6-RFP 26-011 Syllabus Software.pdf

Syllabus Software

RFP#26-011

REQUEST FOR PROPOSAL (RFP) INVITATION

Syllabus Software | RFP# 26-011

Event Date / Time (as applicable)

Issuance of RFP Friday, May 29, 2026

Deadline for Questions Tuesday, June 9, 2026 @ 2:00 PM CT

Answers to Questions Posted Monday, June 15, 2026 @ 6:00 PM CT

Proposal Submittal Deadline Tuesday, June 30, 2026 @ 2:00 PM CT

Reserved for Vendor Demos July 13, 2026 – July 16, 2026

Tarrant County College District (TCCD) uses the e-Procurement platform called Euna. It is preferred that all RFP submissions be uploaded electronically to the Euna hub.

Hard copy proposals are not preferred but will be accepted. If responding to this solicitation without utilizing the eBidding system, all required documentation must be sealed and delivered to the Tarrant County College Purchasing Office located at 300 Trinity Campus Circle, Fort Worth, TX 76102 Building Trinity River Clear Fork, Police Desk no later than the deadline stated above. Late responses will not be considered. All proposals and accompanying documentation will become the property of TCCD and may not be returned. Late proposals will not be accepted, nor will additional time be granted to any individual Vendor.

For a quick tutorial on how to upload a submittal, visit: Creating and Uploading a Submission to Euna

Preamble:

Tarrant County College District is a public institution of higher education that provides academic, occupational, general, and continuing education opportunities, as well as lifelong learning for all people in its contiguous service area. The College is committed to providing a high-quality learning experience for its students at a reasonable cost and to serving as a good steward of public funds.

This request for proposals implies no obligation on the part of the Tarrant County College District.

The College reserves the right to accept the proposal that it believes most nearly meets the requirements, based on “best value” and not necessarily the lowest price offered.

Tarrant County College District 300 Trinity Campus Circle Fort Worth, Texas 76102 https://tccd.bonfirehub.com/portal/?tab=openOpportunities https://procurement-help.eunasolutions.com/hc/en-us/sections/51637289549715-Preparing-Your-Submission https://procurement-help.eunasolutions.com/hc/en-us/sections/51637289549715-Preparing-Your-Submission

Contents 1 Introduction

1.1 Tarrant County College District (TCCD) Overview

1.2 Project Background and Overview

1.3 Project Scope

1.4 Project Term

1.5 TCCD Metrics

2 General Terms and Conditions

3 Minimum Mandatory Requirements

4 Evaluation Criteria and Proposal Content

4.1 Features and Capabilities of Software

4.2 Usability

4.3 Technical Criteria

4.4 Proposed Implementation and OCM Strategy

4.5 Cost Proposal

5 Submission Instructions and Proposal Organization

5.1 Schedule

5.2 Submission Deadline and Requirements

5.3 Accompanying Documents

5.4 Proposal Organization

6 Interview and Demo Expectations

1 Introduction

1.1 Tarrant County College District (TCCD) Overview

A comprehensive community college with multiple campuses, TCCD offers a range of transformative educational opportunities, including Associate of Arts and Associate of Applied Science degrees; workforce and economic development programs; technical and skilled trades programs; and customized training for area businesses and corporations.

The College serves nearly 100,000 students each year, employs more than 2,500 full-time faculty and staff, and has a $415 million annual operating budget. Flexible face-to-face, online, hybrid, and Weekend College options — combined with open admissions — place the TCCD experience within reach for anyone seeking a higher education.

As a bridge between education and employment, TCCD partners with 1,200-plus North Texas businesses and some 70 four-year institutions to prepare students for high-demand careers or advanced degree pathways.

Trailblazing Together: 2030 — TCCD’s multiyear strategic plan — guides the College’s priorities for student success, community impact, and institutional excellence. This contract will support these priorities by ensuring consistent, high-quality brand representation across College initiatives.

Mission

Be the guiding star for accessible, high-quality educational experiences that drive lasting impact.

Pillars

• Build pathways to credentials of value

• Align resources to enrich student outcomes

• Drive transformation to boost reginal economic impact

Goals

• To enhance access and support for student success

• To elevate educational quality for optimal student outcomes

• To promote excellence in community engagement

• To ensure responsible stewardship of resources

• To transform lives and communities through education

Learn more at https://www.tccd.edu/about/mission-and-vision/strategic-plan/.

https://www.tccd.edu/about/mission-and-vision/strategic-plan/

1.2 Project Background and Overview

Tarrant County College District currently uses three solutions for syllabus and course requirement management. The first solution is Instructor Class Requirements (ICRs). The ICR tool was developed by the College and enables faculty to publicly post course requirements, in alignment with Texas House Bill 2504 (HB 2504). Official course descriptions and student learning outcomes for each course are stored on District Master Syllabi (DMS), which are .pdf files. In addition, faculty members post syllabi within their courses in our Learning Management System, Canvas by Instructure.

