Issue Date: January 5th, 2026

Proposal Due Date: January 16th, 2026

Anticipated Award Date: January 30th, 2026

To Whom It May Concern:

IREX (International Research & Exchanges Board) is seeking proposals from qualified developers to build and implement a Customer Relationship Management (CRM) platform to support its fee-for-service international exchange program application process and case management.

IREX reserves the right to withdrawal this request for proposals at any time up to the award of the contract. 

Proposal Requirements

The goal of Customer Relationship Management (CRM) platform is to facilitate online applications, automate workflows, and support enhanced compliance for exchange visitors sponsored by IREX's J-1 Visa program. 

The CRM will: 

• Help IREX efficiently manage the administration of exchange program cycles for 6 different exchange program categories (Research Scholar, Short-term Scholar, Professor, Specialist, Intern, Trainee), from the application stage through program completion, for an increasing volume of exchange visitor participants;
• Strengthen IREX’s capacities to monitor programs, communicate important information to participants, keep comprehensive records, and comply with J-1 visa and GDPR regulations;
• Provide a seamless and user-friendly experience to participants and partnering third party clients who submit applications to IREX and/or participate in IREX exchange programs. 

Besides the ability to provide customized, user-friendly features that IREX needs for this CRM platform, the developer’s customer service and response times to sorting out bugs and other issues with the technology will be critical for IREX in its selection process.

Required features of CRM:

1. Application form builder:

         a. Create attractive and clear application forms

         b. Allows ability for easily IREX to clone and modify application forms so different versions can be used for different populations (application builder is user friendly so IREX is able to make application changes without asking developers)

2. Online application submission by prospective applicants:

         a. Application form provides content areas or help text guidance, so participants can read and understand how to complete the form correctly the first time

        b. Application questions/sections should include logic according to how participants answer questions (ideally removing visibility of questions that are not relevant)

       c. Applications should include a document upload feature

3. Documents upload function should be available throughout program, allowing documents to be uploaded by IREX or by applicant, or any partnering third parties, at any point during exchange program cycle.

4. “Stages” functionality should allow an applicant/participant to move through the application and program cycle and can see/know exactly what their current status is. When IREX approves applicants at the first stage, they progress to the next stage, and so on.

       a. This process should be clear and intuitive; applicants should not be moved to a stage that is not relevant to them.

       b. IREX should be able to do some customization of stages.

       c. Where possible, automations should be deployed in stages to reduce workflow.

5. The CRM allows IREX to generate and manage participant and U.S. host agreements.

       a. Agreement language will mostly be standardized for all participants/hosts, but have some sections that are customized and populated by data entered in the application form.

      b. Agreements must have functionality to be electronically signed by participants and hosts and saved to the relevant record.

      c. IREX should be able to download a signed version of all agreements saved to the CRM.

      d. IREX should be able to update/modify language of agreements for new participants and hosts without disrupting signatures or language of previously signed agreements.

6. DS-7002 forms generation and functionality to route the form through multiple different parties for signature/approval.

7. SEVIS interface and batching:

     a. IREX will be able to send participant data collected in CRM application records to the U.S. government’s SEVIS system, resulting in creation and/or modification of participants’ DS-2019 forms and DS-7002 forms. This function can be performed in bulk whereby a group of participant records are uploaded to SEVIS in the same “batch” action. The next day, that batch of participants’ DS-2019/DS-7002 forms can be issued efficiently.

    b. IREX AROs should be able to sign the SEVIS forms and transmit them electronically to participants via the CRM.

    c. When participants arrive to the United States and report their U.S. address and phone number, this data can be collected by the CRM and batch uploaded to SEVIS to “activate” program status. The CRM should be configured so that addresses are validated ahead of SEVIS batching, so that SEVIS validation errors do not result from invalid or incorrectly entered addresses.

    d. When participants request program changes (such as change of address), these can be batch uploaded from the CRM to SEVIS.

8. Automated communications and reminders get sent to participants based on certain triggers

    a. Reminders to check-in at start of program, based on program start date

    b. Monthly, bimonthly, and/or quarterly monitoring form or communication touch point

    c. Mid-term/final program evaluation request based on program date field (routed also to a host supervisor

    d. Reminders about insurance or DS-2019 form expiration based on those end dates

9. Communication and activity tracking/log to track correspondence IREX sends to participants and actions related to an application.
10. Notes area to log notes about a participant/case so the history is recorded if a different staff person is working with the same record in the future.
11. Customizable reporting functionality whereby IREX can run reports on helpful combinations of application/record fields, for example “all applications received in 2025” or “all applications with unpaid balance.”
12. The platform must be GDRP compliant.
13. The platform must have Single Sign-On (SSO) Authentication via Microsoft Entra ID.
14. Alerts dashboard/list or reporting functionality for IREX and/or participants to track participant-related deadlines (such as DS-2019 end date, insurance expiration date, passport expiration date, application processing due date, monitoring forms due date, etc.).
15. Ability to store insurance information for each participant and track expiration.
16. Ability to receive applications directly from applicants or from partners (if an applicant is working with a third party).
17. Ability to log fee balances and payments that are made.
18. Form fields to capture participant’s arrival date to U.S. and departure date from U.S.

19. Preferred features but not mandatory:

     a. Integration with health insurance provider

     b. Integration with credit card payment or bank transfer platforms

     c. Integration with Costpoint accounting software

     d. Ability to produce an invoice (PDF) from data captured in the application form fields.

     e. Calculator feature within application which enables participants accurately calculate their own fees from a defined fee structure.

     f. Ability to store orientation materials for participants to review (not weblinks)

     g. Option to have surveys/quizzes for participants to take within the platform

     h. Option to interface with Outlook calendar for scheduling appointments

     I. Option for the platform to be integrated into IREX’s website

     j. Option for two-way (inbound and outbound) communications between IREX and participants within the CRM

     k. Ability to customize the design/font/graphics to align with IREX brand

Additional Requirements: Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment 

IREX is prohibited from procuring or entering into a contract to procure goods or services which make use of covered telecommunications equipment or services as a substantial or essential component. For the purposes of this section, “covered telecommunications equipment or services” also include systems that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Vendors are required to certify that the quotes do not contain any of these prohibited telecommunications equipment. 

The restrictions cover broad categories of telecommunications and video surveillance equipment and services produced and provided by: 

a. Huawei Technologies Company Ltd., 

b. ZTE Corporation, 

c. Hytera Communications Corporation, 

d. Dahua Technology Company Ltd., and 

e. Hangzhou Hikvision Digital Technology Company Ltd., and their subsidiaries or affiliates.

Proposal Content

• Company profile, a brief overview of company, key staff CVs and description of assignments, and experience in similar projects, references (a list of three similar projects, with contact information for the clients)
• Technical proposal and timeline (a detailed description of the method used to perform the tasks outlined)
• Financial proposal[1]