................................................................................................................... 5
8.0 PAYMENT TERMS .......................................................................................................................... 5
9.0 RFP REVISIONS ............................................................................................................................. 5
10.0 SUBMISSION DEADLINE................................................................................................................ 5
11.0 PROPOSAL OPENING .................................................................................................................... 6
12.0 DURATION OF OFFER ................................................................................................................... 6
13.0 INSURANCE .................................................................................................................................... 6
14.0 LIQUIDATED DAMAGES................................................................................................................. 6
15.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE ...................................... 6
16.0 COMPLIANCE WITH LAWS..........................................................................................7
17.0 LEGAL COMPLIANCE.................................................................................................7
18.0 BONDING..................................................................................................................7
19.0 TERMS AND CONDITIONS ............................................................................................................ 7
PART III: PROPOSAL FORMAT................................................................................................8
1.0 GENERAL FORMAT ........................................................................................................................ 8
2.0 PROPOSAL FORMAT ..................................................................................................................... 8
PART IV: EVALUATION AND SELECTION PROCEDURE........................................................... 11
1.0 EVALUATION COMMITTEE .......................................................................................................... 11
2.0 EVALUATION PROCESS .............................................................................................................. 11
3.0 EVALUATION CRITERIA............................................................................................................... 11
PART V: SCOPE OF SERVICES (DETAILS)..............................................................................13
PART VI: APPENDICES
APPENDIX A - TERMS AND CONDITIONS
APPENDIX B - ADDENDA ACKNOWLEDGEMENT
APPENDIX C - REFERENCES
APPENDIX D - NON-COLLUSION CERTIFICATE
APPENDIX E - DEBARMENT AFFIDAVIT
APPENDIX F - ANTI-BRIBERY AFFIDAVIT
APPENDIX G - CERTIFICATE OF INSURANCE COVERAGE
APPENDIX H - POLICY 2011 LOCAL PREFERENCE PURCHASING
APPENDIX I - COMPENSATION/PRICING SCHEDULE
APPENDIX J - NON-BOYCOTT OF ISRAEL CERTIFICATION
APPENDIX K - IRAN DIVESTMENT ACT CERTIFICATION
APPENDIX L - CETIFICATION REGARDING LOBBYING
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PART I: SCOPE OF WORK
1.0 BACKGROUND
Shelby County Board of Education (SCBE) is the legal name of the Memphis-Shelby
County Schools (MSCS) district. MSCS is Tennessee's largest public school district and
is among the 25 largest public-school districts in the United States. MSCS serves
approximately 110,000 students in 207 schools. We employ more than 6,200 teachers
and 6,000 support personnel to serve our unique student population while offering
programming and services to fit the needs of all our students.
Memphis-Shelby County Schools has created a data-driven culture that serves as the
backdrop for strategic decision-making and informed solution-based decisions. The
information gleaned from data, research-based strategies, and performance outcomes
provides our district with amazing opportunities to offer high-quality educational options
to every student.
The MSCS mission is to prepare all students for success in learning, leadership, and
life through three strategic initiatives. The initiatives are:
1. Strengthen Early Literacy (K-2) and Continuing Literacy (3-12)
2. Recruit, Retain, Immerse, and Entrench
3. Relevant, Rigorous, and Equitable Academics
2.0 SCOPE OF SERVICES
SCBE requests proposals for Learning Management System for Virtual Schools.
The specifications are contained in the Request for Proposal. Responses submitted
must meet or exceed all requirements. Proposals that do not meet or exceed all
requirements will be considered non-responsive. All exceptions must be noted.
3.0 NON-EXCLUSIVE
The intent of this contract is to provide SCBE with an expedited means of procuring
supplies and/or services. This contract is for the convenience of SCBE and is considered
to be a "Non-Exclusive" use contract. SCBE does not guarantee any usage. SCBE will
not be held to purchase any particular Brand, in any groups, prices or discount ranges,
but reserves the right to purchase any item/items listed in the price schedule.
4.0 NOTICE OF INTENT TO AWARD
A Notice of Intent to Award is written notification that a vendor has been selected for a
contract award. This letter is not a guarantee of award. The Board of Education reserves
the right to reject or accept the recommendation submitted. If the Board accepts and
approves the recommendation, an executed agreement will be submitted to the
successful supplier. If the Board rejects the recommendation, MSCS shall rescind the
Notice of Intent to Award.
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PART II: GENERAL TERMS AND CONDITIONS
1.0 STATEMENT OF CONFIDENTIALITY
It is understood and agreed that all information pertinent to this solicitation may contain trade
secrets, which are confidential and proprietary. The selected vendor agrees not to disclose
or knowingly use any confidential or proprietary information of SCBE and/or third-party
participant.
