Course, Exam and Event Scheduling Software

The State University of New York at Binghamton (hereinafter referred to as "Binghamton University") Division of Academic Affairs is seeking a comprehensive academic course, exam and event scheduling platform that supports centralized oversight, distributed departmental participation, and data-informed decision-making across the institution.

The University's scheduling environment must accommodate a wide range of instructional formats, enrollment patterns, space constraints, and academic policies, while ensuring equitable student access to courses and minimizing conflicts in both instructional and examination schedules. Any proposed solution must be capable of operating effectively at institutional scale and supporting the operational complexity inherent in a large public university.

The results of this RFP will be used to award a 5-year contract. This RFP will be awarded to the Bidder determined to be most qualified.

The University's goal is to implement a modern scheduling platform that serves as a central system of record for academic course, exam, and event scheduling, encompassing instructional, co-curricular, administrative, and student organization activities conducted within University-controlled academic and event spaces. The platform must support the development, evaluation, and adjustment of course schedules and final exam schedules in a manner that balances student demand, instructional resources, and space utilization. In addition, the system must reduce administrative burden through automation, validation, and streamlined workflows, while providing transparency and flexibility for academic stakeholders.

The desired solution must provide robust analytical and reporting capabilities that allow the University to assess scheduling effectiveness, evaluate course demand and seat capacity, analyze space utilization, and identify patterns that impact student progression and time to degree.

Mandatory Services

• Integrate fully with Binghamton University's credentialing environment: CAS or SAML.
• Support dynamic user provisioning and automated lifecycle management (creation, updates, deactivation, reactivation) and synchronization with institutional identity systems.
• Ability to provide vendor hosted (cloud) or on-premise deployment. If on premise, solution must support MS SQL Server or Oracle.
• The solution must provide a testing/sandbox environment that can be refreshed on demand.
• Integration with Binghamton University's Student Information System, Ellucian Banner, utilizing Ethos or an equivalent supported integration framework.
• The system must support date-effective room attributes (e.g., capacity, layout, equipment changes) that automatically validate reservation rules based on a room's configuration at the time of the class/event, without creating duplicate rooms.
• The solution must provide an optimizer to assign times and rooms to exams, based on student enrollment in classes.
• The academic scheduling solution must provide an optimizer to assign both rooms and times to courses based on various constraints at the department and instructor level.
• Meet current accessibility standards with product features for accessibility including alt text for images, full keyboard navigation, screen reader compatibility and other features.
• Provide complete VPAT / HECVAT / SOC2 report/questionnaire.

Desirable Services

• Advanced Course Scheduling Capabilities
• Course Demand and Enrollment Analytics
• Space and Resource Optimization
• Departmental Collaboration and Governance
• Final Exam Scheduling Capabilities
• Event Scheduling
• Reporting and Data Analytics
• Data Access and API Requirements
• System Administration and Configuration
• Implementation and Support Enhancements

**Proposal Due Date and Time:** **11/12/2026, 2:30 PM EST**. Any proposal received after the deadline will not be considered.

Complete *Attachment A* (Bidder Qualifications Submission Form) and *Attachment B* (RFP Response Sheet), and submit them with the proposal. **Required:** *Summary Information Form* must be signed and returned with the Bidder's response.

Cost proposals must be submitted in separate, sealed envelopes. No mention of cost should appear in the technical proposal. Complete *Attachment C*, Cost Proposal Submission Form.

Proposals will be evaluated on the basis of "best value" by an evaluation committee comprised of SUNY representatives:

• Bidder Qualifications for section 4.2 'Strength of References': 10%
• Technical capabilities for section 5.2 'Desirable Services': 60%
• Total Technical Proposal: 70%
• Cost Proposal: 30%

The results of this RFP will be used to award a 5-year contract. Anticipated Notification of Award 12/05/2026 (estimate). Anticipated Contract Start Date 02/01/2027.