Request for Proposals

RFP 2026000068

CCA Alumni Database System October 13, 2025

Vendor Response Signature Page RFP 2026000068 CCA Alumni Database System VENDORS: See the solicitation document below for the response deadline and other response submission information and requirements.

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 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

Colorado VSS #

PHONE NUMBER

VENDOR INSERT: Phone Number of Contact

EMAIL ADDRESS

VENDOR INSERT: Email Address of Contact

TABLE OF CONTENTS

INTRODUCTION

General Information On behalf of the State of Colorado, the Community College of Aurora is issuing this Request for Proposals for the purchase and implementation of an Alumni Database System.

Background The purpose of this Request for Proposal (RFP) is to obtain sealed proposals from qualified firms to provide and implement an alumni management software platform. The selected vendor will be responsible for setting up a comprehensive alumni database that delivers a full suite of services to support alumni engagement, career and professional development, fundraising, and community-building initiatives, and data tracking for future reporting purposes. The selected vendor will be expected to deliver a cloud-based, scalable, and secure solution that integrates seamlessly into the college’s existing Banner system and Cognos system to ensure long-term alumni relationship management.

The Community College of Aurora is located in Aurora, CO. It is an open access public two-year community college that serves more than 10,000 students annually. Students attending CCA are preparing for entry into numerous career fields or seeking to transfer to a baccalaureate institution for further study. CCA currently has three campuses in 3 cities (Aurora, Centennial, and Denver).

Overview and Goals The College seeks to procure and implement a comprehensive alumni database and management platform that strengthens alumni engagement, supports professional and career development, enhances fundraising efforts, and fosters a vibrant alumni community. The selected solution must provide centralized and secure CRUD records management in a database management system that interoperates with common database management systems such as MySQL, SQL Server and Oracle, with robust CRM functionality; advanced tools for communication, engagement, and event management; features that promote career networking, mentorship, and professional opportunities; and integrated fundraising and giving capabilities. The platform should deliver intuitive community-building features, real-time analytics, customizable reporting, and seamless integration with the College’s existing systems. It must be cloud-based, scalable, mobile-responsive, and accessible, with industry-aligned security and compliance standards. In addition, the vendor will provide implementation support, training, and ongoing customer service to ensure long-term success.

Sole Point of Contact The State’s sole point of contact for this solicitation is Charles Robinson, Purchasing and Contracts Manager, who may be reached via email at Charles.Robinson@ccaurora.edu or via phone at 303-360-4713.

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.

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.

The date of publication for this solicitation on Colorado VSS is October 13, 2025 Written inquiries must be submitted to Charles Robinson, Purchasing and Contracts Manager Charles.Robinson@ccaurora.edu no later than October 24, 2025 by 4:00pm.

The estimated date for the State’s responses to vendors’ written inquires to be published on Colorado VSS is October 31, 2025.

All proposals must be submitted in the method described below no later than November 7, 2025 at 4:00 pm. Proposals submitted through Colorado VSS will NOT be accepted. If mailed the proposal must arrive before the deadline. Mailing address is:

Charles Robinson Community College of Aurora Procurement & Contracts Administrator 16000 E CenterTech Pkwy Ste A204J Aurora, CO 80011

The estimated date for the publication of an Intent to Award on Colorado VSS is December 1, 2025.

Start Date The desired Contract or Purchase Order start date is December 15, 2025 Anticipated Contract Term

ii. The initial term of the awarded Contract is anticipated to begin on December 15, 2025 and end on June 15, 2026 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.

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.

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.

OFFEROR’S EXPERIENCE AND PERSONNEL

The Community College of Aurora seeks a vendor with demonstrated organizational capacity and personnel expertise to successfully deliver and implement an alumni management platform of this scale and scope. Proposals must include evidence of the following:

Organizational Experience Vendors must demonstrate:

· A proven track record in implementing alumni databases and CRM systems for higher education institutions, preferably community colleges.