The College is seeking a single solution that provides (a) students with critical class information that is consistent across the student information system registration tool and the LMS (b) faculty with a single tool wherein they can input and update class section information (c) academic leaders to ensure compliance with division, department, campus, College, state, and federal requirements and guidelines (d) the College with the ability to manage required content and (e) public access to syllabus and faculty CV information.

This tool should:

• Allow the College to manage templates at the college, division, department, and course level

• Support supervisory review, reporting, and audits

• Enable faculty to update course information once, and to have that information be accessible in multiple places, including on course listings during registration, on a public site in accordance with HB 2504, and within the course space in the LMS

• Provide a user friendly and intuitive interface that provides functionality while being easy to use and navigate

• Meet or exceed technical requirements, including security and privacy requirements

• Comply with College and statutory requirements

The adoption of a syllabus management tool will streamline the creation, distribution, management, review, and updating of course syllabus. Its user-friendly and intuitive interface will allow chairs, Deans, and district staff to easily audit, review, and generate reports to assure completeness and compliance. It will provide 24/7 availability and cloud-based access with the flexibility to include student-facing content and ensure accessibility for all students and instructors. The selected tool will also comply with requirements in HB 2504, including the requirement that syllabi be publicly accessible.

Overall, the end user experience is paramount in all technology projects. This makes it necessary to embed organizational change management throughout all aspects of the project to enable successful adoption of new tools and transition to new workflows.

1.3 Project Scope

The vendor should provide an intuitive and flexible cloud-based SaaS platform that is accessible to faculty and staff for authoring and review, and to students and the public for viewing. The platform should have a user interface that is easy to navigate, allowing users to create syllabi quickly and efficiently.

The tool should have the ability to integrate with other systems, such as the Student Information System (SIS), curriculum and catalog management system, learning management systems, and previous syllabi.

The vendor should work in collaboration with our organizational transformation team to provide training and adoption support to faculty and staff on the use of the tool, as work with our IT department through security review, configuration, installation, and testing, as well as provide ongoing technical support. Vendor is expected to address requirements relating to accessibility, data security and privacy, including compliance with industry standards and regulations, such as WCAG and FERPA. The timeline for implementation should be included in the RFP response, as well as the projected cost associated with providing these services.

During vendor demonstrations, invited vendors will be required to address factors such as functionality, ease of use, and user experience. Overall, the goal of this RFP is to identify a vendor who can provide a comprehensive syllabus generation and management tool that meets the needs of our institution and enhances the teaching and learning experience for our faculty and students.

KEY FUNCTIONAL REQUIREMENTS INCLUDE:

• Centralize syllabus creation and storage

• Standardize syllabus templates and required content

• Improve compliance with state requirements, accreditation, accessibility, and institutional policies

• Syllabus content for each class section is viewable on the section within SIS, and within each class section’s LMS space

• Syllabus content is real-time, reflecting updates as they are published

• Syllabus content is publicly viewable, in compliance with HB 2504

• Role-based access for faculty, academic leaders, and district staff.

• Support for role-based hierarchy at College, campus, division, and department levels

• Synchronize with the LMS (e.g., Canvas, Blackboard) and SIS

• Provide analytics and reporting tools

• Enable audit trails and version control

• Ability to create and manage multiple levels of syllabus templates (e.g., institutional, departmental, and course-specific) that allow for shared information at each tier

• Ability to have production and staging servers

• Include a CV tool in compliance with HB 2504

• Mobile accessibility

1.4 Project Term

The initial contract term will be for three (3) years, with the possibility of two (2) successive one (1)-year renewals, for a total term not to exceed five (5) years, at the sole discretion of the College. The contract will be available for use by all College departments during this term.

At the end of the initial contract period, both parties may request a contract review to discuss functions, features, enhancements, service levels, and pricing. Any pricing adjustments during renewal terms shall be subject to the CPI-based limitations set forth in this Agreement.

1.5 TCCD Metrics

All metrics are correct as of dates provided and subject to change over time.

Faculty (as of June 2024)

Metric Total Amount/Count Full-Time Faculty – Headcount 706 Part-Time Faculty – Headcount 1,886

Student

Metric Total Amount/Count Student Enrollment – Full-time Equivalent (IPEDS, Unduplicated 2022-2023) 26,322

Student Enrollment – Headcount (IPEDS, Unduplicated 2022-2023) 63,140

Student Enrollment – Headcount (Undergrad and Continuing Education 2022-23) 77,513

Active Courses (Academic Terms: 2022FL, 2023SP, 2023SU, 2022Q1, 2022Q2, 2023Q3, 2023Q4)

1,532

Class Sections with Enrollments (Academic Terms: 2022FL, 2023SP, 2023SU, 2022Q1, 2022Q2, 2023Q3, 2023Q4)

19,120

2 General Terms and Conditions

1. Note that “bid,” “submission,” and “proposal” for purposes of this RFP, have the same basic meaning. Further, references to “vendor,” “supplier,” “firm,” “contractor,” and / or “bidder” have the same meaning in singular or plural.

