CCC RFP# 26-07 Higher Education Administrative, Operational Support and Consulting Services

APP CODE # BPM007568

Higher Education Administrative, Operational Support and Consulting Services

REQUEST FOR PROPOSAL # 26-07

Arizona Procurement Portal #: BPM007568

Notice of Request for Proposal

As adopted from A.R.S. § 41-2534, competitive sealed proposals for the materials and/or services specified, will be received by the Purchasing and Auxiliary Services Department of Coconino County Community College District d/b/a Coconino Community College online through the State of Arizona’s e-Procurement system, Arizona Procurement Portal (APP) (https://app.az.gov) at the date and time posted in the ‘Schedule of Events’ and within APP.

Late proposals will not be considered.

Schedule of Events

ACTIVITY TIME/DATE

Release RFP May 1, 2026 Questions Due 2:30 PM AZ MST, May 14, 2026 Proposal due date 2:30 PM AZ MST, May 28, 2026 Anticipated Award Date June 15, 2026

RFP Point of Contact:

Ryan Bouwhuis, CPPO

Director Coconino Community College

Purchasing and Auxiliary Services 2800 S. Lone Tree Road

Flagstaff, AZ 86005 E-mail: ryan.bouwhuis@coconino.edu https://procure.az.gov/ https://www.coconino.edu/

DEFINITION OF TERMS

As used in this solicitation, the terms listed below are defined as follows:

Appendices: any item the Solicitation requires an Offeror to submit as part of the Offer.

Bid: a complete and properly signed proposal to do the Work or designated portion thereof for the sums stipulated therein, submitted in accordance with the Bidding Documents.

CCC: Coconino Community College, including all locations.

College: Coconino County Community College District, doing business as Coconino Community College (CCC) Contract: the combination of the Solicitation, including the Instructions, the Terms and Conditions, the Specifications and Statement or Scope of Work; the accepted Offer, any Solicitation Amendments (Addenda), or Contract Amendments;

Appendices, any Exhibits, and any terms applied by law.

Contract Amendment: a written document signed by the Purchasing and Auxiliary Services Officer that is issued for the purpose of making changes in the Contract.

Contractor: any person who has a contract with Coconino Community College.

Days: calendar days unless otherwise specified.

Exhibit: any item labeled as an Exhibit in the Solicitation or placed in the Exhibits section of the solicitation.

Gratuity: a payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value present or promised, unless consideration of substantially equal or greater value is received.

Offer: bid, proposal, or quotation.

Offeror: a potential Contractor/Supplier who responds to a Solicitation.

Procurement Officer: the person duly authorized to enter into and administer Contracts and make written determinations with respect to the Contract or his or her designee.

Responsible Bidder (or Offeror): has the capability to perform the contract requirements and the integrity and reliability that will assure good faith performance.

Responsive Bidder (or Offeror): submits a bid/proposal that conforms in all material respects to the Solicitation.

Solicitation: an Invitation for Bids (IFB), a Request for Proposals (RFP), or a Request for Quotations (RFQ).

Solicitation Amendment (or Addendum): a written document that is authorized by the Purchasing and Auxiliary Services Officer and issued for the purpose of making changes to the Solicitation.

Subcontract: any Contract, express or implied, between the Contractor and another party or between a subcontractor and another party delegating or assigning, in whole or in part, the making or furnishings of any material or any service required for the performance of the Contract.

Supplier: a person or firm in the business of selling otherwise providing products, materials, or services.

1.0 GENERAL INFORMATION

1.1 Introduction to Coconino Community College

Coconino County Community College District, doing business as Coconino Community College (CCC), is a comprehensive, multi-campus, public two-year community college in Northern Arizona. The mission of CCC is to provide accessible and affordable educational programs that prepare students for the future. Deeply engaged with the communities we serve, we promote student success through a welcoming and inclusive learning environment designed for innovative programming, career and workforce development, university transfer education, and continued life-long learning opportunities.

