RFP 26019 Student Engagement App.PDF

Request for Proposal

RFP # 26019

Student Engagement Application

Due: Monday, October 6, 2025

@ 2:00 PM CDT

Issue Date of this Document: 09/17/2025

Please be advised that all Contractors should register online at DemandStar to receive future solicitation notices from Fox Valley Technical College. For more information please see the section titled: “Distribution of Procurement Solutions – Doing Business with FVTC.”

Main Campus * 1825 N Bluemound Drive * PO Box 2277 * Appleton, WI 54912-2277 https://www.demandstar.com/app/wapp/registration

TABLE OF CONTENTS

INSTRUCTIONS TO PROPOSERS

1. DUE DATE

2. PUBLIC OPENING

3. BRIEF DESCRIPTION

4. CALENDAR OF EVENTS

5. PROPOSAL DELIVERY

6. SUBMISSION AND FORMAT OF PROPOSALS

7. GENERAL

8. INTERPRETATION

9. WITHDRAWAL OF PROPOSALS

10. QUALIFICATION OF SUPPLIERS

11. ACCEPTANCE / REJECTION

12. CANCELLATION CLAUSE

13. SUPPLIER AGREEMENTS

14. PAYMENT TERMS

15. DEVIATIONS AND EXCEPTIONS

16. TAXES

17. RIGHT TO NEGOTIATE CONTRACT TERMS

18. CONTRACT AWARD

19. CONTRACT TERM

20. CONTRACT ADMINISTRATION

21. PRICING

22. SUBCONTRACTING

23. EVALUATION CRITERIA

24. EVALUATION PROCEDURE

25. SOFTWARE REQUIREMENTS

26. BEST AND FINAL OFFER

27. INSURANCE REQUIREMENTS

28. DEBARMENT & SUSPENSION CERTIFICATION

29. SEVERABILITY

30. COOPERATIVE PURCHASING

31. PUBLIC INSPECTION OF PROPOSALS

32. DISTRIBUTION OF PROCUREMENT SOLICITATIONS – DOING BUSINESS WITH FVTC

33. OBTAINING BID INFORMATION FROM A 3RD PARTY

STATEMENT OF WORK

PROPOSAL SUBMISSION FORM

REFERENCES FORM

COOPERATIVE PURCHASING AGREEMENT

INSTRUCTIONS TO PROPOSERS

1. DUE DATE

Proposals must be received by Fox Valley Technical College (FVTC) by or prior to 2:00 PM CDT on Monday, October 6, 2025. Proposals shall be submitted using Electronic Bidding (e-bidding) in DemandStar; please review Responding to an Electronic Bid for instructions. Any proposal received after 2:00 PM CDT shall be disqualified.

2. PUBLIC OPENING

A public opening will not be held for this solicitation.

3. BRIEF DESCRIPTION

Fox Valley Technical College (FVTC) is requesting proposals for mobile student engagement app-based platform for events, clubs, communications, notifications, data, and analytics.

4. CALENDAR OF EVENTS

Below is the schedule of events for this Request for Proposal (RFP). FVTC will issue an addendum to this RFP if there are any changes to these dates.

Date Event

Wednesday, September 17, 2025 Date of RFP issue

Thursday, September 25, 2025 Proposer inquiries/questions deadline @ 4:00 PM CDT

Monday, September 29, 2025 Estimated date for FVTC to answer Proposer's questions

Monday, October 6, 2025 Proposals due from Proposers by or prior to 2:00 PM CDT

Tuesday, October 7, 2025 Start Evaluation Process

October 7 to October 22, 2025 Evaluation Meetings and Selection of Finalists

Monday, October 13, 2025 Finalist Presentations/Demos – Invite Only

Thursday, October 23, 2025 Estimated Date of Contract / New Services

5. PROPOSAL DELIVERY

Proposals and all associated documentation shall be submitted using Electronic Bidding (e-bidding) through DemandStar. For instructions, please refer to Responding to an Electronic Bid that has been uploaded into DemandStar. It is the responsibility of the Supplier to ensure that the proposal was received on time. Please follow up with Becky at 920-735-4761 or purchasing@fvtc.edu if you have any questions.

