Faculty management/reporting software

Coastal Carolina University, located in Conway, South Carolina, is seeking an integrated Software-as-a-Service (SaaS) solution for faculty management and reporting through a competitive Request for Proposal (RFP) solicitation. The procurement targets a comprehensive system for centralized collection and approval of faculty activity reporting, specifically supporting annual faculty activity reports and faculty promotion and tenure files for approximately 525 full-time faculty members. The required software must provide web-based access, configurable data fields, workflow management, and data integration capabilities with existing systems like Ellucian Colleague, Moodle, Anthology, and Cayuse. Evaluation of proposals will occur in two phases, with an initial scoring of up to 100 points based on system capabilities (50 points), experience and references (25 points), pricing (20 points), and assumptions/risk (5 points), followed by a demonstration phase worth an additional 20 points. Key procurement dates include a pre-proposal conference on April 10, 2023, via Microsoft Teams, questions due by April 13, 2023, and proposal submissions due by May 9, 2023, at 11:00 AM, with an anticipated award date of July 25, 2023. Mandatory qualifications require offerors to demonstrate current provision of similar faculty management SaaS solutions for at least two colleges or universities of comparable size for a minimum of three years since 2013.

The solicitation does not indicate specific set-aside designations or restrictions for disadvantaged enterprises. The contract has been awarded to Watermark Insights, LLC, located in Austin, Texas, with a total potential contract value of $401,474.87 over a seven-year period from September 11, 2023, through September 10, 2030. The contract will require the selected vendor to provide dedicated technical support with a one-business-day response time during university business hours, implement single sign-on authentication through Azure/SAML 2.0/Shibboleth, and ensure data storage within the Continental United States. The solution must integrate with existing university systems, including the Ellucian Colleague ERP, CBORD One Card Systems, and FirstData/TouchNet payment gateways, while maintaining compliance with data security regulations such as FERPA, HIPAA, GDPR, and the Graham-Bliley Act. Vendors must provide comprehensive documentation of data handling practices, third-party partnerships, and system performance metrics, along with PCI-DSS compliance for payment processing and data encryption in transit and at rest.