RFP : Online Student Application Platform

RFP : Online Student Application PlatformPosted : October 22, 2025Development of an Online Student Application Platform for Funding SupportRupertsland Institute is seeking proposals from qualified vendors to design, develop, and implement a secure online platform for student funding applications. The platform will enable Métis students to apply for financial support, manage their information, and integrate with Rupertsland’s existing software. The solution should be comparable in functionality and user experience to Alberta Advanced Education’s Student Aid Alberta online application system: https://studentaid.alberta.ca/apply/About Rupertsland Institute (RLI):Rupertsland Institute (RLI) is an affiliate of the Otipemisiwak Métis Government (OMG) and a provincial leader in advancing education, training, and research for Alberta Métis citizens. Since 2011, RLI has managed federal and provincial agreements in education, employment, and training, while fostering Métis culture, identity, and lifelong learning.Guided by the Alberta Métis Education, Training and Research Strategy (AMETS), RLI delivers programming across four key pillars:Lifelong Learning – broadening access to early learning, K–12, post-secondary, and skills development.Enhanced Client Services – providing culturally grounded and responsive supports for diverse learners and job seekers.Research, Policy, and Informed Practice – strengthening data, evaluation, and evidence-based decision making.Partnerships and Shared Responsibility – building collaborative relationships with governments, employers, and institutions.RLI operates service centres, mobile employment units, and specialized education programs across Alberta. Each year, thousands of Métis citizens access supports for early learning, tutoring, post-secondary funding, training, and employment services.2. PROJECT OBJECTIVESProvide an intuitive, user-friendly online platform for Métis students applying for education and training funding.Provide an intuitive and user-friendly application for staff to manage student applications.Provide dashboards, and reports for staff to track student applications, financial commitments as well as demographics.Provide efficiency, security, and accuracy of application intake and processing.Enable seamless integration with Rupertsland’s existing software and services for data management and reporting.Ensure compliance with privacy and data security regulations (FOIP, PIPEDA, etc.).3. SCOPE OF WORK3.1 Core FunctionalityThe platform must include :Student Registration & Profile CreationCapture personal information (name, contact details, date of birth, social insurance number).Upload government-issued ID and other verification documents.Academic InformationInput year of studies, program, institution, and academic status.Upload confirmation of enrollment and tuition documentation.Application SubmissionStudents can complete and submit funding applications online.Ability to track application status and receive notifications.Document ManagementSecure upload and storage of supporting documents (e.g., transcripts, proof of enrollment).Database IntegrationFull interface and data synchronization with existing case file management software (KETO).Export and reporting features for staff and administrators.Administrative PortalStaff access for reviewing applications, verifying documents, and approving / declining requests.Dashboards and reports for monitoring application volumes, statuses, and funding disbursement.Security & PrivacyMulti-factor authentication (MFA) for student and staff logins using the Rupertsland Identity authentication server.Role-based access controls.Compliance with Canadian privacy and data protection laws.4. TECHNICAL REQUIREMENTSHosted on the Rupertsland internal IIS server.Microsoft SQL Server 2022 database serverSource code access for Rupertsland’s in-house developers.Mobile-friendly and responsive design.OIDC for user access and identityOAUTH2 for API accessData encryption in transit and at rest.Accessibility compliance (WCAG 2.1 AA).Scalable to accommodate growing student volumes.5. VENDOR QUALIFICATIONSProponents must demonstrate :Proven experience in developing secure online applications for government, education, or Indigenous organizations.Familiarity with Indigenous data sovereignty principles.Capacity to meet project timelines and provide ongoing technical support.6. PROPOSAL SUBMISSION REQUIREMENTSVendors should provide :Company Overview– history, size, and relevant experience.Proposed Solution– description of approach, features, and technologies.Project Team– bios and roles of key personnel.Project Plan & Timeline– phases, milestones, and estimated completion.Cost Proposal– detailed budget including development, implementation, training, and ongoing maintenance.References– at least 3 comparable projects delivered in the past 5 years.7. PROPRIETARY RIGHTSThe online application system and all related intellectual property developed under this project will be the sole property of Rupertsland Institute. Vendors must acknowledge that all rights, title, and interest will be assigned to Rupertsland Institute upon completion, and that no ownership or usage rights will be retained by the vendor without prior written authorization.8. EVALUATION CRITERIAProposals will be evaluated on :Functionality and alignment with requirements (30%)Technical capacity and security measures (20%)Vendor experience and qualifications (20%)Cost effectiveness (20%)Indigenous partnership and cultural alignment (10%)9. TIMELINESRFP Release Date : October 23rd, 2025Deadline for Questions : October 29th, 2025Proposal Submission Deadline : November 12th, 2025Vendor Selection :November 24th, 2025Project Start Date :December 1, 2025Anticipated Completion : August 1, 2026Application DeadlineOctober 23, 2025Application ProcedureAll proposals must be directed to :Roxanne Hall – Associate Director – Online Servicesrhall@rupertsland.orgInquires or questions must be directed by email to :Ethan Trac – System Analystetrac@rupertsland.org #J-18808-Ljbffr