SBU/Tripleseat and 25Live Integration - 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 Enterprise Applications & Integrations (hereinafter referred to as "SUNY") to collect detailed information on the development, hosting, and maintenance of a middleware service to enable transactional data flow between Tripleseat and 25Live via API deliverables. This RFI is intended to gauge the interest and gather insights from experienced API specialists. The goal is to explore new technologies and solutions available in the market that can streamline and enhance the processes at SUNY Stony Brook. 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/ Scope: This RFI solicitation seeks responses from vendors who can offer information about the requested service which meets the criteria and objectives detailed in this RFI. SUNY is looking for a provider to expand on a system solution to bridge between two different applications to enable transactional data flow and to facilitate seamless communication via API deliverables. University Conferences and Special Events currently operate or utilize two separate platforms, Tripleseat and 25Live, for event-related processes. However, both platforms must be manually updated to exchange booking information for events and venue reservations. Conference Operations would find it more efficient to enter the data into either of these systems and have the data entry updated and synchronized between them. 25Live is SUNY internal, campus-wide scheduling platform, which is integrated with campus operations. 25Live is used for rooms reservation and this system is not an event management tool. Tripleseat is used for event planning and execution but does not book or reserve venues for an event. As a result, every event must be entered manually into both systems, creating redundancy and increasing the risk of human error. There is no prospect of upgrading the systems and moving to a new single platform that combines both classroom allocation and full event management as of this time, so SUNY is looking into integration of both existing systems. Key Events: RFI Opens - March 5, 2026 Bidder Questions due date and time - March 26, 2026 11:00 am est Proposals due date and time - March 26, 2026 5:00 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 shall become and remain the property of SUNY. Contact Information: Bryan Decker Contracts Officer Ph # +1 (555) 000-0000 E-mail: contact@example.gov Review of RFI responses: RFI responses will be reviewed by the requesting University business unit and Procurement department. 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.