general information - wayne state college web viewgeneral information. notice . the board of...

Wayne State College CRM RFP Page #1

1 General Information

1.1 Notice The Board of Trustees of the Nebraska State Colleges dba Wayne State College (“WSC”, “College”) will receive responses to a Request for Proposal (RFP) in the form of sealed bids for Customer Relationship Management (CRM) solutions to facilitate both prospective student recruiting and existing student retention activities, with an initial focus on recruiting. Please see section 3.1 for bidding instructions.

1.2 PurposeWSC seeks to purchase and implement a CRM to replace its current recruiting CRM software. WSC desires a solution, including software, implementation, and support which will:

Improve the quality, clarity, and impact of the prospect experience with WSC. Provide the campus with a platform in which units can work more collaboratively with the

admissions team in the recruiting and relationship building process. Provide the admissions team with tools to support a continual process improvement model,

including analytics on current processes and tools to enhance processes. Provide a data rich platform with opportunities to use data effectively at the tactical,

operational, and strategic level Resolve technical challenges presented by the current CRM solution for members of the

admissions team working in rural areas with limited connectivity Provide security for applicant data

WSC is a member of the Nebraska State College System (NSCS) and, as such, has two sister institutions, Chadron State College and Peru State College. Reponses should be written in such a way that any campus within the NSCS and/or the NSCS system office could also purchase solutions and services from this RFP at their independent discretion.

1.3 Definitions Definitions used in these requirements and any resultant contract documents shall have the respective meaning as herein given.

— Respondent/Vendor -- a party submitting a proposal based on these specifications.— Solution – software, infrastructure, hosting, implementation, training, and all other components of a

complete solution to accomplish the goals of the RFP— Contractor/Consultant -- the party that submits the successful proposal and subsequently enters

into a contract with the College.— College – Chadron State College, Peru State College, or Wayne State College.— Federal -- all agencies, departments or other subdivisions of the Government of the United States of

America.


— State -- the State of Nebraska, including all agencies, departments or other subdivisions thereof.

— Accounting Period -- the reporting and payment dates for both Contractor and College as defined by the contract document.

— Regular Academic Year -- begins with the opening of the fall semester and ending with the close of the spring semester as established by the College's approved academic calendar.

— Summer Term-- begins with the start of the first summer session and ends with the end of the last summer session.

— Purpose – the need expressed in section 1.2 of this document.— Services – the combination of products and services proposed by the Respondent, which meets the

purpose and goals of this RFP.

1.4 Basis of Proposals Proposals shall be consistent with specifications contained in this Request for Proposals, including all sections. Telephone or fax proposals will NOT be accepted. No Respondent may withdraw a proposal for a period of sixty (60) days after the date of proposal opening.

It is the responsibility of the prospective Respondent submitting a proposal to become fully acquainted with this RFP and the conditions for providing the solution.

1.5 Contractor Selection The Respondents will be screened and a Contractor selected on the basis of any and all information that the College deems pertinent to the Purpose of the RFP. The College reserves the right to reject any or all proposals, to accept other than the low bid, to negotiate with one or more Respondents on the basis of their initial proposal, and to waive informalities or technicalities in the bidding and evaluation process.

1.6 Notice of Intent to Award All Respondents submitting proposals will be promptly notified after the College has approved the intent to award the contract to the successful Respondent, contingent upon successful negotiation of the contract.

1.7 Contract and Contract Documents The College and the successful Respondent shall enter into a written contract, the terms of which shall reference conditions and specifications put forth in Section 6 of this Request for Proposal. Note that responses to this RFP will include the submission of a draft contract, per Section 7.

2 CRITICAL DATES The following summary outlines the critical dates in the process of selecting a Contractor.

September 15, 2017 - Request for Proposal IssuedSpecifications, including the calendar of events, Respondent’s qualification requirements, and other information, are published and available to prospective Respondents.


September 29, 2017 – Deadline for written questionsAll questions are due via e-mail to the RFP Communications Liaison by 4:00PM CDT. The subject line for written questions must be “WSC CRM RFP Written Questions”.

