Request for Proposals

Solicitation Number: OC-RFP-2701

Strategic Enrollment Planning 10/07/2026

RFP Summary Sheet

The information found in this summary sheet is for reference purposes only. Vendors or other interested parties are cautioned to review the solicitation, including any later amendments, in its entirety and contact the listed Point of Contact with any questions.

1. Point of Contact- Jennifer Johnston, Jennifer.Johnston@Otero.edu

2. Important Dates:

i. Publication Date- October 7, 2026

ii. Deadline for Questions- October 21, 2026, by 2:00 PM MT

iii. Proposal Submission Deadline- November 9, 2026, at 2:00 PM MT

3. Overview and Goals:

i. Otero College seeks a consultant to develop a comprehensive, data-informed

Strategic Enrollment Plan (SEP) focused on recruitment, retention, and student success. Working collaboratively with the College, the consultant will create a sustainable roadmap with short and long-term enrollment goals, strategies tailored to Otero’s diverse student populations, and measures for tracking headcount, retention, and net revenue. The plan should strengthen enrollment management, marketing, and student support throughout the student journey, from inquiry through graduation.

4. Qualifications and Requirements:

i. To be considered responsive, the Offeror must have completed at least one strategic enrollment planning project for an institution of higher education within the past five years. The Offeror must identify a project lead with direct experience developing or implementing a strategic enrollment plan for an institution of higher education. The Offeror must describe the qualifying project, including the institution, dates of service, scope of work, and the proposed project lead’s role.

ii. To be considered responsive, the Offeror’s proposal must expressly confirm its ability to provide all of the following:

i. Develop a comprehensive, data-informed Strategic Enrollment Plan addressing recruitment, retention, student success, and sustainable enrollment growth.

ii. Analyze Otero College’s enrollment, retention, and market data and develop an enrollment projection model with multiple scenarios.

iii. Deliver a final Strategic Enrollment Plan with measurable goals, a prioritized action plan, benchmarks, and implementation timelines.

iv. Provide monthly key performance indicator (KPI) reports and a dashboard for tracking recruitment, retention, and Strategic Enrollment Plan outcomes throughout the project.

v. Provide up to eight two-day consultation sessions, conducted on site or virtually as determined in coordination with Otero College.

vi. Present the final plan to College leadership and train designated staff to use the planning and tracking tools.

vii. Provide a price proposal covering all required services and deliverables, including the monthly reports and up to eight two-day consultation sessions.

A proposal that does not confirm its ability to meet every mandatory requirement may be deemed nonresponsive.

5. Requested Proposal Format- Additional Information is provided under Requested

Proposal Format later in this RFP.

No specific proposal format is required. However, proposals must directly address each item below and explain how the Offeror will meet the Scope of Services, desired outcomes, and performance requirements stated in this RFP.

i. Cover Letter: Identify the Offeror, primary contact, and proposed project lead.

Confirm that the Offeror meets the minimum qualifications and can comply with the mandatory requirements stated in this RFP.

ii. Firm Qualifications and Experience: Describe the firm’s experience with strategic enrollment planning for institutions of higher education, including community colleges. Identify the number of public entities and institutions of higher education currently served by the firm.

Describe the results achieved through previous strategic enrollment planning projects, including measurable outcomes, challenges encountered, and how any outstanding issues were addressed.

iii. Project Team: Identify the personnel assigned to the project, their responsibilities, and their relevant experience. Include brief résumés for key personnel.

iv. Proposed Approach and Schedule: Explain the proposed approach to completing the Scope of Services and achieving the desired outcomes stated in this RFP, including how the firm will engage Otero College stakeholders, conduct the required consultation sessions, and schedule major activities, milestones, and delivery of the final strategic enrollment plan and associated tools.

v. Relevant Projects and References: Describe comparable strategic enrollment planning projects, including their scope and outcomes, and provide client references.

vi. Accessibility: Describe how the proposed deliverables and tools will meet the accessibility requirements stated in this RFP.

vii. Price Proposal: Provide a detailed cost proposal covering all required services and deliverables, including anticipated travel and other reimbursable expenses. State one total proposed price, either as a lump sum or an itemized breakdown. List any optional services beyond the required Scope of Work and their prices separately.

