Admissions & enrollment CRM

The State Fiscal Accountability Authority, Division of Procurement Services, is seeking a comprehensive Admissions & Enrollment Customer Relationship Management (CRM) system on behalf of the Governor's School of Science & Mathematics (GSSM) in Colleton County, South Carolina. The procurement seeks a cloud-based platform to manage the entire student lifecycle from initial inquiry through application, matriculation, and enrollment, processing approximately 1,200-1,500 inquiries and applications annually across residential, virtual, and summer programs. Key system requirements include robust person identity management, customizable contact tracking, personalized electronic communications, secure online application portals, event management capabilities, automated recommendation workflows, multilingual support, application review tools, integrated messaging, real-time dashboards, and mobile community tools. The evaluation process is two-phased, with Phase I awarding up to 60 points for technical response, 25 points for price, and 15 points for qualifications, followed by a Phase II demonstration worth 40 points. Critical dates include a pre-proposal conference on May 15, 2024, at 11:00 AM, with written questions due by 5:00 PM that same day, and proposals due June 25, 2024, at 11:00 AM, with award notification expected September 13, 2024.

Mandatory minimum qualifications require the platform provider to have experience with selective secondary schools, be in business for at least five years, and have a product available in the market for three years. The solution must be hosted in a minimum Tier 3, US-based data center, support Azure Active Directory single sign-on, maintain ADA compliance, and include licensing for 10 admissions staff and 30 additional users. The contractor must provide three years of implementation consulting, technical support, product upgrades, data storage, and security enhancements, with certification of compliance with FERPA and HIPAA regulations. Insurance requirements include $1,000,000 per occurrence for Commercial General Liability, $1,000,000 for Auto Liability, and $5,000,000 per occurrence/$10,000,000 aggregate for information security and privacy coverage. The contract will have an initial one-year term beginning September 25, 2024, with four optional one-year renewal terms, creating a maximum five-year contract period through September 24, 2029. GSSM is currently using TargetX on Salesforce, and the new system must facilitate data migration of existing applications, prospective student records, email templates, and campaign configurations. While no specific set-aside designations are mentioned, the comprehensive requirements suggest a complex procurement targeting experienced CRM solution providers in the education technology sector.