CCC’s Strategic Goals are:

1. Helping each student achieve success through a supported and individualized educational experience.

2. Practicing sustainability through responsible stewardship of economic, public, and environmental resources to accomplish its educational mission.

3. Promoting a learning culture that is innovative, flexible, entrepreneurial, and responsive to the needs of our students and the communities we serve.

4. Strengthening community engagement in support of student success through advocacy, strategic partnerships, and new fundraising initiatives.

Welcoming the first students in 1991, CCC’s 12-month unduplicated student headcount is more than 4,000 students in credit and non-credit classes at its three locations in Coconino County. Our campus/center locations are:

Lone Tree Campus Fourth Street Campus 2800 S. Lone Tree Road 3000 N Fourth Street Flagstaff, AZ 86005 Flagstaff, AZ 86004

Page Center Kaibab Campus 475 S. Lake Powell Blvd. 1131 W. Kaibab Lane Page, AZ 86040 Flagstaff, AZ 86001

1.2 Introduction

CCC is requesting proposals from qualified firms to provide higher education support services, including consulting, operational support, interim staffing, compliance services, and institutional research and data support.

CCC administers a wide range of student services and federal programs, including Title IV financial aid, enrollment services, and student success initiatives and has an ongoing need for support in Institutional Research, data analytics, and reporting functions, including interim leadership capacity. These functions are critical to compliance, accreditation, strategic enrollment management, and institutional effectiveness. CCC does not guarantee a minimum volume of services.

1.3 Purpose

The purpose of this RFP is to:

• Establish contracts with a pool of qualified vendors and/or a single contract with as the selected provider.

• Ensure ongoing compliance with federal and state regulations.

• Provide flexible operational, consulting, and data/analytics support across Student Services, Institutional

Research, and Information Technology functions.

• Enable CCC to utilize services through:

o Retainer agreements o Hourly or project-based engagements o Interim or embedded staffing models

Services may be delivered in an integrated manner across functional areas to support institutional operations.

Vendors may provide services across multiple functional areas simultaneously. CCC may make multiple awards and reserves the right to engage vendors for specific service areas as needs arise. CCC intends to establish one or more contracts to be used on an as-needed basis and does not guarantee a minimum volume of work nor the awarding of a contract.

1.4 Cooperative Purchasing

This Contract is intended for use by CCC and may also be utilized by other public agencies, community colleges, universities, political subdivisions, and eligible non-profit educational or public health institutions within the State of Arizona, at their discretion and in accordance with applicable procurement laws and regulations. Such entities may procure services under the terms and conditions of the resulting contract through cooperative purchasing agreements or other authorized means. Use of this Contract by other entities shall not oblige Coconino Community.

CCC is a member of the Strategic Alliance for Volume Expenditures (SAVE) cooperative as stated in the ‘RFP Terms & Conditions’ Section 16. This allows expansion into further contract options with the various SAVE members throughout the State of Arizona, which can be found at:

https://www.mesaaz.gov/Business-Development/Procurement-Services/SAVE#docaccess 4ded8790d2d824a2a271c2d015898789b72c4fa3e028b79ef53aa2b38cd52f57

For any awarded contract from this RFP used as cooperative purchases from SAVE members, a 1% administrative fee that covers CCC’s administrative costs for procurement and management of the awarded contract(s) shall be assessed and collected by the Contractor who shall remit the administrative fee to CCC. The administrative fee shall not be added as an extra fee to the price afforded to SAVE members unless specifically allowed by the final contract terms.

