Sponsored Programs Administration Software as a Service

Miami University is seeking proposals for a sponsored programs administration (SPA) software as a service (SaaS) platform. The service, to be used by the Office of Research and Innovation (ORI) will allow for the administration of proposals and awards from external funders. The requirements include typical pre-award and post-award functions, and ability to pull robust data from the system for external analyses by multiple tams across campus.

Miami University seeks a new, modern SPA SaaS to enable the submission of proposals to external funders, and to managing the entire award lifecycle. The new SPA system will replace the existing Cayuse SP/Cayuse 424 platform 3.9 SPA SaaS.

The SPA system should enable direct submission of proposals to the grants.gov and eRA Commons systems. The SPA system should also enable robust reporting and the ability to easily extract information for external analyses. The new system will be required to meet Title II ADA accessibility requirements.

The solution for this project/RFP is for the Miami University Office of Research and Innovation to acquire a SPA SaaS system. The resulting application should comply with the following requirements:

Requirements

• ID: 1; Requirement: Proposal development, management, and routing that allows principal investigators (PIs) and Research and Sponsored Programs (RSP) staff to create, edit, and organize proposal records; Category: Required
• ID: 2; Requirement: Electronic routing and approvals internally at Miami University; Category: Required
• ID: 3; Requirement: Direct submission of proposals to federal platforms (e.g., grants.gov, eRA Commons); Category: Required
• ID: 4; Requirement: Meets Title II ADA accessibility requirements; Category: Required
• ID: 5; Requirement: Post-Award functions and reporting via award records to allow for non-financial management during the award period, subaward oversight, and reporting for award closeout; Category: Required
• ID: 6; Requirement: System-to-System (S2S) integrations with Workday; Category: Required
• ID: 7; Requirement: Advanced reporting functions to extract information to standard formats (e.g., comma separated value (CSV) or Excel) for external analyses: annual reporting, pending awards reporting, funded awards reporting, full database pull as input to external dashboards (e.g., to be used in Tableau); Category: Required
• ID: 8; Requirement: Compliance function integration with existing Cayuse Animal Oversight, Hazard Safety, and Human Ethics modules; Category: Desired
• ID: 9; Requirement: Integration with Cayuse Inventions intellectual property management module; Category: Desired
• ID: 10; Requirement: Crosswalk between the new system and the existing Cayuse SP/Cayuse 424 platform 3.9 system; Category: Desired
• ID: 11; Requirement: Integration of historic proposal records; Category: Desired

**Submission:** Electronic Proposals to be received via Electronic Bidding process at: https://miamiu-ohiousourcing.ionwave.net/Login.aspx or by email at smithsw2@miamioh.edu

**Due Date:** Proposals are due no later than November 13, 2026 by 4PM Local Time. Electronic Proposals received after this date and time will not be viewed in the selection process and will be deleted from the eBidding online system. Fax responses will not be considered.

The evaluation of the Proposals will be performed and an award of contract will be made based upon Best Value Selection. Determination will be made by a committee consisting of individuals from MU's Department, and the Strategic Procurement Department.

The University desires to enter into a contract with the successful supplier(s) effective February 1, 2027, with the application to be functional and fully installed by May 1, 2027, and the service portion to continue until January 31, 2029.

General Liability $1,000,000 each occurrence and $3,000,000 aggregate. Automobile Liability Insurance $1,000,000 combined single limit per accident for bodily injury and property damage. Cyber Liability Insurance with limits no less than $2,000,000 per occurrence and $5,000,000 in the aggregate.