6. SUBMISSION AND FORMAT OF PROPOSALS

The entire proposal and other supporting documents shall be prepared and completed in the manner specified herein. Failure to meet any of these minimum requirements or inability to perform any of the items outlined in the Statement of Work shall be explained on the Proposal Submission Form. FVTC reserves the right to determine if any noted deviations or qualifying statements indicated in a proposal are in the best interest of FVTC, and reserves the option to reject any proposal, all proposals, or a portion of a proposal, on that basis.

The Supplier shall submit a proposal that meets the requirements as stated in this RFP document. All documents shall be provided in a professional and legible fashion. Addenda issued during the time of solicitation shall become a part of the Proposal Documents. Suppliers shall acknowledge receipt of such addendum in the appropriate space provided on the Proposal Submission Form.

Any conditional proposal, amendment to the proposal or attachment thereto, or the inclusion of any correspondence, written or printed matter, or details of any nature other than that specifically called for, which would alter any essential provision of the Contract or require consideration of unsolicited material or date in mailto:purchasing@fvtc.edu determining the award of the Contract may disqualify the proposal. Telecommunication alterations to the proposal will not be accepted.

7. GENERAL

Failure to examine any and all documents will in no way relieve the successful Supplier from the necessity of performing any work that may be required to complete the work in accordance with this RFP. If the Supplier cannot provide all the services as outlined in the Statement of Work or has an exception to anything specified in this RFP, it must be noted on the Proposal Submission Form. FVTC reserves the right to determine if any noted deviations or qualifying statements indicated in a proposal are in the best interest of FVTC, and reserves the option to reject any proposal, all proposals, or a portion of a proposal, on that basis. FVTC shall not incur any liability for any costs incurred by the Supplier in submitting a proposal in response to this RFP. FVTC is an Equal Opportunity Employer and Educator operating under the Affirmative Action Plan.

8. INTERPRETATION

All Supplier requests for clarification or interpretation must be received by Purchasing at purchasing@fvtc.edu on or before Thursday, September 25, 2025 at 4:00 PM CDT. Prompt clarification will be supplied to all Suppliers of record by addendum, via DemandStar. Verbal explanations or instructions will not be given in regard to this RFP during the solicitation period.

Responses will not be made to telephone, faxed or mailed inquiries. During the time period from the issue date of this RFP until FVTC has notified all Suppliers of its decision, all contact with any other FVTC or Wisconsin Technical College System employee concerning this RFP is prohibited, except as authorized by FVTC purchasing. Failure to adhere to this provision may be cause for disqualification of a Supplier’s submission.

Failure to request clarification or interpretation of the Statement of Work will not relieve the successful Supplier of responsibility. Signing of the Proposal Submission Form will be considered as implicitly denoting that the Supplier has a thorough understanding of the scope of work and comprehension of the Statement of Work.

9. WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn by written request received from the Supplier or an authorized representative thereof prior to the time fixed for opening of proposals, without prejudice to the right of the Supplier to file a new proposal. Withdrawn proposals will be returned unopened. Negligence on the part of the Supplier in preparing their proposal confers no right for withdrawal of the proposal after it has been opened.

10. QUALIFICATION OF SUPPLIERS

Before the award of a Contract can be approved, FVTC may make such investigations deemed necessary to determine the ability of Supplier to furnish the necessary services described herein. Supplier shall furnish all data and information requested in order to determine Supplier’s ability to perform under this RFP. FVTC reserves the right to reject the proposal if the evidence submitted by, or investigation of, the Supplier fails to satisfy FVTC that the Supplier is responsible and qualified to carry out the obligations of the Contract and to complete the Work contemplated therein.

11. ACCEPTANCE / REJECTION

FVTC reserves the right to accept or reject any or all proposals, to waive any technicality or informality in any proposal submitted, and to accept any part of a proposal deemed to best serve the interests and needs of FVTC and said determination shall be final.

FVTC also reserves the right to reject all proposals received and reissue the RFP if it feels an adequate level of competition was not obtained, or if specifications/terms did not allow for a sufficient level of competing proposals to be received, or if desired specifications, features, or standards were not, in the opinion of FVTC, acceptable.

