PTA Education/Clinical Management

The Virginia Community College System (VCCS) Shared Services Center, on behalf of Virginia's twenty-three community colleges and the System Office, is issuing a Request for Proposals to procure a comprehensive clinical education management software solution for Physical Therapy Assistant (PTA) and Occupational Therapy Assistant (OTA) programs. The required solution must be a secure, cloud-based platform capable of managing clinical site placement, student tracking, hour and requirement tracking, communication between institutions and clinical sites, assessment tools, compliance tracking, contract management, and accreditation reporting. The vendor must demonstrate expertise in healthcare program management and provide detailed vendor information including three years of financial statements, customer references, a security risk management overview, and an account management plan. The solution must comply with WCAG 2.1 Level AA accessibility standards, FERPA, HIPAA, and Virginia data security requirements, and must support SAML 2.0 SSO integration with VCCS RapidIdentity. Evaluation criteria include functionality and technical capability (40%), usability, accessibility, and integration (25%), vendor experience and support (15%), small and women-owned business participation (10%), and proposed pricing (10%). Proposals are due by April 21, 2026, with written questions accepted through April 13, 2026, directed to Steve Urbaniak at surbaniak@ssc.vccs.edu. Proposals must not exceed 100 pages (excluding the complete RFP and attachments) and must use a minimum 11-point font size.

No specific set-aside designations are mandated; however, small and women-owned business (SWAM) participation is weighted at 10% of the evaluation criteria, providing preference for vendors with SWAM involvement. Vendors must provide a SOC 2 Type II certification or equivalent (FedRAMP or ISAE 3000 Type 2) to demonstrate security compliance. The resulting contract will have an initial term of five years with up to five one-year renewal periods at VCCS's sole discretion, though no incumbent vendor or current contractor is identified in the solicitation. There is no guarantee of purchase orders from the twenty-three VCCS colleges and System Office, as utilization of any awarded contract is optional for each institution. The RFP does not specify a stated budget range or award value; however, vendors must submit a completed pricing schedule as part of their proposal. The Commonwealth reserves the right to make multiple awards and may reject any or all proposals.