Medical Education Software

Overview

Education, Training & Libraries

Springfield, Illinois, United States; Carbondale, Illinois, United StatesPosted about 2 months agoDeadline: April 1st, 2026

Fit Score

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SUMMARY

RFP for a software solution supporting the creation, delivery, and analytics of medical education assessments and feedback in Illinois.

KEY REQUIREMENTS

Evaluation workflow must support administrator assignment, student feedback requests, peer-to-peer evaluations (optional anonymity), and initiation by student or faculty.
Evaluations must be accessible via an emailed direct link.
System must support distributed grade entry by faculty and clerkship directors with automated reminders for overdue grades.
Vendor must describe the process for creating Medical Student Performance Evaluation (MSPE) letters, including data compilation, workflow, standardization, version control, integration, and security controls.
System must provide clear and accessible prompts, error messages, and confirmation of successful submissions for all user entry actions.
System must allow role-based configuration of required evaluations and deadlines, generate automated alerts/reminders, provide user/administrator dashboards for pending evaluations, and generate exportable compliance reports.
Ability to create, customize, schedule, and automate evaluation surveys for faculty from existing schedules that sync with calendars and faculty data.
Capability to include feedback from multiple sources and mechanisms for faculty to respond to feedback.
Ability to monitor timeliness of grades and send automated reminders to faculty.
Must be able to easily create custom evaluations/surveys to collect quantitative and qualitative feedback.
System must provide the ability to map and link Educational Program Objectives (EPOs), phase, course, and session objectives to educational activities, assessments, and individual assessment items.
System must support tracking of curriculum changes over time.
System must allow tagging of assessments and assessment items with objectives at all curriculum levels.
System must include curriculum review and reporting functions at multiple levels (course, year, phase, program-wide).
System must enable users to isolate specific curriculum components and student performance data for targeted reports and analyses.
System must support integration of external data sources and the ability to map such data to the existing curriculum map.
System must provide functionality to track assigned and completed tasks with visibility for staff, faculty, and students.
System must support tracking of required clinical experiences, including patient encounter details, skills, and proficiency levels.
Solution must demonstrate support for visiting students (add to rosters, generate accounts, allow evaluations).
Solution must support bulk printing or exporting of reports for archiving.
System must comply with relevant accessibility standards (web-based, mobile, integrated components) and support assistive technologies.
Solution must be cloud-hosted.
Vendor must provide a SOC2 Type 2 report.
Solution must support ADFS/SAML for single sign-on (SSO) and leverage SSO assertions/Active Directory for account management and permissions.
Solution must support mixed-mode SSO for enterprise users and community partners, and multifactor authentication for non-SSO users.
For non-SSO users, the system must support granular administration of credentials, including password policy enforcement and multifactor authentication.
Vendor must provide documentation to support compliance with data privacy and security standards (FERPA, GDPR).
System must use immutable student identifiers instead of names and describe how student name changes are handled.
System's security model for account management must detail user account creation, authentication, maintenance, password-change rights, delegation of privileges, and SSO integration.
System must support configurable, granular permission levels assignable by course, program, or user role.
Audit logs must be available, retained, accessible to SIU users, and support automatic export mechanisms.
Proposed solution must provide comprehensive reporting capabilities, including customizable ad-hoc report generation and automated distribution.
System must provide configurable notifications for outstanding tasks via email, in-app alerts, or push notifications, with centralized dashboards.
System must provide mobile-friendly access (web-responsive design and/or mobile app) for core functions.
System must provide an intuitive and user-friendly interface following user-centered design principles.
Solution must handle network connectivity disruptions during evaluations by retaining data until connectivity is reestablished and providing submission confirmation.
Vendor must describe support model and Service Level Agreements (SLAs) for issue resolution, maintenance, and user assistance.
Vendor must describe software update cadence and release schedule, communication to customers, and handling of critical security issues.
Vendor must provide a detailed description of all end-user device and software requirements (OS, browsers, mobile platforms, dependencies, plugins, device limitations).
Solution must have data import and export capabilities, automation mechanisms for scheduled activities, and detailed specifications for integration (e.g., API access, file exports).
Vendor must describe how data will be extracted, returned, or made available at contract end (formats, timeframe, tools, costs, deletion process).
Solution must encrypt or mask sensitive data (e.g., social security numbers) and encrypt data at rest.
Solution must describe how legacy data will be accessible post-decommissioning.
Solution must provide tools for reviewing overall system usage and effectiveness.
Vendor must outline processes for shutting down legacy systems, provide an interim coexistence plan, and identify associated risks/mitigation strategies.
Solution must support customizations, including custom fields, output formatting, and workflows.
Solution must support evaluation release rules where results are held back until after final grades and allow modification after initial submission by a separate user.
Solution must support rule-based workflow configurations for evaluation release, scheduling, and constraints.
Proposer must provide a brief overview of the solution and overall strategy for execution.
Proposer must provide a Program Plan/Methodology for software implementation.
Proposer must provide a milestone-based implementation plan aligned with SIU SOM’s academic calendar.
Proposer must provide a strategy and plan for data migration.
Proposer must provide a plan for training and change management (types, delivery, materials, schedule, post-implementation).
Proposer must provide a plan for integration with SIUC’s Banner Student Information System, AMCAS admission data, and ExamSoft data (Desire2Learn/Brightspace optional).
Proposer must provide an overview on customization.
Proposer must describe how knowledge transfer occurs with institutional support staff.
Proposer(s) are required to be subject matter experts in implementation, data migration, testing/validation, and training/knowledge management.
Proposer must include any plans for necessary 3rd party contractors.
Proposer must provide resumes/background information and experience of key management and operational staff, including company background, organization chart, and relevant skills/certifications.
Proposer must provide recent and relevant examples of past curriculum management, faculty/student evaluations, and scheduling software implementations, identifying clients and systems.
Minimum of three (3) references from comparable institutions (medical schools, academic health systems, residency/fellowship programs).
At least one (1) reference must represent a system with a similar scope of medical education, curriculum mapping, and faculty/student assessments.
At least one (1) reference must demonstrate successful integration with Single Sign-On (SAML/SSO) and institutional data systems or reporting tools.
At least one (1) reference must have been live on the proposed platform for three (3) years or longer.

