Student Housing Software

NATIONAL PARK COLLEGE
101 College Dr.
Hot Springs National Park, AR 71913
REQUEST FOR QUALIFICATIONS
BID SOLICITATION DOCUMENT
SOLICITATION INFORMATION
Bid Number: NP-26-0005 Solicitation Issued: March 18, 2026
Description: Student Housing Management Software
Agency: National Park College
SUBMISSION DEADLINE FOR RESPONSE
Submission Deadline Date: April 17, 2026 Submission Deadline Time: 4:30 p.m., Central Time
Bid OpeningDate: April 18, 2026 Bid Opening Time: 9:00 a.m., Central Time
Deliver proposal submissions for this Request for Proposal to National Park College (NPC) on or before the designated
bid opening date and time. In accordance with ArkansasProcurement Law and Rules, it is the responsibility of
Prospective Contractors to submit proposals at the designated location on or before the bid opening date and time.
Proposals received after the designatedbidopening date and time may beconsideredlate andmaybereturned to the
Prospective Contractor without further review. It is not necessary to return "no bids" to National Park College.
DELIVERY OF RESPONSE DOCUMENTS
National Park College
Delivery Address:
Gerald Fisher Bldg, Suite 327
101 College Dr.
Hot Springs National Park, AR 71913
Email: kmarkish@np.edu(Include bid number in subject line)
Delivery providers, USPS, UPS, and FedEx deliver mail to NPC's street address on a schedule determined by
each individual provider. These providers will deliver to NPC based solely on the street address.
Prospective Contractors assume all risk for timely, properly submitted deliveries.
Proposal's Outer Seal outer packaging and properly mark with the solicitation number and prospective contractor's
Packaging: name and return address. If outer packaging of proposal submission is not properly marked, the
package may be opened for bid identification purposes.
AGENCYCONTACT INFORMATION
AgencyBuyer: Kurt Markish Buyer's Direct PhoneNumber: 501-760-4351
Email Address: kmarkish@np.edu Agency's Main Number: 501-760-4222
Agency Website: https://www.np.edu

NP-26-0007 Student Housing Management Software
ARKANSAS SOVEREIGN IMMUNITY
NON-NEGOTIABLE
SOVEREIGN IMMUNITY:
Language in these terms and conditions, and the terms and conditions of any resulting contract, must not
be construed or deemed as the State's waiver of its right of sovereign immunity. The Contractor agrees
that any claims against the State, whether sounding in tort or in contract, shall be brought before the
Arkansas Claims Commission as provided by Arkansas law and governed accordingly.
GOVERNING LAW AND VENUE:
A. This contract shall be governed by and construed in accordance with the Laws of the State of
Arkansas. Exclusive venue arising under this Contract is Pulaski County, Arkansas.
B. Any legislation that may be enacted subsequent to the date of this Contract, which may cause all or
any part of the Contract to be in conflict with the laws of the State of Arkansas, will be given proper
consideration if and when this contract is renewed or extended. At such time, the parties agree that
the Contract shall be amended to comply with any applicable laws in effect.
C. Under Arkansas law, the release of public records is governed by the Arkansas Freedom of
Information Act found at Section 25-19-101 et. seq. of the Arkansas Code Annotated.
INDEMNITY:
The Contractor shall be fully liable for the actions of its agents, employees, partners, and assigns and
shall fully indemnify, defend, and hold harmless the Agency, department, and their officers, agents, and
employees from third party suits, actions, damages, and costs of every name and description, including
attorney's fees to the extent arising from or relating to personal injury and damage to real or personal
property, caused in whole or in partby the negligence or willful misconduct of Contractor, its agents,
employees, partners, or assigns.
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NP-26-0007 Student Housing Management Software
SECTION 1 - INFORMATION AND INSTRUCTIONS
1.1 INTRODUCTION
National Park College (Agency, NPC) seeks a responsive, responsible contractor (contractor, vendor) to
provide a modern, integrated Student Housing Management Software solution to streamline all aspects
of housing operations, improve the student experience, and enhance administrative efficiency. The
selected vendor will provide software, implementation services, data migration, training, and ongoing
support.
The solution must support the full housing lifecycle, including applications, room assignments, billing
integration, occupancy management, maintenance workflows, reporting, and communication tools.
.
1.2 OBJECTIVE AND GOALS
The goal is to implement a platform that streamlines the management for our student housing dormitory
tenants/residents, improves operational efficiency, enhances visibility into property performance, and
supportsa high quality experience for tenants, residents, and internal stakeholders.
