Property Management System

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.