RFP Housing Software - Vendor Questions and Answers.pdf

RFP SSU 2025-05 Housing Software System

Vendor Questions and Answers.

1. The RFP refences that the solution must have the ability to interface with multiple parking management solutions (p. 6). Can SSU clarify parking solutions that are utilized on campus?

We use the platform RYDIN.COM

2. Page 25 of the RFP states that vendors may be required to present a virtual demonstration of the solution, and we are happy to do so. However, would an in-person demonstration be an option as well?

3. Regarding the TouchNet integration requirement (page 8), is there an existing API specification or protocol that vendors should adhere to for financial data exports, and what level of real-time synchronization is expected? Touchnet does have an API and many 3rd party integration vendors.

Nightly integrations are currently used.

4. For the CBORD Odyssey integration on page 8, should the system enable immediate meal plan data updates such as reflecting meal swipes and credit adjustments in real time to support daily operational decisions, or would periodic batch updates be acceptable? Batch updates are acceptable. Also, are there particular data exchange formats or field mapping protocols we need to consider for seamless integration?

Proprietary CSV files are used.

5. Regarding the export of the student directory and vehicle data to the parking management solution on page 8, could you clarify which parking management system is currently deployed and whether there are specific data schemas or field mappings required to ensure consistency with your operational workflows?

Currently using the Rydin.com platform. There is a current file layout to be used.

6. For the Lenel integration detailed on page 8, do you require a continuous, real-time feed for key card status updates to ensure immediate reflection of access changes, or is a near-real-time (e.g., 15-minute interval) update acceptable? Could you also confirm if data exchanges must adhere to stringent security standards, such as enforcing TLS 1.2 or higher with FIPS-compliant encryption, to safeguard access control information?

Real-time access is required for door access. Yes, TLS 1.2 or better.

7. On page 6 under “Housing Management,” regarding the auto room allocation feature, could you clarify whether the expected implementation should utilize a standardized algorithm such as a weighted scoring system that factors in room types, student preferences, and special housing requests—or if vendors are encouraged to propose a tailored solution that optimizes allocation based on historical occupancy and dynamic demand? What key performance indicators and exception handling workflows should be integrated to manage scenarios like overbooking or last-minute changes?

Our housing system should be able to self select a room and roommate at a specific time and date.

This would factor in room types, and figure student preferences. But I would like to hear what vendors would propose. We currently only use auto room allocation feature when our selection process is done, but we don't have a very specific algorithm other than answer via our application that we use to guide when using the room allocation feature.

8. On page 6, regarding the resident student directory with full correspondence tracking, should the system integrate directly with the University's email infrastructure via secure SMTP/IMAP to capture both inbound and outbound communications? Also, is there an expectation to record comprehensive audit trails—including precise timestamps, sender/recipient details, unique message identifiers, and potentially even subject lines to meet compliance and operational review requirements? The sending mail platform will be configured for DMARC, allowing you to send on our behalf. Timestamp of sent messages is required.

Housing wants the system to track this information, and students use Salem state university emails only. To encourage student usage.

We utilize email tracking and timestamps as well as logs to gain accurate information for ourselves on date analysis as well as review when information is being sent.

9. For the customizable online room lottery generation on page 7, can you clarify if the University mandates a specific lottery algorithm such as one that applies predefined weightings and priority rules based on enrollment status or academic criteria or if vendors may propose alternative methodologies, such as dynamic scoring systems that incorporate historical waitlist data and preference matching?

Vendors are welcome to propose methodologies.

We currently don't have anything enforced by the university, but we do utilize academic criteria and application submission for lottery generation.

10. In the waitlist functionality detailed on page 7, can you specify which student attributes such as program affiliation, academic standing, enrollment dates, or special need criteria are required to differentiate between the standard waitlist and the advanced waitlist for special program housing? Are there any additional fields (e.g., preference scores, priority weights, or historical occupancy data) needed to support analytics and decision-making for waitlist progression?

The only wait list we use now is for accommodation approved singles. I would like to see their proposals on how their system could manage items such as a particular hall or room style waitlist.

We have utilized waitlists in the past for single room placements.

11. On page 7 under “Roommate Interaction,” should the system incorporate both real-time messaging such as an instant chat module with presence indicators and asynchronous features like message boards or discussion threads to facilitate delayed communication? Do you require integration with existing collaboration platforms (for example, Microsoft Teams or Slack) to extend these interactions, and if so, which specific capabilities should be prioritized for seamless roommate coordination?