6. Proposal Submission Instructions:

i. Responses must be received by the Otero College Business Office by the proposal due date and time stated in this RFP. Proposals may be submitted by physical mail or email to:

Otero College Business Office

1802 Colorado Avenue

La Junta, CO 81050

Attn: Jennifer Johnston, Vice President of Finance and Operations

719-384-6841

Jennifer.Johnston@otero.edu

ii. Submissions WILL NOT be accepted via the Colorado VSS website.

mailto:Jennifer.Johnston@otero.edu

iii. Email submissions must include “OC-RFP-2701 Proposal” in the subject line. The complete proposal, including pricing, must be submitted as attachments rather than in the email body. Proposal attachments will remain unopened until the scheduled public opening.

iv. Ensure all requested attachments are included

v. Responses received after the submission deadline WILL NOT be accepted or deemed responsive.

vi. Proposals, including pricing, must remain valid for acceptance by Otero College for

90 calendar days after the proposal submission deadline.

vii. Offerors are responsible for all costs of preparing and submitting their proposals. All submitted proposals become the property of Otero College and the State of

Colorado and are subject to the Colorado Open Records Act.

viii. Any Contract or Purchase Order resulting from this solicitation will be subject to the applicable State of Colorado terms and conditions attached to or incorporated by reference into this RFP.

ix. Offerors may modify or withdraw their proposals by providing written notice to the sole point of contact before the proposal submission deadline.

Vendor Response Signature Page

OC-RFP-2701 - Strategic Enrollment Planning

Vendors responding to this solicitation must fill out this page in its entirety, sign and return with vendor’s response. This page must bear a physical or electronic signature, as electronic signature is defined in the "Uniform Electronic Transactions Act", section 24-71.3-102 (8), evincing an intent by the vendor to be bound by its response. Failure to do so may disqualify the vendor response.

The undersigned understands and agrees that misrepresentation made in this response and/or subsequent discussions or information presented to the State may be deemed sufficient cause for the refusal by the State to execute a contract as a result, and that later discovery of any omission or misrepresentation made in the solicitation response and/or subsequent discussions or information presented to the State may be grounds for the cancellation of an existing contract.

LEGAL COMPANY NAME (OFFEROR)

VENDOR INSERT: Full Legal Company Name

AUTHORIZED SIGNATURE

By: Name of Person Signing for Contractor

TYPED/PRINTED NAME

VENDOR INSERT: Signer’s Full Name

TITLE

VENDOR INSERT: Title of Signer

PHONE NUMBER

VENDOR INSERT: Signer’s Phone Number

EMAIL ADDRESS

VENDOR INSERT: Signer’s Email Address

CONTACT FOR CLARIFICATIONS

VENDOR INSERT: Name of Contact

TITLE

VENDOR INSERT: Title of Contact

PHONE NUMBER

VENDOR INSERT: Phone Number of Contact

EMAIL ADDRESS

VENDOR INSERT: Email Address of Contact

OC-RFP-2701 | Request for Proposals | Page 1 of 16

1. INTRODUCTION

A. General Information

On behalf of the State of Colorado, Otero College (OC) is issuing this Request for

Proposals for Strategic Enrollment Planning Consulting Services. These services will include developing a comprehensive Strategic Enrollment Plan (SEP) and providing related analysis, implementation guidance, and staff training.

B. Background

Otero College (OC) is a small, rural public community college in southeastern

Colorado serving Bent, Crowley, and Otero counties with a diverse student population. This three-county service area includes three of the five most economically disadvantaged counties in the state, with up to as high as 39% of residents living below the poverty line.

Founded in 1941, OC is located on the southern edge of La Junta, Colorado, in the heart of the region’s farming and ranching community. The College has an annual enrollment of just over 1,200 students and offers more than 30 academic or Career and Technical Education (CTE) programs.

OC is designated a Hispanic-Serving Institution (HSI) by the U.S. Department of

Education. Students of color make up nearly 50% of enrollment, more than 60% of students are first-generation college students, and nearly 73% are Pell-eligible.

