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

Location:	Mississippi
Posted:	Jun 26, 2026
Due:	Jul 23, 2026
Agency:	Mississippi State University
Type of Government:	State & Local
Category:	58 - Communications, Detection and Coherent Radiation Equipment 70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services
Solicitation No:	Bid MSU2026088 RFP
Publication URL:	To access bid details, please log in.

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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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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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

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See also