2. The proposal must meet all requirements as delineated herein. Failure to follow details may result in disqualification.

3. Conditional clauses in the submitted proposal are not accepted.

4. Specifications and scopes of work that may refer to brand names and manufacturers are not intended to restrict competition but are meant to indicate the quality of goods or services sought.

Suppliers may bid an equivalent(s) provided the deviation(s) is clearly identified in the bid response. The final determination of equivalency lies solely with TCCD. It is not the intent of any instruction, term/condition, and scope of work or specification to prohibit a supplier from submitting a proposal.

5. The supplier must provide complete descriptive literature of the products or services proposed.

6. Upon release of this RFP, all Vendor communication must be done using the Euna Platform.

Unauthorized contact with TCCD staff regarding the RFP may result in disqualification. Any oral communication will be considered unofficial and non-binding to TCCD.

7. Questions shall be submitted in writing using the Euna platform no later than the written questions deadline. Questions submitted after the deadline may not be answered. Proposers should rely only on written statements issued through Euna platform.

8. All disputes, claims, or lawsuits, if any, that may result from this RFP shall be addressed in Tarrant County, TX, without exception.

9. The supplier shall be in compliance with all relevant requirements of the Americans with Disabilities Act (ADA) as it applies to performance under this RFP. By submission of a bid, the supplier acknowledges it intends to comply with the ADA. If the supplier does not comply with the ADA, TCCD reserves the right to suspend or cancel any such work under this RFP and shall only be financially responsible for products delivered or services rendered up to any such suspension or cancelation.

10. The supplier represents and warrants that all products and/or services furnished under this RFP shall comply with applicable federal, state and local laws, rules, regulations and ordinances.

The supplier shall, at supplier's expense, give all required notices and secure all required permits necessary for performance hereunder.

11. TCCD is not required to award to the lowest bidder or to even select a supplier.

12. TCCD’s Executive Director of Procurement or a designated purchasing representative will open all RFP submissions.

• Selection of a supplier(s) may or may not be made depending upon the results received and the overall requirements and needs of TCCD; the selection timeframe will vary depending upon the RFP and its complexity.

• TCCD reserves the right to select a supplier from a purchasing program recognized by the State of Texas (Interlocal Agreements) as already satisfying the competitive bidding requirements (e.g. TXMAS, DIR, BuyBoard). If Proposer is has a Cooperative contract, provide a reference to those contract numbers.

• TCCD may or may not opt to pursue a subsequent formal sealed RFP (two-step process).

• Final tabulations or information regarding the RFP will not be shared until TCCD has made a formal selection and only then by written request.

• In the event of a price or total cost calculation errors, the unit price as submitted will be considered for computation and calculation totals.

13. Acceptance of a proposal/bid for consideration implies no obligation on the part of TCCD nor does the silence of TCCD imply approval or rejection of a bid.

14. TCCD reserves the right to reject any bids submitted and waive any formalities and conditions.

TCCD is not obligated to advise those suppliers who are not selected for an RFP.

15. TCCD reserves the right to award to a single supplier, multiple suppliers, or no supplier at all.

16. A proposal/bid award, if any, will be through the issuance of a TCCD purchase order (PO) or blanket purchase order (BPO) and shall be governed by the general terms and conditions of purchase outlined on the TCCD PO/BPO document unless such terms and conditions are superseded by the content of this RFP or contract. If terms conflict, the terms of the RFP will take precedence.

17. The final authority to approve or disapprove delivered products and/or services lies with TCCD.

18. In the event products and/or services are delivered that do not meet specifications or do not perform as specified in this proposal, the supplier will replace the items, at no additional cost to TCCD, on or before the promised date of delivery.

19. The supplier shall be responsible for all claims against the manufacturer for manufacturing defects.

20. The supplier shall not sell, assign, transfer or convey this contract, in whole or in part, without the prior written consent of TCCD.

21. Any correspondence regarding a TCCD PO, specifically an invoice, must include the PO number to ensure correct and timely processing. Invoices must reference TCCD’s PO number.

22. TCCD will not be responsible for products delivered or services rendered in advance of a supplier’s receipt of a TCCD PO.

23. TCCD may require bank account information should an electronic payment system be employed to facilitate the method of payment.

24. In the event of breach or default, TCCD reserves the right to enforce performance in any manner prescribed by law or deemed to be in the best interest of TCCD.

25. In the event the supplier fails to deliver the products and/or services as and when promised in the bid, TCCD reserves the right to proceed in any one or combination of the following ways:

• Cancel all or any part of the PO/BPO

• Return all or any part of the products and/or services delivered to date and charge the supplier for any loss or cost incurred as a result of the failure to deliver as promised.

• Purchase all or any part of the products and/or services at the current market price and charge the supplier the difference between the total of the market price, freight, and the supplier's bid price

26. The supplier must notify TCCD immediately once it is known that products and/or services will not be delivered/rendered as promised.