FVTC reserves the right to reject the proposal if the evidence submitted by, or investigation of, the Supplier fails to satisfy FVTC that the Supplier is responsible and qualified to carry out the obligations of the contract and to complete the work contemplated therein.

mailto:purchasing@fvtc.edu

12. CANCELLATION CLAUSE

FVTC may, without cause, terminate the Contract by giving written notice of such termination to the awarded Supplier. In the event of such termination, FVTC shall reimburse the services performed and reasonable expenses actually incurred by the Supplier in relation to the work prior to the Supplier’s receipt of such notice of termination, for which the supplier has not yet invoiced.

13. SUPPLIER AGREEMENTS

Any exceptions or additions to the terms and conditions of this RFP must be submitted with the proposal so that FVTC can review before incorporating them into the overall contract. The terms and conditions of this RFP will prevail if the submitted terms and conditions contradict this RFP.

14. PAYMENT TERMS

Payment terms shall be Net 30 after receipt of a detailed invoice. FVTC prefers to pay by credit card. Payable in U.S. dollars.

15. DEVIATIONS AND EXCEPTIONS

Deviations and exceptions from terms, conditions, or statement of work shall be described fully on the Proposal Submission Form.

16. TAXES

FVTC is a governmental entity exempt from sales taxes pursuant to Wisconsin Statutes, Section 77.54(9a).

17. RIGHT TO NEGOTIATE CONTRACT TERMS

FVTC reserves the right to negotiate the terms of the contract, including the award amount, with the selected Supplier prior to issuing a Purchase Order. If contract negotiations cannot be concluded successfully with the highest scoring Supplier, FVTC may negotiate a contract with the next highest scoring Supplier. This choice is solely at the discretion of FVTC.

18. CONTRACT AWARD

It is the intent of FVTC to award this Contract to one supplier.

19. CONTRACT TERM

The initial contract term for this RFP is three (3) years commencing on November 1, 2025; therefore, the initial term would extend to October 31, 2028. FVTC reserves the option to renew for four (4) additional, consecutive one

(1) year extensions under the same terms and conditions in this RFP. If all extensions are exercised, this contract may extend through October 31, 2032. The issuance of a purchase order from Fox Valley Technical College for contract terms is documentation of the extensions within this contract term.

20. CONTRACT ADMINISTRATION

The contract does not guarantee any minimum dollars to be spent during the contract period. FVTC reserves the right to competitively bid, formally or informally, any project involving app services. The contract with a supplier may be canceled or may not be renewed.

21. PRICING

Proposal pricing must be on the Proposal Submission Form.

a. FIRM PRICING All prices shall remain firm through the first term of the Contract.

b. ANNUAL PRICE ADJUSTMENTS The Contract price may be adjusted after the first year limited to increases and decreases in the national average Consumer Price Index (CPI) for Urban Consumers. Requests shall be submitted, in writing, for approval to the Purchasing Manager no later than thirty (30) days prior to the renewal date. If a Supplier fails to request a price adjustment thirty (30) days prior to the contract renewal date, the adjustment will be effective thirty (30) days after FVTC receives the written request.

22. SUBCONTRACTING

All Suppliers submitting a proposal shall not have the right or power to assign, subcontract, or transfer interest in the contract, in part or in whole, incorporating these specifications for performance of the terms and conditions hereof without the advanced written consent of FVTC.

23. EVALUATION CRITERIA

This is a Request for Proposal and factors other than fees/costs will be reviewed and evaluated. Evaluations of the proposals will be based on a weighted point system as follows:

Criteria 1: Cost Criteria 2: Company Overview/Customer Support/Training Criteria 3: Mobile App Platform Experience and Development Methods Maximum Possible Evaluation Points

Some examples of what will be evaluated for each criteria category within each bid package, but not limited to:

Criteria 1: Cost Total cost of the RFP as stated on the PROPOSAL SUBMISSION FORM. The points for total cost will be awarded based on the Ratio Method. With this method, the proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the allotted points based on their relationship to the lowest proposal. The following example demonstrates how price points are calculated under the Ratio Method:

Example: The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. If the total points available for the cost criteria = 30 points, the low cost proposal would receive the full 30 points, and the next lowest proposal would be assigned 24 points (($100,000/$125,000) x 30 pts)).

