Mentoring Software

The Vendor is required to provide for an online mentoring software to provide functionality in managing relationship management, surveys, registration, reporting and administration.
- Programs
•    Each program shall have its own users, registration process, pairing process and session content. 
•    Program shall be a modern, user-friendly automated platform designed to maximize every mentoring opportunity and engineered for the enterprise. 
- Registration
•    The solution must allow for registration, matching, content and resources, integrations, marketing and branding, reporting and surveys and dedicated support.
•    The solution must allow user registration.
•    The desired process will capture information through a questionnaire. 
•    The registration questionnaire must be customizable by college and allow for choose one, choose multiple, free text, file upload, numeric values and other types that can be added to the services. 
•    Questions included in the registration questionnaire must have the ability to be customized through a self-service administration portal. 
- Pairing
•    The solution must provide the ability to pair users together as mentor and mentees and should be paired, at a minimum, as:
•    The administrator must have the ability to make changes to the mentor-mentee pairing at any time, assigned pairing in which administrators can assign which users are paired together and mentee led pairing with mentees having the ability to choose mentors. 
•    Mentors must have the capability to accept or decline requests from mentees. 
•    The solution must provide a mentor-mentee pairing algorithm with customized criteria to assist in the identification of best match pairings. 
•    The solution must also provide an algorithm that can optimize the mentor-mentee pairing across other unpaired mentees in the program.
- Scheduling
•    The solution must provide at a minimum, functionality to assist mentees when booking mentoring sessions with their assigned mentor, through Microsoft Outlook.
- Relationship Management
•    The solution must facilitate the relationship between the mentees and mentors with a platform that will do the following:
o    Reminders to users to schedule sessions;
o    Automated emailed prior to session with suggested content to facilitate the session;
o    Feedback follow-up after the session
- Surveys 
•    The solution will provide, at a minimum, the ability for administrators to send customized questions to program participants. 
•    Questions can be of the following types: choose one, choose multiple, free text, and file upload, numeric value or other types that may be added to the services.
- Resource Library
•    The solution must include a library of resources (e.g., mentee and mentor handbooks, mentee and mentor courses, and various other top learning materials). 
•    The solution must provide the ability for local administrators to upload information including handbooks, webpages and other resources specific for program.
- Administration
•    The solution must provide a portal available to administrators to report on and manage programs. 
- Reporting
•    The solution shall provide, at a minimum, pre-built dashboards to report on users and programs with an overview of registration, pairing and sessions. 
- Exporting of Data
•    The solution must provide exporting of data into a .csv format. 
- Access 
•    The solution must be accessible through a responsive web application via a compatible browser using a desktop, tablet or mobile devices. 
•    A mobile application is not required. 
- Authentication
•    The solution must be able to use Single-Sign on (SSO) while using unique accounts for authentication. 
•    Additionally, Multi-Factor Authentication (MFA) should be deployed. 
- Data Integration
•    The service provider shall provide the ability to integrate existing user data into the services. 
•    Integration can occur through service provider pulling information from the customer’s systems or by the customer pushing data to Service Provider’s systems. 
- Calendar Integration
•    The solution must have the ability to integrate into office 365 and google calendars to allow the displaying of users’ availability. 
•    The solution must have the ability to integrate with Microsoft outlook. 
- Video Conferencing
•    The solution shall have the ability to schedule and integrate with common video conferencing providers including Zoom, Microsoft Teams and Google Meet.
- Administrator Controls
•    The solution shall provide controls for administrator permissions including the ability to select individual permissions and access to each program administrator and limiting data access for users in a program. 
- White Labeling
•    The solution must allow the ability to white label the platform with college logo and branding throughout the site. 
- Training
•    The solution must provide for web-based and video training. 
- Customer Service Hours
•    The solution shall have at a minimum, Monday through Friday, 8:00 am-5:00 pm Eastern Standard Time (EST) customer service hours. 
- Implementation
•    The solution must provide functional implementation within 6 months from contract award with full cooperation on implementation from college.
- Payment
•    Provide information in the business proposal for milestone payments.
- Customer Data
•    Data Protection and Privacy 
1.    Data protection and privacy shall be maintained in accordance with relevant legislation, regulations, contractual clauses, and in accordance with college mission. 
2.    Systems shall be configured to protect the confidentiality and integrity of information at rest commensurate with the type of data processed by the information system, taking into account the feasibility of implementing, mitigating controls, and relevant threats. 
3.    Where feasible, confidential and restricted data, at minimum, shall be encrypted anywhere stored in electronic form. 
4.    Encryption should be implemented via one-way hashes, truncation, or strong cryptography and key management procedures.
5.    Acceptable encryption shall include current industry standard strong encryption algorithms and protocols, including AES-CBC (AES in cipher block chaining mode) with a symmetric 128-bit key minimum (256-bit key for cloud services), asymmetric 2048-bit key minimum (3072-bit key for cloud services), or triple des (3des-cbc) for backwards compatibility only.
6.    Full disk encryption shall be required on college -owned desktops, laptops, and mobile devices. 
7.    Full disk encryption shall be required for non-college -owned desktops, laptops, and mobile devices if such devices are storing restricted or confidential data (this includes the local caching of college email or cloud storage sync.). 
8.    Removable media (e.g., external hard drives, USBS) must be encrypted when storing restricted or confidential data.

- Contract Period/Term: 1 year
- Non-Mandatory Pre-Proposal Conference Date: August 11, 2025
- Questions/Inquires Deadline: August 11, 2025