Active SLED Opportunity · NEW YORK · NEW YORK
AI Summary
SUNY Old Westbury requests proposals for an enterprise software platform to manage faculty appointment, promotion, tenure, and sabbatical processes with workflow automation, dossier management, CV generation, and integration capabilities. Bids due July 14, 2026.
PURPOSE SUNY Old Westbury seeks proposals for the acquisition and implementation of a secure, configurable, enterprise software platform to support the full lifecycle of faculty appointment, reappointment, promotion, tenure, and sabbatical (ARPTS) processes. The platform must provide centralized faculty record management, workflow automation, dossier assembly, review routing, credential tracking, activity reporting, sabbatical management, and automated curriculum vitae (CV) generation capabilities. The solution must support academic governance processes, collective bargaining environments where applicable, institutional policy variation, and audit-ready documentation practices. The system must be vendor-neutral in configuration, policy-driven, and suitable for multi-unit academic environments. 1. Objectives The selected solution shall: · Centralize faculty lifecycle records and review materials · Support structured ARPTS workflows across academic units · Enable comprehensive faculty activity tracking · Support sabbatical eligibility, application, and reporting processes · Automate dossier and CV assembly · Enable configurable, policy-aligned review routing · Improve transparency, compliance, and auditability · Reduce administrative burden and manual processing · Provide institutional reporting and analytics · Integrate with enterprise campus systems · Support automated discovery and validation of research and publication data 2. Functional Scope Overview The platform must include the following integrated capability areas: · Faculty Profile & Career Record Management · Faculty Activity & Achievement Tracking · ARPT Workflow Management · Sabbatical Lifecycle Management · Dossier & Document Management · Review & Evaluation Tools · Eligibility & Timeline Tracking · Automated Research & Publication Discovery · CV Builder & Auto-Updating CV Engine · Reporting & Analytics · Security & Compliance Controls · System Integration · Configuration & Policy Alignment · Implementation, Training, and Support 3. Faculty Profile and Career Record Management The system shall maintain structured faculty records including: · Rank, title, and track · Appointment and contract history · Tenure status and probationary timelines · Department and unit affiliations · Education and credentials · Licensure and certifications (where applicable) · Employment history within the institution · Workload and effort allocation (if available) · CV and dossier records · Configurable institution-defined data fields All fields must support role-based visibility and edit permissions. 4. Faculty Activity and Achievement Tracking The platform shall support structured capture and categorization of faculty activities across review categories. 4.1.1. Teaching · Courses taught by term · Instructional modality · Advising and mentoring · Curriculum development · Instructional innovation 4.1.2. Research and Scholarship · Publications · Presentations · Creative works · Grants and sponsored research · Research awards · Persistent identifiers (optional) 4.1.3. Professional Growth · Training and certifications · Professional development · Workshops and institutes 4.1.4. Service · Departmental service · Institutional committees · Professional service · Community engagement The system must support evidence attachment, tagging, date ranges, and review-period filtering. 5. ARPT Workflow Management The platform shall support configurable workflows for: · Initial appointment · Reappointment · Promotion · Tenure · Post-tenure review (optional) · Periodic review 5.1.1. Workflow capabilities must include: Multi-step routing · Multi-level review hierarchies · Committee stages · Administrative approvals · Conditional routing · Parallel and sequential reviews · Configurable deadlines · Track-specific workflows · Unit-specific workflows No vendor custom coding shall be required for routine workflow adjustments. 6. Sabbatical Management Module The platform shall include a Sabbatical Management module supporting the full sabbatical lifecycle. 