The Vendor is required to provide for a web-based, vendor hosted library event booking system to support the scheduling, management and promotion of library hosted events, programs, and room reservations for the library.
- The library event booking system will enhance library operations by providing reservation data in a complete, real time, accessible, and reportable manner allowing the county to maximize availability, usage, and cost effectiveness of resources.
- Provide all infrastructure, software, programming, documentation, materials, products, tools, transportation, training materials, personnel, technical knowledge, and project management skills necessary to implement a Library Room Booking System
- Solution must operate in a SaaS or web-based, vendor hosted environment.
- Provide a detailed description of the overall proposed solution with the identification of included, optional, and third-party applications, and plug-ins or extensions necessary.
- Provide staffing levels and resources to ensure successful completion of the project implementation plan within the project timeline and budget.
- Provide with their proposal a detailed implementation plan for transitioning data from the current systems into the new system to allow for searching, reporting, and editing needs. The implementation plan should specify the number of data migration iterations that would be performed, including the final data migration executed in support of production implementation.
- Allow customization of all text to match AP Style, county and library branding, including date formats and terminology.
- Be mobile friendly with SMS capabilities.
- Integrate with the library's current patron engagement platform.
- Allow staff to administer the software internally.
- Allow staff to customize notification emails and allow staff to customize notification emails.
- Provide robust reporting with daily summaries of reservations, usage, management statistics, and program attendance, filterable by customer profile.
- Include persistent event and patron identifiers across all exports for BI correlation
- Support online payments, refunds, deposits, and PCI compliance if rooms incur fees.
- Include filters for event type, age groups, and locations.
- Include a robust search function for events.
- Allow customers to view more event details from listings, including clear indicators for full events.
- Allow customers to register for events directly from listings.
- Allow customers to view, manage, change, or cancel their own event registrations.
- Allow staff to plan and manage events, including reserving spaces.
- Support staff workflows for event creation, editing, duplication of recurring events, internal-only notes, and visibility controls.
- Allow staff to plan and manage events, including reserving spaces.
- Allow staff to store custom notes visible only to staff.
- Allow staff to set event categories, age groupings, and apply custom tags.
- Allow staff to create, manage and edit all details for rooms
- Support room equipment inventories, setup and teardown buffers, and blackout dates by location.
- Support parent-child relationships within the room reservation setup.
- Allow staff to edit group reservations.
- Support recurring schedules for room reservations and events.
- Allow staff to make notes in each patron’s account and display auto-recorded no-shows.
- Allow staff to hover over reservations to view details, cancellations, and resolve double bookings.
- Allow configuration of per-patron future booking limits and room use eligibility.
- Support Library of Things reservations and prevent conflicts across locations.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 20, 2026
