Attachment 5 Requirements Matrix (COTS Solution).xlsx
XLSX spreadsheet 337 KB Posted
- Solicitation number
- 2026-R-062
- Issued by
-
United States Senate
About this file
This is a Requirements Matrix for a Commercial-Off-The-Shelf (COTS) hoteling software solution being procured by the United States Senate's Sergeant at Arms (SAA) office via Request for Quote (RFQ) 2026-R-062, with a submission deadline of 1:00 PM EST on September 3, 2026. The solution is a web-based Software-as-a-Service (SaaS) platform designed to function as a space assignment tracker for offices, desks, conference rooms, and workspaces within Senate buildings, enabling the SAA to monitor staff locations throughout Senate spaces.
The requirements matrix specifies 111 minimum and preferred functional and non-functional requirements organized across multiple categories. Functional requirements include a landing page with multiple user options, support for three user roles (general user, user delegate, system administrator), reservation management capabilities (reserve/modify/cancel), floor plan visualization from PNG files in both graphical and list formats, calendar-based date selection in Eastern Standard Time, workspace resource management, comprehensive reporting with filtering and export functions, email confirmations and reminders, check-in/check-out functionality, and recurring reservation capabilities. Non-functional requirements mandate a web-based platform accessible from computers, tablets, mobile devices, and QR codes; Section 508 compliance; integration with Microsoft Office 365 without additional development; compatibility with Chrome, Firefox, IE, Edge, and Safari browsers; Windows 11 OS compatibility; Active Directory single sign-on (SSO) and ADFS/SAML authentication; 256-bit data encryption in transit and at rest; SOC2 Type II audit completed within 18 months; and data residency in the continental United States. The contractor must deliver the system within three weeks of contract award, provide train-the-trainer education and online training tools, conduct a 30-day acceptance testing period requiring zero downtime/failures, provide technical support from 8:00 AM to 9:00 PM with four-hour on-site response time, and ensure all system upgrades occur outside business hours (8:00 AM to 5:00 PM, Monday-Friday EST). Additional requirements include contractor personnel citizenship verification, background checks conducted by the U.S. Capitol Police, two bound copies of user documentation, and export capabilities for Senate data retention. Preferred features include integration with Cisco Webex and Microsoft Teams conferencing solutions, meeting scheduling/management within hoteling spaces, and user group creation based on organizational charts.
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Requirements This procurement is for replacement hoteling software for offices, desks, conference rooms, and/or workspaces within an office building(s). This system will serve as a space assignment tracker to allow the SAA to understand where staff are located throughout Senate spaces. Per the RFQ instructions and the Pricing Table please provide a proposal for Hoteling Software as a Service (SaaS) licenses.
| The table below lists the “Minimum Functional/Non-Functional Requirements” and “Preferred Features Desired” for the Senate, SAA hoteling reservation customer interface. The contractor shall indicate if its proposed solution meets or exceeds requirements, and if standard or option each item under "Minimum Requirements." The contractor is also encouraged to offer additional or optional features; including other Systems that are capable of exceeding the minimum requirements and optional features. | Meets/ | |
| Exceeds | Standard (S)/ Option (O) | COMMENTS: |
(contractor shall provide details on any requirement exceeded by the proposed System below or if "Meets/Exceeds" or "Standard(S)/Option(O)" does not apply.)
| MINIMUM REQUIREMENTS - FUNCTIONAL | |
| The solution shall: | |
| 1 | Provide a landing page that displays user options (i.e. search, select, reserve, modify, cancel, check-in/check-out, print, communicate with system administrator, administrator view) |
| 2 | Provide multiple user roles (i.e. general user, user delegate, system administrator) for Sergeant at Arms (SAA) and Secretary of the Senate staff. |
| 3 | Provide user access controls |
| 4 | Enable users to reserve/modify/cancel hoteling space requests. |
| 5 | Distinguish between available/unavailable hoteling spaces |
| 6 | Display hoteling space attributes (i.e. Desk, phone, conference device, chair, printer, file cabinet) when space is selected. |
| 7 | Store multiple floor plans from .PNG file format |
| 8 | Display individual floor plans when selected |
| 9 | Provide the ability to select the hoteling location from a floorplan view |
| 10 | Provide the ability to select the hoteling location from a list view |
| 11 | Display dates in a calendar format |
| 12 | Display start/end times in the Eastern Standard time zone |
| 13 | Display hoteling space floor location |
| 14 | Display a system administrator dashboard |
| 15 | Provide resource management (the ability to designate a workspace as hoteling or non-hoteling) for system administrator |
| 16 | Provide reports on hoteling usage |
| 17 | Provide reports that can be filtered by workspace type, individual user |
| 18 | Provide reservation confirmation via email |
| 19 | Provide reservation confirmation with calendar reminder |
| 20 | Provide modification confirmation via email |
| 21 | Provide cancellation confirmation via email |
| 22 | Enable communication between user and system administrator within the platform |
| 23 | Enable communications to be delivered to user and system administrator via email |
| 24 | Provide a search function |
| 25 | Provide a filter function |