· Experience delivering cloud-based, scalable, and secure solutions that integrate with Student Information Systems (SIS), Learning Management Systems (LMS), Customer Relationship Management (CRM), and fundraising platforms.

· Documented success with projects of comparable size and complexity, including references or case studies.

· Expertise in database management, including backup and recovery operations.

· Expertise in database design.

· Expertise in data migration, data hygiene, and duplicate management.

· Experience supporting alumni engagement, career and professional development, fundraising, and community-building through technology solutions.

· Ability to provide comprehensive, ongoing support services, including training, system updates, as defined in service-level agreements.

Organizational Personnel The vendor’s proposed project team should include:

· A Project Manager with demonstrated experience leading technology implementations in higher education.

· Technical staff skilled in CRM/database configuration, systems integration, API connections, and single sign-on/security compliance.

· Specialists in data migration, testing, and validation.

· Training/change management personnel with experience onboarding higher education staff and end-users.

· Customer support and client success personnel knowledgeable in alumni engagement, advancement, and fundraising processes.

· A designated account manager to serve as the College’s primary point of contact throughout the partnership.

REQUIREMENTS

Accessibility Requirements 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. and 3) 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.

Insurance Requirements (if applicable) The awarded Offeror will be required to submit a certificate(s) of insurance evidencing insurance coverage for, at minimum, the types and amounts of insurance as required by the Insurance provision in the Contract or Purchase Order Terms and Conditions, included in this solicitation as an attachment, prior to execution of the Contract or Purchase Order.

Mandatory Requirements Vendors should identify key personnel, including their roles and responsibilities and professional bios highlighting relevant qualifications and prior project experience.

Scope of Work 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.

The College seeks to procure and implement a comprehensive alumni database and management platform that strengthens alumni engagement, supports professional and career development, enhances fundraising efforts, and fosters a vibrant alumni community. The selected solution must provide centralized and secure CRUD records management in a database management system that interoperates with common database management systems such as MySQL, SQL Server and Oracle, with robust CRM functionality; advanced tools for communication, engagement, and event management; features that promote career networking, mentorship, and professional opportunities; and integrated fundraising and giving capabilities. The platform should deliver intuitive community-building features, real-time analytics, customizable reporting, and seamless integration with the College’s existing Banner and Cognos systems. It must be cloud-based, scalable, mobile-responsive, and accessible, with industry aligned security and compliance standards. In addition, the vendor will provide implementation support, training, and ongoing customer service to ensure long-term success.

The solution implemented must meet the following goals:

1. Alumni Database & CRM Capabilities

· Centralized and secure alumni records management, with functionality for data import/export.

· Integration with existing student information and CRM systems.

· Tools for data hygiene, including duplicate management and validation.

· Advanced search and segmentation of alumni by multiple criteria (e.g., graduation year, program, industry, location).

2. Engagement & Communication Tools

· Mass communication channels including email, SMS, and push notifications, with analytics and reporting.

· Event management capabilities (RSVP, ticketing, attendance tracking, calendar integration).

· Personalized communications based on alumni profiles and engagement history.

· Social media integration for outreach and community building.

3. Career & Professional Development Services

· Job board functionality for alumni to post and apply for opportunities.

· Mentorship program management, including automated matching capabilities.

· Networking directories searchable by career, skills, or geography.

· Integration with LinkedIn or similar professional platforms.

4. Fundraising & Giving Capabilities

· Donation processing (credit card, ACH, recurring gifts).

· Integration with existing donor and fundraising systems.

· Campaign, pledge, and donor history management.

· Peer-to-peer fundraising tools and analytics.

5. Community & Networking Features

· Online community forums and affinity/interest group management.

· Alumni directory with user-managed profiles.

· Event promotion, news sharing, and community updates.

· Mobile application or fully mobile-responsive platform.

6. Analytics, Reporting & Dashboards

· Customizable reports on alumni engagement, giving, and participation.

· Ability to collect workforce and employment related data – salary, place of employment, full-time/part-time for employment reporting requirements.

