2027-0700-059 - RFP Campus Managment Software System.pdf

STATE OF ALASKA

REQUEST FOR

PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S

“ONLINE PUBLIC NOTICE” WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER

LISTED IN THIS DOCUMENT TO RECEIVE NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE

TO CONTACT THE PROCUREMENT OFFICER MAY RESULT IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF LABOR AND

WORKFORCE DEVELOPMENT

DIVISION OF ALASKA VOCATIONAL

TECHNICAL CENTER (AVTEC)

PRIMARY CONTACT:

KATHY O’ROURKE

PROCUREMENT OFFICER

KATHY.OROURKE@ALASKA.GOV

(907) 269-4867

AVTEC CAMPUS MANAGEMENT SYSTEM

RFP 2027-0700-0059

ISSUED 08/07/2026

THE ALASKA VOCATIONAL TECHNICAL CENTER (AVTEC) IS SEEKING PROPOSALS FROM QUALIFIED VENDORS

TO PROVIDE A CLOUD-BASED STUDENT INFORMATION SYSTEM (SIS), DATA MIGRATION OF THE OLD

SYSTEM, AND IMPLEMENTATION SERVICES. THE PURPOSE OF THIS PROCUREMENT IS TO ACQUIRE A

COMPREHENSIVE SOLUTION THAT SUPPORTS THE FULL STUDENT LIFECYCLE, INCLUDING ADMISSIONS, ENROLLMENT, ACADEMIC RECORDS, FINANCIAL AID, ATTENDANCE, GRADING, STUDENT HOUSING, REPORTING, AND OTHER ADMINISTRATIVE FUNCTIONS. THE SELECTED SOLUTION WILL REPLACE AVTEC'S EXISTING SYSTEM

AND PROVIDE A SECURE, MODERN, AND SCALABLE PLATFORM THAT IMPROVES OPERATIONAL EFFICIENCY, ENHANCES REPORTING AND COMPLIANCE, AND SUPPORTS THE INSTITUTION'S CURRENT AND FUTURE NEEDS.

STATE OF ALASKA – REQUEST FOR PROPOSALS RFP 2027-0700-0059

2 Rev. 8/24

TABLE OF CONTENTS

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 ALTERNATE PROPOSALS

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

SEC. 3.02 CONTRACT TERM

SEC. 3.03 DELIVERABLES

SEC. 3.04 CONTRACT TYPE

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

SEC. 3.06 CONTRACT PAYMENT

SEC. 3.07 LOCATION OF WORK

SEC. 3.08 SUBCONTRACTORS

SEC. 3.09 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.10 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.11 INDEMNIFICATION

SEC. 3.12 INSURANCE REQUIREMENTS

SEC. 3.13 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

SEC. 4.04 EXPERIENCE AND QUALIFICATIONS (SUBMITTAL FORM B)

SEC. 4.05 UNDERSTANDING OF THE PROJECT (SUBMITTAL FORM C)

SEC. 4.06 METHODOLOGY USED FOR THE PROJECT (SUBMITTAL FORM D)

SEC. 4.07 MANAGEMENT PLAN FOR THE PROJECT (SUBMITTAL FORM E)

SEC. 4.08 COST PROPOSAL (SUBMITTAL FORM F)

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD AND CALCULATION

SEC. 5.04 EXPERIENCE AND QUALIFICATIONS

SEC. 5.05 UNDERSTANDING OF THE PROJECT

SEC. 5.06 METHODOLOGY USED FOR THE PROJECT

SEC. 5.07 MANAGEMENT PLAN FOR THE PROJECT

SEC. 5.08 CONTRACT COST (COST PROPOSAL)

