The Vendor is required to provide for the development and implementation of a comprehensive Housing Occupancy System.
- This system will efficiently manage and streamline the University’s housing process. Although the current system, implemented in 2008, meets our existing requirements, we are looking for a more flexible and scalable solution to accommodate our evolving occupancy needs.
- To continue supporting this model we require a system that offers: unlimited beds, unlimited users, unlimited forms, includes all product updates, and unlimited support at no additional cost.
- The student Service Site/Portal must offer a comprehensive interface for students, enabling them to manage their contracts directly. This includes handling housing and dining policies, roommate matching, room changes and selections, dining plan adjustments, and contract completions.
- The thick client option of the software must have a user log to monitor, research and troubleshoot system users and actions are completed by that user (student OR professional) including what data was changed, timestamp and summary of action.
- The portal must be easily accessible through a web browser and optimized for mobile screens, or available via a mobile application.
- Information regarding the student service site must be adjustable and customizable.
- Ability for staff to track all student activity logs and ‘incognito’ or ‘staff backdoor’ logs for all student service portal/site activity. This includes all progress through and process that the student can complete through the student portal and includes IP Address, timestamp and summary of action (including roommate selection/roommate pull in data during room selection).
- Roommate Matching: Staff must have ability to control roommate eligibility (based on custom fields, multiple gender options, age, admit terms, etc.). Students must be able to interact and explore multiple roommate options (advanced roommate search) and make matches with or without locking in the roommate choices. We must be able to report on unmatched roommate groups. Roommate matches need to be confirmed by all parties.
- Move-in and move-out reservation processes must be available, viewable, and editable by students on the self-service portal.
- Ability to utilize university branding and unique URLs. Third party vendor information should not be obvious to the student experience.
- Ability to store a variety of characteristics of each room as a configuration of each bedspace including gender, key/fob codes, room type, room use.
- Flexible gender assignment options for multiple gender inclusive housing.
- Multiple options for document tracking, PDFs, JPEGs, must be available.
- Custom fields to be available and transformable to the student profile for ready viewing/information.
- Ability to put notes on individual beds.
- Student profile screen must maintain a history of all assignments, billing and dining located in one location that is quickly accessible.
- Customizable fields, determined by the department, with staff set standards for meal plan selection. Staff to have the ability to manage and set sequential logic in question creation, enabling a dynamic “if this, then that” approach.
- Flexibility for staff to manage contract cancellation or editing with the option to allow students to modify, cancel, or re-edit their contracts. All actions must be timestamped for accurate tracking and reporting. Timestamps must be easily reportable and exportable.
- Ability for Administrators to swap bookings and switch room assignments with prorations recorded and editable at the time of the changes. Mass assignment or cancellation options are necessary for this operation.
- Ability to timestamp the check-in and check-out time of students as they move in and out of every bed space.
- Ability to generate charges either in any increment as determined by the timeframe, including daily, weekly or monthly rates that best meet the needs of the students as well as the ability to charge and view zero dollars for JET billing/internal billing procedures.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 07, 2026
