ESBD_501166_1774550707264_PreReqs RFP 784-26-2651 Case Management Software.pdf

PreReqs RFP 784-26-2651- Case Management Software

Vendor Attestations: Vendor acknowledges that they have read the Prerequisites below.

1. Review Request for Proposal Name, Number and UHD Purchasing Contact A. Request for Proposal Name and Number: RFP 784-26-2651- Case Management Software B. University Contact: Any questions or concerns regarding this RFP shall be directed to Trenton Hernandez, Purchasing Coordinator II, hernandeztr@uhd.edu.

2. Review the Proposal Submittal Instructions.

The University will accept proposals by the Proposal Submittal Deadline as outlined in Section 5, with each proposal submitted in separate envelopes. Proposals will be opened on the specified due date and time. Please DO NOT use the U.S. Postal Service to submit your bid.

Each Proposal must be submitted as one (1) package with two (2) individually sealed envelopes inside. The proposal documents, attachments, execution of offer, and any other information must be included in one envelope with an electronic copy on USB. Two (2) copies of the proposal must be included.

The proposal and all attachments supporting the proposal must reference “RFP 784-26-2651- Case Management Software”. Proposal must be submitted and received in the University’s Purchasing Office on or before the time and date specified and delivered to:

University of Houston-Downtown

Purchasing Department Attn: Trenton Hernandez

One Main Street, Suite S970 Houston, TX 77002

Bid & RFP opportunities can be found at the following link: Electronic State Business Daily (ESBD). This portal includes reference documents related to bids.

3. Review the Intent and Background.

The University of Houston-Downtown (UHD) is seeking proposals from qualified vendors to provide an enterprise case management software solution to support multiple departments across the institution. The system will be used to manage a variety of case types, including but not limited to student conduct, Title IX, behavioral intervention and student support, and employee-related cases.

UHD is requesting proposals from experienced vendors with demonstrated capability in delivering case management solutions within higher education or similar environments. The selected vendor will be responsible for providing a configurable, secure, and user-friendly platform that supports case intake, workflow management, reporting, and integration with existing University systems.

The goal of this solicitation is to implement a centralized solution that enhances operational efficiency, improves case visibility, supports compliance with applicable regulations, and enables data-driven decision-making across the University.

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP CAREFULLY AND TO SUBMIT A COMPLETE

RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.

Any contract resulting from this RFP will become effective upon the latter of the effective date indicated in the contract or the date that all parties have signed the contract.

4. Term of the Contract Any contract resulting from this RFP will begin upon execution (targeting June 1, 2026) and will have a term of five (5) years. The University reserves the right, at its sole discretion, to change or modify the term of the contract within applicable guidelines.

5. Review Key Event Schedule.

Posting of RFP for public bidding (ESBD) 03/26/2026 Inquiries and Interpretations Deadline 04/01/2026 @ 3:00 PM CT Q and A addendum posting to ESBD 04/03/2026 @ 5:00 PM CT Proposal Submittal Deadline 04/14/2026 @ 3:00 PM CT

Note: The University reserves the right to change or extend any and all dates including the due date for proposals for any reason and at any time including after the due date for proposals.

The University will be closed in observance of the following holidays:

https://www.uhd.edu/hr/benefits/holidays.aspx

6. Review the Historically Underutilized Business (HUB) Information Vendor affirms that a HUB Subcontracting Plan (HSP) is not required with the proposal.

https://www.txsmartbuy.gov/esbd https://www.uhd.edu/hr/benefits/holidays.aspx

7. Review the Preproposal Conference Information.

Not required for this solicitation.

8. Review the Inquiries and Interpretations.

Inquiries must be submitted by email and received no later than 3:00 PM CT per Inquiries and Interpretations Deadline listed in the Key Event Schedule. Responses to inquiries, which directly affect an interpretation or change to this RFP will be issued in writing by addendum (amendment) and posted to the Electronic State Business Daily https://www.txsmartbuy.gov/esbd. All such addenda issued by the University prior to the time that proposals are received shall be considered part of the RFP, and the Respondent shall be required to consider and acknowledge receipt of such in Respondent’s proposal.

Only those inquiries the University replies to which are made by formally written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. The Respondent must acknowledge all addenda by either signing or returning such document(s) or by letter. Such acknowledgment must be received prior to the hour and date specified for receipt of proposals or shall accompany the proposal. Owner prefers simple and economically produced Proposals describing the Respondent’s ability to meet the requirements of this RFP in a straightforward, concise manner. In evaluating Proposals, emphasis shall be on the quality, completeness, clarity of content, responsiveness to the requirements, and Respondent’s understanding and anticipating of the Owner’s needs.

