7-RFP Q26071326 Student Information System.docx

Request For Proposal For Student Information System

RFP #Q26071326

July 13, 2026

Davis Technical College Fiscal Services Department 550 E 300 S Kaysville, UT 84037

TABLE OF CONTENTS

Attachments A) State of Utah Standard Terms and Conditions Separate File B) Acceptance Testing Checklist Separate File C) DTC Payment Terms and Conditions Separate File D) Claim of Business Confidentiality Separate File E) RFP Evaluation Score sheet Separate File

SECTION 1 - PURPOSE OF RFP

1.01 Purpose.

Davis Technical College (“the College”) is seeking proposals from qualified Offerors for a modern Student Information System (SIS) and associated implementation services.

The selected solution must support the full student lifecycle from recruitment and admissions through enrollment, academic progress, completion, and post-completion outcomes, while enabling streamlined administrative processes, seamless data accessibility, and optimized user experiences for students, faculty, and staff.

The College is at a critical point in evaluating and modernizing its student information capabilities. Current systems and processes rely on a combination of legacy platforms, locally developed tools, and manual workarounds that limit operational efficiency, data consistency, and scalability.

A defining characteristic of Davis Technical College is its unique academic and scheduling model, which differs significantly from traditional term-based higher education structures. While some programs are delivered in cohort-based or term-based formats, a substantial portion of the College’s offerings follow a course-based, open-entry model designed to maximize student access and flexibility.

In this model, students enroll in one course at a time and progress at an individualized pace. Instructional environments are structured around available training hours rather than fixed class sections. For example, in programs such as welding, the welding building operates for nine hours each day, which are divided into 1.5 hour time blocks. Students are required to complete a minimum number of training hours per week but may attend additional hours based on availability and individual progress. As a result, students within the same physical space may be enrolled in different courses, progressing independently, and attending on different schedules.

This approach enables highly flexible scheduling, where course start and end dates vary by student, pacing is individualized, and scheduling is driven by student need rather than fixed academic terms or cohorts.

As a result, the College requires a system capable of dynamically managing course scheduling, student enrollment, attendance, and academic progression in a highly flexible, non-term environment. Any proposed solution must demonstrate the ability to support this model without reliance on rigid term structures, significant manual intervention, or extensive customization.

Through this procurement, Davis Technical College seeks to:

· Implement a modern, cloud-based SIS platform

· Improve the student experience, including intuitive self-service and mobile-friendly access

· Support a flexible, course-based academic model with variable course start and end dates, individualized pacing, and student-driven scheduling

· Streamline and standardize core academic and administrative processes

· Enhance reporting, analytics, and data accessibility to support institutional effectiveness and compliance requirements

· Reduce reliance on manual processes and disconnected systems

· Enable accurate tracking of student progression and completion within a flexible scheduling environment

· Support integration with existing and future enterprise systems through modern APIs and data exchange mechanisms Offerors are expected to propose a comprehensive solution that includes software, implementation services, data conversion, system integration, training, and ongoing support.

· The College five year budget for this project is $1,500,000.00. This reflects any and all cost including but not limited to conversions, implementation, training and licensing.

· The College current user environment is as follows:

Annual Student FTE

~2000

Student Headcount

~7500

SECTION 2 - GENERAL INFORMATION

2.01 Administrative Guidance. The information provided herein is intended to assist suppliers in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or to exclude any relevant or essential data there from. Suppliers are at liberty and are encouraged to expand upon the specifications to evidence service capability under any proposal.

2.02 Issuing office and RFP Reference Number. The Fiscal Services Department of Davis Technical College is the issuing office for this RFP and all subsequent addenda relating to it. The reference number for the transaction is Q26071326. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

2.03 Response Date. In order to be considered for selection, your proposal must be received electronically via U3P website. Submitting your response to Davis Technical College via U3P is free of charge. http://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=StateOfUtah , or contact their customer service department at 800-233-1121.

Paper copies (one originally, plus 5 copies) will be accepted in addition to electronic submission via U3P, but must be received at Davis Technical College Fiscal Services Department (550 E 300 S Kaysville, UT 84037) no later than 2:00 p.m. current Mountain Time on Tuesday, August 11, 2026. Following the deadline, the names of those responding to the RFP will be made public. All other information will remain confidential, as provided by law (please see section 2.14 hereof).

2.04 Pre-Proposal Conference. No pre-proposal conference will be held.

2.05 Inquiries. All inquiries or requests for clarification or interpretation arising subsequent to the issuance of this RFP, that could have a significant impact on the responses to the RFP, should be submitted electronically via U3P.

