Writing a Case Management RFP
A field guide for K-12 districts preparing an RFP for case management software: what to include, how to score it, and the mistakes we found in real RFPs.
A clear RFP gets proposals you can actually compare.
We read 12 solicitations for case management and student support software from K-12 districts and colleges, along with vendor questions, proposal forms and the federal and state rules behind them. All six we read in full contradicted themselves somewhere.
This guide walks your team through the process in order, from deciding how you’re allowed to buy to the last read before you post, with each requirement cited to its source.
What’s inside
- How you’re allowed to buy. The federal purchasing thresholds that changed in October 2025, cooperative contracts, and the questions to ask your purchasing office.
- A scope that fits K-12. Title IX under the rule in effect now, parent records rights, special education and 504 records, and state deadlines that vary.
- Requirements vendors can answer. What to ask for instead of “FERPA compliant,” with example language from real RFPs.
- Privacy, security and accessibility. Data privacy agreements, security documents worth requesting, and the ADA web accessibility rule.
- Pricing, scoring and demos. A cost form, a price formula you can test, and scripted demo scenarios.
- A consistency check. Built from the actual errors we found in published RFPs.
The workbook
An Excel workbook comes with the guide: a requirements checklist you can mark required or preferred, a scoring sheet with the price formula built in, and the pre-release consistency check.
Who it’s for
Title IX coordinators, student services and special education directors, IT leaders, and purchasing staff at K-12 districts.
General information, not legal advice. Casearoo sells case management software and responds to RFPs like these; nothing in the guide requires a feature only one product has.