SEC. 5.09 ALASKA OFFEROR PREFERENCE

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.03 SITE INSPECTION

SEC. 6.04 CLARIFICATION OF OFFERS

SEC. 6.05 DISCUSSIONS WITH OFFERORS

SEC. 6.06 EVALUATION OF PROPOSALS

SEC. 6.07 CONTRACT NEGOTIATION

SEC. 6.08 FAILURE TO NEGOTIATE

SEC. 6.09 OFFEROR NOTIFICATION OF SELECTION

3 Rev. 8/24

SEC. 6.10 PROTEST

SEC. 6.11 APPLICATION OF PREFERENCES

SEC. 6.12 ALASKA BIDDER PREFERENCE

SEC. 6.13 ALASKA VETERAN PREFERENCE

SEC. 6.14 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 6.15 STANDARD CONTRACT PROVISIONS

SEC. 6.16 QUALIFIED OFFERORS

SEC. 6.17 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.18 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.19 HUMAN TRAFFICKING

SEC. 6.20 RIGHT OF REJECTION

SEC. 6.21 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.22 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.23 ASSIGNMENT

SEC. 6.24 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 6.25 DISPUTES

SEC. 6.26 SEVERABILITY

SEC. 6.27 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.28 SOLICITATION ADVERTISING

SEC. 6.29 FEDERALLY IMPOSED TARIFFS

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

4 Rev. 8/24

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Department of LABOR AND WORKFORCE DEVELOPMENT, Division of ALASKA VOCATIONAL TECHNICAL CENTER (AVTEC), is soliciting proposals from qualified vendors to provide a cloud-based Student Information System (SIS) and implementation services.

SEC. 1.02 BUDGET

Department of LABOR AND WORKFORCE DEVELOPMENT, Division of AVTEC, estimates a budget of between $450,000.00 and $650,000.00 dollars for completion of this project. Proposals priced at more than $650,000.00 will be considered non-responsive.

Payment for the contract is subject to funds already appropriated and identified.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 2:00 PM prevailing Alaska Standard Time on FRIDAY, AUGUST 28, 2026, as indicated by postmark or email timestamp and late proposals will not be considered.

SEC. 1.04 PRIOR EXPERIENCE

In order for offers to be considered responsive offerors must meet these minimum prior experience requirements:

• MINIMUM REQUIREMENT 1:

The offeror must have a minimum of Five (5) years of experience providing commercially available Software-as-a-Service (SaaS) Student Information System (SIS) Solutions.

Experience must demonstrate the experience and capability to support an institution of approximately 700-800 enrolled students annually and more than 1,000 applications each year.

Additionally, experience shall include the ability of the SaaS and SIS Solutions to enable the following functions: Admissions, Accounting, Student Services, Financial Aid, Residence Life, Student Records, Emergency Communications, Academic Records and Transcripts.

MINIMUM REQUIREMENT 2:

The Offeror must have successfully implemented a Student Information System for at least three

(3) educational institutions within the past five (5) years. The offeror shall provide client names, project descriptions, implementation dates and contact information for references.

• MINIMUM REQUIREMENT 3:

The offeror must demonstrate experience implementing and supporting a Student Information System that includes date migration from an existing SIS, user training, and ongoing technical support.

5 Rev. 8/24

An offeror's failure to meet these minimum prior experience requirements will cause their proposal to be considered non-responsive and rejected.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material.

Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals.

This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of offeror's proposals upon which award cannot be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF

PROPOSALS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

PROCUREMENT OFFICER: KATHY O’ROURKE

PHONE 907-269-4867 – KATHY.OROURKE@ALASKA.GOV

SEC. 1.07 RETURN INSTRUCTIONS

If submitting a proposal via email, the technical proposal and cost proposal must be saved as separate PDF documents and emailed to DOL.VENDOR.RESPONSE@ALASKA.GOV as separate, clearly labeled attachments, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf”. The email must contain the RFP number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 20mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 20 megabytes and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. If you are emailing your proposal, the state recommends sending it with enough time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the issuing agency at 907-269-4867 to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

6 Rev. 8/24

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the OPN.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Standard Time.

