Hoteling and Conference Room Scheduling Software Solution

The United States Senate, Office of the Sergeant at Arms, seeks quotations for a hoteling and conference room scheduling software solution, with proposals due September 21, 2026 at 1:00 p.m. EST (Amendment 02 extended deadline).

Place of performance is Washington, DC 20503. The solution must be a commercial off-the-shelf (COTS) web-based SaaS platform supporting approximately 350 bookable spaces and 2,000 end users, including approximately 20 conference room licenses with AV system integration and approximately 330 desk licenses. The system must provide space assignment tracking across Senate buildings, reservation management (reserve, modify, cancel, check-in/check-out, recurring), floor plan visualization from PNG files, calendar-based date selection in Eastern Standard Time, comprehensive reporting with filtering and export, email confirmations and reminders, and Microsoft Office 365 integration without additional development. Required user roles include general user, user delegate, and system administrator. The solution must support Active Directory single sign-on (SSO) and ADFS/SAML authentication, include 256-bit data encryption in transit and at rest, achieve SOC2 Type II audit completion within 18 months or demonstrate FedRAMP Moderate or High authorization with independent third-party security assessment and penetration testing, maintain data residency in the continental United States, and comply with Section 508 accessibility requirements. The contractor must authorize resellers to supply products directly from OEM, OEM-authorized distributors, or OEM-authorized distribution channels in the USA only and provide current OEM authorization statements. Telecommunications equipment or high-impact or moderate-impact information systems require an OEM Statement of Compliance with Section 208 of the Legislative Branch Appropriations Act, 2020. Implementation must occur within 90 days of award across seven phases, including discovery and planning (15 days), implementation and configuration (45 days), testing and quality assurance (65 days), training and deployment (80 days), post-launch support (90 days), and ongoing customer support. Technical support must operate 8:00 a.m. to 9:00 p.m. EST with four-hour on-site response time; system upgrades must occur outside 8:00 a.m. to 5:00 p.m. EST, Monday–Friday. Contractor personnel requiring unescorted access to Senate buildings or network access must be U.S. citizens passing background checks by the United States Capitol Police. Pricing must be firm fixed price, F.O.B. Destination, with all End User License Agreements and contract terms and conditions included as searchable PDFs; quotations remain valid through November 30, 2026. The base period spans one year with four optional one-year renewal periods; integration services occur only in the base year, while maintenance and technical support continue through option years. Quotations must include three project references from the past five years with Past Performance Questionnaires completed by project points of contact and submitted by September 3, 2026. Award will be made on a Best Value Tradeoff basis evaluated across Technical Approach (most important), Past Performance, and Price (least important). Offerors may submit open market quotations or quotations under NASA SEWP, GSA Schedule, or other GWAC contracts. All offerors must maintain active SAM registration with current DUNS or Unique Entity Identifier information. All contractor personnel must comply with the U.S. Senate Sergeant at Arms Cybersecurity Standard Operating Procedures Version 3.0, including NIST SP 800-53 Rev 5, SP 800-161, and SP 800-171; maintain software at current patch levels with remediation timeframes based on Common Vulnerability Scoring System severity (Critical: 1 day, High: 7 days, Medium: 14 days, Low: 28 days); implement cloud services only at FedRAMP Moderate or High impact levels; maintain Senate data within the United States unless otherwise authorized; provide breach notification within 72 hours to the SAA Cyber Security Operations Center; and comply with data protection, incident notification, privacy, confidentiality, and artificial intelligence training restrictions established in Senate Purchase Order Clauses. NAICS code is 513210, Software Publishers; PSC is 7A21, IT and Telecom—Business Application Software (Perpetual License Software).