· Real-time dashboards displaying key performance indicators (KPIs).

· Data export functionality for institutional reporting.

· Benchmarking features to compare with peer institutions, where applicable.

7. Integration & Technical Requirements

· Open APIs or connectors for integration with institutional systems (SIS, LMS, CRM, HR, etc.).

· Single sign-on (SSO) compatibility.

· SaaS hosting with performance and uptime guarantees.

· Mobile-responsive design across all user experiences.

8. User Experience & Accessibility

· Intuitive interface for both administrators and alumni.

· Compliance with ADA and WCAG 2.1 accessibility standards.

· Multilingual support, if applicable.

· Full alignment with the College’s brand identity.

9. Security & Compliance

· Compliance with FERPA, GDPR, and other applicable data protection regulations.

· Data encryption in transit and at rest.

· Role-based access and permissions for users, including direct access to the database for administrative users.

· Regular system maintenance, updates, and security patching.

10. Implementation & Support

· Vendor-led implementation plan with project management support.

· Assistance with data migration, testing, and validation.

· Training for institutional staff and alumni end-users.

· Ongoing customer support, including help desk, knowledge base, and dedicated account management.

· Service-level agreement (SLA) defining response times and uptime commitments.

11. Pricing & Licensing

· Transparent pricing structure, including licensing model (per user, per record, or enterprise).

· Costs for implementation, training, and ongoing support.

· Annual maintenance and subscription fees.

· Optional add-ons or modular services with associated costs.

12. Evaluation & Success Metrics

· Vendor-proposed KPIs for measuring alumni engagement, fundraising success, and platform adoption.

· Sample reports and dashboards demonstrating system capabilities.

· Case studies or client references from peer institutions, preferably community colleges and/or Hispanic-Serving Institutions.

REQUESTED PROPOSAL FORMAT

Proposals should cover the following areas, with an emphasis on how these areas relate to the evaluation criteria listed in Section 6 below.

Demonstrated Experience and Capabilities

iii. Offeror’s Response- Offeror shall describe how the Offeror’s experience and capabilities make it the ideal candidate to perform the work. Describe experience with similar projects. Reference above of this solicitation regarding the desired organizational experience.

Offeror’s Response- Offeror shall indicate key personnel who will be assigned to the project and describe their experience. Reference above of this solicitation regarding the desired organizational personnel.

Accessibility Requirements Offeror’s Response- Offeror shall describe how their proposed solution will meet or exceed the accessibility requirements detailed in this solicitation.

Mandatory Requirements Offeror’s Response- Offeror shall describe how their proposed solution will meet or exceed the mandatory requirements detailed in this solicitation.

Technical/Business Proposal Offeror’s Response- Offeror shall describe how they will accomplish the Scope of Work detailed in this solicitation.

Cost Proposal Vendors must provide a clear and comprehensive cost proposal that outlines all fees associated with the design, implementation, licensing, training, and ongoing support of the proposed alumni management platform. Please also provide optional add-on costs and the total cost of ownership over a three- to five-year period, inclusive of subscription renewals, updates, and any associated administrative expenses. The College will evaluate pricing based on transparency, competitiveness, and overall value to ensure a cost-effective and sustainable solution.

EVALUATION METHODOLOGY

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.”

Evaluation Committee

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

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

Facilitating the independent review of proposals.

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

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.

Proposal Evaluation Criteria

v. 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 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.

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.

The evaluation criteria to be used in evaluating the proposals are as follows (and are listed in no particular order):

Proposals will be evaluated by the Community College’s selection committee based on the following criteria. Vendors are encouraged to address each criterion in detail and provide supporting documentation where applicable. The Community College of Aurora (CCA) reserves the right to award a contract to the vendor that best aligns with institutional goals, budget, and strategic priorities.

1. Functional Capabilities

· Extent to which the proposed platform meets or exceeds the requirements outlined in the Scope of Work.

· Demonstrated ability to support alumni engagement, career development, fundraising, and community-building functions.