OC’s service area faces persistent economic and workforce challenges that underscore the critical need for expanded career-connected learning opportunities and industry-aligned Career and Technical Education (CTE) pathways. Otero, Bent, and Crowley counties comprise a largely rural service area. The region experiences poverty rates ranging from 19% to 39% significantly exceeding Colorado's statewide poverty rate of 9.6%. According to census.gov data, the median household incomes in the region range from $48,826 to $54,037 nearly 50% below the state median of

$97,113, reflecting limited access to high-wage career opportunities. Educational

OC-RFP-2701 | Request for Proposals | Page 2 of 16 attainment remains low, with only 12.4% to 18.2% of adults holding a bachelor's degree or higher, and the region faces an aging workforce, with nearly one-fifth to one-quarter of residents age 65 and older. While unemployment rates are comparable to the state average, employment rates are substantially lower, particularly in Bent County (38.2%) and Crowley County (31.5%), indicating significant barriers to workforce participation and economic mobility. These conditions contribute to ongoing talent shortages for regional employers and limited pathways to family-sustaining careers for residents.

*Retrieved from census.gov/quickfacts/fact/table on 10-2-26

Community colleges nationwide, including Otero College (OC), are facing significant changes in enrollment trends that demand adaptive and strategic planning. The disruptions of recent years have altered student expectations, with

Indicator Otero County Crowley County Bent

County

Approximate population 17,683 5,677 5,716

Hispanic or Latino 43.1% 29.2% 33.9%

White, non-Hispanic 51.8% 55.9% 55.9%

Black or African American 1.6% 10.4% 6.3%

American Indian and Alaska Native 3.9% 7.0% 5.3%

Asian 1.0% 1.7% 0.9%

Median household income $54,037 $48,826 $50,179

Poverty rate 19.0% 39.0% 28.9%

OC-RFP-2701 | Request for Proposals | Page 3 of 16 many students seeking flexible program formats (such as online or hybrid learning), career-focused training, and accessible pathways to employment or transfer opportunities.

OC serves a diverse student body from Otero County and neighboring counties, including Crowley and Bent counties. Understanding the demographic and economic profiles of these areas is essential for developing a Strategic Enrollment

Plan (SEP) that addresses the unique needs of current and prospective students.

These regional characteristics should inform the Strategic Enrollment Plan, including culturally responsive recruitment and support services, flexible options for adult learners, strategies to address financial barriers, and outreach to populations with lower college-going rates. The plan should align the College’s programs and services with regional educational and workforce needs.

C. Overview and Goals

Otero College seeks a qualified consultant to develop a comprehensive, data-informed Strategic Enrollment Plan (SEP). The plan will address recruitment, retention, and student success while accounting for the needs of the College’s diverse students and rural service area.

The goal is to create a practical roadmap for sustainable enrollment growth. The

SEP should establish measurable short- and long-term goals, identify strategies across the student journey from inquiry through graduation, and give the College tools to track results and adjust its approach over time.

The SEP should establish enrollment headcount and net revenue goals for the

College’s diverse student populations, recommend improvements to enrollment management, marketing, and student support, and align those strategies with the

College’s mission and brand. The planning process should be transparent and collaborative.

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D. Sole Point of Contact

i. The State’s sole point of contact for this solicitation is Jennifer Johnston, Vice

President for Finance and Operations, who may be reached via email at

Jennifer.Johnston@Otero.edu, or via phone at 719-384-6841.

ii. Because phone lines may not be consistently monitored, email is the preferred method of communication. The individual listed above is the sole point of contact for this solicitation. Initiating contact with anyone other than this individual may result in Offeror disqualification.

iii. All questions regarding the scope, requirements, or technical aspects of this

RFP must be submitted in writing to the sole point of contact by the inquiry deadline listed in the Schedule of Activities.

E. Schedule of Activities

i. This Schedule of Activities is for information and planning purposes only.

Schedules for Activities listed as “Estimated” may be subject to change depending on the needs of the State. All times are considered in Mountain Time

(MT), as adjusted for daylight savings.

ii. The date of publication for this solicitation on Colorado VSS is October 07, 2026.

a. Written inquiries must be submitted to Jennifer.Johnston@Otero.edu no later than October 21, 2026, by 2:00PM MT.

