Faculty Information Management System-242-27-0002-AS

Christopher Newport University is requesting proposals for a Faculty Information Management System supporting faculty activity reporting, annual reviews, and electronic dossier creation for promotion and tenure processes under RFP 242-27-00002-AS, with proposals due October 14, 2026 at 2:00 p.m. and questions due September 24, 2026 at 12:00 p.m. The solicitation is open to cooperative procurement by Virginia Association of State College & University Purchasing Professionals (VASCUPP) members and other institutions.

Vendors must demonstrate higher education experience with off-the-shelf platforms. The system must integrate with Banner SaaS, support Single Sign On and Microsoft Entra ID, and manage sensitive faculty data including transcripts and demographic information with secure access controls. The university has 275 full-time faculty and four graduate programs. All contracted employees must pass national criminal history background checks. Vendors must provide SOC2 Type II or alternative security assessments and comply with Section 508 and WCAG 2.1 Level AA accessibility standards.

Proposals are evaluated on a 100-point scale: service delivery plans (25 points), customer service and quality assurance plans (25 points), vendor qualifications and experience (25 points), pricing structure (15 points), references (5 points), and small business subcontracting plans (5 points). Pricing must itemize one-time and recurring costs including implementation, support, training, development, and maintenance separately. No price increases are authorized for 365 calendar days after the contract effective date.

The initial contract term runs from execution through December 31, 2029, with two optional one-year renewal periods. The university reserves the right to cancel with 60 days' written notice and may acquire additional goods and services at the same pricing and terms. Contractors must maintain cyber liability insurance with minimum coverage of $2 million per incident and provide no-cost data export at contract end. An optional pre-proposal conference is scheduled for September 17, 2026 at 2:00 p.m. via Google Meet. Proposals must be submitted electronically through the Euna Solutions/Bonfire e-Procurement Platform.