The vendor required to provide property management system over guest room events (reservations, registrations, and history), accounting (payments and billing) statistics (reports) and tracking room conditions (housekeeping and maintenance).
- System overview
• Cloud-based, on-premise and hybrid option
• Multi-property support
• Mobile and tablet accessibility for staff
• Guest self-service (check-in/out, mobile key, messaging)
• Scalability (room and property growth)
• 24hour property support
- Core functionalities
1. Reservations and front desk
• Central reservation system (direct booking + OTA)
• Room assignment and upgrades
• Group bookings
2. Housekeeping
• Room status updates (real-time)
• Task assignment and tracking
• Integration with front desk
3. Revenue and finance
• Dynamic pricing and revenue management
• Integration with our payment platform – oracle PeopleSoft
4. Point of sale (POS)
• Guest folio charges to room
- Integrations
• OTA and channel manager (booking.com, Expedia, etc.)
• Payment gateways (PCI compliance)
• Door lock systems
• Third-party APIs (open integration policy)
- Technical requirements
• API and developer documentation
• Data migration support
• Security compliance
• Disaster recovery and uptime SLAs
• Regular software updates
- Objectives
1. The proposed solution shall be:
• Flexible to accommodate changing requirements and conditions as needed during the life of the contract;
• Flexible to comply with, and advance, higher education, state and federal policy changes;
• Expandable and reducible, as needed, to meet contract goals and objectives; and,
• Collaborative with university staff and other university suppliers to advance contract goals and objectives.
2. Services to be provided by the supplier
• Coordinate with the university to identify improvements available within the market.
• Keep the university informed of significant changes and trends in the marketplace throughout the year and provide the university with an annual forecast of market conditions.
3. Communication
• Respond to university employees’ general inquiries within 2 business days;
• Respond to university urgent requests within 24 hours.
• Meet with the university to discuss strategy and open issues bi-annually in person, if requested.