We currently do not offer or have currently but would be open to having these as mostly our incoming students attempt to reach out to their corresponding roommates.

12. On page 6 under “Housing Management,” could you detail the end-to-end workflow for handling room change requests? For instance, should the system support an automated multi-tier approval process that includes configurable triggers and notifications, or will these requests be subject to manual review and intervention by housing staff? What exception handling mechanisms should be built in for urgent or conflict scenarios?

Housing would like a system that the change could be requested and approved by housing staff.

We currently utilize an application and manage. We do not mind having some of the process automated. We would like to see about a process of emergency room holds/"double" assignments as we do not have mechanisms for conflict scenarios at this time other than holding rooms.

13. under “Housing Assignment and Damage Billing Tools,” could you specify if the damage billing component is expected to integrate directly with your existing financial systems such as PeopleSoft ERP/SIS or TouchNet for automated invoicing and reconciliation? This would integrate with PeopleSoft SIS. Should the system automatically trigger damage billing based on events like move-out inspections, resident incident reports, or scheduled maintenance assessments, and if so, what criteria or thresholds (for example, damage severity ratings or inspection checklist outcomes) are required to initiate these triggers?

From a tech side, we want this to happen. Our damage billing is integrated and automated during the Spring.

14. Regarding the "Room Inventory & Inspections" feature, could you confirm if the system should support mobile data capture via a dedicated app for on-site inspections, and specify which data points such as detailed condition ratings, timestamped photographic evidence, resident sign-offs, and inspection notes are mandatory for each inspection record?

Being able to capture in real time with date points and the conditional rating, if pictures are able to be integrated that would be appreciated and for students to review during move in process.

15. In the “End-User Portal” section, could you clarify whether the desired roommate interaction experience should include real-time private messaging, asynchronous communication channels, or both? Do you require features such as collaborative profile matching with automated compatibility scoring, integrated conflict resolution workflows, or resident moderation tools to ensure appropriate engagement?

Vendors are welcome to propose methodologies.

16. In the customizable electronic forms requirement on page 7, could you confirm whether the forms should incorporate advanced conditional logic for instance, dynamic branching based on prior answers and context-sensitive field validations and support multi-page workflows that allow users to save and resume their applications? Are there specific data compliance or integration requirements (such as with PeopleSoft or accessibility standards) that vendors must address when designing these forms?

No, data just needs to be available as CSV.

17. Under “System Administration, Configuration, and Integration Strategies” (page 11), could you clarify whether the University expects support for multiple custom themes such as localized or multi-lingual interfaces that can be centrally managed, including version control and automated updates, to ensure consistency with institutional branding standards?

At this time our current software allows for custom themes but unsure about multi-lingual interfaces.

18. For the “Visitor Tracking Module” on page 8, could you specify which visitor data elements (e.g., host details, check-in/check-out timestamps, purpose of visit, visitor photo capture) are required, and describe the end-to-end process flows, including real-time alerts and integration points with housing security systems such as access control and surveillance, to ensure comprehensive oversight of visitor activity?

Housing would like to have host details, check in and check out timestamps, and photo capture.

Also to provide updates and real-time alerts, if reports can be pulled as well as limiting visitor activity/host if necessary.

19. Can SSU confirm that the desired dates for implementation to begin and for go-live to take place align with the top of page 13 (June – November 2025 with a go-live of February 1, 2026 or a mutually agreed upon date)?

Correct.

20. Page 22 of the RFP states, “The initial term of the contract shall be for a three- and one-half year (3.5) contract term expiring on June 30, 2027. If deemed in the best interest of the university, this contract will have two (2) additional one (1) year option to extend at the discretion of the university.” StarRez’ standard approach is a 3-year or 5-year term. Would these two pricing models be suitable for the pricing proposal?

See #33

21. I was wondering if you are open to completely “custom – built from scratch” type of solution, or considering the service SaaS vendors with pre-built applications. SaaS implementation only.

No.

22. Housing Management To facilitate the migration of resident directory data, please provide the following information regarding the current data source:

a) ▪ What is the name and version of the database system currently used to store resident directory data? Adirondack version V.17.2. Hosted in The Housing Director.

b) ▪ Is the database system licensed or open source? N/A

c) ▪ Please confirm whether you require us to continue using this existing data source or if your open to alternative databases. A new data source must be used.

23. The statement 'Full correspondence and interaction tracking and cataloging functions within the solution' is somewhat broad. To better understand your requirements, please provide clarification on how these functions should support typical resident management workflows.

Vendors are encouraged to provide their solution for these functions.

