Attachment B RFP Response Sheet.xlsx
XLSX spreadsheet 216 KB Posted
- Attached to
- Course, Exam and Event Scheduling Software
- Solicitation number
- 2139845
- Issued by
- New York
About this file
This is an RFP Response Sheet (Attachment B) for State University of New York at Binghamton's procurement of a comprehensive Course, Exam and Event Scheduling Software Solution (RFP# 26/27/002). The university seeks a centralized academic scheduling platform capable of managing instructional courses, final examinations, and event reservations while supporting both institutional oversight and distributed departmental participation. The system must integrate with existing university infrastructure including the CAS or SAML credentialing environment, Ellucian Banner Student Information System via Ethos integration, and support either cloud-based or on-premise deployment on MS SQL Server or Oracle databases. Vendors must demonstrate their solution is deployed at a minimum of one U.S. doctoral-granting higher education institution with at least two years of operational use, and must provide a testing/sandbox environment refreshed on demand throughout the contract period.
The RFP Response Sheet establishes mandatory requirements across technical, functional, and accessibility categories that vendors must satisfy to pass administrative review, with failure to meet any requirement resulting in bid disqualification. Requirements include dynamic user provisioning with automated lifecycle management, date-effective room attributes for scheduling validation, proven final exam optimization capabilities that prevent student conflicts, academic course scheduling optimization, and current accessibility standards compliance with complete VPAT/HECVAT/SOC2 documentation. Beyond mandatory requirements, the RFP identifies numerous desired features including advanced scheduling capabilities with real-time validation, course demand and enrollment analytics, space utilization reporting, departmental collaboration tools with role-based access and audit trails, event scheduling features with service provider integration, comprehensive reporting and dashboards, robust API access with JSON/XML/CSV export capabilities, responsive user interface with calendar integrations, and structured implementation methodology with training resources. The previous incumbent contractor was Infosilem.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment C Price Response Sheet.xlsx | XLSX spreadsheet | |
| Attachment A Bidder Qualification Submission Form.xlsx | XLSX spreadsheet | |
| RFP.pdf |
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Instructions RFP# 26/27/002 Course, Exam and Event Scheduling Software Solution: Attachment B - RFP Response
| Guidelines |
| See the RFP document Section 5: Project Specifications for information on functional and technical requirements |
| All questions must be answered on Requirements and Desired Features Tabs. Blanks may result in bid disqualification |
| Worksheet Instructions and Definitions | |
| Requirements - Pass or Fail Tab | |
| Type | Column A: Do not edit |
| Field | Column B: Do not edit |
| Functional and Technical Features/Requirements/Questions | Column C: Do not edit |
| Vendor Response | Column D: Binghamton University requires the successful bidder to meet ALL requirements to pass the Administrative Review. The bidder must choose from the appropriate drop-down in column D, pre-populated with Yes and No options only. Answers of "NO" result in disqualification during the Administrative Review. |
| Vendor Description | Column E: 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. |
| Desired Features - Evaluated Tab | |
| Type | Column A: Do not edit; Please see the chart below for definitions. |
| Field | Column B: Do not edit |
| Functional and Technical Features/Requirements/Questions | Column C: Do not edit |
| Vendor Response | Column D: The bidder must choose from the appropriate drop-down in Column D, pre-populated with Yes, No, Custom, or Third Party options only. |
| Vendor Description | Column E: 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. |
| Column A: Type | Definition |
| Desired | These are features that Binghamton University desires in their final system. |
| Optional | These are features that Binghamton University is interested in hearing about. |
RFP # 20CBW0059 - RFP Response Sheet
Requirements - Pass or Fail RFP# 26/27/002 Course, Exam and Event Scheduling Software Solution: Attachment B - RFP Response
Vendor Name:
| Mandatory Services (Section 5. 1) | ||||
| Type | Field | Functional and Technical Features/Requirements/Questions | Vendor Response | Vendor Description |
| 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 | Ability to provide vendor hosted (cloud) or on-premise deployment. If on premise, solution must support MS SQL Server or Oracle. | ||
| REQUIRED | Technical | The solution must provide a testing/sandbox environment that can be refreshed on demand. The testing environment must be available for the duration of the contract. | ||
| REQUIRED | Technical | Integration with Binghamton University’s Student Information System, Ellucian Banner, utilizing Ethos or an equivalent supported integration framework. | ||
| REQUIRED | Functional | Vendor has their solution deployed in at least one US, doctoral granting, higher education institution which has used the solution for a minimum of 2 years. | ||
| REQUIRED | Functional | The system must support date-effective room attributes (e.g., capacity, layout, equipment changes) that automatically validate reservation rules based on a room’s configuration at the time of the class/event, without creating duplicate rooms. | ||
| REQUIRED | Functional | The vendor's final exam solution must be proven, in production, and currently in use at at least one institution. The solution must provide an optimizer to assign times and rooms to exams, based on student enrollment in classes. The optimizer should prevent conflicts for students such as a student having more than one exam at the same time or a student having more than 2 exams in a 24 hour period. The solution should not rely on a course meet time/exam time mapping schema. The solution must provide student level reporting on exams and conflicts, showing at the student level, cases where the direct conflict or more than 2 in 24 hours exist, including the student's exams that are in conflict. | ||
| REQUIRED | Functional | The academic scheduling solution must provide an optimizer to assign both rooms and times to courses based on various constraints at the department and instructor level. | ||
