Academic Room and Course Scheduling System RFP Opportunity

Background
The University of North Carolina at Pembroke (UNCP) is seeking proposals from qualified vendors for the implementation of an Academic Room and Course Scheduling and Event Space Software system. The university is interested in acquiring a comprehensive solution that will streamline the scheduling process, enhance efficiency, and provide a user-friendly interface for both administrators and end-users. The new system should include workflows for approval of different spaces and usage types.
The system will replace the current functionality of EMS, which is being used to schedule events and course sections in academic spaces.

Work Details
The project will deliver operational efficiencies for assigning and utilizing classroom space as well as event space. Additionally, this project will garner analytics that help academic departments create more efficient course offerings to fulfill student demand and progression. Currently, the system is very manual, requiring a central person to enter all event requests from a local request form to the system for Academic Room requests only. For the Event Space requests, users are inputting their requests online and the facility manager is approving the request and sending approval notification via the current system.

Period of Performance
The Contract shall have an initial term of one year, July 1, 2024-June 30, 2025. At the end of the Contract’s current term, Pembroke shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of two additional one-year terms. Proposals shall be submitted in accordance with the terms and conditions of this RFP.

Place of Performance
University of North Carolina at Pembroke