ACTIVITY TIME DATE

Issue Date / RFP Released 2:00 pm 08/7/2026 Pre-Proposal Conference 2:00 pm 8/18/2026 Deadline for Questions 2:00 pm 8/20/2026 Deadline for Receipt of Proposals / Proposal Due Date 2:00 pm 8/28/2026 Proposal Evaluations Complete (estimate) 2:00 pm 9/3/2026 Notice of Intent to Award 2:00 pm 9/8/2026 Contract Issued 2:00 pm 10/01/2026

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of LABOR AND WORKFORCE DEVELOPMENT, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

7 Rev. 8/24

SEC. 1.12 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

The Alaska Vocational Technical Center (AVTEC) is seeking proposals from qualified contractors to provide a modern Software-as-a-Service (SaaS) Student Information System (SIS) solution to replace its existing student information system.

AVTEC has utilized its current Student Information System (SIS), Anthology, for more than ten years to support institutional operations and manage various aspects of the student lifecycle, including admissions, enrollment, student records, financial aid, accounting, academic records, transcripts, career placement and tracking, and related administrative functions. AVTEC requires a qualified contractor to provide and implement a modern Software-as-a-Service (SaaS) Student Information System to replace the existing Anthology system. The project includes the migration of historical student data, implementation of all required system functionality, user training, and transition support to ensure a successful deployment with minimal disruption to operations.

AVTEC is a statewide workforce training institution that provides specialized occupational training programs, including Apprenticeship, Maritime, Short-Term Courses, and Long-Term Courses. AVTEC’s educational environment differs from a traditional higher education institution and requires a flexible system capable of supporting varying program structures, enrollment processes, academic schedules, student records requirements, and reporting needs.

AVTEC serves approximately 700–800 students annually and receives more than 1,000 applications each year.

The selected solution must support AVTEC’s current operational needs while providing the flexibility and scalability necessary to accommodate future growth and evolving institutional requirements.

The selected Student Information System will serve as a centralized platform for managing the student lifecycle from initial inquiry and application through enrollment, academic progress, completion, graduation, and post-completion reporting. The solution must provide comprehensive functionality to support AVTEC’s administrative, academic, and student service operations while improving data accessibility, accuracy, reporting capabilities, and compliance efforts.

Because AVTEC is transitioning from an existing SIS environment, a critical component of this procurement will be the successful migration of historical student data from Anthology into the new system. The selected contractor must support a structured transition process that minimizes disruption to ongoing operations while preserving the accuracy, accessibility, and integrity of historical student records needed for institutional reporting, compliance, and recordkeeping purposes.

The selected contractor will provide a complete solution that includes implementation services, system configuration, data migration, testing, user training, documentation, ongoing technical support, and software maintenance throughout the contract term. Most of the implementation activities are expected to be

8 Rev. 8/24 performed remotely; however, AVTEC may require limited onsite activities for implementation planning, training, system configuration support, or other project-related activities as needed.

The selected solution will store and process sensitive student information, including personally identifiable information and educational records. The State requires the selected contractor to maintain appropriate security controls and comply with applicable privacy, security, and data protection requirements.

AVTEC’s goal is to have the new Student Information System fully implemented, tested, and operational by July 1, 2027. AVTEC anticipates an implementation and transition period of approximately four (4) to nine (9) months to allow sufficient time for system configuration, data migration, testing, training, and successful deployment.

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

The Department of LABOR AND WORKFORCE DEVELOPMENT, AVTEC, is soliciting proposals for PROFESSIONAL

SERVICES.

The Department requires a qualified contractor to provide and implement a comprehensive Software-as-a-Service (SaaS) Student Information System (SIS) that supports AVTEC's academic, administrative, and student service operations.

The contractor will provide a commercially available SaaS Student Information System; perform project planning, system configuration, data migration from the existing Anthology system, testing, implementation, user training, and go-live support; and provide ongoing software maintenance, technical support, and system updates throughout the contract term.