Questions and answers will be consolidated and available to all suppliers on record as having received this RFP. All inquiries must be received by (August 4, 2026 2:00PM MST).

2.06 Important Dates. The following dates are significant for this RFP:

2.07 Proposal Validity Time. Proposals containing less than 60 calendar days acceptance time will not be considered.

2.08 Consideration of Proposals. The College may award a contract based on initial proposals received without discussion of such proposals with suppliers. Accordingly, each initial proposal should be submitted with the most favorable price and service available. However, The College may initiate discussions should clarification or negotiation be necessary. Suppliers shall be prepared to send qualified personnel to discuss technical and contractual aspects of their proposal.

2.09 Oral Presentation. An oral presentation by a supplier to supplement a proposal may be required. These presentations will be scheduled, if required, by the Fiscal Services Department subsequent to the receipt of proposals and prior to the award of the contract.

2.10 Gratuities. By written notice to the supplier(s), the College may disqualify from consideration or cancel any subsequent contract if it is found by the College that gratuities, in the form of entertainment, gifts, or otherwise were offered or given by the supplier, or any agent or representative of the supplier, to any officer or employee of the College with the intent to secure this contract or secure favorable treatment with respect to the awarding or amending of this contract. Suppliers must comply with the provisions of the Utah Procurement Code, U.C.A. § 63G-6a-2304.5

2.11 Award of the Contract. The Fiscal Services Department is the only agency authorized to award a contract for the proposed purchases. All pertinent College policies and State of Utah purchasing codes and State procurement policies and procedures apply. Any contract resulting from this RFP will include, but not be limited to, the State of Utah Standard Terms and Conditions and the applicable conditions outlined in this RFP.

2.12 Contract Period and Effective Date. The anticipated contract term will be from the date of award through completion of the project. This is a three (3) year contract with an option to renew for two (2) additional periods of one (1) year at the College’s discretion. Total contract period not to exceed five (5) years. Annual renewal is contingent upon the College’s satisfaction with the services performed and the overall performance of the supplier. The anticipated effective date of the contract is January 1, 2027.

2.13 News Releases. News releases pertaining to the RFP, any proposal or the contract will be made only by the College.

2.14 Protected Information. State Procurement Rule, R-33-3, as well as the Government Records Access and Management Act, Section 63-2-101 et seq., Utah Code Ann. (1953), as amended ( GRAMA ) provides that all proposals may be disclosed to the public after notice of the selection of the successful offeror(s) and after receipt of a GRAMA request. Any person (supplier) who believes that a record should be protected as outlined in R-33-3-204.1, should complete the enclosed A Claim of Business Confidentiality form. Failure to complete this form will result in the disclosure of your proposal if a GRAMA request is received. All material contained in and/or submitted with the proposal becomes the property of the College and may be returned only at the college’s option.

2.15 Notices. The supplier must specify the name, title, address, phone and email address of the person to whom all correspondence regarding any contract awarded as a result of this RFP should be directed (including amendments to the contract). All amendments must be in writing and signed by both parties.

2.16 Incurring Costs. The College will not be liable for any cost which suppliers may incur in the preparation or presentation of their proposal(s). Proposals should be concise, straightforward and prepared simply and economically. Expensive displays, bindings or promotional materials are neither desired nor required. However, there is no intent within these instructions to limit a proposal’s content or to exclude any relevant or essential data therefrom.

2.17 Addendum to RFP. In the event that it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all suppliers on record as having received this RFP.

2.18 Alternative Proposals. A supplier may submit more than one proposal, each of which must follow the Proposal Response Outline (section 4 hereof) and satisfy the requirements of this RFP. The supplier’s prime proposal must be complete and comply with all instructions. The alternative proposals may be in abbreviated form following the Proposal Response Outline but providing complete information only for sections which differ in any way from those contained in the prime proposal. If alternative proposals are submitted, the supplier must explain the reasons for the alternative(s) and its comparative benefits. Each proposal submitted will be evaluated on its own merits.

2.19 Authorized Supplier Representatives. The proposal will list the name, title, office address, telephone number, fax number and email address of the person(s) authorized to represent the supplier regarding this RFP. The College reserves the right to (1) interview and select supplier’s personnel who will provide services and (2) negotiate a change in the individual assigned to represent the supplier awarded this contact if the assigned representative is not supplying the needs of the College appropriately. The right shall carry forward through the response period and during the term of the contract.