1.3 CURRENT ENVIRONMENT
Some of our present features include:
(cid:120) Background Checks
(cid:120) Lead Manager
(cid:120) Site Tablet - Remote access through tablets/mobile/etc
(cid:120) Lease Execution
(cid:120) Inspection Manager -Room Condition
(cid:120) Prospect Portal
(cid:120) Resident Portal (Website Punchout)
(cid:120) Core Messaging Center - Texts and Emails
(cid:120) Reporting
(cid:120) Maintenance Tracking
(cid:120) Students can Contact Dorm Management/RA
1.4 TYPE OF CONTRACT
A. As a result of this RFP, the Department intends toaward a contract to a single Contractor.
B. The anticipated starting date for any resulting contract is June 1, 2026except that the actual contract
start date may be adjusted unilaterally by the Agencyfor up to three (3) calendar months. By
submitting a signed proposal in response to the RFP, the Prospective Contractor represents and
warrants that it will honor its proposal as being held open as irrevocable for this period.
1.5 DEFINITION OF TERMS
A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same
meanings herein.
B. "Prospective Contractor" means a responsible offeror who submits a proposal in response to this
Solicitation.
C. The terms "Request for Proposal," "RFP," and "Solicitation"are used synonymously in this document.
D. "Requirement" means a term, condition, provision, deliverable, Specification, or a combination
thereof, that is obligated under the Solicitation, resulting contract, or both.
E. "Responsive Proposal" means a proposal submitted in response to this Solicitationthat conforms in
all material respects to this RFP.
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NP-26-0007 Student Housing Management Software
F. "Shall" and "must" mean the imperative and are used to identify Requirements.
G. "Specification" means any technical or purchase description or other description of the physical or
functional characteristics, or of the nature, of a commodity or service. "Specification" may include a
description of any Requirement for inspecting, testing, or preparing a commodity or service for
delivery.
H. "State" means the State of Arkansas.When the term "State" is used herein to reference any
obligation of the State under a contract that results from this Solicitation, that obligation is limited to
the Department using such a contract.
I. "OSP" means the Arkansas Office of State Procurement.
1.6 SOLICITATIONSCHEDULE
For informational purposes, a Solicitation Schedule is provided below; however, dates listed and noted
with an asterisk (*) are anticipated dates only and are subject to change at the discretion of the Agency.
TABLE A: TENTATIVE SOLICITATION SCHEDULE
ACTIVITY DATE
RFP Release to Prospective Contractors March 18, 2026
Deadline for Prospective Contractor Questions March 30, 2026
Answers to Questions Posted* April 1, 2026
Proposal Due Date April 17, 2026
Demonstrations (top 3 scorers)* April 23, 2026
Evaluation/Scoring Completed* April 28, 2026
Post Anticipation to Award* April 29, 2026
Award Contract* TBD - May, 2026
*Dates are approximate
1.7 CLARIFICATION OF SOLICITATION
A. Submit questions requesting clarification of information contained in this Solicitationviaemail to the
Buyer on page one (1) of the RFPby March 30, 2026.
1. For each question submitted, Prospective Contractor should reference the specific Solicitation
item number to which the question refers.
2. Prospective Contractors' written questions will be consolidated and responded to by the State as
deemed appropriate. The State's consolidated written response is anticipated to be posted to the
OSP website on or about April 1, 2026. NOTE: This date may fluctuate depending on the
number of questions received and the difficulty of the questions to get a response to. If
Prospective Contractor questions are unclear or non-substantive in nature, the Agency may
request clarification of a question(s) or decline to answer.
B. The Prospective Contractor should notify the Buyer of any term, condition, etc., that precludes the
Prospective Contractor from submitting a compliant, Responsive Proposal. Prospective Contractors
should note that it is the responsibility of the Prospective Contractor to seek resolution of all such
issues, including those relating to the terms and conditions of the contract, prior to the submission of
a proposal.
C. Prospective Contractors may contact the Buyer with non-substantive questions at any time prior to
the proposal opening.
D. An oral statement by the Department will not be part of any contract resulting from this Solicitation
and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless
it is reduced to writing and expressly adopted by the Department.
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NP-26-0007 Student Housing Management Software
E. Only an addendum written and authorized by the Agency will modify the Solicitation.
1.8 RESPONSE DOCUMENTS
A. OriginalProposal Response
1. Thefollowing items are proposal submission requirements and shall be submittedasa hardcopy
(1 copy- No staples or permanent binding)or digitally (USBthumbdrive or CD) part of a
Prospective Contractor's proposal response.
a. Original signed Proposal Signature Page contained in this solicitation. Signature may be ink
or digital.
b. One original of the Technical Proposal response to the Submission Requirementssection
included in the Response, which must be in the English language.
c. Pricing as requested in this solicitation.
i. Pricing must be proposed in U.S. dollars and cents.
ii. Quantities stated in this solicitation are estimates only and are not guaranteed.