October 6, 2017 – WSC provides responses to Respondent questions.

October 13, 2017 - Proposals submitted in response to this Request for Proposal must be received by 2:00PM CDT at the Office of the Vice President for Administration and Finance.

October 20, 2017 – WSC announces finalists

October 26-27, 2017 – Finalist presentations on campus (virtual presence allowed)

November 10, 2017 – WSC announces intent to award – contract negotiation begins

December 1, 2017 – Implementation begins

3 INSTRUCTIONS TO BIDDERS

3.1 Proposal Submission Respondent Proposals shall be submitted in sealed envelopes marked as noted in section 3.1.1, received at the location specified in 3.1.2 until the time specified in 3.1.3. A complete proposal shall consist of the items listed in section 3.1.5. All deadline times in this document are Central Daylight Time (CDT).

3.1.1 RFP Identification Wayne State College CRM Proposal

3.1.2 RFP Opening Location Office of the Vice President for Administration and Finance Wayne State College 1111 Main Street Wayne, NE 68787

3.1.3 RFP Due Date 2:00 PM, October 13th, 2017

3.1.4 RFP Responsible parties

3.1.4.1 RFP and Contract Responsible PartyJohn DunningChief Information OfficerWayne State College1111 Main Street


Wayne, NE [email protected]: 402-375-7286

3.1.4.2 RFP Communications LiaisonSame as 3.1.4.1

3.2 RFP Response Contents Original Proposal One electronic copy

4 Proposal OrganizationRespondents must provide written responses or acknowledgements to the following questions and statements intended to establish their qualification to provide the Solution in accordance with the specifications included in this RFP. Responses should be numbered to coincide with the numbering of the questions below and should be presented in the sequence indicated. This information must be included as part of the response even if the same or similar information was previously provided to the College as part of previous bids or proposals. Responses should be straightforward and concise while still covering the topics adequately. Omissions, inaccuracies or misstatements may be cause for disqualification of the Respondent.

4.1 RFP CommunicationAll communications and/or questions regarding this request should be in writing, and Respondents are encouraged to e-mail written questions to the RFP Communications Liaison listed in Section 3.1.4.

4.2 RFP ErrorsIf any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency is discovered in this RFP, Respondents have five (5) business days prior to the RFP due date to notify, in writing, the RFP Communications Liaison of such error and request modification or clarification of the RFP document. All written questions will receive responses in writing, posted to the WSC website.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, supplements or revisions will be provided to all recipients of this initial RFP, and posted to the WSC website.

5 College PROFILE

5.1 College HistoryWayne State College is one of three colleges governed by the Board of Trustees of Nebraska State Colleges, the other two being Chadron State College and Peru State College. The College traces its history back to 1891, when Professor James M. Pile founded the Nebraska Normal College, a private institution operated by Professor Pile until his death in 1908. In 1909, the Nebraska State legislature


authorized the purchase of the property, buildings and equipment of the Nebraska Normal College. In September of 1910, the institution opened as a State Normal School under the leadership of President U.S. Conn.

In 1921, the school became a State Normal School and Teachers College and was authorized to grant baccalaureate degrees in education. In 1949, the Legislature changed the name of the institution to Nebraska State Teachers College at Wayne and granted the authority to confer baccalaureate degrees for study in the liberal arts. The graduate program leading to a Master's degree was authorized in 1955. In 1963, the Legislature changed the name of the College to Wayne State College. In 1992, the College added the Master of Business Administration to the degree programs it offers.

Wayne State is located in Wayne, Nebraska, a community of about 5,700 in the northeastern region of the state. The city has a diversified economy, which includes agriculture, manufacturing and service enterprises. Omaha and Lincoln, Nebraska and Sioux City, Iowa, are within easy driving distance of Wayne, and all three cities are served by scheduled airlines. An airport for general aviation is located in the City of Wayne for use by business and other travelers in private or charter planes.

