Request for Proposals (RFP): Family Engagement Communication Tool
Issue Date: May 29, 2025
Proposal Due Date: June 11, 2025
Contact Information: Allison Pyle, Director of Student and Administrative Support (304) 847-5638 ext. 2204, apyle@k12.wv.us
I. Overview
Webster County School District is seeking proposals from qualified vendors to provide a communication tool that supports direct family engagement through personalized activities that can be completed at home and shared with educators. The solution should foster meaningful home-school connections, support student learning, and strengthen family participation in the educational process.
II. Scope of Work
The selected vendor will provide a comprehensive communication tool that includes, but is not limited to:
1. Core Features
o Ability for educators to send personalized, curriculum-aligned activities home.
o Options for families to complete, upload, or provide feedback on activities.
o Two-way communication capabilities between families and educators.
o Multilingual support to accommodate diverse family populations.
o User-friendly interface accessible via mobile or desktop devices.
2. Family Engagement Focus
o Tools and resources that promote ongoing family engagement in student learning.
o A repository or library of suggested home activities aligned with school goals.
o Functionality to track participation and provide insights to educators.
3. Professional Development
o Onboarding and training for educators and staff.
o Ongoing professional development to ensure optimal use of the tool.
o Access to implementation guides, training modules, and best practices.
4. Data Privacy & Security
o Compliance with FERPA and other applicable data privacy regulations.
o Secure data storage and user authentication protocols.
III. Proposal Requirements
Proposals must include the following:
o Detailed description of the communication tool and its features.
o Examples of successful implementation in similar settings.
o Professional development plan, including timelines and formats (in-person, virtual, asynchronous).
o Implementation timeline from contract signing to full launch.
o Annual pricing structure, including breakdown of software, support, training, and licensing.
IV. Evaluation Criteria
Proposals will be evaluated based on the following:
o Alignment with stated goals and scope of work.
o User-friendliness and accessibility of the tool.
o Quality and comprehensiveness of the professional development plan.
o Cost-effectiveness and scalability.
o Data privacy and security measures.
V. Contract Terms
o The selected vendor will enter into a one-year contract, effective July 1, 2025, with an option to renew annually for up to three years based on performance, user satisfaction, and availability of funding.
o Renewal decisions will be made no later than 60 days prior to the contract’s end date each year.
VI. Submission Instructions
Submit proposals via email to: Allison Pyle at apyle@k12.wv.us
Subject line: RFP Submission – Family Engagement Communication Tool
All proposals must be received by 4:00 pm on Wednesday, June 11, 2025. Late submissions will not be considered.
VII. Additional Terms
Webster County Schools reserves the right to:
o Reject any or all proposals
o Negotiate with selected vendors
o Cancel this RFP at any time without liability