2.0 TERM OF AGREEMENT
The anticipated term of this contract is an initial one (1) year with the option to renew for
two (2) additional one (1) year terms.
A. SCBE expects all vendors to provide year over year cost reduction recommendations.
B. Price decreases are acceptable at any time, need not be verifiable, and are required
should the vendor/producer/processor/manufacturer experience a decrease in costs
associated with the execution of the contract.
C. Price adjustments from the vendor/producer/processor/manufacturer for any/all items
may be considered at renewal, if applicable noted in the RFP document. The request is
subject to approval by the Contracting Officer. The request must be submitted in writing
at least ninety (90) days prior to the renewal term and shall be accompanied by
supporting documentation.
D. Should the awarded vendor, at any time during the life of the contract, sell materials of
similar quality to another customer, or advertise special discounts or sales, at a price
below those quoted within the contract, the lowest discounted prices shall be offered to
Memphis-Shelby County Schools.
3.0 PRE-PROPOSAL MEETING (N/A)
4.0 QUESTIONS AND INQUIRIES
No interpretation of the meaning of the specifications or other documents will be made to any
Supplier orally. Questions shall be submitted in writing to the Point of Contact (see Part II,
5.0). To be given consideration, the questions must be received NO LATER THAN March
11, 2026 @ 10:00 a.m. CST. Questions that are deemed to be substantive in nature will be
responded to in the form of an addendum and posted on SCBE website
www.scsk12.org/procurement/bids and Newspaper. Please do not submit questions in PDF
format.
RFP Schedule
RFP Post March 5, 2026
Questions Due March 11, 2026 @ 10:00 am CST
Q&A Post on Website March 16, 2026 by End Of Day
RFP Due Date/Time March 24, 2026 @ 2:00 pm CST
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5.0 POINT OF CONTACT
Stacey Brown
Procurement Office
brownsl3@scsk12.org
6.0 CONTRACT FACILITATOR /SCBE SUPERVISION
The Vendor's performance will be under the technical direction of the Buyer/Requesting
Department/Project Manager who will be responsible for ensuring vendor's compliance
with the requirements of this contract to include managing the daily activities of the
contract, providing technical guidance to the contract, and overall project scheduling and
coordination. The vendor shall be accountable to the end users on all matters relating to
the scope of services.
7.0 CONTRACT TYPE
The contract resulting from this solicitation will be a price contract based on the scope of
services.
8.0 PAYMENT TERMS
The Vendor shall submit an invoice detailing the services provided and the actual costs
incurred. Payment shall be in accordance with line-item price on the Purchase Order and
made within 30 days after the date on the invoice.
SCBE reserves the right to reduce or withhold contract payment in the event the Vendor
does not provide the Department with all required deliverables within the timeframe
specified in the contract or in the event that the Vendor otherwise materially breaches
the terms and conditions of the contract.
9.0 RFP REVISIONS
Should it become necessary to revise any part of this RFP, addenda will be posted on
SCBE's Procurement Office website @ http://www.scsk12.org/procurement/bids. All
addenda, amendments or changes issued shall be deemed received by Vendor provided
they are posted to SCBE Procurement Office website. Failure of any Vendor to receive
or acknowledge receipt of such addenda or interpretation shall not relieve any Vendor
from any obligations under this RFP as amended by all addenda. All addenda so issued
shall become part of the award.
10.0 SUBMISSION DEADLINE
In order to be eligible for consideration, proposals must be received at the Procurement
Office no later than March 24, 2026 @ 2:00 PM CST. Vendors mailing proposals shall
allow sufficient carrier delivery time to ensure timely receipt of their proposal to the
Procurement Office. After the submission deadline, no matter what the reason,
proposals will be returned unopened. Delivery to SCBE' mailroom, lobby, etc. shall not
constitute delivery. The Procurement Office is located at 160 South Hollywood
Street, Room 126, Memphis, TN 38112. Proposal responses delivered to any other
location shall not constitute delivery to the Procurement Services Office.
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11.0 PROPOSAL OPENING
RFP Proposals are not opened publicly, but in the presence of at least two Purchasing
Office employees. Once the proposals are opened, the Buyer will prepare a document
that summarizes the proposals received. This document will be available for inspection
no later than 20 days after opening and prior to Notice of Award letter is issued.
12.0 DURATION OF OFFER
A proposal submitted in response to this solicitation is binding upon the Vendor and is
considered irrevocable for a minimum of 120 days following the closing date for receipt
of initial proposals or the closing date for receipt of a best and final offer, if applicable.
13.0 INSURANCE
All Vendors shall complete and sign the attached Certificate of Insurance with their
proposal per the attached insurance requirement form (See Appendix G).