6.1.1. Eligibility & Policy Rules Years-of-service calculations · Rank/track rules · Interval requirements · Partial vs full sabbatical categories · Policy-driven eligibility alerts · Configurable rule engine 6.1.2. Sabbatical Application Workflow Structured sabbatical proposals · Project description forms · Budget and coverage fields (optional) · Multi-level routing and approvals · Committee reviews · Deadline controls 6.1.3. Sabbatical Tracking & Outcomes Project milestones · Progress reporting · Outcome documentation · Deliverable tracking · Output classification · Linkage to ARPT dossiers and CV records 7. Dossier and Document Management The platform shall support electronic dossier assembly including: · Configurable dossier templates · Section-based document organization · Version control · Evidence linking · External letter handling · Confidential document controls · Reviewer annotations · Submission snapshots · Multi-format file support 8. Review and Evaluation Support The system shall support structured evaluation processes including: · Reviewer assignment · Committee role management · Rubric-based scoring · Narrative evaluations · Recommendation capture · Vote recording (configurable visibility) · Conflict-of-interest controls · Blind review options where required 9. Eligibility, Timeline, and Milestone Tracking The platform shall support: · Tenure clocks · Reappointment cycles · Promotion eligibility rules · Sabbatical eligibility cycles · Extension tracking · Leave impact calculations · Automated eligibility flagging · Deadline alerts 10. Automated Research and Publication Discovery The platform should support configurable automated discovery of scholarly outputs from approved external sources. 10.1.1. Capabilities Required · Scholarly database imports · DOI and identifier matching · Grant database imports · Repository imports · Professional profile imports (configurable) · Public web profile imports (where permitted) 10.1.2. Controls Required · Faculty opt-in · Source transparency · API-based ingestion where permitted · No prohibited scraping practices · Terms-of-service compliance 10.1.3. Validation Workflow All imported records must require: · Faculty review and approval · Accept/reject controls · Edit-before-acceptance · Duplicate detection · Source citation tracking · Audit trail retention 11. Automated CV Builder and Dynamic CV Updating The platform shall include a configurable CV generation engine. 11.1. CV Generation Must support: · Auto-generated CVs from structured records · Multiple CV templates · Promotion & tenure CV formats · Grant bio-sketch formats · Accreditation CV formats · Custom section ordering · Institution branding · Multiple export formats (Word, PDF, structured export) 11.2. Automatic CV Updating CV outputs must automatically update when: · Publications are validated · Grants are added · Teaching assignments change · Service records update · Sabbatical outputs are recorded · Credentials are updated · Templates must be administrator-configurable. 12. Reporting and Analytics The system shall provide: ARPT pipeline tracking Sabbatical pipeline tracking Review status dashboards Outcome reports Unit and institutional summaries Custom report builder Standard export formats 13. Security and Access Control The platform must provide: · Role-based access control · Multi-level permissions · Confidential review protections · Encryption at rest and in transit · Audit logging · Data retention controls · Policy-aligned confidentiality safeguards 14. System Integration The platform shall support integration with: · Interview Exchange™ systems · Identity management / SSO · Faculty data systems · Brightspace (LMS) · Research/grants systems (optional) Integration methods must include APIs or secure data exchange. 15. Configuration and Policy Alignment The system must support institution-controlled configuration for: · Workflow rules · Evaluation rubrics · Faculty tracks · Policy variations · Terminology · Unit-specific criteria Routine changes must not require vendor coding. 16. Implementation Services Vendor shall provide: · Requirements validation · Configuration workshops · Workflow design support · Data migration · Integration setup · Pilot deployment · Production rollout support 17. Training and Change Management Vendor shall provide: · Administrator training · Reviewer training · Faculty training · Documentation · Recorded modules · Change management materials 18. Support and Maintenance Vendor shall provide: · Help desk support · SLA-defined response times · System updates · Security patches · Issue tracking 19. Required Vendor Response Statements Vendors must explicitly describe: · ARPT workflow capabilities · Sabbatical management features · Automated publication discovery methods · Identity matching approach · Faculty validation controls · CV generation engine · Auto-update mechanisms · Data governance safeguards · External data compliance methods ** Bidders’ Questions Due By: Monday 06/29/2026, 5pm ** College Responses Due By: Tuesday 07/07/2026, 5pm ** Bids Due By: Tuesday 07/14/2026 2PM EST ***All bids are to be emailed to procurement@oldwestbury.edu*** ***Please attest to acceptance of Exhibit A, Exhibit A-1 and Exhibit B in bid submission*** Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 0.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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