27. The supplier must make every effort to protect property, personnel, students, and visitors in the delivery of products and/or services on any TCCD campus. Any personal injury or damage to property, on a TCCD campus, caused by the supplier's delivery of products and/or services must be reported to the applicable campus police department immediately. The supplier will be held responsible for all damages for injury and loss resulting from the supplier's delivery of products and/or services.

28. If TCCD, in the exercise of its best judgment, determines the supplier's process for the delivery of products and/or services is unsafe or hazardous to life or property, TCCD will suspend the process until the supplier takes corrective action. If this does not occur, or cannot occur, TCCD reserves the right to perform as indicated in section 31 herein.

29. Hazardous material(s) delivered to a TCCD campus for TCCD or supplier use must be preceded or accompanied by a current manufacturer's Material Safety Data Sheet (MSDS). TCCD reserves the right to refuse delivery of products and/or services for which an MSDS is not available.

30. No allowance will be made for a supplier’ waste, loss, breakage, damage, or difficulties.

31. Trash or refuse generated as a result of the operations or activities of the supplier delivering products and/or services will be properly disposed of by the supplier, at the supplier’s expense.

32. The supplier shall be responsible for all claims against a carrier for freight and/or damage.

33. TCCD reserves the right to terminate the contract for any reason with a thirty (30) day written notice to the vendor. Payments will be made for invoices covering products or services through the termination date. No settlement costs are due whether for termination for convenience or termination for cause.

34. TCCD considers all information, documentation, and other materials requested to be submitted in response to this solicitation to be of a non-confidential and/or non-proprietary nature, and therefore, shall be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) (“the Act”) after a contract, if any, is awarded. If the proposer considers any information submitted in response to this request for the proposal to be confidential under law or constitute trade secrets or other protected information, the proposer must identify such materials in the proposal response. Notwithstanding the foregoing, the identification of such materials would not be construed or require TCCD to act in contravention of its obligation to comply with the Act and the proposer releases TCCD from any liability or responsibility for maintaining the confidentiality of such documents.

35. Validity Period: Proposals are to be valid for TCCD’s acceptance for a minimum of 180 days for the submittal deadline date to allow for evaluation, selection, and any unforeseen delays.

Proposals, if accepted shall remain valid for the life of the Agreement.

36. Term and conditions: The TCCD Standard Terms and Conditions shall govern any purchase order/contract issued as a result of this solicitation (RFP), you can review: The TCCD Standard Terms and Conditions are also part of the Euna platform for your agreement.

37. Force Majeure - Neither Firm nor the District shall be responsible or deemed to be in fault of its obligations to the other to the extent any failure to perform or delay in performing its obligations under this RFP is caused by events or conditions beyond the reasonable control of that party and are not due to the negligence or willful misconduct of such party. For purposes of this RFP, Force Majeure events shall include, but not be limited to, acts of God or public enemy, war, riot or civil commotion, conditions due to governmental law, regulations, ordinances, an order of a court of competent jurisdiction, executive decree or order. However, in the event of such delay(s) or nonperformance, the party so delayed shall furnish prompt written notice to the other party (including the date of inception of the Force Majeure event and the extent to which it will affect performance) and shall undertake all efforts reasonably possible to cure the delay or nonperformance and mitigate its effects or to otherwise perform. The District shall not be responsible for payment for any product or service delayed or foreclosed by any Force Majeure event unless and until such delayed or foreclosed product or service is provided. The provisions of the section shall not preclude the District from canceling or terminating any resulting award (or any order for any goods or services included herein) or from revising the scope of work, as otherwise permitted under this RFP.

38. Inter-local/Cooperative Purchase

The proposer agrees that any agreement inclusive of pricing resulting from this solicitation is extended to other public entities (e.g., a state agency, local government, State of Texas educational institutions) authorized by State law to participate under cooperative procurement contracts or Interlocal Agreements with the following understandings:

• Unless specifically stated otherwise, any volume of products or services stated in this RFP document reflects only products or services to be purchased by TCCD and does not include potential purchases by other entities;

• The awarded bidder shall establish a direct relationship with each entity concerning the placement of orders, issuance of the purchase order, contractual disputes, invoicing, payment, and all other matters relating or referring to such entity’s access to the agreement;

• TCCD shall not be held liable for any costs; damages, or other obligations incurred by any participating entity;

• It is the entity’s decision whether to enter into an agreement with the awarded bidder/proposer; and

• Any purchases made by an entity shall be in accordance with each entity’s Procurement policy and procedures.

• As permitted under Inter-local Cooperation Act C Texas Government Code, Chapter 791, other governmental entities may wish to also participate under the same terms and conditions contained in this contract. If this solicitation does not specifically list additional entities, each entity wishing to participate must have prior authorization from Tarrant County College and the vendor. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the entity requiring the goods or services. Tarrant County College shall not be held responsible for any orders placed, deliveries made, or payment for goods or services ordered by the entities. The proposer is to state their willingness to allow other governmental entities to participate in this contract if awarded.

