SLED Opportunity · TEXAS · COLLIN COUNTY COMMUNITY COLLEGE
AI Summary
Collin College requests proposals for a consultant to conduct a comprehensive Student Enrollment Services and Staffing Study to optimize enrollment programs and staffing for student success.
Collin College is seeking a consultant to conduct a comprehensive Student Enrollment Services and Staffing Study (staffing type and level assessment) for the District. The purpose of this study is to determine the optimal structure, type, level, and quality of student enrollment programs, personnel, and support services required to meet the Board of Trustees’ commitment to student success.
Please use the See What Changed link to view all the changes made by this addendum.
Formula = (Lowest bid x price points)/vendors bid amount
Demonstrated experience conducting student enrollment or student affairs assessments.
Experience with higher education institutions, preferably community colleges.
Capacity to provide required services and adhere to timelines.
Acceptance of contract requirements and ability to collaborate with college leadership.
0=Unacceptable; response lacks sufficient detail for proper evaluation
1=Unsatisfactory; response is missing a significant amount of detail/information
2=Average; response included the minimum required detail/information
3=Above average; response was detailed and met the minimum needs of the District
4=Outstanding; response was detailed and adequately meets the needs of the District
5=Superior; response was highly detailed and meets and exceeds the needs of the District
Understanding of the project scope and objectives.
Quality and clarity of methodology and approach.
Strategies for assessing engagement outcomes, staffing effectiveness, and organizational design.
0=Unacceptable; response lacks sufficient detail for proper evaluation
1=Unsatisfactory; response is missing a significant amount of detail/information
2=Average; response included the minimum required detail/information
3=Above average; response was detailed and met the minimum needs of the District
4=Outstanding; response was detailed and adequately meets the needs of the District
5=Superior; response was highly detailed and meets and exceeds the needs of the District
I have read and understand the response requirements, including insurance requirements, contained herein, and further agree to abide by and accept all Terms, Conditions, and Scope of Work.
The mandatory RFP requirements shall become contractual obligations if a contract ensues. Failure of successful Respondent to accept these obligations may result in the rejection of the proposal.
In accordance with Texas Government Code, Chapter 552.0222, contracting information is public and must be released unless excepted from disclosure under this chapter. Upon request, the District is required to release the overall or total price the District will or could potentially pay, including overall or total value, maximum liability, and final price.
Contract shall commence upon the date of award, or as otherwise indicated in this solicitation, and continue for a three-year period.
The initial term of the contract shall be for a period of one (1) year, commencing upon the date of award or date specified and may be renewed for two (2) additional one-year periods upon mutual agreement and Board approval.
The initial term of the contract and any subsequent renewals shall be negotiated with the selected provider(s) prior to the award of the contract. The initial term of the contract and any subsequent renewals shall be subject to Board of Trustees approval.
Contract shall commence upon the date of award, or as otherwise indicated in this solicitation, and continue for a five-year period.
As permitted under Interlocal Cooperation Act C Texas Government Code, Chapter 791, other governmental entities may wish to also participate under the same terms and conditions contained in this contract. If this bid does not specifically list additional entities, each entity wishing to participate must have prior authorization from Collin College and the vendor. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the entity requiring supplies/services. Collin College shall not be held responsible for any orders placed, deliveries made or payment for supplies/services ordered by the entities. Bidder is to state their willingness to allow other governmental entities to participate in this contract, if awarded.
This solicitation is being conducted and awarded on behalf of Collin County Community College District (District) and the following members of the Collin County Governmental Purchasers' Forum (CCGPF): TBD
Estimated expenditures for each participating agency are listed in the Special Terms and Conditions of the solicitation. Pricing, terms, and conditions awarded under this contract will apply to all participating agencies. The Collin County Governmental Purchasers’ Forum reserves the right to add or delete participating entities as needs arise or changes occur throughout the contract period.
If your company provides a discount for early payment, indicate discount here. This will not be considered an evaluation factor in the award of the solicitation.
By confirming, I agree to provide the insurance coverages described in the Standard Insurance Requirements Section within 10 working days if selected to perform work for the District. I also agree to provide the District evidence of insurance coverage on any and all subcontractors performing work on the project.
Note: This statement must be acknowledged prior to submitting your response. You are stating that you do have the required insurance and if selected to perform work for the District, will provide the certificates of insurance with the above requirements and endorsements to the District. A PURCHASE ORDER OR CONTRACT WILL NOT BE ISSUED WITHOUT EVIDENCE OF INSURANCE AND ACCEPTANCE BY THE DISTRICT PURCHASING DEPARTMENT.
If awarded this contract, the vendor shall be required to provide cyber and privacy insurance. By checking this box, you acknowledge that your company will be able to provide the required insurance.