Criteria 2: Company Overview/Customer Support/Training

• Company overview (history, experience, type/scope of projects that align with the scope/needs of this proposal, links to relevant examples of projects/products, etc.).

• Number of implementations in higher-ed and how long each organization has been on the platform.

• Customer service hours and logistics relating to how you work with customers and stakeholders involved in projects.

• Technical support (during implementation and when live): location, logistics, contact methods, troubleshooting processes, backup/recovery of files of contracted work, and SLA (service level agreement).

• Identify your proposed implementation and support teams and their relevant years of experience in these roles.

• Specifics on type, cycle and frequency of communications/meetings needed to implement the engagement platform.

Criteria 3: Student Engagement App Platform Experience and Implementation Method

• Years of experience in mobile student engagement.

• Provide VPAT (or similar compliance attestation documentation) documenting compliance with accessibility standards, and plan for remediating compliance gaps identified by customer.

• Timelines and time/sequencing for implementation of mobile app platform.

• Fit/Gap analysis regarding the features of the platform in relation to the scope in Section II.

24. EVALUATION PROCEDURE

The evaluation of the proposals will be conducted by an Evaluation Committee comprised of FVTC employees.

Following the initial evaluation, the Evaluation Committee may decide to contact one or more of the Suppliers to obtain clarification to various responses given in the proposal submission. As a result of these follow-up questions, scores may be adjusted based on the responses.

After the initial evaluation, FVTC may request an in-person or a virtual presentation by the Suppliers with the highest scoring proposals. The necessity of this demonstration will be at the discretion of FVTC. The date of the presentations will be Monday, October 13, 2025. Evaluation scores may be adjusted after the presentations, if applicable.

The Evaluation Committee may, at its sole discretion, contact references listed on the References Form for any or all of the proposals. Evaluation scores may be adjusted based on the references. FVTC shall be the sole judge of which Supplier, when the applicable proposal is viewed in its entirety, including responses to follow-up questions and reference checks, best meets the unique needs of FVTC.

25. SOFTWARE REQUIREMENTS

All software provided to FVTC must adhere to the technical standards of WCAG 2.1 AA. The supplier shall provide a VPAT with proposal submission. The supplier shall ensure the software enforces the use of phishing-resistant, modern multifactor authentication (MFA) compliant with all applicable government standards.

26. BEST AND FINAL OFFER

Under Wisconsin law, Purchasing may request a best and final offer if additional information is required to make a final decision. Please note that FVTC will only request a best and final offer when needed. Therefore, Suppliers should always submit their best proposal.

27. INSURANCE REQUIREMENTS

The successful Supplier will be required to provide a certificate of insurance to FVTC prior to issuance of the purchase order and commencement of the contract. FVTC requires 30-day written notice of cancellation, non-renewal or material change in the insurance coverage.

a. Additional Insured Requirement Name Fox Valley Technical College as an additional insured. Reference: RFP 26019 Student Engagement App

b. Coverage Amounts Required

i. Commercial General Liability Coverage $1,000,000 per occurrence $3,000,000 aggregate

ii. Comprehensive Automobile Coverage $1,000,000 combined single limit

iii. Worker’s Compensation and Employers Liability Must carry coverage for Statutory Worker’s Compensation and Employers Liability limits of:

$100,000 each accident $500,000 disease policy limit $100,000 disease – each employee Must include coverage for occupational disease, sickness, and death.

Must include Broad Form All States Endorsement/other states endorsement.

c. Additional Requirements

Must include Premises and Operations Liability.

Must include Explosion, Collapse and Underground Coverage.

Must include Broad Form Blanket Contractual.

Must include Personal Injury.

Must include Product and Completed Operations Coverage.

Must include Broad Form Property Damage including Completed Operations.

Must include Independent Contractors Coverage (Owners & Contractors protective).

