The Vendor is required to provide a cloud based/hosted marketing and recruitment software product to support the recruitment, including but not limited to communication to and tracking interactions, of prospective students for State University.
 - Ability to import and export data in standardized file formats
- Load contacts from a variety of lead sources
- Import application data from campus student information system at least nightly to keep applicant status updated
- Ability to automate quick response to new student inquiries
- Ability to automate communications to students and build communication plan for segmenting students and communicating personally with them.
- User friendly email/form editor that does not require HTML expertise
- Message formats to include email, SMS text
- Variable print ability on demand required
- Ability to embed video preferred
- Ability to track all interactions with students (email, text, web inquiry, campus visit, etc.)
- Ability to assign staff to student records for personalized follow-up and territory management
- Organization and access to students’ data
- CRM database must be relational
- Be able to manage multiple student types, applications and/or start terms for each student (i.e. student applying to more than one program, a 2024 grad who is enrolled during spring 24 while in high school, but also applies as a new first year student in fall of 2024)
- Be able to manage relationships to students such as counselors, parents, employers
- Allow for filtering in order to group and categorize students as well as robust reporting for both point in time recruitment progress and historical year-over-year comparison
- Broad ability to search for records based on many data elements stored in the system
- Bulk-edit capability – automatically queue transactions based on accumulation of activity within a record
- Robust duplicate resolution capabilities
- Capable of supporting undergraduate and graduate student recruitment and communication
 - Able to manage multiple applications from individual students for different programs simultaneously
- Event management
- Display/promote recruitment events and time slots available for visits
- Allow students to sign up for events, communicate confirmation of sign up as well as reminders
- Allow staff to check students in to event and track attendance preferably with preferred name display options
- The solution should be compatible with all major operating systems and web browsers, including mobile.
- Ensure maintenance and support of the software to provide reliable availability and uptime of the application interface and any assets housed or hosted therein.
- Comply with current national accessibility standards.
- Provide an Accessibility Conformance Report, using the latest version of the Voluntary Product Accessibility Template (VPAT) published by the Information Technology Industry Council, documenting compliance the Web Content Accessibility Guidelines
- Describe your data security controls, data confidentiality practices, and your ability to comply with the Minnesota Government Data Practices Act.
- Describe the specific AI technologies and methodologies your product/service employs, including details on data handling and privacy measures.
- Provide an ACCORD Certificate of Liability Insurance.
- Describe options for multi-year discounts.
- Describe all pricing options available for proposed solution. Include the following in your descriptions:
- Tools and functionality included in the option
- License fees, annual charges, one-time special fees, start-up fees, branding fees, integration fees and training fees.
- Discounts available if additional Minnesota State system institutions become customers (group discount) or are referred to chosen solution.
- List and describe costs for optional tools and functionality not included in a base package; specify tools and costs.
- List and describe any training and/or consulting costs associated with proposed solution.
- List and describe costs for customization required for proposed solution to integrate or interface with student information system or other CRM solutions.
- List and describe costs associated with language conversion.
- List and describe the following related to Vendor’s technical and user support and service. Include the following:
- Describe levels of support.
- Describe and list costs for technical and user documentation.
- List and describe costs for items which are part of the proposed solution that have not otherwise been specified above, but which are needed for successful installation, development, and operation of this service.

- Contract Period/Term: 3 years