Utah Tech University - Virtual Tour Platform and Content Development Services

Utah Tech University is soliciting proposals through a Request for Proposal (RFP 26-0422) for the design, development, and implementation of a virtual campus tour platform with integrated content development services. The procurement seeks a modern, interactive, mobile-friendly virtual experience that showcases academic buildings, student life, housing, and campus resources while integrating seamlessly with the Institution's Element451 enrollment management system. Key deliverables include a fully interactive self-guided tour with 360-degree imagery, ADA/WCAG compliant mobile-first design, inquiry capture and tracking capabilities, in-depth analytics dashboards, AI capabilities, lead source functionality, and long-term scalability for updates and enhancements. Minimum vendor qualifications include a five-year business history, software integration capability with both Ellucian Banner and Element451, demonstrated experience with universities exceeding 10,000 students, and user-friendly interfaces with personalized tour features. The RFP was posted May 1, 2026, with an Intent to Bid due May 8, 2026, questions deadline May 13, 2026, and proposal submission deadline May 20, 2026 at 5:00 PM MST. Evaluation will be based on company qualifications and relevant experience (10 points), relevant experience and past performance (20 points), creative approach and methodology (35 points), work plan and deliverables (30 points), and references (5 points), for a total of 100 points, with potential additional points awarded for demonstration rounds if interviews are deemed necessary. The University anticipates awarding the solicitation within 30 days of the submission deadline, with an expected project start date in Summer 2026.

The RFP does not identify specific set-aside designations or restrictions on organization types eligible to respond. No incumbent vendors or current contractors are listed in the procurement documents. The solution must integrate seamlessly with the Institution's existing Element451 enrollment management system as well as Ellucian Banner software infrastructure. All vendors must comply with critical operational and compliance requirements including FERPA compliance if accessing student records, Family Educational Rights and Privacy Act restrictions, reasonable security controls for University data, and maintenance of data centers exclusively within the United States; additionally, vendors are expressly prohibited from using University data to train artificial intelligence or machine learning systems without prior written consent. The contract includes a two-year initial term with annual renewal options extending up to five years total, subject to satisfactory performance, available funding, and institutional need. The maximum annual budget for this project is $36,000, with all proposals required to be fully compliant with this funding limitation and proposals exceeding this amount deemed non-responsive; vendors must provide transparent, itemized pricing that clearly separates one-time implementation costs from annual recurring costs, including hosting and maintenance fees, with pricing valid for a minimum of 90 days. Standard payment terms are Net 30, with no prepayments or advance payments permitted unless explicitly approved in writing prior to award.