Attachment 2 - Workspace Resource Reservation System Technical Checklist.xlsx
XLSX spreadsheet 72 KB Posted
- Attached to
- Workspace Resource Reservation System
- Solicitation number
- 47HAA024R0005
- Issued by
-
GSA Office of Administrative Services
About this file
This document is a Technical Checklist for a federal contract opportunity issued by the General Services Administration (GSA) for a Workspace Resource Reservation System. The checklist outlines detailed technical requirements for the system, including features related to policy-based configuration, workspace and room administration, authentication and user management, compliance and integration, reporting, and operations and maintenance support.
The related pre-solicitation notice indicates that GSA is seeking a web-based solution to manage reservations for approximately 5,500 shared workspaces, conference rooms, and other assets across 60+ facilities. The system must provide robust search, visualization, and reporting capabilities to support GSA's space management and utilization tracking. Interested parties are requested to provide company information, responses to the technical checklist, and a rough order of magnitude price estimate by June 7, 2024. The contract will be awarded to support GSA's efficient and effective workspace management for its employees.
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Sheet1
| Instructions: Column A shows features GSA is looking for in its Conference Room and Worspace reservation system. For each item, indicate in columns B and C if your product already has the feature, or does not have the feature. Use the Comments block (column D) to indicate if your product does something similar, or to elaborate on the particular feature. If you don't support an item, use the comments to indicate anything we should know about that item in releation to your product. | |||||
| Item Number | Item | Category | Yes | No | Comments |
| Policy based – configurable by GSA – i.e. |
- Person cannot go back to same place every day
- Limit how far in advance a space may be reserved
- Limit number of reservations a user can have at one time
- Limit how long a person can reserve a space
- Restrict spaces to certain people, groups of people.
- Book for portion of the day (minimum 30 minute intervals)
| - Enforce limits on reservation length on a per resource basis. | Administration: Policy | ||
| Bump reservation – Resource is bumped if not checked in prior to expiration of grace period, ability to set grace period on a per-resource basis. Ability to set if bumped resource is made available to others when bumped or not made available. | Administration: Policy | ||
| Administration Ease of Use – |
GSA personel with administrative privilege, can easily and with minimal training, manage the rights and access to resources including, but not limited to:
# of reservations in queue at one time for workstations down to user level, # of reservations in queue at one time for conference rooms down to user level, duration of recurring meetings, schedule/edit reservations on behalf of others, report generation,
| setting check-in timeframes for resources | Administration: Workspace Management | |
| Support the Bulk Upload of additional workspaces and conference rooms. |
| Please specify any additional software that may be required for bulk upload in the comments. | Administration: Workspace Management | ||
| Workspace Administration Ease of Use – | |||
| GSA personnel, easily and with minimal training, can create, edit, and deactivate: facilities, rooms, room ammenities, workspaces, equipment & services | Administration: Workspace Management | ||
| Ability to make long term reservations (LTR) for users with permanent seat assignments ( If LTR is not checked-in, space is not made available for others to reserve) and the ability to make recurring reservations within the advanced reservation time limits for a given user. | Administration: Elevated Access | ||
| Override capabilities that management can use to move a person from pre-scheduled workspaces to another workspace | Administration: Elevated Access | ||
| Support single sign on via SecureAuth and Okta | Authentication and Access | ||
| User Management Process (UMP) that pulls from Active Directory or other GSA System for user provisioning. | Authentication and Access | ||
| The application can support multiple user roles to include base user, ambassador, workplace services and bookIT admin with varying access levels and functionalities. Including a master administrator role, one per location | Authentication and Access | ||
| Multiple ways to check-in to reservations, i.e. via email reminder, Mobile App Reminder/Alert, Automatic/ express workstation ‘check-in’ from badge/swipe-in data from PAC system, replying to a text reminder, QR Code prompt to reservation system website. | Check-in | ||
| Fully compliant with Section 508 accessiblity requirements, or offer equivalent Accessible interface. | Compliance | ||
| Support documentation and receive Authority to Operate (ATO) | Compliance | ||
| Offer their reservation system as a FedRamp approved SAAS software offering, with an existing ATO and federal government agencey sponsor. Provide impact level. | Compliance | ||
| Can migrate 100% of the information currently in GSA's implementation of Agilquest OnBoard to vendor's system | Data Migration | ||
| System has an open, documented ReST API | Integration | ||
| Integrate with physical access control systems (PACS) (Systems in use are Brivo Apparato and Gallagher Command Centre) for automated check in activated by PACs access granted. When access is granted by the PACs in a facility and the PACs is one of the two systems listed, the reservation system will either receive an SNMP trap message (Brivo) or Database write (Gallagher) indicating that the user was granted access and the reservation system should check the user into their workspace reservation. | Integration | ||
| Support the GSA Smart Buildings & Smart Occupancy initiative requirements, including Niagara Integration for Check-in, Niagara Integration for Check-out or reservation expiration. | Integration | ||
| Ability to interface with Google gmail and google calendar so users may reserve rooms from reservation system without leaving calendar. When a reservation is updated the meeting time should reflect on the calendar reservation. Additionally,see people's calendar availability when reserving a room. | Integration | ||
| Schedule and manage reservations across various platforms (i.e. system website, Google calendar, mobile application, QR code at resource, Room Wizard device or similar) | Integration | ||
| Integrate with devices adjacent to the reservable resource (i.e. workstation or conference room) to visually indicate availability. | Integration | ||
| Ability for users to directly interact with a live map representing the office layout in real-time. |
- Availability of spaces can be based on color-coding or other visual indicators
