Commencement Ceremony Management Software System

Background
The Virginia Community College System (VCCS) is issuing this Request for Proposals (RFP) to establish a contract for a comprehensive Commencement Ceremony Management Software System.

VCCS consists of 23 community colleges across Virginia, serving approximately 225,000 students annually. The current manual process for commencement registration and ticketing is inefficient and requires significant staff intervention, leading to challenges in accuracy and communication.

The goal of this contract is to implement a modern, cloud-based system that streamlines the entire commencement process, enhancing the experience for students, guests, faculty, and staff.

Work Details
The selected vendor will provide an integrated platform that supports the full lifecycle of commencement activities with the following functional requirements:

1. Student Data Management: Integration with existing Student Information Systems (SIS), tracking student progress, managing personal information and ADA accommodation requests.
2. Application and Registration: Online application portal for graduation registration, RSVP management, customizable forms, confirmation emails, and real-time updates.
3. Ticketing and Guest Management: Event ticketing system with multiple ticket types, guest attendance limits, QR code integration for entry management, and secure electronic tickets.
4. Ceremony Logistics and Planning: Scheduling features for events and speakers, management of academic regalia orders, seating arrangements support, real-time graduate check-ins.
5. Communication and Reporting: Automated communication tools for announcements and reminders; robust reporting capabilities including attendance tracking.
6. Accessibility and Compliance: All interfaces must meet ADA standards; user-friendly design compatible with assistive technologies.

Period of Performance
The contract term is ten (10) years with an initial one (1) year term followed by three (3) optional three-year renewals at VCCS's discretion.

Place of Performance
Services will be performed across various locations within the Commonwealth of Virginia as needed by the VCCS entities.

Bidder Requirements
Vendors must demonstrate proven experience in implementing similar systems for large institutions supporting 100-10,000 graduates. They must provide at least three references from comparable higher education institutions.

Vendors are required to comply with all applicable laws regarding privacy of personal information including FERPA and HIPAA.