44. Eligibility for Award

For a proposer to be eligible to be awarded a contract, the proposal must be responsive to the solicitation and TCCD must be able to determine that the proposer is responsible and has the resources and capacity to perform the resulting contract satisfactorily.

A. Responsive.

Responsive proposals are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements outlined in this solicitation. Proposals, which do not comply with all the terms and conditions of this solicitation, will be rejected as non-responsive

B. Responsible.

Responsible proposers, at a minimum, must meet the following requirements:

• Have adequate financial resources, or the ability to obtain such resources as required during the performance of any resulting contract;

• Be able to comply with the required performance schedule, taking into consideration all existing business commitments;

• Have a satisfactory record of past performance;

• Have necessary personnel and management capability to perform any resulting contract;

• Be qualified as an established firm regularly engaged in the type of business necessary to fulfill the contract requirements;

• Certify that the firm is not delinquent in any tax owed to the State of Texas under

Chapter 171, Tax Code; and is not delinquent in taxes to the TCCD; signing and submitting the proposal is so certifying to such non-delinquency; and

• Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

C. Proposers may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described. Failure to provide any requested additional information may result in the proposer being declared non-responsive and the proposal being rejected.

D. A person is not eligible to be considered for award of this solicitation, or any resulting contract, or to be a subcontractor of the proposer or prime contractor if the person assisted in the development of this solicitation or any part of this solicitation which such participation would give the person special knowledge that would give that person an unfair advantage over other proposers.

3 Minimum Mandatory Requirements The College has set the following minimum mandatory qualifications. Failure to meet these requirements will disqualify the Vendor from responding and will result in rejection of the Supplier’s proposal.

A. Proposer must be able to certify Vendor is licensed to do business in the State of Texas or provide a commitment that it will become licensed in Texas within thirty (30) calendar days of being selected as the recommended Vendor.

B. Vendor is able and willing to execute TCCD’s standard contract provisions, including those required by state statutes.

C. The proposed solution must be delivered as a Software as a Service (SaaS) solution. The Vendor is responsible for all activities and costs associated with hardware and hosting, software products, maintenance and operations, and service management, etc.

D. The proposed solution must provide common data structures in a one-to-many model so that all customers of the solution are operating on the same platform and version.

E. The proposed solution must be licensed through a subscription, fee-for-service or similar model.

F. The proposed solution must be accessible via commonly used web browsers operating on any device (i.e., mobile-enabled).

G. TCCD follows Section 508 of the Rehabilitation Act accessibility standards. Section 508 compliance is a legal requirement. Any online software / application / website needs to be compliant with Web Content Accessibility Guidelines (WCAG) 2.0 A and AA standards.

a. Vendors should be able to provide past compliance reports and/or conduct specific accessibility tests to demonstrate adherence to Section 508 and WCAG standards.

b. It is preferred that any software meet WCAG 2.1 A and AA standards.

H. Proposer, as well as all providers of all recommended third-party tools, must be able to certify FedRAMP and TX-RAMP certifications, as required by Texas Administrative Code 202.77.

I. Proposer utilizes systematic compliance and security standards, and a comprehensive security plan that includes data protection and privacy measures in compliance with the laws of Texas and the United States. This includes specific experience with Texas security standards. Proposers must adhere to IT control standards defined by the Texas Department of Information Resources (DIR), including those outlined in 1 TAC 202.5 and 202.77.

Proposers are required to encrypt data at rest and in transit, secure data disposal, and access logging. Proposer’s access must be managed and logged accordingly. Proposers must comply with policies prohibiting the use of high-risk applications (e.g., TikTok) on government-owned devices (Covered Applications and Prohibited Technologies | Texas Department of Information Resources). Proposer will provide documentation of security controls and audit readiness for audits by state agencies.

J. Software must comply with HB 2504, including requirements for both syllabi and CVs.

K. Responding firm has been in operation as a provider of syllabus management software for a minimum of five (5) full years.

L. Responding firm has completed three (3) SaaS implementations of same syllabus management tool being proposed in their RFP response.

M. Proposer has experience effectively implementing SaaS solutions at higher education institutions with similar or greater complexity to TCCD.

N. Responding firm can deliver reliable, effective management of software implementation at all phases, and has the breadth and depth to do so continuously through post-go-live support.

O. Responding firm can deliver reliable, effective management of end-user preparation, training, and support at all phases, and has the breadth and depth to do so continuously through post-go-live support.

https://dir.texas.gov/information-security/covered-applications-and-prohibited-technologies https://dir.texas.gov/information-security/covered-applications-and-prohibited-technologies

4 Evaluation Criteria and Proposal Content TCCD will evaluate proposals based on five weighted criteria. This section contains information on the criteria, including how proposals will be scored, a description of College requirements and expectations for each of the criteria, and what Proposers should include in their responses.

