Technology Upgrade RFP

California State Parent Teacher Association is a nonprofit volunteer organization committed to the well-being of all children. PTAs are a vital part of schools and communities across the state, with approximately 3,500 local PTAs in California and more than 500,000 members.

PTA structure is set up with the State PTA at the top level, then District PTAs below the State. Districts may have Units and/or Councils, and Councils will have Units under them. There are currently 27 Districts, approximately 200 councils, and nearly 3,200 units in the state of California. From a Unit perspective, they may be under a Council or District, then the State PTA. This hierarchy is important in all aspects of the services requested.

PTA leaders from local associations across the state are required to perform many tasks using online services. California State PTA is looking for vendors who can provide any or all of the services included below. Vendors should submit separate responses per service, even if multiple services are being bid.

The services requested include:

  1. Contact Management System
  2. Electronic Bylaws Creation System
  3. Document Upload and Archive System
  4. Website Refresh
  5. Database System with Data Integration Capabilities
  6. Federated Single Sign On

Timeline Revised 12/20/2022



11/17/22 Advertisement of RFP
12/09/22 Bidders Conference (Virtual 9-11am PST)
12/21/22 Deadline for submission of written questions
12/23/22-01/02/23 California State PTA office closure
01/4/23 Answers to written questions will be provided
01/8/23 Proposals submitted to California State PTA by midnight
01/9/23–01/12/23 Evaluation period
01/13/23 Vendor interview notification
01/18/23–01/20/23 Vendor interviews
January 2023 Approval of vendor selection by Board of Directors
TBD Start of services

There will be an online bidders conference from 9 am to 11 am PST on December 9, 2022 with members of the IT Task Force and California PTA Staff available to answer questions. Written questions may be submitted in advance for discussion at the conference by email to 

Additional written questions may be submitted up to December 21, 2022 by email to 

An electronic copy of your proposal must be received at the California State PTA office on January 8, 2023 by midnight PST and should be delivered to Hard-copy proposals are welcome, but will not be considered as an official submission.

The task force will meet to evaluate submissions the week of January 9, 2023 and reach out to select vendors to set up interviews from January 18 – 20, 2023. The task force will make the final selection with a tentative presentation to the Board of Directors in January.


Carol Green
California State PTA

Updated: 12/20/22