NOTE: ALL ELECTRONIC DOCUMENTS MUST BE SUBMITTED IN PDF FORMAT & ATTACHED TO BID RESPONSE.

9. Standard Purchasing Agreement (SPA)

Vendor acknowledges that the Standard Purchasing Agreement (EXHIBIT B) is the University’s preferred form of Agreement for the sort of transaction contemplated in this RFP and is expected to be the primary Contract Document. Any requests to modify or revise the Standard Purchasing Agreement or use of another contract form must be reviewed and approved by UH System Legal Counsel and will delay the contracting process, and the University is under no obligation to accept such requests for modification or revision, or usage of other contract forms. Any request to modify or revise the Standard Purchasing Agreement or to use another contract form may be taken into consideration in reviewing the sufficiency of a Respondent’s bid. Furthermore, any request to modify or revise the Standard Purchasing Agreement or to use another contract form may at the University’s sole discretion lead to rejection or disqualification of the bid, if such revisions or modifications are unacceptable to the University, or if the other contract form is not used as a subordinate exhibit/corollary document to the Standard Purchasing Agreement or is otherwise unacceptable to the University.

10. Forms/Exhibits

EXHIBIT A- EXECUTION OF OFFER *REQUIRED*

EXHIBIT B - STANDARD PURCHASING AGREEMENT

11. TXRAMP & HECVAT

For applicable requirements, Vendor shall obtain TXRAMP Certification for cloud computing risks.

For applicable requirements that include Electronic Information Resources, vendor shall submit Voluntary Product Assessment Tool or Accessibility Conformance Report and HECVAT.

12. Review Evaluation Criteria

Evaluation Criteria Points Allowed

Criterion One: Functional Requirements 30

Criterion Two: Technical Requirements 15

Criterion Three: Data Security & Compliance 15

Criterion Four: Implementation & Project Management 10

Criterion Five: Experience & Qualifications 10

Criterion Six: Support & Maintenance 10

Criterion Seven: Cost Proposal 10

Total 100

Evaluation Criteria Breakdown

Criterion One: Functional Requirements

• How well does the proposed system meet the University’s multi-department case management operational needs, including but not limited to student conduct, Title IX, behavioral intervention, student support, and employee-related cases.

• Quality of core case management features including case intake, documentation, workflows, timeline tracking, automated notifications

Criterion Two: Technical Requirements https://www.txsmartbuy.gov/esbd

• System Architecture & Performance: Cloud hosting, uptime, scalability, performance benchmarks.

• Accessibility & User Experience: ADA/508 compliance, intuitive interface, mobile integration.

Criterion Three: Data Security & Compliance

• Critical for systems handling sensitive student records

• Data Protection & Encryption: At rest/In transit encryption, security certifications

Criterion Four: Implementation & Project Management

• Implementation Timeline: Realistic schedule, milestones, required campus involvement.

• Migration & Configuration Plan: Data migration support, system configuration practices:

• Training & Knowledge Transfer: Training for administrators, end-users, and IT

Criterion Five: Experience & Qualifications

• Minimum 5 years’ experience in Higher Education Case management systems

• At least three references from higher education institutions or similar organizations.

• Organizational Stability: Years in operation, sustainability of product

Criterion Six: Support & Maintenance

• Customer Support Availability, response times, escalation paths

• On going Maintenance and updates: Frequency of updates, roadmap transparency.

Criterion Seven: Cost Proposal

• Up Front Costs: Licensing, implementation, configuration etc.

• Annual/Recurring Costs: Subscription, maintenance, etc.

• Pricing is competitive compared to similar service providers and represents fair value.

13. Description of Services - General Requirements

The University of Houston-Downtown (UHD) is seeking a qualified vendor to provide a comprehensive, cloud-based enterprise case management software solution that supports multiple departments and case types across the institution. The solution must enable the University to efficiently manage student conduct, Title IX, behavioral intervention, and employee-related cases through a centralized, secure, and configurable platform. The system should enhance operational efficiency, support regulatory compliance, improve case visibility, and provide actionable data insights for institutional decision-making.

