Non-Credit Student Information Management Request for Proposal #CM004257

Overview 

This Request for Proposal (RFP) is issued by the State University of New York (herein after referred to as “SUNY”) to solicit proposals from experienced and qualified vendors (hereafter referred to as “Bidders”) for a “Non-Credit Student Information Management” solution (hereafter referred to as “NCSIM”). 

The selected Bidder will be required to provide comprehensive Information Technology (IT) professional services to support the design, development, and deployment of a new NCSIM system in the form of a robust software solution. 

The NCSIM will serve as a critical component of SUNY’s operational infrastructure, enhancing processes, streamlining workflows, and ensuring scalability to meet future organizational demands.  

Through this RFP, SUNY seeks to procure both technology solutions and technology services (including Commercial Off-The-Shelf (COTS) solution, Software as a Solution (SaaS)/Cloud based solutions, along with professional technical configuration and implementation services) under a single contract. The selected vendor must provide a seamlessly integrated technology solutions with robust data repositories capable of scaling SUNY’s growing needs, along with the necessary technology services to configure, customize, and implement the system to meet SUNY’s requirements. This approach ensures a unified procurement process and streamline coordination between the product and the accompanying professional services.   

Such proposals may include configuring the base technology solution with additional modules, enabling other source system integrations and implementing custom configurations to add advanced functionalities, improve user experience, and ensure seamless interoperability with existing systems. To demonstrate feasibility and value, vendors must provide a detailed explanation of their proposed process, integration points, and the overall benefits of their approach, reduced costs, and enhanced capabilities. Additionally, proposals must include a complete turnkey pricing structure, outlining all costs associated with software licensing, customization, integrations, implementation to ensure transparency and alignment with SUNY’s goals. 

The results of this RFP will be used to award a 5-year contract, with the option to renew for one additional 5-year term to the Bidder, determined to be most qualified.  

Mandatory Minimum Bidder Qualifications 

• Bidder must provide a seamlessly integrated technology solution, ensuring compatibility with SUNY's existing systems and supporting efficient communication between internal and external applications. 

• The solution must include robust data repositories capable of scaling to accommodate SUNY’s growing operational demands and expanding user base, with provisions for future enhancements. 

• The Bidder must deliver comprehensive IT services to configure, customize, and implement the system, addressing SUNY’s specific functional requirements and ensuring smooth end-user adoption. 

• The solution must seamlessly integrate with SUNY’s existing source systems and data sources across multiple campuses. 

• The solution must include a comprehensive NCSIM that integrates smoothly with campuses’ current NCSIM (if available) and their credit-bearing SIS. 

• The Bidder must facilitate data migration from SUNY’s legacy systems to the new platform, ensuring the integrity, security, and accuracy of all migrated data while minimizing disruptions to ongoing operations. 

• The Bidder must have a highly skilled and experienced team of IT professionals to support the design, development, testing, deployment, and training phases of the NCSIM project, providing ongoing operational support as needed. 

• Bidders must demonstrate a proven track record of delivering similar solutions in the education sector or comparable industries. 

• Proposals must include a complete turnkey pricing structure, transparently detailing all direct and indirect costs associated with software acquisition/licensing, customization, data migration, integrations, implementation, training, and ongoing support, ensuring alignment with SUNY’s objectives and budgetary constraints. 

• The proposal must include the following features as a part of the solution: 

• Student Profile Management 

• Course Catalog Browsing & Search 

• Enrollment & Purchases 

• Application Review / workflows 

• Campus Tour/ Appointment Scheduling 

• Reporting and Analytics 

• Payment Gateway Integration 

• Multi-Language Support 

• Third-Party Registration 

• Physical Course Scheduling