RFI Reservation Crowd Management.docx

LEGISLATIVE ADMINISTRATION

Information Services

Legislative Administration Information Services

Request for Information (RFI) for Reservation & Crowd Management Solution For the Oregon Legislature, March 2024

Contact Person:

Brenda Alfano, Contracts Specialist Oregon State Legislature Brenda.Alfano@oregonlegislature.gov 503-986-1184

Response Timeline:

900 Court St. NE, Salem OR 97301 (503)986-1914 Introduction The Oregon State Capitol (OSC) receives an estimated 200,000 visitors annually. Visitors often enjoy tours of the historic State Capitol landmark, learn information regarding the Legislative Process in Oregon, and reserve rooms for meetings. Visitors may also engage in political rallies and protests.

Legislative Administration (LA), is seeking information on a software solution that encompasses crowd management, tours management, and room reservations.

Current State:

Legislative Administration uses two separate applications for managing tours and room reservations. The tours application was developed in-house. Room reservations are accomplished via an off-the-shelf application. There is no link between the two applications.

Legislative Administration does not currently have a crowd management solution.

Solution Requirements:

Listed below are requirements for a potential solution.

Room Reservation

1. Event Management System Shall show locations that are available for reservation.

2. Shall have pictures of room and schematic when selecting location.

3. Shall show equipment that is in the room.

4. Shall display location map when selecting location.

5. Shall allow customization of who can automatically reserve or request “room”.

6. Shall allow customization of allowing certain individuals to book reservations for certain locations automatically.

7. Shall allow customization of what locations can be reserved online.

8. Shall allow requests for tours and viewing availability online.

9. Shall allow for guests to request type of tour - educational, legislative, art, expert tour, etc.

10. Shall send notification to Visitor Services (Dept) of a request for tour and ability to add detail to outlook calendar including virtual tour link and resources.

11. Shall allow for request of specific locations in the capitol – galleria, rotunda, rooms, and public spaces, etc.

12. Shall allow the ability to check availability online based on size and use requirements (conf vs. hearing room).

13. Shall have role-based user groups with varied rights for accessing functions in the application.

14. Shall allow special accommodations and equipment requests / needs when booking.

15. Shall allow for request of video and/or web conferencing.

16. Shall allow user to request information about future events happening in Capitol.

17. Shall require approval for weekend and evening events – subject to approval and policies displayed upon request of reservation.

18. Shall allow all reservations online – assumes online payment option.

19. Shall accept online payments for fees.

20. Shall allow changes to reservations online.

21. Shall allow cancellation of reservations online.

22. Shall notify Capitol staff of changes in reservations, including Fiscal Services for any refunds.

23. Shall send an email confirmation of reservation.

24. Shall send email confirmation of any changes to reservations to user.

25. Shall send reservation/tour policies and use agreement with confirmation of reservation.

26. Shall send receipt of payment received.

27. Shall require billing information with reservation. Shall allow fees to be waived for internal users when reserving certain rooms.

28. Shall allow changes to billing information online.

29. Shall send notification of billing changes to original and person who changed to.

30. Shall allow some events to be “private” – only show “reserved” to public without detail.

31. Shall have user group rights for various functions in application.

32. Shall have users assigned to user groups.

33. Shall have private notes/comments on users.

34. Shall allow public to set up and manage account online.

35. Shall receive agendas and associate an agenda to meeting.

36. Shall display and require acceptance of Capitol reservation policies specific to location reserving.

37. Shall allow to request additional equipment for a room; special requests, e.g. “other”.

38. Shall have equipment inventory tracking.

39. Shall invoice for initial and additional fees.

40. Shall cancel reservation if not paid prior to event happening.

41. Shall have the ability to search for an event by description/name of event.

42. Shall have the ability to search for user and current.

43. Shall have the ability to see user account and prior reservations made by user.

44. Shall have the ability to view events by location, by day, week, month.

45. Shall have the ability to view events by type in a day, week, month.

46. Shall send notification of events to tenants of the building.

47. Shall send notifications to users of events happening in Capitol.

48. Shall send email notifications to specific external stakeholders (OSP, City, etc.) of events happening.

49. Shall issue work orders to other departments based on reservation requests.

50. Shall send notification to other departments based on reservation requests.

51. Shall have work order generated to Facilities.

52. Shall have the ability to add/remove locations or change profiles of available locations to be reserved.

53. Shall be able to make “block” reservations – series, reoccurrence.

54. Shall send email notification to a specific distribution list if certain areas are reserved (i.e. front steps to City).