(a) When submitting questions by email, include “OC-RFP-2701

Questions” in the subject line. Responses to questions will be posted on Colorado VSS as an addendum.

b. The estimated date for the State’s responses to vendors’ written inquires to be published on Colorado VSS is October 28, 2026.

c. All proposals must be submitted in the method described below no later than November 9, 2026, at 2:00 PM MT.

mailto:Jennifer.Johnston@Otero.edu

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d. A public opening of the proposals will be held at 1619 San Juan Avenue, La Junta, CO 81050 on November 9, 2026, at 2:00 PM MT.

e. The estimated date for the publication of an Intent to Award on

Colorado VSS is November 16, 2026.

f. Otero College may issue addenda to this RFP before the proposal submission deadline. All addenda will be posted on Colorado VSS.

Offerors are responsible for checking Colorado VSS for addenda and incorporating all applicable changes into their proposals.

F. Start Date

The desired Contract or Purchase Order start date is January 11, 2027.

G. Anticipated Contract Term

i. The initial term of the awarded Contract is anticipated to begin on January

11, 2027 and end on January 11, 2028. This Contract may be renewed for up to four (4) additional one-year periods at the sole discretion of the State. The total duration of the Contract, including all options, is not anticipated to exceed five (5) years.

ii. The State may extend the Contract beyond the anticipated term in accordance with the Colorado Procurement Code, and in the event that the State determines an extension is necessary.

iii. The State may, within its sole discretion, choose not to exercise any option or extension term in the Contract for any reason. If the State chooses not to exercise any option or extension term, it may re-procure the goods and/or services in its sole discretion.

2. OFFEROR’S EXPERIENCE AND PERSONNEL

A. Organizational Experience

i. The Offeror must have completed at least one strategic enrollment planning project for an institution of higher education within the past five years.

Experience working with community colleges, rural institutions, and institutions serving diverse student populations is preferred.

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ii. The Offeror shall describe its history and experience providing strategic enrollment planning services. For at least one comparable project, provide the institution’s name, dates of service, scope of work, completed deliverables, and measurable outcomes, if available. The Offeror shall also describe its experience using enrollment, retention, and market data to develop actionable goals and implementation plans.

B. Organizational Personnel

i. The Offeror shall identify the project lead and all key personnel proposed to perform the Work. The proposed project lead must have direct experience developing or implementing a strategic enrollment plan for an institution of higher education.

ii. For each key person, the Offeror shall provide a brief résumé or professional biography describing relevant qualifications, experience, assigned responsibilities, and anticipated level of involvement. The proposal shall explain how the team’s combined experience will support data analysis, stakeholder engagement, plan development, implementation guidance, and staff training.

3. REQUIREMENTS

A. Accessibility Requirements

i. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility

Standards for Individuals with a Disability, as established by the Office Of

Information Technology pursuant to Section §24-85-103 (2.5), C.R.S., all State of Colorado technology standards related to technology accessibility and with

Level AA of the most current version of the Web Content Accessibility

Guidelines (WCAG), incorporated in the State of Colorado technology standards.

i. Offeror’s response should describe how their proposed solution will meet or exceed the accessibility requirements detailed in this solicitation.

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B. Insurance Requirements

The selected Offeror must meet the insurance requirements detailed under

Requested Proposal Format → Insurance Requirements and the applicable State of

Colorado Purchase Order Terms and Conditions, incorporated into this RFP by reference and available at:

https://osc.colorado.gov/spco/central-contracts-unit/purchase-order-terms-conditions/state-of-colorado-purchase-order-terms

C. Mandatory Requirements

The selected contractor must protect all College data provided for this project and use it only to perform the contracted services. The contractor must coordinate requests for student-level data with Otero College and comply with the confidentiality, privacy, and accessibility requirements stated elsewhere in this

RFP and the resulting contract. Final reports, projection models, dashboards, and other project tools must be provided to the College in formats that designated staff can access and use after the project ends.