- Users can browse spaces and view characteristics, including high resolution images, of spaces while browsing floor plan
- Users can select a space from the map and initate a reservation
(Example: Selecting a seat on an airplane)
| Please indicate in the comments the highest resolution image your software supports (pixels X pixels) for displaying a floor plan. | Interactive Floor Plan | |
| Creation and maintence of interactive floorplans can be accomplished easily and with minimal training. |
Please specify in the comments:
The method in which interactive floorplans are created (e.g .CAD upload, outlining spaces within the tool) Any additional software that may be required to support interactive floor plans in the comments
| Any restrictions on file types uploads related to floor plan uploads in the comments | Interactive Floor Plan-Management | ||
| Access the reservation system for making, checking-in,and cancelling reservations via iPhone and Android Smartphone. If there are any reservation tasks which can not be done via the smartphone, indicate this in the comments section. Additionally, indicate if the mobile access is through an app. | Mobile App | ||
| Send invitations to people invited to conference room reservations for meetings. | Notifications | ||
| Ability to configure and send reminders before meeting start, check in. Reminder that auto-bump will happen if space not checked in. Reminder that reservation will expire in X minutes. | Notifications | ||
| Ability to have a confirmation email sent to user (or admin if created a reservation for a user) once reservation is created | Notifications | ||
| Reporting functions to include but not limited to: |
-Workstation usage report by date(s), floor(s) within building, individual resource -Room usage report by date(s), floor(s) within building, individual resource -Combined Workstation and Room usage report by date(s), floor(s) within building -Reservations checked-in/utilized -Reservations bumped as a no-show/ not utilized -Utilization heatmap of space by floor -User reservation report -Organizational summary report (by 2-letter organization in active directory/ UMP) -Weekly/ daily summary
| -Utilization and occupancy report based on resources available | Reporting | Add to RFI Document | ||
| Create user generated ad-hoc reports. Ability to apply and toggle filters. Save user generated reports and set report favorites. | Reporting | |||
| Synchronization with turnstile data for building wide occupancy reporting in conjunction with reservation utilization reporting | Reporting | |||
| Feedback mechanism on the reservable resources. Way to provide feedback on condition of reservable resources. | Support | |||
| Annual Managed Services or Technical Support Agreement through which vendor shall remedy any faults or errors that are identified with respect to the resource reservation system | Support: O&M | |||
| Ability to modify software product to mitigate within 30-days for discovered vulnerabilities rated high or critical by GSA IT Security, 90-days for vulnerabilities rated medium or low by GSA IT Security. | Support: O&M | |||
| System Availability | Support: O&M | |||
| Technical support | Support: Phase-in | |||
| End user training including GSA instance specific online tuturials and training videos | ||||
| Allow user to directly transfer reservation to another user | Transfer Reservation | |||
| Ability for the user to submit requests within reservation room setup, furniture reconfigurations and / or other room related services while making a reservation. Interface with current GSA ticket systems such as ServiceNow. | User Interface | |||
| Ability to specify different types or rooms/workspaces, for example Huddle Room,Conference Room,Mothers Room,Collaborative,Auditorium,Adjustable Height,Workstation,Benching,Treadmill Station etc. changeable with additions or deletions as needed. | User Interface | |||
| Ability to have dynamic rooms, i.e. rooms with wall dividers that make the room one room or two rooms or three rooms. Reserving one room of a dynamic room should make the combined three room space unavailable for that time, and so on for logical combinations. | User Interface | |||
| Ability to search for resources based on GSA set attributes, for example room capacity, if it has a flat panel screen, supports VTC, etc. These attributes must be changeable to GSA’s needs and searchable, when searching for a resource. | ||||
| Searching should use fuzzy logic and not require exact string matches. For example if we have a room named “Director Room 2345” a search for 2345 or Director, should both produce valid search results. | User Interface | |||
| Self-service, web based, intuitive solution for end users to reserve, check-in and manage reservations for workspaces, conference rooms, and any reservable resource | User Interface | |||
| Allows for specific information about a reservable resource to be described/viewed. Including room description, room type, capacity, ammeneties, and IT accessories | User Interface | |||
| Ability to mark a reseravable asset or location as 'favorite' | User Interface | |||
| Ability to display images of reservable resources. How many images of a room can be viewed in the system? Does the system support hi-resolution images? | User Interface | |||
| "Locate" functionality which allows for a search of reservations of internal GSA peers for the purposes of co- location. While in the map view, hover capability to see who is sitting in a seat or who has a room reserved. | User Interface- Locate Me | |||
| A user managed, user profile with extensive preferences settings; reminder or notification preferences, set default search critera, favorite resources, work hours, set delegates, location etc. | User Profile | |||
| Do you have any current or previous federal customers? If so, please identify which agencies were supported in the comments |
Sheet2
| A web based solution for locating, reserving, and managing workstations and conference rooms in real time. Offers extensive search capabilities and displays results through lists, interactive floor plans, and calendar views. |
| Ability to search for resources based on GSA set attributes, for example room type, capacity, ammenities, city, building name. These attributes must be changeable to GSA’s needs and searchable, when searching for a resource. Searching should use fuzzy logic and not require exact string matches. For example if we have a room named “Director Room 2345” a search for 2345 or Director, should both produce valid search results." |
| Ability for users to directly interact with a digital map representing the office layout in real-time. |
- Availability of spaces can be based on color-coding or other visual indicators
- Users can browse spaces and view characteristics, including high resolution images, of spaces while browing floor plan
- Users can select a space from the map and initate a reservation
(Example: Selecting a seat on an airplane) Please indicate in the comments the highest resolution image your software supports (pixels X pixels) for displaying a floor plan.
