Addendum_1.pdf
PDF 227 KB Posted
- Solicitation number
- 2137098
- Issued by
- Broome County, New York
About this file
Addendum 1 Summary
This addendum is issued by the State University of New York at Binghamton Division of Academic Affairs in support of RFP #24/25/018 for a comprehensive academic course, exam, and event scheduling software solution. The RFP seeks a centralized platform capable of managing instructional, co-curricular, administrative, and student organization scheduling across University-controlled spaces while enabling distributed departmental participation. Proposals are due August 5, 2026 at 2:30 PM EST, with award notification anticipated on August 31, 2026. The contract term is five years with an implementation target date of January 1, 2027. A bidders' conference was held prior to the addendum issuance, and questions regarding the RFP must be submitted by July 24, 2026 at 2:30 PM EST.
Pricing must itemize annual subscription and license fees, implementation costs including on-site and remote services, software customization with documented hourly rates, training across multiple delivery formats, third-party software fees, test environment costs, and travel expenses limited to New York State reimbursement schedules. Bidders must demonstrate documented experience implementing academic scheduling systems at similarly sized higher education institutions, provide current system metrics including client counts and uptime records for the past 24 months, submit up to five client references, and disclose any canceled or failed implementations within the past five years. Infosilem held an identical or substantially similar contract within the past five years. Mandatory submissions include the Bidder Qualification Submission Form, RFP Response Sheet, Price Response Sheet, diversity practices questionnaires, New York State Finance Law certifications, non-collusive bidding certifications, and executive order compliance documentation.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment A Bidder Qualification Submission Form.xlsx | XLSX spreadsheet | |
| Final RFP.pdf | ||
| Attachment B RFP Response Sheet.xlsx | XLSX spreadsheet | |
| Attachment C Price Response Sheet.xlsx | XLSX spreadsheet |
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Text version
July 27, 2026
ADDENDUM NUMBER 1
RFP 26/27/001
TITLE: Room Scheduling Software
Vendor Questions & Answers
Question 1: To size licensing and implementation effort, please provide the current annual volumes for
a. active course sections
b. distinct classrooms/labs
c. scheduled campus events expected to be managed in the new platform.
Answer 1:
a. 22,200 annually
b. 350 for academic classes/350 additional spaces for event scheduling
c. 42,000 event occurrences annually (excludes academic classes and exams)
Question 2: Does the University have a strong preference for vendor-hosted SaaS versus an on-premise deployment, and are there any data-residency or SUNY-specific hosting requirements we must follow?
Answer 2:
The University ITS department has a preference for vendor-hosted SaaS solutions. Binghamton University / NY State / SUNY-specific hosting requirements are as follows:
All vendor-hosted university data must fully reside within the United States.
The vendor must provide a SOC2 Type 2 report with no findings.
The vendor must provide a HECVAT assessment report.
If the solution uses AI, the university's data cannot be used to influence/train its models.
All data must be encrypted in transit and at rest.
Question 3: What historical course, exam, and event scheduling data (number of terms/years) must be migrated and available in the new system at go-live?
Answer 3: One prior academic year and current academic year
Question 4: Which Ellucian Banner release and Ethos integration framework version are currently in production, and are any upgrades planned during the anticipated implementation window?
Answer 4:
Binghamton University runs Ellucian Banner 9 (self-hosted), trailing the latest patches by ~1-3 months on average. Binghamton's Ethos APIs respond with the following:
versionapplication/vnd.hedtech.integration.v12.7.0+json. Updates across all systems are performed regularly and are likely to continue to be performed during the anticipated implementation workflow.
Procurement Office
PO Box 6000
Binghamton, New York 13902-6000
607-777-0000, Fax: 607-777-0000
Question 5: Please clarify the expected project timeline from contract award (anticipated 01/01/2027 start) through phased go-live for course, exam, and event scheduling modules.
Answer 5: We anticipate a phased implementation over 5-8 months. Implementation timeline will need to align with academic semester scheduling and other campus calendar dates
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