Texas Government Code § 2054.0593 mandates that state agencies, as defined by Texas Government Code § 2054.003(13), must enter or renew contracts to receive cloud computing services that comply with Texas Risk and Authorization Management Program (TX-RAMP) requirements. Contracts for cloud computing services and cloud offerings subject to TX-RAMP Level 2 certification must obtain a TX-RAMP certification to contract with state agencies or institutions of higher education and public community colleges on or after January 1, 2022. Additional information related to TX-RAMP certification is available on the Texas Department of Information Services website: https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp.
In order to be considered eligible for award of this RFP, Respondent’s cloud computing services and offerings must have achieved either Level 2 Certification or TX-RAMP Provisional Certification approved by the Texas Department of Information Services (DIR) at the time the RFP closes. Upon request, a successful Respondent shall provide all documents and information necessary to demonstrate Respondent’s compliance with TX-RAMP. A successful Respondent shall also maintain program compliance and certification throughout the term of such contract, including providing all quarterly and ongoing documentation required by the DIR Program Manual and any other continuous monitoring documentation or artifacts required by Collin College.
Please indicate the current status of your company’s TX-RAMP certification.
The parties acknowledge that adherence by Contractor to the completion schedule set forth herein is essential to this Agreement. It is agreed by the parties that the actual damages which might be sustained by District by reason of the breach by Contractor of its promise to complete in accordance with the provisions hereof are uncertain and would be difficult to ascertain; it is further agreed that the sum of provisions hereof are uncertain and would be difficult to ascertain; it is further agreed that the sum TBD for each day that completion is overdue would be reasonable and just compensation for such breach, and Contractor hereby promises to pay such sum as liquidated damages, and not as a penalty, in the event of such breach.
By checking this box, you affirm that you are duly authorized to execute this contract, that this company, corporation or firm has not prepared this bid in collusion with any other bidder, and that the contents of this bid as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid.
The awarded vendor(s)shall be required to sign the attached Non-Disclosure Agreement should it be determined that the vendor will have access to certain confidential information such as, but not limited to, personally identifiable information concerning students, faculty or staff of the District, other employee information, data and results, information relating to the District's computer systems and communications network, including information stored thereon, information relating to the District's finances and information supplied to the District in confidence by third parties. The NDA is not required to be submitted with the vendor's response to the solicitation, but will be submitted upon notification of award should the agreement be required.
Purchase order distribution will be via e-mail. Enter a Contact Person's name, e-mail, and phone number.
Pursuant to the provisions of Subtitle F, Title 10, Texas Government Code 2252.152 (CONTRACTS WITH COMPANIES ENGAGED IN BUSINESS WITH IRAN, SUDAN, OR FOREIGN TERRORIST ORGANIZATION PROHIBITED) a governmental entity may not enter into a governmental contract with a company that is identified on a list prepared and maintained under Texas Government Code Section 806.051, 807.051, or 2252.153. http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.806.htm#806.051 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.807.htm#807.051 Sec. 2252.153. LISTED COMPANIES. The comptroller shall prepare and maintain, and make available to each governmental entity, a list of companies known to have contracts with or provide supplies or services to a foreign terrorist organization. Sec. 2252.154. EXCEPTION. Notwithstanding any other law, a company that the United States government affirmatively declares to be excluded from its federal sanctions regime relating to Sudan, its federal sanctions regime relating to Iran, or any federal sanctions regime relating to a foreign terrorist organization is not subject to contract prohibition under this subchapter.
Divestment Statute Lists links. https://comptroller.texas.gov/purchasing/publications/divestment.php
Pursuant to Section 2271.002 of the Texas Government Code, a governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it:
(1) does not boycott Israel; and
(2) will not boycott Israel during the term of the contract.
Respondent certifies that either (i) it meets an exemption criteria under Section 2271.002; or (ii) it does not boycott Israel and will not boycott Israel during the term of the contract resulting from this solicitation. Respondent shall state any facts that make it exempt from the boycott certification in its Response.
Exemption criteria includes the following:
“Boycott Israel” is defined to mean refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes. “Company” is defined to mean a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists to make a profit.
If Respondent is required to make a verification pursuant to Section 2276.002 of the Texas Government Code, Respondent verifies that Respondent does not boycott energy companies and will not boycott energy companies during the term of the Contract. If Respondent does not make that verification, Respondent must so indicate in its Response and state why the certification is not required.
Legislative Authority: TEX GOV’T CODE § 2276.002
Guidance: EXCEPTIONS: Clause only applies to contracts and contractors that meet the following criteria: (i) a “company” within the definitions of Section 2276.001(2) of the Tex. Gov’t Code; (ii) with 10 or more full-time employees; and (iii) with a contract to be paid a value of $100,000 or more wholly or partially from public funds of the governmental entity.
