RFI-2026-004-YR - MFMP Solicitation Document.pdf

September 22, 2025

TO: All Interested Parties

FROM: Yolaina Ruiz, Procurement Officer, yruiz@broward.edu

SUBJECT: RFI-2026-004-YR – CLOUD-BASED ACCOUNTABILITY MANAGEMENT SYSTEM

Pursuant to Florida Department of Education, State Board of Education, Rule 6A-14.0734, Procurement Requirements, and Broward College Policy 6Hx2-6.34 and Procedure A6Hx2-6.34, Procurement Requirements, Broward College is releasing this REQUEST FOR INFORMATION (RFI) for CLOUD- BASED ACCOUNTABILITY MANAGEMENT SYSTEM. This RFI is utilized to conduct market research and explore available options regarding the provision of these goods or services.

INTRODUCTION

Created by the Florida Legislature in 1959, Broward College (hereinafter referred to as the "College") has the third-largest enrollment within the Florida College System (FCS). The College serves more than 51,000 students with the support of more than 3,300 full-time and part-time faculty and staff. The College fulfills its mission each day, "Transforming students' lives and enriching our diverse community through academic excellence, innovation, and meaningful career opportunities," by offering first-time college students, adult learners, and career professionals’ academic programs across eight career-related pathways. Programs include specialized certificates, and two and four-year degrees. The College also offers non-degree training, workforce readiness, and an extensive list of continuing education curricula.

In addition to its three main campuses, the College has multiple centers across the county. Please visit www.broward.edu/about/ for more information.

PURPOSE

The College is seeking information from qualified vendors that can provide a Cloud-Based Accountability Management System (AMS). The College intends to explore cloud-based AMS solutions to support both accreditation and assessment processes, which are essential to institutional effectiveness and continuous improvement.

BACKGROUND

Accreditation is a quality assurance process through which educational institutions’ services and operations are evaluated and verified by external bodies to determine whether recognized standards are met. An effective AMS will support the College’s efforts to meet regional and programmatic accreditation standards by providing tools for efficient self-study documentation, collaboration, and publication. The College aims to strengthen its focus on student learning outcomes and ongoing improvement through such a system.

Assessment processes are critical for evaluating student learning outcomes and guiding institutional improvements. The College seeks an AMS capable of collecting and managing assessment data at the student, course, and program levels without duplication of effort. The system should also include mailto:yruiz@broward.edu http://www.broward.edu/about/

RFI-2026-004-YR

CLOUD-BASE ACCOUNTABILITY MANAGEMENT SYSTEM

assessment mapping tools that visually represent the relationships between learning outcomes, courses, and curriculum, providing clarity of purpose and alignment with institutional goals.

CURRENT SYSTEMS INFORMATION

The College is a large institution serving tens of thousands of students and employing thousands of faculties and staff. The College utilizes a single sign-on environment for user access and multi-factor authentication. Vendors should indicate any user-count thresholds, licensing tiers, or technical limits relevant for institutions of this scale. More detailed technical data may be shared during subsequent phases if applicable.

RESPONSE REQUIREMENTS

Responses should be clear, concise, and not to exceed 15 pages (excluding additional information or supplemental materials). Respondents should address the following:

TAB 1 – EXECUTIVE SUMMARY

Provide a brief overview of your company, including:

• Company background and contact information.

• Evidence of license in the State of Florida.

• Experience providing services similar to those described in this RFI.

• Overview of your Cloud-Based Accreditation Management System (AMS), highlight key features, platform benefits, and suitability for higher education.

• Client List within the last three years for which Vendor has provided similar services, preferably

Higher Education institutions, including scope of work, service dates, and contact information.

Include examples of similar higher education clients using your AMS solution.

TAB 2 – SCOPE OF WORK

Describe your software’s capabilities and approach related to the following areas:

• Meeting regional and programmatic accreditation standards in higher education.

• Reporting and analytics capabilities.

• Support for assessment processes and student learning outcomes.

• User experience for faculty and staff input (e.g., intuitive interfaces, auto-saving, dashboards, reminders).

• Flexibility to accommodate different operational or institutional models.

• Configuration and setup options for AMS to align with higher education processes and structures.

• Generating reports on learning outcomes and data visualization tools.

• Mapping academic programs, service areas, and administrative functions for assessment.

• Tools for defining outcomes, measures, and success criteria.

• Ability to create program assessment maps showing where outcomes are assessed within courses.

• Features to support compliance readiness and annual self-audits between accreditation cycles.