· Ease of use and intuitiveness of the platform for administrators and alumni end-users.

· Mobile responsiveness and accessibility compliance.

2. Integration & Technical Fit

· Compatibility and integration with the College’s existing systems (SIS, CRM, fundraising, HR, Banner and Cognos).

· Availability of APIs and connectors for seamless data exchange.

· Support for single sign-on (SSO) and secure authentication protocols.

3. Implementation & Support

· Vendor’s proposed implementation plan, timeline, and project management approach.

· Experience with data migration, staff training, and change management.

· Quality and availability of ongoing customer support, including SLAs and escalation procedures.

4. Security & Compliance

· Adherence to FERPA, GDPR, and other applicable data protection regulations.

· Robust data security practices, including encryption, role-based access, and regular updates.

· Vendor’s policies on data ownership, retention, and recovery.

5. Vendor Experience & References

· Demonstrated success providing alumni management solutions to higher education institutions, particularly community colleges and/or Hispanic-Serving Institutions.

· Relevant case studies, client references, or testimonials.

· Stability and reputation of the vendor in the alumni management software market.

6. Reporting & Analytics

· Quality, flexibility, and customizability of reporting and dashboard features.

· Ability to track key performance indicators (e.g., alumni engagement, giving trends, mentorship participation).

· Benchmarking capabilities against peer institutions, if available.

7. Pricing & Value

i. The College will assess proposals using the following criteria:

· Transparency and competitiveness of proposed pricing, including all implementation, licensing, maintenance, support, and optional add-on costs.

· Total cost of ownership over a three- to five-year period, inclusive of subscription renewals, updates, and any associated administrative expenses.

· Overall value and return on investment (ROI) for the College, including the vendor’s ability to deliver a high-quality, scalable, and supportable solution within budget.

ii. Cost Proposal Format Vendors are required to submit pricing in the format outlined below as part of their proposal submission. Vendors please:

· Identify all relevant pricing costs for items accurately and provide totals where indicated.

· Clearly differentiate between deliverable-based costs (e.g., software configuration, data migration, training) and payment milestones (e.g., upon completion of implementation phases).

· Include a breakdown of costs by milestone, if applicable.

· Identify any optional modules or add-on services, with separate pricing for each.

· Include all expenses, such as materials, travel, training, and administrative costs—no additional or hidden fees will be accepted.

iii. Pricing Methodology

· Vendors should describe the market resources, methodologies, and technologies used to determine the proposed rates. This may include:

· Benchmarking against higher education or nonprofit sector clients of similar size and scope.

· Use of standardized pricing models (per user, per record, or enterprise).

· Any assumptions used in developing the pricing proposal, such as projected user volumes, implementation timelines, or support levels.

· All pricing must be submitted in U.S. dollars and remain valid for a minimum of 120 days from the proposal submission deadline.

Demonstrations and Discussions

vi. 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:

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

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.

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).

Award

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

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 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.

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

SECTION 3

STATEMENT OF WORK

The College seeks to implement a secure, could-based alumni management platform that strengthens engagement, supports career development and fundraising, builds community and provides data driven insights to drive long-term relationship management.

OBJECTIVES

The objectives of this project includes:

1. Implement a secure, cloud-based alumni management platform that integrates with existing College systems (SIS, CRM, fundraising, HR, Banner and Cognos).

2. Strengthen alumni engagement, career development, fundraising, tracking of employment ad salary, and community-building initiatives.

3. Provide real-time analytics and reporting to support data-driven decision-making.

4. Ensure long-term success through vendor-led implementation, training, and ongoing support.

Scope of Work The College seeks to procure and implement a comprehensive alumni database and management platform that strengthens alumni engagement, supports professional and career development, enhances fundraising efforts, and fosters a vibrant alumni community. The selected solution must provide centralized and secure CRUD records management in a database management system that interoperates with common database management systems such as MySQL, SQL Server and Oracle, with robust CRM functionality; advanced tools for communication, engagement, and event management; features that promote career networking, mentorship, and professional opportunities; and integrated fundraising and giving capabilities. The platform should deliver intuitive community-building features, real-time analytics, customizable reporting, and seamless integration with the College’s existing systems. It must be cloud-based, scalable, mobile-responsive, and accessible, with industry aligned security and compliance standards. In addition, the vendor will provide implementation support, training, and ongoing customer service to ensure long-term success.

