USHMM RFP 95476721R0628 SPACE RESERVATIONS SOFTWARE SYSTEMS.pdf

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RFP 954767-21-R-0628

Statement of Work:

Space Reservation Software System

USHMM RFP 954767-21-R-0628

1 BACKGROUND

The United States Holocaust Memorial Museum (“USHMM” or “Museum”) is seeking proposals for a comprehensive online space reservation scheduling software system that will allow the ability to reserve rooms for meetings and events, resource management, online reservation requests, and provides analysis of space utilization through reports and statistics. A cloud-based system is required. The Museum has 450+ staff and three (3) super users. The Museum will not be migrating any legacy data into the new system.

USHMM currently uses a homegrown legacy system built in house in 1999. The Museum operates and maintains two campuses with three buildings and one leased office suite in the Washington, DC metropolitan area, in total USHMM has approximately 100 rooms in four (4) locations. The requirement is to replace the legacy system that reserves the shared conferencing, theater and classroom space in USHMM various locations with a hosted application that shall be used to support the following mandatory key functions:

1. Book on premise conference rooms, classrooms, theaters, meeting and hotel desk spaces.

2. Book services and resources for these spaces such as technology/audio-visual support, furniture setup, protection service support, etc. (see Attachment B for a list of current request items).

3. Provide Calendaring with one to many relationships with events and conference rooms.

4. Provide an Intuitive easy to use interface and dashboard.

5. Provide robust reporting out of the box.

6. User friendly system.

2 STATEMENT OF WORK (SOW)

Each Offeror should carefully read, review, and address all items in their respective proposals.

The USHMM reserves the right to accept any proposal as is, following one or more requests for clarification and further information, and/or after negotiation(s).

Offeror shall be responsible for providing all services to USHMM described herein, with performance and delivery to include:

A. General System Requirements:

The software solution must be compatible with other USHMM Systems:

1. Cloud-based system is required.

2. Support Role Based Access Control capability (RBAC)

3. A web-based client is required that utilizes common web browsers (Chrome, Edge, Firefox, and Safari) with the most recent versions supported and allows for responsive design.

4. Must support Museum Security Requirements for cloud based Applications (TLS1.2 or higher, no RC4 or 3DES ciphers, HTTPS only, Best security practice response headers).

5. Mobile applications compatible with iPhone and Android capabilities.

6. Support Single Sign-On (SSO) using LDAP or ADFS

7. Integration with Google G Suite calendar to manage room reservations and synchronize with calendar events.

B. End user requirements:

1. Provide the ability to view room availability and reserve selected space on a 24x7 basis.

2. User ability to reserve space resources based on the specific attributes of the conference room, classroom, hotel desk, etc. (i.e. flat screen monitor, videoconferencing, dual monitors)

3. Ability to reserve multiple rooms, resources and services in either the same or different locations with a single meeting event.

a. The reservation should be linked together and managed as an “event group” for creation, editing or cancellation.

b. If a user has reserved multiple rooms and then cancels, they then have the ability to remove hold on all rooms included in the original request.

c. Ability to delete multiple room reservations by deleting the associated event.

4. Each event has an owner and/or point of contact (name, email, phone required).

5. Event owner has the ability to edit or cancel an event.

6. An event owner can request services (see Attachment B).

7. Simple system for submitting service requests (Housekeeping, Technology, Operations, etc.)

8. Adequate user experience testing

9. Help Desk/Live Chat

10. FAQs document

C. Administrative requirements:

1. System Administrator has the ability to override any event properties

2. Resource Requests (with the option for rules based -- i.e. certain reservations have mandatory resource requests, certain resource requests require advance notice with deadline). All resource requests should have a cut off period, which should be adjustable by the system administrator based on the type and the needs of the event, for which the resource is being requested.

3. Ability to require approval for some types of requests (rules based)

4. Ability to define the advance reservation window for spaces on a per-resource basis.

For example Room X may be reserved 3-months in advance and Room Y may be reserved 6- months in advance, etc. Allow elevated users to be exempted from restrictions and create long term recurring reservations for others.