The clause does not apply to a governmental entity that determines the requirements of Section 2276.002 (b) of Tex. Gov’t Code are inconsistent with its duties related to debt obligations or funds as described in Section 2276.002 (c) of the Tex. Gov’t Code.
*Term "company" does not include a sole proprietorship
If Respondent is required to make a verification pursuant to Section 2274.002 of the Texas Government Code, Respondent verifies that it (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. If Respondent does not make that verification, Respondent must so indicate in its Response and state why the verification is not required.
Legislative Authority: TEX GOVT CODE CH. 2274
APPLICABILITY: This clause applies only to a contract that:
Pursuant to Executive Order GA-48, issued by Governor Greg Abbott on November 19, 2024, the Supplier certifies that neither the company, nor any of its holding companies, subsidiaries, or affiliates, is:
A. Listed in Section 889 of the 2019 National Defense Authorization Act (NDAA); or
B. Listed in Section 1260H of the 2021 National Defense Authorization Act (NDAA); or
C. Owned by the government of a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4; or
D. Controlled by any governing or regulatory body located in a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4.
The Supplier further certifies that it does not engage in any contractual, business, or operational activities that would otherwise grant access, control, or influence to an entity meeting any of the above-listed criteria.
If at any time during the term of the contract, the Supplier becomes aware of any such affiliation or activity, it shall immediately notify Collin College Procurement Services. The contract may be subject to termination, and the Supplier may face legal action as deemed necessary by the College.
In accordance with Government Code, 2252.908, certain businesses awarded contracts that either: (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed; or (2) has a value of at least $1 million, shall be required by state law to complete online, print and sign the Certificate of Interested Parties Form 1295 and submit to the Purchasing staff member listed in the solicitation. For a list of Frequently Asked Questions you can go to: https://www.ethics.state.tx.us/whatsnew/FAQ_Form1295.html. The form must be submitted at https://ethics.state.tx.us/filinginfo/1295/. The disclosure requirement applies to a contract entered into on or after January 1, 2016. Documentation must be returned to us within ten (10) calendar days from receipt of this e-mail. Businesses qualifying for exemption under Government Code 2252.908 (c) are not required to submit this form.
The mandatory RFP requirements shall become contractual obligations if a contract ensues. Failure of successful Respondent to accept these obligations may result in the rejection of the proposal. Exceptions taken to any requirement within the solicitation must be addressed in your response attachments. A copy of or link to your standard terms and conditions is not be acceptable and may result in rejection of your response.
In order to be considered a responsible prospective offeror, offeror shall be an established firm, which has been in continuous operation as a provider of contracted custodial services for a period of not less than two (2) years. The bidder shall present evidence of clients for whom the bidder currently, or within the past year, has successfully serviced a facility of not less than #00,000 square feet or more of comparable space, including names, addresses, e-mail addresses, and phone numbers of contacts. Of client references furnished, at least one contact must be for labor provided during a similarly scheduled time as required in this bid. References need to be submitted in the Response Requirements section. Bidder acknowledges that they understand and meet this requirement by checking this box.
The awarded vendor shall be required to provide a list of paper products and supplies that have been used to the Facility Manager on an annual basis or as requested.
The vendor shall be covered by an Employee dishonest Blanket/Coverage or a Janitorial Bond for $25,000 minimum.
All persons performing work under this contract must be an employee of the Vendor.
All prices offered herein shall be firm against any increase for one (1) year from the effective date of the contract. At least sixty (60) days prior to the commencement of subsequent renewal terms, the District may entertain a request for escalation in accordance with the current Consumer Price Index at the time of the request or up to a maximum 5% increase on the current pricing, whichever is lower.
For purposes of this section, the “Consumer Price Index” shall mean the Consumer Price Index-All Urban Consumers-United States Average-All Items (CPI-U), as published by the United States Department of Labor, Bureau of Labor Statistics.
The District reserves the right to accept or reject the request for a price increase within fourteen (14) days. If the price increase is approved, the price increase will go into effect at the anniversary date of the contract and shall remain firm for one (1) year from the date of the increase.
Below is an example of the calculation method to be used:
Escalation Factor = (Index at time of calculation) / (Index at time contract prices were set)
Index at price adjustment 115.5
Divided by index when contract price was set 110.5
Escalation Factor = (115.5 / 110.0) 1.050
This calculation indicates that the contract price should be increased by five (5) percent.
New = Contract Price x Escalation Factor
Contract Price $1,000.00
Escalation Factor 1.050
New Price = (1,000 x 1.050) $1,050.00
90 Day Contract Extension: District reserves the right to arbitrarily extend the contract at the current monthly pricing for an orderly transition of a new contractor. Regardless of exercising this option, the Vendor is required to provide any requested assistance to ensure an orderly transition. It is imperative that no noticeable negative performance be observed by invitees of the District.
