Solution for Automating the Extraction, Validation, and Ingestion of Document Data.

Mississippi State University
Request for Proposals (RFP) MSU2026088
Solution for Automating the Extraction, Validation, and Ingestion
of Document Data
ISSUE DATE: June 29, 2026
ISSUING AGENCY:
Office of Procurement Services
Mississippi State University
405 Garrard Road East
Starkville, MS 39759
Sealed Proposals, subject to the conditions made a part hereof, will be received July 23, 2026
at 2:00 PM in the MSU Office of Procurement Services, same address above, for furnishing
services and potentially, optional services as described herein.
IMPORTANT NOTE: If you are physically mailing your response, indicate firm name, and
RFP number on the front of each and every sealed proposal envelope or package.
All inquiries concerning this RFP should be sent via the instructions in Section 4.
Any addendum associated with this RFP will be posted at
http://www.procurement.msstate.edu/procurement/bids/index.php located under the RFP
number. It is the respondent's responsibility to assure that all addenda have been reviewed and
if applicable, signed and returned.
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1. UNIVERSITY OVERVIEW
Mississippi State University (MSU) is a comprehensive land grant university. The main campus
is located adjacent to the community of Starkville in northeast Mississippi, with a remote
campus located in Meridian. Additionally, the university operates several remote agricultural
experiment stations and has an Extension office located in each of the eighty-two Mississippi
counties.
Additional information about MSU can be found at our website www.msstate.edu.
2. INVITATION TO SUBMIT PROPOSAL ON RFP
Mississippi State University (MSU) seeks a qualified and experienced partner to provide an
enterprise-level intelligent document processing and data integration platform that uses machine
learning and advanced OCR to automatically capture, classify, and extract data from
unstructured documents that will improve operational efficiency and help meet enrollment
goals.
The selected vendor will collaborate with MSU stakeholders to provide guidance and
implementation support to ensure a successful migration within defined scope, timeline, and
budget. The purpose of this RFP is to establish a long-term relationship with a proven, higher
education-focused partner capable of delivering, implementing, and supporting a solution that
aligns with MSU's commitment for expanding lifelong learning opportunities.
MSU's strategic objectives include optimizing current business processes of the admissions and
records offices and developing new processes for earlier student engagement through enhanced
recruitment tools including a public pre-enrollment degree audit tool.
MSU reserves the right to award either a single contract, or multiple contracts based on this
RFP.
3. SCOPE OF SERVICES REQUIRED
a) Technical Requirements
1. Security and Compliance
* System must be secure and meet all local, state, and federal data security
standards.
* Provide applicable certifications such as SOC2 documentation.
* Provide a statement stating whether your company is compliant with FERPA,
GDPR, GLBA, NACH and Red Flag Regulation requirements.
* All data in transit and at rest shall be encrypted using industry-standard
encryption protocols.
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* Role-based access controls and configurable user permissions maintain a
complete audit trail for all user and data interactions.
* Multi-factor authentication (MFA) support for administrative users
* The solution shall support redaction and secure deletion capabilities for sensitive
information.
2. Performance and Reliability
* Average system response time under three seconds for standard user transactions
* Load balancing and performance optimization for peak registration periods
* Proactive monitoring with notification of outages or degradation.
* Vendor-managed maintenance and upgrades with advance notification and
rollback procedures.
* The solution shall be capable of processing a minimum volume of five thousand
(5,000) pages per day (2,500 documents).
* The solution shall include system monitoring and reporting tools for
performance, error rate tracking, and extraction accuracy metrics.
3. Implementation and Support
* The vendor shall provide comprehensive implementation support, including
configuration assistance, user training, and technical documentation.
* The vendor shall commit to defined Service Level Agreements (SLAs)
specifying system uptime, response times, and issue resolution expectations.
* The vendor should provide a product roadmap outlining planned feature
enhancements and parser improvements.
* The solution shall support version upgrades and maintenance activities with
minimal operational disruption.
