Casper College Helpdesk / Enterprise Service Desk System RFP #CC624-26 - 2026
Casper CollegeHigher Ed · Casper, WY- Due
- Aug 27, 2026
- Deadline passed
- Posted
- Aug 17, 2026
- Contract term
- 1 year
- Primary contact
- Shane Pulliam
- (307) 268-2633
The 30-second brief
Casper College is soliciting proposals for a unified Helpdesk / Enterprise Service Desk System to replace existing tools including SolarWinds WHD and SchoolDude. The college seeks a cloud-hosted solution (SaaS) providing ticket management, asset management, ITIL-based capabilities, and automated workflows for departments including IT, Facilities, and the Copy Center. Key integrations include Microsoft Entra ID, Google Workspace, Moodle, and Ellucian Colleague (via Ethos/API). The system must support approximately 50-100 technicians and 13,000 annual tickets across 650 employees and 3,200 students. Proposals must be 100% compliant with WCAG 2.1 Level AA standards and ensure data residency within the US. The total annual budget is approximately $35,000. Hard copy submissions are due by August 27, 2026, with a target go-live for all departments by June 2027.
HECVAT, SOC3, Data Processing Agreement, Privacy Policy, Sub-processor list, Data retention/deletion policy
Total best value, solution quality, technical capabilities, ongoing support, cost-effectiveness, demo presentation
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Summary
Casper College is soliciting proposals for a unified Helpdesk / Enterprise Service Desk System to replace existing tools including SolarWinds WHD and SchoolDude.
The college seeks a cloud-hosted solution (SaaS) providing ticket management, asset management, ITIL-based capabilities, and automated workflows for departments including IT, Facilities, and the Copy Center. Key integrations include Microsoft Entra ID, Google Workspace, Moodle, and Ellucian Colleague (via Ethos/API). The system must support approximately 50-100 technicians and 13,000 annual tickets across 650 employees and 3,200 students. Proposals must be 100% compliant with WCAG 2.1 Level AA standards and ensure data residency within the US. The total annual budget is approximately $35,000. Hard copy submissions are due by August 27, 2026, with a target go-live for all departments by June 2027.
EVALUATION CRITERIA
6- Total best value
- Solution quality
- Technical capabilities
- Ongoing support
- Cost-effectiveness
- Demo presentation
REQUIRED DELIVERABLES
6- HECVAT
- SOC3
- Data Processing Agreement
- Privacy Policy
- Sub-processor list
- Data retention/deletion policy
REQUIRED ATTACHMENTS
11- Letter of Interest
- Experience
- RFP Questions
- Qualifications of Key Personnel
- References
- Hosting Options
- Accessibility Documentation
- Bid Form
- Pricing Detail
- Deviations
- Sample Contract
REQUIRED STAFFING
3- Submit to
- 125 College Drive, Casper WY 82601, GW #311
- Scope location
- Casper, WY
Questions about this RFP
How do I respond to this RFP from Casper College?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is August 27, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: 125 College Drive, Casper WY 82601, GW #311. For questions, contact Shane Pulliam.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Casper College in WY, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Shane Pulliam at (307) 268-2633. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Service desk agents, technicians, student workers. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: HECVAT, SOC3, Data Processing Agreement, Privacy Policy, Sub-processor list, Data retention/deletion policy. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Total best value, solution quality, technical capabilities, ongoing support, cost-effectiveness, demo presentation" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Casper College?
All active and historical solicitations from Casper College are tracked and searchable. As a higher ed agency, Casper College regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Letter of Interest, Experience, RFP Questions, Qualifications of Key Personnel, References, Hosting Options, Accessibility Documentation, Bid Form, Pricing Detail, Deviations, Sample Contract. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Casper College for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Casper, WY. Review the full solicitation for detailed scope requirements.