Attachment B RFP Response Sheet.xlsx
XLSX spreadsheet 165 KB Posted
- Solicitation number
- 2137098
- Issued by
- Broome County, New York
About this file
This is an RFP Response Worksheet for a Course, Exam and Event Scheduling Software Solution procurement by the State University of New York at Binghamton Division of Academic Affairs (RFP# 24/25/018). The University is seeking a comprehensive academic scheduling platform that supports centralized oversight, distributed departmental participation, and data-informed decision-making across the institution. The solution must accommodate diverse instructional formats, enrollment patterns, space constraints, and academic policies while minimizing scheduling conflicts and ensuring equitable student access. The platform will serve as the central system of record for academic course, exam, and event scheduling, encompassing instructional, co-curricular, administrative, and student organization activities conducted within University-controlled spaces. All bidders must respond to mandatory pass/fail requirements, desired features, and optional capabilities outlined in the attached response worksheet, with comprehensive descriptions and narratives required for evaluation purposes.
The RFP Response Worksheet establishes three categories of requirements: mandatory technical and functional requirements that bidders must meet to pass administrative review, desired features that will be evaluated for scoring purposes, and optional capabilities that vendors may describe but which may not affect final scoring. Mandatory requirements include integration with Binghamton University's CAS or SAML credentialing environment, RESTful API capabilities, vendor-hosted or on-premise deployment flexibility with MS SQL Server or Oracle support, integration with Ellucian Banner Student Information System, accessibility standards compliance with VPAT/HECVAT/SOC2 documentation, automated final exam scheduling with conflict minimization, and dynamic user provisioning with automated lifecycle management. Desired features encompass advanced course scheduling capabilities with real-time validation, course demand and enrollment analytics, space and resource optimization tools, departmental collaboration with role-based access and approval workflows, comprehensive final exam scheduling functions, event scheduling with multi-role support, extensive reporting and data analytics, robust API capabilities, and system administration features including calendar integrations and custom branding. The incumbent contractor is Infosilem. Bidders must complete all required fields and may be disqualified for incomplete responses.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment A Bidder Qualification Submission Form.xlsx | XLSX spreadsheet | |
| Final RFP.pdf | ||
| Attachment C Price Response Sheet.xlsx | XLSX spreadsheet | |
| Addendum_1.pdf |
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Instructions RFP# 24/25/018 Course, Exam and Event Scheduling Software Solution: Attachment B - RFP Response
Worksheet Instructions and Definitions
| Guidelines: | See the RFP document Section 5: Project Specifications for information on functional and technical requirements |
| All questions must be answered on RFP Answers and Narrative Tabs. Blanks may result in bid disqualification | |
| Requirements Tab; Column F - you must select from the drop-down choices provided. |
Mandatory Pass/Fail Required are Yes/No only Highly Desired and/or Desired allow for Yes, No, Custom, 3rd Party. Please see chart below for definitions.
Requirements Tab; Column G - Include as much description/narrative as possible for evaluation purposes. Ensure your answers are comprehensive and relate to the question. Any additional information on an attachment must be referenced in the corresponding question for evaluation purposes.