* Clearly defined implementation methodology, including configuration, testing,
and training
* Dedicated project manager and implementation support team
* Access to sandbox or test environment for validation and training
* Ongoing product support through help desk, knowledge base, and online
ticketing system
* Defined service level agreements (SLAs) for response and resolution times
* Regular software updates and enhancements with minimal downtime
* Must provide a minimum response time of 48 hours for general support inquiries
4. Integration and Interoperability
* The solution shall integrate (directly/indirectly) with existing enterprise legacy
systems (Slate, Ellucian Banner)
* Standards-based APIs (REST, JSON, XML, or equivalent) for bi-directional
data exchange
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* The solution should support both batch processing and real-time/on-demand
parsing through API.
* The solution shall be compatible with both on-premises and cloud deployment
environments.
* The solution shall enable secure data export to standard formats, including CSV,
Excel, or database outputs.
* The vendor shall provide comprehensive implementation support, including
configuration assistance, user training, and technical documentation.
* Support for Single Sign-On (SSO) via SAML
* Support for Multi-Factor Authentication
5. Accessibility and Usability
* Supply Voluntary Product Accessibility Template (VPAT) that covers all
software user interfaces.
* WCAG 2.1 AA compliance across all user interfaces
6. Technical Documentation and Training
* Comprehensive system and API documentation
* User manuals and online knowledge base available to institutional administrators
* Training materials and resources for staff
* Availability of vendor-led training during implementation and post-launch
b) Users
* No restriction on the number of users
* User permissions and access to the system functions must be role-based\allowing
individuals to be assigned multiple roles as needed and role-based permissions will
govern each user's ability to add, edit, and view information within the system.
c) Reporting/Forms, Custom Fields, Files
* The solution should include built-in dashboards or analytics to visualize data extraction
trends and insights.
* The solution shall enable reporting of parsing metrics, including accuracy rates, error
frequency, and processed document counts.
* The solution should support configurable reports aligned to key procurement, legal, and
contract performance indicators.
* Reports should be provided in multiple formats. Most reports, if not all, should be
viewable on screen with options to download in Excel, PDF, CSV, Word (.doc/.rtf), or
API access
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d) Functions
1. Core Functional Requirements
* The solution shall extract key transcript/credential data fields, including but not
limited to first/last name, school name, enrollment dates, school term, grades,
credit, course name, course description. Course data extract should fetch
corresponding grades, year course was taken, credits, term and other related
information.
* The solution shall support document parsing across multiple file formats,
including PDF (text-based and scanned), scanned docs, Microsoft Word (.docx),
Excel (.xlsx), and plain text (.txt), images (JPEG/PNG/TIFF), pictures,
handwritten documents. Multiple page documents should be supported.
* The solution shall incorporate advanced Optical Character Recognition (OCR)
capabilities to convert image-based or scanned documents into machine-
readable text.
* The solution shall accurately extract data from structured, semi-structured, and
unstructured documents.
* The solution shall provide rules that may be created or modified by authorized
users without requiring vendor intervention. The preference is to extract relevant
data without creating templates.
* The solution shall employ entity recognition techniques to identify designation,
special references.
* The solution shall achieve a minimum data extraction accuracy rate of 85-90%
for key fields, with configurable confidence thresholds.
* The solution must be able to export data directly to the Student Information
System (currently Ellucian Banner) without manual intervention.
* The solution should be able to recognize and handle duplicate course entries
with different grades.
2. Administration and Configuration
* The solution shall provide an intuitive user interface for document upload,
parsing, and data review.
* The solution shall include a validation and correction interface allowing users to
review and approve extracted data prior to export.
* The solution shall enable role-based access controls and user permission
management.
* The solution shall centralize the management of extraction rules and
configuration settings.
* The solution shall maintain detailed audit logs of all parsing activities and
configuration changes.
* The solution shall allow flexible branding and customization options without
custom code
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e) System Maintenance and Support
* The vendor shall provide comprehensive implementation support, including
configuration assistance, user training, and technical documentation.
* The vendor shall commit to defined Service Level Agreements (SLAs)
specifying system uptime, response times, and issue resolution expectations.
* The vendor should provide a product roadmap outlining planned feature
enhancements and parser improvements.
* The solution shall support version upgrades and maintenance activities with
minimal operational disruption.
