New York State Contract Reporter #2139845

SUNY Binghamton institution-wide course, exam, and event scheduling platform

SUNY Binghamton is seeking a five-year institution-wide platform to schedule academic courses, final exams, events, and University-controlled spaces. - Buyer: State University of New York (SUNY), Binghamton University, Division of Academic Affairs and Purchasing/Procurement Office. - Platform requested: One integrated course, exam, and event scheduling solution; no proposed product, part number, or fixed software quantity is specified. - OEMs and vendors mentioned: Infosilem provides Binghamton’s current Timetabler, Exam, and Campus systems and is cited as an incumbent for similar work. Ellucian is relevant through the required Banner student information system (SIS) integration. No prospective scheduling vendor is named. - Scale and migration: Migrate current and future course and exam terms plus at least one prior academic year; current, future, and one prior year of event data; and approximately 665 active rooms with attributes, photos, ownership, availability, and relevant history. Typical volumes include approximately 10,600 course sections per fall or spring semester, about 900 in summer, 700–860 final exams per fall or spring serving 14,000–15,000 students, and about 25,400 events / 41,100 occurrences annually. The system must support more than 76,300 active identities. - Core capabilities: Optimize course times and rooms around department, instructor, room, and cohort constraints; optimize exams using student enrollment data; detect and report student conflicts; and enforce institutional limits such as no more than two exams in a 24-hour period. Manage event and room requests, reservation rules, date-effective room attributes, approvals, notifications, role-based access, audit history, and configurable policies. - Integration and technical requirements: Integrate with Ellucian Banner through Ethos or an equivalent supported framework, with near-real-time synchronization; support CAS or SAML authentication and automated identity provisioning and lifecycle management. Offer cloud-hosted or on-premises deployment; on-premises systems must support Microsoft SQL Server or Oracle. Provide an on-demand-refreshable sandbox and secure APIs/data exports. Desired calendar connections include Google Calendar, Microsoft Outlook, and Apple Calendar. - Assurance and implementation: Demonstrate qualifying higher-education deployment experience; meet accessibility requirements and provide a VPAT, HECVAT, and/or SOC 2 report/questionnaire. Provide phased implementation, data migration, integration, training, ongoing support, maintenance, upgrades, and updates. Optional services include custom development, additional integrations, professional services, and enhanced training or consulting. - Pricing requested: Annual subscription/license pricing for five years, including maintenance and support; separate pricing for implementation, integration, customization, training formats, any third-party software, a test instance, and travel. No actual prices are supplied, so the value range below is an indicative estimate only.

Description

The State University of New York at Binghamton Division of Academic Affairs is seeking a comprehensive academic course, exam, and event scheduling platform for institution-wide use. The platform is intended to provide centralized oversight and distributed departmental participation, support data-informed decision-making, and accommodate instructional formats, enrollment patterns, space constraints, and academic policies. It is expected to serve as the central system of record for instructional, co-curricular, administrative, and student organization activities in University-controlled academic and event spaces. The solicitation specifies a five-year contract term.

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