| REQUIREMENTS TAB | |
| Column A: Level of Requirement | Definition |
| REQUIRED PASS/FAIL | Binghamton requires successful bidder meets ALL requirements to pass the Administrative Review. Bidder must choose from appropriate drop down in column F pre-populated with Yes and No options only. Answers of "NO" result in disqualification during the Administrative Review. |
| Desired | These are features that Binghamton desires in their final system. Provide additional details in Column G for evaluation purposes |
| Optional | These are features that Binghamton is interested in hearing about, but may not affect final scoring. Provide additional details in Column G for evaluation purposes |
RFP # 20CBW0059 - RFP Response Sheet
Requirements - Pass or Fail
Vendor Name_________________________________
| Type | Field | Functional and Technical Features/Requirements/Questions | Vendor Response |
| REQUIRED | Technical | Integrate fully with Binghamton University's credentialing environment: CAS or SAML. | |
| REQUIRED | Technical | Support dynamic user provisioning and automated lifecycle management (creation, updates, deactivation, reactivation) and synchronization with institutional identity systems. | |
| REQUIRED | Technical | Provide RESTful API-based method for automated, real-time creation, deactivation, and reactivation of user accounts based on institutional data sources (e.g., enrollment status, employment records, HR systems). | |
| REQUIRED | Technical | Ability to provide vendor hosted (cloud) or on-premise deployment. | |
| REQUIRED | Technical | For on-premise deployments, solution must support MS SQL Server or Oracle. | |
| REQUIRED | Technical | For vendor hosted (cloud) deployments, timing of patches and updates must be coordinated with Binghamton University, tested in the test environment, and then moved to production on Binghamton University’s schedule. | |
| REQUIRED | Technical | The solution must provide a testing/sandbox environment that can be refreshed on demand. | |
| REQUIRED | Technical | Integration with Binghamton University’s Student Information System, Ellucian Banner, utilizing Ethos or an equivalent supported integration framework. | |
| REQUIRED | Functional | Meet current accessibility standards with product features for accessibility including alt text for images, full keyboard navigation, screen reader compatibility and other features. | |
| REQUIRED | Functional | Provide complete VPAT / HECVAT / SOC2 report/questionnaire. | |
| REQUIRED | Functional | Ability to modify room attributes based on time. For example, the capacity of a room and other features change after a renovation. The “before and after” configurations must be retained in the system and be used for current and future bookings. | |
| REQUIRED | Accessibility | Automated final exam scheduling (time and room assignments) using student enrollment data with tools to minimize direct exam conflicts and exam overload (more than 2 exams in 24 hours) for individual students. Include reports showing individual student exam schedules and identifying exceptions, conflicts, or policy violations. | |
| REQUIRED | Accessibility | Option to assign times to courses with provisions for accommodating instructor constraints. |
RFP # 20CBW0059 - RFP Response Sheet
Desired Features - Evaluated
Vendor Name_________________________________
| Type | Field | Functional and Technical Features/Requirements/Questions | Vendor Response | Vendor Description |
| Desired | Advanced Course Scheduling Capabilities | Interactive course scheduling tools that allow users to evaluate time and room selections in real time. | ||
| Desired | Advanced Course Scheduling Capabilities | Visual schedule displays. | ||
| Desired | Advanced Course Scheduling Capabilities | Scenario modeling or “what-if” analysis to evaluate alternative scheduling approaches. | ||
| Desired | Advanced Course Scheduling Capabilities | Real-time validation of instructor, room, and course conflicts during schedule development. | ||
| Desired | Course Demand and Enrollment Analytics | Tools to analyze course demand relative to seat availability. | ||
| Desired | Course Demand and Enrollment Analytics | Visibility into student enrollment patterns across programs or cohorts. | ||
| Desired | Course Demand and Enrollment Analytics | Ability to identify under-utilized or over-subscribed courses. | ||
| Desired | Course Demand and Enrollment Analytics | Analytics that support proactive section planning and capacity decisions. | ||
| Desired | Space and Resource Optimization | Intelligent room assignment based on capacity, location, and room attributes. | ||
| Desired | Space and Resource Optimization | Support for shared spaces and prioritized room preferences. | ||
| Desired | Space and Resource Optimization | Reporting on room utilization and scheduling efficiency. | ||
| Desired | Space and Resource Optimization | Tools to identify opportunities to improve space usage across the academic schedule. | ||
| Desired | Departmental Collaboration and Governance | Role-based access that supports distributed departmental scheduling with central oversight. | ||
