University of Maine System Athletic Enrollment Management and Electronic Records Management Solutions RFP 2026
University of Maine System Board of Trustees | State of MaineState · Orono, ME- Due
- Mar 12, 2026
- Deadline passed
- Contract term
- 5 years
The 30-second brief
The University of Maine System is seeking a comprehensive athletic department software solution to support operational, recruiting, compliance, and administrative needs for an NCAA Division III athletic program, as well as an Electronic Medical Records healthcare solution. The solution should manage prospective and enrolled student-athlete information, support compliant recruiting, and provide centralized tools for staff. It should also meet HIPPA and FERPA standards for athletic healthcare providers.
Athletic Enrollment Management Software, Electronic Medical Records Software
Functional completeness, NCAA Division III compliance support, ease of use, implementation and training approach, vendor experience with collegiate athletics, long-term viability, and overall value to the institution.
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Summary
The University of Maine System is seeking a comprehensive athletic department software solution to support operational, recruiting, compliance, and administrative needs for an NCAA Division III athletic program, as well as an Electronic Medical Records healthcare solution.
The solution should manage prospective and enrolled student-athlete information, support compliant recruiting, and provide centralized tools for staff. It should also meet HIPPA and FERPA standards for athletic healthcare providers.
EVALUATION CRITERIA
7- Functional completeness
- NCAA Division III compliance support
- Ease of use
- Implementation and training approach
- Vendor experience with collegiate athletics
- Long-term viability
- Overall value to the institution
REQUIRED DELIVERABLES
Athletic Enrollment Management Software, Electronic Medical Records Software
REQUIRED ATTACHMENTS
Rider A - Specifications of Work to be Performed, Rider A-1 – Pricing, Rider B - Insurance Requirements, Rider C - University of Maine System Standards for Safeguarding Information, Rider D - Services Engagement Form
REQUIRED STAFFING
Athletic Enrollment Management, Electronic Medical Records
- Duration
- 60 months
- Scope location
- Maine
- Reported agency
- University of Maine System
Questions about this RFP
How do I respond to this RFP from University of Maine System Board of Trustees | State of Maine?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is March 12, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including University of Maine System Board of Trustees | State of Maine in ME, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Athletic Enrollment Management, Electronic Medical Records. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Athletic Enrollment Management Software, Electronic Medical Records Software. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Functional completeness, NCAA Division III compliance support, ease of use, implementation and training approach, vendor experience with collegiate athletics, long-term viability, and overall value to..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from University of Maine System Board of Trustees | State of Maine?
All active and historical solicitations from University of Maine System Board of Trustees | State of Maine are tracked and searchable. As a state agency, University of Maine System Board of Trustees | State of Maine regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 5 years. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Rider A - Specifications of Work to be Performed, Rider A-1 – Pricing, Rider B - Insurance Requirements, Rider C - University of Maine System Standards for Safeguarding Information, Rider D - Services. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from University of Maine System Board of Trustees | State of Maine for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Maine. Review the full solicitation for detailed scope requirements.