Meeting Room Booking Software

The vendor is required to provide meeting room booking software at its two research and technology parks using separate outdated systems.
- The meeting room and software solution must be capable of:
•    Supporting 100+ concurrent users without degradation.
•    Managing traffic and data efficiently, ensuring high availability and security.
•    Booking conflict detection.
1. Data backups:
•    Proponent should demonstrate best practices with respect to data backup, retention, storage and recovery and expects the successful proponent to implement backup and recovery initiatives that will reflect best-practice standards and accommodate recovery time and recovery point objectives.
•    Proponents should advise innovation state of any standard service offerings that may fall outside of the objectives above. 
•    The proponent should highlight key responsibilities of each party, a high-level description of escalation procedures, established remedies and penalties.
2. System testing
•    Outline approaches to automated and manual testing including site speed, user experience and compliance. 
•    Approach should detail criteria, workflow, documentation and reporting, as well as post-launch and go live support
- Security monitoring and controls
1. Access control
•    Solution should accommodate authentication information passing in a secure manner between endpoint and authentication source;
•    Solution should support an electronic credential for the handling of non-sensitive information and use either:
•    A secure password or,
•    An assertion from another authentication service that uses any credential strength and authentication method and that is deemed by the relying party to be an authoritative and trusted service.
2. Denial of service: 
•    Protections against denial of service or distributed denial of service attacks.
3. Firewall and intrusion detection systems (IDS): 
•    Outline the deployment of firewalls and ids to monitor and protect the network from unauthorized access and threats
- Booking system requirements
1. Reoccurring bookings:
•    Allow users to create recurring bookings (daily, weekly, monthly, custom patterns)
•    Support end dates and number of occurrences 
•    Allow modifications to a single instance or the entire series
•    Detect and prevent conflicts with existing bookings
2. Multi-day bookings:
•    Allow bookings that span multiple consecutive days
•    Display multi-day bookings correctly in calendar and list views
•    Support editing and cancellation of multi-day bookings
3. Calendar view:
•    Provide multiple views: daily, weekly, monthly, and agenda 
•    Color-code bookings by status (confirmed, pending, cancelled)
•    Allow filtering by room, user and date
4. Reporting and custom reports:
•    Generate reports by date range, room usage, user activity, revenue, etc.
•    Support export to pdf, csv, and xlsx.
5. Buffer times:
•    Allow admin to configure default buffer times (before or after) per room
•    Automatically block buffer periods during booking creation 
•    Prevent overlapping bookings during buffer period 
6. Administrator functionality:
•    Admin panel for managing users, rooms, bookings, rules, and system settings
•    Override and delete bookings, including recurring ones
•    View audit logs of booking activities and run reports
•    Configure booking policies and rules (lead times, cancellation rules, buffer times, etc.)
7. Invoicing:
•    Generate invoices
•    Sync invoice data with MRI software through custom API
•    Handle invoice status updates (paid, overdue, etc.)
8. User accounts and permissions:
•    Administrator and moderator accounts
•    User accounts for tenant, non-tenant, collider tenant, business center tenant, is staff
•    Ability to adjust and edit permissions based on user
9. Feedback survey (optional):
•    Ability to send follow-up surveys after bookings
10. Customization and functionality:
•    Set custom booking rules (user, time based, advanced scheduling, etc.) 
•    Custom workflow and email reminders 
•    Customizable backgrounds and color schemes to match branding 
•    Display all rooms at a glance 
•    Enable single sign-on for specific user groups
•    Sync seamlessly with outlook and google calendars 
•    API for future software integrations
•    Web integration  
•    Custom resource fields, user fields, forms and branding
•    Inventory management.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: November 19, 2025