| Desired | Departmental Collaboration and Governance | Configurable approval workflows for schedule changes. | ||
| Desired | Departmental Collaboration and Governance | Delegation of scheduling permissions within departments. | ||
| Desired | Departmental Collaboration and Governance | Audit history or change tracking for schedule modifications. | ||
| Desired | Final Exam Scheduling Capabilities | Support for scheduling multi-section and cross-listed courses. | ||
| Desired | Final Exam Scheduling Capabilities | Provide tools to analyze and balance exam distribution for student major/cohort groups. | ||
| Desired | Final Exam Scheduling Capabilities | Support for multiple exams in large rooms when appropriate. | ||
| Desired | Final Exam Scheduling Capabilities | Ability to shcedule double seats for exams. | ||
| Desired | Final Exam Scheduling Capabilities | Consideration of student and instructor transition times. | ||
| Desired | Final Exam Scheduling Capabilities | Validation tools to assess compliance with institutional scheduling rules. | ||
| Desired | Final Exam Scheduling Capabilities | Comparative reporting across departments, colleges, or academic terms. | ||
| Desired | Event Scheduling- Requestor Features | Provide user-friendly interface where people can view room schedules/availability and make requests for spaces and services. | ||
| Desired | Event Scheduling- Requestor Features | Provide ability to submit, cancel or modify requests and reservations based on user role. | ||
| Desired | Event Scheduling- Requestor Features | Provide ability to view requests, including current status | ||
| Desired | Event Scheduling- Scheduler Features | Provide role based permissions for a complex, distributed room scheduling environment where multiple departments oversee specific rooms. There should be the ability to provide room specific requirements for event requests. | ||
| Desired | Event Scheduling- Scheduler Features | Ability to create, modify and cancel reservations and requests, notifying requestor of changes, where appropriate. | ||
| Desired | Event Scheduling- Provider Features | Provide ability to approve services and inventory items associated with reservations. | ||
| Desired | Event Scheduling- Provider Features | Ability to create, modify and cancel services, notifying requestor of changes, where appropriate. | ||
| Desired | Event Scheduling- Administrative Features | Provide controls to manage each department’s unique requirements for room bookings. | ||
| Desired | Event Scheduling- Administrative Features | Ability to control a public/non-authenticated vs. authenticated views. | ||
| Desired | Event Scheduling- Administrative Features | Ability to view/hide details on different views. | ||
| Desired | Event Scheduling- Administrative Features | Provide a searchable inventory of rooms, displaying room information, features and pictures. | ||
| Desired | Event Scheduling- Administrative Features | Ability to define requestor, scheduler, provider and administrative roles based on user defined criteria. | ||
| Desired | Event Scheduling- Administrative Features | Provide workflow from request to approval and tracking all subsequent changes to a request. Require that all components are approved before final approval of reservation. Provide customizable notifications at all stages of the process. | ||
| Desired | Event Scheduling- Administrative Features | Allow requests to include services and inventory items uniquely associated with specific spaces. | ||
| Desired | Event Scheduling- Administrative Features | Allow for different requests either requiring scheduler approval or “on the fly” bookings not requiring approvals. | ||
| Desired | Event Scheduling- Administrative Features | Ability to require minimum time needed before booking is allowed, i.e., 4 days before requested date. | ||
| Desired | Event Scheduling- Administrative Features | Ability to add customizable optional and/or required questions to booking types. | ||
| Desired | Event Scheduling- Administrative Features | Ability to control the number of requests a person can make based on space requested and user roles. | ||
| Desired | Event Scheduling- Administrative Features | Ability to handle scheduling rules for shared spaces where multiple departments have specific times where they approve event requests. | ||
| Desired | Event Scheduling- Administrative Features | Provide mechanisms for informing end users of University policies regarding space and events and track end user agreement to follow relevant policies. | ||
| Desired | Event Scheduling- Administrative Features | Ability to allow/not allow bookings on holidays. | ||
| Desired | Event Scheduling- Administrative Features | Ability to manage distinct periods for room bookings, based on scheduler requirements for when their space can be booked. Not all spaces are available for booking at the same time and to the same roles. For example, the faculty role can request classrooms starting July 1, but the student role cannot request classrooms until August 1. | ||