No person shall be engaged by the vendor to work on District property where students are present who have charges pending, or who have been convicted, received probation or deferred adjudication. The following is a list of offenses that apply: 1) Any offense against a child; 2) Any sex offense; 3) Any crimes against persons involving weapons or violence; 4) Any felony offense involving controlled substances; 5) Any felony offense against property; or 6) Any other offense that the District believes might compromise the safety of students, staff or property. It shall be the responsibility of the vendor to ensure compliance with this provision. Prior to the start of the contract, vendor shall submit a statement indicating that a NATIONAL criminal background investigation has been conducted for all employees and updated for new hires working on District property. During the duration of the contract, the District reserves the right to request additional reports from the vendor if any employee is suspected of a criminal offense as stated above. Report must be in accordance with Texas Education Code 22.0834.
State of Texas Legislative Senate Bill No. 1, Education Code Section 44.034, Notification of Criminal History, Subsection (a), states “a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony.” Subsection (b) states “a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract.” THIS NOTICE IS NOT REQUIRED OF A PUBLICLY-HELD CORPORATION.
Respond NA if Not Applicable.
As required by §2252.903, Government Code, bidder's official certifies that it is not currently delinquent in the payment of any franchise taxes owed the State of Texas under Chapter 171, Tax Code, or that it is exempt from, or not subject to, such tax.
Indicate your status:
Provide the Company Name, Address, City, State, Zip, Contact Name, Email Address, and Phone Number for each reference where a similar scope of work as bid specifications was provided.
Employees of Collin College cannot be used as a reference.
Please ensure that all reference contact information being provided below is current and that the references being provided are aware that someone from Collin College will be contacting them. Lack of responses from references provided by the vendor will be reflected in the evaluation scores given for the reference criteria and could significantly reduce the overall rating of your submittal.
Collin County Community College District's (Collin College) Purchasing Department utilizes an eProcurement system called Workday. Using Workday, Collin College will be able to easily source and purchase products from suppliers who make their data available electronically through the application. Decisions to enable suppliers in Workday will be based on historical data. The manufacturer of the system, Workday, does not charge transaction fees to suppliers and there is no cost to you for making your catalog and pricing available. Workday will provide the software and services to electronically integrate with our procurement system, and to enable supplier product catalog to be accessible through the application. Answer the following three questions.
Please indicate how you learned about this solicitation opportunity. (i.e. notice from college e-bid system, ESBD, legal notice in newspaper)
Use this area if you have any additional attachments.
Choose one of the five options for every solicitation (need to choose more than one for furniture installation)
spell out dollar amount without parenthesis and ($ add numeric dollar amount here and leave parenthesis)
Format: Two thousand dollars ($2000)
Note: Please verify the dollar amount to be used with the ED of Facilities & Construction prior to issuing the solicitation.
The square footage indicated should be comparable to the square footage of the campus being bid.
Every Applicable Solicitation
Select "No" for one time purchases and construction.
Response to this question will determine if this solicitation would include the State of Texas Supplier Preference questions on Principal Place of Business & Employ at least 500 people.
By answering yes, this will add Cyber Security and TX-Ramp Certification.
Q (Price): What is the total proposed budget for this effort?
A: This has not yet been defined.
Q (FY2026-RFP-052): Thank you for the opportunity to review the RFP. To ensure our response is appropriately scoped, aligned with institutional priorities, and reflective of your expectations, we respectfully submit the following questions for clarification. Section 1: Strategic Intent & Outcomes Q1. What key decisions does the District intend to make at the conclusion of this study (e.g., strategy, organizational structure, systems, staffing, budget allocation)?
A: At the conclusion of the Student Enrollment Services and Staffing Study, Collin College intends to make a series of strategic, operational, and resource-allocation decisions that strengthen student success and institutional effectiveness. Specifically, the District will use the study’s findings to determine the optimal student enrollment services strategy, including which programs and services should be expanded, redesigned, added, or discontinued to better support student engagement, persistence, and completion.
Q (FY2026-RFP-052): Q2. Does the District desire a comprehensive review of the entire enrollment funnel, from prospect through graduation?
A: No, beyond the scope of the engagement.
