Q&A to Solicitation 81-08262026.pdf

Solicitation Addendum

Question

Document Section

Vendor Question State’s Response

1 Section 2.15, Page

The evaluation criteria reference "Section

3.3 Enterprise Specifications" and

"Section 3.2 Security Specifications."

Please confirm these are intended to reference Section 3.6 (Enterprise Architecture Specifications) and Section

3.5 (Security Specifications), respectively.

That is correct. In Section 2.15 (Evaluation Criteria), the reference to Section 3.3 Enterprise Specifications should instead reference Section 3.6 Enterprise Architecture Specifications.

Likewise, the reference to Section 3.2 Security Specifications should instead reference Section 3.5 Security Specifications.

2 Section 3.4 – Specifications Specific to this RFP Lite, pp. 11–12;

Section 4.0 - Furnish and Deliver, pp. 17–18

Please provide the number of campus locations, schedulable rooms and resources, administrative users, requesters, annual academic sections, and annual non-academic events that Vendors should use for licensing, capacity planning, and pricing.

The College has four campus locations. We have an estimated 200 schedulable rooms and 100 resources.

We would like all employees (500+) at the College to have the ability to view calendars and request space through SSO, although not all employees will actively use the software. There will be a smaller number of system administrators, estimated at 10 users.

For AY 2025-2026, there were 794 academic sections and an estimated 2450 non-academic events.

Issuing Agency: Brunswick Community College

Solicitation Number: 81-08262026

Solicitation Description: Campus Scheduling Software

Bid Opening Date & Time: September 9, 2026 at 3:00pm EST

Addendum Number: # 1

Addendum Date: September 3, 2026

Procurement Lead: Ashley Malkemus

Document Section

Vendor Question State’s Response

3 Section 3.4, Specifications 1, 11, 15 & 16, pp. 11–12;

Section 3.6.4 - Integration Approach, p. 16

Please identify the College’s current Ellucian Colleague version, available integration mechanisms or APIs, required schedule and room data fields, expected synchronization frequency, and whether the College will provide an integration test environment and technical resources.

Colleague Version: 18.0.5

Integration Mechanism/API: Ethos

Required Schedule and Room Data Fields: Course, course title, full section name, term, headcount, building, room, instructor, start date, end date, meeting days, start time, end time, campus/location, room type, room capacity, room name/description, and building name/description.

Synchronization Frequency: Please refer to the response to Question 5.

Integration Testing Environment: The College has a test environment available for integration testing.

Technical Resources: College technical resources are limited to supporting the initial integration setup and validating the accuracy of data received from Colleague.

4 Section 3.4, Specification 8, Specification 8 references invoicing for events, resources and discounts. Does the College require the solution to accept online payments (credit card or ACH) from event requesters, or is invoice generation and payment tracking sufficient, with payment collected through the College's existing processes?

The College does not require the solution to accept online payments.

Payment will be collected through the College’s existing processes. The solution should be capable of generating invoices that are clear and easy for requesters to understand.

5 Section 3.4, Specification 11, Specification 11 addresses the timing of synchronization from the SIS. Does the College have a required synchronization interval (for example, near real-time versus scheduled nightly synchronization), and if so, what interval is expected?

The College expects near real-time synchronization. While there is no specific required synchronization interval, the preferred approach is to synchronize data as close to real-time as the integration allows.

6 Section 3.5.2 - Solutions Not Hosted on State Infrastructure, pp.

12–14

Please confirm the highest State data classification applicable to this solution, including data imported from Ellucian Colleague, and clarify the GovRAMP status required at contract award, including whether submission of a GovRAMP Security Snapshot Score followed by post-award enrollment in the Progressing Snapshot program will satisfy the applicable requirement.

As stated in Section 3.5.2, the highest applicable State data classification is Public.

A GovRAMP Security Snapshot Score will satisfy the GovRAMP requirement at the time of contract award.

Document Section

Vendor Question State’s Response

7 Section 3.5.2, Page

Section 3.5.2 lists all four data classifications (Restricted, Confidential, Internal, Public), and Section 3.5.2(d) states that a GovRAMP-verified status of Ready is required. Will the College please confirm the single highest classification of data the awarded solution will receive, process, store, or transmit, so that vendors may respond to the correct GovRAMP tier and interim timeline?

The highest level of data classification we anticipate is Public.

8 Section 3.6.6 Section 3.6.6 specifically asks about data migration so we’d like to know what scheduling solution is currently used to address your campus scheduling needs.

The College is currently using Coursedog and utilizes only the Events module.

9 Section 3.6.6 – Data Migration, p.

16; Section 3.4 - Specifications, pp.

11-12

Please identify the systems, spreadsheets, or calendars currently used for academic and event scheduling and clarify what historical reservations, room records, users, workflows, documents, or financial data the College expects to be migrated into the proposed solution.

Outside of our SIS, Ellucian Colleague, the College currently uses Coursedog for scheduling. We would like to migrate at least one year (maximum of two years) of historical reservations from Coursedog and Colleague. We expect all employees at the College to be users in the new software. We anticipate creating new workflows within the software. Room records from Colleague should be imported.

We do not anticipate migrating documents or financial data.

10 Section 3.8 – Delivery, p. 17

Please clarify whether the requirement to complete installation and professional services within 14 consecutive calendar days after receipt of the purchase order requires production deployment, integration, data migration, training, and acceptance to all be completed within 14 days, or whether the 14-day requirement applies only to provisioning and initial software availability.

The 14 day requirement applies to the vendor's initial project planning and implementation kickoff activities.

Within 14 calendar days of receipt of the purchase order, the College expects the vendor to provide an implementation schedule and project plan. The College does not expect production deployment, integration, data migration, training, acceptance, or full configuration to be completed within the 14 day timeframe.

Document Section

Vendor Question State’s Response

11 Section 3.8, Page

Section 3.8 requires the completed installation of software and professional services within 14 consecutive calendar days after receipt of the purchase order, while Section 2.15 evaluates the vendor's schedule and timeline for completing the work. Will the College please confirm that a vendor may state its actual implementation duration in the blank provided, and confirm whether "installation" means provisioning and availability of the hosted environment or completion of full configuration and go-live?

Yes, the vendor may state its actual implementation duration in the blank provided. Please see the response to Question 10 regarding the 14 day requirement. The College expects an implementation schedule and project plan within 14 calendar days of receipt of the purchase order and does not expect full implementation or go-live within that timeframe.

12 Section 4.0, Pages 17-18 and Section 2.12, Page 7

May a vendor include separately priced optional modules or add-on components in the Furnish and Deliver tables, in addition to a base offer that fully conforms to the specifications, given the State's reservation of the right to make partial, progressive or multiple awards under Section 2.12?

Yes, vendors may include separately priced optional modules or add-on components, provided that the base proposal fully meets the requirements and specifications of the RFP.

13 Section 4.0, Page 17, Items 1 and 2

Year 1 lists a subscription and implementation line and a separate line for non-warranty maintenance and support. For a Software-as-a-Service solution, maintenance and support are included in the subscription fee. May vendors enter the support line as "included in Item 1" at no additional cost, and should one-time implementation fees be stated separately from the annual subscription fee?

Yes, vendors may include maintenance and support in Line Item 1, provided it is clearly identified as included in the Year 1 subscription pricing. One time implementation fees should be stated separately from the annual subscription fee, where applicable.