5. Linking multiple room/resource requests to one parent event

6. Automatic notifications/reminders on reservations/resource requests (including rule-based) to individuals or pre-determined email groups for approval

7. Booking exhibits or other spaces outside normal hours sends requests to Tech, Operations, etc. Such requests shall be subject to approval by AV Tech or Operations.

8. Ability to send out rules based conflict notices alerting users of maintenance

9. Multiple contacts can be made “Event Owner” in the system

10. In the event of a staff departure, system has the ability to “Find and Replace” all events owned by the departed staff, to a new contact

11. List of possible service requests (see section Attachment B) can be updated as

Museum space needs change

12. Multiple levels of user access (General/Administrative)

13. Ability to book one event spanning over multiple dates and locations

14. Ability for admin to require service requests for predetermined spaces

15. Dynamic approval process depending on the space. (Example: some spaces are automatically approved, others require approval from Special Events)

16. Ability for all USHMM staff to book space and submit service requests

17. Ability for a system to communicate with POCs (reminders, questions about set up, updates)

18. Eliminate ability for anyone to double book

19. Require approval when booking space for 50+ people

20. Possibility of multiple display options of available spaces via a list of available resources, a graphical map of floor plan, and a calendar view that shows available/unavailable times for resources

21. Possibility of floor plan mapping and “locate” functionality. Floor plan hover capability to see who has a resource reserved.

D. Information Technology Security Requirements:

1. The submission and provision of personally identifiable information into the system requires specific and robust security measures and may be a determinant in whether the software and data may be hosted by the vendor, a third-party cloud scenario, or on local servers. Please identify all hosting options for your platform.

2. Factors that will protect the system from malicious or accidental access, modification, disclosure, or misuse include (please provide a written response as to whether you comply and, where applicable, how):

a. As a security measure, we will only accept HTTPS using TLS 1.2 or higher and SSL 2.0, ssl 3.0, tls 1.0 and tls 1.1, should all be disabled.

b. Weak ciphers (DES, RC4) must be disabled and AES ciphers and GCM modes must be enabled.

c. Protocol negotiation must be disabled.

d. Certificate should be SHA2 - 4098 bits.

e. Certificate pinning is desirable.

f. The platform, if cloud based, should be SSAE-16 SOC 2 Type 2 certified.

g. Platform should have been tested for OWASP top 10 vulnerabilities (may ask for a pentest report under NDA).

h. Data at rest should be encrypted using AES 256 bit encryption.

i. Would prefer system is behind a web application Firewall.

j. Platform should provide Role Based Access Controls.

k. Platform should support multi-factor login.

l. Platform should allow the administrator to set password rules.

m. All access must be logged.

n. Access to PII data should be logged.

o. Administrators should be able to pull access reports and log information 24x7.

E. Reporting Capabilities:

System reports shall be produced within the purchased environment without requiring extensive technical expertise and should possess the following:

1. Ability to print individual room usage schedules per day and per week and print entire building schedules per day and per week.

2. Ability to print reports by function (example: all AV requests).

3. Ability to run a tentative commitment report by date and location

4. Ability to print reports by room usage per each building:

a. The day

b. The room

c. Early entry/late entry

d. Construction/blackout times

e. Admin vs. general rights (who and how many have each)

f. Others

F. Implementation and Training Support

1. Technical Support and Maintenance

a. Remote serviceability and technical support of the entire installation. Ability to provide timely support on an ongoing basis;

b. Offeror(s) shall provide information on their procedures for patching and notifications of service affecting modifications or fixes.

2. Training

a. Offeror(s) shall provide training (onsite and/or remote) on the space reservation software system for Museum super users and end users;

b. Training of the software shall include:

i. Specialized training for super users: available System configuration and customization features, including user defined fields, dashboards, etc;

User Administration; Report generation, custom development, and scheduling;

ii. End user training: standard system functionality (creation and deletion of event, setting up single and/or multiple events); mobile and/or web applications; processing standard reports.

iii. Provide online resources for new users (end users, super users and administrators) including but not limited to standard operating procedures for “how to” user manuals or FAQs.

