Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: SW-70601

Government Authority located in South Carolina; USA based organization looking for expert vendor for facility scheduling and management software.

[*] Budget: Looking for Proposal

[*] Scope of Service:

(1) Vendor needs to provide facility scheduling and management software.
- A web-based facility scheduling and management software solution, with the Contractor providing setup, hosting, maintenance, and support for a system that includes online facility rental registration, approval, billing, and payment processes.
- Provide a vendor-hosted web solution for renting and managing District Facilities.
- Include a main, public-facing District overview website that can be linked on the primary District website.
- Ability to imbed facility calendars on the District website
- Facility calendars compatible with Google Calendar, Outlook Calendar, and iCal
- Allow unlimited users, roles, and permissions.
- Capacity to function as a Single Sign On for District Users (Microsoft).
- Include a user schema that allows different user types to view appropriate data (i.e. Admin view, Renter view, School Facility Personnel view).
- System shall allow users (public or District Staff) to search all District-wide facility options
- Allow any user to view available dates and times on real-time availability calendar.
- Require the requester the option to choose from a list of reservation types (such as in-district, district partnership, non-profit, for profit, and local, state, or federal agency), that is customizable for each facility.
- Allow renters to request multiple dates and times in a facility for a single Reservation.
- Allow users to describe the Renter’s proposed use of the Facility.
- Allow the Renter to select optional equipment and services from a customizable list specific to the Facility.
- Allow renter to upload required documents (i.e. certificate of insurance, non-profit-certificate, production checklist, etc.)
- Allow for multiple price point levels, with fees automatically calculated and charged to customers, based on facility, equipment, and services
- Provide customizable workflows and approval processes for each Facility
- Provide unlimited custom calendar views.
- Enable users to view internal and external events separately
- Allow District and Facility Administrators to blackout dates and times for individual Facilities under their administration
- Include a notification system that communicates to all appropriate parties of the process of the initial rental or any rental changes
- Provide reservation history tracking of every change, action, or communication by user with time/date stamp
- Include the ability to view all details of individual reservations from a mobile device
- Create automatic links for each reservation, which include all details of the reservations (hours, services, optional equipment, etc.)
- Issue mobile and printable permits for every approved facility use with real-time authenticity Verification
- System shall handle collection of all fees – facility use fees, services, and equipment charges, etc.
- Allow multiple customizable Facility Use price point levels for each Facility based on Reservation Type and Rehearsal/Performance Classification (where applicable)
- Include customizable price points for optional equipment, services, and staff for each Facility
- Shall list additional fees (including optional equipment or labor fees) for each facility
- Provide a way to verify Renter’s insurance
- Include a method to charge insurance or provide 3rd party insurance if Renter does not have their own insurance
- Automatically calculate and charge fees to customers, based on Facility, Reservation Type, equipment and services
- Ability to make fees non-refundable prior to rental
- Shall have a way for system to refund fees, in full or partial
- Provide automatic invoicing and payment processing for renters
- Provide live telephone technical support for district administrators and facility support staff from 6:00am to 10:00pm EST including weekends, excepting federal holidays
- Provide technical support to District users and renters from 8:00am to 5:00pm EST Monday- Friday, excepting federal holidays
(2) A pre-proposal meeting will be held on June 13, 2023.
(3) All questions must be submitted no later than June 14, 2023.
(4) The contract period will be for three years.

[*] Eligibility:

Onshore (USA Organizations Only)

[*] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

[*] Proposal Submission:

Response can be submitted digitally via Email or Online.

Expiry Date : Wednesday, 28 June, 2023

Pre-proposal Conference Date : Tuesday, 13 June, 2023

Question Answer Deadline : Wednesday, 14 June, 2023

Category : Software, System and Application

Country : USA

State : South Carolina

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