Transcript Processing and Evaluation Software

16 December 2022 Transcript Processing and Evaluation Software Montana State University is looking for software to alleviate challenges with the processing and evaluation of transcripts. 16 December 2022 Open 12/2/2022 5:00 PM MST Type Request for Proposal Close 1/16/2023 2:00 PM MST Number MSU-RFP 23-23 Currency US Dollar Sealed Until 1/16/2023 2:00 PM MST Payment Terms 0% 0, Net 30 16 December 2022 Contacts Cheri Toeniskoetter Cheri.toeniskoetter@montana.edu Phone +1 406-994-3212 16 December 2022 Commodity Codes Commodity Code Description 0910 Computing Equipment & Software - Software 0911 Computing Equipment & Software - Software as a Service (SaaS) 16 December 202216 December 202216 December 202216 December 202216 December 202216 December 202216 December 202216 December 202216 December 2022 mailto:Cheri.toeniskoetter@montana.edu Montana State

University – Bozeman hereinafter referred to as “The University” or “MSU” seeks an automated solution to extract data from college and high school transcripts, log that data in Banner, and facilitate the articulation of college level credit. MSU is seeking qualified Offerors to provide proposals for software and implementation services for Admissions Transcript Evaluation. The software and services should include, but should not be limited to, the following: • Read and extract data from both high school and college transcripts. • Review, reconcile and match transcript data to the appropriate student and school records. Tag unreconciled student and school records for human review. • Load transcript pdfs accurately and appropriately into MSU’s document management system. • Write transcript data to multiple locations associated with a student record in the Banner SIS. • Automate data entry for processes of logging transcript data and articulation of existing transfer credit. Tag articulated records for human review and incomplete records for human intervention. • Maintain a high degree of data accuracy. • Integrate with The University’s ERP, as well as current and future software solutions related to transfer credit. CURRENT ENVIRONMENT The Office of Admissions processed over 14,000 college transcripts for the Fall 2021 incoming class. Transcripts are received in two ways, either in paper or electronic form. Paper transcripts are mailed directly from the transmitting institution to our office. Electronic transcripts are commonly received via National Student Clearinghouse (NSC), or Parchment as a pdf. Nine FTE’s manage the academic transcript process. Paper transcripts are manually scanned as a pdf to Banner Document Management and electronically received pdf transcripts are manually loaded into Banner Document Management, both after being matched to a student record. Transcript data is then manually entered/logged into the applicable screens in Banner – including institution, dates of attendance, degree(s) awarded, credit hours, and GPA. An initial review for transferable credit takes place at that time. During the evaluation/articulation process, line-item data from the transcript is manually keyed-in to the student’s Banner record, and transfer credits are assessed. Most simply a matching class is identified from an existing repository of previously articulated coursework. More complex assessments require in-depth research to determine how closely the course from the sending institution aligns with the related existing MSU course(s) and/or how well it addresses MSU’s general education requirements. The current repository of existing articulations contains coursework from hundreds of institutions, yet 40% or more of transfer credit must be newly assessed and built into that repository. MSU currently uses a highly integrated and localized student information infrastructure that is based on Banner, Banner Document Management, DegreeWorks, Catalog Software, and other software solutions. We provide single-sign-on through Shibboleth, LDAP, or ADFS and pride ourselves in the highest levels of service to our students, quick turnaround times, and academic data integrity. Description Required to View Event Prerequisites Required to Enter Bid 16 December 2022 1. Review and accept the single point of contact information. 2. Review and accept the University's instructions for submitting a proposal. 3. Review and accept the contract term. 4. Review and accept our RFP general information. 5. Review and accept the University's insurance requirements. 6. Review and accept the instructions and schedule for the Offerors' Questions and University's Response. 7. Review and accept the minimum score requirement. 8. Review and accept the University's Right to Investigate and Reject clause. 9. Review and accept the University's Mandatory Requirements clause. 10. Review and accept the University's Cooperative Purchasing clause. 11. Review and accept the Presentation/Demonstration/Interview requirement. 12. Review and accept the University's Debarment clause. 13. Review and accept the Prime Contractor/Subcontractors information. 14. Review and Accept the University's Expanded Data Security Terms. 15. Review and Accept the University's Contract Addendum. 16. Review and accept the attached Contract for Option A solution. Requests for additions or exceptions to the Contract terms, including any necessary licenses, or any added provisions must be submitted to the Procurement Officer referenced above by the date for receipt of questions, as stated in the Schedule of Events. Any request must be accompanied by an explanation of why the exception is being sought and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the Contract. The University will make any final determination of changes to the standard terms and conditions and/or contract. 17. Review and accept the attached Contract for Option B solution. Requests for additions or exceptions to the Contract terms, including any necessary licenses, or any added provisions must be submitted to the Procurement Officer referenced above by the date for receipt of questions, as stated in the Schedule of Events. Any request must be accompanied by an explanation of why the exception is being sought and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the Contract. The University will make any final determination of changes to the standard terms and conditions and/or contract. 