Sophomore Junior Senior Search Campaign

Project Overview St. Cloud Technical & Community College is requesting proposals to assist in further developing a student early alert system and student intervention processes. Technical/Functional Requirements • Identify at-risk students. • Provide case management platform/database for managing interventions, student intake, history, notes, success plans, ability to upload supporting documents, and other retention intervention strategies. • Provide referrals to additional support services, campus offices, and other networks. • Integrate with SCTCC’s LMS (D2L) • Integrate with SIS (currently ISRS, migrating to Work Day/Next Gen), • Integrate with email and calendar systems (currently Outlook/Microsoft 365). • Provide email notifications to students and other users as needed. • Provide text messages to students in both a one-to-one and one-to-many platform. • Provide customizable templates for notifications to students and end users. • Provide metrics for student success, allowing to

easier cohort, triage, and tier student responses. • Provide SSO option for seamless student experience. • Provide an ability for multiple “kiosks” or student facing self-help areas within departments. • Provide robust reporting mechanisms for admins, end users, etc., to be able to easily cohort, sort, and analyze student populations. Ability to conduct reports on the user end, rather than the backend via an admin. • Provide analytics. • Provide robust support services for installation, implementation, and continued development of software. • Provide support in developing internal processes, work flows and other means in supporting institutional adoption of software. • Provide mobile capabilities for students and/or end users to interface with the software. • Ensure date is secured and data security practices are continually refined and enhanced as needed. • Ensure compliance with FERPA, HIPPA, and other federal and state regulations involving student data practices. Additional Requests • Work with SCTCC team to target implementation prior to the start of Fall 2024, August 19, 2024, including onsite training for faculty/staff August 15-16, 2024. • Provide demonstrations of product(s) for faculty and staff by May 1, 2024. • Provide a schedule or suggested cadence of ongoing training and development to maximize the value of the early alert system throughout the life of the contract. Pre-award Informational Meeting Provide demonstrations of product(s) for faculty and staff by May 8, 2024. Contact Andrew Pflipsen at andrew.pflipsen@sctcc.edu to schedule demonstrations. Evaluation Factors The following factors and their identified weight will be used to evaluate responses: Description No Factor Weight 1. Adherence to Minnesota State Terms and Conditions 4% 2. Training Plan 16% 3. Price in relation to level of service to be provided 20% 4. Technology, Workplan, and Customer Support 20% 5. Accessibility and Reporting Capabilities 20% 6. Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 20% Total 100% Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Selection Process The selection process includes an ad hoc work group comprised of student services staff and administration, faculty from each division, and SCTCC’s College Information Officer. This group will evaluate the proposals and make the final decision. Contract Terms SCTCC desire to enter into a contract with the successful Vendor(s) effective July 1, 2024 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be 3 to 5 years. If Minnesota State/SCTCC and Vendor are unable to negotiate and sign a contract by June 1, 2024, then Minnesota State/SCTCC reserve the right to seek an alternative Vendor(s). Required to View Event Prerequisites Required to Enter Bid 24 April 2024 1. Please review the background of Minnesota State 2. Please review the Notice and Authority 3. This RFP includes and incorporates Minnesota State Terms and Conditions. Responders should be aware of the terms and conditions in preparing responses to this event. Much of the language reflected in any resulting contract with Minnesota State is required by statute. If you take exception to any of the language in the terms and conditions, you must indicate those exceptions in your response to the RFP; certain exceptions may result in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your response to the RFP will be available for discussion or negotiation. 4. Please review the Definitions to the RFP 5. Please review the Organizational Conflict of Interest policy 6. Please review and accept the Authorized Response Certification Statement. 7. Please review and agree to the Duration of Offer agreement 8. Please review the Terms of Payment 9. Required Documentation: Affidavit of Non-Collusion. Please download the attached document, complete, sign, notarize, and upload completed form with response. 10. Affirmative Action Requirements: Please review and download declaration page, complete, sign, and upload completed from with response. 11. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming Supplier Diversity must complete this form. Others can skip. 12. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming TG/ED/VO preference must complete this form. Others can skip. 24 April 202424 April 202424 April 202424 April 202424 April 202424 April 202424 April 2024 Buyer Attachments 1. 2024 Expense Reimbursement 2. Sample P/T Contract 24 April 202424 April 202424 April 202424 April 202424 April 202424 April 2024 https://www.minnstate.edu/system/templates/docs/CommissionersPlan.pdf https://www.minnstate.edu/system/templates/docs/4_PTServices-Template.docx Questions Required Questions Group 1: Adherence to Minnesota State Terms and Conditions Instructions: 1.1 Minnesota State presumes a responder agrees to the terms and conditions as listed in the prerequisites of this solicitation unless a responder takes specific exceptions. The responders must explicitly list all exceptions to the terms and conditions. If no exceptions exist, type in "None" in the space provided. If exceptions exist, please include the Clause, Page Number, Suggested Change to the Clause and Explanation. 1.2 Conflicts of Interest. Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this RFx. The responder must explicitly list all the name of the entity, the relationship and the conflict. If no conflict exist, type in "None" in the space provided. 