4. SCOPE OF WORK

A. Scope of Work and Deliverables

This Scope of Work describes the deliverables sought through this RFP and the scope of what the awarded Offeror will be expected to offer through the contract resulting from this RFP. The Scope of Work is intended to provide interested

Offeror’s with sufficient basic information to submit a proposal. It is not intended to limit a proposal’s content or exclude any relevant or essential data.

i. The selected contractor will work with Otero College to develop and support implementation of a comprehensive Strategic Enrollment Plan (SEP). The project is anticipated to begin December 14, 2026, and continue for approximately 12 months. The contractor shall propose a detailed work plan and schedule, subject to approval by the College, that includes the following services and deliverables:

https://osc.colorado.gov/spco/central-contracts-unit/purchase-order-terms-conditions/state-of-colorado-purchase-order-terms https://osc.colorado.gov/spco/central-contracts-unit/purchase-order-terms-conditions/state-of-colorado-purchase-order-terms

OC-RFP-2701 | Request for Proposals | Page 8 of 16

a. Project initiation and data analysis. Meet with the College to confirm the project schedule, data needs, stakeholders, and measures of success.

Analyze enrollment, retention, student, program, and relevant market data. Establish baseline measures and identify key performance indicators

(KPIs). Analyze factors influencing prospective students’ enrollment decisions, including preferred communication channels and information about academic programs, financial aid, and the College community.

b. Enrollment projections. Develop an enrollment projection model for

Otero College’s primary and secondary markets that considers demographic and market trends and presents multiple scenarios, including baseline, best-case, and worst-case projections. Provide the model to the

College in an editable Excel workbook.

c. Strategic planning. Engage College leadership and other stakeholders to identify and prioritize strategies for recruitment, retention, and student success. Develop measurable short- and long-term goals that reflect the

College’s mission, student population, programs, and service area.

Evaluate opportunities involving signature academic programs, program delivery formats such as online and hybrid instruction, and tuition and revenue strategies. Use the enrollment projections to inform achievable recruitment and retention goals.

d. Consultation and implementation support. Provide up to eight two-day consultation sessions, conducted on site or virtually in coordination with the College. Assist Otero College in establishing an internal Strategic

Enrollment Management Committee to coordinate progress tracking, data collection, and collaborative decision-making. Assist the College in establishing a process for monitoring progress, reviewing data, and adjusting strategies during implementation.

e. Progress reporting. Provide monthly KPI reports and a dashboard that tracks recruitment, retention, and SEP outcomes. Review findings and recommended adjustments with designated College staff.

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f. Final plan and handoff. Deliver a comprehensive SEP that includes a prioritized action plan, responsible parties or recommended areas of ownership, benchmarks, and implementation timelines. Present the final findings and recommendations to College leadership through a webinar or other agreed-upon presentation and train designated staff to use the projection model, dashboard, and tracking methods. Include recommended milestones and measures for assessing progress and return on investment across recruitment and retention strategies. The final presentation shall summarize key market research findings and enrollment growth opportunities.

The contractor shall provide Otero College with the final plan, reports, projection model, dashboard, and related tools in usable electronic formats. Specific milestone dates will be established in the approved project work plan.

5. OTERO COLLEGE RESPONSIBILITIES

Otero College will designate a project lead, coordinate campus participation and resources, provide timely access to available data consistent with applicable privacy and confidentiality requirements, and provide regular feedback throughout the project.

6. REQUESTED PROPOSAL FORMAT

Proposals should cover the following areas, with an emphasis on how these areas relate to the evaluation criteria listed in this Request for Proposals.

A. Demonstrated Experience and Capabilities

i. Cover Letter - Identify the Offeror, primary contact, and proposed project lead. Confirm that the Offeror meets the minimum qualifications and can comply with the mandatory requirements stated in this RFP.

ii. Organizational Experience - Describe the firm’s history, size, and number of years providing strategic enrollment planning services.