2.20 Award of Subcontracts. For each subcontract, if any, which the supplier proposes to award, the supplier shall specify in writing the proposed subcontractor’s name and address, and the purpose of the subcontract. Any supplier proposing subcontracts as a part of a proposal must explicitly state so in the proposal, and must include the above stated information for each subcontract. Written approval by the College Fiscal Services Department is required prior to the awarding of any subcontracts. Any Subcontractor shall be required to provide evidence to the College of the same insurance provisions and coverages as described in section 2.29 of the RFP.

2.21 Assignment. The successful supplier shall not assign or subcontract any portion of its obligations under the contract without the prior written consent of the College. Assignment or subcontracting shall in no way relieve the successful supplier of any of its obligations.

2.22 Reserved

2.23 Compliance. The supplier hereby agrees to abide with all applicable federal, state, county and city laws and regulations (Including, but not limited to: HIPAA, COBRA, ADEA, ADA, NMHPA, FMLA, etc.) and to be responsible for obtaining and/or possessing any and all permits and licenses that may be required.

2.24 Cancellation. The College reserves the right to cancel, with or without cause, any and all contracts resulting from this RFP by giving sixty (60) day written notice. Inadequate delivery or failure to adhere to the contract covenants may result in cancellation of the contract. The supplier shall be responsible for reimbursing the College for expenses incurred as a result of unacceptable service. In the event that either party determines that a material breach has occurred that would be cause for cancellation of the contract, the party wishing to cancel shall notify the other party of the alleged breach in writing, and allow the defaulting party thirty (30) days in which to cure the alleged breach. If the alleged breach is not cured or substantial steps to cure the alleged default are not taken within this period, the non-defaulting party may cancel the contract at the end of said thirty (30) day period.

2.25 Acceptance of Services Rendered. The College, through its designated agents and representatives, will be the sole determining judge of whether services rendered under the contract satisfy the requirements as identified in the contract.

2.26 State and Local Taxes. The College is exempt from sales and excise taxes. Exemption certification information appears on all purchase orders issued by the College and such taxes will not apply unless otherwise noted.

2.27 Anti-Collusion. The submittal of a proposal constitutes agreement that the supplier has not divulged its proposal to suppliers, nor has the supplier colluded with any other suppliers or parties to a proposal what-so-ever.

2.28 Indemnification. The supplier shall hold harmless, defend and indemnify The Davis Technical College and its officers, employees, and agents from and against any and all claims, losses, causes of action, judgments, damages and expenses including, but not limited to attorney's fees because of bodily injury, sickness, disease or death, or injury to or destruction of tangible property or any other injury or damage resulting from or arising out of (a) performance or breach of this contract by Supplier, or (b) Supplier’s use of College premises, or (c) any act, error, or omission on the part of the Supplier, or its agents, employees, or subcontractors except where such claims, losses, causes of action, judgments, damages and expenses result solely from the negligent acts or omissions or willful misconduct of The Davis Technical College, its officers, employees or agents.

2.29 Insurance. The supplier shall maintain, during the term of any resulting contract, comprehensive General, Contractual, Professional and Errors and Omissions (E&O) Liability Insurance and Employee Dishonesty bonding coverage or such coverages as required by Federal, State, and local laws governing the services described herein. Proposers shall also maintain all employee-related insurances, in the statutory amounts, such as unemployment compensation, worker’s compensation, and employer’s liability, for its employees involved in performing services pursuant to any resulting underwriting contract. Supplier will cause any of its subcontractors, who provide materials or perform services relative to the contract, to also maintain the insurance coverages and provisions listed above.

2.30 Restrictions. All proposals must clearly set forth any restrictions or provisions deemed necessary by the supplier to effectively service the proposed contract.

2.31 Right to Reject. The College reserves the right to reject in whole or in part any or all proposals and to waive any informality or technicality in any proposal in the interest of the College. Subsequent procurement, if any, will be in accordance with The Davis Technical College contractual action. Non-compliance with the conditions of this proposal may result in disqualification of the offending supplier.

2.32 Record Keeping and Audit Rights. Any supplier providing goods or services under any Contract shall maintain accurate accounting records for all goods and services provided there under, and shall retain all such records for a period of at least three (3) years following termination of the Contract. Upon reasonable notice and during normal business hours the College, or any of its duly authorized representatives, shall have access to and the right to audit any records or other documents pertaining to the Contract. The College’s audit rights shall extend throughout the term of the Contract and for a period of at least three (3) years thereafter.

