RFP # 1078 Integration Services for CRM to ERP

ADMINISTRATIVE SERVICES
PURCHASING DEPARTMENT
Request for Proposal # 1078
FOR
Integration Services for CRM to ERP (IPaaS)
DATE DUE: August 14, 2026, on or before 2:00 P.M. EDT
SUBMIT TO/POINT OF CONTACT:
Joshua Howell
Director of Purchasing
Westmoreland County Community College
145 Pavilion Lane
Youngwood, PA 15697
howelljo@westmoreland.edu
724-925-4185

Westmoreland County Community College
Request for Proposal #1078
Integration Services for CRM to ERP (IPaaS)
TABLE OF CONTENTS
1 COLLEGE INFORMATION AND INSTRUCTIONS TO VENDORS
1.1 General College Information
1.2 Scope of Work
1.3 CARES Act Grant Disclosure
1.4 Proposal Due Date
1.5 Calendar
1.6 Issuing Office
1.7 Instructions to Vendors
1.8 Format for Response
2 GENERAL TERMS AND CONDITIONS
2.1 Terms and Conditions
FORMS
Page 13: Pricing Form
Page 14: References
Page 15: Acknowledgement Form
Page 16: Certification of Contract/Bidder
Page 17: Non-Collusion Affidavit Instructions
Page 18-19: Non-Collusion Affidavit
Page 20: Business Size and Class Certification Form
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Westmoreland County Community College
Request for Proposal #1078
Integration Services for CRM to ERP (IPaaS)
1.1 GENERAL COLLEGE INFORMATION
Since its founding in 1970, Westmoreland County Community College has provided affordable, high-
quality, postsecondary education to thousands of southwestern Pennsylvania residents.
Westmoreland is a comprehensive community college serving approximately 5,554 students each fall
and spring semester at seven locations and online. The college encompasses the main campus and
six education centers in Westmoreland, Fayette, and Indiana counties, strategically located to serve
every area of the region.
The main campus is located in rural Youngwood, PA, a short distance from the New Stanton
Interchange of the Pennsylvania Turnpike off of US Route 119. The 80-acre campus comprises four
buildings: Student Achievement Center, Health and Culinary Center, Science Innovation Center and
the Business and Industry Center all of which contain general classrooms, smart classrooms and
laboratories with modern equipment that provide opportunities for students to gain hands-on
experiences in a variety of career fields. The Student Achievement Center also contains the college
bookstore, library, student activities center, gymnasium and fitness center, and more. In addition,
there are athletic fields for baseball, softball, soccer and other sporting activities.
Westmoreland's state-of-the-art Advanced Technology Center offers education and training for
students and incumbent workers in advanced manufacturing. Occupying 73,500-square-feet-of-
space at RIDC-Westmoreland in Mount Pleasant, the center features numerous specialized labs to
enhance learning including computer-aided drafting and design, computer numerical control,
electronics, energy, metallurgy and welding/virtual welding.
Complementing the credit programming are a full array of student services, including financial aid,
tutoring, and career placement, and student life activities such as intercollegiate athletics, intramurals
and clubs.
The college also offers a variety of continuing education courses in workforce training, professional
development, health care, computer training, personal enrichment, and public safety.
Westmoreland works with government, business and community leaders to continually develop and
offer innovative and educational programs to improve the lives of the constituents it serves.
A full description of the Westmoreland College experience can be found at www.westmoreland.edu.
1.2 SCOPE OF WORK
Westmoreland County Community College is seeking proposals from qualified vendors to provide an
Integration Platform as a Service (iPaaS), middleware solution, custom integration, or equivalent technology
and professional services necessary to establish, manage, and support secure data exchange between
Anthology Student and HubSpot.
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Westmoreland County Community College
Request for Proposal #1078
Integration Services for CRM to ERP (IPaaS)
The College's objective is to create a reliable, scalable integration framework that automates the transfer of
data between systems, reduces manual data entry, improves data accuracy, and supports student recruitment,
enrollment, communication, and reporting processes.