Q (FY2026-RFP-052): Q3. Should the scope include enrollment and staffing functions across all educational pathways, including both credit and non-credit programs? Q4. How does the District define success for this engagement? Section 2: Governance & Stakeholder Engagement Q5. Who will serve as the executive sponsor for this initiative? Q6. Has the District identified a steering committee or internal leadership team to collaborate with the selected consultant? Q7. Who will be the primary stakeholder for AI and technology-related recommendations, and will they be actively engaged throughout the study? Section 3: Prior Work & Institutional Context Q8. Has the District engaged an external consultant for similar work in the past? If so, can prior findings or deliverables be shared? Q9. Have any technology readiness assessments or AI-related planning efforts been completed that could inform this work? Section 4: Timeline, Procurement & Budget Q10. Can the District provide an anticipated decision timeline and preferred project start date? Q11. Has a budget range been established for this engagement? Section 5: Scope, Deliverables & Engagement Model Q12. Does the District prefer final deliverables in a narrative report format, presentation (slide deck), or both? Q13. If an externally facing report is desired, will the District provide support for graphic design to align with institutional brand standards? Q14. Our approach typically includes 2–3 on-site visits to engage stakeholders and observe operations. Does this align with District expectations, and how should travel be reflected in the proposal? Section 6: Technology & CRM Environment Q17. What CRM and enrollment-related technologies are currently in use? Q18. How long has the current CRM been in place, and how would you describe the maturity of its implementation and utilization? Section 7: AI & Technology Integration – Current State Q19. What AI tools or technologies, if any, are currently in use within enrollment services or across the institution? Q20. Does the District have a formal AI strategy, governance framework, or policy in place? Q21. What data infrastructure currently supports enrollment services, and is it structured to enable predictive analytics? Section 8: AI & Technology Integration – Scope & Intent Q22. When referencing “opportunities to integrate AI,” is the expectation a high-level assessment or specific recommendations for tools and implementation? Q23. Should AI recommendations be delivered as a standalone component or integrated throughout the broader study? Q24. What outcomes would define success for the AI component of this engagement? Section 9: AI & Technology Integration – Readiness & Decision-Making Q25. Who will be responsible for evaluating and acting on AI and technology recommendations? Q26. How would the District characterize its readiness to adopt AI-driven solutions?
A: Q3. Should the scope include enrollment and staffing functions across all educational pathways, including both credit and non-credit programs? Response: Yes Q4. How does the District define success for this engagement? Response: The District defines success for this engagement as the delivery of a comprehensive, data-informed assessment that results in clear, actionable recommendations to strengthen Student Enrollment Services in alignment with the College’s mission and student success priorities. In addition, success includes the identification and practical integration of artificial intelligence (AI) enabled solutions to enhance and provide efficiency in student enrollment services. This may include AI-driven tools to improve student communication and engagement, streamline intake and advising processes, support predictive analytics for enrollment and persistence, and automate routine administrative functions. Section 2: Governance & Stakeholder Engagement Q5. Who will serve as the executive sponsor for this initiative? Response: Dr. Bill King, Executive Vice President Q6. Has the District identified a steering committee or internal leadership team to collaborate with the selected consultant? Response: Yes Q7. Who will be the primary stakeholder for AI and technology-related recommendations, and will they be actively engaged throughout the study? Response: Dr. Jeremy Anderson, Todd Horkman, and Dr. Albert Tezeno. Yes, they will be actively engaged. Section 3: Prior Work & Institutional Context Q8. Has the District engaged an external consultant for similar work in the past? If so, can prior findings or deliverables be shared? Response: No Q9. Have any technology readiness assessments or AI-related planning efforts been completed that could inform this work? Response: No Section 4: Timeline, Procurement & Budget Q10. Can the District provide an anticipated decision timeline and preferred project start date? Response: Preferred project start date of June 1, 2026 and recommendations and reports submitted to the District Tuesday, November 24, 2026. Q11. Has a budget range been established for this engagement? Response: No Section 5: Scope, Deliverables & Engagement Model Q12. Does the District prefer final deliverables in a narrative report format, presentation (slide deck), or both? Response: Both Q13. If an externally facing report is desired, will the District provide support for graphic design to align with institutional brand standards? Report: Yes Q14. Our approach typically includes 2–3 on-site visits to engage stakeholders and observe operations. Does this align with District expectations, and how should travel be reflected in the proposal? Response: The District does expect on site visits to be included as part of your proposal. Any travel costs must be included in your line-item pricing and the number of onsite visits included in the cost should be outlined in their proposal. If the District requests additional on-site visits, travel costs will be negotiated at that time. Section 6: Technology & CRM Environment Q17. What CRM and enrollment-related technologies are currently in use? Response: Workday, Modern Campus Q18. How long has the current CRM been in place, and how would you describe the maturity of its implementation and utilization? Response: Workday-Student 2 years, Modern Campus 1 year Section 7: AI & Technology Integration – Current State Q19. What AI tools or technologies, if any, are currently in use within enrollment services or across the institution? Response: No, formalized AI tools Q20. Does the District have a formal AI strategy, governance framework, or policy in place? Response: District is currently working on the development of this but there is nothing currently in place. Q21. What data infrastructure currently supports enrollment services, and is it