RFI 25-0026 Construction Management Software for Capital Projects

RFI 25-0026 Construction Management Software for Capital Projects The purpose of this Request for Information (RFI) is to conduct market research of vendors, services, and other information related to Construction Management Software services. REQUEST FOR INFORMATION 25-0026 Construction Management Software for Capital Projects RFI Closing: May 28, 2026- 2PM PST Issued by Beaverton School District (“District”) 1260 NW Waterhouse Avenue Beaverton, Oregon 97006 April 16, 2026 SUMMARY RFI 25-0026 Construction Management Software for Capital Projects REQUEST FOR INFORMATION RFI 25-0026 Summary The purpose of this Request for Information (RFI) is to conduct market research of vendors, services, and other information related to Construction Management Software services. CLOSING: May 28, 2026 at 2:00 PM Pacific Time ALL questions and comments regarding this RFI must be directed ONLY IN WRITING by email to: contracts@beaverton.k12.or.us 1. Purpose and Introduction: Beaverton School District (“the District”) is seeking information from qualified vendors regarding Construction Management Software (CMS) solutions that support project management, budgeting, planning, design, procurement, construction, and close-out activities across multi-year Capital Improvement Programs (CIP). This RFI is exploratory and intended to help the District evaluate available systems, functionality, implementation approaches, and cost structures to inform a potential future procurement process. 2. Background a. Beaverton School District is the third largest School district in Oregon comprising 34 elementary schools, 9 middle schools, 6 high schools, 5 option schools, 19 option programs and 2 charter schools. We have more than 39,000 students and nearly 4,500 staff members. b. The District oversees capital projects including major renovations, additions, and new school construction. Current workflows involve multiple platforms for project management, budgeting, financial controls, design coordination, and reporting. c. The District currently uses Trimble Unity Construct. The District is evaluating modern CMS platforms to improve: Project management Procurement and Contracting Processes Project scheduling and milestones Financial controls (budget, contracts, pay apps, change orders) Document management Construction field management Compliance, audit readiness, and transparency Integration with PowerSchool’s Business Plus software Reporting for internal and public accountability d. The District aims to understand: Available CMS solutions suitable for public-sector capital programs Features, functionality, required modules, and system architecture Implementation requirements, timeline, support, and training SUMMARY RFI 25-0026 Construction Management Software for Capital Projects Integration capabilities (Single Sign On, ERP, Docusign, Bluebeam, financial systems, etc.) Data governance, audit compliance, and security standards Cost models (subscription, user licenses, implementation, add-ons) Vendor experience with K-12, municipal, or public capital programs 3. Requested information a. Company Information i. Describe your Company’s history, financial strength, leadership, location, number of employees, structure. ii. Experience implementing CMS for school districts, especially school districts of a similar size and demographic to the Beaverton School District. iii. References for comparable projects. b. System Overview and Functionality i. Desired modules may include: Program & project management Budgeting, forecasting, and financial tracking Bond program and series tracking Contract, PO, and change order management Pay application and invoicing workflows RFI, Submittals, ASIs, Field Reports Document management & version control Scheduling & milestone tracking Task management Construction field app/mobile capabilities Reporting & dashboards Timekeeping COBID / Minority and diversity reporting Describe how your platform manages complex workflows. How customizable is the interface for different user roles? Processes? Describe any process automation or configurable workflows. c. Technical Structure i. Describe system architecture including things such as: Do all web services require SSL for all access, with a minimum of TLS 1.2 or higher? Does software support authenticated users via district supported SAML or OAUTH for end users. SAML through Entra is preferred. Must communicate with District’s current email system. Vendor must not send email from district email addresses. Browser – describe if your software supports Chrome, Edge, Firefox, and Safari browsers. Will software support new versions of these browsers within 60 days of release? Does software use flash, Java, or any other plugins not included with the browser? ii. Describe how your system meets the following security requirements: Do you conform with a specific industry standard security framework? (e.g. NIST SUMMARY RFI 25-0026 Construction Management Software for Capital Projects Cybersecurity Framework, ISO 27001, etc.) Please identify which one under "additional information" Have you had a significant cybersecurity incident that has disrupted availability for longer than 8 hours? Have you had a security event in the last 5 years that impacted privacy, operations, data, customers, what steps did you take to handle the incident? Do you have a formal risk management and cybersecurity program in place? Does your system support various permission levels (for example, role based access control) for end users? Do you enforce additional security controls for privileged access users (e.g. system administrators)? Can employees access protected or sensitive data remotely? Is an audit log of access maintained by the system? Is district data appropriately segmented and secured from other organization's data or access and can you demonstrate through reports? Do you have strong authentication in place including MFA and additional controls for privileged access accounts? Do you logically separate the institution's data from that of other customers? Do backups containing institution data ever leave the United States, either physically or via network routing? Do you have a media handling process that is documented and currently implemented, including end-of-life, repurposing, and data sanitization procedures? Is any institution data visible in system administration modules/tools? Does the database implement encryption of specified data elements in