RFP 784-26-2682- Student Success and Mentoring Software

The University of Houston-Downtown is seeking a cloud-based mentoring and student success software platform to enhance student engagement, belonging, persistence, retention, and academic completion through automated, data-driven mentoring relationships. The solution must include robust tools for automated participant matching based on academic interests, career goals, availability, and shared experiences, along with communication, reporting, assessment, and program management functionalities. The platform must be scalable to support multiple mentoring initiatives across the university, reduce administrative workload through automation, and deliver actionable analytics to inform institutional decision-making. Proposals must demonstrate a minimum of five years of experience providing similar solutions to higher education institutions and must comply with Texas Government Code Sections 2155.004 and 2156.007, including conflicts of interest restrictions and state-mandated procurement requirements. The offeror must submit a fully executed Execution of Offer and a Subcontracting Plan as mandatory attachments and adhere to strict formatting guidelines, including a 30-page main proposal limit (60 pages front and back), letter-size paper with spiral or metal ring binding, and PDF format submitted via USB. All proposals must be delivered in two sealed envelopes to the UHD Purchasing Department by the June 30, 2026 deadline and cannot be submitted via the U.S. Postal Service. The selected vendor will be awarded a contract with an initial three-year term and two one-year renewal options, totaling a maximum of five years, with performance targeted to begin in July 2026. The contract requires full integration with existing university systems, including Slate CRM and student information systems, and mandates compliance with FERPA, Texas Public Information Act, and 1 TAC 206 and 213 accessibility standards, supported by a VPAT 2.4 ACR 508 Edition and HECVAT questionnaire. Additional technical requirements include TX-RAMP certification for cloud security and adherence to state bonding laws under Section 2253.021. Insurance provisions require the contractor to maintain primary, non-contributory commercial and automobile liability policies with at least $1 million in combined single limit and a $5 million umbrella policy, naming the University as an additional insured with a waiver of subrogation. The vendor must provide annual insurance certificates, allow for university inspection of services, indemnify the University against claims arising from negligence or violation of law, and ensure data confidentiality under Texas law. Payment terms stipulate that undisputed invoices submitted within 30 days of service completion