2.33 Payment and Performance Evidence. Supplier will provide evidence of financial responsibility, which demonstrates the Supplier’s ability to perform the services contemplated by the RFP. Such evidence of financial strength may be in the form a performance bond, letter of credit, financial statements or other form which is reasonably acceptable to the College.

2.34 Price Reduction. If at any time after the award of a contract, the successful supplier reduces the price of any article or service covered under the contract resulting from this RFP, the successful supplier shall give the College proportionately reduced pricing for such articles or services.

2.35 Solicitation of Employees. The selected supplier and the College agree not to solicit each other’s employees for a period of 2 years following completion of contract.

2.36 Debarment. The Contractor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible , or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency. If the Contractor cannot certify this statement, attach a written explanation for review by DTC.

2.37 Standard Contract Terms and Conditions. Any contract resulting from this RFP will include but not be limited to the terms and conditions contained within this RFP. Exceptions and or additions to the terms and or additions to the terms and conditions are strongly discouraged.

Exceptions and additions to the terms and conditions must be submitted with the proposal response. Exceptions, additions, service level agreements, etc., submitted after the date and time for receipt of proposals will not be considered. Website URL’s or information on websites URLs must not be requested in the RFP document and must not be submitted with a proposal. URLs provided with a proposal may result in that proposal being rejected as non-responsive. URLs are also prohibited from any language included in the final contract document.

The Davis Technical College retains the right to refuse to negotiate on exceptions should the exceptions be excessive, not in the best interest of the College, where negotiations adversely impact existing time constraints, or when negotiations could result in excessive costs to the College. If negotiations are required, supplier must provide all documents in WORD format for redline editing, Supplier must provide the name, contact information and access to the person(s) that will be directly involved in legal negotiations.

The College will not enter into any contract or affix signature to any document, the terms of which require the College to waive conditions or requirements negotiated via this solicitation process, provided for in the document or by mutual consent. Any document containing a clause or clauses that purport to supersede all other documents included in, or arising from the RFP process will be rejected.

2.38 Contract Jurisdiction, Choice of Law and Venue: The laws of the State of Utah shall apply in all disputes arising out of this RFP and any subsequent contracts resulting from this RFP. The parties will submit to the jurisdiction of the courts of the State of Utah for any dispute arising gout of this contract or the breach thereof.

2.39 Endorsement. Unless specifically authorized in writing by the College Fiscal Services Department on a case by case basis, the Contractor shall have no right to use, and shall not use, the name of The Davis Technical College, its officials or employees, or the seal or mark of the College in advertising, publicity, or promotion; nor to express or imply and endorsement of Contractor’s supplies or services.

2.40 Restriction On Communications with College Staff. From the issue date of this RFP until a contractor is selected and a contract award is made, suppliers are not allowed to communicate about the subject of this RFP with any College administrator, faculty, staff, or members of the Board of Trustees except the Purchasing Official assigned to this RFP, other Procurement Services Staff members, individuals authorized in writing by the Purchasing Official, and College representative during supplier presentations. If violation of this provision occurs, the College reserves the right to reject the supplier’s proposal.

2.41 Official Communication. During this RFP process (from the date of issue through the date of contract award or other final decision), the Purchasing Official is the sole source of official information regarding this RFP. All other communications, both oral and written, which are received by any representative of the business from other sources should be confirmed by the business with the Purchasing Official as being true and accurate prior to incorporating such information into its response. This refers to both formal and informal conversations and communications. Significant changes to this RFP will always be issued as a formal, written addendum.

2.42 Availability to Other State Institutions. All USHE member institutions may, at their option, purchase off of the resulting contract by either signing a Participating Addendum to the resulting contract/agreement or entering into a separate, direct contract with the awarded offeror: Salt Lake Community College, Utah State University, Weber State University, University of Utah, Snow College, Utah Valley University, Southern Utah University, Utah Tech University, Bridgerland Technical College, Davis Technical College, Ogden-Weber Technical College, Southwest Technical College, Uintah Basin Technical College, Dixie Technical College, Mountainland Technical College, Tooele Technical College, and any other institution of higher education that the State of Utah may form in the future. After reviewing the awarded proposal and contract, each institution may choose not to proceed with a procurement or enter into any agreement.