5.2 College Mission Wayne State College, as part of the three-school state college system, is a regional public institution geographically positioned to serve the needs of Northeast Nebraska. The College's basic mission is twofold: it strives to develop students of a wide range of academic abilities through quality teaching and support, and to assist with the development of its service region through the delivery of public service programs and activities.

The College is primarily an undergraduate institution offering a comprehensive curriculum with equal emphasis on the arts and sciences, business and teacher education. Graduate programs are offered at the Master's level in education and business administration and at the specialist level in education.

The College has built upon its rich tradition as a teacher’s college by emphasizing strong teaching and helpful out-of-class support in a personalized setting. A comprehensive co-curricular program of student activities offered in a manageable residential setting provides students with opportunities to enhance personal characteristics and leadership abilities. In addition, the College has extended its tradition of helping by becoming a regional service center enhancing the quality of life and fostering development in its largely rural service region. The public service programs and activities provided are, in large part, a product of the applied research and community service activities of the College's faculty and staff.

The College currently enrolls approximately 3,600 students and has the capacity to house 1,615 students on campus.


5.3 Enrollment History Enrollment at the College has remained stable over the last ten years. The College is undertaking significant marketing initiatives to target increased enrollment in our traditional, undergraduate programs. Residence hall occupancy has followed the same trend as on-campus enrollments. The College would like to increase enrollment in the future.

5.4 College/Contractor Relations The College believes a quality contractual arrangement is most likely to be achieved when there is good communication between various College entities and the Contractor. To assure effective communication, the College will identify a liaison officer to serve as the primary representative to the Contractor and will identify those other College officials with specific responsibilities to the Solution.

6 GENERAL CONDITIONS OF THE CONTRACT All Respondents must indicate their ability to comply with the following terms, which are intended to be included in a contract entered into with the Contractor:

6.1 Prompt Payment ActIn the event any amount due under any contract resulting from this RFP remains unpaid for forty-five (45) days after the due date, the unpaid amount shall bear interest from the 31st day after the due date at the rate specified in the Prompt Payment Act, Neb. Rev. Stat. §§81-2401 to 81-2408.

6.2 Independent ContractorThe Contractor shall be an independent contractor and not a College employee for all purposes, including, but not limited to, the application of the Fair Labor Standards Act, minimum wage and overtime payments, the Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, any Nebraska revenue and taxation law, Nebraska workers' compensation law and Nebraska unemployment insurance law.

The Contractor agrees that it is a separate and independent enterprise from the College, that it has a full opportunity to find other business, that it has made its own investment in its business, and that it shall utilize a high level of skill necessary to perform the work. The contract shall not create any partnership, joint venture, or joint employment relationship between the Contractor and the College, and the College shall not be liable for any obligation incurred by the Contractor, including but not limited to, unpaid minimum wages or overtime premiums. If the Contractor has employees or subcontractors, the Contractor further agrees to maintain at least the prescribed minimum workers' compensation insurance coverage for all of the Contractor's employees for the duration of this contract. The Contractor agrees to furnish the College proof of workers' compensation insurance coverage upon request.

6.3 Liability Insurance Requirements The Contractor is required to carry liability insurance of one (1) million dollars per

occurrence. The Contractor's insurance policy shall be primary and non-contributory.


The College shall be named as an additional insured party on the policy and the certificate of insurance shall reflect that the policy waives its right of subrogation against the College. A copy of the certificate shall be provided to the College.

Copies of certification of insurance shall be provided by the Contractor at the beginning of contract negotiations. If work performed under this contract will span multiple years, the Contractor must provide annual evidence of recertification.

6.4 Access to recordsThe Contractor agrees to maintain complete records regarding the expenditures of funds provided by the College under this contract. The Contractor agrees to allow authorized representatives of the College, the Board, the funding Federal Agency, if any, and the United States Comptroller General, if appropriate, free access at reasonable times to all records generated or maintained as a result of the contract for a period of three (3) years after the termination of the contract.

6.5 New Employee Work Eligibility StatusThe Contractor will be required to abide by one of the two following options. All Respondents must affirm that they will be able to do so.