The solution implemented must meet the following goals:

1. Creation of Alumni Database with CRM Capabilities

· Centralized and secure alumni records management, with functionality for data import/export.

· Integration with existing student information and CRM systems.

· Tools for data hygiene, including duplicate management and validation.

· Advanced search and segmentation of alumni by multiple criteria (e.g., graduation year, program, industry, location).

2. Engagement & Communication Tools

· Mass communication channels including email, SMS, and push notifications, with analytics and reporting.

· Event management capabilities (RSVP, ticketing, attendance tracking, calendar integration).

· Personalized communications based on alumni profiles and engagement history.

· Social media integration for outreach and community building.

3. Career & Professional Development Services

· Job board functionality for alumni to post and apply for opportunities.

· Mentorship program management, including automated matching capabilities.

· Networking directories searchable by career, skills, or geography.

· Integration with LinkedIn or similar professional platforms.

4. Fundraising & Giving Capabilities

· Donation processing (credit card, ACH, recurring gifts).

· Integration with existing donor and fundraising systems.

· Campaign, pledge, and donor history management.

· Peer-to-peer fundraising tools and analytics.

5. Community & Networking Features

· Online community forums and affinity/interest group management.

· Alumni directory with user-managed profiles.

· Event promotion, news sharing, and community updates.

· Mobile application or fully mobile-responsive platform.

6. Analytics, Reporting & Dashboards

· Customizable reports on alumni engagement, giving, and participation.

· Ability to collect workforce and employment related data – salary, place of employment, full-time/part-time for employment reporting requirements

· Real-time dashboards displaying key performance indicators (KPIs).

· Data export functionality for institutional reporting.

· Benchmarking features to compare with peer institutions, where applicable.

7. Integration & Technical Requirements

· Open APIs or connectors for integration with institutional systems (SIS, LMS, CRM, HR, Banner and Cognos).

· Single sign-on (SSO) compatibility.

· SaaS hosting with performance and uptime guarantees.

· Mobile-responsive design across all user experiences.

8. User Experience & Accessibility

· Intuitive interface for both administrators and alumni.

· Compliance with ADA and WCAG 2.1 accessibility standards.

· Multilingual support, if applicable.

· Full alignment with the College’s brand identity.

9. Security & Compliance

· Compliance with FERPA, GDPR, and other applicable data protection regulations.

· Data encryption in transit and at rest.

· Role-based access and permissions for users.

· Regular system maintenance, updates, and security patching.

10. Implementation & Support

· Vendor-led implementation plan with project management support.

· Assistance with data migration, testing, and validation.

· Training for institutional staff and alumni end-users.

· Ongoing customer support, including help desk, knowledge base, and dedicated account management.

· Service-level agreement (SLA) defining response times and uptime commitments.

11. Provide Pricing & Licensing

· Transparency and competitiveness of proposed pricing, including all implementation, licensing, maintenance, training and/or support, and optional add-on costs.

· Total cost of ownership over a three- to five-year period, inclusive of subscription renewals, updates, and any associated administrative expenses.

12. Evaluation & Success Metrics

· Vendor-proposed KPIs for measuring alumni engagement, fundraising success, and platform adoption.

· Sample reports and dashboards demonstrating system capabilities.

· Case studies or client references from peer institutions, preferably community colleges Deliverables

· Fully configured alumni management platform meeting all functional requirements.

· Completed data migration and integration with College systems.

· User training sessions and supporting documentation.

· Service Level Agreement covering uptime, response times, and maintenance commitments.

· Final acceptance testing and College sign-off.