28. DEBARMENT & SUSPENSION CERTIFICATION

The Supplier certifies by signing this Proposal Submission Form that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal or state department or Supplier.

29. SEVERABILITY

If any provision of this Contract is found by a proper authority to be invalid or unenforceable, the remainder of the Contract shall remain valid and the invalid provision shall be replaced by a valid provision, which comes closest in intent to the invalid provision. The rest of the provisions shall remain in full force and effect.

30. COOPERATIVE PURCHASING

Wisconsin statutes establish authority to allow Wisconsin municipalities to participate in cooperative purchasing when Supplier agree to extend their terms to them. If the Supplier is willing to provide opportunities for other public agencies to piggyback a FVTC awarded contract please complete the “Cooperative Purchasing Agreement” included with this RFP. If you wish to offer discounts in rates based on additional volume of business being added if other public agencies piggyback to a FVTC awarded Contract, please include an additional fee table with your proposal reflecting these discounts.

Any volume/quantity price breaks offered by your firm should other public institutions wish to piggyback this Contract will NOT be factored into FVTC’s award decision for this project (since it cannot be assured if any other public agencies would actually join/piggyback this Contract, adding increased business volume to meet any lower discount rates offered).

31. PUBLIC INSPECTION OF PROPOSALS

In order to maintain the integrity of the competitive proposal process, if a request is made under open records laws to view proposals received for this RFP, proposals received will not be made available to competing Suppliers or to individuals or firms outside of the FVTC Proposal Evaluation Team until an official award decision by FVTC has been made.

Any restrictions on the use of information contained within a proposal must be clearly stated in the proposal itself.

Proprietary information submitted will be handled in accordance with appropriate procurement regulations and Wisconsin Public Records law. Note: The Wisconsin Public Records law classifies most correspondence with a government entity such as FVTC and member Colleges, as open and available for public inspection. Proprietary restrictions normally are not accepted; however, when accepted it is the Supplier’s responsibility to defend the determination in the event of an appeal or litigation. Pricing information can never be held confidential.

32. DISTRIBUTION OF PROCUREMENT SOLICITATIONS – DOING BUSINESS WITH FVTC

Fox Valley Technical College uses DemandStar.com as their automatic Supplier registration, procurement notice, and document distribution system.

a. Suppliers interested in receiving bid and bid information from FVTC must register online at DemandStar to access all bidding opportunities at the College. FVTC maintains Supplier lists only through DemandStar.com.

i. Registration is FREE.

ii. Register at DemandStar.

If you have already registered through this link with regard to another WAPP agency, you do not have to register again to receive solicitations generated by FVTC, contact DemandStar registration assistance to have your agency designation changed.

iii. Select Commodity Codes in order to receive notifications.

Once your DemandStar registration has been activated you must log in to DemandStar and go to the “Account Info” page. Then “Edit” “Commodity Codes” and select any NIGP commodity codes that pertain to your business. You will then be notified of any solicitations that match your commodity code selections. If commodity codes are not selected you will not receive any notifications.

iv. For registration assistance call 866-273-1863 or e-mail support@demandstar.com

b. It is the responsibility of the Contractor to regularly monitor this Website.

https://www.demandstar.com/app/wapp/registration https://www.demandstar.com/app/wapp/registration mailto:support@demandstar.com

• Contractors are required to update and maintain their profile on DemandStar in order to ensure notification and access to procurement opportunities and information they are interested in receiving.

This includes updating the commodity codes the Contractor wants solicitations/notifications for.

• A Contractor’s failure to retrieve available, required procurement information and include the appropriate documentation and information in bids and proposals is the sole responsibility of the Contractor, and may result in disqualification.

33. OBTAINING BID INFORMATION FROM A 3RD PARTY

Suppliers are responsible for checking DemandStar at www.demandstar.com for any addenda prior to submitting a bid. FVTC is not responsible for the content of any bid package received through a 3rd party bid service. It is the sole responsibility of the Supplier to ensure the completeness of the documents received from any 3rd party source.

http://www.demandstar.com/

STATEMENT OF WORK

RFP #26019 Student Engagement App

SECTION I: INTRODUCTION

Fox Valley Technical College (FVTC) is requesting proposals for mobile student engagement app-based platform for events, clubs, communications, notifications, data, and analytics.