□ The Contractor is required and hereby agrees to use a federal immigration verification system to determine the work eligibility status of new employees physically performing services within the State of Nebraska. A federal immigration verification system means the electronic verification of the work authorization program authorized by the Illegal Immigration Reform and Immigrant Responsibility Act of 1996, 8 U.S.C. 1324a, known as the E-Verify Program, or an equivalent federal program designated by the United States Department of Homeland Security or other federal agency authorized to verify the work eligibility status of a newly hired employee.

□ The Contractor is an individual or sole proprietorship. The Contractor must complete the "United States Citizenship Attestation Form," available on the Department of Administrative Services website at www.das.state.ne.us . If the Contractor indicates on such attestation form that he or she is a qualified alien, the Contractor agrees to provide US Citizenship and Immigration Services (USCIS) documentation required to verify the Contractor's lawful presence in the United States using the Systematic Alien Verification for Entitlements (SAVE) Program. The attestation form and USCIS documents (if applicable) must be attached to the contract.

The Contractor understands and agrees that lawful presence in the United States is required and the Contractor may be disqualified or the contract terminated if such lawful presence cannot be verified as required by Neb. Rev. Stat. §4-108.

6.6 Non-DiscriminationThe Contractor agrees to comply fully with Title VI of the Civil Rights Act of 1964, as amended, and the Nebraska Fair Employment Practice Act, Neb. Rev. Stat. §§48-1101 to 48-1125, as amended, in that

http://www.das.state.ne.us/


there shall be no discrimination against any employee who is employed in the performance of this contract, or against any applicant for such employment, because of age, color, national origin, race, religion, disability or sex. This provision shall include, but not be limited to employment, promotion, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation, and selection for training including apprenticeship. The Contractor further agrees to insert a similar provision in all subcontracts for services allowed under this contract.

6.7 ADA & Drug-Free Workplace RequirementsAll provisions of this contract are subject to the Americans with Disabilities Act (ADA). Further, the Contractor certifies that the Contractor operates a drug-free workplace and, during the term of this contract, will be in compliance with the provisions of the Drug-Free Workplace Act of 1988.

6.8 Debarment/Suspension Certification If this contract involves the expenditure of federal funds in the amount of $25,000 or more, the Contractor certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

6.9 Use of Information; Property OwnershipThe Contractor agrees that any and all information gathered in the performance of the contract, either independently or through the College or the State College System, shall be held in the strictest confidence and shall be released to no one other than to the College, without prior written authorization of the College. The Contractor agrees that no authority or information gained through the existence of the contract will be used to obtain financial gain for the Contractor, for any member of the Contractor's immediate family, or for any business with which the Contractor is associated except to the extent provided by the contract.

The Contractor further agrees that any tangible or intangible property, including patents, trademarks and other intellectual property, produced, developed, prepared, or created under the terms of this contract shall be the property of the College. The Contractor hereby assigns and transfers to the College all right, title and interest in and to any copyright in any copyrightable materials produced under this contract.

6.10 Parties; Subcontractors; AssignmentReferences to the Contractor and the College include the parties' officers, employees, agents, and independent contractors and subcontractors. The Contractor agrees that no subcontractors shall be utilized in the performance of this contract without the prior written authorization of the College. The Contractor agrees not to assign or transfer any interest, rights, or duties in this contract to any person, firm, or corporation without prior written consent of the College.

6.11 CancellationThis contract may be canceled by either party upon thirty (30) days' written notice unless a longer period is noted in Section 7: Specific Conditions. Settlement of the amount due to the Contractor upon


cancellation shall be negotiated between the parties based upon (a) specified deliverables completed by the Contractor and accepted and usable by the College as of the date of termination when the Contractor initiates termination, or (b) the percentage of services performed by the Contractor as of the date of termination when the College initiates termination.

6.12 Default; RemediesIf the Contractor defaults in its obligations under this contract, the College may, at its discretion, exercise any remedy available by law or in equity. In addition to any other available remedy, the College may terminate this contract immediately by written notice to the Contractor. The College shall pay the Contractor only for such performance as has been properly completed and is of use to the College. The College may, at its discretion, contract for provision of the services required to complete the contract and hold the Contractor liable for all expenses incurred in such additional contract over and above the consideration set forth in the contract.