16 December 202216 December 202216 December 202216 December 202216 December 202216 December 202216 December 2022 Buyer Attachments 1. Attachment 1 Scope of Work Transcript Software RFP.rtf 16 December 202216 December 202216 December 202216 December 202216 December 202216 December 2022 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTA5NTkzLTEzNDU4MDc4NzRBdHRhY2htZW50IDEgU2NvcGUgb2YgV29yayBUcmFuc2NyaXB0IFNvZnR3YXJlIFJGUC5ydGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1: General Instructions: 1.1 I understand it is my responsibility to check the Public Q&A board before submitting my proposal. 1.2 I understand that to ensure my questions will be answered, they should be submitted to the public Q&A board by December 19, 2022. Questions may be submitted after this deadline but there is no guarantee that late questions will be answered. 1.3 Submit a current W-9. 1.4 Provide company name used on invoices. 1.5 Provide complete remit to address for payments if it differs from the address on the W-9. 1.6 Provide contact information for the contract liaison: __________ is Contractor's liaison. (Address): (City, State, ZIP): Telephone: Cell Phone: Fax: E-mail: 1.7 Provide name, title and email address for Contract signatory. 1.8 The University routes Contracts for signature via DocuSign. Please provide names & emails for additional personnel that should receive a copy of the Contract within your company, other than the Contract’s liaison or signatory stated above. 1.9 Equal Pay for Montana Women. Executive Order No. 12-2016 promoting equal pay for Montana women directs the Department of Administration to include incentives in the RFP process for contractors who engage in best practices to promote wage transparency. These best practices include the following: (a)posting salary ranges in employment listings; (b)certifying that the contractor will not ask about wage history in employee interviews; (c)certifying that the contractor will not retaliate or discriminate against employees who discuss or disclose their wages in the workplace. Offeror indicating it will comply with Executive Order No. 12-2016 will receive 5% bonus points available. Offerors who do not comply will not receive the bonus points. 1.10 I understand that any and all costs associated with my product or service must be disclosed in my proposal. Any and all costs not disclosed in my proposal will be deemed non-applicable. I understand the University is not liable to pay any cost that was not disclosed in my proposal. 1.11 I understand that any additional terms, conditions, etc. that I would like to be considered for inclusion into the final contract must be presented prior to RFP closing. Group 2: Requirements Instructions: 2.1 I understand that if Offeror advances to the final selection process, Offeror may be required to provide a minimum of three (3) references that have used the services of the type proposed in this RFP, preferably within the last three (3) years. These references may be contacted to verify Offeror’s ability to perform the contract. The University reserves the right to use any information or additional references deemed necessary to establish the ability of the Offeror to perform the conditions of the contract. Negative references may be grounds for proposal disqualification. 2.2 Specify how long the individual/company submitting the proposal has been in the business of providing supplies and/or services similar to those requested in this RFP and under what company name. Offeror should provide a complete description of any relevant past projects, including the supply/service type and dates the supplies and/or services were provided. A resume or summary of qualifications, work experience, education, skills, etc., which emphasizes previous experience in this area should be provided for all key personnel who will be involved with any aspects of the contract. 2.3 Provide information as to Offeror’s ability to meet specifications specifically detailed in the Buyer Attachment Section in Attachment 1. Offeror shall respond to each requirement and provide information on its ability to meet these specifications. 2.4 Provide a list of implementations of the proposed products, offered in your RFP response, in the last five years as well as customer Point of Contact information. This information may be used to determine responsibility of the Offeror to perform the required services. 2.5 Provide a work plan and the methods to be used that will convincingly demonstrate to the University what the Offeror intends to do; the timeframes necessary to accomplish the work; and how the work will be accomplished to meet the Contract requirements as more specifically detailed above in the Buyer Attachment Section. 16 December 202216 December 202216 December 202216 December 202216 December 2022 2.6 I understand at the University’s discretion, it may require confirmation of Offeror’s financial stability. Although it is not required to be submitted with Offeror’s proposal, this information may be requested before RFP award and will be scored on a pass/fail basis, at the University’s discretion. Therefore, offerors should be prepared to demonstrate their financial stability to supply, install and support the services specified by: (1) providing financial statements, preferably audited, for the 3 consecutive years immediately preceding the issuance of this RFP, and (2) providing copies of any quarterly financial statements that have been prepared since the end of the period reported by its most recent annual report. 2.7 Please provide a timeline of implementation from signing of contract to the campus being able to start utilizing the solution. If possible, please provide samples of previous implementation timelines and ability of campuses to utilize the product within that timeline. 2.8 Submit your cost proposal using the attached table(s). The total cost(s) for three years (bold box) needs to be inserted in the cost section. Group 3: Evaluation Criteria Instructions: 3.1 I understand the RFP will be evaluated based on the scoring criteria attached. 16 December 202216 December 202216 December 202216 December 202216 December 2022 Product Line Items Product Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Delivery P1 Option B: Vendor Hosted Software 1 LO - Lot Total Cost from Option B Vendor Hosted Software from Cost Proposal worksheet showing total cost for years 1 thru 3. 16 December 202216 December 202216 December 202216 December 2022 Service Line Items Service Line Items 1. Hourly Rate Proposal # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Service Delivery S1 Option A: Cloud Based Software 1 Total Cost from Option A Cloud Based Software from Cost Proposal worksheet from bold box on cost proposal worksheet for years 1 thru 3. 16 December 202216 December 202216 December 2022