14.0 LIQUIDATED DAMAGES
In the event the Awarded Respondent(s) fails to deliver the goods or services of the
contract in accordance with the specifications, SCBE reserves the right to purchase the
goods/services on the open market in sufficient quantities to assure the continued
operation of SCBE. All additional expenses incurred by SCBE as a result of such
purchases will be deducted from the moneys owed or moneys which may become due.
15.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE
In accordance with TN Code Ann. 49-5-413, unless explicitly excluded by statute; and
pursuant to Memphis-Shelby County Schools' requirements, Vendors (persons,
corporations or other entities) whose employee(s), subvendor(s), or representative(s) will
come in contact or close proximity to MSCS students during the course of business,
must require their employee(s), subvendor(s), or representative(s) to supply a fingerprint
sample and submit to a criminal history check through the Tennessee Bureau of
Investigation (TBI), and they will issue them a greenlight letter. Once they receive the
greenlight letter, an appointment should be made with Memphis-Shelby County Schools
ID Department. A copy of the greenlight letter, along with $30.00 (exact change or
company check), will be required to obtain a MSCS Vendor ID Badge. A MSCS Vendor
ID Badge is required before permitting the person to have contact with the children or
entering school grounds.
The cost of fingerprinting, conducting the criminal records check, and obtaining a
Memphis-Shelby County School's identification badge will be the sole responsibility of
the Vendor for each of the Vendor's employee(s), subvendor(s), or representative(s).
Vendors doing business with MSCS are required to renew their badges annually. The
Memphis-Shelby County School's identification badge shall be worn at all times by each
of the Vendor's employee(s), subvendor(s), or representative(s) at shirt pocket height
while on Memphis-Shelby County Schools' property. For more information regarding of
fingerprinting, conducting the criminal records check, and obtaining a Memphis-Shelby
County School's identification badge, please contact 901-416-5318.
MSCS further reserves the right to audit the criminal history background records of any
Vendor employee(s), subvendor(s) or representative(s) having contact with MSCS
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students. Audits may be conducted on a quarterly basis with 48 hours' prior notice. It is
the Vendors responsibility to ensure records are current and made available upon
request to MSCS. Failure to provide MSCS access to current criminal history checks
upon request could lead to Vendor debarment.
16.0 COMPLIANCE WITH LAWS
Vendors shall comply with all federal, state, and local laws, statutes, ordinances, rules,
and regulations applicable to the services to be rendered under this Contract. Vendors
violation of any of these laws, statutes, ordinances, rules or regulations constitutes a
breach of this Contract and entitles SCBE to terminate this Contract immediately upon
delivery of written notice of termination to Vendor.
17.0 LEGAL COMPLIANCE
A. Vendor shall comply in all respect with Federal, State and Local Regulations,
including laws regarding eligibility to work in the United States. The provisions of this
Contract shall be governed by the laws of Tennessee. Any disputes, legal cases or
other controversies shall be pursued in Tennessee Courts consistent with and
subject to Tennessee State Law. Additionally, if applicable, all materials, supplies,
equipment, or services supplied, as a result of this Contract shall comply with the
applicable U.S. and Tennessee Occupational Safety and Health Act Standards.
B. Specifically, vendor shall comply with all applicable laws and regulations relating to
the employment of aliens, such failure, shall constitute a material breach of contract.
It is a mandatory requirement of this contract that employees of vendor and vendor's
subcontractors are screened through the Federal Government's E-Verify system,
found at www.dhs.gov/E-Verify . This is a "no fee" service.
18.0 BONDING (N/A)
19.0 TERMS AND CONDITIONS
Any contract entered into in connection with this solicitation shall be subject to these
General Terms and Conditions except as otherwise modified herein.
It shall be the Vendor's sole responsibility to insure they are compliant with all applicable
federal, state, and city laws, rules, ordinances, statutes, etc., that may impact this
contract. SCBE shall bear no responsibility for monitoring the Vendor's compliance with
said legal requirements. If the Vendor fails to maintain legal compliance, SCBE may find
said Vendor in default.
In the event of conflict between the General Terms and Conditions and any part or
portion of the Special Conditions (Appendix A), these General Conditions shall take
precedence.
In the event of conflict between this solicitation any of the General Terms and Conditions
proposed by any Vendor or incorporated in any acknowledgement of contract awarded
to the successful Vendor, then, and in such event, the terms and conditions stated
herein shall take precedence unless modified in writing by the Procurement Director
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PART III: PROPOSAL FORMAT
1.0 GENERAL FORMAT
A. Vendors shall submit the following: Each submission should include as indicated
below.