3 RFP INSTRUCTIONS

Proposals in response to this RFP shall be prepared in accordance with the instructions in this Section. Offerors whose proposals deviate from these instructions may be disqualified at USHMM’s discretion.

3.1 Type of Contract. USHMM contemplates issuing an award of a Firm Fixed Price contract or order resulting from this solicitation.

3.2 RFP Schedule. The anticipated schedule for this contract is:

6/30 RFP Published/Released

7/9 Deadline for receipt of Questions

7/27 Deadline for Proposal

8/23 Contract send for Signature

9/1 Contract fully executed

3.3 Proposal Submission Required In Electronic Format

3.3.1 The only acceptable evidence for establishing the time of receipt at Museum shall be the USHMM time/date stamp.

3.3.2 Offerors shall submit their full proposal (Technical and Price as separate, distinct, and individuated files) in soft (electronic) copies, signed by Offeror's authorized signatory, and addressed to: <Magreen@ushmm.org>

Subject: USHMM RFP 954767-21-R-0628 – Proposal for Space Reservation System

3.3.3 USHMM expressly disclaims and neither guarantees nor warrants for email security, the legibility of electronic format(s), and/or the corresponding accuracy of any printed submission to its electronic version.

3.3.4 Offeror certifies that all of its electronic submissions have been verified as free of viruses using virus-check software that is standard in the industry and current to the present calendar month and year.

4 CONTRACT TERMS & CONDITIONS

This solicitation is issued in accordance with the provisions of the Federal Acquisition Regulation (FAR). Any resulting contract will be issued with either the attached Terms or Conditions (see Exhibit I) or Offerors may provide a proposal utilizing the terms and conditions of a GSA schedule contract (if applicable).

SAM database compliance

An Offeror is required to be registered in SAM (www.sam.gov) when submitting an offer or quotation, and shall continue to be registered until time of award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation. Offerors not registered in SAM when submitting an offer will be considered non-responsive and will not be considered further.

Contractor shall not change the name or address for electronic funds transfer (EFT) payments or manual payments as appropriate in the SAM record to reflect an assignee for the purpose of assignment of claims. Assignees shall be separately registered in the SAM database.

Information provided to the Contractor’s SAM record that indicates payments, including those made by EFT, to an ultimate recipient other than that Contractor shall be considered to be incorrect information.

5 SUBMITTAL REQUIREMENTS

5.1. The Offeror's proposal must respond to all requirements of the RFP and include all materials requested. Offerors may include any additional materials they feel could assist in the evaluation of the proposed system.

A. Technical Proposal:

1. Offeror(s) should include a direct and thorough response to each of the requirements detailed in Scope of Services and Requirements. Where appropriate and available, provide supporting documentation such as screenshots, reports, and specifications. Provide a description of any recommended configuration and implementation services.

2. Highlight any special features or capabilities of your reservation software system that might not be part of our current requirements. We are especially interested in http://www.sam.gov/ ease of use features for end users.

3. Provide a technical plan for a system cutover with a maximum outage of 24 hours where the outage is measured by an end user’s ability to book a conference room.

4. Provide a detailed description of your Disaster Recovery Plan, including your emergency response to outages, vulnerability attacks, and data breaches.

5. Provide a copy of your Software Subscription/Licensing Agreement (if required) and any additional agreements, e.g. Hosting, Maintenance, and Technical Support Agreements, your company requires to implement your Proposed Solution.

6. Describe any third party software, alliances, relationships, or dependencies that would be necessary to implement your Proposed System. Include any third-party agreements necessary to implement your Proposed Solution. Also describe any third party software products that are currently able to interface with your Proposed Solution, but are not required for basic implementation.

7. Provide your Service Level Targets, including expected and guaranteed uptimes, response and resolution times, uptime guarantee, and penalties (e.g. service credits, etc.) for failure to meet Service Level Targets and minimum uptime.