The proposed solution must meet or exceed the following requirements:

Enterprise Case Management

• Support multiple departments, campuses, and case types within a single platform

• Configurable case workflows, stages, and lifecycle management

• Ability to manage both student and employee-related cases

• Ability to create and configure custom forms for case intake and data collection

Workflow Automation & Case Processing

• Rules-based automation for routing, notifications, task assignments, and escalations

• Automated communications including messaging, alerts, and letter generation

• Scheduling capabilities for meetings, hearings, and appointments

• Complete audit trail of all case activity

Behavioral Intervention & Risk Management

• Tools to support behavioral intervention and at-risk individual tracking

• Configurable risk categories, scoring methodologies, and institutional rubrics

• Ability to create and manage action plans and monitor case progression

• Consolidated view of case history and related records

Security, Privacy & Access Controls

• Granular, role-based access controls at user, group, and case levels

• Separation of student and employee records to maintain privacy compliance

• Secure handling of sensitive information with audit logging capabilities

Reporting & Analytics

• Ad-hoc reporting capabilities across all system data fields

• Configurable dashboards for operational and executive-level insights

• Exportable reports and support for regulatory reporting (e.g., Clery, Title IX)

Integration & Interoperability

• Integration with University systems, including:

o Student Information System (SIS) o Single Sign-On (SSO)

• Availability of secure Application Programming Interfaces (APIs) for data exchange and system interoperability

• Ability to support automated data imports and exports

• Compliance with accessibility standards (e.g., ADA/Section 508)

Implementation, Training & Support

• Full implementation services including system configuration and data migration

• Training for administrators, end users, and IT staff

• Ongoing technical support and system maintenance

• Assignment of a dedicated account/client manager

External Collaboration Capabilities

• Ability to securely collect information from external users

• Support for document uploads, notes, and third-party inputs when applicable

Performance Expectations The selected vendor shall provide a solution that delivers reliable, secure, and efficient case management functionality in support of university operations. The system is expected to improve process efficiency, enhance case visibility, and support compliance with applicable regulations. The vendor shall meet agreed-upon implementation timelines, provide consistent system availability, and deliver responsive customer support. The solution should enable accurate data tracking, reporting, and workflow management to support informed decision-making. Vendors are expected to describe performance benchmarks, service levels, and reporting methods that will be used to measure system effectiveness and ongoing performance.

14. General Information Questionnaire

Please answer the following questions as a part of your proposal response. Type the question before your answer. In answering a question, you may refer to other sections or exhibits of your proposal by reference to the page where the information may be found. If the answer to one question appears in the answer to another, you may refer to your other answer. Answers should be sufficiently detailed to make any further inquiries unnecessary by the University.

Failure to respond completely to any of these questions may result in the entire proposal being rejected.

RESPONDENT QUESTIONNAIRE

Respondents are requested to submit a complete response to each of the below-listed items. Responses requiring additional space should be brief and submitted as an attachment to your proposal package. Please reference each response by its item number indicated below.

Company Profile

1. Legal name of the company:

Address of office that would be providing service:

Number of years in Business:

Type of Operation (i.e., Individual, Partnership, and Corporation):

Number of Employees:

Annual Sales Volume:

2. A Statement that you will provide a copy of your company's financial statements for the past two (2) years if requested by the

University.

3. Provide a Financial rating of your company and any documentation (such as a Dunn and Bradstreet analysis), which indicates the financial stability of your company.

4. State whether your company is currently for sale or involved in any transaction to expand or to become acquired by another business entity. If so, please explain the impact both in organizational and directional terms.

5. Provide any details of all past or pending litigation or claims filed against your company that would affect your company's performance under a Contract with the University.

6. Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, specify the date(s), details, circumstances, and prospects for resolution.

7. Provide a customer reference list of no less than three (3) organizations, including higher education, with which your company currently has contracts with and/or has previously provided the goods/services of equal type and scope within the past five (5) years.

Reference list to include, company name, contact person, and telephone number, contract description, length of business relationship and any special requirements.

8. Does any relationship exist whether, by a relative, business associate, capital funding agreement or any other such kinship exist between your company and any University employee? If yes, please explain.

9. Please complete and attach your Cost and Delivery Proposal.

10. Please complete and attach the proposal responses.

11. Please complete and attach all mandatory forms.

12. Please complete and attach any applicable non-mandatory forms.

Transition to Contract

13. Provide a statement of the transition requirements to implement the contract, any unique benefits, and other considerations. Briefly address the requirements, objectives, and activities in Scope of Work.

14. Provide an estimate of the earliest start date following the execution of a contract.

15. Submit a work plan with key dates and milestones. Your response should include:

a. Identification of tasks to be performed and/or equipment to be provided

b. Time frames to perform the identified tasks.

c. List any compliance requirements and strategies for federal, state, and local government regulations, insurance requirements including worker’s compensation, licenses, and permits, if any and any other regulations as appropriate.

16. Describe the strategy and controls that will be utilized to assure products and services provided, pricing and terms, project timeline, maintenance support, and training. Include samples of reports and documents if appropriate.

17. What difficulties do you anticipate in serving the University and how do you plan to manage these? What assistance will you require from the University?

18. Describe your company's quality assurance program, what are your company’s requirements, and how are they measured?