2.43 Equal Opportunity. Consistent with College's policies, in connection with any work performed upon acceptance of bid, the Contractor agrees to abide by the letter and spirit of the Civil Rights Act of 1964, 45 CFR 90, and Federal Executive Order No. 11246, as amended by Executive Order No. 11375, as applicable, which are incorporated herein by reference. Contractor also agrees to comply with the American Disabilities Act of 1990 and Sections 503 and 504 of the Rehabilitation Act of 1973. Contractor agrees to comply with the provisions of the Utah Antidiscrimination Act and any Utah Executive Order regarding discrimination. Contractor agrees to incorporate these provisions as necessary with regard to any subcontracts and to provide all required notices to each labor union or workers’ representative stating the Contractor’s responsibilities under these provisions. Specifically, Contractor agrees not to discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, sex, sexual preference, marital status, veteran's status, status with regard to public assistance, disability or age. This provision will include, but not be limited to, the following: employment, upgrading, promotion, demotion or transfer, recruitment advertising, lay off or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. Contractor further agrees to take affirmative action to insure equal employment opportunities.

2.44 Further Agreements. In addition to a proposal, the College may from time to time require a supplier to execute certain additional documents or agreements, including without limitation a Contract, for the purpose of clarifying the intention of the parties with respect to providing the goods or services hereunder.

2.45 Relationship of the Parties. In assuming and performing the obligations of any Contract, the College and any supplier shall each be acting as independent parties and neither shall be considered or represent itself as a joint venturer, partner or employee of the other.

2.46 Title to Designs and Copy. Title to all concepts, plans, strategies, and other supplies and services produced/purchased as a result of this RFP, will become the property of The Davis Technical College.

2.47 Non-appropriation of Funds. Offeror acknowledges that DTC cannot contract for the payment of funds not yet appropriated by the Utah State Legislature. If funding to DTC is reduced due to an order by the Legislature or the Governor, or is required by State law, or if federal funding (when applicable) is not provided, DTC may terminate this contract or proportionately reduce the services and purchase obligations and the amount due from DTC upon thirty (30) days written notice. In the case that funds are not appropriated or are reduced, DTC will reimburse the Offeror for products delivered or services performed through the date of cancellation or reduction, and DTC will not be liable for any future commitments, penalties, or liquidated damages

2.48 Status Verification. If a contract is awarded through this RFP for the physical performance of services within the State of Utah, supplier or supplier’s agent, contractor, subcontractor or service provider is required to register and participate in the Status Verification System (E-verify) to verify the work eligibility status of the supplier’s or supplier’s agent’s, contractor’s or subcontractor’s or service provider’s employees hired on or after July 1, 2009 and employed in the State of Utah, in accordance with UCA Section 63G-11-103.

SECTION 3 - SPECIFICATIONS

3.01 Scope.

3.01.1 Background

Davis Technical College currently supports its student information and enrollment functions through a combination of enterprise systems, third-party applications, and locally developed tools. The College utilizes Salesforce and TargetX to manage customer relationship management (CRM), application processing, and enrollment workflows. Core student records and academic processes are maintained in Northstar, a homegrown student information system developed to meet the College’s specific operational needs. Financial aid functions are supported through PowerFAIDS and CampusLogic, along with other supporting applications used across the institution.

While this environment has evolved to support the College’s operations, it has resulted in a complex and fragmented system landscape. Data is distributed across multiple platforms, integrations require ongoing maintenance, and many processes depend on manual intervention or workarounds to ensure consistency and accuracy. These challenges limit efficiency, increase operational risk, and make it more difficult to provide a seamless experience for students and staff.

In addition, the College operates within a course-based, credit framework that emphasizes flexibility to meet student needs. Programs are structured to allow variable course start and end dates, flexible pacing, and scheduling approaches that do not rely on rigid academic terms. This model is central to the College’s mission but is not well supported by many traditional systems, requiring the current environment to compensate through custom logic and manual processes.

One of the most visible impacts of these limitations is on the student experience. The current system does not effectively support student self-service scheduling, requiring students to frequently visit Student Services in person to create or adjust their schedules. This reliance on staff-driven scheduling increases workload and limits scalability.

Key challenges with the current environment include:

· System fragmentation: Critical student data and processes are spread across multiple platforms, resulting in duplicate data entry and inconsistent data definitions

· Integration complexity: Maintaining integrations between systems such as Salesforce, TargetX, Northstar, and financial aid solutions requires significant ongoing effort

· Manual processes: Admissions, enrollment, scheduling, and reporting workflows often require manual steps, increasing staff workload and the risk of error

· Limited support for flexible scheduling: The current environment requires customization or external processes to support the College’s course-based, highly flexible scheduling model

· Lack of effective student self-service scheduling: Students are not able to easily build or manage their own schedules, requiring significant staff involvement in what should be a student-driven process

· User experience limitations: Students, faculty, and staff interact with multiple systems that do not provide a consistent or modern user experience

· Reporting challenges: Institutional reporting and analysis frequently require data aggregation across systems Davis Technical College is undertaking a comprehensive review of its systems and business processes to identify opportunities for modernization and improvement. The goal is to implement a unified, modern SIS platform that reduces complexity, improves integration, and better supports the College’s flexible academic model.

