Student Experiential Learning Placement Tracking Software

The contract revolves around Eastern Washington University’s (EWU) initiative to acquire a comprehensive software solution to manage student experiential learning placements across its College of Health Science and Public Health and College of Professional Programs. The university seeks a system capable of handling diverse onboarding tasks, placement tracking, compliance documentation, and communication with clinical sites, with features supporting HIPAA, background checks, immunizations, certifications like CPR and BLS, and integration with existing systems such as Banner and Canvas. The procurement process is initiated through a non-binding Request for Information (RFI), posted on September 2, 2025, with responses due by October 10, 2025. Vendors are required to submit a signed Letter of Intent and a completed questionnaire, with optional product literature, via email to the designated contact. The RFI aims to gather market capabilities to inform a future, more formal solicitation, such as an RFP, which will establish detailed evaluation criteria and contractual terms. The solicitation emphasizes that responses are for informational purposes only, with no obligation on EWU’s part to purchase or proceed to a contract. It does not specify detailed pricing structures, quantities, or line-item breakdowns but invites vendors to describe their pricing models and support for large-scale deployment within a budget range of approximately $50,000 to $250,000. The document contains specific requirements related to health and safety compliance, data migration, and system functionalities but does not include binding clauses on inspection, acceptance, packaging, or shipping, as the focus is on electronic software solutions. Additionally, the process involves standard regulatory references, primarily the Washington State Public Records Act, and requires vendors to provide basic business identification and legal status information, without federal certifications or representations. Overall, the contract establishes a framework for market research to identify suitable software providers capable of supporting EWU’s student placement and onboarding needs in a flexible, compliant, and integrated manner.