55. Shall be customizable for locations to be reserved.

56. Shall retain history of the reservations in a location.

57. Shall retain history of all users.

58. Shall allow export of any and all data.

59. Shall have customizable reports.

60. Shall have canned reports.

Tours

61. Outside users can access calendar to request tour date and time slot. Calendar would show select dates/times only, depending on type of service (30 minute onsite 3rd grade tour, 60 minute onsite tour for 4th grade and above September – March, 90 minute onsite tour for 4th grade and above with tower April – June).

62. Request would go to a dashboard that VS staff can approve or decline.

63. Request will generate an email to internal email inbox to alert staff of request.

64. If virtual tour is selected, system will automatically generate a Teams Meeting link associated with reservation.

65. When confirmation is approved/confirmed, system will allow school to download a calendar reminder in CSV to upload to calendar of choice.

66. System will record: Group (school) information, contact (teacher) information, contact information for both, school grade level, number of classes, number of students, Senate and House districts (based on address of school).

67. Currently we reference this GIS tool and manually type the school address to determine senate and house districts. Could this program talk to our GIS tool on the back end and automatically enter/update the districts?

68. System will send different confirmation emails for each tour type.

69. System will allow staff to print a paper confirmation with school contact information spaced in such a way that it would fit in tri-folded, windowed envelope.

70. System will allow staff to customize confirmation with additional text prior to sending (this could be an external “notes” box in the system that we complete that includes additional text in the confirmation).

71. System will allow staff to write internal only notes about a contact group and specific reservation.

72. Desire system to provide school a link to click when they’re on way/notify us when ten minutes out.

73. System to allow staff to input reoccurring public building tours.

74. System to allow staff to assign guides and routes for tours. While routes will be pre-programmed, they will need to be customizable.

75. Desired that guides can pull their routes up on an Windows tablet.

76. Desired that system allows us to communicate with guides on tablet – sending messages in route about their tour.

77. Desire that system track guide’s geo location along tour route and notify guide where other guides are along tour route.

78. System will allow staff to pull reports, including daily reports with guide routes, weekly school reports, contact reports, etc.

79. System will send messages to Legislators alerting that schools from their districts are visiting. Message can be disabled/enabled and will vary depending on type of tour (onsite or virtual).

80. System will allow staff to note when school has placed a store order, so guides know to send the class to the store after the tour to pick up.

Crowd Management Visitor Registration

81. Manages and accommodates tour groups, individual visitors, contractors, special tours, including functionality for enrollment & check-in before tour begins.

82. Sends email or text messages to visitors on where to enter and find their tour guide. Confirmation message.

83. Automatically sends time-based notifications of upcoming tours to both Visitor Services & Security

84. Allows for custom questionnaires for visitors (in order to obtain demographic information).

85. Provides both visitor analytics and reporting (numbers, demographics gathered from registrations system).

86. Capability to integrate with guest kiosks (kiosks themselves is out of scope).

87. Kiosk software functionality includes check-in, following registration pre-check.

88. Kiosk software functionality includes ability to assist visitors if lost.

Physical Security

89. Supports on-line pre-registration sign-up for tours.

90. Registration includes capability for ID verification, with ability to enable/disable, as needed.

91. Ability to discreetly notify tours guides of potential issues, including security.

92. Ability for tour guides to discreetly notify Security Manager, or designee, of potential security issues.

93. Ability to see tour group locations in real-time with color coded status, including designated routes.

94. Real-time view of tour group locations includes visual notification alerts.

95. Ability to re-route or deconflict tours groups.

96. Capabilities to integrate with an access control system (WinDSX currently, but also other systems in case WinDSX gets replaced).

97. Capability to rapidly identify individuals registered for access.

Information Services (IS) Requirements

98. Integrated AD authentication & RBAC.

99. Relay via Exchange online.

100. Ability to connect to CJIS / LEDS for background checks?

101. Secure protocols. https, LDAP secure.

102. Keeps us from going up to PCI/DSS B or A (currently on C).

103. Annual maintenance & technical support included in contract.

104. At least quarterly security patching / updates.

105. Ability to react to 0 day vulnerability.

106. Ability to integrate with Tivoli for backups.

107. Must be able to run under currently supported Microsoft server OS.

108. Shall interface with other Legislative applications for calendar of events (Describe your APIs).

109. Shall integrate with calendaring software.

110. Vendor shall provide US-based customer support.

Information Requested:

· Reservation & Crowd Management Solution. Please provide details regarding your solution.

· Multiple systems. If a single application doesn’t exist that encompasses all the functionality listed above, then we will consider a solution suite, providing that each component of the solution can interoperate.

· Pricing estimate. Please include specific pricing estimates for your solution, including licensing approach. If applicable, licensing estimates for multiple scenarios are acceptable.

· References. Please provide references from actual customers using your solution.

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