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Describe the Offeror’s experience developing strategic enrollment plans for institutions of higher education. Identify at least one project completed within the past five years and provide the institution’s name, dates of service, scope of work, deliverables, and measurable outcomes, if available. Describe any relevant experience with community colleges, rural institutions, or diverse student populations. Identify the number of public entities and institutions of higher education currently served by the firm.

iii. Proposed Personnel. Identify the project lead and all key personnel who would perform the Work. For each person, describe their assigned responsibilities, relevant strategic enrollment planning experience, and anticipated level of involvement. Provide a brief résumé or professional biography for each key person. Explain the proposed project lead’s direct experience developing or implementing a strategic enrollment plan for an institution of higher education.

iv. References. Provide client references for comparable strategic enrollment planning projects. For each reference, include the institution’s name, contact person, title, email address, and telephone number, along with a brief description of the project’s scope and outcomes

B. Accessibility Requirements

Offeror’s Response- Describe how the Offeror will make the Strategic Enrollment

Plan, reports, presentation materials, enrollment projection workbook, dashboard, and training materials accessible to people with disabilities. Identify any accessibility features or limitations of the proposed dashboard and other tools, and explain how the Offeror will address any identified limitations. Describe how the Offeror will meet the accessibility requirements stated elsewhere in this solicitation.

C. Insurance Requirements

The selected Offeror must provide certificates of insurance demonstrating the required coverage types and minimum limits before execution of the Contract or issuance of the Purchase Order, in accordance with the insurance requirements

OC-RFP-2701 | Request for Proposals | Page 11 of 16 stated in this RFP and the applicable State terms and conditions attached to or incorporated by reference into this RFP.

Commercial General Liability insurance must include the following minimum limits:

• $1,000,000 each occurrence.

• $1,000,000 general aggregate.

• $1,000,000 products and completed operations aggregate.

• $50,000 damage to premises rented to the insured, each occurrence.

Workers’ Compensation and Employer’s Liability Insurance: Workers’ compensation insurance as required by state statute and employer’s liability insurance covering employees performing work under this project.

Automobile Liability Insurance: Coverage for owned, hired, and non-owned autos with a minimum limit of $1,000,000 each accident, combined single limit.

Professional Liability Insurance: Coverage for errors, omissions, or negligent acts in performing professional services, with minimum limits of $1,000,000 each occurrence and $1,000,000 general aggregate.

Protected Information Liability Insurance: If the contractor will or may have access to protected information, coverage for loss or improper disclosure of that information and related privacy claims, with minimum limits of $1,000,000 each occurrence and $1,000,000 general aggregate.

Additional Insured: The State of Colorado and the Colorado Community College System must be named as additional insureds on the contractor’s Commercial General Liability policies.

The selected Offeror must provide evidence of all required insurance coverage and additional insured status before beginning work and maintain the required coverage throughout the project.

D. Vendor Documentation

A completed and signed Form W-9 and a Certificate of Liability Insurance must be included with the proposal submission.

E. Mandatory Requirements

Offeror’s Response- Address each mandatory requirement listed in this RFP separately. For each requirement, confirm whether the proposed approach meets

OC-RFP-2701 | Request for Proposals | Page 12 of 16 it and briefly explain how it will be fulfilled. Identify where the requirement is addressed in the proposal. The response must specifically confirm the Offeror’s ability to provide monthly KPI reports and a dashboard, up to eight two-day consultation sessions, and all required final deliverables.

F. Technical/Business Proposal

Offeror’s Response- Describe the proposed approach to completing each part of the Scope of Work. Include a project work plan with proposed phases, activities, milestones, and a schedule for the approximately 12-month project. Explain how the Offeror will analyze College and market data, develop enrollment projections and measurable goals, engage College stakeholders, and prepare the Strategic

Enrollment Plan.

Describe the proposed format and schedule for the monthly KPI reports and dashboard, how the up to eight two-day consultation sessions will be used, and how the Offeror will support implementation. Explain how the final plan, projection model, dashboard, and other tools will be transferred to Otero College and how designated staff will be trained to use them.

G. Cost Proposal

i. Provide a detailed, all-inclusive price for completing the Scope of Work. The price must cover all required services and deliverables for the approximately 12-month project, including monthly KPI reports and dashboard updates, up to eight two-day consultation sessions, the final Strategic Enrollment Plan, the enrollment projection model, the final presentation, and staff training. Offerors may provide a lump-sum price or itemized prices by project phase, but must state one total proposed price.

ii. Include all anticipated travel and other reimbursable expenses necessary to complete the required work in the total proposed price. Identify these expenses separately within the cost breakdown.

iii. If the Offeror proposes optional services or work beyond the required Scope of Work, list those services and their prices separately. Optional costs must not be included in the total proposed price for the required work.

