Case Management Software

The University of Houston-Downtown is requesting proposals for an enterprise case management software solution through RFP 784-26-2651, posted on March 26, 2026, with an inquiries deadline of April 1, 2026, at 3:00 PM CT and a proposal submission deadline of April 14, 2026, at 3:00 PM CT. The University seeks a configurable, secure, and user-friendly cloud-based platform capable of managing multiple case types including student conduct, Title IX, behavioral intervention, student support, and employee-related cases. The solution must support case intake management, workflow automation, reporting capabilities, and integration with existing University systems such as the Student Information System and Single Sign-On authentication. Vendors must demonstrate a minimum of five years' experience in higher education case management systems and provide at least three references from similar organizations. Proposals will be evaluated on a 100-point scale across seven criteria: Functional Requirements (30 points), Technical Requirements (15 points), Data Security & Compliance (15 points), Implementation & Project Management (10 points), Experience & Qualifications (10 points), Support & Maintenance (10 points), and Cost Proposal (10 points). The evaluation emphasizes quality, completeness, clarity, responsiveness to requirements, comprehensive service offerings, competitive pricing, online database access, compliance with state and federal laws, financial stability, rate stability, robust reporting capabilities, customer support responsiveness, and flexibility. Proposals must be submitted in two individually sealed envelopes containing hard copies (maximum 60 pages) and USB copies to the Purchasing Department at One Main Street, Suite S970, Houston, Texas 77002.

There are no HUB Subcontracting Plan requirements for this procurement, and no set-aside designations are indicated. Respondents must submit a signed Execution of Offer form, complete a General Information Questionnaire, and if applicable, provide a Higher Education Community Vendor Assessment Toolkit (HECVAT) questionnaire completed within the past year and a Voluntary Product Accessibility Template (VPAT 2.4) ACR 508 Edition. Vendors must obtain TXRAMP Certification for cloud computing risks and comply with the Standard Purchasing Agreement, which serves as the University's preferred contract form. Prior to work commencement, successful vendors must provide certificates of insurance evidencing Commercial General Liability coverage ($1,000,000 per occurrence/$2,000,000 aggregate), Professional Liability or Errors & Omission Insurance ($5,000,000 per occurrence), and $5,000,000 in excess/umbrella liability insurance. The resulting contract will have a five-year term with an anticipated start date of June 1, 2026, and the University will evaluate pricing based on upfront costs including licensing and implementation, as well as annual and recurring subscription and maintenance costs. No specific budget range is listed in the RFP documentation provided, and the University reserves the right to conduct oral presentations with selected respondents, make split or multiple awards, or reject all proposals if deemed in its best interest. The contract may be terminated by the University without penalty upon 30 days' written notice.