Vendor Technical Proposal Response.xlsx
XLSX spreadsheet 17 KB Posted
- Solicitation number
- 2025-RFP-E -5
- Issued by
- Spokane County, Spokane City, Spokane Valley City, Washington
About this file
The document is a Vendor Technical Proposal Response spreadsheet for a Customer Relationship Management (CRM) Software Solution Request for Proposal (RFP No. 2025-RFP-E) issued by the Community Colleges of Spokane in Washington state. The RFP outlines 33 mandatory technical requirements and 10 preferred recruitment elements for a comprehensive CRM software solution, with each requirement carrying a pass/fail or point-based evaluation. The proposed solution must be a cloud-based, web-accessible platform that supports multiple colleges and campus locations, with capabilities for student data management, communication, event tracking, application processing, and integration with existing systems like Peoplesoft, Microsoft Access, and Excel.
The technical requirements emphasize robust functionality including mobile responsiveness, role-based security, data integration, reporting capabilities, communication tools (email and SMS), event management, and compliance with critical standards such as FERPA, 508 Standards, WCAG 2.0 AA, and PCI data security requirements. Preferred elements include potential integrations with learning management systems, student progress tracking, early alert notifications, educational planning tools, and proactive degree pathway support. The proposal seeks a solution that can comprehensively manage student interactions from prospect to enrollment, with sophisticated data tracking, communication, and analytical capabilities tailored to higher education institution needs.
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Other files
| File | Type | Posted |
|---|---|---|
| (CRM) Software Solution.pdf | ||
| Exhibit C Cost Proposal.xlsx | XLSX spreadsheet |
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Sheet1
| Spokane Colleges RFP No.: 2025-RFP-E - Customer Relationship Management (CRM) Software Solution | ||||
| Exhibit D Techenical Proposal Responses | Please provide Prose to each element on how your companys proposal will satisy each element. | |||
| Technical Proposal 34 Required Elements | SCORING | |||
| 1 | 1.2.1 The proposed solution must remain an entirely cloud-based service and must be web-accessible. | Pass/Fail | ||
| 2 | 1.2.2 The ability to access the CRM, and the administrative portion of the software, must be platform- agnostic, from any location with an internet connection, using any standards-based browser (such as Firefox, Chrome, or Internet Explorer). | Pass/Fail | ||
| 3 | 1.2.3 The solution must have a mobile-responsive platform and tools. Include mobile platform limitations. (Android OS-only, for example). | Pass/Fail | ||
| 4 | 1.2.4 The solution must be able to import data from, and export to, various systems, including the Spokane Colleges existing student management systems (Peoplesoft, Microsoft Access, Excel). The data integration process should be platform agnostic, including importing and exporting to SQL Server, and should integrate with the CRM platform without requiring an additional contract. The solution must also be able to import data from various external systems including Microsoft Excel and Access. | Pass/Fail | ||
| 5 | 1.2.5 The solution must have a robust Application Protocol Interface (API) to allow for further integrations. | Pass/Fail | ||
| 6 | 1.2.6 The solution must allow for multiple role-based security and functionality access and include any customized options and limitations. | Pass/Fail | ||
| 7 | 1.2.7 The solution must be delivered with higher education-related components and have the ability to capture each prospective and current student’s personal information, appointments, forms, surveys, print mailings, demographics, application, documents, notes, emails, events, text messages, and other communications and store it in a universally searchable database (searchable by field level values). | Pass/Fail | ||
| 8 | 1.2.8 The solution must have the ability to support multiple colleges and campus locations, as well as academic programs. | Pass/Fail | ||
| 9 | 1.2.9 The solution must provide easily accessible student data and analytics on prospects, applicants, stop-outs, and current students, and provide custom configuration of student statuses through the flow of the system. | Pass/Fail | ||
| 10 | 1.2.10 The solution must be able to provide pre-developed analytic reports, as well as customizable reporting in various formats, including dashboard views, with the ability to filter parameters. | Pass/Fail | ||
| 11 | 1.2.11 The solution must have the capability to create integrated, automated email and SMS texting (both 1:1 and bulk/mass) communication campaigns. Spokane Colleges must be able to execute these based on any data field within the CRM solution, including Spokane Colleges integrated data and triggers. The solution must be able to provide email analytics regarding receipt, open, and click-through/interaction rates, and capture bounced email addresses with the option to exclude them from future campaigns. | Pass/Fail | ||
| 12 | 1.2.12 | The solution must enable print and letter campaigns, with the ability to create letters, invitations, postcards, and automatically queue these items for print based on preset rules. | Pass/Fail | |
| 13 | 1.2.13 | The solution must accept scanned documents | Pass/Fail | |
| 14 | 1.2.14 | The solution must be able to integrate with existing and future Spokane Colleges email systems (Azure Active Directory/Microsoft Exchange/Office 365) and be able to record emails sent from Spokane colleges staff in the prospective or current student’s record. It is preferred that the proposed solution provides a method to use external authentication with the Spokane Colleges network/user accounts via Azure or direct integration with the Microsoft Active Directory. | Pass/Fail | |
| 15 | 1.2.15 | The solution must be FERPA compliant, per https://studentprivacy.ed.gov/ferpa | Pass/Fail | |
| 16 | 1.2.16 | The solution must be following the Revised 508 Standards for IT accessibility. VPAT certification is required. The solution must meet WCAG 2.0 AA Standards. Add-ons, modules, sub-components, and 3rd party must include a separate VPAT. Describe your accessibility testing methodology and provide a testing environment for Spokane Colleges to test the solution as part of our evaluation process. | Pass/Fail | |
| 17 | 1.2.17 | The solution must have sufficient e-discovery capability in accordance with industry standard. Explain how your recommendation complies with e-discovery requirements | Pass/Fail | |
