SBU/Email Platform - Request for Information

Overview: This Request for Information (RFI) is issued by the State University of New York at Stony Brook, Division of Information Technology (hereinafter referred to as "SUNY") to collect detailed information on available email platform software solutions. The purpose of this RFI is to explore existing software systems that can effectively manage various aspects of email marketing solutions at Stony Brook University and including but not limited to, creating, managing, and analyzing email campaigns across the campus community and potentially to include external communications. SUNY is interested in identify software solutions that are highly customizable, secure, and capable of integrating seamlessly with other existing systems. Background: The State University of New York (“SUNY”) is the largest comprehensive university system in the United States, educating more than 467,000 students in more than 7,500 degree and certificate programs on 64 campuses with nearly 3 million alumni around the globe. SUNY is committed to reduce administrative costs, maximize efficiencies, and move resources toward academics and student services. Stony Brook University is Long Island’s premier academic medical center, Stony Brook Medicine represents Stony Brook University’s entire medical enterprise and integrates all Stony Brook’s health-related initiatives: education, research, and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children’s Hospital, the six Health Sciences schools — Dental Medicine, Health Technology and Management, Pharmaceutical Sciences, Medicine, Nursing and Social Welfare — as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. Stony Brook University, part of the State University of New York system, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to almost 26,000 undergraduate, graduate, and doctoral students and more than 14,500 faculty and staff. Stony Brook University is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU). It consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. Stony Brook University offers more than 200 undergraduate programs, more than 100 master’s programs and more than 40 doctoral programs. Notable facts about Stony Brook University’s student population (Fall 2024): Total students– 26,689: Undergraduates – 18,263 Graduates - 8,426 Additional information about Stony Brook University and its students can be found at the following website: http://www.stonybrook.edu/ General Information: This RFI serves as an opportunity for different vendors to introduce their email platform software systems, share their expertise, and provide recommendations on how SUNY can leverage the existing advanced technology in this area of expertise. SUNY seeks to gather information that will help us understand the capabilities, features, scalability, and costs associated with potential email platform software systems, enabling the University to make an informed decision in line with its strategic objectives and communication needs. Scope: This Request for Information (RFI) is intended to gauge the interest and gather insights from experienced vendors of email platform software. The goal is to explore new technologies and solutions available in the market that can streamline and enhance the email platform processes at Stony Brook University. Vendors are encouraged to provide detailed and creative responses to the questions within this RFI, showcasing their system’s capabilities, limitations, and unique features. We are particularly interested in understanding how your platform can address the specific needs of a large and diverse campus environment. Additionally, vendors should highlight their experience in delivering similar solutions to institutions with comparable communication capacities and requirements. Vendors responding to this RFI are expected to fulfill the following: i) provide accurate, complete, and up-to-date responses to all sections of this RFI, ii) clearly indicate where features are currently available, under development, or unavailable, iii) identify any third-party products or services included in your solution. Vendors are encourage to provide additional supporting documentation such as case studies, white papers, or platofm screenshots if relevant. In addition, the vendors should indicate clearly any assumption or prerequisities for their platform's performance or deployment. Key Events: RFI Opens 9/23/25 Bidder Questions due date and time 10/16/25 4:00 PM EST Proposals due date and time (any proposals received after the deadline may not be considered) 10/17/25 3:00 PM EST SUNY reserves the right, in its sole discretion, to modify the above schedule. Vendors will be notified via email of any changes in a timely manner. Vendors Questions: Any Questions regarding this RFI should be submitted on the Q&A Board citing the particular event section where applicable. Bidders should make efforts to ensure all questions are submitted no later than the questions date listed in the Key Events section, as questions received after the closing date for questions may not be responded to prior to the RFI due date. It is the responsibility of the Bidder to inquire about any requirement of this event that is not understood. Proposal Submission: Bidder is responsible for all costs, direct or indirect, that it incurs related to the preparation and submission of a proposal in response to this RFI. All responses and proposals submitted in response to this RFI become and remain the property of SUNY. Contact Information: Margaret Remiszewski Sr. Contracts Officer Ph # 631-632- 9836 E-mail: contact@example.gov Review of RFI responses: RFI responses will be reviewed by the requesting University business unit and Procurement department. The Bidder(s) may be invited to provide a live demonstration/product presentation of the proposed platform and this will be desided upon review of the received RFI responses. SUNY will notify the Bidders and schedule the time, location and format. All costs associated with the Bidder’s attendance will be borne by the Bidder. Ultimately, the information provided may be reflected in a Request for Proposal (RFP) that SUNY at Stony Brook may issue in the future. Bidders’ response may address all the questions asked in this RFI or the portions of the questions that are relevant to the vendor's specific technology offerings. NO AWARDED CONTRACT WILL BE ISSUED FROM THE RFI PROCESS. Submitting a response to this RFI is voluntary. Submitted RFI’s responses will in no way bind SUNY or any other agency to any purchase for any reason. The RFI is for informational gathering purposes only. All information provided by Bidders will be at no cost and without obligation to SUNY. Reserved Rights: SUNY Reserves the right to: Withdraw this RFI at any time, at SUNY’s sole discretion. Prior to the RFI opening, amend the RFI specifications to correct errors of oversights, or to supply additional information, as it becomes available. Request clarifications from Bidders for purposes of assuring a full understanding of their responses.