Helpful informational material that will be provided to the contractor includes information regarding AVTEC's current operating environment, student population, program offerings, existing business processes, current Student Information System, project objectives, implementation timeline, and functional, technical, security, and data migration requirements as identified in this solicitation.

The goal of this project is to successfully replace AVTEC's existing Student Information System with a modern, secure, and scalable SaaS solution that improves operational efficiency, enhances data management and reporting capabilities, supports the institution's current and future operational needs, and is fully implemented and operational by July 1, 2027.

1. General Requirements

The Contractor shall provide a commercially available, fully hosted Software-as-a-Service (SaaS) Student Information System (SIS) that supports AVTEC's academic, administrative, and student service operations. The Contractor shall furnish all labor, project management, software, licensing, implementation services, data migration, training, documentation, technical support, maintenance, and other resources necessary to successfully implement and support the proposed solution throughout the contract term.

The Contractor shall be responsible for providing all resources necessary to deliver a complete and operational Student Information System solution, including but not limited to:

9 Rev. 8/24

• Providing all software licenses, subscriptions, hosting services, and required system components.

• Providing qualified personnel with experience implementing SaaS Student Information Systems.

• Providing project management and coordination with AVTEC stakeholders.

• Identifying implementation risks and recommending mitigation strategies.

• Providing timely communication regarding project status, issues, and required decisions.

• Ensuring the proposed solution meets applicable State, federal, and industry requirements.

The proposed solution shall be a fully integrated system capable of supporting AVTEC's current operational needs while providing flexibility to accommodate future institutional growth.

The ideal student information and administration system should provide comprehensive support across all phases of the student lifecycle and institutional operations, including the following capabilities:

2. Admissions Management Support the complete admissions process for all program types, including Apprenticeship, Maritime, Short- Term Courses, and Long-Term Courses. Functionality should include application processing, document management, test result tracking, and applicant communication/contact tracking.

3. Flexible Program Configuration Allow for flexible setup and management of academic terms, courses, and programs to accommodate evolving institutional needs.

4. Fee Management Provide configurable fee structures, with the ability to assign and manage fees at the course, term, and program levels.

5. Financial Aid/Accounting Administration and Compliance Manage financial aid processing and accounting, including the import and administration of ISIR and COD data. The system should track and apply funding sources toward tuition, fees, supplies, and other educational expenses while providing robust reporting tools to ensure compliance with applicable state and federal regulations.

6. Attendance Tracking Enable comprehensive attendance monitoring and reporting throughout the duration of each course.

7. Grade Management Provide instructors with secure access to enter and manage student grades within the system.

8. Academic Records and Transcripts Generate official transcripts and maintain complete academic records for current and former students.

9. Graduate Placement Tracking Track employment and placement outcomes for graduates to support institutional reporting requirements and accreditation standards.

10. Student Housing and Residential Life Management Include residential life functionality, such as housing assignments, resident rosters, housing payments, and related administrative processes.

11. Emergency Communication Capabilities Support emergency SMS messaging and notification functions to meet the communication needs of residential students and staff.

12. Implementation and Project Management: Requirements for implementation planning, project milestones, configuration, testing, go-live preparation, and post-implementation support.

10 Rev. 8/24

13. Data Migration: Specific requirements for migrating historical student data from Anthology, including data mapping, validation, testing, and ensuring records are retained and accessible in the new system.

14. System Integrations: Any required integrations with existing systems, including financial aid, accounting, communication tools, authentication systems, or other State/campus systems.

15. Reporting and Compliance: Additional requirements related to standard and custom reporting, accreditation reporting, regulatory compliance, and data exports.

16. Security and System Administration: SaaS hosting requirements, security standards, user roles and permissions, data protection, and audit capabilities.

17. Training and Support: Vendor expectations for administrator training, user training, documentation, ongoing support, maintenance, and system updates throughout the contract term.

18. Contract Deliverables and Acceptance Criteria: Defining key project deliverables and milestones to ensure successful implementation and acceptance of the system.

