Teamwork's RFP template_v7.1.26.pdf
PDF 222 KB Posted
- Solicitation number
- 2138367
- Issued by
- Nassau County, New York
About this file
This is a Scope of Work and Request for Proposal for SUNY Old Westbury seeking a comprehensive NCAA Division III athletics compliance and recruiting software solution. The institution requires a cloud-hosted, Software-as-a-Service (SaaS) platform that streamlines recruiting workflows, centralizes student-athlete information, supports NCAA compliance, provides analytics, and manages athletic program rosters and eligibility status. Key functionalities include recruiting management, communication tools, prospect evaluation, document management, mass email capabilities, and integration with existing systems including Banner, Microsoft 365, and single sign-on capabilities. The platform must include role-based security, encrypted transmission, audit logs, and disaster recovery features. Vendors must submit proposals electronically by September 15, 2026, at 12:00 PM EST to procurement@oldwestbury.edu, with questions and clarifications due by August 26, 2026, and responses issued by September 2, 2026. The anticipated award notification date is October 1, 2026, with a contract start date of December 1, 2026.
Proposals will be evaluated based on functionality (35% weight), implementation capability (15%), vendor experience (15%), security features (10%), training and support (10%), and cost (15%). Vendors must demonstrate higher education experience and provide references. Mandatory submission requirements include acceptance of SUNY and New York State contract terms, completion of HECVAT and VPAT accessibility compliance certifications, cybersecurity questionnaires, and evidence of required insurance and financial responsibility. No set-asides exist for Minority/Women-Owned Businesses (MWBE), Service-Disabled Veteran-Owned Businesses (SDVOB), or Disadvantaged Business Enterprises (DBE), and no incumbent contractor has been identified. The procurement indicates no identical or substantially similar contracts have been awarded within the past five years.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Exhibit B - General Contract Terms and Conditions 12.10.25.pdf | ||
| HECVAT413_OW_Blank.xlsx | XLSX spreadsheet | |
| Exhibit A-1.pdf | ||
| Exhibit A.pdf |
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Text version
Scope of Work
Collegiate Athletics Compliance and Recruiting Software Solution Purpose
SUNY Old Westbury seeks proposals from qualified firms to provide a comprehensive NCAA
DIII athletics and recruiting software solution.
Project Objectives
• Streamline recruiting workflows for coaches and administrators
• Centralize potential student-athlete information with all appropriate demographic and geographic information to aid recruiting and retention efforts
• Support NCAA compliance
• Provide analytics
• Create a centralized location for all student-athlete academic, class year, and athletic eligibility information
• Streamline dissemination of NCAA and institutional forms electronically
• Contain a centralized calendar to monitor athletic program schedules and monitor
CARA (countable athletic related activities)
• House program athletic rosters with up-to-date student-athlete eligibility and clearance status indicators
• Location to house pertinent student-athlete documents (transfer release tracers, transcripts, etc.)
• Mass email functionality
Scope of Services
• Software licensing (SaaS)
• Recruiting management
• Communication tools
• NCAA compliance support
• Recruiting events
• Prospect evaluation
• Reporting and analytics
• Mobile functionality
• Document management
System Requirements
• Cloud-hosted
• Role-based security
• Audit logs
• Encrypted transmission
• Disaster recovery
Integrations
• Banner
• Microsoft 365
• SSO
• APIs
• Slate
Data Migration
• Import existing data
• Validate records
• Assist with go-live
Implementation
• Kickoff
• Configuration
• Testing
• Go-live
Training
• Admin and coach training
• Documentation
Support
• Help desk
• SLAs
• Maintenance and updates
• Responsive account representatives
Security & Accessibility
• HECVAT
• VPAT
• WCAG 2.1 AA
• Section 508
Vendor Qualifications
• Higher education experience
• References
Deliverables
• Configured system
• Training
• Documentation
• Support
Proposal Response
• Narrative
• Exceptions
• Pricing
• Schedule
Evaluation Criteria
Criteria Weight of Score Functionality 35% Implementation 15% Experience 15% Security 10% Training 10% Cost 15%
For issuance through the NYSCR, you may also wish to include mandatory submission requirements such as acceptance of SUNY and New York State contract terms (including
Exhibits A, A-1, and B), completion of a HECVAT and VPAT, cybersecurity questionnaires, MWBE and SDVOB participation plans, and evidence of required insurance and financial responsibility.
| Scope of Work Collegiate Athletics Compliance and Recruiting Software Solution |
| Project Objectives |
| Scope of Services |
| System Requirements |
| Integrations |
| Data Migration |
| Implementation |
| Training |
| Support |
| Security & Accessibility |
| Vendor Qualifications |
| Deliverables |
| Proposal Response |
| Evaluation Criteria |
File details come from the government source that posted it. Updated .