2.0 SCOPE OF WORK

Vendors must demonstrate the ability to provide services in one or more of the following areas:

2.1 Interim Staffing and Operational Support

• On-site, hybrid, or remote staffing

• Financial Aid leadership and processing support

• Enrollment, admissions, and student accounts support

• Vendors may provide fully outsourced functional support, including management and execution of operational areas

2.2 Financial Aid Processing and Remote Services

• ISIR processing

• Verification

• Award packaging

• Return to Title IV (R2T4)

• FISAP preparation

• Reconciliation

• Professional judgment reviews

• Satisfactory Academic Progress (SAP) reviews and appeals

2.3 Compliance and Regulatory Support

• Title IV compliance guidance

• Policy and procedure development

• Audit and program review preparation

• Corrective action planning

2.4 Process Review and Operational Improvement

• Comprehensive Process Reviews (CAP) https://www.mesaaz.gov/Business-Development/Procurement-Services/SAVE#docaccess%204ded8790d2d824a2a271c2d015898789b72c4fa3e028b79ef53aa2b38cd52f57 https://www.mesaaz.gov/Business-Development/Procurement-Services/SAVE#docaccess%204ded8790d2d824a2a271c2d015898789b72c4fa3e028b79ef53aa2b38cd52f57

• Workflow and efficiency analysis

• Staffing and organizational assessments

• Recommendations for operational improvement

2.5 Technology, Data Systems, and Institutional Research Integration

• Financial aid system optimization

• Data system integration (SIS, CRM, analytics platforms)

• Reporting and dashboard development

• Collaboration with Institutional Research functions

• Data governance and data architecture support

• IT partnership support related to data systems and reporting infrastructure

2.6 Training and Professional Development

• Staff onboarding and training

• Regulatory updates and compliance training

• Executive coaching and leadership development

2.7 Strategic and Institutional Support

• Enrollment and financial aid system alignment

• Student success initiatives

• Marketing and outreach support

• Accreditation and reporting support

2.8 Institutional Research, Data, and Analytics Support

• Interim or embedded Institutional Research leadership (e.g., Director-level support)

• Development and management of institutional reporting functions

• Data governance framework development and implementation

• Data validation, integrity, and audit support

• Enrollment, retention, and completion analytics

• State, federal, and accreditation reporting support

• Dashboard and business intelligence development

• Predictive analytics and modeling

• Integration with institutional data systems

3.0 SERVICE DELIVERY EXPECTATIONS

The selected vendor(s) must:

• Provide scalable and flexible service delivery

• Deliver services remotely and/or on-site as needed

• Maintain strict confidentiality and data security compliance

• Demonstrate responsiveness and availability for urgent needs

• Ability to provide rapid-response or short-notice support for critical operational needs

• Coordinate effectively with CCC leadership and staff

4.0 VENDOR QUALIFICATIONS

Vendors must demonstrate:

• Experience in higher education administration

• Knowledge of Title IV regulations and compliance requirements

• Proven ability to provide interim staffing, consulting services, and operational support

• Demonstrated experience supporting Institutional Research, data analytics, or higher education data systems

• Experience working with community colleges or similar institutions

• Capacity to deliver multiple service types simultaneously

5.0 PROPOSAL CONTENT

Offerors shall provide the following proposal content as part of their proposals.

5.1 Firm Overview

• Background, history, and services offered.

5.2 Relevant Experience

• Description of similar engagements

• Experience with higher education institutions

5.3 Services Approach

• Description of service delivery model

• Flexibility in engagement (retainer, project, staffing)

• Approach to supporting Student Services, Institutional Research, data governance, and analytics functions

5.4 Pricing Structure

• Hourly Rates

• Retainer Options

• Project-Based Pricing

5.5 References

• Please complete Appendix B

5.6 Any additional value-added services. Potentially to include but not limited to other offerings that support the functions of a higher educational institution.

6.0 EVALUATION CRITERIA

Proposals will be evaluated by a team of CCC representatives, an Evaluation Committee, in accordance with the following two-step process:

Step One Verification that each Offeror has substantially complied with all terms and conditions of the RFP and the Offer is thoroughly and correctly completed and submitted.