Project Objectives
The selected vendor shall provide a solution capable of:
1. Establishing secure integration between Anthology Student and HubSpot.
2. Automating data synchronization between systems.
3. Eliminating or significantly reducing manual import/export processes.
4. Supporting near real-time or scheduled data exchange.
5. Maintaining data integrity and consistency across platforms.
6. Providing ongoing monitoring, maintenance, and support services.
Scope of Services
The successful proposer provides all professional services, software, configuration, implementation,
testing, training, documentation, and support necessary to deliver a fully operational integration
solution.
The proposed solution should include, but not be limited to:
Discovery and Design
Review current business processes and workflows.
Conduct requirements gathering sessions with college stakeholders.
Identify all data elements requiring synchronization.
Develop technical specifications and integration architecture documentation.
Define business rules, transformation logic, and error-handling procedures.
Integration Requirements
The solution shall support the exchange of data between Anthology Student and HubSpot, including
but not limited to:
Prospective student records
Inquiry and lead information
Application status information
Enrollment-related information
Contact and demographic data
Communication preferences
Recruitment and admissions activity data
Custom fields as identified during discovery
Vendors should describe their ability to support:
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Westmoreland County Community College
Request for Proposal #1078
Integration Services for CRM to ERP (IPaaS)
One-way and bi-directional synchronization
Real-time integrations
Scheduled batch processing
API-based integrations
Data transformation and normalization
Duplicate record prevention and resolution
Error logging and notification workflows
Security and Compliance
The proposed solution must:
Utilize industry-standard security controls.
Encrypt data in transit and at rest where applicable.
Support role-based access controls.
Maintain audit logs of integration activity.
Comply with applicable federal, state, and higher education data privacy requirements,
including FERPA where applicable.
Implementation Services
Vendors shall provide:
Project management
Solution configuration and deployment
Testing support
User acceptance testing assistance
Knowledge transfer and administrator training
Go-live support
Ongoing Support
Proposals should include:
Ongoing technical support options
Service level agreements (SLAs)
Monitoring and alerting capabilities
Upgrade and maintenance procedures
Escalation processes
Annual support and subscription costs, if applicable
Vendor Qualifications
Vendors should demonstrate:
Experience integrating higher education systems.
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Westmoreland County Community College
Request for Proposal #1078
Integration Services for CRM to ERP (IPaaS)
Experience with Anthology Student.
Experience with HubSpot CRM.
Experience providing iPaaS, middleware, or enterprise integration solutions.
References from comparable higher education clients.
Proposal Requirements
Responses should include:
Company overview and qualifications.
Description of the proposed solution.
Technical architecture and integration methodology.
Relevant higher education experience.
Project implementation timeline.
Staffing and project team information.
Training and support approach.
Pricing structure, including:
One-time implementation costs
Recurring subscription or licensing fees
Ongoing support costs
Optional services
References from at least three similar clients.
In your proposal, please specify whether your solution is using:
A commercial iPaaS platform
A custom-developed integration
A managed integration service
A hybrid approach
Evaluation Criteria
Proposals may be evaluated on:
Technical capability and functionality
Experience in higher education integrations
Experience with Anthology Student and HubSpot
Project approach and implementation methodology
Security and compliance capabilities
Support and service offerings
Total cost of ownership
References and demonstrated success with similar projects
1.3 CARES ACT GRANT DISCLOSURE
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Westmoreland County Community College
Request for Proposal #1078
Integration Services for CRM to ERP (IPaaS)
When issuing statements, press releases, requests for proposals, bid solicitations and other
documents describing projects or programs funded in whole or in part with Federal money, U.S.
Department of Education grantees shall clearly state: 1) the percentage of the total costs of the
program or project which will be financed with Federal money; 2) the dollar amount of Federal funds
for the project or program; and 3) the percentage and dollar amount of the total costs of the project or
program that will be financed by non-governmental sources.
Recipients must comply with these conditions under Division B, Title V, Section 505 of Public Law
115-245, Consolidated Appropriations Act, 2019.
