Collegiate Athletics Compliance and Recruiting Software Solution
Closed State & local contract opportunity Posted
- Solicitation number
- 2138367
- State
- New York
- Responses due
Opportunity facts
- Jurisdiction
- Points of contact
-
- Suzette Foster fosters@oldwestbury.edu (516) 876-3094
- Kenneth Bovasso bovassok@oldwestbury.edu (516) 876-3194
Updated .
About this opportunity
SUNY Old Westbury is soliciting proposals for a comprehensive NCAA Division III athletics compliance and recruiting software solution, with proposals due September 15, 2026 at 12:00 p.m. EST and questions due August 26, 2026. No set-asides or preferences apply; all MWBE, SDVOB, and DBE goals are set at 0.00%.
The scope is a cloud-hosted SaaS platform that centralizes potential and current student-athlete demographic and geographic information; streamlines recruiting workflows for coaches and administrators; houses academic, class-year, and athletic eligibility information with real-time clearance-status indicators; manages countable athletic-related activities (CARA) calendars; supports NCAA compliance functions; provides analytics; streamlines electronic dissemination of NCAA and institutional forms; maintains athletic rosters and pertinent student-athlete documents; and incorporates mass email functionality. The platform must integrate with existing systems including Banner, Microsoft 365, and single sign-on capabilities and must include role-based security, encrypted transmission, audit logs, and disaster recovery features. Vendors must demonstrate higher education experience and provide references.
Proposals will be evaluated on functionality (35% weight), implementation capability (15%), vendor experience (15%), security features (10%), training and support (10%), and cost (15%). Mandatory submissions include attestation of acceptance of SUNY and New York State contract terms, completion of HECVAT (Higher Education Cloud and Virtual Assessment Tool) and VPAT (Voluntary Product Accessibility Template) accessibility compliance certifications, cybersecurity questionnaires, and evidence of required insurance and financial responsibility.
No incumbent contractor has been identified, and no identical or substantially similar contracts have been awarded within the past five years. The anticipated notification of award is October 1, 2026, with a contract start date of December 1, 2026. Place of performance is SUNY Old Westbury, located in Nassau County, New York. Proposals are submitted electronically to procurement@oldwestbury.edu.
Opportunity text
A VPAT will also need to be submitted for review along with attestation of accepteance of terms and conditions in exhibits A, A-1 and B. Procurement Calendar Requested Submission of Questions and Requests for Clarification 8/26/26 Response to questions/requests for clarification issued 9/2/2 Proposal Due Date and Time (Submitted electronically at procurement@oldwestbury.edu) 9/15/26, 12:00 pm EST Presentation, Demonstration, Interview N/A Anticipated Notification of Award 10/1/26 Anticipated Contract Start Date 12/1/26 ____________________________________________________________________________________________________________________________________________________ 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 Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 0.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%
Files
| File | Type | Posted |
|---|---|---|
| Exhibit A.pdf | ||
| Exhibit B - General Contract Terms and Conditions 12.10.25.pdf | ||
| Teamwork's RFP template_v7.1.26.pdf | ||
| HECVAT413_OW_Blank.xlsx | XLSX spreadsheet | |
| Exhibit A-1.pdf |
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