An evaluation team from TCCD will analyze and assess proposals. Evaluation of proposals will be based on the information provided in each proposal. Proposers should address, within the response, each of the criteria listed in this section. Failure to respond to these criteria may result in a proposal receiving a negative rating or being considered as non-responsive. Proposers should note that TCCD is not required to award to the lowest bidder or to select a supplier.

Criteria Weight

Features and Capabilities of Software 20%

Usability 15%

Technical Criteria 20%

Proposed Implementation and OCM Strategy 15%

Cost Proposal 30%

Total 100%

Each of these criteria has a sub-section below with:

• “Criteria Description”: explains the College’s scoring criteria

• “Requirements and Expectations”: provides the baseline expectation for what the Vendor can document and submit

• “What to Submit”: lists what should be included in the proposal

Purchase price – shall be evaluated for completeness and reasonableness. The proposals will be evaluated and those deemed acceptable will be assigned points as follows:

The total lowest qualified cost proposal will receive Maximum points on a 0-10 grading scale (i.e., the lowest price will receive a score of 10)

Low-cost proposal will get maximum points allowed for pricing criteria. All others will get proportion of the points assigned using the formula as follows: (Low cost/proposed cost)*10 Points.

Example: The Price Scoring range on a 0-10 scale and you have 3 bidders as follows:

Bidder 1: $100,000 Score=10

Bidder 2: $110,000 (100,000/110,000)*10 Score =9.09

Bidder 3: $140,000 (100,000/140,000)*10 Score =7.14

The relative weight assigned to the price is calculated within the Euna system once points are assigned (0-10) within Euna.

4.1 Features and Capabilities of Software

Definition: Features and Capabilities of Software refers to the extent to which the proposed solution provides the functional components, tools, and system capabilities required to meet the institution’s business, academic, and operational needs.

Criteria Description This criterion evaluates how well the software’s native features align with stated requirements, support intended use cases, and enable effective, efficient, and compliant processes for end users and administrators.

Evaluation under this criterion typically considers the completeness, relevance, and maturity of core functionality; the availability of higher-education–specific features; the flexibility to support institutional policies and workflows; and the vendor’s ability to demonstrate that these capabilities are delivered primarily through configurable, out-of-the-box functionality rather than extensive customization.

Requirements and Expectations The proposed software should include these features:

• A single-source syllabus tool that (a) meets HB 2504 publication requirements (b) is viewable within each course section in LMS and (c) is viewable and connected to each section in SIS as students register for courses

• Enables faculty to make updates in real-time, which are reflected across the system

• Centralized storage of syllabi with search tools

• Include a faculty CV tool in compliance with HB 2504

• Configurable institutional standard template so that students can easily find information in the same place for all classes

• Compliance dashboard that shows completion across the College

• Format that is printable as well as exportable to .pdf

• Auto-populate data from SIS (section information, key dates); curriculum and catalog management system (learning outcomes, course description); the software itself (college, district, department, and course templates, prior year syllabi)

• Version controls, data/time stamping, and audit features

• Role-based access permissions that can be configured by campus, division, department

• Embedded, configurable prompting messages to provide guidance to faculty users updating their syllabi

• Built-in accessibility validation tools that also ensure that exported formats are accessible

The proposed software should provide administrative users with the ability to:

• Create and manage standardized, course-level syllabus templates that are applied consistently across all sections of a course

• Define designated faculty-editable sections within the syllabus (e.g., instructor information, communication expectations, course schedule)

• Lock institutionally and course-required content to ensure consistency across all sections and campuses

• Include and lock institutionally required statements (e.g., ADA, Title IX, academic integrity)

• Enforce required syllabus elements (e.g., office hours, contact information, required statements) prior to publication

• Centrally manage and update syllabus content with changes reflected across all sections in real time; allow bulk updates

• Track and report completion of required faculty-editable sections prior to syllabus publication

• Control editing permissions at the field or section level based on role

• Enable copy-forward functionality from prior terms and bulk editing across sections

What to Submit

1. Line by line response to each functional item (bullet point) in section 4.1. For each, identify whether proposed software fully meets, partially meets, or does not meet. For each partially meets or does not meet response, provide a brief explanation.

2. Screenshots of specified functions for various user personas:

a. Faculty: views of updating or editing syllabus with required sections and locked content

b. Student: views of public syllabi and syllabi within LMS

c. District Administrator: views of managing templates and creating locked content, dashboards showing syllabus updates

d. Campus Administrator (Dean): views of access to all syllabi within their division

3. Sample Outputs

a. Public-facing syllabus (student view)

b. Faculty-editable version

c. Compliance dashboard sample

d. Audit trail/version history example

4. Reporting Samples

a. Syllabus completion report

b. Compliance tracking report

c. Workflow status report

4.2 Usability

Definition: Usability refers to the degree to which the proposed software is intuitive, easy to learn, and efficient for end users to navigate and use in performing their required tasks.

Criteria Description This criterion evaluates the quality of the user experience across key user groups, including faculty, staff, administrators, and students, with minimal reliance on extensive training, workarounds, or technical support.

