Bid_Response_Criteria_List_Form_2025.xlsx
XLSX spreadsheet 26 KB Posted
- Attached to
- RFP 6444 - WCE Registration System State and local contract opportunity
- Solicitation number
- RFP 6444
- Issued by
- Macomb County, Michigan
About this file
The document is a Bid Response Criteria List Form for RFP 6444, issued by Macomb Community College in Michigan, seeking a comprehensive student registration and management system. The procurement targets a robust software solution with extensive functionality covering student registration, financial processing, course management, and technology integration. Key requirements include flexible registration options, comprehensive invoicing, secure payment processing, regulatory compliance (ADA, FERPA, GDPR, PCI-DSS), and critical system integrations with existing platforms like Colleague by Ellucian, CRM systems, bookstore vendors, and learning management systems.
The proposed system must provide advanced features such as multifactor authentication, role-based access controls, self-service capabilities, detailed reporting functionalities, and support for both corporate and student registrations. The solution should enable sophisticated financial management, including automated discounting, refund policy configurations, and transaction tracking. Additional desired features include contract training self-registration, purchase order tracking for companies, class document automation, and configurable course section visibility. The system must support multiple devices, languages, and provide seamless integration with existing technological infrastructure while maintaining robust security protocols and comprehensive reporting capabilities.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| RFP No 6444 - Workforce_and_Continuing_Ed_Mgmt. System.docx | DOCX document |
On GovTribe
Work with this file on GovTribe
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Bid_Response_Criteria_List_Form
| RFP ITEM # | Requirements | Notes | Covered | Not | |
| Covered | Partially | ||||
| Covered | Vendor Response | ||||
| CORE REQUIREMENTS: Records & Registration: | |||||
| 1 | Flexible Registration & Payment: Support for student and corporate self-service registration with multiple payment options (financial aid, self-pay, 3rd party billing), including automated approval workflows, reminders, and group enrollments. Support for dropping courses within policy limits without staff intervention. | ||||
| 2 | Course and Section Building: The ability for users to create courses and class sections. Supports canceling sections with automated student refunds and notifications, cross-listing of sections with shared resources and flexible billing/reporting. Have the ability to prevent users from editing specific fields based on user role. | ||||
| 3 | Program Management: Program tracking with catalog-based requirements, requisites (pre/ co) and waivers, costs, and seat reservations. | ||||
| 4 | Data Collection & Compliance: Ability to collect custom section-level data (e.g., licenses, forms) for reporting and manage SSN requirements with flexibility for international students. | ||||
| 5 | Scheduling & Conflict Resolution: Real-time conflict detection between UG and WCE schedules without staff intervention. | ||||
| 6 | Administrative Controls: Functionality for placing, tracking, and reporting on student holds | ||||
| 7 | Duplicate Records: Ability to handle dulicate records per Colleague integration | ||||
| 8 | Streamlined Enrollment and Registration: Supports automated waitlist management and prerequisite waivers, ensuring flexible and efficient student access to courses. | ||||
| CORE REQUIREMENTS: Financial Functionality | |||||
| 9 | Comprehensive Invoicing & Billing: Generate detailed, itemized invoices (PDF) with customizable timing, comments, and historical retention. Support billing for contract training, open enrollment, and miscellaneous fees. | ||||
| 10 | Comprehensive, Secure Payment Processing: Supports PCI-compliant online and staff-processed payments using multiple methods (e.g., financial aid, third-party billing, credit card, cash), with customizable configurations by location and account type. | ||||
| 11 | Transaction Management: Allow financial adjustments (e.g., corrections, write-offs, post-registration discounts), maintain audit trails, and support manual fee entries. | ||||
| 12 | Automated Discounting: Support rule-based discounts and waivers by course, section, or fee type, including post-registration application and program-level pricing flexibility. | ||||