Students lack a centralized space for clubs, events, communication, and information sharing, leading to difficulties in student engagement and retention. Many students rely on smartphones and campus Wi-Fi, necessitating an intuitive app-based platform for these engagement functions. Current solutions have proven inadequate due to complexity and lack of user-friendliness, resulting in decreased student involvement. The focus is on delivering a user-friendly app tailored to student engagement, while remaining open to future applications in other areas like counseling and career services. Meeting this goal will create a feedback loop between new and continuing students to enhance usability and engagement.

Fox Valley Technical College is a public 2-year Technical College with its main campus and headquarters located in Appleton, Wisconsin, and a student body of over 5,000 FTE (full time equivalent) students. The College serves approximately 50,000 people annually. FVTC has two campuses (Appleton and Oshkosh), four regional centers (Chilton, Clintonville, Waupaca, and Wautoma) and eight training centers (three in Appleton, four in Oshkosh, and one in Durham, NH) covering a 5-county area (Calumet, Outagamie, Waupaca, Waushara, and Winnebago) and parts of four other counties (Brown, Manitowoc, Portage, and Shawano).

SECTION II: SCOPE OF WORK AND SPECIFICATIONS

TIMELINE

Assuming contract award by November 1, 2025, FVTC expects the completed app to be ready for deployment by start of spring semester on January 12, 2026.

APP REQUIREMENTS:

• Events o Create event

Event data:

• Date and time, Campus, Room Number, Name/Title of event, Creator of event, Attachment(s), Images, Videos, Links, Categories, Departments, Performer, Registration Type (express interest vs. limited capacity registration), Areas of Interest

New events are pushed to integrated social platforms Duplicate existing event Make an event recurring Make an event public or private o Event registration Soft registration (Will Attend, Might Attend, etc.)

Firm registration (limited capacity) o Review student created event Approve Deny with feedback/comments Re-approve after edits o Manage event

Edit all event data Updates are pushed to integrated social platforms Archive event o Event check in Admins can check-in students on their behalf, Self check-in Self check-in restricted to location of event (in close proximity) Create QR code for check-in Check-in with QR code Prevent check-in after event o Social integration for live events Instagram Live Teams Facebook Internal Live Feed o View events (as a list) Keyword search Filter events See archived events Events are listed in chronological order Results link to event detail page Add event to personal calendar o View events (as a calendar) Filtering Views Items link to event detail page Add event to personal calendar o View event Detail page for each event o Manage event metadata Departments Campuses Categories

• Clubs o Create club

Assign advisor as admin to club Club data

• Club name, Advisor’s name and contact information, Description o Administer club

Manage club memberships Change club advisor Update club data Activate/inactivate club Social media links Board member bios and pictures Assign club positions to members Manage showcase of events

Email club members Teams links o Club landing page Show club data Show upcoming events and meetings Social links Board member bios and pictures Event showcase o Club membership page Self join a club Board members sort to top of members list Member name Email addresses Positions o Create meeting Ability to make recurring Meeting data

• Date and time, Campus, Room Number, Name/Title, Creator of event, Images, Videos, Links, Categories, Departments, Speakers.

Add agenda Link to file(s) o Manage meeting Edit all meeting data Edit agenda Edit file links o View meeting Detail page for each meeting Add meeting to personal calendar o View all clubs List of all clubs sorted alphabetically Link out to club landing pages Search by club title o File storage o Manage club metadata

Positions Departments Campuses Categories

• Communication and Notifications o Profanity filter o Push notifications

Opt-in Encourage opt-outers to opt-in o Student Life event notifications Schedule notifications for student life events Event cancelled Ad-hoc o Club event notifications Automated notification X number of days prior to event Event cancelled o Club meeting notifications Automated notification X number of days prior to meeting Meeting cancelled o Targeted communications You might also be interested in (future events) Upcoming events o Ad-hoc communications Target specific populations Add attachment o Communication preference Push notification preference Text message preference Email preference o Surveys Create survey Send survey to population Single response per user Limit responses to designated population Automatically close survey on date o Club group chat Opt-in to chats for club members Only club members can participate in club chats Delete chat contents as needed Disable chat feature o Individual chats Chat 1-1 with an individual student as a system administrator o Prevent individual student-to-student chats o Define communication populations