Evaluation under this criterion considers the clarity and consistency of the user interface; the ease with which users can complete common tasks; the availability of role‑appropriate workflows; and the software’s support for accessibility and inclusive design. Solutions that demonstrate thoughtful design, logical navigation, and a user experience aligned with higher education contexts will be rated more favorably.

Requirements and Expectations Accessibility:

• Ensure mobile accessibility across devices

• Meet accessibility standards (WCAG 2.1 AA)

• Provide built-in accessibility validation tools

Public interface:

• Provide a public-facing, searchable syllabus repository

• Enable filtering by course, instructor, campus, and modality

• Ensure a user-friendly, mobile-responsive public interface

User Experience:

• Templates are easy to create and manage

• Faculty can easily access and edit syllabus from within LMS

• Students can easily access syllabus from SIS and LMS

• Users can export accessible .pdf versions of syllabi

• Efficient rollover or copy forward capability

• Mobile friendly formatting

What to Submit

1. Usability narrative (faculty): Describe how a faculty member creates their syllabi at the start of a term and include how the system minimizes faculty workload. Explain how required sections and locked content function, how the system verifies accessibility, and how the system includes explanatory notes for each section.

2. Accessibility documentation:

• Current VPAT (Voluntary Product Accessibility Template)

• WCAG 2.1 A/AA compliance Summary, including any limitations

• Screenshots of built-in accessibility validation tools

• Mobile Accessibility details, including mobile responsiveness and any available mobile applications (iOS/Android)

3. Screenshots of public interface: include interface, filtering and search functions, and syllabus exports

4.3 Technical Criteria

Definition: Technical Criteria refers to the extent to which the proposed software solution meets the College’s technical, security, integration, and operational requirements.

Criteria Description This criterion evaluates the underlying technical architecture and infrastructure of the solution and its ability to operate reliably, securely, and at scale within the College’s technology ecosystem.

Evaluation under this criterion considers the solution’s architecture and hosting model; system performance, availability, and reliability; data security and privacy protections; compliance with applicable standards and regulations; integration capabilities with existing enterprise systems; and the vendor’s approach to system maintenance, upgrades, and support. Solutions that demonstrate a mature, well-documented technical foundation and clear alignment with higher-education and public-sector requirements will be rated more favorably.

Requirements and Expectations General

• Improve compliance with state requirements, accreditation, accessibility, and institutional policies

• Ensure syllabus content is publicly viewable, in compliance with HB 2504

• Ability to support separate production and staging environments

• Ensure secure authentication (e.g., SSO integration such as Azure AD or Okta)

• Maintain FERPA-compliant data handling practices

• Provide data backup, recovery, and disaster recovery capabilities

• Guarantee system reliability with defined uptime/service level agreements (SLA)

• Allow data export for institutional records and vendor transition if needed

Role-Based Access

• Role-based access for faculty, academic leaders, and district staff

• Support for role-based hierarchy at College, campus, division, and department levels

• Configurable workflow and approval routing (e.g., faculty → chair → dean → district)

• Automated notifications and reminders for pending approvals

• Ability to define editing permissions by role (e.g., locked vs editable sections)

Hosting, Availability & Performance

• Uptime guarantees (target: 99.9%) and real-time monitoring practices

• Tier classification of data centers and geographic redundancy

• Standard performance metrics (e.g. <2-Second response time)

Integration

• Synchronize with the LMS (e.g., Canvas, Blackboard) and SIS

• Auto-create syllabus shells from SIS course schedule data

• Associate syllabi at the section level with assigned instructors

• Ensure syllabus content for each class section is viewable within the SIS and within each class section’s LMS space

• Provide real-time updates reflecting published changes across systems

• Offer API access for additional integrations and data exchange

Versioning

• Enable audit trails and version control

• Archive syllabi by term, course, and section

• Allow retrieval of historical syllabi for compliance, accreditation, and dispute resolution

• Support snapshot/version locking at key points (e.g., census date or publication)

• Track changes with user attribution and timestamps

Analytics and Oversight

• Provide analytics and reporting tools

• Offer dashboards for syllabus completion, compliance, and approval status

• Enable reporting by campus, division, department, program, and modality

• Track user activity and engagement

• Lock institutionally required content to prevent unauthorized edits

• Allow controlled editing zones for faculty-customized content

• Support bulk updates to institutional content across all syllabi

• Enable scheduled updates to reflect policy changes

What to Submit

1. Complete the RFP Technical Requirements attached document.

2. Line by line response to each functional item (bullet point) in section 4.3. For each, identify whether proposed software fully meets, partially meets, or does not meet. For each partially meets or does not meet response, provide a brief explanation.

