Project Information

Bid Title

Customer Relationship Management System Services

Issuing Agency

Truman State University

Location

Missouri

Published Date

Apr 24, 2026

Closing Date

May 28, 2026

Government Level

State & Local

Status

Closed

Ref. #

SP26-03

Original Source

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Bid Documents

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Project Description

Project	Addendum/Additiona	Project Name	Date Due	Buye
SP26-03		Customer Relationship Management System Services	Thursday, May 28, 2026 @ 2 PM Central Time	Sarah Jones

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Truman State University

Purchasing Buyer Sarah Jones

100 East Normal Avenue

McClain Hall 106

Kirksville, MO 63501

Phone: (660) 785-4326

Email: sjones@truman.edu

REQUEST FOR PROPOSALS (RFP) – APRIL 24, 2026

PROJECT SP26-04 CUSTOMER RELATIONSHIP MANAGEMENT SYSTEM SERVICES

Submittals from minority, women and disadvantaged business enterprises are encouraged.

SUBMITTAL DEADLINE

SUBMIT

2:00pm Central Time

One (1) Electronic copy via thumb drive

Thursday, May 28, 2026

or email to sjones@truman.edu

DELIVERY BY MAIL

Truman State University

Purchasing Buyer Sarah Jones

100 East Normal Avenue

Kirksville, MO 63501

DELIVERY BY HAND

Truman State University

Purchasing Department

106 McClain Hall

(corner of Franklin and Normal)

Truman State University (Truman) is accepting proposals from qualified contractors with significant higher education

experience in the design, development and maintenance of the Technolutions Slate (Slate) Customer Relationship

Management Systems for admission and advancement. Truman seeks to (1) engage with a contractor to facilitate an upgrade

of the Slate admission system utilizing current best practices including artificial intelligence (AI), and to (2) establish a pre-

qualified contractor pool to provide ongoing consulting and assistance with future development projects for both the Slate

admission and advancement systems.

Prospective contractors may submit proposals for one or both activities. All proposals may be delivered to the Purchasing

Department at Truman until 2:00 PM CT, May 28, 2026, at which time the names of those contractors submitting proposals

will be read aloud. No other public disclosure will be made until after contract award(s).

RFP documents are available at http://businessoffice.truman.edu/purchasing/bids/OpenBids.asp. A notification of intent to

respond to this RFP is located immediately below. This page should be submitted to notify Truman of your interest in this

project and your plan to submit a proposal. This form is also required if you wish to receive answers to questions regarding

the RFP and any RFP addenda. RFP addenda will be issued if there are changes to this RFP.

____ YES

INTENT TO RESPOND STATEMENT

our organization plans to submit a response to this solicitation for proposals:

____ NO

NO RESPONSE STATEMENT

our organization is not submitting a response for the following reason(s):

฀ Do not offer this commodity or equivalent

฀ Schedule would not permit us to perform

฀

Insufficient time to respond

฀

Cannot meet delivery requirements

฀ The project is too small

฀ The project is too large

฀

Licensing restrictions (please explain)

฀

Other reasons

Name of Organization:

Contact Name:

Contact Address:

Contact Phone Number: ___________________________________________________

Contact Email Address: ___________________________________________________

1

TABLE OF CONTENTS

Intent to Respond .................................................................................................................................................1

Part I – Overview .................................................................................................................................................2

Part II – Specifications and Requirements ...........................................................................................................2

Part III – Proposal Evaluation and Award ...........................................................................................................5

Part IV – Contractual Agreement.........................................................................................................................7

Part V – Truman State University Proposal Certification..................................................................................10

Part VI – Contractor Prepared Exhibits:

A. Description of Services..............................................................................................................................10

B: Qualifications.............................................................................................................................................10

C: Pricing ........................................................................................................................................................10

PART I – OVERVIEW

Founded in 1867, Truman is Missouri’s selective public liberal arts and sciences university. Truman primarily serves full-

time undergraduate degree seeking students in a residential environment and offers numerous bachelors, masters, and minor

degrees in addition to certificate programs. Accredited by The Higher Learning Commission, Truman has been recognized

as the number one Midwest regional public university in U.S. News & World Report’s "Best Colleges" publication for more

than twenty consecutive years. In addition to being recognized scholars, Truman students and alumni are known as

contributors to their communities, creative problem solvers and goal-oriented professionals. More information about

Truman is available at www.truman.edu.