Davis Technical College has made significant investments in the Microsoft technology ecosystem, including Microsoft 365, Azure, Power Platform, Active Directory, and related services. The College prefers solutions that align with and can leverage existing Microsoft technologies to reduce complexity, improve integration, and maximize the value of current institutional investments.

The College recognizes that this initiative represents more than a system replacement. It is an opportunity to streamline processes, improve data governance, and create a more cohesive and scalable technology environment that supports students, faculty, and staff both now and in the future.

3.02 Minimum Requirements.

Solution must:

· be delivered as a Software-as-a-Service (SaaS) solution with no on-premise dependency, supporting high availability, scalability, and disaster recovery.

· be mobile ready and browser agnostic allowing users to access from any mobile device (e.g. IOS/Android, Windows/Mac) as well as desktop

· support integration with external systems using standard integration approaches such as APIs or web services. At minimum must have functional API for Canvas.

· support modern authentication methods and role-based access controls. At minimum SAML 2.0 for security and Microsoft Active Directory for role based control.

· Accommodate College course-based, open-entry scheduling process as defined and described in section 1.01 of this solicitation.

· provide student self-service portal capabilities for key functions such as enrollment, scheduling, and access to academic information.

· support core financial processes related to student accounts, including billing, payments, and balance tracking.

· support financial aid processes either through native functionality or integration with external financial aid systems.

General Requirements

3.02.1 Student Experience and Self-Service

· Provide a unified student portal supporting profile management, schedules, communication, and academic progress

· Enable students to independently build, modify, and manage their schedules within defined rules

· Display real-time course availability, prerequisites, and enrollment constraints

· Provide visibility into program progress, completion status, and remaining requirements

· Allow students to upload and manage documents

· Support online payments, payment plans, and account review from the student portal

· Provide notifications, alerts, and next steps within the student experience

· Support mobile-friendly or responsive student interfaces

· Enable students to continue scheduling beyond initial enrollment without staff intervention

· Provide projected course and program completion timelines based on student pace and enrollment patterns

Offeror to describe how proposed solution meets these requirements.

3.02.2 Flexible Scheduling and Academic Model

· Support a course-based, credit model with variable course start and end dates

· Allow enrollment on a course-by-course basis without reliance on rigid term structures. Students should be able to set individual schedule

· Enable flexible pacing and dynamic calculation of student completion timelines based on schedule

· Support students to be scheduled into one space while being enrolled in different classes and different individual schedules at the same time

· Support multiple scheduling structures (full-time, part-time, AM/PM, hybrid)

· Provide tools for staff to easily create, adjust, and manage schedules without technical intervention

· Support multiple calendars across programs, campuses, or populations

· Support waitlists, add/drop, and enrollment changes with automated updates

· Provide visibility into course timelines, including start dates, projected end dates, and progress

· Manage room capacity and scheduling constraints

· Support cross-campus and hybrid scheduling scenarios

Offeror to describe how proposed solution meets these requirements.

3.02.3 Academic Records, Registration and Progression

· Maintain a comprehensive student academic record with full history tracking

· Support enrollment, withdrawals, and course completion tracking

· Enforce prerequisite and co-requisite rules

· Support repeat courses and appropriate academic and financial treatment

· Provide configurable transcript generation with detailed academic history

· Support transfer credit, equivalencies, and competency recognition

· Provide student notes, flags, and alerts with role-based visibility

· Maintain audit logs for all record changes (who, what, when)

· Support student classification (full-time, part-time, etc.)

· Support generation and management of student ID credentials including photos and physical/digital formats

· Ability to track attendance across delivery methods

· Support course retakes and extensions

· Enable easy access to enrollment verification and student status reporting

Offeror to describe how proposed solution meets these requirements.

