Enrollment Management and Student Success AI Based Chatbot and Webbot Services

The vendor is required to provide for a student success tool that provides ai-based texting chatbot and webbot services to university students to support student engagement and persistence.
- These services should also provide real-time analysis of the student responses, noting who is at most risk and for what reason, and scoring risk for automated actions and manual review.
• The contractor’s proposed ai-based texting and webbot solution can be cloud-based or a hosted system, not requiring any on-premises infrastructure (other than for input/output), employees from any location and at any time.
• Contractor must explain:
o The supported methods for accessing its application (including browser recommendations or limitations), the supported administrator and user environments, system availability for all system users, the steps the respondent takes to ensure uninterrupted access to the application and its disaster recovery plan.
o Approach to protecting the security of students’ educational records and data, complying with state and federal laws and university policies.
• University IT personnel requirements must be minimal. contractor must explain:
o What university personnel are required for system setup, updates, maintenance, and support. contractor must also describe testing approach and methods for customer sign off.
o What amount of time and resources would be required to migrate data from university current use of EdSights system to the proposed system.
• Comprehensive technical setup, administration and support documentation must be provided for technical personnel.
• Complete, easy-to-read user documentation must be provided by contractor. contractor must explain:
o The documentation it will provide and how it will be provided.
• Training on contractor’s proposed system must be provided for university technical personnel, initial system users and system trainers (“train the trainer”).
• University personnel will train other administrators and other users after the initial phase. contractor must provide:
o A detailed training approach which describes how the contractor will train the university staff to use and maintain its proposed system.
o Must include, but is not limited to, training location (on-site, off-site, or virtual), class size, length of training, training documentation, training follow-up plan, remote training, web-based training, etc., as applicable.
• Contractor must describe what application support and expertise is provided after initial setup of the system, including regular trainings or meetings, frequency of anticipated patches or upgrades, help desk support functions, and any related costs – all of which must be reflected in the overall proposal price.
• At a minimum, contractor’s proposed system must have help desk support hours Monday through Friday (excluding holidays) from 8:00am-5:00pm PST.
o The contractor’s proposed system must be setup, accessible and ready for use, with trained university support personnel by October 1, 2025. contractor must explain:
o Its implementation plan to meet this timeline.
o Describe implementation services and recommended project plan for solution and include an implementation timetable.
o The staffing levels and time allocated to the project; identify any university staffing assumptions.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: May 26 – June 06, 2025