Cloud-Based Chatbot Solution

RFP Release Date: March 26, 2026

Question Deadline: April 1, 2026

Response to Questions Issued: April 3, 2026

Proposal Due Date: April 16, 2026

Presentation, Demonstration, Interview: TBD

Anticipated Notification of Award: TBD

Anticipated Contract Start Date: TBD

Milestone 1: Notice to Proceed, Contract Execution and Kickoff Meeting (5% payment)

Milestone 2: Phase 1: Initiation & Planning, Project Plan and Project Timeline (10% payment)

Milestone 3: Phase 2: Requirements Gathering & Analysis, Requirements Matrix based on the TSRD (10% payment)

Milestone 4: Phase 3: System Design, Software Design Document (SDD) (10% payment)

Milestone 5: Phase 4: Development / Configuration, Data Migration Plan (10% payment)

Milestone 6: Phase 5: Testing, Use Cases, and Business Continuity and Disaster Recovery Plan (15% payment)

Milestone 7: Phase 6: Deployment, Deployment Checklist based on the Requirements Matrix (15% payment)

Milestone 8: Phase 7: Training & Change Management, Training Plan, Training Materials, and Change Management Plan (15% payment)

Milestone 9: Phase 8: Post-Implementation Support, Maintenance and Support Plan, and Data Transfer Plan (10% payment)

The organization seeks a vendor to provide a cloud-based, Software-as-a-Service (SaaS) chatbot solution that satisfies defined functional, technical, accessibility, and compliance standards. The selected system must be configurable and deployable within the institution's environment, integrating seamlessly with current institutional systems.

Key deliverables include knowledge base configuration, accessibility validation to meet relevant standards, and the provision of all necessary security compliance documentation. The chatbot platform should deliver secure, accessible, AI-enabled communications, providing accurate 24/7 student support, enabling proactive and personalized outreach, and reducing administrative workload. The initial contract term will be for three years.