Creation and maintence of interactive floorplans can be accomplished easily and with minimal training.
Please specify in the comments:
The method in which interactive floorplans are created (e.g .CAD upload, outlining spaces within the tool) Any additional software that may be required to support interactive floor plans in the comments Any restrictions on file types uploads related to floor plan uploads in the comments
| "Locate" functionality which allows for a search of reservations of internal GSA peers for the purposes of co- location. While in the map view, hover capability to see who is sitting in a seat or who has a room reserved. |
| A user managed, user profile with extensive preferences settings; reminder or notification preferences, set default search critera, favorite resources, work hours etc. |
| User Management Process (UMP) that pulls from Active Directory or other GSA System for user provisioning. |
| Access the reservation system for making, checking-in,and cancelling reservations via iPhone and Android Smartphone. If there are any reservation tasks which can not be done via the smartphone, indicate this in the comments section. Additionally, indicate if the mobile access is through an app. |
| Ability for the user to submit requests within reservation room setup, furniture reconfigurations and / or other room related services while making a reservation. Interface with current GSA ticket systems such as ServiceNow. |
| Integrate with devices adjacent to the reservable resource (i.e. workstation or conference room) to visually indicate availability. |
| Ability to interface with Google Workspace, and other platforms (i.e. system website, mobile application, QR code at resource, Room Wizard device or similar), to schedule and manage reservations. |
| Multiple ways to check-in to reservations, i.e. via email reminder, Mobile App Reminder/Alert, Automatic/ express workstation ‘check-in’ from badge/swipe-in data from PAC system, replying to a text reminder, QR Code prompt to reservation system website. |
| The application can support multiple user roles with varying access levels and functionalities. Including a master administrator role, one per location |
| Ability to configure resource utilization parameters including check-in windows, limits on number of reservations, periods of time to make reservations in advance, number of active reservations per user, etc. |
| Administrator role ability to easily modify Room and User reservation protocols including, but not limited to rights, access to resources, # of reservations in queue at one time for workstations down to user level, # of reservations in queue at one time for conference rooms down to user level, duration of recurring meetings, schedule/edit reservations on behalf of others, report generation, set check-in timeframes for resources |
| Reporting functions to include but not limited to: |
-Workstation usage report by date(s), floor(s) within building, individual resource -Room usage report by date(s), floor(s) within building, individual resource -Combined Workstation and Room usage report by date(s), floor(s) within building -Reservations checked-in/utilized -Reservations bumped as a no-show/ not utilized -Utilization heatmap of space by floor -User reservation report -Organizational summary report (by 2-letter organization in active directory/ UMP) -Weekly/ daily summary -Utilization and occupancy report based on resources available
| Create user generated ad-hoc reports with the ability to apply and toggle filters. Reports can be saved and set as 'favorites'. |
| Ability to configure and send reminders before meeting start, check in. Reminder that auto-bump will happen if space not checked in. Reminder that reservation will expire in X minutes. |
| Synchronization with turnstile data for building wide occupancy reporting and automated check-in. Integrate with physical access control systems (PACS) (Systems in use are Brivo Apparato and Gallagher Command Centre) for automated check in activated by PACs access granted. When access is granted by the PACs in a facility and the PACs is one of the two systems listed, the reservation system will either receive an SNMP trap message (Brivo) or Database write (Gallagher) indicating that the user was granted access and the reservation system should check the user into their workspace reservation. |
| Training and technical support availability |
| Fully compliant with Section 508 accessiblity requirements, or offer equivalent Accessible interface. |
| System has an open, documented REST API |
Sheet3
File details come from the government source that posted it. Updated .