storage consistent with current encryption standards? Will any institution data leave the United States? Does your company own the physical data center where the institution's data will reside? Do you have a Disaster Recovery Plan (DRP)? Are any disaster recovery locations outside the institutions of the United States? Are you utilizing a web application firewall (WAF) and/or a stateful packet inspection (SPI) firewall? Do you have a documented policy for firewall change requests? Do you have automated threat monitoring and notification systems enabled? (for example, SEIM, EDPM, etc.) Is there a 24x7x365 monitoring and response process in place for intrusions? Does your organization have physical security controls and policies in place? Are employees allowed to access or transport customer data, copy or store customer data on personally owned devices, or physically remove data from the protected infrastructure of your organization? Do you have standard hardened configurations for servers, appliances and mobile devices? Have your systems and applications had a third party security assessment completed in the last year? SUMMARY RFI 25-0026 Construction Management Software for Capital Projects iii. Software Installed on BSD Computers Is there any required or optional software installed on BSD servers or workstations? a. Please list and describe the function of the software. b. List all additional software prerequisites even if installed automatically with the primary application. Include vendor, software name, and version. c. What are the hardware and OS requirements for the installed software? d. Integration Capabilities i. Describe existing or possible integrations with PowerSchool Business Plus ii. Possible integrations with other construction management or scheduling platforms, such as Asana, Microsoft Project, Procore, etc. iii. Docusign (or similar), iv. Bluebeam, and related tools v. Use of AI within the platform e. Timeline and Implementation i. Describe a typical implementation timeline and support model. ii. Describe your approach to data migration when transitioning customers from a legacy construction management system to your platform. Include data migration capabilities and typical approach, including the types of data that can be migrated, required customer involvement, and any additional limitations or assumptions. iii. Identify any prerequisites, constraints, or risks that could affect data migration or implementation timelines or outcomes. f. Pricing Structure i. Pricing model (subscription, user-based licensing, enterprise licensing, etc.) ii. Implementation and onboarding costs iii. Optional modules or add-on pricing iv. Cost considerations for a capital program with an annual spend of approximately $50– 100 million g. Contracting Considerations i. Provide a list of cooperative contracts that comply with the cooperative contracting provisions found in ORS 279B under which your software is offered ii. Provide access to any standard contract terms and conditions that your firm would require if selected as a vendor 4. Software Demonstration Overview a. As part of this RFI process, selected vendors may be invited to provide a software demonstration to help the District better understand the proposed solution and its suitability for the District’s environment. b. Demonstration Expectations: Format: Live virtual demonstration (preferred) Length: Approximately 30–45 minutes, including questions Version: Current, generally available version of the software Audience: District business, technical, and procurement staff c. Demonstration Focus Areas SUMMARY RFI 25-0026 Construction Management Software for Capital Projects i. The demonstration should briefly cover the following: Core functionality relevant to the District’s needs User experience and ease of use for staff with varying technical skill levels Basic configuration and system administration Reporting and data access Security, user access, and audit features High-level integration capabilities d. Participation and Approach Demonstrations should be led by personnel knowledgeable about the product. Sales or marketing content should be limited. The focus should remain on showing how the software would function in a real‐world school district setting. e. Question and Follow-up i. Time should be reserved for District questions related to: Implementation approach Support and training Licensing model (high-level) Alignment with public-sector requirements 5. RFI Milestones: Responses Due: Thursday May 28, 2026, 2:00 PM To ensure proper identification and handling, the Responses must be submitted to contracts@beaverton.k12.or.us and the email subject line/body text/file names should include the RFI number, and/or other clearly identifying information. [District Clarifications are on next page] SUMMARY RFI 25-0026 Construction Management Software for Capital Projects District Clarifications: 1. NOT AN ORDER. This is ONLY a request for information and should not be construed as intent, commitment or promise to acquire the equipment, goods or services presented by Firms. This RFI is being published strictly for the purpose of gaining knowledge of the referenced equipment, goods or services available in the market and their application potential. 2. OBLIGATION. The District will not be obligated to any Firm as a result of this RFI. The District is not obligated for any cost incurred by Firms in the preparation of the Request for Information. The District will not pay for any information herein requested nor is liable for any costs incurred by the Firm. For economy of presentation, special bindings, colored displays, promotional materials and the like are not required but if they are presented, the District will not be responsible for this cost. 3. PRICING. The Firm is not required to provide prices for any solutions proposed. However, general cost estimates would be appreciated. The figures provided are not binding to the company. These costs will assist the District in developing our initial strategy and budget for the project. 4. REQUEST FOR INFORMATION. From the data collected through this RFI, the District will review all information and options, assess our needs. 5. OWNERSHIP. All information obtained shall become the property of the District upon receipt and will not be returned or disclosed. 6. COMMUNICATIONS/DEADLINES. The District may, at its sole discretion, adjust deadlines, accept late responses, and/or communicate with prospective respondents about this RFI.