PART II – SPECIFICATIONS AND REQUIREMENTS

This RFP contains specific information that must be addressed in the contractor’s proposal response. This RFP, and any

subsequent addenda, constitute the specifications and requirements for this project. All communications regarding

specifications and requirements should be directed to Truman’s Purchasing Buyer referenced on the first page of this RFP,

and it is the contractor’s responsibility to ensure any request for information is received by Truman’s Purchasing Buyer.

Unless specifically stated in the RFP, the following specifications constitute the minimum requirements for this project.

The contractor may suggest additions or enhancements to the following requirements. Additions or enhancements, along

with their associated costs, should be clearly delineated as optional in the contractor’s proposal.

Truman is currently utilizing Slate’s admission and advancement products. Both systems have been live in production for

several years (Slate Admission since 2016, and Slate Advancement since 2021), and Truman is looking for external

consulting expertise to help support these enterprise systems.

Truman seeks professional contractors for two (2) development projects, and contractors may submit proposals for one or

both projects.

A. Specifications

Project #1 – Utilizing current best practices, help develop and guide Truman’s functional and technical staff

in the upgrade and refresh of Truman’s Slate Admission System, including the appropriate implementation

of Slate’s AI features.

Portions of Truman’s Slate Admission System date back to when it was first implemented in 2016. While some

modules of the system have been maintained, (i.e., application processing), others require modernization. Truman

intends to rebuild the system in a test instance, retaining effective components while aligning others to current best

practices (including the appropriate use of AI features). Three (3) years of application data will need to be migrated

as part of this effort. Truman anticipates playing a primary role in rebuilding the system and seeks a contractor to

serve as an expert advisor and implementation guide throughout this process.

To assist respondents in completing the Response Framework below, this project will include configuration and

customization of the Slate Admission system to align with Truman’s processes and workflows for admission,

financial aid, and student records. This configuration includes application groups for undergraduate and graduate

domestic and international students – and includes support for prospect management, admissions communication,

event management, online forms for prospects and event registration), travel and territory management, reporting

analytics (ad-hoc, dashboards, and campaign tracking), and records management. The successful contractor will

collaborate with key stakeholders to understand Truman’s business processes and desired outcomes and help

analyze how the Slate product meets the identified requirements in order to implement best practices.

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The contractor should have the experience to assist with the development of a comprehensive plan to complete the

activities that fulfill the functional and technical requirements listed above, ensuring a strategic portion of the system

refresh is completed by November 1st, 2026.

Response Framework (Required for Project #1)

To ensure consistency in evaluation, contractors must structure their response using the following format:

1. Understanding of Truman’s Current Environment

• Describe how you would gain an understanding of Truman’s current Slate environment, challenges, and

goals, identifying any key risks or opportunities based on the information provided.

2. Proposed Approach to System Refresh

• Describe your approach to rebuilding Slate in a test instance.

• How would you determine what to retain vs. redesign?

• How do you ensure alignment with current best practices?