structured to enable predictive analytics? Response: Workday, Tableau Section 8: AI & Technology Integration – Scope & Intent Q22. When referencing “opportunities to integrate AI,” is the expectation a high-level assessment or specific recommendations for tools and implementation? Response: Specific recommendations for tools and implementation. Q23. Should AI recommendations be delivered as a standalone component or integrated throughout the broader study? Response: It should be integrated throughout the broader study. Q24. What outcomes would define success for the AI component of this engagement? Response: Success for the AI component of this engagement will be defined by measurable improvements in student efficiency and streamlined enrollment processes. This includes reducing response times for student inquiries, simplifying application and onboarding workflows, and minimizing administrative burdens through automation of routine tasks. Additionally, success will be reflected in increased student engagement and satisfaction, more timely and accurate communication, and the effective use of predictive insights to support enrollment and persistence. The AI component will be successful if it enhances the student experience while improving operational efficiency and allowing staff to focus on higher-value, student-centered activities. Section 9: AI & Technology Integration – Readiness & Decision-Making Q25. Who will be responsible for evaluating and acting on AI and technology recommendations? Response: Dr. Jeremy Anderson, Todd Horkman, and Dr. Albert Tezeno. Q26. How would the District characterize its readiness to adopt AI-driven solutions? Response: The District would characterize its readiness to adopt AI-driven solutions as strategically positioned and cautiously progressive. Collin College has a strong foundation in data systems, enterprise technology platforms, and process standardization, which supports the integration of advanced tools such as AI. At the same time, the District recognizes the importance of a thoughtful, phased approach that ensures alignment with institutional goals, data governance standards, and student success priorities.
Q (Student Information Systems): What student information system and CRM systems are used?
A: Workday, Modern Campus
Q (Period of performance): Can you please clarify the period of performance?
A: Preferred project start date of June 1, 2026 and recommendations and reports submitted to the District Tuesday, November 24, 2026.
Q (Access to Internal Data and Stakeholders (Section 5.1 & 5.2) ): The scope requires benchmarking, predictive analytics recommendations, and staffing assessments. Will the selected consultant be granted access to relevant internal systems (e.g., student information system, enrollment dashboards), historical data sets, and the ability to conduct confidential interviews with Student Enrollment Services staff and leadership?
A: Yes
Q (AI Integration Scope and Current Environment (Section 5.1) ): The RFP asks to evaluate AI for five specific uses (responsiveness, personalization, predictive analytics, workflow streamlining, and scalable support). Does the College currently use any enterprise AI or predictive analytics tools within Student Enrollment Services? If so, are there any preferred platforms, data privacy constraints, or integration requirements the consultant should consider?
A: The District is in the early stages of evaluating and expanding the use of AI and predictive analytics within Student Enrollment Services and does not currently have a fully integrated, enterprise-wide AI solution deployed for these functions. However, the institution does leverage data analytics and reporting tools within its existing enterprise systems, including Workday Student, to support operational decision-making and student engagement efforts. As part of this engagement, the District is open to exploring AI-driven solutions across the identified areas including responsiveness, personalization, predictive analytics, workflow streamlining, and scalable support. Any recommended platforms should demonstrate compatibility with Workday and other existing systems and support secure data integration.
Q (Project commissioning): Who is commissioning this study (e.g., the Board, President, Provost, or Enrollment leadership)?
A: Dr. Bill King and District Leadership
Q (Staff involvement): Does the College want staff involved or even made aware of the work during the study?
A: Yes
Q (Reasons for not completing): Does the College currently have internal statistics or exit-survey data on the primary reasons students do not complete or transfer?
A: Yes
Q (Timing & Context): What are the primary drivers or catalysts prompting the College to undertake this study at this time (e.g., enrollment trends, retention data, strategic plan priorities, Board direction, or other factors)?
A: The District is undertaking this study in response to a convergence of strategic, operational, and external factors that are shaping the future of student enrollment and success. A primary driver is the District’s commitment to improving student access, progression, and completion outcomes in alignment with its strategic plan and statewide performance expectations under Texas House Bill 8. As funding is increasingly tied to measurable student outcomes—such as completions, transfers, and workforce credentials, the District is prioritizing initiatives that strengthen enrollment management and student engagement across the lifecycle. Additionally, evolving enrollment trends, including increased competition for students, changing demographics, and shifting student expectations for timely, personalized services, have highlighted the need to modernize enrollment processes. Students increasingly expect responsive, technology-enabled interactions that mirror experiences in other sectors, prompting the District to explore more innovative and scalable service delivery models. The District recognizes opportunities to improve efficiency and consistency within Student Enrollment Services. Current processes can be enhanced through better integration of systems, streamlined workflows, and the strategic use of data and automation to reduce friction for students and staff. Finally, this effort is supported by leadership and Board priorities to leverage technology, including artificial intelligence, to enhance service delivery, improve decision-making through predictive analytics, and ensure the District remains competitive and student-centered. Collectively, these factors create a timely and strategic opportunity to assess current practices and identify forward-looking solutions that align with institutional goals and long-term sustainability.