Prospective Contractor must submit unit price on the estimated quantity and unit of
measure specified.
(cid:120) The State may order more or less than the estimated quantity on term contracts, and
the Contractor shallsell to the Department quantities ordered at no more than the
submitted price.
iii. If pricing documents do not allow for accurate pricing, Prospective Contractor(s) should
note this in their response.
iv. Prices must be firm offers. Price adjustments may be negotiated at the time of contract
renewal unless an approvedescalation schedule has been completed prior.
v. State or local sales taxes should not be included in the price.Trade discounts should be
deducted from the unit price and the net price should be shown in the Pricing Response
d. Copy of Prospective Contractor's Equal Opportunity Policy.
i. Pursuant to Arkansas Code Annotated 19-60-104, OSP requiresa Prospective
Contractor bidding on a state contract to submit a copy of the Prospective Contractor's
Equal Opportunity (EO) Policy.
ii. Prospective Contractors not required by law to have an EO Policy must submit a written
statement to that effect.
2. Voluntary Product Accessibility Template (VPAT)may also be included with the Prospective
Contractor's proposal, if applicable
3. Prospective Contractors should not include any other documents or ancillary information, such
as a cover letter or promotional/marketing information.
B. Additional copies
(cid:120) If the Agency requests additional copies of the proposal, the copies must be delivered within the
timeframe specified in the request.
C. Prospective Contractors should not alter language in Solicitation document(s)provided by the
Agency.
D. Prospective Contractor's proposalscannot be altered or amended after the proposalopening except
as permitted by law or rule.
E. Prospective Contractors may submit multiple proposals.
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NP-26-0007 Student Housing Management Software
SECTION 2 - SCOPE
2.1 PROSPECTIVE CONTRACTOR MINIMUM QUALIFICATIONS
National Park College (Agency, NPC) seeks a responsive, responsible contractor (contractor, vendor) to
provide a modern, integrated Student Housing Management Software solution to streamline all aspects
of housing operations, improve the student experience, and enhance administrative efficiency. The
selected vendor will provide software, implementation services, data migration, training, and ongoing
support.
The solution must support the full housing lifecycle, including applications, room assignments, billing
integration, occupancy management, maintenance workflows, reporting, and communication tools.
2.2 OBJECTIVES AND GOALS
The goal is to implement a platform that streamlines the management for our student housing dormitory
tenants/residents, improves operational efficiency, enhances visibility into property performance, and
supports a high quality experience for tenants, residents, and internal stakeholders.
The selected PMS should:
(cid:120) Centralize property, lease, tenant/resident, vendor, and asset data
(cid:120) Enable efficient accounting and financial reporting aligned to our chart of accounts
(cid:120) Improve maintenance response times and preventive maintenance compliance
(cid:120) Provide modern tenant/resident self-service via portal and mobile access
(cid:120) Support reporting, dashboards, and analytics for operational decision-making
(cid:120) Provide secure controls, auditability, and system integrations (APIs)
(cid:120) Be scalable as our portfolio and operational needs evolve
The desired solution should be cloud-based, secure, and scalable, with functionality that supports the
full lifecycle of property operations. Core capabilities should include, but are not limited to:
1. Property & Lease Management
(cid:120) Centralized management of property data, units, leases, and associated documents
(cid:120) Automated lease creation, renewals, expirations, and compliance tracking
(cid:120) Configurable workflows for approvals and notifications
2. Communication
(cid:120) Messaging center where administration/management can email and text residents en masse, by
group, or individually
(cid:120) Portal where students/residents can contact dorm management/RA's
3. Maintenance & Work Order Management
(cid:120) Work order creation, assignment, tracking, and reporting for maintenance, janitorial
(cid:120) Preventive maintenance scheduling
(cid:120) Vendor coordination and mobile-friendly technician access
4. Tenant & Resident Portal
(cid:120) Provide modern tenant/resident self-service via portal and mobile access
(cid:120) Online rent payments, account management, and communication tools
(cid:120) Maintenance request submission and tracking
(cid:120) Document sharing (leases, notices, policies)
5. Reporting, Analytics, & Dashboards
(cid:120) Real-time dashboards with customizable KPIs
(cid:120) Standard and ad-hoc reporting capabilities
(cid:120) Exportable data and configurable analytics