| 26 | Provide an export function |
| 27 | Provide a print function |
| 28 | Provide real-time utilization data |
| 29 | Automatically approve reservations |
| 30 | Send reminders via email |
| 31 | Provide check-in/check-out functions |
| 32 | Provide links to documents (i.e. User guide, Frequently Asked Questions, Policies) |
| 33 | Enable recurring reservations |
| The solution shall enable "General Users" to: | |
| 34 | Login to the platform |
| 35 | Search for an available hoteling space |
| 36 | Select an available hoteling space |
| 37 | Reserve a hoteling space based on date, time and location |
| 38 | Modify a reservation |
| 39 | Cancel a reservation |
| 40 | Check-in/Checkout |
| 41 | Communicate with system administrators within the platform |
| The solution shall enable "User Delegates" to: | |
| 42 | Perform all of the functions of a general user |
| 43 | Perform all of the functions of a general user on behalf of another user |
| The solution shall enable "System Administrators" to: | |
| 44 | Perform all user (General/User Delegate) functions |
| 45 | View dashboard |
| 46 | Create reports |
| 47 | Export reports |
| 48 | Print reports |
| 49 | Modify floor plans (i.e. room name, number) |
| 50 | Perform resource management (designate a work space as hoteling/non-hoteling) |
| 51 | Communicate with general users/user delegates within the platform |
| 52 | Create user groups |
| 53 | Manage user permissions |
| 54 | Manage platform settings |
| 55 | Cancel user reservations (bump reservations due to competing priorities) |
| 56 | Limit reservations based on user groups |
| MINIMUM REQUIREMENTS - NON-FUNCTIONAL | |
| General - The solution shall be: | |
| 57 | A web-based platform |
| 58 | Accessible from a computer, tablet, mobile device, QR code |
| 59 | Section 508 Compliant |
| 60 | Customizable |
| 61 | Scalable |
| Integration - The solution shall: | |
| 62 | Integrate with Microsoft Office 365 (O365) without additional development work (backend, SAA-side). |
| 63 | Support the latest releases of leading desktop browsers, including: Chrome, Firefox, IE, Edge, Safari. |
| 64 | Be compatible with Windows 11 operating system (OS) or newer |
| 65 | Solution's appointment confirmation/entry into customer calendar shall have compatibility with standard email formats (customer side). |
| 66 | Enable add-ins that are deployable using Microsoft System Center Configuration Manager (SCCM). |
| 67 | Initiate Directory Services, so that Senate users are able to authenticate using their network identification via Active Directory single sign on (SSO), Federated Services, or other third-party SSO provider. |
| 68 | Support Active Directory Federation Services / Security Assertion Markup Language (ADFS/SAML) for user authentication and account management. |
| 69 | Use a roles-based security model to facilitate the principal of least-privilege. |
| 70 | Use Data encryption while in transit and at rest (minimum 256 bit). |
| Reporting Customization - The solution shall: | |
| 71 | Have the capability of tracking who enters the original appointment. |
| 72 | Have the capability to customize reports for ad-hoc purposes. |
| 73 | Have the capability of producing reports in various formats including excel, csv, PDF. |
| 74 | Have the capability of reporting on appointment history including reschedules, cancellations and no shows. |
| 75 | Have the capability to produce on demand real time reports. |
| 76 | Have the capability of reusing reports that are used often as templates. |
| 77 | Have the capability to access raw data from databases for manipulation and automation. |
| Installation, Initial Test and Training - The contractor shall: | |
| 78 | Develop and finalize, under Support Operations direction, the level of services and resources that shall be provided to the Senate under this Contract. |
| 79 | Gather and validate the SAA’s requirements for the System through conducting discussions with SAA personnel and use of industry best practices. |
| 80 | Identify gaps between the SAA’s requirements and its findings. |
| 81 | Submit a Contract Management Plan for review and approval by the Senate. |
| 82 | Incorporate the changes approved by the SAA, if any, and provide and implement the final Program Plan to the SAA. |
| 83 | Deliver a draft of the Contract Management Plan not later than three weeks following the award of the Contract. |
| 84 | Participate in weekly meetings that are one hour in duration |
| 85 | Provide a weekly agenda to include: |
a) Activities planned for the week;
b) Work completed during the period;
c) Status of ongoing activities;
d) Activities planned for the following period;
e) Problems or issues projected or identified;
f) Alternatives and/or recommended solution(s) for identified or projected problems or issues; and
g) Known or projected resources (staff and funding) and schedule impacts.
h) Open Discussion
| 86 | Deliver, install, set-up, and initial test system. Time of delivery for installation and set-up, and initial test shall be mutually agreed upon and coordinated between the Contractor and the Senate's COR. Much of all work will be performed virtually or on senate sites between the hours of 8:30 AM and 5:30PM local, eastern standard time, Monday through Friday, excluding normally observed federal holidays. |
| 87 | Provide a detailed checklist of the System properly performing each function. |
| 88 | Verify the proper operation of the system prior to the start of the Senate's 30-day acceptance testing period. |
| 89 | Assist the Senate with the introduction, training, and education of Senate employees about the Hoteling System to maximize its utilization. The training schedule shall be mutually agreed upon between Contractor and the Senate. |
a) Contractor offers train the trainer education either onsite or remote.