Active students, advisors System admins Student organization

• Data and Analytics o Utilization Metrics

Total number of users over some time period Total number of views over some time period How much time are users spending in the app Where are users spending their time Email opens Email link clicks Text message link clicks Engagement Rate (% of sessions where users are clicking and engaging with the system) Average number of days since last session Utilization metrics by all students Utilization metrics by single student

Utilization metrics by student club membership population Utilization metrics are available for one year Utilization metrics are available forever o Events Export event registration data to Excel Trends by event type and time of year

• Experience o Student profile (restricted to administrators)

Search by name Search by student ID View student profile Block student Email student Chat with student o All active students have access o Directions and Navigation

Campus maps Guided directions by set destination o Private student profile page My clubs My events My contact information Chats with admins o Accessibility compliance o Consent to FVTC policies

Code of conduct Title IX Consent on first use of app Yearly re-consenting o Indicate interests o Experience metadata

Student interest areas

• Security and Technical o Single Sign On (Entra ID) o Impersonate a user (restricted to administrators)

Impersonate a student Impersonate a club advisor o APIs for extensibility

SECTION III: QUESTIONNAIRE

The following questions shall be completed and submitted as part of your proposal response in the order they were asked. Failure to provide required forms and information with your proposal response may disqualify your proposal.

Criteria 2: Company Overview/Customer Support (30 points)

1. Briefly describe your company’s background, history and ownership structure including any parent, affiliated or subsidiary company or partnerships.

2. How many years has your company provided student engagement solutions? Provide examples of higher education customers currently using your solution(s) and how long they’ve been customers.

3. What are your customer service processes (e.g., contact methods, locations of service centers, SLA’s), do you assign a dedicated representative to your customers?

4. Identify your proposed implementation and support teams and their relevant years of experience in those roles.

Criteria 3: Student Engagement App Platform Experience and Implementation Method (40 points)

1. Describe your experience in providing student engagement solutions for higher education.

2. Briefly describe your implementation plan.

3. Can you provide a VPAT (or similar compliance attestation documentation) documenting compliance with accessibility standards? How do you work with customers on remediating compliance gaps identified by your customers?

4. Can you provide a fit/gap document of the features provided by your solution in relation to our scope identified in Section II?

PROPOSAL SUBMISSION FORM

RFP #26019 Student Engagement Application Due: Monday, October 6, 2025 at 2:00 PM CDT through e-bidding on DemandStar

1. General All information requested by Fox Valley Technical College relating to the Request for Proposal should be attached to this proposal. Additional pricing information or other information, if necessary, should also be attached. The documents that shall be completed by Supplier and submitted through e-bidding on DemandStar are:

1. Proposal Submission Form Please complete and submit Pages 16-17

2. Responses to Questionnaire Please complete and submit Section III on Page 15 Sumbit VPAT

3. References Form Please complete and submit Page 18

2. Addendum(s)

List Addendum Numbers you have received (if applicable) _____,_____,_____,_____

3. Company and Contact Information

Company Name:

Name and Title of contact person

Address

Street City State Zip

Telephone Email address:

4. Compliance with all items in this RFP Proposer/Supplier agrees to comply with all the requirements outlined in the REQUEST FOR PROPOSAL:

Yes No __

Explain any Deviations or Exceptions from terms, conditions, or statement of work:

5. Payment Information Will you accept credit card (VISA) payment for this purchase with no additional fees? Yes _____ No ____

6. Pricing In compliance with the RFP, the undersigned hereby proposes to perform all work necessary for the completion of the work as outlined in the Statement of Work. The Supplier’s work shall be in strict accordance with the specifications as prepared by FVTC. All proposals shall include any and all charges to be charged to FVTC for the proposed student engagement app. Any costs not submitted will not be considered payable. Examples include, but are not limited to: labor, equipment, mileage, time, maintenance, administrative fees, shipping, etc.

