RFP - Instructional Materials Textbook Management System

Background
The South Carolina Department of Education (SCDE) is seeking to procure a Commercial Off-the-Shelf (COTS), Software-as-a-Service (SaaS) solution for an Instructional Materials Inventory Management System (IMIMS). This system aims to effectively manage the inventory of instructional materials, which includes textbooks, digital media, and other educational resources for approximately 800,000 students across 1,300 schools and 80 districts in South Carolina. The goal is to ensure accountability and compliance with local, state, and federal regulations regarding student information and instructional materials management.

Work Details
The contractor will provide a secure, scalable IMIMS that supports the full lifecycle of instructional materials including adoption, procurement, inventory management, distribution, and reporting. Key requirements include:
- Integration with existing Student Information Systems (SIS) such as Power School.
- Capability to manage various formats of instructional materials.
- Comprehensive training for SCDE staff and district leaders.
- Ongoing technical support via a helpdesk.
- Compliance with SC Regulation 43-70 and all applicable laws.
- Features such as automated bid tracking, customizable evaluation tools for review panels, public-facing transparency portals, school-level ordering with district approval workflows, inter-district transfers of surplus materials, annual inventory protocols using barcode scanning or manual entry, and detailed reporting capabilities on inventory status and usage.

Period of Performance
The contract will commence on January 6, 2026, and is expected to last until January 5, 2033. It includes an initial three-year term with four optional one-year renewal periods.

Place of Performance
All services will be performed at the SC Department of Education located at 849 Learning Lane, West Columbia, SC 29172.

Bidder Requirements
Offerors must have a state vendor number to submit an offer. They are required to comply with all applicable local and federal laws regarding student information privacy. Additionally, bidders must demonstrate their capability to perform the contract requirements fully and provide evidence of responsibility upon request. Any subcontracting arrangements must be disclosed if they exceed 10% of the cost or involve critical services.