| 13 | Drop/Refund Policy Configuration: Define multiple drop, withdrawal, and refund policies by course/section with override options and grant-specific rules. | ||||
| 14 | Student Transfers: Allow student-initiated class transfers with automatic payment reallocation and minimal staff involvement. | ||||
| 15 | AR Account Visibility: Provide full transaction history for students and organizations, including linked third-party billing and related student records. | ||||
| 16 | Custom Communications: Send balance reminders, past due notices, and final demands with tracking and customizable messaging. | ||||
| 17 | Terms & Notes: Capture terms and conditions acceptance with timestamp logging and allow internal comments on student records. | ||||
| 18 | Financial Aid Management: Manage awarding, eligibility, disbursement, and compliance reporting with priority enforcement. | ||||
| 19 | Flexible and Controlled Refunds: Enables intuitive student payments and structured refund processing with method hierarchy, override controls, and integration with Colleague for check issuance. | ||||
| Information Technology/Network Security/Compliance | |||||
| 20 | Regulatory Compliance: Solution must comply with ADA (WCAG 2.1), FERPA, GDPR, and PCI-DSS. It must also protect Personally Identifiable Information (PII), including encryption of Social Security Numbers and birthdates if stored. | ||||
| 21 | Security Protocols: Describe processes for legal hold/e-evidence preservation, timely notification and investigation of security breaches, and regular application of security patches. Annual SAS70 Type II/SSAE 16 audits may be required. | ||||
| 22 | Authentication & Access: Support for Multifactor Authentication (MFA) for all user types, Single Sign-On (SSO) via Microsoft Azure/Entra ID, and unique login credentials for each user, including corporate users. | ||||
| 23 | Cloud/SaaS Requirements: If proposing a cloud or SaaS solution, disclose data center locations and third-party providers. | ||||
| 24 | Storage & Capacity: Describe storage limits, data archival policies, and any constraints on data volume, number of students, or courses. | ||||
| 25 | URL & Certificates: Provide the proposed URL and details of the SSL certificate, which must be vendor-supplied. | ||||
| 26 | Device Compatibility: Interface must be responsive and work across all major devices and platforms (Apple, Android, tablets, etc.). | ||||
| 27 | Language Support: Describe how the system supports multiple languages. | ||||
| 28 | Public Portal: Must allow easy updates to public-facing pages, including pricing, text, images, and class availability. The portal should be searchable and user-friendly. | ||||
| 29 | Branding Control: Macomb must have full control over the application’s look and feel to ensure consistency with its student-facing tools. | ||||
| 30 | Custom Messaging: Ability to configure messages on screens and within classes to guide users, provide links, and offer support information. | ||||
| 31 | Email Customization: Staff must be able to customize automated emails for class confirmations and reminders. | ||||
| 32 | Electronic Signatures: Indicate whether an e-signature tool is included? Is it included in the pricing? | ||||
| 33 | Self-Service Features: Include capabilities for registration, password reset, financial aid, personal info updates, transcript access, certificate printing, class search, and payments. | ||||
| 34 | Role-Based Access: Support for role-based administration with customizable roles. Clarify any limits on role creation and how this affects pricing. | ||||
| 35 | Third-Party Licenses: List all required third-party licenses and software. Explain how these systems are monitored for uptime. | ||||
| 36 | Client Compatibility: Must support Windows and macOS, and major browsers (Edge, Safari, Chrome, Firefox) with version details. | ||||
| 37 | Test & PROD Environments: Include both test and production environments in the proposal, with licensing details. | ||||
| Systems Integration and Integration Resolution | |||||
| 38 | Integration with Colleague by Ellucian: |
The solution must integrate with Colleague by Ellucian to support student enrollment, grades, attendance, holds, room and faculty scheduling, chosen/preferred names, faculty pay, and general ledger/project accounting. Integration should ensure accurate data sharing for academic records, financial tracking, and administrative processes. Please note anything listed that would not integrate.
