2024 Potsdam Housing Software Fillable Form.xlsx
XLSX spreadsheet 22 KB Posted
- Attached to
- Residence Life Housing Software
- Solicitation number
- 2110796
- Issued by
- St. Lawrence County, Poughkeepsie City, New York
About this file
This document is a request for information and quotes from SUNY Potsdam for new housing and residential life software. The university currently maintains 1,550 beds across six residential halls and one townhouse complex, with 1,079 residents housed in fall 2023. The software must facilitate an online housing application process, automate room and bed assignments, enable communication with students, and provide robust reporting and data analytics capabilities. Mandatory requirements include compliance with federal and state regulations, cloud hosting, integration with the university's sign-on system and campus systems, and the assignment of a dedicated vendor representative. Vendors must describe the software's ability to meet various functional requirements, such as displaying student and assignment information, customizing the student interface, managing housing assignments, maintaining student records, and reporting capabilities. Vendors are requested to provide pricing information for a 5-year term, including implementation, migration, and software costs, as well as any additional charges for services such as text messaging, staff selection, programming, and mail tracking. Vendors are also required to provide current HECVAT and VPAT documentation, as well as references from clients with similar housing environments utilizing the Ellucian Banner system.
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Other files
| File | Type | Posted |
|---|---|---|
| Public Officers Law Form - Ownership of Controlling Interest.pdf | ||
| Scope of Work for Housing Software.docx | DOCX document |
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Requirements SUNY Potsdam is seeking information and quotes for new housing and residential life software. The Office of Residential Life maintains currently 1550 beds (without tripling rooms), in six residential halls and one townhouse complex. In fall 2023, campuses housed 1,079 residents. residents.
| Vendors must possess a system capable of capturing inputted data and delivering outcomes across a range of functions, including but not limited to: |
| 1. Facilitating an online housing application process for students, including signing various housing agreements |
| 2. Automating the assignment of rooms and beds to students through computer-generated assignments and student self-selection of rooms |
| 3. Communication with students via emails, text messages, and printed documents |
| 4. Offer robust reporting and data analytics capabilities |
| Mandatory Requirements |
| 1. Compliance with Federal and State regulations, encompassing ADA, FERPA, HIPAA, and other pertinent laws |
| 2. Cloud hosted services |
| 3. Utilize and implement SUNY Potsdam’s sign-on system for user logins |
| 4. Assignment of a dedicated vendor representative for system implementation and ongoing customization support |
| 5. Transparent disclosure of any anticipated price adjustments throughout the agreement's duration, covering all software updates, including major and minor releases, and training for new or modified features |
| 6. Bi-directional integration with campus systems including but not limited to Ellucian Banner. |
| 7. Roommate matching capability based on surveys, or interest, that allows students the opportunity to self-select based on preferences. |
| Functionality (please describe the software’s ability to meet the following) |
| 1. Software (Functionality - please dscribe the software's ability to meet the following) |
| a. Capable of displaying student and assignment information through both a website and a mobile app or mobile-friendly website |
| b. Customizable student interface including colors and logos |
| c. Different permission levels based on the user |
| d. Easily searchable by student ID number, name, and room number |
| e. Electronic storage of campus customized forms/data in a retrievable format to display, email, or print, etc. |
| f. Accessibility compliance to WCAG and/or 508 standards |
| 2. Housing Assignments |
| a. Students ability to complete and edit housing applications, agreements, and forms online via a self-service portal |
| b. Students must be able to view and complete multiple applications or agreements simultaneously |
| c. Support student self-selection of rooms |
| d. System that can accommodate campus-created rules for generating housing assignments or matching roommates based on housing application questions |
| e. Track room charges and adjust total costs based on different room types and pass this information to Banner |
| 3. Student Record |
| a. Student profiles should include contact information, date of birth, gender identification, and customizable fields (different displays information to users vs administrators) |
| b. Display various housing application attributes in a student records |
| 4. Bedroom/Common Area Record |
| a. Bedroom profiles should include residents' names, gender identification, key code, and customizable fields |
| b. Maintain room condition reports linked to bedrooms and the students residing in them with the ability to add photos and for students to view |
| c. Pass information to Banner to bill students for room damages and key replacements |
| 5. Reporting |
| a. User created reporting and data retrieval functionality, including display, email, printing, and export to xls files and other file types |
| b. Allow for querying, sorting, reviewing, and modifying data fields |
| c. Store historical data for review, querying, and reporting purposes for a minimum of 10 years |
| 6. Miscellaneous |
| a. Allow for individual and mass messaging via email (from different email addresses and to both personal and campus addresses), text messaging, and printed letters, including personalized messages with tokens (e.g., student name, room assignment, roommate information, etc.), and log these messages in student records. |
| b. Pass room information student information including but not limited to ID number, room assignment, and start and end date and time of room assignment for access control |
| c. Workflow for forms including department and resident staff programming including public facing calendar |
| e. Track student employees including but not limited to applications, interviews, and performance evaluations |
| f. Customer support at minimum during business hours and on-call after hours support |
Documentation: Please provide current HECVAT and VPAT
References: 2-3 clients that have implemented the product preferably at a campus of 1000 beds or higher, that utilizes Banner.
Implementation summer and fall 2024.
Pricing
| Year 1 | Year 2 | Year 3 | Year 4 | Year 5 | |
| Implementation/Migration Costs | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Software Costs | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Please include total cost for functionality listed with the exception of 6c, 6d, and 6e. | |||||
| Is there other functionality/components included in these costs that are not listed in the fuctionality section? If so, please describe. | |||||
| Additional Costs | |||||
| Please provide an annual cost for items included in the per bed costs that were listed above. | |||||
| per text message cost above 50,000 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Staff Selection | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Programming | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Mail Tracking | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Please list and additional components and costs not listed above that are available or may be charges. | |||||
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