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NP-26-0007 Student Housing Management Software
6. System Administration & Integrations
(cid:120) Role-based permissions and audit tracking
(cid:120) Data import/export tools
(cid:120) Strong data security, encryption, and compliance with relevant regulations
8. Implementation, Support & Training
(cid:120) Detailed implementation plan, including data migration and testing
(cid:120) Vendor-provided training for administrators and Agency end users
(cid:120) Ongoing support options and service-level commitments
2.3 IN-SCOPE DELIVERABLES
(cid:120) Software licensing/subscription
(cid:120) Implementation services and project management
(cid:120) Data migration plan and execution (properties, units, tenants, leases, GL, vendors, open AR/AP,
maintenance history where applicable)
(cid:120) System configuration (roles, workflows, approval routing, GL settings)
(cid:120) Integrations (as applicable; see Section 6)
(cid:120) Training (admin + end-users)
(cid:120) Go-live support and post-go-live stabilization
(cid:120) Ongoing support and success management
2.4 CURRENT ENVIRONMENT
Some of our present software features include:
(cid:120) Background Checks
(cid:120) Lead Manager
(cid:120) Site Tablet - Remote access through tablets/mobile/etc
(cid:120) Lease Execution
(cid:120) Inspection Manager -Room Condition
(cid:120) Prospect Portal
(cid:120) Resident Portal (Website Punchout)
(cid:120) Core Messaging Center- Texts and Emails
(cid:120) Reporting
(cid:120) Maintenance Tracking
(cid:120) Students can Contact Dorm Management/RA
2.5 WISHLIST
Features we presently don't have but would like (not a requirement to have):
(cid:120) Dorm/Campus Event Calendar
2.6 PERFORMANCE STANDARDS
A. State law requires that qualifying contracts for services include Performance Standards for
measuring the overall quality of services that a Contractor shall provide.
B. The Agency shall statePerformance Standards prior to contract award, prior to the commencement
of services, or at times throughout the contract duration.Performance Standards identifies expected
deliverables, performance measures, or outcomes; and defines the acceptable standards.
C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the
parties.
D. Failure to meet the minimum Performance Standards as specified will result in the assessment of
damages.
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NP-26-0007 Student Housing Management Software
E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or
respond to the insufficiency. The State has the right to waive damages if it determines there were
extenuating factors beyond the control of the Contractor that hindered the performance of services. In
these instances, the State has final determination of the performance acceptability.
F. Should any compensation be owed to the Department due to the assessment of damages,
Contractor shall follow the direction of the Department regarding the required compensation process.
SECTION 3 - SUBMISSION REQUIREMENTS
3.1 TECHNICAL PROPOSAL SUBMISSION REQUIREMENTS
Potential Contractor shall submit response to the following:
A. Company Profile/Experience (in particular with Higher Education)
B. List and describe (high level) software abilities/functionality
C. Software Package levels, modules, add-ons, etc.
D. Cloud based software or Server Installed
E. Support Structure/Services/Assistance (human, AI, automated, Text Database, etc), number of
hours included
F. What Start-up Training included vs. Purchased Training Service
G. Go-live support and post-go-live stabilization and ongoing support
H. Guaranteed Uptime/ Warranties
I. Response time for software assistance
J. Data security/safety
K. For software updates and system maintenance, is it a system shutdown time window or is it
updated on separate server and then linked/copied over?
L. Financials integration abilities with PeopleSoft/Workforce
M. Do your software offer AI or automation?
N. Mobile friendly? Are there apps available for facility, maintenance and residents? Single app
with permissions based on log-in? or separate app for Agency vs Residents?
O. Transition Plan/Process including sample timeline.
P. List performance standards such as: uptime amounts and guarantees (e.g. 99.9%), any
RTO/RPO targets, backup frequencies and retention, peak load performance description.
Q. Completed Attachment A: Technical and Functional ChecklistExcel Sheet
R. Completed Attachment B: Pricing Structure Template, Contractor creating pricing models,
escalation schedule, if any, over the next 5 years (minimum) and fee schedules outside of
licensing fees. (NOTE: Budgets shall not be released at this time.)
SECTION 4 - SELECTION PROCESS
4.1 SELECTION PROCESS
Scoring shall be conducted in 3parts:
PHASE 1: Technical Proposal
(cid:120) Technical Proposal - Technical Proposal, including Attachment A: Technical and Functional
Checklist, shall be scored by the evaluation committee. Evaluation Committee Member scores
shall be averaged for a total Technical Proposal score.
