Instructional Materials Textbook Management System

The Vendor is required to provide to procure a commercial off-the-shelf (COTS), software-as-a-service (SaaS) solution to function as an instructional materials inventory management system (IMIMS).
- The system must effectively manage instructional materials inventory, integrate with the Student Information System (SIS) to generate student listings, interface with the central repository, and be compatible with existing barcode scanning tools.
- It must also include comprehensive training for administrators, teachers, and staff on the full use of IMIMS and its features and modules.
- It must be capable of accurately tracking and managing instructional materials in various formats, including textbooks, digital media, classroom kits, installed software, and other educational resources, as currently overseen by the office of instructional materials.
- Additions of new staff or changes in staff roles require the need to provide training sessions in all aspects of maintaining a comprehensive textbook information system.
- The system must:
•    Comply with all current and future local, state, and federal laws and regulations related to student information.
•    Operate on non-proprietary hardware (e.g., desktops, laptops, tablets, barcode scanners).
•    Integrate with any student information system (sis) used by the state or districts. An example of such sis is power school – the current sis.
•    Integrate with the state’s central depository for ordering, shipping, barcoding, and returns.
o    The IMIMS must transmit approved school and district orders directly to the depository, including item details, quantities, and delivery instructions to ensure real-time coordination between department, districts, and the warehouse.
o    The IMIMS must be able to ingest the barcode records and track them across distribution, check-in/check-out, and returns so that department and districts to reconcile inventory with physical shipments.
o    When schools initiate returns or inter-district transfers, the IMIMS has the capability to update inventory status accordingly to prevent duplicate records and ensure accurate ledger tracking.
o    The IMIMS must interface with the depository’s invoicing system to confirm pricing, generate bills, and reconcile payments.  
o    The IMIMS must receive fulfillment status updates from the depository—such as shipment confirmations, backorders, or delivery issues—and reflect those in the system for department and district users.
•    Support multiple data fields per title (e.g., state id code, adoption status, funding source, expiration).
•    Allow department to create and broadcast instructional material items statewide.
•    Allow centralized department oversight of title parameters, quantities, and formats.
•    Support unlimited instructional material records for k–12.
•    Copy/import instructional materials from one school year to the next.
•    Provide all historical data to department in a format accessible by the agency upon contract termination.
•    Have a plan for onboarding new schools/districts and managing consolidations.
•    Display thumbnails/images of instructional materials when available.
•    Provide on-going technical support for department, districts, and schools via a helpdesk. See item k below. 
•    Provide comprehensive reports that track quantities, conditions, usage, funding source, expirations, etc.
•    Allow publishers to submit instructional materials, metadata, and supporting documentation.
•    Automate bid tracking, evaluation workflows, and approval notifications.
•    Seamlessly transition adopted materials into ordering and inventory modules.
•    Include customizable, rubric-based evaluation tools for department -appointed review panels.
•    Support secure distribution of sample materials to panel members.
•    Provide a public-facing transparency portal for the 30-day public review period.
•    Display a visual catalog of newly adopted materials and historical district selections.
•    Enable school-level ordering with district-level approval workflows.
•    Show school names on each order page for tracking and accountability.
•    Integrate with the state textbook depository for barcode tracking, allocation, and returns.
•    Support editing of approved orders prior to finalization and shipment.
•    Allow inter-district transfers and returns of surplus materials.
•    Import current inventory data into the new system.
•    Integrate with current and future student information systems (sis), including EDFI API compatibility, to assign materials to students.
•    Enable school-level check-in/check-out of materials to students with reporting capabilities.
•    Support department -defined annual inventory protocols using barcode scanning or manual entry, with parameters pushed system-wide.
•    Maintain a running ledger per site showing inventory results, payments, credits for recovered materials, and invoices for outstanding balances.
•    Track losses for a full school year and automatically credit recovered materials.
•    Include depreciation calculations based on department -defined parameters.
•    Generate contracts and extensions internally.
•    Produce reports of adopted and ancillary materials for contract documentation.
•    Interface with the state textbook depository to ensure accurate pricing and billing.
•    Provide real-time communication and data exchange for invoicing and reconciliation.
•    Generate reports based on user-defined date ranges
•    Provide reporting on shipping, ordering, issued, and available materials.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: November 14, 2025