Step Two All proposals meeting the criteria as presented in step one will then be forwarded to the Evaluation

Committee subjected to a “points-earned compliance matrix." Following is the listing of the criteria and weighting used for evaluation of proposals under this RFP:

6.01 Relevant experience and expertise (25 Pts)

6.02 Understanding of higher education operations (20 Pts)

6.03 Flexibility and scalability of services (20 Pts)

6.04 Qualifications of personnel (20 Pts)

6.05 Cost and pricing structure (15 Pts)

7.0 PROPOSAL INSTRUCTIONS

Offerors shall not contact the employees of Coconino Community College, aside from the Coconino Community College Purchasing and Auxiliary Services contact concerning this solicitation while the proposal and evaluation are in process.

CCC will not be responsible for any oral instructions or information made by any Coconino Community College employee(s) regarding this RFP.

7.1 Submission of Offer

A. How and When Proposals Are Due Offers in response to this solicitation shall be submitted within the State’s eProcurement system, APP (https://appstate.az.gov). Offers shall be received before the date/time listed in the solicitation’s ‘Proposal https://procure.az.gov/

Opening Date’ field. Offers submitted outside APP, or those that are received on or after the date/time stated in the ‘Proposal Opening Date’ field, shall be rejected.

Submit technical inquiries about navigating and/or submitting proposals in APP to the State’s e-Procurement Help Desk:

• by phone 602.542.7600, option 2 or

• by email to app@azdoa.gov

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in the State’s e-Procurement System.

B. Questions regarding the RFP All Offerors shall carefully examine the RFP documents. Any ambiguities, inconsistencies and/or questions concerning the intent, meaning and/or interpretations of the RFP document shall be submitted utilizing the State’s “Discussions Forum” Tab in the e-procurement system. The Offeror shall not contact or ask questions of the department for which the requirement is being procured. The Buyer will provide written answers to the questions in APP visible to all participants.

C. Amendments/Revisions to Request for Proposal Any interpretation, correction, or change to this RFP will be made in via an Amendment/Revision within APP.

Suppliers will be notified of any Amendment/Revisions/Rounds via an APP generated email. Suppliers are required to acknowledge receipt of the amendment/revision and re-submit a proposal to remain under solicitation consideration. Interpretations, corrections, or changes to this RPF made in any other manner will not be binding, and Offerors shall not rely upon such interpretations, corrections, and changes.

D. Proposal

1. Provide a straightforward, concise description of the Offeror’s ability to meet/exceed the requirements in the RFP and Proposal Content. Be sure to address all questions. Emphasis should be on completeness and clarity of contents.

2. It is recognized that more than one method may be used to accomplish the sought-after services/results.

If the Offeror has an alternate method of performing functional tasks, then such method is to be listed as an "alternate” and described in full detail within the RFP response. CCC shall be the sole judge as to whether any alternate methodology will be accepted.

E. Appendices Failure to submit and/or sign all requested information/documents listed in the RFP may result in the proposal being determined non-responsive and therefore not susceptible for award. If Offeror fails to provide any of the following information, CCC may, at its sole option, ask the Offeror to provide the missing information or determine non-responsiveness. Signing with a false statement shall void the submitted proposal/offer and/or any resulting contract. In addition, the Supplier may be excluded from future solicitation participation with Coconino Community College and may be subject to such actions as permitted by law.

Fill out, sign (as applicable) and upload in APP the Proposal(s) and Appendices and Attachments listed below:

o Proposal – As specified in Section 5 of this RFP with focus on the Evaluation Criteria in Section 6.

o Appendix A - Offer and Acceptance (signed and dated) o Appendix B - References o Appendix C– Certifications (signed and dated) o Appendix D – Conformance Statement (Exceptions) o Appendix E – Confidential Information Designation o Appendix F – Boycott of Israel Disclosure o Appendix G – Forced Labor of Ethnic Uyghurs Ban o Attachment 1 – Value Added Offerings mailto:app@azdoa.gov https://procure.az.gov/bso/ https://procure.az.gov/bso/ o Attachment 2 – Current signed W9 o Exhibit I - RFP Terms and Conditions (No submittal required)

F. Offer Pricing

1. Coconino Community College participates in several cooperative purchasing entities. Please advise if your proposal is based on a contract you have with a cooperative purchasing entity, the applicable contract number, title, and term. If you have contracts with more than one of these cooperatives, please provide your quotation based on the pricing most favorable to Coconino Community College.