6.13 Unavailability of FundingDue to possible future reductions in state and/or federal appropriations, the College cannot guarantee the continued availability of funding for this contract beyond the current fiscal year. In the event funds to finance this contract become unavailable either in full or in part due to reductions in appropriations for a future fiscal year, the College may terminate the contract or reduce the consideration by notice in writing to the Contractor. The notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. The College shall be the final authority as to the availability of funds. The effective date of contract termination or reduction in consideration shall be the actual effective date of the elimination or reduction of appropriations. In the event of a reduction in consideration, the Contractor may cancel this contract as of the effective date of the proposed reduction by written notice to the College.

6.14 Complete Agreement; Governing Law; AmendmentThe contract sets forth the entire agreement of the parties and supersedes all prior negotiations, discussions, and proposals. There are no promises, understandings, or agreements of any kind pertaining to this contract other than those stated herein. The contract will be construed, interpreted, governed and enforced under the laws of the State of Nebraska, and may be amended at any time in writing upon the agreement and signature of both parties.

6.15 FERPA DataThe Contractor understands and acknowledges that under the auspices of this Contract it will be assisting the College in performing an institutional service and that it will have access to College data protected under The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). The Contractor agrees that it will meet the data protection standards required by FERPA and that data provided by the College to the Contractor will only be used in performance of this Contract.

6.16 Technology AccessAll contracts, that include provisions of technology products, systems, and services, including data, voice, and video technologies, as well as information dissemination methods, shall comply with the


Nebraska Technology Access Standards adopted pursuant to Neb. Rev. Stat. §73-205. These Standards are available for viewing on the Web at http://nitc.ne.gov/standards/2-201.html, and will be incorporated into the contract.

6.17 Designated College RepresentativeThe designated College representative for purposes of monitoring and oversight of the contract is the person identified in Section 3.1.4.1.

7 DRAFT CONTRACT SUBMISSIONThe College recognizes that the Contractor will have certain desired contract terms and provisions. Awareness of these will help the College gauge the complexity and length of the contract drafting and negotiation process, which is part of the criteria for evaluation of the proposals. Please submit a draft contract complete with all desired terms and provisions, as well as pricing for all of the Services detailed in this RFP.

8 SPECIFIC CONDITIONS

8.1 Term of Contract The term of the contract will be for a period of three (3) years with at most four (4) optional annual extensions.

8.2 Firm PricesIn the event that one or more of the Colleges desire additional Services beyond the initial contract, prices for the Services provided must remain firm for two years from the date of the signed contract. However, prices established may be lowered due to general market conditions.

9 EXISTING ENVIRONMENTWSC currently utilizes CRM functionality in both the admissions/recruiting space (EMAS Pro) and the alumni relations space (Raiser’s Edge).

EMAS Pro is locally hosted and is complemented by EMAS Campaign Pro for bulk e-mail generation.

Raiser’s Edge is locally hosted and not in scope for this project (though integration of the alumni space may be a future project if the Solution fits).

The Campus utilizes a shared instance of PeopleSoft Campus Solutions for a Student Information System hosted off-site. The SIS hosts an integrated Application for Admission. At this point there are no plans to abandon that application. The CRM and SIS are currently integrated with batch flat file extracts with data flowing from the SIS to the CRM.


The Campus utilizes OBIEE (co-hosted with the SIS) for reporting and dashboards from the SIS environment and SAS Reporting Analytics (hosted on campus) for reporting and dashboards for data from other systems.

The Campus utilizes Single-Sign-On utilizing the SAML2 standard (both Shibboleth and ADFS) and utilizing home grown applications for identity management. By the time the Solution is implemented, the College will be using SailPoint for identity management and provisioning to Active Directory.