SECTION 4

ADDITIONAL REQUIREMENTS

4.2 Specifications and Qualifications

See Section 5 General Requirements

SECTION 5

RESPONSE FORMAT

5.1 General Requirements – Only complete submissions will be accepted. Submissions should include:

· Email Quote Submission is preferred method. Respondents can submit Proposals via email to the Procurement Point of Contact identified above. Bids submitted through Colorado VSS will only be accepted at the sole discretion of the State. The Proposal submission email should include the subject line “Proposal submission from (Insert Respondent Name) for Insert RFP number, Insert RFP title”. Other electronic forms will be accepted such as CD/DVD or USB drive (preferred) in a sealed envelope. One Copy is needed only.

· Submit signed Vendor Response Signature Page.

· Completed W-9.

· Reference contacts for similar projects, including names and contact information for individuals who can speak to the team’s qualifications.

· Completed price sheet.

5.2 List of RFP Addenda Received

If applicable, written acknowledgement of each addendum to the RFP is required by each vendor.

5.3 Certificate of Insurance

A statement assuring vendor’s ability to provide a certificate of insurance for general liability, workers compensation, and automobile insurance in limits prescribed in Section 2.35 (if applicable).

5.4 Information

Submit any other information or materials, such as brochures, specifications, etc. that may be deemed advantageous to demonstrate an understanding and approach to the work.

SECTION 6

EVALUATION PROCESS AND CRITERIA

6.1 Evaluation Committee

The College will assemble an evaluation committee to conduct a comprehensive and impartial evaluation of proposals received in response to this RFP.

6.2 Evaluation Criteria

The evaluation committee will examine compliant proposals and judge the merits of each proposal in accordance with the criteria stated herein. Technical points will be assessed to each criterion with a weighting factor to provide the total technical points.

The following is a list of the criteria and respective weights that will be used in the initial evaluation of proposals:

6.3 Finalists

The evaluation committee will rank the vendors according to the criteria described above. The recommendations of this committee will be forwarded to the Purchasing Department for review and approval. RFP finalists may be required to give a presentation.

6.4 Rejection and Clarification of Proposals

The College reserves the right to reject any or all proposals without liability, at its sole discretion. The College also reserves the right to seek clarification of each proposal, request and receive additional information in connection with a proposal, waive informalities and minor irregularities in proposals and allow, at its sole discretion, a vendor to correct minor irregularities. The College reserves the right to request a demonstration or oral presentation from any or all of the vendors for clarification or verification of vendor’s ability to perform. The College has the sole right to determine whether any deviation from the requirements of this RFP is substantial in nature.

SECTION 7

PRICE SHEET

QUOTE PER SPECIFICATIONS. ADDITIONAL CHARGES AND FEES NOT INCLUDED IN THE PROPOSAL AND RESULTING CONTRACT ARE NOT ELIGIBLE FOR PAYMENT UNLESS NEOGTIATED PRIOR TO SUCH CHARGES BEING INCURRED.

Vendors must provide a Summary Pricing Sheet that clearly outlines the total proposed cost of the project. This summary will be used for initial comparison and evaluation purposes.

All pricing must be inclusive of all costs necessary to fulfill the scope of work outlined in this RFP, including but not limited to software licensing, implementation, data migration, integration, training, support, maintenance, administrative fees, and any other related expenses.

The Summary Pricing section should include:

· Total implementation cost (one-time setup, configuration, migration, and integration).

· Annual licensing or subscription costs, including the number of users or records covered.

· Ongoing support and maintenance costs, including SLA and customer service provisions.

· Optional or add-on module costs, itemized separately.

· Total cost of ownership (TCO) summarized for one (1) year, three (3) years, and five (5) years.

· Vendors must also attach detailed pricing as outlined in the Statement of Work and Cost Proposal section. The detailed pricing will be used to support the procurement process and form the basis for any resulting purchase order (PO) or contract.

PRICING MUST BE SUBMITTED WITH RESPONSE

V111324 Request for Proposals Page 8 of 19 image1.png