2. All Offerors submitting Offers agree that their pricing is valid for a minimum ninety (90) days after Proposal Due Date. If a Best and Final Offer is requested pursuant to a Request for Proposal, an Offeror shall hold its Offer open for ninety (90) days from the Best and Final due date.

3. Pricing adjustments shall be made on an annual basis and shall be agreed upon by the Parties at a rate no more than the most recently released U.S. Department of Labor Consumer Price Index, All Urban Consumers, National Average Unadjusted, and Food Away From Home. All price adjustments will be effective upon written acceptance by the CCC Purchasing and Auxiliary Services representative.

G. Exceptions Submitted proposals are subject to the terms, conditions, and specifications contained herein and are hereby made part of this request. Offeror shall fill out Appendix E and check “no exceptions” or provide a list of exceptions in the table provided. Please note CCC, at its sole discretion, may reject any exceptions listed. Extensive or severe exceptions may cause the rejection of the entire proposal as nonresponsive.

H. Supplemental Information Offerors may also upload supplemental information in APP, if necessary, to assist CCC in analyzing responses to this RFP. Offerors shall include any supplemental agreement [e.g., Service Level Agreement (SLA) if applicable] that Offeror wishes to have considered as a supplemental agreement to the final contract. Any supplemental agreement accepted by CCC would be included as an exhibit to this agreement.

I. Withdrawal/Modification of Proposals No Offer may be withdrawn or modified after the submission deadline.

J. Late Proposals It shall be the responsibility of the Offeror to ensure that the Offer documents are uploaded into APP no later than the due date and time. Offers received after this time and date will not be considered. Oral, facsimile (fax machine), mail, e-mail, or computer data transfer proposals will not be accepted.

K. Representation and Warranty Unless concerns were identified as provided for earlier in this RFP, Offeror confirms that it has been given the opportunity to inspect the dining facilities and equipment and warrants such facilities and equipment are suitable for delivering the dining program Offeror proposes.

7.2 Site Visits

Optional On-Site Visit

Scheduling and availability to be determined by appointment only as approved by CCC. The purpose of this visit, which is a 30-minute maximum, is to allow Offerors the opportunity to familiarize themselves with the Flagstaff sites of the food service operation. There will be no questions and answers discussed as all inquiries must be submitted within the APP portal.

7.3 Presentations

Based on the outcome of the initial evaluation, one or more persons/Suppliers may be invited to make a presentation regarding their proposal. CCC shall be the sole judge as to the acceptability of the products and/or services offered. If CCC elects to have on-site or web-based presentations, Offerors short-listed for oral presentations agree to be available on dates specified by CCC. Failure to be available on specified dates may lead CCC to elevate another Offer for further consideration.

7.4 Award without Discussion

CCC reserves the right to make an award without further discussion of the proposals received; therefore, it is critical that all proposals be submitted initially in the most favorable terms possible, both economically and technically.

7.5 RFP Cancellation

This Request for Proposal does not constitute a commitment by Coconino Community College to award a contract.

CCC reserves the right to waive any formalities and/or to reject any or all proposals and/or cancel this RFP at any time. Any contract award under this RFP shall be made because it serves the best interest of CCC. No contract award shall exist until the Offer and Acceptance (Appendix A) has been executed in writing.

7.6 Cost of Preparing Proposals

Any and all costs associated with the preparation of responses to this RFP, including site visits, oral presentations and any other costs shall be entirely the responsibility of the Offeror and shall not be reimbursable in any manner by CCC.

7.7 Public Records

Proposals become “public records” and shall be subject to public disclosure consistent with A.R.S. § 39-121.