The proposal must include One (1) original (labeled), three (3) copies, and
1 (one) USB in a sealed envelope clearly labeled as indicated in B below. An
electronic version of the proposal shall also be submitted with the original.
The electronic media must be a USB and shall bear a label on the outside
containing the RFP number and name, as well as the name of the Vendor.
B. The outside of each package shall, in addition, be labeled with the following:
1. The Vendor's name and business address.
2. The due date/time for receipt of proposals.
3. The Title of the RFP and RFP number
2.0 PROPOSAL FORMAT
The proposal must include a table of contents and all pages in the proposal must be
numbered, consecutively from beginning to end and separated by tabs as described
below:
TAB A. TRANSMITTAL LETTER
The proposal is to be accompanied by a brief transmittal letter prepared on the Vendor's
letterhead and signed by an individual who is authorized to commit the Vendor to the
services and requirements in the RFP and proposal. This transmittal letter shall include:
1. The name, title, address, telephone number, and electronic mail address
of the person authorized to bind the Vendor to the contract, who will
receive all official notices concerning this RFP.
2. The Vendor's Federal Tax Identification Number or Social Security
Number.
3. A brief statement illustrating that the Vendor understands the work to be
done, the commitment to perform the work within the time period, and a
statement of why the firm believes it is best qualified to perform the
engagement.
4. A statement that the proposal is a firm and irrevocable offer for a period of
one-hundred twenty (120) days.
5. Acknowledgement of all Addenda to this RFP
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TAB B. TABLE OF CONTENTS
TAB C. EXPERIENCE AND CAPABILITIES
Vendor shall provide information on past and current experience with rendering services
similar in size and scope to those in this RFP. This description shall include:
1. Summary of the services offered including the number of years the
Vendor provided these services; the number of clients and geographic
locations the Vendor currently serves, etc. and has served; and if a past
customer, why the Vendor is no longer providing services;
2. Organizational chart of the Vendor showing the major components of the
unit(s) that will be performing the requirements of this contract; where the
management of this contract will fall within the organization; and what
resources will be available to support this contract in primary, secondary
and back-up roles
.
3. The names of all key personnel who will perform work under this contract.
Include each individual's resume. Include work history, educational
background and indicate the proposed role/function of each individual.
4. At least three (3) recent references from customers who are capable of
documenting the following: a) the Vendor's ability to manage similar
contracts, b) the quality and breadth of services provided by the Vendor
under similar contracts (See Appendix C). If Memphis-Shelby County
Schools is a client or has been a client of the Respondent for the services
outlined in the RFP, MSCS reserves the right to be a reference, if not
listed.
TAB D. FISCAL INTEGRITY/FINANCIAL STATEMENTS
1. The Vendor shall include in its proposal, completed audited financial
statements including the auditor's notes, for its last three (3) years. If the
Vendor has not had its financial statements audited by an independent
accounting firm, the Vendor must submit such un-audited financial
statements as it has. Some acceptable methods include but are not
limited to one or more of the following:
a. Recently audited (or best available) financial statements
b. Dunn and Bradstreet Rating
c. Standard and Poor's Rating
d. Lines of credit
e. Evidence of a successful financial track record
f. Evidence of adequate working capital
2. Vendor shall identify any claims during the past five (5) years and provide
information on any pending litigation, lawsuits etc. The failure to provide
accurate information may be determined to be a material breach of any
future agreement or contract with SCBE.
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TAB E. TECHNICAL RESPONSE TO RFP SCOPE OF SERVICES
The Vendor shall address each major requirement of Part V (Scope of
Services) (separated by tabs if substantial)
TAB F. FORMS
1. Bid Bond (If Applicable)
2. Special Terms & Conditions for RFP'S (Appendix A)
3. Addenda Acknowledgement Form (Appendix B)
4. References (Appendix C)
5. Completed Non-Collusion Certificate (Notarized) (Appendix D)
6. Completed Debarment Affidavit (Notarized) (Appendix E)
7. Completed Anti-Bribery Affidavit (Notarized) (Appendix F)
8. Certificate of Insurance Coverage (Appendix G)
9. 2011 Local Preference Purchasing (Appendix H)
10. Compensation/Pricing Schedule (Appendix I).
11. Complete State of Tennessee Non-Boycott of Israel Certification
(Appendix J)
12. Complete State of Tennessee Iran Divestment Act Certification
(Appendix K)
13. Complete Certification Regarding Lobbying (Appendix L)
TAB G. Pricing Schedule (Compensation Schedule)
TAB H. ELECTRONIC MEDIA (INCLUDE WITH SUBMISSION)
Failure to provide any of the requested information or documents in this
solicitation may render the proposal non-responsive.
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