GROUP COMMUNICATION, RESOURCE, AND SCHEDULING APPLICATION. Question & Answers.

Mississippi State University
Request for Proposals (RFP) MSU2026065
Group Communication, Resource, and Scheduling Application
ISSUE DATE: April 6, 2026
ISSUING AGENCY: Office of Procurement Services
Mississippi State University
405 Garrard Road East
Starkville, MS 39759
Sealed Proposals, subject to the conditions made a part hereof, will be received April 29, 2026
at 2:00 PM in the MSU Office of Procurement Services, 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:
Caleb Alford
Office of Procurement Services, (Same address above)
calford@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
MSU2026065. 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 23,000+
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
The Mississippi State University Department of Athletics (the "Department") is requesting
proposals from a single vendor to provide the services in this RFP through one integrated
software solution (a single platform or a primary platform with integrated modules). The
solution must enable effective communication and coordination among authorized users,
including student-athletes, full-time athletics staff, academic advisors, athletic trainers,
managers, graduate assistants, and others approved by the Department. Because users may be
dispersed across locations and use different communication methods, the Department seeks a
centralized hub that supports day-to-day operations of an intercollegiate athletics program.
* Quickly create, update, and communicate group events and itinerary changes when
advance notice is limited (e.g., weather or travel-day changes).
* Support NIL and revenue-sharing workflows, including roster maintenance, student-
athlete payments, and a secure, encrypted contract repository.
* Support athletics camps, including attendee management, payments, staffing, and
scheduling.
* Track student-athlete health metrics (physical, mental, and nutrition), as applicable.
* Maintain a centralized repository for student-athlete information, required forms, and
resources to reduce administrative effort and better support academic and athletic
performance.
The solution must also support anonymous reporting and surveys for authorized individuals
and groups (internal and external to the University), as needed, while complying with
applicable NCAA requirements and, where applicable, HIPAA. The Department also seeks
the ability to add or remove features over time, provided changes remain compliant with State
of Mississippi and Mississippi Institutions of Higher Learning (IHL) requirements.
The application must include training, support, and ongoing service for the term of the
agreement at no additional cost.
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3. SCOPE OF SERVICES REQUIRED
a) Technical Requirements
The platform must include a mobile app available at no cost to users on widely used devices,
including iOS (iPhone) and Android. If another mobile operating system achieves broad
market adoption, the vendor must use reasonable efforts to support it to ensure continued
access for constituents.
b) Users & Access Management
The solution must scale as the number of user profiles grows. The vendor must describe the
licensing model and any practical or contractual limits on adding users.
Access must be role-based. Users may have multiple roles, and permissions must control each
user's ability to view, add, or edit information and features, including tiered access levels by
role.
c) Reporting/Forms, Custom Fields, Files
The system must provide robust reporting capabilities, customizable fields, and
comprehensive file management to support MSU's data analysis and compliance needs.
Vendors must describe in detail how their system meets the following requirements:
* Multi-Format Reporting - Reports must be available in multiple formats. Most reports
should be viewable on-screen with options to download in Excel, PDF, CSV,
DOC/RTF, or access via API.
* Custom Field Creation - The system must allow select users and system
administrators to create custom fields. If this functionality is restricted, the vendor must
provide technical support personnel to implement custom fields as needed.
* Detailed Reporting Functionality - The bidder must provide a comprehensive
explanation of the system's reporting capabilities, including customization options,
filtering, and data visualization tools.
* Advanced Monitoring & Aggregation - The system must allow for monitoring and
reporting based on multiple factors, enabling individualized tracking as well as
aggregated and summarized reporting.
* File & Document Uploads - Users must be able to upload documents and images in
multiple formats, including but not limited to .png, .jpg, .jpeg, .pdf, .tif, and .tiff.
* Vendor-Supported Report Development and Assistance- The vendor must provide a
dedicated consultant for custom report writing and custom dashboard creation. This
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dedicated reporting consultant would schedule and burst reports to various university
populations on a recurring basis, as needed.
* AI/ML Anomaly Detection - The system must incorporate artificial intelligence (AI)
and machine learning (ML) capabilities to detect irregularities in expense reporting.
* Role-Based Report Access - Report access must be clearly defined based on user roles,
such as Business Author, Consumer, and Manager, ensuring appropriate data visibility.
* Annual System Configuration Review - The system must include an annual review of
its configuration to ensure optimal performance and alignment with institutional needs.
d) Functions
The system must support tiered workflows so authorized users can submit documents and
requests, and designated reviewers can access data and reports for review, analysis, and
approval. Submitted files must be easy for authorized users to download. The system should
allow users to track submissions, monitor status, and stay current with compliance and
reporting requirements.
At a minimum, the application should provide the following capabilities:
* Ability to send mass email, text (via long code), and voice communications, including
the ability to schedule messages for future delivery.
* Ability to provide granular access to all support and coaching staff.
* Ability to audit individual user usage and track delivery of text messages and voice
communications and track open/read status of emails.
* Ability to securely store and share documents, scouting reports, playbooks, forms, and
other team-related information.