• Tools for managing the self-study process, narrative writing, document organization, and publishing results.

• Capacity to handle large file uploads.

• Role-based access controls and permissions for various institutional roles.

• Data import and export capabilities.

• Application Programming Interface (API) capabilities for secure two-way data integration with systems such as LMS, email, reporting tools (Power BI, Excel Tableau), and other institutional platforms. Include supported protocols, formats and integration options.

• Cloud hosting, deployment, and configuration capabilities.

• Sharing capabilities, including integration with external platforms (e.g. LinkedIn).

• Communication capabilities such as email, SMS, and internal messaging.

• Security features protecting system access, credentials, and data integrity.

• Storage and management of digital credentials (e.g., wallets, backpacks, portfolios).

• Ability to perform seamless upgrades and updates without significant downtime.

• Potential challenges or considerations the College should anticipate in implementing such a system.

• Self-service options for administrators and end-users (e.g., submitting forms, help tickets, managing system configurations).

• Technical support and maintenance services provided.

• Any other features or differentiators your software platform provides that the College should consider.

TAB 3 – PRICING / FEES

Provide the estimated subscription/licensing costs based on the College’s user data under “CURRENT SYSTEMS INFORMATION,” including any anticipated costs for implementation, training, hardware, or third-party tools.

TAB 4 – ADDITIONAL INFORMATION / SUPPLEMENTAL MATERIAL

Include brochures, flyers, data sheets, or other documents that provide a visual or narrative overview of your AMS solution. This information will not be counted towards the page limit.

SPECIAL CONDITIONS

Confidential and Proprietary Information. All information submitted in response to this RFI is subject to Chapter 119, Florida Statutes, the "Public Records Law". No claim of confidentiality or proprietary information in all or any portion of a response to the RLI will be honored unless a specific exemption from the Public Records Law exists and it is cited in response to the RFI.

Reliance on Information. Information made available by the College in connection with this RFI is provided without representation, warranty, guarantee, or promise by the College, expressed or implied, with respect to accuracy, completeness, fitness or usability for any purpose. Respondent will at its cost perform due diligence and will rely solely and exclusively on the results of such activities and its experience and expertise and not on any statement, projection, estimate, description, information, data, or document furnished by the College.

Responsibility of Respondents. The respondents shall be responsible for reading, understanding completely, and complying with the requirements and scope of work of this RFI.

Submissions Property of the College. All materials submitted during the RFI process become the property of the College, which shall have the right to use such ideas or adaptations of such materials without cost or charge, regardless of the selection of rejection of a reply. The College may adopt all or part of any reply.

RESPONSE SUBMISSION

Inquiries and/or questions will only be entertained through Monday, September 29, 2025, by 4:00 p.m. ET, submitted via email to Yolaina Ruiz, Procurement Officer, yruiz@broward.edu, and with subject line to read QUESTIONS-RFI-2026-004-YR. Responses to Inquiries and/or Questions will be addressed via DemandStar via addendum, if needed.

Responses are due on or before 2:30 p.m. ET, Tuesday, October 14, 2025, via Euna OpenBids (formerly DemandStar) at https://network.demndstar.com. Following review of responses, the College may solicit additional information from one or more respondents.

Pursuant to College Procedure A6Hx2-6.34, the College reserves the right to do the following after the issuance of an RFI: 1) issue a formal solicitation, 2) procure goods or services without competitive solicitation based upon the exception available to the College in FLDOE Rule 6A- 14.0734(2), or 3) Not to proceed to the second step of procuring goods and services. Since this is not a competitive solicitation process, the protest provisions stipulated in Florida Statute

120.57 are not applicable to this RFI.

When deemed to be in the best interest of the College, this RFI may be cancelled at any time with or without cause. Responding to this RFI is not a pre-requisite to participating in a possible future procurement process if the College decides to exercise its rights to do so. Therefore, Vendors choosing to respond to this RFI will not, merely, by virtue of submitting such a response, be deemed to be “Bidders/Proposers/Respondents” on any future project in any sense, and no such respondent will have any preference, special designation, advantage or disadvantage whatsoever in any subsequent procurement process related to any project.

By submitting a response to this RFI and signing below, the Respondent acknowledges and verifies that they have read and understand the College’s requirements, and the response is in all respects fair and without collusion or fraud and that all documents and information submitted to the College are considered public records under Florida’s Public Records Law and may be disclosed to third parties upon request.

Signature (Authorized Principal) Title

Typed Authorized Principal Name Date mailto:yruiz@broward.edu https://network.demndstar.com/