Electronic Transcripts Exchange System Modernization Service

Overview

Business Systems (ERP, CRM & POS)

Los Altos Hills, California, United StatesPosted about 2 months agoDeadline: April 9th, 2026

Fit Score

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SUMMARY

The state of California is seeking a vendor to modernize its statewide electronic transcripts exchange system, including integration with student information systems and adoption of data standards.

KEY REQUIREMENTS

Proposers must be qualified and experienced vendors.
Proposals must address the full scope of work.
Proposers must demonstrate a proven record of performance and sufficient capacity.
Proposers must possess adequate resources, including qualified personnel, technical expertise, financial stability, and administrative support.
Proposals must include all required forms, fully completed and signed by an authorized officer.
Proposals must adhere to formatting guidelines (20-page limit, 8.5" x 11" size, legible font, adequate margins).
Proposers must obtain and maintain all required insurance policies.
Proposers must provide certificates of insurance and endorsements for approval.
Proposals must be submitted by the deadline.

BUDGET

Estimate

$5,000,000 – $15,000,000

CONTRACT DURATION

60 months

TIMELINE

Release of RFP Documents: March 12th, 2026

Mandatory Pre-Proposal Conference, 10:00 AM: March 24th, 2026

Deadline for Questions from Proposers: March 27th, 2026

District Responses to Questions Addendum: April 2nd, 2026

Due Date for Phase 1 Proposals (2:00 PM): April 9th, 2026

Notice of Intent to Award of Pilot Selection: April 22nd, 2026

Board Meeting to award the selected pilots: May 11th, 2026

Prepare and Execute Pilot Contracts: May 12th - May 19th, 2026

Phase 2 Pilots (10 weeks): May 20th - July 29th, 2026

Pilot Interviews - TBD: August 5th, 2026

Top Pilot Candidates invited to submit Production Proposals: August 6th, 2026

Phase 3 - Production Proposals Due: August 14th, 2026

Notice of Intent to Award: August 26th, 2026

Recommendation of Award to Board of Trustees Meeting: September 14th, 2026

Notice of Award: September 15th, 2026

Contract Executed & Service Commencement: September 24th, 2026

QUESTION DEADLINE

March 27th, 2026

Issuing Agency

Foothill-De Anza Community College District

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

The state seeks a vendor to modernize their electronic transcripts exchange system, ensuring it supports both continuity and future improvements. The project covers the creation, management, and exchange of electronic transcripts and requires the ability to migrate academic or student records data seamlessly between existing and new systems.

The selected provider must enable integration with statewide tools, including those like Career Passport, and facilitate interoperability with student information systems (SIS). The modernization must implement transcript exchange data standards such as PESC, EDI, or XML. This initiative primarily serves postsecondary institutions, colleges, universities, and system offices throughout the state.

Vendors should have experience with similar data modernization or system integration projects for academic institutions. A mandatory pre-proposal conference will be held, and questions regarding the RFP are due by the specified date.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.