* Ability to construct/maintain centralized team calendars (i.e., practice, meals, travel,
meetings, etc.) and calendars for all major support groups.
* Ability to sync with MS Exchange, Google Calendar, Office 365, and iCloud to a user
calendar within the platform.
* Ability to generate automatic communications for appointments and generate custom
reporting for communications.
* Centralized location for student-athlete data.
* Ability to add custom notes and strong reporting capabilities.
* Ability to restrict access to data to maintain FERPA, etc. compliance.
* Ability to execute travel planning (e.g., itineraries, task lists, rooming lists, travel
rosters, etc.) in one centralized location.
* Ability to gather information through digital forms with DocuSign integration or through
a form builder.
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* Ability to build custom forms through a form builder and have certain responses flagged
and alerted to designated staff.
* Ability to send, receive, approve/deny Complimentary Admissions.
* Ability to build and submit NCAA CARA Logs and NCAA Time Management Plans
with the appropriate compliance rules settings necessary.
* Ability for staff and student-athletes to sign up competition guest list approvals through
a workflow process.
* Ability for users to choose a pre-selected time slot which automates appointment
creation with preset reminders and alerts.
* Ability to export calendars to an external display monitor through a live-updated URL.
* Ability to integrate with Retain Academics
Single sign-on capabilities
User management across both platforms
* Ability to manage rosters for the department's teams, ranging from current, prospective,
and previous student-athletes.
* Ability to track and assist with NIL and Revenue Share rosters, payments to student-
athletes - insured by the Federal Deposit Insurance Corporation (FDIC) - and provide a
secure and encrypted contract repository. In addition, the software must have:
Ability to report all payments made to student-athletes from the software.
Ability to report on market value of positions for current and prospective student-
athletes.
Ability to track all athlete agreements and multi-part transaction plans for Brands,
Compliance, NCAA & SEC.
* Ability to track all inventory the department procures/acquires and ability to track
within one system. Including but not limited to all athletic apparel, computers, office
furniture, etc.
* Ability to track student-athlete nutrition and share information on a shared cloud with
the necessary support staff, all while maintaining privacy of sensitive information.
* Ability to track class schedules of current and prospective student-athletes, current
GPAs to ensure compliance with the National Collegiate Athletics Association (NCAA)
and Southeastern Conference (SEC).
* Ability to streamline camp operations with integrated registrations, payments and
compliance, while being able to link to the central software/system.
* Ability to track student-athlete mental and physical health with a software/system that
maintains compliance and HIPAA.
* Ability to integrate departmental workflows through automation.
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e) System Maintenance and Support
Department of Athletics requests flexibility for ongoing training, support, updates and
upgrades throughout the duration of the contract. This can include but is not limited to on-site
training as well as remote troubleshooting and assistance.
f) Security and Compliance
* System must be secure and meet all local, state and federal data security standards.
* Provide single sign-on capabilities that include support for two-factor authentication.
MSU provides CAS, Shibboleth, or SAML.
* Provide product interfaces that are compliant with WCAG 2.0 AA.
* Provide applicable certifications such as SOC2 documentation.
* Provide a completed Higher Education Cloud Vendor Assessment Tool (HECVAT) (lite
version available at: https://www.ren-isac.net/public-resources/hecvat.html).
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
addendum to the Request for Proposal (RFP). Please send your inquiries to Caleb Alford via
electronic mail at calford@procurement.msstate.edu.
All inquiries should be marked "URGENT INQUIRY. MSU RFP MSU2026065"
5. ADMINISTRATIVE INFORMATION
a) Issuing Office
This RFP is issued by the following office:
Office of Procurement Services
Mississippi State University
405 Garrard Road East
Starkville, MS 39759
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 April 6, 2026
Questions from Vendors Due April 15, 2026
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MSU Q&A Response Due April 22, 2026
Proposal Submission Deadline - 2:00 p.m. April 29, 2026
Award Date (Estimated) June 1, 2026
Contract Effective Date (Estimated) July 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
of the terms and conditions outlined in this RFP. (Cover letter should be no more than 3
pages in length.)
* Corporate Structure and Credentials
Number of years of experience
o
Staffing levels and support proposed
o
Examples of similar previous work.
o
* Operations and Ability To Perform
Provide operation plan. This should include, but not be limited to,
o
acknowledgement and agreement with all requirements as well as explanations,
where applicable, of the intended plan to achieve the requirements.
Describe how services will be provided to MSU.
o
At a minimum, the following items should be included in the contents of the Cost Proposal:
* Fees for initial purchase of software/items/service (including all preparation,
installation, rollout, training and first year maintenance and support)
* Annual Maintenance Costs after initial purchase.
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7. DISCUSSIONS/EVALUATION CRITERIA/AWARD PROCESS
MSU reserves the right to conduct discussions with any or all respondents, or to make an award
of a contract without such discussions based only on evaluation of the written proposals. MSU
reserves the right to contact and interview anyone connected with any past or present projects
with which the respondent has been associated. MSU likewise reserves the right to designate a
review committee to evaluate the proposals according to the criteria set forth under this section.
