RFI - Alaska Vocational Technical Center (AVTEC)

Request for Information (RFI) - AVTEC - Campus Management System Introduction: The Department of Labor and Workforce Development, AVTEC, is seeking information from qualified vendors capable of providing a comprehensive campus management system. Background Information: AVTEC is a postsecondary vocational training institution that provides career and technical education programs to a diverse student population across multiple disciplines. The institution requires a centralized system to manage academic, administrative, and operational functions. AVTEC currently utilizes a campus management system delivered under a Software as a Service (SaaS) model, supported by professional services engagements for configuration, reporting, and system enhancements. Through this RFI, the State is seeking information on modern solutions that improve efficiency, usability, and long-term sustainability. The desired system should support, at a minimum, the following functional areas: Student Management: Admissions, enrollment, student records, attendance tracking, and student lifecycle management Scheduling: Course scheduling, instructor assignments, and resource allocation Reporting and Analytics: Standard reports, ad-hoc reporting, dashboards, and compliance reporting Property Management: Tracking and management of institutional assets and equipment Facilities Requests: Work order management, maintenance tracking, and facilities scheduling Additionally, AVTEC is interested in solutions that: Reduce reliance on vendor-driven time and materials services Provide robust configuration capabilities for internal staff Offer clear and transparent pricing models Support integration with other enterprise systems (e.g., finance, HR, learning management systems) Ensure strong data ownership, accessibility, and portability Meet applicable security and data protection standards Cloud-based (SaaS) solutions are preferred; however, vendors may also provide information on alternative deployment models. Response Information: Vendors who believe they can provide the products or services described in this RFI are invited to submit a written response. Responses should include sufficient details to assist the State in understanding the vendor's capabilities and proposed solution. At a minimum, responses should include: Company Information: Background, experience, and qualifications, particularly with similar institutions or government entities Solution Overview: Description of the campus management system, including key features and functionality Implementation Approach: Typical implementation process, timeline, and resource requirements Pricing Structure: General pricing model, including licensing/subscription, implementation, and ongoing support costs Service Model: Description of professional services, including whether services are fixed price or time and materials Customization & Configuration: Ability for system configuration by client staff versus vendor reliance Integration Capabilities: Available APIs and experience in integrating with other systems Data Ownership: Policies regarding ownership, access, and export of customer data Reporting Capabilities: Built-in and ad hoc reporting tools Support & Training: Ongoing support model and training options Security & Compliance: Security standards, certifications, and data protection practices References: At least three (3) client references Important Notice: This RFI is issued for informational and planning purposes only and does not constitute a solicitation. This RFI does not obligate the State of Alaska to issue a solicitation, award a contract, or pay any costs incurred in the preparation of a response. Submission of a response does not create any rights or expectations for participating vendors. Procurement Officer contact information: Interested parties must submit a written response by Monday, April 13th, at 3:00 p.m. Alaska Standard Time (AKST). Responses may be sent by E-mail to the address listed below. All questions must be directed to the person listed below via email. Department of Labor and Workforce Development Attention: Jetta Denny - Procurement Officer Phone: (907)465-5990 Email: dol.vendor.response@alaska.gov Notice to Vendors: Pursuant to Administrative Order 352, (a) any person or business determined to support or participate in a boycott of the State of Israel will be disqualified from any procurement related to this Request for Information; and (b) the support of or participation in a boycott of the State of Israel by a person or business contracting with the State of Alaska under AS 36.30 constitutes grounds for termination of the contract. Administrative Order 352 does not apply to a contract if the person or business has fewer than 10 employees; or the amount to be paid under the contract, excluding renewals and options available under the contract, is less than $100,000.