3. Implementation Strategy by Functional Area

For each of the following areas, describe your approach and methodology (not just capabilities):

a. System Configuration and Optimization

• Admissions workflows (undergraduate, graduate, domestic/international)

• Prospect management, communications, events, forms

• Territory management

• Reporting and analytics

• Records management

b. Data Conversion

• Approach to migrating three (3) years of application data

• Data validation and integrity processes

c. Integrations

• Integrating with Banner, single sign-on (SSO), and Pathify

• Approach to ensuring stability and scalability

d. AI Utilization

• Where and how AI features should be implemented

• Examples of use cases relevant to Truman

e. Security and Compliance

• Adhering to state and federal compliance requirements, including the Family Educational Rights and

Privacy Act (FERPA), and Web Content Accessibility Guidelines (WCAG) 2.1 AA

• Data governance and auditing practices

4. Change Management and Training

• Approach to stakeholder engagement and adoption

• Training strategy for end users and technical/development staff

• Documentation and knowledge transfer

5. Project Plan and Timeline

• Proposed phases and milestones

• Path to achieving a strategic portion of the system refresh by November 1, 2026

• Key dependencies and risks

6. Best Practices and Recommendations

• What would you recommend beyond what is outlined in this RFP?

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7. Relevant Experience

• Examples of similar Slate implementations or rebuilds

• Outcomes achieved

• Lessons learned

Scope of Work (Reference Requirements)

Contractors should demonstrate experience and capability in the following areas, which should be addressed within

the framework above:

• Testing and quality assurance

• Go-live and post-implementation support

• Training and documentation

• Portal and user experience (UX) improvements

• Cascading Style Sheets (CSS) and form design

• Rules and joins optimization

• Dashboard creation

• Email and mobile optimization

• Filing structure improvements

Project #2 – Serve as a pre-qualified contractor for development, consulting and training services in support

of the Slate Admission and/or Slate Advancement Systems.

Truman desires to establish a pool of pre-qualified contractors to provide services on an as-needed, on-demand

basis. Selection to this pool does not guarantee any minimum volume of work, but does allow Truman, at Truman’s

discretion, to engage a contractor in the future. Work will be assigned through individual task orders that define

scope, deliverables, timeline, and pricing, and would be agreed upon in advance of the work between Truman and

the contractor. At its discretion, Truman may solicit proposals from one or more pre-qualified contractors for each

task order.

To be considered as a pre-qualified contractor for development, consulting or training services, the contractor should

provide the following:

• Schedule of rates by labor category, and any other pricing considerations. These rates will serve as the basis for

pricing future task orders. The rates should be outlined for a five-year period.

• Contractor Master Agreement

• Respond to the requirements outlined in Part III, Section D

• Outline the guidelines for how the contractor manages staff assignments

• Describe the capabilities of the contractor with regard to on-demand support for the Slate systems. For example,

what services (development, training, consulting, support) can be offered by the contractor? In addition, which

system(s) will be supported by the contractor (Admission and/or Advancement)?

B. Requirements

1. The awarded primary contractor, and any subcontractors, will maintain the following insurance policies:

a. Comprehensive General Liability: Coverage (including products/completed operations liability insurance and

broad form comprehensive general liability endorsement or its equivalent) will have minimum limits of

$1,000,000 per occurrence and $2,000,000 in aggregate.

b. Worker’s compensation insurance as prescribed by the laws of the State of Missouri.

c. The awarded contractor(s), and any subcontractor(s), will provide Truman with certificates of insurance for all

required policies within ten (10) days of award notification naming Truman State University as an additional

insured party. Such certificates will provide that Truman be given at least 30 days prior written notice of any

cancellation, intention to not renew, or material changes in these policies. Failure to provide, and continue in

force, the insurance coverages required above will be deemed a material breach of the contractual agreement

resulting in immediate termination of the contractual agreement. Presence of insurance coverage does not relieve

the contractor of responsibilities or obligations assumed by the contractual agreement for which the contractor

may be liable.

4

PART III –PROPOSAL EVALUATION AND AWARD

A. Preparation of Proposals

1. It will be the contractor’s responsibility to ask questions, request changes or clarification, or otherwise advise

Truman if any language, specifications or requirements of an RFP appear to be ambiguous, contradictory, and/or

arbitrary, or appear to inadvertently restrict or limit the requirements stated in the RFP to a single source. All

communication from proposing contractors regarding specifications, requirements, competitive procurement

process, etc. must be directed to Truman, as indicated on the first page of the RFP. All formal inquiries for

significant or material clarification or interpretation or notification to Truman of errors or omissions relating to this

RFP document must be submitted in writing and emailed to Truman’s Purchasing Buyer referenced in this RFP.