1.4 PROPOSAL DUE DATE
The due date of this RFP is Friday, August 14, 2026 on or before 2:00 p.m., EDT. Responses must
be clearly marked with the RFP number and RFP title listed in this document and your
company name in the lower left corner of the outer envelope or box. Submissions must also
be emailed to howelljo@westmoreland.edu on or before the due date. The time of submission
will be based on when the email is received. The paper copy must be mailed and cannot be
dropped off on campus. The purchasing department will distribute the copies to proper personnel.
The college will not consider or examine late responses. Amended responses will not be considered
unless they are received in the Purchasing Department on or before the above date and time. The
official copy must contain the complete response and related materials. A duly constituted corporate
official legally capable of binding the contractor must sign responses.
The college reserves the right to reject any or all proposals or any part thereof.
1.5 CALENDAR
Date Event
Friday, July 17, 2026 RFP Issued
Friday, July 24, 2026, by 2:00 P.M. EDT Questions due to Joshua Howell at
howelljo@westmoreland.edu
Wednesday, July 29, 2026, prior 5:00 Addendum emailed (if applicable)
P.M. EDT
Wednesday, August 5, 2026, by 2:00 Acknowledgement / Intent to Propose
P.M. EDT
Friday, August 14, 2026, on or before Proposals must be submitted to the
2:00 P.M. EDT Purchasing Department
howelljo@westmoreland.edu
August 26, 2026 Recommendation to the Board
1.6 ISSUING OFFICE
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Westmoreland County Community College
Request for Proposal #1078
Integration Services for CRM to ERP (IPaaS)
This request for proposal is issued for the Westmoreland County Community College by the
Purchasing Department. The issuing office is the sole point of contact for the college for this
RFP. Please refer all inquiries in writing to:
Joshua Howell
Director of Purchasing
Westmoreland County Community College
145 Pavilion Lane
Youngwood, PA 15697
Phone: 724-925-4185
howelljo@westmoreland.edu
1.7 INSTRUCTIONS TO VENDORS
Advice: The department responsible for this RFP is the Purchasing Department located at 145
Pavilion Lane Youngwood, PA 15697. The WCCC point of contact is Joshua Howell, Director of
Purchasing: howelljo@westmoreland.edu.
Examination of the Document: Bidders are responsible for examining the solicitation documents
and any addenda issued to become informed of all conditions that might in any way affect cost or
performance of any work performed. Should the bidder find discrepancies in or omissions from the
solicitation documents or should their intent or meaning appear unclear, promptly report such to the
College, per below. Failure to do so will be at the sole risk of the bidder.
Question Submittal Process: Questions can be sent to Joshua Howell, electronically at
howelljo@westmoreland.edu on or before Friday, July 24, 2026, at 2:00 P.M. EDT. All questions and
answers will be published and provided to all potential vendors, by means of an Addendum to the
RFP, on or before Wednesday, July 29, 2026, by 5:00 p.m.
Submission: The submission of a response shall be prima facie evidence that the vendor has full
knowledge of the scope, nature, quality of work to be performed, the detailed requirements of the
project, and the conditions under which the work is to be performed.
All proposals MUST include the Certification of Bidder form. The proposal MUST be submitted by the
date and time of opening and MUST include one (1) original, one (1) copy, and one (1) electronic
(email) copy of the RFP must be provided. The email copy must be emailed by the deadline to
Joshua Howell at howelljo@westmoreland.edu .
RFP's must be addressed to: Westmoreland County Community College, Attn: Joshua Howell,
Director of Purchasing, 145 Pavilion Lane Youngwood, PA 15697. Proposals must be submitted in a
Sealed Envelope with RFP #1078 Integration Services for CRM to ERP (IPaaS) and your company
name in the lower left corner of the outer envelope.
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Westmoreland County Community College
Request for Proposal #1078
Integration Services for CRM to ERP (IPaaS)
RFPs not submitted in the format as instructed by this RFP may not be accepted. Addendums to
your proposal, once filed, may be submitted in a sealed envelope only, and properly identified, prior to
the opening hour.
Receipt of RFP / Late RFP: Sealed RFPs shall be received and remain unopened until the time
indicated in this RFP. It is the sole responsibility of the vendors to ensure timely delivery of the RFP.