Offerors must invoke the exemptions to disclosure provided by law in the proposal and must identify data or other materials to be protected and must state the reasons why such exclusion from public disclosure is necessary.

Offerors will be responsible for all costs, including attorney’s fees, associated with defending such asserted exemptions from disclosure. Proposals may be reviewed after contract award at the Purchasing and Auxiliary Services office during normal working hours by appointment.

7.8 Exclusion of Suppliers from Participating

A Supplier may be removed or suspended from a campus's list of potential Offerors and be prohibited from participating in any of the solicitation processes if there has been a failure, without good cause, to perform in accordance with the terms of a past contract or with any other governmental entity. A Supplier may also be removed or suspended if its performance with respect to a previously awarded purchase order or contract has been unsatisfactory. Such exclusion must remain in effect for at least 90 days after the unsatisfactory performance has been recorded but shall not exceed a period of 360 calendar days in duration. A Supplier excluded from participating shall be relieved of the prohibition at any time after the 90-day minimum period, upon demonstrating to the campus' satisfaction that the problems, which resulted in the removal or suspension, have been corrected.

8.0 AWARD PROCESS

8.1 Opening

Offers received by the due date and time will be opened electronically via APP. Proposals will not be subject to public inspection until after contract award.

8.2 Clarifications

Upon receipt and opening of proposals submitted in response to this solicitation, Coconino Community College may request oral or written clarifications, including demonstrations or questions and answers, for the sole purpose of information gathering or eliminating minor informalities or correcting nonjudgmental mistakes in proposals. Clarifications shall not otherwise afford the Offerors the opportunity to alter or make a material change in its proposal.

8.3 Negotiations

It is anticipated that once CCC identifies viable suppliers after evaluation processes, negotiations will take place with elevated Suppliers on costs of services as well as other items that mitigate CCC’s risks and provide the best business terms for CCC and the citizens it supports. A Supplier’s overall ability to provide the technology and management tools it requires to accomplish the goals outlined herein will be a significant factor in determination of the award of the contract(s). A best and final offer process may be used by CCC to determine the final award. If an agreement cannot be reached with the Supplier(s), CCC will then enter into negotiations with the next choice.

8.4 Unit Price Prevails

Where applicable, in the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate shall govern.

8.5 Minor Technicalities

CCC reserves the right to waive any minor technicalities as determined by the Purchasing and Auxiliary Services representative that are determined to be in the best interests of Coconino Community College.

8.6 Award

In accordance with the Arizona Procurement Code § 41-2534, procurements not exceeding a prescribed amount, award(s) shall be made to the responsible Offeror(s) whose offer is determined to be the most advantageous to CCC based upon the evaluation criteria. Only those proposals initially deemed to be responsive and meeting all minimum requirements will be considered.

8.9 Awarded Offeror Unable to Meet Service Requirements

If an Offeror receives a contract award and is unable to meet the service requirements as outlined in this Solicitation (and subsequent contract), or is unable to hold the contract price, or fails to provide acceptable service as determined by CCC, CCC reserves the right to go to the next highest ranked Supplier if this determination occurs within a reasonable time period after contract award.

9.0 CONTRACT(S)

9.1 Contract Commencement

It is the intent of CCC to execute the contract in March 2026. The Award will be made by fully executing Appendix A - Offer and Acceptance. The performance period will be from execution of final signature on Appendix A by the CCC Purchasing and Auxiliary Services Director through the end of the contract. Unsuccessful Offerors will be notified either via email and/or in APP upon contract execution but not beforehand. Results will not be given via the telephone. Work shall not commence however until Offeror receipt of a standing (blanket) Purchase Order.

9.2 Contract Term

The term of the Contract(s) shall be five (5) years from the Effective Date, with five (5) consecutive options to renew for one (1) year each, subject to written approval by both parties at least sixty (30) days prior to the expiration of the current term.