1.3 Provide a sample software license agreement, maintenance agreement, or any other documents pertinent to your product. Group 2: CRITERIA: IDENTIFY/FLAG AT-RISK STUDENT Instructions: The College requests proposers to provide responses to all of the sections listed below. These sections include features requested or desired by the College in the early alert system. Where appropriate, please indicate if the feature is: available as part of the standard package; available but at an additional cost; available but requires customization; planned for a future release; or not available currently and not in planning for the foreseeable feature. 2.1 Describe the software's ability to define and customize alerts based on identified indicators (e.g. poor attendance, low assignment or quiz scores, excessive absences, etc.). Can the indicators vary by cohort? 2.2 Describe the software's ability for faculty and staff to flag students based on identified indicators (e.g poor attendance, low assignment or quiz scores, excessive tardiness, etc.) 2.3 Describe the software's ability to identify students automatically from within the course management system (D2L) and ISRS/Work Day. 2.4 Describe how the system can assess and track students with varying academic standings (academic warning, probation, suspension, etc). Group 3: CRITERIA: INTERVENTION & CASE MANAGEMENT CAPABILITIES Instructions: The College requests proposers to provide responses to all of the sections listed below. These sections include features requested or desired by the College in the early alert system. Where appropriate, please indicate if the feature is: available as part of the standard package; available but at an additional cost; available but requires customization; planned for a future release; or not available currently and not in planning for the foreseeable feature. 3.1 Describe how the software offers a centralized student folder system where faculty/staff can view and manage individual student's personalized intervention, meeting history, and follow-up. 3.2 Describe the software's ability for faculty/staff to maintain notes from student meetings and share notes (or keep confidential) with other personnel based on institutional roles. 3.3 Describe the software's ability for student profiles to be shared from faculty/staff to faculty/staff for as long as student is enrolled. 3.4 Describe the software’s ability for student data to be controlled and federally compliant with respect to FERPA, HIPPA, and other requirements. Group 4: CRITERIA: COMMUNICATION TOOLS Instructions: The College requests proposers to provide responses to all of the sections listed below. These sections include features requested or desired by the College in the early alert system. Where appropriate, please indicate if the feature is: available as part of the standard package; available but at an additional cost; available but requires customization; planned for a future release; or not available currently and not in planning for the foreseeable feature. 4.1 Describe the software's ability and methods used to automatically notify students/faculty/staff of alerts pertaining to them. 4.2 Describe the software's ability for faculty/staff to provide updates on student issues and "close the loop" so that faculty/staff know the students issues were addressed. 4.3 Describe the software's ability to automatically notify college personnel when flags are raised or issues are resolved with students who are connected to a particular faculty/staff member. 4.4 Describe the software's ability to send emails, text messages, and/or other high-tech communications that may integrate with existing SCTCC platforms (Zoom, Outlook, D2L). 4.5 Describe the process for faculty to identify at-risk students. 24 April 202424 April 202424 April 202424 April 202424 April 2024 4.6 Describe the software's ability and process for connecting with SCTCC student support areas, including but not limited to the Center for Academic Success, TRIO, Academic Advising, Career Services, and Financial Services. 4.7 Describe how and through which features students can opt out. 4.8 Explain how the system allows students/faculty/staff the ability to schedule meetings online and integrate with existing calendars in Outlook. 4.9 Describe any message templates provided by the vendor for email, text, or other notifications; how they are derived, the ability for institutional customizations, and how effectiveness is assessed. Group 5: CRITERIA: SYSTEM FOR TRACKING STUDENTS Instructions: The College requests proposers to provide responses to all of the sections listed below. These sections include features requested or desired by the College in the early alert system. Where appropriate, please indicate if the feature is: available as part of the standard package; available but at an additional cost; available but requires customization; planned for a future release; or not available currently and not in planning for the foreseeable feature. 5.1 Describe how the software uses and displays information that is maintained in other central repositories of student data (D2L, ISRS/Work Day). 5.2 Describe the software's ability to indicate progress, success or failure of action plan/intervention. 5.3 Describe the software's ability to target groups or cohorts of students (i.e. honors, student athletes, 1st gen, academic warning, etc.) Group 6: CRITERIA: OTHER CONSIDERATIONS Instructions: The College requests proposers to provide responses to all of the sections listed below. These sections include features requested or desired by the College in the early alert system. Where appropriate, please indicate if the feature is: available as part of the standard package; available but at an additional cost; available but requires customization; planned for a future release; or not available currently and not in planning for the foreseeable feature. 6.1 Explain how the system uses predictive modeling analysis based on various student factors, institutional factors, and/or external factors (e.g. placement scores, previous college coursework, high school GPA, persistence). Please specify if this feature is currently available, if it is part of the base cost or an additional cost, or slotted for future development. 6.2 Can implementation of analytics use a phased approach? (e.g. year 1 consists of refining base software practices, year 2 introduces analytics models) 6.3 Please list any other key feature(s) or service(s) which distinguishes your product or is unique to your company that we should consider in our selection process. 