Academic Scheduling and Event Management

Spartanburg Community College in South Carolina issued a Request for Proposal (RFP) on May 1, 2026, seeking an Academic Scheduling and Event Management Software Solution with comprehensive implementation services. The procurement aims to centralize and modernize the College's scheduling operations across academic, facilities, and event management functions. The solution must include one-time implementation costs covering software, professional services, training, travel, installation, and data migration for Year 1, as well as recurring annual costs for hosting, technical support, upgrades, and refresher training for Years 2-5. Qualified vendors must demonstrate expertise in bi-directional integration with Ellucian Colleague and possess experience supporting institutions of similar size. The evaluation process occurs in two phases: Phase I assesses technical proposals on scope of service, functionality, qualifications, and experience (80 points combined) and pricing (10 points), while Phase II requires live demonstrations from the top three qualified vendors (20 points). Critical deadlines include May 7, 2026, at 2:00 PM EST for submission of vendor questions, May 28, 2026, at 2:00 PM EST for proposal submission, with award notification expected June 18, 2026, and a contract start date of July 1, 2026.

The contract term is structured as one initial year with four optional one-year renewals, extending through June 30, 2031, creating a maximum five-year period. Vendors must meet stringent compliance and security requirements, including SOC 2 Type II certification or equivalent, WCAG 2.1 AA accessibility standards, and data residency restrictions requiring all government information to remain within the continental United States. The RFP does not identify any incumbent vendors or current contractors, though the integration requirement with the existing Ellucian Colleague system represents a critical technological constraint for prospective bidders. No specific budget or award value range is disclosed in the solicitation documents; however, the pricing proposal must provide detailed cost breakdowns for the complete five-year contract period to enable evaluation. No pre-bid conference is scheduled for this procurement, and no set-aside designations for disadvantaged enterprises or other organizational restrictions are mentioned in the available documentation.