3.02.4 Catalog and Program Management

· Define and manage programs, including required courses, total hours/credits, and completion requirements

· Support multiple program types including certificate, short-term training, and workforce education

· Support program versioning and effective dating for changes across academic years

· Maintain a centralized course catalog including course descriptions, hours, prerequisites, and delivery methods

· Support course equivalencies and cross-program mappings

· Support course versioning and historical tracking

· Define program progression rules including course sequencing and completion dependencies

· Maintain historical program and course structures for audit and transcript accuracy

· Support real-time or scheduled publishing of program and course information to external systems

· Support curriculum review cycles and notifications for required updates

Offeror to describe how proposed solution meets these requirements.

3.02.5 Financials

· Allow for charging different tuition and fees for course based on course start date

· Manage tuition, fees, and variable pricing structures

· Provide configurable payment plans and installment options

· Support multiple payment methods, including online, in-person, and sponsorships

· Provide real-time account balances and transaction history

· Generate financial reporting and tax documents, including 1098-T

· Support General Ledger mapping and export to financial systems

· Support sponsor hierarchies

· Apply priority rules across funding sources

· Track sponsor balances and usage

· Support refunds, adjustments, and transaction auditing

· Provide full accounts receivable functionality including student and sponsor billing, balances, and payment tracking

· Generate and manage invoices for students and sponsors, including detailed line items and billing histories

· Support invoice voiding, adjustments, and audit tracking

· Provide accounts receivable aging reports for students and sponsors with drill-down capabilities

· Provide configuration and management of tuition and fee structures including cloning, inactivation, and modification

· Support payment operations including cash handling, drawer assignment, and reconciliation

· Support management of unapplied payments and credit balances for future application

· Automatically calculate refunds based on withdrawal dates, attendance, and institutional policies

· Provide full sponsor billing lifecycle including invoice generation, payment processing, refunds, and account statements

Offeror to describe how proposed solution meets these requirements.

3.02.6 Grading, Instruction and LMS Integration

· Support grade entry and batch grading processes

· Enable synchronization of grades between LMS (e.g., Canvas) and SIS

· Automatically update student status in LMS based on enrollment changes

· Support tracking of student progress, performance, and completion

· Provide alerts for academic performance issues or lack of progress

· Support integration with LMS course structure and enrollment processes

· Enable course-to-instructor assignment and cohort-based instruction

Offeror to describe how proposed solution meets these requirements.

3.02.7 Customer Relations Management

· Admissions and Enrollment

· Provide an online admissions application portal supporting custom forms and document uploads with dynamic requirements based on program

· Support multiple student types and enrollment objectives

· Track admissions requirements and display application completion status to students

· Enforce completion of admissions steps prior to enrollment

· Support assessment testing, placement scores, and prerequisite validation

· Enable management of overlapping enrollments and multiple objectives

· Support waitlist management and controlled enrollment capacity

· Allow document collection and tracking as part of the application process

· Prevent enrollment prior to application completion

· Track prospects from inquiry through enrollment

· Provide configurable recruitment pipelines

· Support intake forms and event tracking

· Automate communications across admissions lifecycle

· Support application review and scoring for competitive programs

· Provide conversion and funnel reporting

Offeror to describe how proposed solution meets these requirements.

· Communications and Case Management

· Support multi-channel communication including email, SMS, and system notifications

· Enable automated workflows for reminders, outreach, and follow-up

· Provide case management tools for advising and student support

· Track student interactions, notes, and communication history

· Support appointment scheduling and advising workflows

· Allow segmentation of students for targeted communications and interventions

Offeror to describe how proposed solution meets these requirements.

3.02.8 Reporting and Analytics

· Provide standard and ad hoc reporting capabilities

· Enable self-service reporting for functional users

· Provide dashboards for operational and strategic metrics

· Support required federal, state, and accreditation compliance reporting

· Support National Student Clearinghouse reporting

· Provide tools for data validation and error identification

· Enable export of data for external reporting and analytics tools

· Support outcome reporting such as completion rates and job placement information

· Allow for scheduled or customized reports for various time periods (day, week, month, quarter).

· Allow for report export via multiple formats. Minimal formats are (Excel, PDF, CSV).

· Provide forecasting and trend analysis capabilities

Offeror to describe how proposed solution meets these requirements.