* Clearly defined implementation methodology, including configuration, testing,
and training
* Dedicated project manager and implementation support team
* Access to sandbox or test environment for validation and training
* Ongoing product support through help desk, knowledge base, and online
ticketing system
* Defined service level agreements (SLAs) for response and resolution times
* Regular software updates and enhancements with minimal downtime
* Must provide a minimum response time of 48 hours for general support inquiries
f) Additional Desired
1. Ownership rights to all data, inputs and outputs are retained by MSU
2. Dedicated consultant for ongoing support and feedback including dedicated Teams
channel for communication with consultant.
3. Opportunities for future collaboration between MSU ITS personnel and vendor
developers to enhance or alter product to better serve MSU business practices and
needs.
4. Future development/deployment of public degree audit tool directly feeding from
MSU's curriculum tables in Ellucian Banner and Degree Works
5. Future development/deployment of automation solution to convert handwritten student
recruitment cards into clean, actionable data for Slate CRM.
When applicable for Software/IT requests only:
Cloud-Based Infrastructure & Security - The system must be cloud-based, with a strong
data security and backup plan. Vendors should provide applicable security certifications, such
as SOC2 and HECVAT Lite, to ensure compliance with industry standards.
Accessibility Standards - Vendors should provide a completed Voluntary Product
Accessibility Template (VPAT) that covers all software user interfaces. Web interfaces must
meet WCAG 2.1 AA requirements.
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4. INQUIRIES ABOUT RFP
Prospective respondents may make written inquiries concerning this request for proposal to
obtain clarification of requirements. Questions should be submitted either via a Word
document or plainly typed in the email itself. Responses to these inquiries may be made by
addendum to the Request for Proposal (RFP). Please send your inquiries to Caleb Alford via
email at calford@procurement.msstate.edu. All inquiries must be in writing no matter how
minor they seem.
All inquiries should be marked "URGENT INQUIRY. MSU RFP MSU2026088"
5. ADMINISTRATIVE INFORMATION
a) Issuing Office
This RFP is issued by the following office:
Office of Procurement Services
Mississippi State University
Mississippi State, MS 39762
Schedule of Critical Dates
The following dates are for planning purposes only unless otherwise stated in this RFP
progress towards their completion is at the sole discretion of the university.
RFP Posted June 29, 2026
Questions from Vendors Due July 9, 2026
MSU Q&A Response Due July 16, 2026
Proposal Submission Deadline - 2:00 p.m. July 23, 2026
Award Date (Estimated) September 1, 2026
Contract Effective Date (Estimated) October 1, 2026
6. PROPOSAL CONTENTS
This is a two-step RFP process. The technical proposals and the cost proposals are to be
submitted in separate sealed envelopes. Indicate firm name, RFP# and word "Technical
Proposal" on the front of the sealed technical proposal envelope or package. Indicate the firm
name, RFP# and the word "Cost Proposal" on the front of the sealed proposal envelope or
package.
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At a minimum, the following items should be included in the contents of the Technical
Proposal:
* Cover letter, indicating the scope of the proposal. The letter should include an overview
of the services being offered. The letter should include a statement of exceptions to any
of the terms and conditions outlined in this RFP. (Cover letter should be no more than 3
pages in length.)
* Corporate Structure and Credentials
Number of years of experience
o
Staffing levels and support proposed
o
Examples of similar previous work.
o
* Operations and Ability to Perform
Provide operation plan. This should include, but not be limited to,
o
acknowledgement and agreement with all requirements as well as explanations,
where applicable, of the intended plan to achieve the requirements.
Describe how services will be provided to MSU.
o
At a minimum, the following items should be included in the contents of the Cost Proposal:
* Fees for initial purchase of software/items/service (including all preparation,
installation, rollout, training and first year maintenance and support)
* Annual Maintenance Costs after initial purchase.
7. DISCUSSIONS/EVALUATION CRITERIA/AWARD PROCESS
MSU reserves the right to conduct discussions with any or all respondents, or to make an award
of a contract without such discussions based only on evaluation of the written proposals. MSU
reserves the right to contact and interview anyone connected with any past or present projects
with which the respondent has been associated. MSU likewise reserves the right to designate a
review committee to evaluate the proposals according to the criteria set forth under this section.