6.4 Please describe how existing data within our current early alert system (Starfish) may or may not be integrated with a new platform. Group 7: CRITERIA: REPORTING CAPABILITIES Instructions: The College requests proposers to provide responses to all of the sections listed below. These sections include features requested or desired by the College in the early alert system. Where appropriate, please indicate if the feature is: available as part of the standard package; available but at an additional cost; available but requires customization; planned for a future release; or not available currently and not in planning for the foreseeable feature. 7.1 Describe the software's ability to provide customized reports for administrative users. 7.2 Describe the software's ability to provide customized reports directly to students. 7.3 Describe how students records are changed once the intervention has been completed or a student is no longer in attendance. 7.4 Describe the software's ability to identify trends and issues based upon target groups/cohorts of students. 7.5 Describe how data can be exported for statistical analysis. Group 8: CRITERIA: TECHNICAL CONSIDERATION Instructions: The College requests proposers to provide responses to all of the sections listed below. These sections include features requested or desired by the College in the early alert system. Where appropriate, please indicate if the feature is: available as part of the standard package; available but at an additional cost; available but requires customization; planned for a future release; or not available currently and not in planning for the foreseeable feature. 8.1 Describe how the software supports integration/interface with ISRS, Work Day/Next Gen, Outlook, Zoom Phones, and D2L. 8.2 Describe the system's authentication capabilities. 8.3 Provide an overview of necessary hardware and software specifications and requirements. 24 April 202424 April 202424 April 202424 April 202424 April 2024 8.4 Do you offer a hosted solution and local install? If yes to both, please provide answers for both scenarios. If you provide a hosted solution, how would we access our data in the event the company goes out of business? 8.5 Describe the security model, including network, data, and application security. Detail the measures for securing and storing the college's confidential data. Detail the levels of encryption that the early alert system utilizes. 8.6 Describe the levels of access or restriction relating to the early alert users. Can users set their own security, and if so, how? 8.7 Has a third party firm audited the early alert software for security? 8.8 How does the system scale to support growing user populations? 8.9 How often does the early alert system perform infrastructure maintenance, and how is notification provided to customers of scheduled downtime? 8.10 How frequently do upgrades occur? Describe a typical upgrade process. Can customers control the timing of software upgrades? What support is provided during the upgrade process? Are customizations affected by any upgrades? If so, who is responsible for the work to re- customize? 8.11 Does your company meet the guidelines of Section 508 of the Rehabilitation Act of 1973 as amended and Web Content Accessibility Guidelines (WCAG) 2.0 (https://www.w3.org/TR/WCAG20/)? 8.12 Does your company meet the guidelines of Section 508 of the Rehabilitation Act of 1973 as amended and Web Accessibility Guidelines (WCAG) 2.1 (https://www.w3.org/TR/WCAG21/#new-features-in-wcag-2-1)? 8.13 A completed response to the linked Voluntary Product/Service Accessibility Template(s)®(VPAT) for all software, hardware, and websites as applicable (https://mn.gov/mnit/about-mnit/accessibility/it-procurement.jsp guidance available in the ‘Products’ tab). The response must contain adequate information to evaluate the responsiveness to the accessibility standards. Complete the attached VPAT form or equivalent on your solutions accessibility. Group 9: CRITERIA: PRICING QUOTATION Instructions: The College requests proposers to provide responses to all of the sections listed below. These sections include features requested or desired by the College in the early alert system. Where appropriate, please indicate if the feature is: available as part of the standard package; available but at an additional cost; available but requires customization; planned for a future release; or not available currently and not in planning for the foreseeable feature. 9.1 Provide all pricing that will apply to a hosted and/or locally installed model of the proposed software solution for a three and a five year contract. 9.2 Prices should include Hosting (if applicable) Right to Use Licenses and Maintenance. 9.3 Break out pricing as necessary to include, if applicable, prices per module, and identify one time versus recurring costs for One-time fee, Annual Fee, 3yr Annual Fee, 5yr Additional Fees. 9.4 Break out pricing as necessary to include, if applicable, prices per module, and identify one time versus recurring costs for Software License fees. 9.5 Break out pricing as necessary to include, if applicable, prices per module, and identify one time versus recurring costs for Software Maintenance fees. 9.6 Break out pricing as necessary to include, if applicable, prices per module, and identify one time versus recurring costs for Hosting (if applicable). 9.7 Break out pricing as necessary to include, if applicable, prices per module, and identify one time versus recurring costs for Implementation. 9.8 Break out pricing as necessary to include, if applicable, prices per module, and identify one time versus recurring costs for Training. 9.9 Break out pricing as necessary to include, if applicable, prices per module, and identify one time versus recurring costs for Support. 9.10 List all additional charges. Group 10: CRITERIA: SUPPORT Instructions: The College requests proposers to provide responses to all of the sections listed below. These sections include features requested or desired by the College in the early alert system. Where appropriate, please indicate if the feature is: available as part of the standard package; available but at an additional cost; available but requires customization; planned for a future release; or not available currently and not in planning for the foreseeable feature. 10.1 Please describe the Customer Support policy. Include information about response times, escalation policies, and hours of operation. 24 April 202424 April 202424 April 202424 April 202424 April 2024