3.02.9 Integration and Technology

· Provide robust APIs and integration capabilities

· Support integration with college LMS Canvas and financial aid system Powerfaids and CampusLogic

· Support SSO and MFA security technologies based on SAML2.0

· Support real-time or near real-time data exchange

· Provide scalable, cloud-based architecture

· Support high availability and disaster recovery

· Provide tools for data migration, including historical data

· Support extensibility for future integrations and enhancements

· Provide embedded AI capabilities to automate administrative processes

· Support natural language interaction (e.g., conversational AI or copilots) to allow users to query data, initiate workflows, and retrieve information without requiring technical knowledge

· Provide tools to create and configure AI-driven agents or assistants that can automate tasks, guide users through processes, and respond to student or staff inquiries

· Support integration with Microsoft technologies including Microsoft 365, Azure Active Directory (Entra ID), Power Platform, Power BI, and related Microsoft services.

Offeror to describe how proposed solution meets these requirements.

3.02.10 Security, Privacy and Compliance

· Enforce role-based access controls

· Support FERPA compliance and data privacy requirements, including but not limited to the Utah Government Data Privacy Act (GDPA).

· Provide audit logging for access and data changes

· Support data retention and archival policies

· Encrypt data at rest and in transit

· Support monitoring, incident tracking, and reporting

· Enable controlled data access and export restrictions

· Support user account lifecycle management

Offeror to describe how proposed solution meets these requirements.

3.02.11 Implementation, Configuration and Support

· Provide implementation services including configuration, migration, and deployment

· Support configuration of academic structure, workflows, and business rules

· Provide testing, training, and change management support

· Provide documentation and user training materials

· Support ongoing maintenance, upgrades, and support services

· Provide clear service levels and support processes

Offeror to describe how proposed solution meets these requirements.

3.02.12 Bid Alternates

The following items are to be quoted as alternates to base bid. The College will award at its option based on budget allowance and College need. Offeror is to maintain the cost of the bid alternates separate from based bid and hold cost for two years from contract award giving the College the unilateral option to acquire at a later time.

· Financial Aid

· Support financial aid packaging and disbursement tracking

· Support Return to Title IV (R2T4)

· Support sponsorships and third-party funding

· Enforce financial aid rules for repeated coursework

· Adjust financial aid based on enrollment changes

· Provide configurable workflows for financial aid processes including verification, packaging, re-packaging, and R2T4

· Integrate aid with attendance and academic activity

· Support rule-based financial aid packaging using SAI, program structure, academic year, and credit/hour requirements

· Support integration with federal and state financial aid systems including COD, NSLDS, and ISIR data processing

· Support batch processing for financial aid origination, disbursement, and correction workflows

· Evaluate and enforce Satisfactory Academic Progress (SAP) rules based on academic history, attendance, and program progress

· Automatically adjust financial aid eligibility and disbursement based on leave of absence or enrollment interruptions

Offeror to describe how proposed solution meets these requirements.

3.02.13 Trial Period

· Prior to final award, College may require up to a 90-day trial period allowing for proposed solution testing in College environment as part of proposal.

· Testing will include:

· Login ability

· Mobility

· User interface

· Potential System Integration

· Reporting functionality

· Admissions and enrollment workflows

· Student self-service functionality

· Particular emphasis will be placed on validating support for the College's open-entry, one-course-at-a-time instructional model, where individual students may have unique schedules, unique course completion dates, and individualized progression paths.

· Failure of system to demonstrate College expected outcomes of these trial testing requirements will be cause for cancellation of award without fault to the College.

· Offeror to confirm availability of trial period.

3.02.14 Project Management

Schedule

· Offeror is to provide proposed project outline from kick off meeting to go live including key milestones such as system setup and configuration, installation, commissioning and acceptance testing, training and go live

· Offeror and College are to hold, at minimum, bi-weekly (weekly preferred) coordination meetings that will include both Offeror assets and College staff assigned to this project providing progress, reports, coordinating needs items and actions as well as schedule updates. These meetings are designed to ensure that the project stays on schedule and issues can be resolved quickly and efficiently

Installation/Conversion

· Offeror is to assist College in transitioning from current system (NorthStar) to proposed solution. This assistance includes initial:

· Data Transfer of current student records

· Setting up permissions and credentials for faculty, staff and students

· Loading schedules of students

· Data Transfer of current general ledger fee schedule

· This also includes providing templates for upload and file migration.

· Offeror to identify how installation will be done whether remote or onsite

Acceptance Testing

· Prior to moving system into production and use by College, all items on Attachment C Acceptance Testing Checklist must be proven ready for use.

· Training is not to begin until system is fully installed, commissioned and accepted.

· Failure to complete acceptance testing within agreed upon timeframes will result in cancellation of agreement without fault to the College.

Training

· Training may be completed virtually or onsite (Offeror to specify).

· Training is to be provided by an individual proficient on the software capable of teaching all features and…