| 18 | 1.2.18 | The solution must be available on a 24x7 schedule, including holidays, and must maintain a 99.9% uptime rating. | Pass/Fail | |
| 19 | 1.2.19 | The solution must be able to manage events with the ability to create and track invitations, registrations, and schedules, including waitlist management. It must also allow RSVP capability from Spokane College’s websites, an application, or CRM form(s) to the database in real-time and track attendance in prospective or current students’ records. The solution must also be able to check in event attendees by QR code for efficiency. | ||
| Pass/Fail | ||||
| 20 | 1.2.20 | The solution must be able to perform telemarketing functionalities by generating lists to call, assigning calls, and store notes in individual records. It would be preferred that the system be able to store Spokane Colleges created scripts. The solution must also be able to assign follow-up activities with automation. | Pass/Fail | |
| 21 | 1.2.21 | The solution must allow Spokane Colleges customizable online forms; examples include a request for information, submitting a requirement for admissions, as well as other applications and their associated requirements for students. There must be the capability to design the forms with a conditional display of information/questions based on previous answers. | Pass/Fail | |
| 22 | 1.2.22 . | The solution must provide an option for address validation and verification | Pass/Fail | |
| 23 | 1.2.23 | The solution must allow Spokane Colleges to solicit online applications for individual college programs. There must be a portal for online applications to allow students to revisit and/or finish applications, as well as receive and reply to program decisions. This portal must be of a mobile-first, responsive design. There must be the capability to design the forms with a conditional display of information/questions based on previous answers. | Pass/Fail | |
| 24 | 1.2.24 | Students and staff must be able to upload documents in various formats into the system and connect them with prospective or current student records (PDF, Word, PNG, Tiff, Text Files, and jpeg, for example). | Pass/Fail | |
| 25 | 1.2.25 | The solution must be able to track recruitment activities, including high schools and community partnerships, and report on conversion rates from these organizations. | Pass/Fail | |
| 26 | 1.2.26 | The solution must be able to show prospective and current student relationships with campus advisors, staff, and college programs. Additionally, it must have the ability to capture parent/guardian information, including name and contact information. The solution must have the ability to organize high school counselor information. | Pass/Fail | |
| 27 | 1.2.27 | The solution must have the ability to detect and resolve duplicate data entries in the CRM. This includes the ability to mark records as non-duplicates, and the ability to re-direct potential duplicate records to work queues of appropriate departments. The solution must be able to include information in the duplicate detection via Spokane College’s data integrations.. | Pass/Fail | |
| 28 | 1.2.28 . | The solution must provide business continuity and disaster recovery capabilities. | Pass/Fail | |
| 29 | 1.2.29 | The solution must subscribe to all federal, state, and local legal requirements and data security practices applicable to higher education institutions. The solution must also meet all PCI date security requirements for secure storage and environment. | Pass/Fail | |
| 30 | 1.2.30 | The solution must have integrated text messaging capabilities compliant with TCPA regulations, and opt-in/opt-out management. Explain how text messaging works in your recommended solution (include SMS or MMS specific information). | Pass/Fail | |
| 31 | 1.2.31 | The solution must be able to integrate with social networking sites, as well as a chatbot that includes live chat functionality.. | Pass/Fail | |
| 32 | 1.2.32 | The solution must be able to gauge student interest with an auto-scoring system. | Pass/Fail | |
| 33 | 1.2.33 | The solution must be able to provide add-on services for training, consulting, and execution of Spokane Colleges scoped customizations using the system tools. | ||
| Pass/Fail | ||||
| Technical Proposal 10 Preferred Recruitment Elements | Max Points | |||
| 1 | 1.2 Preferred #1; It is preferred that the solution be able to integrate with the Spokane Colleges learning management system tool to track student course work. | 5 | ||
| 2 | 1.2 Preferred #2; It is preferred that the solution track touchpoints and monitor a student’s progress on achieving key academic milestones based on Spokane Colleges educational pathways. It is preferred that the solution automatically notify students and staff regarding these completion milestones. | 5 | ||
| 3 | 1.2 Preferred #3; | It is preferred that the solution be able to identify “at-risk” students by having the capability to set established rules around class choice or performance and automatically notify the assigned staff to connect with these students. | 5 | |
| 4 | 1.2 Preferred #4; It is preferred that the solution be able to automatically send early alert notifications to staff and students regarding their academic performance. The alert triggers should be able to be customized based on factors and thresholds Spokane Colleges determines. | 5 | ||
| 5 | 1.2 Preferred #5; It is preferred that the solution be able to collect and save a student’s educational plan, including the necessary courses the student needs to complete. It is preferred that these plans be accessible to both the student and college employees. | 5 | ||
| 6 | 1.2 Preferred #6; | It is preferred that the solution have modules that will provide each student with a proactive, personalized, step-by-step pathway for their degree. | 5 | |
| 7 | 1.2 Preferred #7; | It is preferred that the solution include a web-based schedule planner that allows students to search for classes, access real-time open classes, and view weekly time schedule options. | 5 | |
| 8 | 1.2 Preferred #8; It is preferred that the solution meet WCAG 2.1 AA Standards. Add-ons, modules, sub-components, and 3rd party must include a separate VPAT. | 5 | ||
| 9 | 1.2 Preferred #9; It is preferred that the solution provide contract management as well as an online client community for collaboration, discussion, and sharing of best practices.. | 5 | ||
| 10 | 1.2 Preferred # 10. | It is preferred that the solution host an annual conference to allow for collaboration, discussion, and sharing of best practices | 5 |
&BCommunity Colleges of Spokane Confidential&B &D Page &P
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