Q (Decision Timeframe): What is the decision timeframe and expected commencement date of awarded contractor?
A: Preferred project start date of June 1, 2026 and recommendations and reports submitted to the District Tuesday, November 24, 2026.
Q (Key Qualifications): If our company has related—but not direct—experience in areas such as student enrollment program evaluation, would that preclude us from being considered?
A: This RFP will be awarded based on evaluation criteria listed in section 6.
Q (No subject): Do the units within each campus location report centrally to the Student Enrollment Services at a District Level?
A: Yes
Q (No subject): What departments/units are defined as Student Enrollment Services (e.g., Admissions, Academic Advising, Financial Aid, Registrar, Student Accounts, Career Services, Testing, Campus Life)? a. Are these consistent across campuses in the district? b. Are any student enrollment services provided by the district office or do they exist separately on each campus?
A: An organization chart will be attached as part of an addendum to the RFP. a. Yes. b. Administration at district office and team leads located at each campus.
Q (No subject): In addition to student-facing services, are there functions within other units that would be considered in-scope (e.g., student data and analytics, IT)?
A: No
Q (No subject): Would you be able to share more about the major technology that currently supports the Student Enrollment Services function (e.g., CRM, SIS, advising platform, application software, contact center tools)? a. To what extent is Collin College already leveraging AI functions available in these tools?
A: The District utilizes Workday and Modern Campus. We are in the preliminary planning stages of leveraging the AI functions available.
Q (No subject): Is the district looking for specific AI tools or vendor recommendations, or guidance at a more strategic level (e.g. best practices, use cases, and examples of how AI is being used in comparable student and enrollment services organizations)?
A: The District wants both specific AI tools and recommendations as well as guidance at a more strategic level.
Q (No subject): Does the district have a budget or explicit pricing constraint the vendor should be aware of?
A: The budget has not yet been determined.
Q (No subject): Would Collin College prefer the consulting services delivered in person, virtually, or some combination?
A: Both in person and some virtually.
Q (No subject): Are there any dates / events / milestones that the consultant will be expected to achieve or work around?
A: The college will be closed July 3rd, September 7th, and November 25-27.
Q (No subject): Can you share more about the project sponsor / manager for this engagement or other team members / steering committee members, to the extent they have been determined?
A: Committee members are employees from student enrollment services, the Vice President of Student Enrollment Services, the Executive Vice President, and the Chief Financial Officer.
Q (No subject): What is the expected project start date and target completion window? Are there key institutional dates to avoid (registration peaks, commencements, fiscal year close) or deadlines to hit (Board meetings, strategic planning cycles)?
A: Preferred project start date of June 1, 2026 and recommendations and reports submitted to the District Tuesday, November 24, 2026. The College will be closed July 3rd, September 7th, November 25-27.
Q (No subject): The RFP references student involvement and campus life experiences. Should the study include student life/co curricular programming, or remain limited to enrollment facing service functions?
A: Remain limited to enrollment facing service functions.
Q (No subject): What are the primary drivers that led to the need for this project (e.g., student experience, service quality, staffing sustainability, cost efficiency, equity outcomes)? Please provide any comments.
A: The District is undertaking this study in response to a convergence of strategic, operational, and external factors that are shaping the future of student enrollment and success. A primary driver is the District’s commitment to improving student access, progression, and completion outcomes in alignment with its strategic plan and statewide performance expectations under Texas House Bill 8. As funding is increasingly tied to measurable student outcomes—such as completions, transfers, and workforce credentials, the District is prioritizing initiatives that strengthen enrollment management and student engagement across the lifecycle. Additionally, evolving enrollment trends, including increased competition for students, changing demographics, and shifting student expectations for timely, personalized services, have highlighted the need to modernize enrollment processes. Students increasingly expect responsive, technology-enabled interactions that mirror experiences in other sectors, prompting the District to explore more innovative and scalable service delivery models. The District recognizes opportunities to improve efficiency and consistency within Student Enrollment Services. Current processes can be enhanced through better integration of systems, streamlined workflows, and the strategic use of data and automation to reduce friction for students and staff. Finally, this effort is supported by leadership and Board priorities to leverage technology, including artificial intelligence, to enhance service delivery, improve decision-making through predictive analytics, and ensure the District remains competitive and student-centered. Collectively, these factors create a timely and strategic opportunity to assess current practices and identify forward-looking solutions that align with institutional goals and long-term sustainability.
Q (No subject): What workload or activity data is available today (appointments, calls, tickets, processing volumes), and at what level of detail?