19. Project Completion: The Contractor shall complete implementation, data migration, testing, training, and production deployment such that the Student Information System is fully operational no later than July 1, 2027.

SEC. 3.02 CONTRACT TERM

The initial term of the contract will begin on the date of award, anticipated to be approximately October 1, 2026, and will continue through June 30, 2028 (~21 months), with four (4) one-year (12 month) renewal options, resulting in a potential contract term through June 30, 2032.

Unless otherwise provided in this RFP, the State and the successful offeror/contractor agree: (1) that any extension of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least 30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

SEC. 3.03 DELIVERABLES

The contractor will be required to provide the following deliverables:

1) A Project Management Plan, including the implementation methodology, project schedule, milestones, communication plan, risk management approach, and go-live strategy.

2) A fully configured, hosted, and operational Student Information System (SIS) that supports admissions for all program types including Apprenticeship, Maritime, Short-Term Course, and Long-Term Course.

Functionality includes application tracking, test result tracking, and applicant communications/contact tracking. SIS also needs to include enrollment, student records, attendance, grading, transcripts, financial aid administration, fee management, residence life, emergency communications, graduate placement tracking, and reporting.

3) A flexible program configuration – allows for flexible setup and management of academic terms, course, and programs to accommodate evolving institutional needs.

4) A completed data migration from the existing Anthology system, including data extraction, mapping, conversion, validation, testing, reconciliation, and verification of historical student records.

11 Rev. 8/24

5) Fully implemented and tested integrations with required State, campus, and third-party systems, including financial aid, accounting, authentication, and communication platforms.

6) Standard and custom reports, data export capabilities, and compliance reporting necessary to support institutional operations, accreditation, and applicable state and federal reporting requirements.

7) A secure SaaS solution configured with user roles, permissions, authentication, audit logging, backup and disaster recovery capabilities, and safeguards to protect student information.

8) Completion of system configuration, testing, user acceptance testing (UAT), issue resolution, production deployment, and successful go-live.

9) Administrator and end-user training, training materials, user documentation, and system administration documentation.

10) Ongoing technical support, software maintenance, system updates, and customer support services throughout the contract term in accordance with the contracted service levels.

IT Security Review and Approval: The Contractor’s solution shall be subject to review by the State’s information technology and security representatives. The Contractor shall cooperate with the State’s security review process and provide documentation necessary to verify compliance with applicable State security requirements. System implementation and production deployment shall not occur until required security reviews and approvals have been completed.

SEC. 3.04 CONTRACT TYPE

This contract is a FIRM FIXED PRICE – Professional Services Contract.

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

The state will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and progress report. No payment will be made until the progress report and invoice have been approved by the project director.

SEC. 3.06 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of LABOR AND WORKFORCE DEVELOPMENT or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. Late payments are subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

Any single contract payment of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

12 Rev. 8/24

SEC. 3.07 LOCATION OF WORK

The state WILL NOT provide workspace for the contractor. The contractor must provide its own workspace.

By signing their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of proposals.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive or cancel the contract.

SEC. 3.08 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 3.09 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Commissioner of the Department of LABOR AND WORKFORCE DEVELOPMENT or the Commissioner's designee.

SEC. 3.10 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to: technology infrastructure, architecture, financial data, trade secrets, equipment

13 Rev. 8/24 specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc).

Additional information that the contractor shall hold as confidential under this contract may include, but is not limited to, the following:

• Student education records and academic history.

• Personally identifiable information (PII) of applicants, current students, and former students.

• Social Security numbers and tax information, if contained within student records.

• Financial aid information and related records.

• Student financial and accounting information.

• Admissions application information and supporting documentation.

• User account information, access credentials, and system access details.

• AVTEC business processes, procedures, and internal operational information.

• Data migration files, data extracts, and system configuration information.

• System security information, including authentication methods, access controls, and technical documentation.

• Reports, data sets, and other information generated from AVTEC systems.

