Graduate School CAS

The University of Texas Health Science Center at San Antonio (UTHSCSA) is soliciting competitive sealed proposals through Request for Proposal (RFP) 745-26-P20 for a comprehensive Customer Relationship Management (CRM) platform with integrated online application management capabilities to support the Graduate School of Biomedical Sciences admissions operations. The procurement serves Bexar County and the state of Texas. The vendor must provide a unified software solution to manage applications for 18 academic programs, 6 summer programs, 1 postbaccalaureate program, and 1 high school program, replacing the current fragmented approach that relies on multiple vendors. The solution must be cloud-hosted Software-as-a-Service (SaaS) with 99.5% or better uptime, include online application management with program-specific configurations, prospect and inquiry management with customizable request forms, preconfigured workflows and review processes for faculty and administrative staff, standardized decision codes and communication templates, and automations and notifications including email and SMS delivery. Critical technical requirements include integration with UTHSCSA's PeopleSoft Student Information System, Nutrient school software, Perceptive Content document storage, and identity and authentication tools; FERPA compliance; role-based access control; data encryption; and US-based customer support. Proposers must demonstrate a minimum of five years of experience providing CRM or admissions technology solutions for higher education institutions. The question deadline is February 11, 2026, with proposals due by 3:00 PM Central Time on February 25, 2026; proposals must remain valid for a minimum of 240 days following submission. Evaluation criteria include cost (15 points), reputation (20 points), quality and requirements capability (20 points), extent of meeting University needs (10 points), past relationship with University (5 points), exceptions to terms and conditions (5 points), and technical capabilities including architecture, security, integrations, and scalability (25 points).

This procurement includes a mandatory Historically Underutilized Business (HUB) Subcontracting Plan requirement, and proposers must submit a correctly completed HSP to advance to the evaluation stage; failure to submit or incorrect submission results in disqualification. Proposers must also obtain or initiate Texas-Risk Assessment and Management Program (TX-RAMP) Level II Certification from the Texas Department of Information Resources prior to contract execution, or alternatively provide evidence of FedRamp Certification. Additional compliance requirements include completion of a Policy Driven Adoption for Accessibility (PDAA) vendor self-assessment, Voluntary Product Assessment Templates (VPATs), submission of GDPR compliance documentation, and completion of a Risk Assessment addressing information security and ISO 27005:2011 standards. The initial contract term extends for three years from the effective date, with the University holding the option to renew for up to two additional one-year terms under the same terms and conditions. Proposers must maintain comprehensive insurance coverage including workers' compensation with statutory limits, commercial general liability with $2,000,000 aggregate limits, and cyber liability insurance with $10,000,000 per incident coverage. No specific contract volume, pricing, minimum compensation, or maximum service amounts are guaranteed under this RFP or any resulting agreement; however, the University indicates that other UT System institutions may elect to use the resulting contract, potentially creating additional purchase volumes beyond UTHSCSA's initial requirements. All submission materials must be submitted electronically through the University's Euna Procurement Portal and must include the Execution of Offer, Pricing and Delivery Schedule with firm hourly rates, General Questionnaire, Risk Assessment, TX-RAMP Notice or FedRamp certification, GDPR compliance documentation, PDAA assessment, and detailed proposer quotes.