39 CRM Functionality & Communication Tracking:
Has a built in CRM or allows integration with CRM platforms (e.g., Salesforce, CRM Recruit) to support:
Automated workflows and campaign tracking.
Corporate account management (notes, contracts, calls, tasks, hierarchy, etc.).
Instructor and student communication tracking and reporting.
Opportunity management with sales cycle, revenue tracking, and internal collaboration.
40 Bookstore System Integration:
The proposed solution must integrate with a bookstore vendor system to enable students to access and purchase HEA-required course materials. It must support the ability to charge bookstore purchases to third-party accounts and facilitate data sharing with the bookstore vendor, including real-time updates on available course sections, student registrations, and related enrollment data.
| 41 | Document Imaging Integration: Does the proposed solution integrate with document imaging systems such as ImageNow by Perceptive Content? If so, how is the integration implemented and what functionality is supported? |
| 42 | Learning Management System (LMS) Integration: Does the system integrate with learning management systems such as Canvas and Ed2Go? What data is exchanged, and how is the integration managed? |
| 43 | Reporting System Compatibility: Does the solution support integration with reporting tools such as ODS, BI, and Power BI? What data is available for reporting and how is it accessed? |
| 44 | Payment Plan Functionality: Does the system integrate with Nelnet (our existing payment plan vendor) or offer equivalent in-house functionality? Can it support multiple payment plan configurations by population, automated notifications, scheduled payments, student self-service, and reporting on plan performance? |
| 45 | Integration Issue Resolution: What tools and processes are provided to resolve data integration issues with our student information system? Is there a middleware solution included, and is the resolution process documented for end users? |
| Ticket Resolution / Help Desk Support: | |
| 46 | Please include information about average ticket response times when reporting system issues, how you process and communicate break/fix and resolved issues, and how third-party interfacing systems are monitored to make sure they are up and running |
| Software & Solution Lifecycle: | |
| 47 | Please explain the service environment being proposed (on-premises, cloud, or software-as-a-service), when the proposed solution was first developed, the current version of the solution, the next scheduled major release/upgrade, and how upgrades to the technology are handled. Provide a cadence for planned updates and outages including time zone considerations for Eastern Standard Time. |
| Assessment and Reporting: | |
| 48 | Financial & Billing Reports: Track third-party billing, accounts receivable, daily financials, deferred revenue, tuition, and revenue by department, course and class. |
| 49 | Transaction Reports: Report on payments, refunds, and audit trails with full transaction details for reconciliation and analysis. |
| 50 | Enrollment & Program Reports: Generate headcounts, class Go/ No Go, program interest tracking, and course setup validation reports. |
| 51 | Course & Evaluation Reports: Send course evaluations and report results; view weekly class schedules and cancellations. |
| 52 | Dashboards: Provide dashboards with key metrics (e.g., revenue, enrollment) |
| 53 | Scheduling: Allow scheduled report generation and distribution. |
| DESIRED FEATURES | |
| 54 | Colleague integration w/Ellucian Ethos: Are you working toward integration using Ethos by Ellucian and becoming SAAS compatible. |
| 55 | Company Reports: Allow companies to be able to easily run robust reports based on their needs for both contract and open enrollment classes. |
| 56 | Contract Training Self- Registration: Have a way for students in flat fee/ contract classes be able to self-register without company users needing to be involved. (AH) |
| 57 | Class documents: Have a system that could populate sign in sheets or certificates automatically off of course and student information from robust templates. |
| 58 | Corporate vs Student Registration: Able to configure course sections visibility so we can restrict registration to one or more company accounts. Certain classes are only viewable/ open to registration by employees at certain companies due to program requirements. The restriction should be at the company level and not the student level. (AH) Contract training vs Open enrollment. |
| 59 | Purchase Order Tracking for Companies: Allow the company PO amount to be uploaded to system. As registrations are processed the remaining amount available is shown to companies for better management (AH) |
File details come from the government source that posted it. Updated .