| Desired | Event Scheduling- Administrative Features | Integration with course and exam schedules with ability to show on room schedules. | ||
| Desired | Event Scheduling- Administrative Features | Ability, in the scheduling system, to cancel academic courses on dates when classes are not in session. Ability to reschedule academic courses from one date to another date. Also, ability to remove academic courses for dates when classes dismiss earlier in the day. Information from the SIS does not exclude these dates and the scheduling system must remove/modify the courses from those dates. | ||
| Desired | Reporting and Data Analytics | Standard and configurable reports related to course distribution, exam distribution, and space utilization. | ||
| Desired | Reporting and Data Analytics | Ability to create custom reports and scheduled data exports. | ||
| Desired | Reporting and Data Analytics | Dashboards for institutional and departmental stakeholders. | ||
| Desired | Reporting and Data Analytics | Tracking of system usage and scheduling activity. | ||
| Desired | Data Access and API Requirements | Provide a robust, secure RESTful API that allows full read access and data extraction across all system components, supporting granular endpoint-level permissions and role-based access. | ||
| Desired | Data Access and API Requirements | Support for secure data exchange with student information systems and related platforms. | ||
| Desired | Data Access and API Requirements | Data export capabilities in multiple formats both through the system and the API (JSON, XML, CSV). | ||
| Desired | Data Access and API Requirements | Support for incremental/delta exports and bulk operations | ||
| Desired | Data Access and API Requirements | Support for batch edits and mass data overrides across multiple scheduling data elements (e.g., courses, sections, exams, rooms, reservations, or components). | ||
| Desired | Data Access and API Requirements | Solution must provide detailed audit logs capturing user activity, administrative actions, authentication events, data access, and configuration changes. | ||
| Desired | Data Access and API Requirements | Bulk operations for user management, data updates, and system maintenance tasks. | ||
| Desired | System Administration and Configuration | Configurable system settings to support institutional scheduling policies. | ||
| Desired | System Administration and Configuration | User and role management tools for administrators. | ||
| Desired | System Administration and Configuration | Responsive and accessible user interface across devices. | ||
| Desired | System Administration and Configuration | Granular access levels based on user type, organizational affiliation, and functional role. | ||
| Desired | System Administration and Configuration | Solution must offer a non-disruptive, easy-to-manage patching/upgrade cadence (e.g., automatic for SaaS) | ||
| Desired | System Administration and Configuration | API documentation and developer resources | ||
| Desired | System Administration and Configuration | Required inclusion of release notes and impact analyses prior to updates. | ||
| Desired | System Administration and Configuration | The application must support the addition of external authentication (guest log-ins). For example: Dining services, dedicated BIOL Self-Service account, etc. | ||
| Desired | System Administration and Configuration | Calendar integrations with major platforms (Google Calendar, Outlook, Apple Calendar). | ||
| Desired | System Administration and Configuration | Ability to provision roles via an external API integration without reliance on LDAP. | ||
| Desired | System Administration and Configuration | Application should be able to support multiple roles per user. | ||
| Desired | System Administration and Configuration | Ability to automatically provision and map user security roles within the scheduling platform based on existing user permissions and roles defined in the Student Information System (Ellucian Banner). | ||
| Desired | System Administration and Configuration | Custom branding of website/mobile app/software with institutional identity. | ||
| Desired | Implementation and Support Enhancements | Structured implementation methodology with testing or simulation phases. | ||
| Desired | Implementation and Support Enhancements | Training resources tailored to different user groups. | ||
| Desired | Implementation and Support Enhancements | Ongoing support models and knowledge base resources. | ||
| Desired | Implementation and Support Enhancements | Demonstrated approach to continuous product improvement. | ||
| Optional | Optional- Professional Services | Professional engineering services for transition or implementation. | ||
| Optional | Optional- Advanced Integration Options | Additional third-party integrations beyond mandatory requirements. | ||
| Optional | Optional- Custom Development | Custom feature development capabilities. | ||
| Optional | Optional- Training and Consulting | Enhanced training and consulting services. |
RFP # 20CBW0059 - RFP Response Sheet
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