eTranscript RFP C004305

Overview

This Request for Proposals (RFP) is issued by the State University of New York System Administration (herein referred to as “SUNY”) to solicit proposals for a “SUNY Next-Gen Transcript Exchange” platform (hereafter referred to as “SUNY-NGTE”).

The selected Bidder will be required to provide comprehensive Information Technology (IT) professional services to support the design, configuration and implementation of the SUNY-NGTE platform in the form of a robust software solution.

Through this RFP, SUNY seeks to procure both technology solutions and technology services (including Commercial Off-The-Shelf (COTS) solutions, Software as a Solution (SaaS)/Cloud based solutions, along with professional technical configuration and implementation services) under a single contract. SUNY has an expiring contract for an Electronic-Transcript Initiative with Parchment (CM0385A/XM0385A). The existing contract offers a mechanism to facilitate the request and exchange of student information as secure pdf or printed transcripts between the 64 SUNY campuses, public and private high schools and public and private non-profit colleges and universities outside of SUNY. As part of the contract lifecycle ending on 11/30/25, SUNY is issuing an RFP for a SUNY-NGTE platform in an open market competitive solicitation.

The selected vendor must provide integrated technology solutions capable of supporting SUNY’s 64 campuses, along with the necessary technology services to configure, customize, and implement the platform to meet SUNY’s requirements. This approach ensures a unified procurement process and streamlines 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 and implementation to ensure transparency and alignment with SUNY’s goals.

SUNY’s goals with this RFP are primarily to:

• Establish a contract that will maintain and enhance the level of Electronic Transcript (eTranscript) services currently available via existing contracts.
• Establish a contract with the capacity to support digital credentials (which includes but is not limited to e-Transcripts) and to evolve to support comprehensive learner records (CLR).
• Encourage the digital transformation of learner and credential records for use of interoperable data to support CLR.

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 a responsive and responsible Bidder determined to provide the best value.

Mandatory Minimum Bidder Qualifications

• Bidder must provide a fully developed and seamlessly integrated technology solution, ensuring compatibility with SUNY's existing systems and supporting efficient communication between internal and external applications.
• 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 for students and administrative staff.
• The solution must seamlessly integrate with SUNY’s existing source systems and data sources across multiple campuses.
• The solution must include a comprehensive SUNY-NGTE that integrates smoothly with campuses’ Student Information Systems (SIS), and other application management systems.
• The Bidder must deliver a SUNY-NGTE technology solution that is accessible and complies (and will continue to comply) with applicable federal and/or state laws, rules, regulations, policies, and/or standards, as amended and supplemented during the term of the resulting contract (if any), and the terms and conditions set forth in this Request for Proposals (SUNY-NGTE RFP #C004305).
• The Bidder must also establish and confirm that accessibility compliance is (and will continue to be) achieved without the use of overlay technology.
• The Bidder must facilitate data migration of campus surcharge workflows and standard PDF templates to the new platform 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 SUNY-NGTE initiative, 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:
  • Unified student ordering
  • Variable surcharges
  • Campus controlled settings, workflows and notifications for processing times, holds and exceptions processing,
  • Campus branded print and PDF transcripts (including accessible versions meeting the most current WCAG standards (currently WCAG 2.1 AA))
  • Automated workflows to release approved requests
  • Admin-initiated transcript release
  • Automated workflows to match transcripts received to student profile in the SIS or other systems of record.
  • Exchange of transcripts as structured data IntraSUNY
  • Reporting and Analytics and the campus and System levels
  • Multi-Language Support
  • Single sign on for student and administrative staff registration and login.