| REQUIRED | Accessibility | Meet current accessibility standards with product features for accessibility including alt text for images, full keyboard navigation, screen reader compatibility and other features. | ||
| REQUIRED | Accessibility | Provide complete VPAT / HECVAT / SOC2 report/questionnaire. |
RFP # 20CBW0059 - RFP Response Sheet
Desired Features - Evaluated RFP# 26/27/002 Course, Exam and Event Scheduling Software Solution: Attachment B - RFP Response
Vendor Name:
| Desirable Services (Section 5. 2) | ||||
| 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 | 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 schedule 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 features, pictures and schedules along with the ability to make requests for spaces and services based on scheduling rules. | ||
| Desired | Event Scheduling- Requestor Features | Provide ability to submit, cancel or modify requests and reservations based on user role. This should include the ability to view requests made and 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, automatically notifying requestor of changes within the system and via email, where appropriate. | ||
| Desired | Event Scheduling- Service Provider Features | Provide ability to approve services and inventory items associated with reservations. | ||
| Desired | Event Scheduling- Service Provider Features | Ability to create, modify and cancel services, automatically notifying requestor of changes within the system and via email, where appropriate. | ||
| 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 control a public/non-authenticated vs. authenticated views, including the ability to hide/view details on different views. | ||
| Desired | Event Scheduling- Administrative Features | Integration with course and exam schedules including ability to show on room schedules. The scheduling system must have the ability to cancel academic courses on dates when classes are not in session, reschedule academic courses from one date to another date, and 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 within the scheduling platform and be visible on room schedules. | ||
| Desired | Event Scheduling- Administrative Features | Provide controls to manage each department’s unique requirements for room bookings, including the ability to define requestor, scheduler, provider and administrative roles based on user defined criteria and allow requests to include services and inventory items uniquely associated with specific spaces. Ability to handle scheduling rules for shared spaces where multiple departments have specific times where they approve event requests, ability to add customizable optional and/or required questions to booking types, and allow for different requests either requiring scheduler approval or “on the fly” bookings not requiring approvals. There should be a workflow from request to approval and tracking all subsequent changes to a request. Require that all components are approved before final approval of reservation and provide customizable notifications at all stages of the process. | ||
| 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. Ability to require minimum time needed before booking is allowed, i.e., 4 days before requested date; ability to control the number of requests a person can make based on space requested and user roles; and ability to allow/not allow bookings on holidays. | ||
| Desired | Reporting and Data Analytics | Standard and configurable reports related to course distribution, exam distribution, events, and space utilization with the ability to schedule reports for email distribution. | ||
| Desired | Reporting and Data Analytics | Dashboards for institutional and departmental stakeholders. | ||
| Desired | Data Access and API Requirements | Provide robust data extraction and export capabilities (including scheduled and incremental/delta exports) via system UI and secure RESTful APIs across all components in multiple formats (JSON, XML, CSV), with granular endpoint permissions, alongside comprehensive API documentation and developer resources. | ||
| Desired | Data Access and API Requirements | Support for secure data exchange with student information systems and related platforms. | ||
| Desired | Data Access and API Requirements | Support comprehensive bulk operations, batch edits, and mass data overrides across users, system maintenance tasks, and scheduling elements (including courses, sections, exams, rooms, and reservations). | ||
| Desired | System Administration and Configuration | Configurable system settings to support institutional scheduling policies. | ||
| Desired | System Administration and Configuration | Provide a responsive and accessible user interface across all devices featuring custom institutional branding (website, mobile app, and software) alongside calendar integrations with major platforms (Google Calendar, Outlook, and Apple Calendar). | ||
| Desired | System Administration and Configuration | Provide administrative and API-based user and role management tools supporting granular access control, multiple roles per user, and automated real-time account/role provisioning and mapping synchronized with institutional data sources (e.g., Ellucian Banner, HR systems) without reliance on LDAP. | ||
| Desired | System Administration and Configuration | Provide a non-disruptive, managed patching and upgrade cadence (e.g., automated SaaS updates) accompanied by advance release notes and impact analyses prior to deployment. | ||
| 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 | Implementation and Support Enhancements | The vendor must provide a structured implementation methodology that includes testing or simulation phases, along with comprehensive training resources tailored to distinct user groups. | ||
| Desired | Implementation and Support Enhancements | The vendor must offer robust ongoing support models and accessible knowledge base resources, while demonstrating an approach to continuous product improvement and software enhancement. | ||
| Desired | Implementation and Support Enhancements | Notifications along with Release Notes must be provided prior to significant upgrades/patches are made. New features should be delivered as an “opt in” with the feature delivered as off. Major upgrades must be available in the test instance prior to moving to production. | ||
| 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. |
File details come from the government source that posted it. Updated .