MSU may make a written determination showing the basis upon which the award was made
and such determination shall be included in the procurement file.
MSU reserves the right to award this contract in whole or in part depending on what is in the
best interest of MSU with MSU being the sole judge thereof.
The evaluation factors set forth in this section are described as follows:
* The Vendor's ability to deliver an application meeting the overall objective and
functions described in the RFP
* Competitive fees
* Availability and access of technical support
* Vendor's experience with similar systems
* Compliance with applicable State and Federal laws and regulations
* The committee may invite finalists for interviews and/or presentations
Failure to attend a requested interview presentation before the committee may result in a
proposal not being considered.
Upon award of contract(s), successful respondent(s) will be asked to provide a transition plan
and timeline and obtain MSU's input and concurrence before moving forward.
Proposals will be scored based on the following weights (100 points total):
* Corporate Structure/Years of Experience/References - 30 pts
* Operation Plan/Ease of Use/Services Offered - 40 pts
* Fees - 30 pts.
8. PROPOSAL SUBMISSION
Responses Submitted Electronically in Bully Buy:
Technical Proposal: Proposal must be submitted in PDF format and state "Technical
Proposal" in the title of the document. This document must be separate from the cost proposal
or the response may be considered non-responsive.
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Cost Proposal: Cost proposal must be submitted in PDF format and state "Cost Proposal" in
the title of the document. This document must be separate from the technical proposal or the
response may be considered non-responsive.
Responses Submitted Physically:
Proposals shall be submitted in two packages (envelopes or boxes) as set forth in Section 8.
Please make sure that the RFP number is clearly visible on the outside of the package.
Technical Proposal - One (1) original and one (1) electronic copy (of the complete technical
proposal in one pdf file on a flash drive) of parts 7(b)(i) (Cover Letter), 7(b)(ii) (Corporate
Structure and Credentials), and 7(b)(iii) (Operations and Ability to Perform) should be sealed in
a package with "Technical Proposal" in the lower left hand corner. Each submitted package
should be a complete copy. The original shall be marked on the first page "Original".
Cost Proposal - One (1) original and one (1) electronic copy (of the complete cost proposal in
one pdf file on a flash drive). Should be sealed in a package with "Cost Proposal" in the lower
left-hand corner. Each submitted package should be a complete copy. The original shall be
marked on the first page "Original".
The proposal package must be received on or before 2:00 p.m. on March 4, 2026. It is the
responsibility of the respondent to ensure that the proposal package arrives in the Procurement
Services office on-time. The proposal package should be delivered or sent by mail to:
Office of Procurement Services
Mississippi State University
405 Garrard Road East
Starkville, MS 39759
Your response must include the signature page included in this RFP (See Appendix A) and
contain the signature of an authorized representative of the respondent's organization. The
signature on the "Original" signature page should be in blue ink.
MSU reserves the right to reject any and all proposals and to waive informalities and minor
irregularities in proposals received and to accept any portion of a proposal or all items bid if
deemed in the best interest of the University to do so.
Proposals received after the stated due date and time will be returned unopened. Submission
via facsimile or other electronic means will not be accepted.
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9. PCI COMPLIANCE ISSUES (IF APPLICABLE)
The vendor must provide a PCI compliant processing environment using one of the approved
options below. If the vendor is unable to fully adhere to one of these options, the proposal will
be removed from consideration.
* Option 1 - Integrate with MSU's existing third-party solution (NelNet Business
Solutions - Commerce Manager), because all hardware, software and back end
processing have been vetted and credit/debit card payments are automatically posted to
Banner.
* Option 2 - Use alternative third-party solution. Use a different MSU Merchant ID but
same bank account.
Work with members of MSU's PCI Council and third-party PCI Compliance
o
consultant to review business needs and proposed solution.
Ensure card transactions processed by university personnel are performed using
o
a PCI-validated point to point encrypted (P2PE) solution. The solution must be
listed on the PCI council's website (https://www.pcisecuritystandards.org), must
not be expired, and devices to be used with the solution must have a PIN
transaction security (PTS) expiration date at least 3 years past the date of
installation.
Obtain the following solution information
o
Attestation of compliance (AoC) from all parties involved in handling or that
o
affect the security of cardholder data.
Verify that all devices have a current PTS certification and have an expiration
o
date at least 3 years past the installation date of the solution.
Obtain a data flow diagram showing where payment card data will be introduced
o
to the proposed solution and all steps/hops it will take until payment information
is delivered to the merchant processing bank. This will determine all of the
service providers that must provide an AoC.
Require specific reporting requirements and interfaces to support Banner
o
integration and automatic posting of credit/debit card payments to the ERP. The
exact file layout will be provided upon request.
* Option 3 - Use alternative third-party solution. Use vendor's Merchant ID.
Work with members of MSU's PCI Council and third-party PCI Compliance
o
consultant to review the solution.
Ensure card transactions processed by university personnel are performed using
o
a PCI-validated point to point encrypted (P2PE) solution. The solution must be
listed on the PCI council's website (https://www.pcisecuritystandards.org), must
not be expired, and devices to be used with the solution must have a PIN
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