24. Assumption: Automatic room allocations will be lottery based and run on top of some configuration and user-preferences. To ensure accurate understanding of the room allocation requirements, we would like to confirm our assumption that the automatic room allocation process will be lottery-based. Please clarify the following:

a) ▪ Confirm whether the automatic room allocation process is intended to be lottery-based.

b) ▪ Please provide further details on the configuration and user-preference parameters that will govern the lottery process.

c) ▪ Are there any other allocation methods or criteria that should be considered? Please elaborate on the customized approach for allocation.

Currently we use a system base on number of years in housing, class status, and attendance participation, and when they applied.

We run processes of self-selection and room allocation it is is lottery based with specific information captured such as class status, application completion. For automated room allocation we utilize self-disclosed information such as person criteria being sleep schedule, communication style based on students etc.

25. End-User Portal Solution

Regarding the requirement for 'Ability to view building exterior and interior photos, videos, etc.,' we require further clarification on the specific format and functionality desired. Specifically:

a) ▪ Please confirm if the building exterior and interior images are intended to be 2D or 3D models.

b) ▪ Is interactive functionality required for these images (e.g., panning, zooming, virtual tours)?

c) ▪ Is integration with street view and mapping services required?

We currently have not utilized photos or video capture for the portal, but currently have floor plans for students to view during self-selection.

26. Regarding the 'Robust online roommate interaction with customizable features' requirement, we seek further clarification on the specific types of interactions and customization options desired. Specifically:

a) ▪ Please provide examples of the types of online interactions you envision for the roommate experience (e.g., text chat, voice calls, video calls, shared calendars, message boards, task management).

b) ▪ Please elaborate on the 'customizable features' aspect of this requirement. What specific elements should be customizable, and what level of customization is required?

c) ▪ Are there any specific integrations with other platforms or services that should be considered?

Customizable features for roommate interaction currently is very minimal in current system would enjoy text chat, messaging boards/task management as well as exploring features provided. We do not have any platforms or services for integration on roommate selection.

27. Operating Modules

Regarding the 'online visitor tracking module that collects visitor and host data that can be mobilized into reports' requirement, we require further clarification to ensure we fully understand the desired functionality. Specifically, please provide more detail on:

a) ▪ Data Collection: What specific visitor and host data points are required to be collected (e.g., name, contact information, purpose of visit, arrival/departure times, host name, location, etc.)?

b) ▪ Tracking Methods: What methods are required for tracking visitor (e.g., online pre-registration, kiosk check-in, mobile app check-in, manual entry)?

c) ▪ Reporting Requirements: Assumption is that we want a visitor log with the visitor’s contact information and check in-check out datetime.

d) ▪ Integration: Does this module need to integrate with any existing systems (e.g., access control, security systems, resident database)?

e) ▪ Security: What security measures are required for visitor data?

For online visitor tracking some explanation of what we are searching for is stated above, we'd need name, contact information, identification number, purpose of visit time stamps of dates and times to visit, where they'd be staying/visiting, host names and host information. Tracking method can vary but primarily online pre-registration or mobile app check in would be utilized as well as manual entry. Reporting requirements would be able to pull data on host and visitor activity, numbers of dates visited, trends. The module would need to have current residential information and if possible to integrate with conduct system Maxient in regards to limiting visitor activity/host if necessary, security measures would be limiting dates of visits, who and when, any submissions and amount of submissions, notifying hosts, staff and appropriate people as needed.

28. Data Integrations

Please review the following list of third-party systems we require integration with. For each system:

a) ▪ Confirm the listed tool and version are accurate. If not, please provide the correct information.

b) ▪ Provide detailed information regarding your solution's integration capabilities with each listed system.

c) ▪ Specifically, for the Student Information System (SIS) and Parking Management system, please detail the current versions in use and the specific integration points your solution offers.

d) ▪ We propose using 3rd party systems such as Calendly for Appointment scheduling and Twilio for text messages. Please let us know your preferences, if any.