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure (to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request. If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public;

information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof;

or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 3.11 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission, or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. “Contractor” and “contracting agency”, as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

14 Rev. 8/24

SEC. 3.12 INSURANCE REQUIREMENTS

Without limiting contractor's indemnification, it is agreed that contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the procurement officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions.

Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21.

Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State.

Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Professional Liability Insurance: covering all errors, omissions, or negligent acts in the performance of professional services under this agreement. Limits required per the following schedule:

Contract Amount Minimum Required Limits

Under $100,000 $300,000 per Claim/Annual

Aggregate $100,000-$499,000 $500,000 per Claim/Annual

Aggregate $500,000-$999,999 $1,000,000 per Claim/Annual

Aggregate $1,000,000 or over Refer to Risk Management

SEC. 3.13 TERMINATION FOR DEFAULT

a. If the Project Director or Procurement Officer determines that the contractor has refused to perform the work or has failed to perform the work with such diligence as to ensure its timely and accurate completion, the state may, by providing written notice to the contractor, terminate the contractor's right to proceed with part or all the remaining work.

15 Rev. 8/24

b. The Procurement Officer may also, by written notice, terminate this contract under Administrative Order 352 if the contractor supports or participates in a boycott of the State of Israel.

This clause does not restrict the state's termination rights under the contract provisions of Appendix A, attached in SECTION 7. ATTACHMENTS.

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

This RFP contains Submittal Forms, which must be completed by the offeror and submitted as part of their proposal. An electronic copy of the forms is posted along with this RFP.

Unless otherwise specified in this RFP, the Submittal Forms shall be the offeror’s entire proposal. Do not include any marketing information in the proposal.

Any proposal that does not follow these requirements may be deemed non-responsive.

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

The offeror must ensure that their proposal meets all special formatting requirements identified in this section.

Documents and Text: All attachment documents must be written in the English language, be single sided, and be single spaced with a minimum font size of 10. Pictures or graphics may be used if the offeror feels it is necessary to communicate their information, however, be aware of the below requirements for page limits.

Page Limits: Some Submittal Forms listed below have maximum page limit requirements. Offerors must not exceed the maximum page limits. Note, the page limit applies to the front side of a page only (for example, ‘1 Page’ implies that the offeror can only provide a response on one side of a piece of paper). Any pages exceeding the maximum page limit will be discarded and will not be included in the evaluations (for example, the maximum page limit is 3 pages, but the Offeror submits 5 pages for that submittal form. Only pages 1-3 will be evaluated. Pages 4 and 5 would be discarded by the Procurement Officer before sending to the proposal evaluation committee for evaluation.).

Submittal Form Maximum Page Limits

Submittal Form A – Offeror Information and Certifications Submittal Form B – Experience and Qualifications 7 Submittal Form C – Understanding of the Project 7 Submittal Form D – Methodology Used for the Project 7 Submittal Form E – Management Plan for the Project 7 Submittal Form F – Cost Proposal (Note* use your own formatting)

Any Submittal Form submitted as part of a proposal that is not compliant with the instructions above may be a basis for finding the proposal non-responsive and thus rejected.

16 Rev. 8/24

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL

FORM A)

The offeror must complete and submit this Submittal Form. The form must be signed by an individual authorized to bind the offeror to the provisions of the RFP.

By signature on the form, the offeror certifies they comply with the following:

a) the laws of the State of Alaska;

b) the applicable portion of the Federal Civil Rights Act of 1964;

c) the Equal Employment Opportunity Act and the regulations issued thereunder by the federal government;

d) the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government;

e) all terms and conditions set out in this RFP;

f) a condition that the proposal submitted was independently arrived at, without collusion, under penalty of perjury; and

g) that the offers will remain open and valid for at least 90 days.

If any offeror fails to comply with [a] through [g] of this paragraph, the state reserves the right to disregard the proposal, terminate the contract, or consider the contractor in default.