Provide your standard Technical Support hours of operation (including time zone), available support methods (online, email, phone, etc.), and a description and examples of included services.

8. Provide a description of your Software maintenance process for patches and upgrades, including your standard maintenance windows (days and times) and how customer coordination is handled (communication methods, timing, etc.)

9. Provide an outline of the training recommended for your Proposed System, including estimated number of hours by type of user (end user, super user, etc., if applicable) Also, describe any training aids and training documentation to be used and/or provided.

10. Software: The following information about the software must be provided in this section:

a. Name

b. Version number and build number

c. Year introduced

d. Number of organizations currently using the software

e. General software description

f. Technical specification

g. This information should be provided for each and any additional modules the Offeror(s) deems necessary to satisfy the requirements of this RFP.

h. Warranty: Include information on any applicable warranty.

11. Provide information on compatible or partner meeting room digital signage platforms.

B. Company Profile:

1. Provide a brief description of the Offeror’s background and organizational history;

organization’s number of employees, longevity and sample client base;

2. Provide years in business;

3. A brief statement of how long the Offeror has been performing the services required by this RFP; whether there have been any mergers, acquisitions, or sales of the Offeror company within the last ten years (if so, an explanation providing relevant details);

4. A statement as to whether there is any pending litigation against the Offeror; and if such litigation exists, attach an opinion of counsel as to whether the pending litigation will impair the Offeror’s performance in a contract under this RFP.

C. Key Personnel and Resources:

Describe key personnel who will be assigned to this project. If any part of the project will be outsourced or part of a partnership proposal, please identify as such. Identify any additional resources you anticipate using to complete the project;

D. Proposed Project Schedule:

Provide a preliminary project implementation schedule appropriate to complete the Scope of Services and Requirements for this project. The project schedule should include estimated task durations and, for purposes of the proposal, can assume a September 1, 2021 start date. The project implementation schedule should include the major tasks, deliverables, and milestones for this project.

E. Past Performance:

Provide at least three (3) but no more than five (5) recent (within the past 3-5 years) Customer References for Customers to whom the Offerors(s) supplied software, configuration, implementation and/or maintenance services.

References shall be from institutions and/or government agencies which are similar to the Museum. Current contact information for references must be provided.

F. Cost Proposal:

Base period of performance will be one year with four option years. Provide pricing for:

1. Base period

2. Option year 1

3. Option year 2

4. Option year 3

5. Option year 4

Provide initial and recurring costs for your solution, including: all equipment components, hardware, software, training, installation services and all other materials required for the complete installation of the new space reservation scheduling system specified. Please list any items that are required or may be furnished by the Museum (ie, hardware). Multiple pricing packages may be offered for consideration. Please include information on licensing, data/storage, technical support as applicable.

6 EVALUATION FACTORS

In accordance with FAR 52.212-2 Evaluation—Commercial Items:

The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government. The following factors shall be used to evaluate offers:

A. Responsiveness - A complete and concise response to the RFP that complies with the requirements of the RFP and describes a solution that fulfills the Museum’s requirements.

B. Feasibility - The feasibility of the proposal based upon the methodology of the proposed scope of services to meet the Museum’s needs, the quality of services proposed, and the reasonableness of the total project costs and of the proposed schedule.

C. Software Demo -- Offerors will be asked to provide a demonstration of the proposed software to show the software’s capabilities and ease of use. See Attachment A for required demonstration scenarios.

D. Experience - The Offeror’s demonstration of their experience in the design, implementation, integration and support systems.

100 RAOUL WALLENBERG PLACE S.W.

WASHINGTON, DC 20004

100 RAOUL WALLENBERG PLACE S.W.

WASHINGTON, DC 20004

U.S. HOLOCAUST MEMORIAL MUSEUM

100 RAOUL WALLENBERG PLACE S.W.

WASHINGTON, DC 20004

100 RAOUL WALLENBERG PLACE S.W.

WASHINGTON, DC 20004