10 TECHNICAL REQUIREMENTS

10.1 Security

10.1.1 Describe the SSO integration offered by the solution.*The solution must provide single-sign-on (SSO) for both administrative and applicant users (at the point where they become admitted applicants if not before). SSO methodologies supported by Campus (in order of preference) are: SAML2 via Shibboleth, SAML2 via ADFS (O365).


10.1.2 Describe the access control architecture, especially in light of use by multiple campus constituencies. If the solution supports retention or alumni segments, describe the security architecture’s ability to protect data while facilitating use of the system for multiple spaces and by multiple offices.

10.2 Describe the application delivery methodology (SaaS, PaaS, etc.) and standards (i.e. SOC 2 or similar) met by the data center(s) from which the solution is served.

10.3 Data integration technical questions

10.3.1 Describe the methods supported by the solution for import and export of data, including transport (i.e. REST API/Secure FTP, etc.), formats (XML, CSV, etc.), and triggering (timed, event based, etc.).

10.3.2 Describe the relationship between views/filters/lists within the application and views available to extract data and (i.e. can a report or query built within the application be accessed via a data integration interface without being rebuilt or recoded?).

10.3.3 Describe the Solution’s capability to integrate with Microsoft Active Directory to measure applicant’s engagement via login, e-mail checking, etc.

11 SOLUTION DESCRIPTION

11.1 CRM Space suitabilityDescribe how the Solution functions in the three typical higher education CRM spaces (recruiting, retention, and alumni relations), including which space it was originally designed to service (if it was designed for a specific space). If the Solution is used in multiple spaces, provide examples of effective use.


11.2 Functional Operation

11.2.1 Messaging

11.2.1.1 Describe the communication channels provided by the solution (i.e. e-mail, SMS, print house interface, etc.)

11.2.1.1.1 How many channels have you added to your solution in the last 3 years?

11.2.1.1.2 For each channel, please indicate whether you provide it natively or through a corporate partner.

11.2.1.1.3 If you provide a channel through a corporate partner, please indicate if this relationship is managed through our contract with you or if a contract with the partner is also required – also indicate if the cost of the service is included in your proposal.

11.2.1.1.4 Describe the Solution’s handling of bounced/rejected messages, including reporting on non-delivery.

11.2.1.2 Describe the methods for message initiation (i.e. Ad-hoc, timed, triggered, etc.).

11.2.1.3 Describe the possible integrations with other College messaging systems (i.e. Office 365, PeopleSoft 3Cs communication generation, etc.).

11.2.2 Event Management

11.2.2.1 Describe how the solution event Calendar integrates with other campus calendaring systems (i.e. Office365, Jadu CMS calendar, EMS).

11.2.2.2 Describe how event sign-up and registration is provided through the solution, including user self-service, event capacity capabilities (i.e. this event can handle 5 people), confirmation methods, reminders, etc.

11.2.2.3 Describe event check-in capabilities, including mobile phone check-in, campus ID card (ISO 14443/15639).

11.2.3 Describe the Solution’s approach to applicant/identity record match/duplicate recognition and reconciliation.

11.2.4 Describe the Solution’s capabilities for postal address validation.

11.2.5 Describe the Solution’s capabilities to attach and/or index documents attached to applicant records (i.e. PDF, etc.).


11.2.6 Describe the Solution’s capabilities for dynamic applicant segmentation and report creation, including user interface for filtering and/or SQL like syntax.

11.2.7 Describe the Solution’s capabilities to integrate user facing web forms to other web platforms.

11.2.8 Describe the Solution’s capabilities to assign staff members to particular applicants.

11.2.9 Describe the Solution’s ability to measure and report on applicant interaction with both Solution generated and externally generated content/messages.

11.2.10 Describe the Solution’s capabilities to create application forms (i.e. application for admission, scholarship applications, etc.).

11.2.11 Describe the Solution’s approach to measuring applicant interest and intent based on applicant interaction history.

11.2.12 Describe the Solution’s capabilities to separate applicant behavior tracking by admissions term (i.e. if an applicant applies but does not attend but later reapplies, how is historical status of the original application and engagement behavior tied to that application handled?)

