Project Information

Bid Title

Classroom Scheduling Software.

Issuing Agency

Mississippi State University

Location

Mississippi

Published Date

Nov 21, 2025

Closing Date

Dec 4, 2025

Government Level

State & Local

Status

Closed

Ref. #

RFP MSU2025032 MSU2025032 Q&A

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Submission Deadline Thu December 4th, 2025 at 2:00 pm

RFP MSU2025032 MSU2025032 Q&A

Classroom Scheduling Software.

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Mississippi State University

Request for Proposals (RFP) MSU2025032

Classroom Scheduling Software

ISSUE DATE: October 30, 2025

ISSUING AGENCY: Office of Procurement and Contracts

Mississippi State University

610 McArthur Hall

245 Barr Avenue

Mississippi State, MS 39762

Sealed Proposals, subject to the conditions made a part hereof, will be received December 4,

2025 at 2:00 PM in the MSU Office of Procurement and Contracts, same address above,

for furnishing services and potentially, optional services as described herein.

IMPORTANT NOTE: Indicate firm name, and RFP number on the front of each sealed

proposal envelope or package.

All inquiries concerning this RFP should be directed to:

Jennifer Mayfield

Office of Procurement and Contracts, (Same address above)

jmayfield@procurement.msstate.edu

662-325-2550

Any addendum associated with this RFP will be posted at

http://www.procurement.msstate.edu/procurement/bids/index.php located under RFP

MSU2025032. It is the respondent’s responsibility to assure that all addenda have been

reviewed and if applicable, signed and returned.

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1. UNIVERSITY OVERVIEW

Mississippi State University (MSU) is a comprehensive land grant university of 21,500+

students and approximately 5,000 faculty and staff. The main campus is located adjacent to the

community of Starkville in northeast Mississippi, with a remote campus located in Meridian

with an enrollment of around 700 students. Additionally, the university operates several remote

agricultural experiment stations and has an Extension office located in each of the eighty-two

Mississippi counties.

Additional information about MSU can be found at our website www.msstate.edu.

2. INVITATION TO SUBMIT PROPOSAL ON RFP

Mississippi State University Office of the Registrar seeks a web-based application system that

will enable the Office of the Registrar, academic units, and our Event Services partners to

maximize classroom and event scheduling.

The goals of the system include:

• Centralized Scheduling System – Implement a shared scheduling environment for

academic and non-academic events while prioritizing academic needs.

• Conflict Detection and Resolution – Provide automated conflict detection across room

bookings to prevent double bookings.

• Enhance Event and Resource Management – Streamline scheduling and coordination

for audiovisual equipment, staging, tents, tables, chairs, video walls, and other event

resources, ensuring real-time information sharing with setup and operations teams.

• Process Automation and Efficiency – Minimize manual processes and improve the

generation and dissemination of required documentation.

This software should include the ability to collect and visualize data and have the ability to

report results. Enhanced reporting is an important feature and should allow for customization of

reports.

The system should improve coordination and collaboration among both the Office of the

Registrar and Event Services by storing and monitoring all data and requests submitted through

the system, allowing the data to be sent by any partner, but allow for it to be accessed by any

partner with appropriate authorization, so that authorized users may be able to review or

approve any reports or requests submitted through the system.

It should include the ability to remove classroom assignments on holidays for use by other

entities and be able to reflect accurate room usage during the exam schedule, mapping

classroom assignment during the term to the exam slot assigned.

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Once implemented, the system will act as a platform in order to manage all master class

scheduling as well as all university events.

Integration with Existing Systems

• The software must ensure compatibility with existing campus platforms, including

CourseLeaf CLSS, Cowbell Connect, Campus Labs, and QuickBooks financial systems.

