Kentucky Community and Technical College System - IT Service Management (ITSM) platform - RFP-0333
Kentucky Community And Technical College SystemHigher Ed · Versailles, KY- Due
- Oct 31, 2025
- Deadline passed
- Posted
- Jun 24, 2025
- Contract term
- 1 year
- Primary contact
- Tonya Peters
The 30-second brief
The Kentucky Community and Technical College System (KCTCS) is seeking proposals from qualified vendors to provide a modern, cloud-hosted IT Service Management (ITSM) platform as a Software-as-a-Service (SaaS) solution supporting its 16 colleges and over 70 campuses serving approximately 80,000 students. The platform must feature comprehensive ticket management, asset management integration with Microsoft Configuration Manager/Intune, mobile accessibility, Microsoft Entra ID integration, integrated knowledge base, WCAG 2.1 AA compliance, security controls (OAuth/SAML 2.0, DKIM), reporting and analytics, and service level management. Proposals are due by October 31, 2025, at 4:00 pm EST, with written questions due by July 11, 2025. Submissions must be uploaded electronically via the Bid Locker platform.
Software / license annual fee based on estimated 400-800 licenses; One-time Implementation Fee; Additional required infrastructure; Training and Support for Onboarding, Documentation, Ongoing support
Overview and Experience (100 points), Proposed Solution and Services (100 points), Implementation Plan (100 points), Staffing (75 points), Additional Information (25 points), Cost Evaluation (50 points), Oral Presentations (100 points)
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Summary
The Kentucky Community and Technical College System (KCTCS) is seeking proposals from qualified vendors to provide a modern, cloud-hosted IT Service Management (ITSM) platform as a Software-as-a-Service (SaaS) solution supporting its 16 colleges and over 70 campuses serving approximately 80,000 students.
The platform must feature comprehensive ticket management, asset management integration with Microsoft Configuration Manager/Intune, mobile accessibility, Microsoft Entra ID integration, integrated knowledge base, WCAG 2.1 AA compliance, security controls (OAuth/SAML 2.0, DKIM), reporting and analytics, and service level management. Proposals are due by October 31, 2025, at 4:00 pm EST, with written questions due by July 11, 2025. Submissions must be uploaded electronically via the Bid Locker platform.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
4- Software / license annual fee based on estimated 400-800 licenses
- One-time Implementation Fee
- Additional required infrastructure
- Training and Support for Onboarding, Documentation, Ongoing support
REQUIRED ATTACHMENTS
Signature Page (Page 1), Financial Cost Worksheet, References, Evidence of Errors and Omissions insurance of at least $1 million
REQUIRED STAFFING
3- Submit to
- https://bidlocker.us/a/kctcs/BidLocker
- Scope location
- Versailles, KY
- Reported agency
- Kentucky Community and Technical College System
Questions about this RFP
How do I respond to this RFP from Kentucky Community And Technical College System?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 31, 2025. 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: https://bidlocker.us/a/kctcs/BidLocker. For questions, contact Tonya Peters.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Kentucky Community And Technical College System in KY, 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 Tonya Peters. 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: Administrative, Implementation, Support. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Software / license annual fee based on estimated 400-800 licenses; One-time Implementation Fee; Additional required infrastructure; Training and Support for Onboarding, Documentation, Ongoing support. Proposals should clearly address how each deliverable will be met.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Overview and Experience (100 points), Proposed Solution and Services (100 points), Implementation Plan (100 points), Staffing (75 points), Additional Information (25 points), Cost Evaluation (50 point..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Kentucky Community And Technical College System?
All active and historical solicitations from Kentucky Community And Technical College System are tracked and searchable. As a higher ed agency, Kentucky Community And Technical College System 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: Signature Page (Page 1), Financial Cost Worksheet, References, Evidence of Errors and Omissions insurance of at least $1 million. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Kentucky Community And Technical College System for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Versailles, KY. Review the full solicitation for detailed scope requirements.