11.3 Data Integration

11.3.1 Describe the outside data sources supported by the Solution without having to build a custom import (i.e. ACT, NRCCUA, etc.).

11.3.2 Describe any data sources unique to the Solution for building the applicant funnel.

11.4 Describe the Solution’s approach to adding functionality

11.4.1 Describe how additional functionality is added to the Solution (i.e. modules, app store, etc.).

11.4.2 Describe how security and change control are involved in the process of adding functionality (i.e. who can decide what modules are added and when?).


11.4.3 Describe the Respondent’s process to guide the College in selecting available add-on functionality or in developing future functionality to meet the project goals.

11.5 User Interface Design

11.5.1 Describe the Solution’s user interface design philosophy, including commitment to mobile design, mobile design methodology (app vs responsive HTML). If the solution has different approaches for different users, describe the approach for each user segment (i.e. staff vs applicants)

11.5.2 Describe the Solution’s capability for branding customization

11.6 Change control

11.6.1 Describe your methodology for software upgrades, including method of customer input in timing, frequency, College responsibilities, etc.

11.6.2 Describe College responsibilities for testing in conjunction with the change control process.

11.6.3 How is user feedback on solution improvements gathered and prioritized, both pre and post implementation?

11.6.4 Describe the Solution’s approach to sandbox/testing instance availability. If a testing instance is not included in the base Solution price, provide pricing for an instance in the pricing section.

11.7 Multi-department use

11.7.1 Provide examples of successful use of the solution in supporting users outside of admissions in the recruiting process:

11.7.1.1 Academic department recruiting

11.7.1.2 Athletic recruiting (including any specific integrations or replacement of specific athletic CRM systems such as FrontRush)

12 REPORTING AND ANALYTICS

12.1 Describe the Solution’s capability to integrate with other reporting environments (i.e. SAS)


12.2 Describe the Solution’s integral reporting and analytics capabilities

12.2.1 Are analytics algorithms viewable by or tunable by the College?

12.3 Describe the Solution’s report scheduling and distribution capabilities

12.4 Describe the Solution’s capabilities for dashboard creation and customization

13 IMPLEMENTATION, MIGRATION, TRAINING, DOCUMENTATION, USER COMMUNITY

13.1 Describe your implementation, configuration, and migration process:

13.1.1 Is implementation, configuration, and migration handled by your company or through an integration partner

13.1.2 Describe your methodology, including processes, support provided, and the solution’s definition of a ‘successful implementation’

13.1.3 Describe best practice for the Solution on selection of historical data for migration (current platform is EMAS Pro) and Respondent support of the migration process as a part of typical implementation

13.1.4 Provide a realistic estimate of implementation timeframe, including key deliverable dates based on the contents of this RFP (the campus is fully aware that information gathered during initial implementation will influence the timeline)

13.2 Describe the services offered by the Respondent in advising/refinement/development of a communication plan in conjunction with the implementation. If these services are offered but are outside of the normal pricing scope of implementation, a price estimate should be provided as an optional item in the pricing section.


13.3 Describe the documentation and ongoing user training offered by Respondent, including self-help options, self-paced training, conferences, and face-to-face classes. If conference attendance passes are provided during the scope of the contract, the value should be noted in the pricing section.

14 RESPONDENT QUALIFICATION REQUIREMENTS Only proposals from qualified organizations or individuals currently engaged in comparable Services to those requested in this RFP and which have demonstrated the ability to perform as specified with excellent service shall be considered further in the evaluation process. The College alone shall determine whether a Respondent meets the minimum qualifications for consideration. The College reserves the right to inspect facilities and operations currently under the Respondent's management and to consult other colleges or entities which are currently being or have in the past been served by the Respondent.


14.1 Explain any mergers, buyouts, or acquisitions of your company – or your company acquiring another company – within the last two (2) years, and describe how your business model has changed as a result.

14.2 Indicate how long your company has been performing the Solution requested by this RFP. For how many campuses has your company provided the Solution?