The Submittal Form also requests the following information:

a) The complete name and address of offeror’s firm along with the offeror’s Tax ID.

b) Information on the person the state should contact regarding the proposal.

c) Names of critical team members/personnel.

d) Addenda acknowledgement.

e) Conflict of interest statement.

f) Federal requirements.

g) Alaska preference qualifications.

An offeror's failure to address/respond/include these items may cause the proposal to be determined to be non-responsive and the proposal may be rejected.

SEC. 4.04 EXPERIENCE AND QUALIFICATIONS (SUBMITTAL FORM B)

Offerors must provide detail on the personnel assigned to accomplish the work called for in this RFP;

illustrate the lines of authority; designate the individual responsible and accountable for the completion of each component and deliverable of the RFP.

17 Rev. 8/24

Offerors must provide a narrative description of the organization of the project team and a personnel roster that identifies each person who will actually work on the contract along with their titles and location(s) where work will be performed. Note* - Organizational charts will not count towards maximum page limit (see section 4.2 for page limits).

Offerors must also provide reference names and phone numbers for similar projects the offeror’s firm has completed.

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).

Offerors must provide resumes for those personnel with names and title that will be assigned to complete the project as a separate attachment to Submittal Form B.

SEC. 4.05 UNDERSTANDING OF THE PROJECT (SUBMITTAL FORM C)

Offerors must provide comprehensive narrative statements that illustrate their understanding of the requirements of the project and the project schedule.

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).

SEC. 4.06 METHODOLOGY USED FOR THE PROJECT (SUBMITTAL FORM

D)

Offerors must provide comprehensive narrative statements that set out the methodology they intend to employ and illustrate how the methodology will serve to accomplish the work and meet the state’s project schedule.

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).

SEC. 4.07 MANAGEMENT PLAN FOR THE PROJECT (SUBMITTAL FORM

E)

Offerors must provide comprehensive narrative statements that set out the management plan they intend to follow and illustrate how the plan will serve to accomplish the work and meet the state's project schedule.

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).

SEC. 4.08 COST PROPOSAL (SUBMITTAL FORM F)

Offerors must complete and submit this Submittal Form. Proposed costs must include all direct and indirect costs associated with the performance of the contract, including, but not limited to, total number of hours at various hourly rates, direct expenses, payroll, supplies, overhead assigned to each person working on the project, percentage of each person's time devoted to the project, and profit. The costs

18 Rev. 8/24 identified on the cost proposal are the total amount of costs to be paid by the state. No additional charges shall be allowed.

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR

SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

The state will use the following steps to evaluate and prioritize proposals:

1) Proposals will be assessed for overall responsiveness and responsibility. Proposals deemed non-responsive or non-responsible will be eliminated from further consideration.

2) A proposal evaluation committee (PEC), made up of at least three state employees or public officials, will evaluate the Technical portion of all responsive proposals.

3) The Submittal Forms, from each responsive proposal, will be sent to the PEC. No cost information will be shared or provided to the PEC.

4) The PEC will independently evaluate and score the documents based on the degree to which they meet the stated evaluation criteria.

5) After independent scoring, the PEC will have a meeting, chaired by the procurement officer, where the PEC may have a group discussion prior to finalizing their scores.

6) The evaluators will submit their final individual scores to the procurement officer, who will then compile the scores and calculate awarded points as set out in Section 5.03.

7) The procurement officer will calculate scores for cost proposals as set out in Section 5.08 and add those scores to the awarded points along with factoring in any Alaska preferences.

8) The procurement officer may ask for best and final offers from offerors susceptible for award and revise the cost scores accordingly.

9) The state will then conduct any necessary negotiations with the highest scoring offeror and award a contract if the negotiations are successful.

SEC. 5.02 EVALUATION CRITERIA

Proposals will be evaluated based on their overall value to state, considering both cost and non-cost factors as described below. Note: An evaluation may not be based on discrimination due to the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the offeror.