(cid:120) Price Proposal- Attachment B: Pricing Structure Template and any Contractor submitted pricing
modelsshall be evaluated and scored based on affordability and value.
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NP-26-0007 Student Housing Management Software
PHASE 2: Product Demonstration
(cid:120) Demonstration- The top 3 scoring Contractors shall be invited to demonstrate product
abilities/functionalityincluding Q&A from Evaluation Committee. Evaluation Committee Member
scores shall be averaged for a total Product Demonstration score. Product Demonstration
Requirements shall be distributed to the top 3 scoring Contractors.
PHASE 3: Total Score
(cid:120) Total Technical Proposal, Pricing and Demonstration scores shall be combined for a Grand Total
Score.
PHASE 4: Award
(cid:120) Contractor with highest Grand Total score from Technical Proposal, Price and Demonstration
shall be considered anticipated awardee.
4.2 SCORING TABLES
A. The Department will review each Technical Proposal to verify Submission Requirements have been
met. Technical Proposals that do not meet submission theSubmission Requirements shallbe
rejected and shallnot be evaluated.
B. An Agency-appointed Evaluation Committee will evaluate and score qualifying Technical Proposals.
Evaluation will be based on Prospective Contractor's response to the Information for Evaluation
section included in the Technical Proposal Packet.
C. Members of the Evaluation Committee (Evaluators) will individually review and evaluate proposals
and complete an Individual Score Worksheet for each proposal. Individual scoring for each
Submission Requirement will be based on the scoring descriptionin the Scoring Table. Maximum
raw points possible for each category is 5.
TECHNICAL PROPOSAL SCORING BREAKDOWN
CONFIDENCE
QUALITY QUALITY OF
DESCRIPTION IN PROPOSED
RATING RESPONSE
APPROACH
When considered in relation to the RFP evaluation
factor, the proposal squarely meets the requirement
5 Excellent Very High
and exhibits outstanding knowledge, creativity, ability
or other exceptional characteristics. Extremely good.
When considered in relation to the RFP evaluation
4 Good factor, the proposal squarely meets the requirement High
and is better than merely acceptable.
When considered in relation to the RFP evaluation
3 Acceptable Moderate
factor, the proposal is of acceptable quality.
When considered in relation to the RFP evaluation
2 Marginal Low
factor, the proposal's acceptability is doubtful.
When considered in relation to the RFP evaluation
1 Poor Very Low
factor, the proposal is inferior.
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NP-26-0007 Student Housing Management Software
Whenconsidered in relation to the RFP evaluation
factor, the proposal clearly does not meet the
requirement. Either nothing in the proposal is
0 Unacceptable No Confidence
responsive in relation to the evaluation factor or the
proposal affirmatively shows that it is unacceptable in
relation to the evaluation factor.
1. After initial individual evaluations are complete, the Evaluatorswill meet to discuss their
individual ratings. At this consensus meeting, each Evaluator will be afforded an opportunity to
discuss his or her rating for each evaluation criteria.
2. After Evaluatorshave had an opportunity to discuss their individual scores with the committee,
the Evaluators will be given the opportunity to change their initial individual scores, if they feel
that is appropriate.
3. The final individual scores of the Evaluators will be recorded on the Consensus Score Sheets
and averaged to determine the group or consensus score and rankfor each proposal.
4. Other agencies, consultants, and experts may also examine documents at the discretion of the
Department.
TECHNICAL PROPOSAL SCORING TABLES
A. The Information for Evaluation section has been divided into subsections.
1. In each subsection, items/questions have been assigned a maximum point value of five (5)
points. The total point value for each subsection is reflected in the table below as the Maximum
Raw PointsPossible.
2. The Department has assigned Weighted Percentages to each subsectionaccording to its
significance.
* Maximum
Maximum Subsection's
Information for Evaluation Weighted
Raw Points Weighted
Subsections Score
Possible Percentage
Possible
A. Company Profile/Experience (in particular with
5 3% 21
Higher Education)
B. List and describe (high level) software
5 10% 70
abilities/functionality
C. Software Package levels, modules, add-ons, etc. 5 10% 70
D. Cloud based software or Server Installed 5 5% 35
E. Support Structure/Services/Assistance (human,
AI, automated, Text Database, etc), number of 5 5% 35
hours included
F. What Start-up Training included vs. Purchased
5 5% 35
Training Service
G. Go-live support and post-go-live stabilization and
5 5% 35
ongoing support
H. Guaranteed Uptime/ Warranties 5 5% 35
I. Response time for software assistance 5 2% 14
J. Data security/safety 5 5% 35
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