MSU may make a written determination showing the basis upon which the award was made
and such determination shall be included in the procurement file.
MSU reserves the right to award this contract in whole or in part depending on what is in the
best interest of MSU with MSU being the sole judge thereof.
The evaluation factors set forth in this section are described as follows:
* The Vendor's ability to deliver an application meeting the overall objective and
functions described in the RFP
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* Competitive fees
* Availability and access technical support
* Vendor's experience with similar systems
* Compliance with applicable State and Federal laws and regulations
* The committee may invite finalists for interviews and/or presentations
Failure to attend a requested interview presentation before the committee may result in a
proposal not being considered.
Upon award of contract(s), successful respondent(s) will be asked to provide a transition plan
and timeline and obtain MSU's input and concurrence before moving forward.
Proposals will be scored based on the following weights (100 points total):
* Corporate Structure/Years of Experience/References - 20 pts
* Operation Plan/Ease of Use/Services Offered - 50 pts
* Fees - 30 pts.
8. PROPOSAL SUBMISSION
Responses Submitted Electronically in Jaggaer:
If you did not receive an invitation to reply in Jaggaer, contact the person on page one and
request an invite.
Technical Proposal: Proposal must be submitted in PDF format and state "Technical Proposal"
in the title of the document. This document must be separate from the cost proposal or the
response may be considered non-responsive.
Cost Proposal: Cost proposal must be submitted in PDF format and state "Cost Proposal" in
the title of the document. This document must be separate from the technical proposal or the
response may be considered non-responsive.
Responses Submitted Physically:
Proposals shall be submitted in two packages (envelopes or boxes) as set forth in Section 7.
Please make sure that the RFP number is clearly visible on the outside of the package.
Technical Proposal - One (1) original and one (1) electronic copy (of the complete technical
proposal in one pdf file on a flash drive) of parts 7(b)(i) (Cover Letter), 7(b)(ii) (Corporate
Structure and Credentials), and 7(b)(iii) (Operations and Ability to Perform) should be sealed in
a package with "Technical Proposal" in the lower left-hand corner. Each submitted package
should be a complete copy.
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Cost Proposal - One (1) original and one (1) electronic copy (of the complete cost proposal in
one pdf file on a flash drive). Should be sealed in a package with "Cost Proposal" in the lower
left-hand corner. Each submitted package should be a complete copy.
The proposal package must be received on or before the date/time listed on Page 1. It is the
responsibility of the respondent to ensure that the proposal package arrives at Mississippi State
University on time. The proposal package should be delivered or sent by mail to the address
listed on Page 1.
Your response must include the signature page included in this RFP (See Appendix A) and
contain the signature of an authorized representative of the respondent's organization. The
signature on the "Original" signature page can be electronic.
MSU reserves the right to reject any or all proposals and to waive informalities and minor
irregularities in proposals received and to accept any portion of a proposal or all items bid if
deemed in the best interest of the University to do so.
Proposals received after the stated due date and time will be returned unopened. RFP
submissions via facsimile or email are not acceptable. Responses will only be valid if mailed
and received by the due date/time or if submitted through an approved electronic system.
9. PCI COMPLIANCE ISSUES (IF APPLICABLE)
The vendor must provide a PCI compliant processing environment using one of the approved
options below. If the vendor is unable to fully adhere to one of these options, the proposal will
be removed from consideration.
* Option 1 - Integrate with MSU's existing third-party solution (NelNet Business
Solutions - Commerce Manager), because all hardware, software and back-end
processing have been vetted and credit/debit card payments are automatically posted to
Banner.
* Option 2 - Use alternative third-party solution. Use a different MSU Merchant ID but
same bank account.
Work with members of MSU's PCI Council and third-party PCI Compliance
o
consultant to review business needs and proposed solution.
Ensure card transactions processed by university personnel are performed using
o
a PCI-validated point to point encrypted (P2PE) solution. The solution must be
listed on the PCI council's website (https://www.pcisecuritystandards.org), must
not be expired, and devices to be used with the solution must have a PIN
transaction security (PTS) expiration date at least 3 years past the date of
installation.
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