Questions and subsequent responses will be issued as an addendum to all prospective contractors on file. No

addenda will be issued later than 48 hours prior to the time and date scheduled for the receipt of responses except

an addendum postponing or withdrawing the RFP. Every attempt will be made to ensure that the contractor receives

an adequate and prompt response. However, to maintain a fair and equitable procurement process, all contractors

will be advised, via the issuance of an addendum to the RFP, of relevant information related to the RFP.

2. Before submitting a proposal, contractors should become thoroughly familiar with all conditions referred to in this

document, and any addenda issued before the proposal submission date. Failure to do so will be at the contractor’s

risk. Such an addenda will form a part of the RFP. It will be the contractor's responsibility to ascertain that the

proposal includes all addenda issued prior to the proposal submission date.

3. Unless otherwise specifically stated in the RFP, all specifications and requirements constitute minimum

requirements. All proposals must meet or exceed the stated specifications and requirements.

4. Prices offered will remain valid for 90 days from proposal opening unless otherwise indicated. If the proposal is

accepted, prices will be affirmed for the specified service agreement period.

5. Only Truman’s written response(s) pertaining to this RFP, or an addendum, are valid.

6. Truman reserves the right to modify or cancel this RFP. Such action will be noted as an addendum.

B. Submission of Proposal and Award

1. A proposal submitted by a contractor must include a signed RFP Proposal Certification executed by the

contractor’s duly authorized representative, contain all information required by the RFP, and be delivered to

Truman no later than the exact opening time and date specified in the RFP.

2. A proposal may also be withdrawn or modified by the contractor provided requests are made in writing before the

RFP opening date and time. Verbal requests to withdraw or modify a proposal will not be honored.

3. Proposal responses must be returned (with all necessary attachments) to Truman on or before 2:00 PM on

Thursday, May 28, 2026. Proposals may be emailed, mailed or delivered in person to the addresses outlined on

the first page of this RFP.

4. For the contractor’s proposal to be evaluated and considered for an award, all information required herein must be

submitted. Failure to submit such data will be deemed a cause for disqualification of a proposal from award

consideration. Responses to this RFP should be submitted in the format specified. Proposals in any other format

will be considered informal and may be rejected. Conditional proposals will not be considered.

5. Contents of any proposal, attachment, and explanation submitted in response to this RFP, except copyrighted

material, will become the property of Truman. All copyrighted material must be clearly marked.

6. If your proposal contains any information you consider to be proprietary, you must place it in a separate envelope

or file if e-mailed and mark it “Proprietary Information.” Truman is the final authority as to the extent of material

considered proprietary or confidential. Pricing information cannot be considered proprietary.

7. Truman reserves the right to reject any or all proposals or any part thereof, or to accept any proposal, or any part

thereof, or to withhold the award and to waive or decline to waive irregularities in any proposal when Truman

determines that it is in their best interest to do so. Truman also reserves the right to hold all proposals for a period

of up to three (3) months after the opening date.

8. After the initial screening process, those contractors whose proposals are selected for further consideration may be

requested to provide a presentation to Truman’s selection committee to answer questions in advance of the final

selection. Contractors selected to make a presentation will be contacted to schedule a presentation. The person

who will be directly responsible for servicing Truman’s account will be present at this presentation. Contractors

are cautioned not to contact Truman employees concerning this RFP during the evaluation process.

9. Truman reserves the right to consider historic information and fact, whether gained from the contractor’s proposal

response, conferences, references, or any other source, in the evaluation process. Truman reserves the right to take

such steps as it deems necessary to determine the ability of a contractor to perform the work, and each contractor

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Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541618Other Management Consulting Services

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