Integrations Link Purpose Merge Tools https://mergetoolsaddin.com/ Emails CBORD Odyssey https://www.cbord.com/higher-education/ Meal Plans Peoplesoft Campus Solutions https://docs.oracle.com/en/applications/people soft/campus-solutions/index.html

Demographics & Room Assignment

Lenel Applications https://www.lenels2.com/en/security-solutions/access-control/

Key Access Card

TouchNet https://www.touchnet.com/student-finance Bill Payments Calendly https://calendly.com/ Schedule appointments https://mergetoolsaddin.com/ https://www.cbord.com/higher-education/ https://docs.oracle.com/en/applications/peoplesoft/campus-solutions/index.html https://docs.oracle.com/en/applications/peoplesoft/campus-solutions/index.html https://www.touchnet.com/student-finance

Twilio https://www.twilio.com/en-us/messaging/channels/sms

Text Messages

Outlook Export Appointment Schedule

SIS - Salem State University

? Campus Solutions

• Tools version - 8.61.04

• PUM Version – PUM Image 33

Demographics & Room Assignment

Parking Management system

? Rydin.com Directory and Vehicle Data

29. User and Workflow

a) How many levels of users are needed? Can you provide detailed workflows for [specific processes, e.g., resident application, maintenance requests, etc.]?

b) Please describe any current challenges or inefficiencies with your existing systems.

We have currently one power user, with a couple of full access users that are our administrative staff and Housing Operations team, we then have a professional staff access which limits access to reports and assignments while student access is specified to our mobile account. Many pieces are not integrated within the system that would be utilized during our move in process as well.

30. Usage and Traffic

a) Please provide any available usage data for the current system, including peak traffic times and volumes. If usage data is unavailable, please provide estimates for expected traffic to the new system.

Peak times within the system is around our universities' breaks, operations of move in and closing procedures for the department, assignment self-selections and billing processing time periods.

31. Insurance, Financial and Contractual

a. Regarding the required Certificate of Insurance, we understand its importance for this project. As a moderately sized company, we do not currently maintain all required insurance policies, but we are fully prepared to obtain necessary coverage upon contract award. To ensure our bid's eligibility, please clarify if bids from companies demonstrating a commitment to securing insurance upon award will be considered.

b. Please provide any information on the budget allocated for the system's development. Are there additional budgets for lifetime licenses of plugins or tools beyond this project scope?

c. What will be the contract duration and renewal frequency for the ongoing support and maintenance of the new system post-implementation?

d. Are there specific third-party costs (e.g., software licenses) that the college expects to be included in the proposal?

e. Please provide details on the proposed payment schedule for this project.

The Contractor shall purchase and maintain insurance for the beginning of the contract and throughout the term of the agreement term. The University has identified a budget for the implementation of the selected solution.

The initial term of the contract shall be for a three (3+) contract term expiring on June 30th. If deemed in the best interest of the university, this contract will have two (2) additional one (1) year option to extend at the discretion of the university. Vendors are encouraged to submit 3-

5-7 years proposals. If there are multiple pricing options available, please include all options.

32. Technical and Integration

a. Can you provide any additional details about the current hosting provider, including any issues or challenges with their service? The Housing Director

b. What is the technology stack for the current system? SaaS

c. Are there particular API standards or protocols required for integrations with existing systems? CSV

d. What would be the anticipated volume of content that needs to be imported/exported from the system or to the system via various uploads and integrated 3rd party systems. Less than 10,000 unique prospects/residents.

e. Do you have a DevOps setup in place, or do you expect the vendor to provide it? Vendor provided.

f. Are there specific content types (e.g., multimedia, forms) that require unique handling during import/export? Images, audio

33. Training and Support

a. How many individuals will need to be trained on managing/editing the backend of the new website?

b. Can you provide more details on the availability of internal stakeholders & their roles during the discovery and testing phases?

Residence life staff of 13 professionals, a mobile with around 120 student staff, along with Navigation Center staff (Student Accounts Services). Software training with the selected company would primarily be with full-time staff with any users of the program, our student staff would likely be trained by our housing operations team.

34. References and Qualifications

a. The references - Is it mandatory to be from higher educational institutions? No.

b. We have not yet had the opportunity to work specifically in the housing management solutions domain. Would that affect our eligibility to bid.

This would not limit your eligibility to bid but expertise may be a disadvantage given the competition.

35. Project Management and Collaboration

a. Please confirm that the awarded vendor will primarily work remotely, with regular web conference meetings as needed.

b. Can you clarify if it is acceptable to collaborate with a trusted partner agency for certain components of the project, such UI/UX design, with approval and inclusion in the proposal?

c. Please provide any established brand or visual guidelines that should be followed.

d.

Correct, most meetings can be remote.

36. Mobile and User Experience:

a. Beyond mobile responsiveness, are there other requirements for optimizing the mobile user experience?

b. What features expected to be mobile responsive?

If mobile versions, to be user friendly and ability to limit access for staff levels, if criteria can be simplified such as room condition reports or inspections of rooms, for student information to be displayed as well as student photos, also the ability to check in students, etc.