BUDGET

Estimate

$1,000,000 – $5,000,000

CONTRACT DURATION

48 months

TIMELINE

Pre-Submission Conference (Virtual) on March 17th, 2026.

Vendor Questions due by March 19th, 2026.

Responses due by April 1st, 2026.

Internal evaluations and scoring of written submissions from April 8th to 16th, 2026.

Initial demonstrations from April 27th to May 1st, 2026.

Follow-up demonstrations from May 11th to 15th, 2026.

Contract anticipated to begin in mid-2026.

QUESTION DEADLINE

March 19th, 2026

Issuing Agency

Southern Illinois University School of Medicine

Organization overview and procurement intelligence available on paid plans.

See Issuer Research

DESCRIPTION

The project seeks a vendor to provide a comprehensive medical education software solution that supports assessment and evaluation across all stages of the educational continuum, including students, faculty, and curriculum. The system must facilitate the creation, delivery, and grading of evaluations and assessments that align with established curriculum objectives and learning outcomes, enabling accurate measurement of educational effectiveness and support for continuous quality improvement.

The solution should offer the ability to link assessment results to specific courses, competencies, and learning objectives, empowering data-driven decision-making and curriculum enhancement. Additional requirements include tools for designing, administering, scheduling, and grading assessments, with flexible options for tagging assessment items by objectives at all curriculum levels. The platform should also provide robust features for collecting, analyzing, and reporting student feedback through customizable surveys, data analytics, and reporting tools to evaluate teaching effectiveness and course quality. Role-based configuration for required evaluations and associated deadlines must be supported.

Source attribution

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