WCCC will not be responsible for failure of service on the part of the U.S. Postal Service, courier
companies, or any other form of delivery service chosen by the vendor.
RFPs received after the date and time specified shall be considered LATE, and shall not be
considered for award, and will be returned to the Bidders, unopened.
Accuracy of Proposals / Withdrawal of Proposals prior to RFP Opening: Proposals will
represent a true and correct statement and shall contain no cause for claim of omission or error.
Proposals may be withdrawn in writing or by facsimile (provided that the facsimile is signed and dated
by vendor's authorized representative) at any time prior to the opening hour. However, no proposal
may be withdrawn for a period of sixty (60) days subsequent to the opening of the RFP without the
prior written approval of the Director of Purchasing or Westmoreland County Community College.
Addenda: The only method by which any requirement of this solicitation may be modified is by
written addendum.
If an addendum to the proposal is required, WCCC will mail the addendum within a reasonable time
prior to the due date. WCCC is not responsible if a vendor does not receive the proposal revision in
time to include the information with the proposal submission. Proposals may not be considered if
they do not include acknowledgement of a formal addendum. Addendums will be mailed to all
vendors of record, and such addendum shall be acknowledged by signing and including in your
proposal submission.
Cancellation of the RFP: If the College determines that it is in the College's best interest, the
College reserves the right to do any of the following:
* Cancel the RFP in its entirety
* Modify the RFP, in writing, as needed
* Reject any and / or all proposals received for this RFP
Taxes: WCCC is exempt from all federal excise, state and local taxes unless otherwise stated in this
document. In the event taxes are imposed on the services purchased, WCCC will not be responsible
for payment of the taxes. The vendor shall absorb the taxes entirely. Upon request, WCCC's Tax
Exemption Certificate will be furnished.
Insurance: The vendor performing services for WCCC shall:
1. Maintain worker's compensation insurance as required by Pennsylvania statutes, for all
employees engaged in the work.
2. Maintain commercial liability, bodily injury and property damage insurance against any claim(s),
which might occur in carrying out the services, referenced in this RFP. Minimum coverage will be
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Westmoreland County Community College
Request for Proposal #1078
Integration Services for CRM to ERP (IPaaS)
TWO MILLION DOLLARS ($2,000,000) liability for bodily injury and property damage including
product liability and completed operations.
3. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in
carrying out the services described in this RFP. Minimum coverage shall be TWO MILLION
DOLLARS ($2,000,000) per occurrence combined single limit for automobile liability and property
damage.
1.8 FORMAT FOR RESPONSE
Proposals must be organized in the order presented in this RFP and include a Quotation which is
based on the specifications provided by Westmoreland County Community College. Proposals not
organized in the prescribed manner will be eliminated from consideration. The Vendor must respond,
in order, to all of the items listed in the RFP, use the numbering system of this RFP, and be complete
and comprehensive in a concise manner.
The Vendor must provide written, point-by-point narrative responses to each Proposal requirement;
simply stating "agreed" or "complies" is not acceptable. Supplemental technical information, product
literature and other supporting materials that further explain or demonstrate the proposed system
capabilities may also be included within the proposal response.
All Vendors who provide a proposal in response to this RFP are responsible for all costs associated
with preparing that proposal, answering all questions, providing the Westmoreland County
Community College with requested information, and making a Vendor presentation to the
Westmoreland County Community College. The Westmoreland County Community College is under
no obligation to incur or reimburse any Vendor for any proposal costs.
A. Title Page
Show the RFP subject, the name of the vendor's firm, address, telephone number, name of
contact person, and date.
B. Table of Content
a. Clearly identify the materials by sections and page number(s).
C. Letter of Transmittal
Limit to one or two pages.
a. Give the names of the persons who will be authorized to make representations for the
vendor, their titles, addresses, and telephone numbers.
b. Indicate any third-party firms involved with your program and state their role(s).
D. Invoicing Procedure
a. Describe the firm's invoicing procedures.
b. Include documentation identifying all of the vendor's fees.
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