RFP 2026000068 CCA Alumni Database System

The Community College of Aurora (CCA), a public two-year institution located in Arapahoe County, Colorado, issued RFP 2026000068 to procure and implement a comprehensive, cloud-based alumni database and management platform with customer relationship management (CRM) functionality. The solicitation seeks a vendor to deliver a system that centralizes alumni records management, provides engagement and communication tools, facilitates career and professional development services, supports fundraising capabilities, enables community networking features, and offers analytics and reporting dashboards with integration into existing institutional systems including Banner and Cognos. The platform must comply with FERPA, GDPR, ADA, and WCAG 2.1 accessibility standards, support mobile responsiveness, include single sign-on compatibility, and incorporate robust data security measures. Vendors must demonstrate proven experience implementing alumni databases and CRM systems for higher education institutions, preferably community colleges, and provide qualified project personnel including a project manager, technical staff, data migration specialists, training personnel, and a dedicated account manager. Proposals will be evaluated based on price (20%), experience and qualifications (20%), proposal quality (40%), and references (20%). The solicitation timeline required written inquiries by October 24, 2025 at 4:00 p.m., with responses published by October 31, 2025; proposals are due November 14, 2025 at 4:00 p.m., with an Intent to Award anticipated on December 1, 2025. The initial contract term is scheduled to begin December 15, 2025 and end June 15, 2026, with options to renew for up to four additional one-year periods for a maximum total contract duration of five years.

No specific set-asides, incumbent preferences, or disadvantaged enterprise restrictions are identified in the solicitation, and the RFP does not identify any current incumbent vendor or contractor. The solicitation requires all pricing to be submitted in U.S. dollars and remain valid for a minimum of 120 days from the proposal submission deadline; vendors must provide comprehensive cost proposals including total implementation costs, annual licensing or subscription fees, ongoing support and maintenance costs, optional add-on modules, and total cost of ownership projections for one, three, and five-year periods, though no specific budget range or award value is stated in the available documentation. Notably, the solicitation was subject to Addendum 1, which adjusted the proposal deadline to November 14, 2025, and a Notice of Solicitation Cancellation was issued effective November 3, 2025, indicating that the Colorado Community College System is developing a system-wide database for all 13 colleges within the state, rendering the individual CCA solicitation redundant and no longer subject to award. CCA's submission requirements include a signed Vendor Response Signature Page, completed W-9, reference contacts with detailed information, and a certificate of insurance assurance demonstrating understanding of the project scope. The College reserves the right to award to a single vendor or multiple vendors if determined to be in the best interest of the institution, and all procurement transactions are subject to the State of Colorado Purchase Order Terms and Conditions effective December 26, 2023, which impose requirements for insurance, indemnification, confidentiality, security compliance, and adherence to applicable federal and state laws.