Course, Exam and Event Scheduling Software Solution

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 #24/25/018, with proposals due August 5, 2026 at 2:30 PM EST and an anticipated award notification on August 31, 2026.

Minimum bidder qualifications require documented experience successfully implementing academic scheduling systems at higher education institutions of similar size and complexity, demonstration of accessibility commitment, provision of current system metrics including client count and uptime records for the past 24 months, up to five client references, and disclosure of any canceled or failed implementations in the past five years.

The solution must operate as a centralized system of record for instructional, co-curricular, administrative, and student organization scheduling across University-controlled spaces while supporting distributed departmental participation. Mandatory technical requirements include integration with Binghamton's CAS or SAML credential environment; RESTful API capabilities; vendor-hosted or on-premise deployment flexibility with MS SQL Server or Oracle database support; integration with Ellucian Banner Student Information System; VPAT/HECVAT/SOC2 accessibility compliance; automated final exam scheduling with conflict minimization; and dynamic user provisioning with automated lifecycle management. Desired features encompass advanced course scheduling with real-time validation, enrollment analytics, space and resource optimization, departmental collaboration workflows, comprehensive reporting and data analytics, and system administration capabilities including calendar integration and custom branding.

The contract term is five years, with implementation targeted for January 1, 2027. Pricing must itemize annual subscription and license fees, implementation costs (on-site, remote, and integration services), software customization with hourly rates, training (train-the-trainer, on-site, remote, and virtual), third-party software fees, test environment costs, and travel expenses not exceeding New York State reimbursement schedules. Infosilem held an identical or substantially similar contract within the past five years. Questions are due July 24, 2026 at 2:30 PM EST. Bidders must complete Bidder Qualification Submission Form, RFP Response Sheet, and Price Response Sheet attachments and submit diversity practices questionnaires, New York State Finance Law certifications, non-collusive bidding certifications, and executive order compliance documentation.