Course, Exam and Event Scheduling Software

The State University of New York at Binghamton Division of Academic Affairs is requesting proposals for a comprehensive academic course, exam, and event scheduling software platform under RFP #26/27/002, with proposals due November 12, 2026 at 2:30 p.m. EST and bidder questions due by October 28, 2026. The procurement is subject to New York State diversity requirements including MWBE and SDVOB participation and Executive Orders 162 and 177.

The solution must serve as a centralized system of record for instructional courses, final examinations, and event scheduling while supporting distributed departmental participation and data-informed decision-making across a large public research university. The platform must integrate with Binghamton's existing CAS or SAML credentialing environment and Ellucian Banner Student Information System via Ethos integration, and support either cloud-based or on-premise deployment on MS SQL Server or Oracle databases. Mandatory functional requirements include dynamic user provisioning with automated lifecycle management, date-effective room attributes for scheduling validation, proven final exam optimization to prevent student conflicts, academic course scheduling optimization, and accessibility standards compliance with current VPAT/HECVAT/SOC2 documentation. Desired capabilities span advanced scheduling with real-time validation, course demand and enrollment analytics, space utilization reporting, departmental collaboration tools with role-based access and audit trails, event scheduling with service provider integration, comprehensive reporting and dashboards, and robust API access with JSON/XML/CSV export.

Minimum bidder qualifications require documented experience successfully implementing academic course scheduling systems at comparable higher education institutions; five references meeting specified criteria (including at least one Banner SIS user and one similarly sized institution with integrated Academic and Event Scheduling deployed within the past two years); current system metrics including 24-month uptime/downtime records and hardware/software requirements; and disclosure of any canceled or failed implementations or pending litigation within the past five years.

The contract term is five years with an anticipated award notification date of December 5, 2026 and a contract start date of February 1, 2027. Infosilem was previously awarded an identical or substantially similar contract. Bidders must submit cost proposals itemizing annual subscription/license fees, implementation costs, customization with hourly rates, training options, third-party software, test environment, and travel costs compliant with New York State reimbursement schedules, with all costs consolidated into a five-year grand total.