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7. EVALUATION METHODOLOGY

A. Evaluation Process

A comprehensive, thorough, complete and impartial evaluation of each proposal received will be conducted in accordance with §24-103-203(7), C.R.S, which states, The award shall be made to the responsible Offeror whose proposal is determined in writing to be the most advantageous to the state, taking into consideration the price and evaluation factors set forth in the request for proposal. Otero College reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. Failure to provide information requested in this RFP may result in rejection of a proposal as nonresponsive.

B. Evaluation Committee

i. An Evaluation Committee will be established utilizing measures to ensure the integrity of the evaluation process. These measures include the following:

a. Selecting committee members who do not have a conflict of interest regarding this solicitation.

b. Facilitating the independent review of proposals.

c. Requiring the evaluation of the proposals to be based strictly on the content of the proposals.

d. Ensuring the fair and impartial treatment of all Offerors.

The objective of the Evaluation Committee is to conduct reviews of the proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

C. Proposal Evaluation Criteria

i. The State will evaluate proposals to determine if each Offeror meets all mandatory qualification requirements; provided, however, that the State has the authority to waive non-material mandatory requirements in certain circumstances. Reference Procurement Rule R-24-103-301-03. The mandatory qualification requirements are scored on a Met/Not Met basis and only those

OC-RFP-2701 | Request for Proposals | Page 14 of 16 proposals found to meet all mandatory requirements, other than non-material mandatory requirements waived by the State, can be considered for a

Contract resulting from this solicitation.

ii. Proposals will be evaluated by the Evaluation Committee using the evaluation criteria listed below. The evaluators will consider whether the Scope of Work requirements in the solicitation have been addressed, and they will review the capabilities of the Offeror, as well as the quality of the approach proposed, the price, and any other aspect determined relevant to the evaluation criteria.

iii. The evaluation criteria to be used in evaluating the proposals are as follows

(and are listed in no particular order):

Subject Point

Value

Qualifications and Experience of Firm

Qualifications and Experience of Personnel

General Understanding of Project, OC, OC Communities and Diverse Student Populations

Approach to Project

Plan to Implement Solutions

References

Price Proposal

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D. Demonstrations and Discussions

i. The Evaluation Committee may, if it deems necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers. Per

R-24-103-203-03, discussions may be held with responsible offerors whose proposals are determined to be reasonably susceptible to be selected for award to:

a. Promote understanding of the state’s requirements and the offerors’ proposals; and

b. Facilitate a contract that will be most advantageous to the state taking into consideration price and the other evaluation factors set forth in the request for proposals.

c. The Evaluation Committee may adjust its scoring based on the results of such activities. However, proposals may be reviewed and determinations made without such activities. Offerors should be aware that the opportunity for further explanation might not exist; therefore, Offerors should ensure that their submission is complete, and are encouraged to submit their best possible proposal, including pricing.

d. Formal presentations are not currently anticipated as part of the evaluation process; however, Otero College reserves the right to require oral presentations as the evaluation progresses. Presentations may be conducted via Zoom, WebEx, in person, or another format specified by the College. Selected Offerors will be notified of the presentation requirements, format, and schedule.

E. Single proposal

If only one bid or proposal is received in response to a solicitation, an award may be made to the single bidder or offeror if the procurement official finds that the price submitted is fair and reasonable and that other prospective bidders or offerors had reasonable opportunity to respond. Reference Procurement Rule R-

24-103-201-02(d).

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F. Award

i. A Notice of Intent to Award will be published on Colorado VSS.

ii. The award determination is ultimately a business decision that will reflect an integrated assessment of the relative merits of the proposals received, using the factors set forth in this solicitation. The State intends to award Contract(s) to the Offeror(s) whose proposal(s), conforming to the solicitation, will be most advantageous to the State, price and other factors considered.

iii. The State reserves the right to award to multiple offerors if it is determined to be in the best interest of the State.