A: Appointments (walk-ins), (Q-Less) Phone calls (inbound/outbound call volumes, average handle time, wait time, call outcomes (voicemail) Level of detail: total calls, average duration, queue stats Student/staff Interactions (through student notes) Email volume
Q (Enrollment Services Structure): What departments are a part of enrollment services?
A: An organization chart will be attached as part of an addendum to the RFP.
Q (Organization Chart / Structure (Section 5.2) ): The scope includes stakeholder engagement and staffing assessments. Would the College provide an organization chart (or Student Enrollment Services-specific structure) to help identify appropriate leadership and staff for interviews?
A: An organization chart will be attached as part of an addendum to the RFP.
Q (Presentation / Interview Phase (Section 5.5) ): The RFP notes that presentations “may” be needed and scored separately. Will short-listed proposers be invited to present, and if so, what format (virtual/in-person), duration, and evaluation focus is anticipated?
A: Yes, the District expects in-person presentations.
Q (No subject): What specific functions and departments are included under “Student Enrollment Services” for this study, and which are explicitly excluded?
A: An organization chart will be attached as part of an addendum to the RFP.
Q (No subject): What is the current service delivery model (channels, hours, one stop/contact center approach), and do documented service standards or SLAs exist?
A: Phone, call center (we do have documented standards regarding length of time on calls; also, worth noting that we have a single phone line for information concerning admission, F-1 international students, financial aid, registration, cashier and payment assistance, and veterans' services) Email (we have documented standards for admissions regarding responses; we have controls in place to review and ensure consistency in language, tone, accuracy before sending mass email communications) QLess Live Chat, chatbots (we have controls in place to review chatbot content for language, tone, accuracy before publishing) I highlighted Live Chat because while we have the capability once we move to the new Gravyty platform, we aren’t currently using this. iCollin is interested in using it once we go live and I intend to pilot it in admissions using call center staff. Website In person support Self Service (FAQs) Hours of operation (Monday - Friday, 8 a.m. to 5 p.m.; Each campus has 1 day a week (Monday-Thursday) they offer extended office hours 8 a.m.-7 p.m. One – Stop Center Model Customer Satisfaction Survey (IR- Department) (QLess)
Q (No subject): What core technology platforms support enrollment services today (SIS/ERP, CRM, advising, ticketing, call center, chat, analytics)?
A: Workday, Modern Campus, Tableau
Q (No subject): Are any AI enabled tools currently in use, and are there AI governance, security, or policy constraints the consultant must follow?
A: No formalized AI tools are currently in use. The District is currently working on the development of formal AI plicy but there is nothing currently in place.
Q (No subject): Will the College provide a list of peer or aspirational institutions for benchmarking, or should the consultant propose one for approval?
A: The consultant should propose one for approval.
Q (No subject): Is there a budget range or cap that can be shared?
A: The budget has not yet been identified.
Q (No subject): Per section 4.24 of the RFP. are bonds applicable here?
A: Bonds will not be required for this project.
Q (No subject): Is it correct that enrollment services includes the following departments: admissions, records, and registration? Are any other departments included?
A: An organization chart will be attached as part of an addendum to the RFP.
Q (No subject): Is financial aid or a review of recruitment operations and/or strategies included in this consultation?
A: Yes
Q (No subject): Does Collin have preferred dates for starting or concluding the work?
A: Preferred project start date of June 1, 2026 and recommendations and reports submitted to the District Tuesday, November 24, 2026.
Q (No subject): Does this review consider enrollment services on each campus, or are they centralized at the main campus?
A: Enrollment services are at each campus with administrative functions being centralized.
Q (No subject): Are the section 8 questions in the portal to be completed before uploading the response, or are we to complete the questions within the PDF and submit the page?
A: The system will not allow you to submit your proposal until all parts of section 8 have a response to them.
Q (No subject): Section 8.18 Requests references. Can the requirement for providing fax number be removed?
A: Yes
Q (No subject): Section 8.13 - Certificate of Interested Parties Form - Is this section applicable to this RFP?
A: Yes
Q (No subject): Section 8.15 - Delivery/Completion Time - Is this supposed to be the estimated time that it will take to complete the engagement in terms of the number of days? Or, the total number of days including the entire duration of the engagement (X number days oveer X number of months, for example)? I am confused as to what exactly is required in this section.
A: This section is asking you to provide an estimated time frame for project completion from start to finish.
Q (No subject): Section 5.1, Specifications and Scope of Work, describes work relevant to AI technologies - Does the College currently have AI solutions as part of the IT environment (e.g. Microsoft CoPilot)?
A: The District has begun incorporating emerging AI-enabled tools within its existing technology environment, including capabilities available through enterprise platforms such as Microsoft 365 (e.g., Microsoft Copilot). These tools are currently being evaluated and utilized in a limited capacity to support productivity, workflow efficiency, and data-informed decision-making across administrative functions.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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