RFI Reservation Event Management.pdf

900 Cou rt S t . NE , Sa l em O R 973 01 • ( 503 )98 6 -1 914

Legislative

Administration

Information Services

Request for Information (RFI) for

Reservation & Tours Solution For the Oregon Legislature, September 2024

Contact Person:

Brenda Alfano, Contracts Specialist Oregon State Legislature

Brenda.Alfano@oregonlegislature.gov 503-986-1184

Response Timeline:

Posting of RFI: 10/14/2024

Deadline for Questions: 11/15/2024

Deadline for Question Responses: 11/22/2024

Due Date: 12/13/2024 mailto:Brenda.Alfano@oregonlegislature.gov

LEGISLATIVE ADMINISTRATION

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 tour 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.

Solution Requirements:

Listed below are the 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 available equipment that is in the room.

4. Shall display location map when selecting a location.

5. Shall allow customization of who can automatically reserve or request a “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 a notification to Visitor Services (Dept) of a request for a tour and the ability to add detail to

Outlook calendar including virtual tour link and resources.

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

16. Shall allow users to request information about future events happening in the 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 an email confirmation of any changes to reservations to the user.

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

26. Shall send a 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 the public without detail.

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

32. Shall have users assigned to user groups.

33. Shall have private notes/comments on users.

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

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

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

37. Shall allow the requesting of 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 the reservation if not paid before the event is 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 accounts and prior reservations made by the user.

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

45. Shall have the ability to view events by type in a day, week, or 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 notifications to other departments based on reservation requests.

51. Shall have a 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 an email notification to a specific distribution list if certain areas are reserved (i.e. front steps to the City).

55. Shall be customizable for locations to be reserved.

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

57. Shall retain a history of all users.

58. Shall allow export of any and all data.

59. Shall have customizable reports.

60. Shall have pre-defined reports.

Tours

61. Outside users can access the calendar to request tour date and time slot. The calendar would show select dates/times only, depending on the 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. Requests would go to a dashboard that VS staff can approve or decline.

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

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

65. When confirmation is approved/confirmed, the system will allow a school to download a calendar reminder in standard calendar format to upload to the 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, and Senate and House districts (based on the address of the school).

67. Currently, we reference this GIS tool and manually type the school address to determine Senate and

House districts. System automatically enters/updates district information.

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. System to provide the school a way to indicate when they’re on way to notify Legislative staff when their arrival time is approaching. Notification prior to notification is customizable.

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. Tour guides can pull their routes up on a Windows tablet.

76. System allows us to communicate with guides on a tablet – sending messages in route about their tour.

77. Desire that system track guides’ 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 them, that schools from their districts are visiting.

Message can be disabled/enabled and will vary depending on the type of tour (onsite or virtual).

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

Information Requested:

• System Solution. Please provide details about your solution and how it meets the requirements listed.

• 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.