Overall Criteria Weight Responsiveness Pass/Fail

Qualifications Criteria Weight Experience and Qualifications (Submittal Form B) 12.5 Understanding of the Project (Submittal Form C) 12.5 Methodology Used for the Project (Submittal Form D) 12.5

19 Rev. 8/24

Management Plan for the Project (Submittal Form E) 12.5 Total 50

Cost Criteria Weight Cost Proposal (Submittal Form F) 40 Total 40

Preference Criteria Weight Alaska Offeror Preference (if applicable) 10 Total 100

TOTAL EVALUATION POINTS AVAILABLE: 100

SEC. 5.03 SCORING METHOD AND CALCULATION

Each Proposal Evaluation Committee (PEC) member will individually evaluate and score each responsive proposal using the criteria set out in Sections 5.04 through 5.07 and assign a single score of 1 through 12.5, with 12.5 representing the highest score and 1 representing the lowest score. PEC members should start with a score of 6 on each section. The score may either increase or decrease depending on the offeror’s response to each question for that section. As an example, if the Offeror provided responses over and above the evaluation questions in a section, they would receive a higher score. However, if the Offeror’s response fails to address all questions of a section or demonstrates some lack of understanding or competency as it relates to a question for that section, the Offeror would then receive a lower score.

After the PEC has scored, the scores for each section will be totaled and the following formula will be used to calculate the total amount of points awarded for each section:

The following scoring example uses a 1,5,10 scoring method. This is an example only.

Offeror Total Score x Max Points = Points Awarded Highest Total Score Possible

Example (Max Points for the Section = 100):

PEC

Member 1

Score

PEC

Member 2

Score

PEC

Member 3

Score

PEC

Member 4

Score Combined Total Score

Points

Awarded Offeror

1 10 5 5 10 30 75

Offeror 2 5 5 5 5 20 50

20 Rev. 8/24

Offeror

10 10 10 10 40 100

Offeror 1 was awarded 75 points:

Offeror Total Score (30) x Max Points (100) = Points Awarded (75) Highest Total Score Possible (40)

Offeror 2 was awarded 50 points:

Offeror Total Score (20) x Max Points (100) = Points Awarded (50) Highest Total Score Possible (40)

Offeror 3 was awarded 100 points:

Offeror Total Score (40) x Max Points (100) = Points Awarded (100) Highest Total Score Possible (40)

SEC. 5.04 EXPERIENCE AND QUALIFICATIONS

This portion of the offeror’s proposal will be evaluated against the following questions:

1) Questions regarding the personnel:

a) Do the individuals assigned to the project have experience on similar projects?

b) Are resumes complete and do they demonstrate backgrounds that would be desirable for individuals engaged in the work the project requires and have they included an organization chart mapping personnel titles and responsibility level? Note* - The Organizational chart and resumes will not count towards the maximum page limit (see section 4.02 for maximum page limits).

c) How extensive is the applicable education and experience of the personnel designated to work on the project?

2) Questions regarding the firm /contractor

a) How well has the firm demonstrated experience in completing similar projects on time and within budget?

b) How successful is the general history of the firm regarding timely and successful completion of projects?

c) Has the firm provided letters of reference from previous clients?

21 Rev. 8/24

SEC. 5.05 UNDERSTANDING OF THE PROJECT

This portion of the offeror’s proposal will be evaluated against the following questions:

1) How well has the offeror demonstrated a thorough understanding of the purpose and scope of the project?

2) How well has the offeror identified pertinent issues and potential problems related to the project?

3) To what degree has the offeror demonstrated an understanding of the deliverables the state expects it to provide?

4) Has the offeror demonstrated an understanding of the state's time schedule and can meet it?

SEC. 5.06 METHODOLOGY USED FOR THE PROJECT

This portion of the offeror’s proposal will be evaluated against the following questions:

1) How comprehensive is the methodology and does it depict a logical approach to fulfilling…