14.3 Identify at least five (5) institutions of higher education similar to the College for which you have provided the Solution. Provide the name, title, telephone number, and email address of your key contacts at the organizations.

14.4 The Institution prefers not to deal with multiple Vendors during the time period of the Contract. We understand some companies rely on business partners to perform some of their services. If applicable, please submit complete contact information for any partners as well as a description of their services.

14.5 Describe how you would support the College’s account should the Solution be selected, including persons assigned directly to the College’s account and methods of escalating incidents.

14.6 Describe your cyber liability insurance and how such insurance would protect the College’s position in the event of a data breach in you or your provider’s data center(s).

14.7 Does your firm have plans to be acquired or is your firm aware of any intentions on the part of other firms to acquire either your entire firm or this Solution?


15 PRICING

15.1 Please describe your pricing model (i.e. site license, per staff FTE, per student FTE via IPEDS, etc.)

15.2 Please provide your bid for the solution as defined by this RFP:Section, Services One-time Ongoing ConsultingSoftware licensing/hosting/solution fees

$ $ $

Implementation fees $ $ $

Testing/sandbox instance $ $ $

Communication plan consulting estimate

$ $ $

Training fees: (detail lines may be added by respondent) i.e. face-2-face class fees, etc.

$ $ $

Other costs not accounted for $ $ $

16 EVALUATION OF PROPOSALS The College desires creative proposals that incorporate the requirements and approaches outlined in this RFP. Proposals will be evaluated using the following weighted criteria:

Criteria Corresponding RFP Section WeightContract General/Specific Conditions & Terms 6, 7 and 8 5Technical Requirements 10 10Functional Requirements 11 20Reporting and Analytics 12 10Implementation, Migration, Training, Documentation, User Community

13 10

Respondent Qualifications 14 10Financial structure and total economic value of the proposal 15 25Overall quality of RFP response All 10

After determining that a proposal satisfies the mandatory requirements in the RFP, a comparative assessment will be made of each proposal in relationship to the published evaluation criteria. The College reserves the right to consider historic information and fact, whether gained


from the proposal, questions and answer conferences, references, or any other source, in the evaluation process.

It is the Respondent’s responsibility to submit complete responses to all questions in this RFP in accordance with the format and instructions requested. The Respondent is cautioned that it is the Respondent’s responsibility to submit information related to the evaluation categories, and the College is under no obligation to solicit such information if it is not included in the submitted proposal. Failure to submit such information may cause an adverse impact on the evaluation of the Respondent’s proposal.

16.1 Proposal review and selection processProposals submitted will be reviewed and evaluated by a committee convened for that purpose, with members from each College Constituency. The committee shall prepare observations and comments to the individual noted in section 3.1.4, who shall together prepare a recommendation to the College President as to award of contract.

16.2 Pre-award Presentations and Negotiations The College may require presentations from the highest ranked Respondents, and may be asked to provide additional information about their proposal. Prior to the award, the College may elect to communicate with the highest ranked Respondents submitting proposals for the purposes of:

— Resolving minor differences;— Clarifying necessary details and responsibilities;— Emphasizing important issues and points;— Examining ways to improve any subsequent contract and/or its constituent documents.

The College reserves the right to request additional information or clarification on any matter included in a proposal, and also reserves the right to negotiate with any Respondent to arrive at a final decision.

16.3 Award The College reserves the right to:

Accept or reject any or all proposals, or any part thereof, or to withhold the award and to waive, or decline to waive, irregularities in any proposal when determined that it is in its best interest of the College to do so

Cancel and/or reissue this RFP at any time Retain all proposals submitted in response to this RFP Invite some, all, or none of the Respondent(s) for interviews, demonstrations, presentations and

further discussion Award one, some, or none of the Respondents who submit proposals


16.4 Notification of Award An intent to award the contract will be made to all RFP Respondents when the highest ranked Respondent is chosen by the evaluation committee. An official award of contract is effective upon execution of a written contract. Only the College is authorized to issue news releases relating to this Request for Proposals, its evaluation, award and/or performance of the contract.

END.