b) Contractor offers online tools that could be used for training.
c) Contractor offers dedicated account manager for questions and issues.
| Acceptance Testing: | |
| 90 | The Senate will notify the Contractor of the successful installation of the System, completion of training, and the receipt of all documentation from the Contractor. This written notification will signify delivery of the software to the Senate for the start of the Senate's 30-day acceptance testing period. |
| 91 | Acceptance of the System by the Senate will be determined by the fulfillment of the requirements to the satisfaction of the Senate. Acceptance testing by Senate personnel will emphasize the operational, functional and reliability factors of the App while being fully utilized. Acceptance testing ends when the App has met the standards of performance by operating for a period of thirty (30) consecutive business days (8:00 AM to 9:00 PM) without failure or downtime of any kind. [Note: Failure downtime is a period of time in which the Hoteling System is not reliably operable due to intermittent or consistent failure so that any feature or portion of the app can not be used, or that those features or portions of the app will not operate in accordance with the app specifications.] |
| 92 | If the System had a failure downtime within 30 days of the start of acceptance testing period, the Contractor shall, at its own expense, fix and/or update any defective features or parts of the Hoteling System. The acceptance testing period shall begin again after the Hoteling System has been fixed and/or updated. If the Hoteling System has another failure downtime within the next 30 consecutive days of the re-start of acceptance testing period, the Senate may reject the Hoteling System entirely and terminate the contract for default. The Contractor shall return all payments if any had been made to Senate; and liability, if any, made up until the point of rejection; and release the Senate from all future payments. |
| Personnel Security Processing: | |
| 93 | Contractor personnel are required to be citizens of the United States of America (U.S.) or meet the eligibility requirements for Government of the United States employee compensation as specified in Public Law 111-117, Section 704. |
| 94 | The United States Capitol Police (USCP), on behalf of the Senate shall conduct background checks for all Contractor personnel that require unescorted access to Senate buildings or access to the Senate network and/or systems. |
| 95 | Contractor personnel that require background checks shall not commence work on |
this Order until such time as the Contractor is notified, in writing, by the Contracting Officer or their designee that an individual's background check has been completed and approved or that a temporary waiver has been granted until such time as the background check is completed. Such notification shall be made by the SAA as expeditiously as practicable following the submission of all the documentation specified in 25.2 above.
Contractor personnel that do not require unescorted access to Senate buildings or access to the Senate network and/or systems may perform work upon the Contract commencement date.
| 96 | The Contractor shall immediately inform the SAA when there is a change in the eligibility to work in the U.S. status of any Contractor personnel performing under this Contract. The Contractor shall immediately remove any Contractor personnel when information is obtained that makes the Contractor believe that person has ceased to be a responsible individual and should no longer work under this Contract. |
| Privacy and Data Security: | |
| 97 | SAA maintains ownership of SAA data. Information gathered, developed, analyzed, and produced under this contract remain the property of the SAA and shall be protected from unauthorized or inadvertent modification, disclosure, destruction, or use. |
| 98 | SAA must have ability to export data to SAA network for records retention as deemed necessary by SAA |
| 99 | SOC2 Type II or similarly recognized audit completed within eighteen months prior to date of contractor evaluation. |
| 100 | SAA's data must reside in the continental United States only. |
| Documentation: | |
| 101 | Contractor shall provide two (2) bound copies of the user manual. |
| 102 | Contractor shall provide the necessary rights in data to the Senate to customize, use, and reproduce the documentation to meet its user support needs. |
| 103 | All documentation shall be provided to the Senate COR prior to the start of the 30-day acceptance testing period. |
| Maintenance, Technical, and Training Support: |
tc={96E02DB0-B704-4E65-AFF1-D322898745D2}: [Threaded comment]
Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924
Comment:
Add: maintenance and option years.
Reply:
Add: all systems upgrades or enhancements must be performed outside of business hours (8am-5pm, M-F) to avoid any downtime
| 104 | Technical telephone support and troubleshooting from 8:00am-9:00pm |
| 105 | Four (4) business hour on-site service response time during business hours, 8am-5pm, Monday - Friday (EST). |
| 106 | Technical services and support to be provided by Contractor certified technicians. |
| 107 | All service calls identified as recurring problems will automatically be escalated by the Contractor. |
| 108 | All labor, materials and/or parts furnished by Contractor. |
| MINIMUM REQUIREMENTS - PREFERRED | |
| Integration - The solution shall: | |
| 109 | Integrate with conference software |
(Cisco video and web conferencing solution that enables staff to join Webex and TEAMs meetings)
| 110 | Enable users to schedule/manage meetings while in a hoteling space |
| 111 | Create user groups based on organizational charts |
Add: maintenance and option years.
Add: all systems upgrades or enhancements must be performed outside of business hours (8am-5pm, M-F) to avoid any downtime
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