3. SCOPE OF SERVICES REQUIRED

a) Technical Requirements

The application shall support, at a minimum, the following technical requirements:

o SaaS (Software as a Service) or on-premises hosting; SaaS preferred

o Web-based interface supporting modern browsers and mobile devices. Mobile

access should provide full user functionality.

o Integration with Ellucian Banner (Ethos Integration preferred)

o Integration with CourseLeaf CLSS

o Integration with enterprise calendar systems including but not limited to

Microsoft Exchange Online

o Single sign-on via SAML 2.0

o The application should support integration via RESTful APIs, including the

ability for integrating systems to:

 retrieve information about events, schedules, etc.

 create or modify events

 manage user/role access

o Vendor shall submit a completed HECVAT questionnaire detailing the product's

compliance to security standards

o Vendor shall submit a completed VPAT report detailing the product's

conformance to accessibility requirements

b) Users

There should be no restrictions on the number of users.

User permissions and accesses to various system functions should be role based with the

ability to manage user and group permissions at an individual level. Role-based permissions

govern each user’s rights to add, edit, and view information within the system. There should

be capability to accommodate tiered access based on roles.

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c) Reporting/Forms, Custom Fields, Files

• Incorporate a robust reporting engine capable of generating both standard and

customizable reports without requiring third-party tools or developer intervention.

• Generate essential reports, including daily setup logs, room signage summaries, and

event breakdowns by department, event type, or service category.

d) Functions

• Facilitate improved communication and collaboration among stakeholders.

• Support complex approval workflows, including conditional and asynchronous

approvals based on event attributes, location, and services.

• Automate workflows that trigger specific actions or approvals based on custom event

criteria.

• Maintain a change-tracking system to log modifications to event details and notify

affected users.

• Include built-in messaging or note-taking features linked to specific events or tasks.

• Enable users to revise submitted requests, automatically re-triggering necessary

approvals.

• Provide customizable request forms for space and resource reservations.

• Implement automated reminders and notifications for event organizers, attendees, and

setup crews, ensuring timely dissemination of resource setup details.

• Deliver detailed resource setup instructions and assign tasks to service providers or

setup teams via real-time mobile applications.

• Enable service providers to confirm task completion through mobile devices.

• Support multiple service categories (e.g., AV, facilities, catering) with independent

workflows and status tracking.

e) System Maintenance and Support

MSU requests the bidder to provide installation, setup, and configuration training as well as

requests a train-the-trainer approach where the bidder will be asked to train Registrar and

Event Services staff who will then train partners.

Bidders shall provide details on licensing requirements and all ongoing expenses for

maintenance and support. After the first year, ongoing annual support or maintenance costs

shall become a year-to-year contractual agreement. This includes product updates and

hotfixes.

4. INQUIRIES ABOUT RFP

Prospective respondents may make written inquiries concerning this request for proposal to

obtain clarification of requirements. Questions should be submitted either via a Word

document or plainly typed in the email itself. Responses to these inquiries may be made by

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addendum to the Request for Proposal (RFP). Please send your inquiries to Jennifer Mayfield

via electronic mail at jmayfield@procurement.msstate.edu.

All inquiries should be marked “URGENT INQUIRY. MSU RFP MSU2025032

5. ADMINISTRATIVE INFORMATION

a) Issuing Office

This RFP is issued by the following office:

Office of Procurement and Contracts

Mississippi State University

245 Barr Avenue, 610 McArthur Hall

Mississippi State, MS 39762

b) Schedule of Critical Dates

The following dates are for planning purposes only unless otherwise stated in this RFP

progress towards their completion is at the sole discretion of the university.

RFP Posted

October 30, 2025

Questions from Vendors Due

November 13, 2025

MSU Q&A Response Due

November 20, 2025

Proposal Submission Deadline – 2:00 p.m. December 4, 2025

Award Date (Estimated)

January 1, 2026

Contract Effective Date (Estimated)

February 1, 2026

6. PROPOSAL CONTENTS

This is a two-step RFP process. The technical proposals and the cost proposals are to be

submitted in separate sealed envelopes. Indicate firm name, RFP# and word “Technical

Proposal” on the front of the sealed technical proposal envelope or package. Indicate the firm

name, RFP# and the word “Cost Proposal” on the front of the sealed proposal envelope or

package.

At a minimum, the following items should be included in the contents of the Technical

Proposal:

• Cover letter, indicating the scope of the proposal. The letter should include an overview

of the services being offered. The letter should include a statement of exceptions to any

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Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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