Attachment A.pdf

ESU-218750078 – Lotus Notes Licenses Attachment A

1. Procurement Description The State University of New York, Empire State University (SUNY Empire), wishes to purchase IT licenses for an enterprise platform to (a) analyze and report on organic and AI search performance and (b) continuously monitor website health and changes in real time. The platform should consolidate AI and traditional search insights, connect to core analytics systems, and provide 24/7 monitoring with alerting and change tracking to mitigate risk.

2. About SUNY Empire Founded in 1971 as the innovative campus of the State University of New York (SUNY), Empire State University empowers learners from diverse backgrounds to achieve their educational goals. SUNY Empire has decades of experience providing educational access through high-quality online teaching and learning, individualized instruction, mentoring, and prior learning assessment. The institution is deeply committed to promoting diversity and inclusion and builds on students’ experiences to promote their growth and drive upward mobility and economic development in New York State and beyond.

SUNY Empire has a proud history of meeting students where they are. The institution embraces full transferability, credit through prior learning, and partnerships to drive workforce development and educational attainment. The university employs over 1,300 faculty and staff, advancing the institution's unique academic commitment to high-quality, accessible education for our students. SUNY Empire's 99,000 alumni are entrepreneurs, nurses, teachers, businesspeople, and leaders in their communities and their fields.

3. Contract Period The selected vendor must be available to provide their proposed IT licenses for one year. It is expected that the selected search vendor will provide their proposed IT licenses immediately following execution of contract or upon receipt of a Purchase Order

4. License Description SUNY Empire is seeking the following licenses or their equivalent.

SUNY Empire will determine the equivalency of alternate offered by Bidders. Bidders submitting alternates should submit appropriate literature describing the features of the product being offered. Failure to provide information or requested by the SUNY Empire within three business days of a written request may result in the Bidders’ bid being rejected. SUNY Empire reserves the right to request clarifications from Bidder for purposes of assuring alternate will meet form function and utility of the alternate to SUNY Empire. The decision of the SUNY Empire will be final as to acceptable alternatives.

4.1 HCL Domino Complete Collaboration + S&S - external user - or its equivalent

• Provides access to applications, workflows, web applications, and collaboration services for users outside of

SUNY Empire.

• S&S (Subscription and Support) includes product updates, fixes, upgrades, and access to technical support during the license term

• The licensed user can generally:

o Access web and application-based solutions.

o Participate in workflows and business processes.

o Create and submit content/documents within authorized applications.

o Use applications if deployed by the organization.

4.2 HCL Domino Complete Collaboration Authorized User or its equivalent

• Provides access to the software platform to access and use collaboration, messaging, workflow, and application capabilities.

• Access applications and databases.

• Use collaboration and workflow solutions built on the platform.

• Use messaging and related collaboration features where deployed.

• Access the full range of platform capabilities available to internal users.

5. Questions and Answer Questions are due no later than August 13, 2026, at 3:00 PM EST. Please submit all questions to the designated contact, Jessica Alojipan, via e-mail at jessica.alojipan@sunyempire.edu. Please note: all firms must include the ESU- 218750078 in the subject line of their e-mail. Failure to include the RFQ number can result in a question not being mailto:jessica.alojipan@sunyempire.edu

ESU-218750078 – Lotus Notes Licenses answered. Answers to all questions received will be provided no later than August 17, 2026, at 3:00 PM EDT on the New York State Contract Reporter.

6. Submission of Proposals Proposals are due no later than August 27, 2026, at 3:00 PM EDT. Proposals may be submitted electronically via e-mail to jessica.alojipan@sunyempir.edu with ESU-218750078 in the subject line or in hard copy to the address below with ESU- 218750078 indicated on the outside of the package/envelope. Failure to do so may result in responses being opened, misplaced or misdirected. If submitting electronically, do not submit your proposal as a zip file, and do not password-protect your proposal.

Jessica Alojipan Empire State University Director of Procurement

111 West Avenue Saratoga Springs, NY 12866

7. Contract Award SUNY Empire intends to make this award under its discretionary authority, pursuant to NYS Education Law §355(5)(a), which is up to $150,000. A sealed bid opening will not be held. There is no RFP or IFB. Inquiries are to be made by email only and only to the designated contacts identified below. SUNY Empire will make no reimbursement for travel or travel-related expenses. SUNY Empire reserves the right to make no award.

8. Designated Contact State Finance Law §139-j restricts oral, written, or electronic communications between a Firm (individual, entity, or its’ employees, agent, consultant, or people working on its’ behalf) and the SUNY Empire regarding any contract or other agreement for any single procurement with an estimated annualized expenditure in excess of fifteen thousand dollars.

Subject to certain exceptions set forth in State Finance Law §139-j(3), contacts between Firm and SUNY Empire personnel, other than those SUNY Empire personnel officially designated as a contact person for this RFQ, is prohibited during the restricted period of the procurement. The restricted period of the procurement is the period of time commencing with the earliest notice of the procurement and terminating when the agreement is fully executed with the selected firm, issuance of a Purchase Order, or final approval of the procurement by the New York State Office of the State Comptroller if applicable.

A Designated Contact has been identified for this RFQ. SUNY Empire faculty and staff are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the Firm pursuant to sections 163 and 139 of the State Finance Law. The designated contact for this procurement is:

Jessica Alojipan Director of Procurement Empire State University

2 Union Avenue Saratoga Springs, New York 12866

Phone: (518) 587-5404 Ext 2868 E-Mail: jessica.Alojipan@sunyempire.edu mailto:jessica.alojipan@sunyempir.edu mailto:jessica.paul@sunyempire.edu