Cost Implementation of FVTC Student Engagement App $

Annual Subscription Fee (Initial Term) $

Other Fees

Description Cost (identify if cost is per item/hour/etc.)

7. Signatures The submission of a proposal shall be considered as a representation that the Supplier has carefully investigated all conditions, has full knowledge of the scope, nature and quality of work required, and is familiar with all applicable State, Federal and Local regulations that affect, or may at some future date affect the performance of the contract.

By signing below, the Supplier hereby certifies that the proposal has been made without any connection with any other Supplier and is in all respects fair and without collusion or fraud, and it is made with the understanding that no elected officer or any employee of Fox Valley Technical College is interested therein, directly or indirectly, unless otherwise stated.

If your company’s proposal is accepted and a contract issued, then this Request for Proposal and all documents attached hereto including any amendments, the company’s technical and price quotes and any other written offer/clarifications made by your company and if accepted by FVTC, will be incorporated into the entire Contract between FVTC and your company, and it shall contain the terms and conditions agreed on by the parties hereto, and no other agreement regarding the subject matter of this proposal shall be deemed to exist or bind any of the parties hereto. The proper submission of this form by the Supplier will be considered as the Supplier’s offer to enter into a Contract in accordance with the provisions herein set forth.

Company

Signature

Date

Typed Name and Title

REFERENCES FORM

Please provide contact information for a minimum of three clients for which similar work has been completed. If possible, please have some of your references be an educational facility, i.e., technical college or other two-year university. Please do not list FVTC as a customer, but please note that past experiences with FVTC may be taken into consideration in the evaluation. Proposers must use this References Form or a form identical in content and format.

Company Name

Contact Name

Company Address

Contact Phone Number

Email Address of Contact

Explain how this referenced work is similar to this RFP:

COOPERATIVE PURCHASING AGREEMENT

Wisconsin statutes establish authority to allow Wisconsin municipalities to participate in cooperative purchasing when the contractors agree to extend their terms to them. Participating in the service gives Suppliers opportunities for additional sales without additional bidding.

Please be aware that your participation is voluntary. Municipalities use the service to expedite purchases. A "municipality" is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public contracts (s. 16.70(8), Wis. Stats.).

Interested municipalities will contact the contractor directly to place orders and are responsible for receipt, acceptance and inspection of goods directly from the contractor, and making payment directly to the contractor. Fox Valley Technical College in serving as the lead agency initiating this cooperative purchasing program on behalf of other Municipalities, is not party to any disputes arising from purchases made by other municipalities, and is not liable for delivery or payment purchases made by other municipalities. A Supplier’s selection to extend prices to a cooperative purchasing agreement may be used as a factor in the award decision of this project.

I Agree to make the products or services of this bid/proposal, as priced, for the period from _____________ to ____________ available to:

Wisconsin Municipalities (check all that apply):

Wisconsin Technical Colleges

University of Wisconsin System

Wisconsin K – 12 Schools

Wisconsin Municipalities (Non-Educational) – please specify ______________________________________

Within a certain region/section of the state – please specify _______________________________________

Indicate here if you would be willing to offer a discount to other public agencies that would “piggyback” and purchase additional items from your firm if a contract is awarded by FVTC to your firm (i.e.: other public agencies “piggybacking” a competitively awarded contract rather than needing to issue their own RFP):

___ % Discount if a second item/system is purchased or a second public agency purchases from the awarded contract.

___ % Discount if a third item/system is purchased or a third public agency purchases from the awarded contract.

___ % Discount if a fourth item/system is purchased or a fourth public agency purchases from the awarded contract.

By what date would other public agencies need to make a purchase from your firm before the price break policy expires: ______________

Note in your proposal any special conditions or provisions.

I Do Not Agree to make the products/services of this bid/proposal available to Wisconsin Municipalities.

Signature Date (mm/dd/yyyy)

Name (Type or Print)

Title

Email:

Company

Tel: ( )

Fax: ( )

Address (Street)

City

State

ZIP + 4

Commodity/Service

Student Engagement App

Request for Bid/Proposal Number

RFP 26019