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Pre-Bid Intelligence

Enterprise IT Ticketing,
Asset Management & Cost Ticketing System

Cloud-native ITSM replacement for New Mexico's second-largest school district - delivering native reporting, multi-campus asset visibility, and federal-fund cost allocation across 40 campuses.

Awarding Body
Las Cruces Public Schools
Las Cruces Public Schools
Dona Ana County, NM
Solicitation
RFP 26-003
Contract Value
$100,000 – $250,000
Service
Pre-Bid Intelligence / Post Bid Support
Under NDA
At a Glance

Project Overview

Las Cruces Public Schools required a unified ITSM platform to replace SchoolDude and eliminate Power BI reporting workarounds. PIScaleX delivered a comprehensive pre-bid intelligence package enabling prime contractors to bid with precision and win with confidence.

Las Cruces Public Schools
Awarding Body
Las Cruces Public Schools
Dona Ana County, New Mexico · ~22,500 Students · 40 School Campuses
5
Systems to Integrate
Microsoft Azure Active Directory, Rapid Identity, Edupoint Synergy SIS, Tyler School ERP Pro, SchoolDude (legacy data migration source)
100
Evaluation Points
Functionality 20 · Cost 30 · Multi Site Support 20 · Integration 10 · Reporting/Analytics 10 · Training/Support 10
45
Facilities
Serving ~22,500 students, 3,200 employees and 40 school campuses, 25,000–35,000 assets under management
5
Compliance
FERPA, WCAG 2.1 AA, New Mexico Data Privacy, Encryption in transit (TLS 1.2+) and at rest (AES-256), US-based resources only
Single Source of Truth
Integrate 5+ systems into one unified platform via real-time API synchronization
Reporting and Analytics
Real-time and historical dashboards. Customizable reports on tickets volumes, SLA compliance, workload distributions, etc.
Multi-Site and Multi-Department Support
Support for multiple departments with ability to separate or share queues, workflows, and data as needed.
Transparency & Accessibility
Role-based access with WCAG 2.1 AA compliance and SSO
Asset Management
Track 25,000 to 35,000 endpoints from acquisition through disposal.
Implementation, Training, and Support
Data migration from SchoolDude, project management and implementation planning
Pre-Bid Services

How We Enable Prime Contractors to Win

PIScaleX functioned as the technology and proposal engine behind the US Prime, translating complex SLED requirements into a winning, compliant submission.

The Challenge

LCPS's legacy SchoolDude platform could not generate native reports, forcing district staff to route data through Power BI as a workaround.

What We Uncovered
  • Asset and cost tracking were fragmented across multiple systems and spreadsheets
  • audit exposure for federal funding (Title I, E-Rate, grants) across 40 campuses.

The Approach

We structured the proposal around LCPS's stated pain points rather than generic platform marketing — all shared under strict NDA to protect competitive positioning.

What We Delivered
  • Reporting-first positioning
  • Described district-level, zone-level, and campus-level organizational configuration for all 40 sites, not generic multi-tenancy
  • Detailed SAML 2.0 federation, group-based role mapping

The Outcome

A structured pre-bid package ready for prime contractor integration into their final proposal — technical architecture, compliance framework, and competitive pricing intelligence included.

Pre-Bid Package Delivered
  • Solution architecture & integration map
  • Compliance audit & security framework
  • Pricing posture & competitive benchmark
Scope

Statement of Work

Technical deliverables engineered to position prime contractors for competitive advantage across all 100 evaluation points.

Ticketing & Service Request Management
Centralized management of incidents, service requests, problems, and changes across IT, Finance, HR, Facilities, and Transportation.
Multi-Site & Multi-Department Support
Site-specific queues, workflows, and data separation with district-wide visibility.
Reporting & Analytics
Native configurable dashboards with KPIs (open ticket counts, resolution times, asset condition, cost summaries).
Asset Management
Lifecycle tracking for 25,000 - 35,000 endpoints from acquisition through disposal.
Cost Tracking & Financial Transparency
Labor, parts, and service cost association with tickets and assets.
SSO, Security & Compliance
Azure AD SSO via SAML 2.0, OAuth 2.0, or OpenID Connect with role-based and group-based access.
Process

Five-Phase Delivery Methodology

Structured intelligence workflow designed to accelerate proposal development and de-risk submission.

1

Procurement Office Intelligence

Solicitation timeline analysis, contact mapping, addendum tracking, and competitive landscape assessment.

2

Clause-by-Clause Structural Analysis

Deep parsing of RFP terms, mandatory vs. discretionary requirements, and risk-flagged contractual language.

3

Solution & Capability Architecture

Technical approach design, teaming structure recommendations, and differentiation strategy against evaluation criteria.

4

Competitive Pricing Intelligence

Market rate benchmarking, cost-model optimization, and value-engineering for Cost & Value scoring.

5

Submission Engineering

Proposal formatting compliance, narrative alignment to scoring rubric, and demonstration preparation for live Q&A.

Ready to Win Your Next SLED Bid?

PIScaleX delivers pre-bid intelligence, technical architecture, and submission engineering for U.S. state, local, and education procurement.

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