3. Technical architecture overview: Narrative and diagrams/visuals briefly describing the environment. Include information staging / test environment as well as production environment

4. System reliability narrative response: Describe backup frequency, uptime, recovery time, and SLA commitments.

5. Attach a sample SLA, including:

• Scheduled/unscheduled maintenance policies

• Disaster recovery process and declaration steps

• Performance penalties and resolution timelines

• Security, Privacy & Access

6. Integration documentation: Include details on LMS and SIS integrations, data flow diagrams, and API documentation. Describe how your system integrates—via API or native connectors—with: Ellucian Colleague/ Banner SaaS ERP

7. Security and compliance documentation: Include FERPA compliance statement, data encryption standards, SSO capabilities

8. Data migration and management documentation:

• Describe the overall data migration strategy used during implementation

• Identify required data elements for migration

• Specify supported source and target data formats

• Explain migration methods (e.g., automated tools, batch loads, APIs, manual imports)

• Describe processes for:

o Data validation prior to migration o Data cleansing and normalization o Data reconciliation between source and target systems o Verification of data accuracy before and after migration

• Define vendor roles and responsibilities during migration activities

• Define institutional roles and responsibilities during migration activities

• Explain how migration errors, exceptions, or discrepancies are:

o Identified o Logged and tracked o Resolved and retested

• If historical data migration is supported:

o Describe the scope of historical data that can be migrated o Identify limitations or exclusions o State assumptions and prerequisites for historical migration

• Describe tools available for ongoing data management and administration

• Explain administrative controls and user permissions

• Describe data maintenance capabilities (e.g., updates, corrections, deletions)

• Outline processes for monitoring and ensuring data quality over time

• Describe data retention policies and configuration options

• Explain the institution’s ability to:

o Export data in standard formats (e.g., CSV, XML, JSON) o Access and retrieve data during the contract term o Obtain complete data extracts upon contract termination

9. Testing and validation documentation:

• Describe testing practices and documentation for:

o Unit testing o Integration testing o Regression testing o Performance and load testing

• Describe support provided for User Acceptance Testing (UAT)

• Explain post‑migration data validation procedures

• Describe issue tracking and defect management workflows

• Explain escalation and resolution processes for critical issues

• Identify acceptance criteria used to authorize production deployment

4.4 Proposed Implementation and OCM Strategy

Definition: Proposed Implementation and Organizational Change Management (OCM) Strategy refers to the vendor’s planned approach for configuring and deploying the proposed solution and supporting the institution through the organizational, process, and behavioral changes required for successful adoption

Criteria Description This criterion evaluates the quality, feasibility, and alignment of the vendor’s implementation methodology and change management strategy with the institution’s goals, timelines, governance structure, and stakeholder environment.

Evaluation under this criterion considers the vendor’s ability to effectively plan, manage, and execute implementation activities—including project management, configuration, data migration, testing, and go‑live support—while simultaneously addressing user readiness, communication, training, and sustained adoption. Proposals are assessed on how well the vendor demonstrates a structured, collaborative, and higher‑education‑informed approach that minimizes disruption, manages risk, and enables long‑term value realization from the solution.

Requirements and Expectations At a minimum, the College expects the proposed strategy to:

• Clearly articulate a phased implementation approach aligned to the scope of this project, including major activities, dependencies, decision points, and milestones

• Describe project governance, roles, and responsibilities, including how the vendor will collaborate with College leadership, functional owners, technical teams, and change leads

• For all configuration and implementation activities, define whether the College or the vendor is the lead and/or responsible party

• Demonstrate a structured, intentional OCM approach that addresses stakeholder engagement, communications, training, readiness, and adoption across various user groups

• Explain how the vendor will assess institutional readiness, identify risks and resistance, and adjust the implementation and OCM approach in response

• Reflect experience implementing similar solutions in complex higher-education environments, including lessons learned and how those lessons inform the proposed approach

• Show how implementation and OCM activities are integrated and coordinated

What to Submit Generic descriptions of standard methodologies, frameworks, or toolkits without clear linkage to this project, this institution, and this scope are not sufficient

1. Implementation Approach and Work Plan: A detailed description of the proposed implementation methodology, including phases, key activities, deliverables, decision points, and success measures. Vendors should clearly identify where the approach has been tailored to the College’s environment, timeline, and priorities

2. Organizational Change Management Strategy: A description of the proposed OCM strategy that includes:

a. How the vendor will partner with TCC’s organizational transformation team to deliver a coordinated OCM strategy that works for our College stakeholders

b. Key stakeholder groups and how they will be engaged

c. Planned communication and training approaches

d. User readiness and adoption strategies

e. Methods for measuring adoption and addressing resistance

3. Roles, Responsibilities, and Staffing: Identification of vendor and College roles, including named roles (not just titles), level of effort, and how responsibilities are shared across implementation and OCM activities

4. Training Plan: Plan for how Vendor will support training of faculty and administrative staff.

Include modalities, strategies, resources, and timeline for user preparation. Also include user support plan for during and immediately following go-live

5. Risk, Readiness, and Mitigation: An assessment of anticipated implementation and change risks specific to this project, along with proposed mitigation strategies. Generic risk lists without project context are discouraged.

6. Relevant Experience and Applied Lessons Learned: Examples from comparable higher‑education implementations that demonstrate how past experience…