Commencement Ceremony Management Software System

The Virginia Community College System (VCCS) Shared Services Center is soliciting sealed proposals for a Commencement Ceremony Management Software System through Request for Proposals (RFP) VCCS-WIDE-26-116690. This procurement seeks a comprehensive cloud-based platform to support commencement ceremony operations across twenty-three community colleges with forty campuses serving approximately 225,000 students annually. The solution must manage all aspects of graduate registration, ticket distribution (with QR code functionality), accommodation requests, name pronunciation guidance, real-time check-in capabilities, reader card printing, and event-day operations while accommodating 100 to 10,000 graduating students per institution. Key deliverables include integration with existing Student Information Systems, online application and registration portals, multi-tier ticketing systems, ADA accommodation management tools, communication and reporting capabilities, and full compliance with ADA and WCAG 2.1 AA accessibility standards. The system must provide 24/7 support with critical issues resolved within 1-2 hours, maintain 99.9% uptime availability, implement SOC 2 Type II certification or equivalent, and ensure all VCCS data remains within the continental United States with daily encrypted backups at separate hardened facilities. Proposals are due by May 11, 2026, at 2:30 PM Eastern Time via the eVA system, with written questions accepted until April 6, 2026, at 5:00 PM EST, directed to Pamela Huffman, Sr Contract Officer - IT Procurement (phuffman@ssc.vccs.edu). Evaluation criteria are weighted as follows: Specific Plans and Methodology (5%), Experience and Qualifications (20%), Technical Requirements/Functionality of System (25%), Maintenance and Support (25%), Proposed Pricing (5%), and Small Business Plan (20%).

Vendors must submit a Small Business Subcontracting Plan demonstrating commitment to utilizing DSBSD-certified small businesses, with a statewide procurement goal of 42 percent from such entities. All offerors must demonstrate financial viability through current Dun & Bradstreet reports and three years of certified audited financial statements, provide three customer references from comparable higher education institutions, and comply with extensive information security requirements outlined in the RFP. The contract term consists of an initial one-year period with three optional three-year renewal periods at VCCS's sole discretion, for a maximum ten-year commitment. Pricing submissions must include costs per graduate, printing charges, optional hardware, hourly support rates, and any additional features, with pricing valid for at least 120 calendar days from submission. While specific budget or award values are not disclosed in the RFP summary, the contract's potential for up to ten years of service across twenty-three institutions suggests a significant procurement opportunity. No incumbent vendor information or existing contracted solutions are referenced in the procurement documents.