Space Management Software

The Vendor is required to provide space management is in search of software and professional services to assist with the tracking, recording, analysis, and reporting of all university space data to identify trends, usage density, and potential areas for consolidation.
- Solution will need to be able to hold various categories and types of space utilization data that are able to be viewed and analyzed to provide insights and strengthen strategic decision-making at the university level.
- Administrative and system requirements
•    User access and permissions: the proposed solution must allow role-based access control and allow selected administrators to designate user roles and access permissions based on their position and responsibilities within agency organizational hierarchy.
•    Audit trail: the proposed system solution will include and maintain an audit trail and version control to enable system administrators to review past actions and the user who made these changes.
•    Multi-level measurement: the platform must be able to track occupancy simultaneously at the building, floor, and zone levels. 
•    Solutions limited to building-level reporting, or those requiring manual aggregation to obtain floor or zone-level insights, do not meet this requirement.
•    Peer benchmarking: the platform must provide peer-to-peer benchmarking as a standard capability, enabling agency to compare its space utilization metrics with those of peer institutions.
•    Automated workflows and notifications: the system will allow for automated workflow and notifications processes to streamline things from an administrative standpoint.
•    Single web-based portal for access: the system will provide a single, centralized, and web-based portal that is to be accessible to users.
•    Streamlined interface for mobile devices: the proposed solution shall include a web-based interface that is optimized for access on mobile devices such as smartphones and tablets.
•    Documentation and knowledge: the system provider must have both robust and comprehensive documentation and user manuals that can be accessed to assist administrators in understanding and maximizing the functionality of the system.
•    System performance and reliability: the offeror must provide performance metrics that guarantee reliable service access and uptime, responsiveness to issues, and general reliability.
- Spatial data technical requirements
•    Continuous data streaming: the platform must be able to handle occupancy data that is being provided through continuous, real-time data streaming.
•    Customizable field creation: the proposed space management software solution must allow administrators and other designated users the ability to create custom fields within the system for various space-related data points.
•    Provision to handle multiple data entry points:
o    Seamless data importing from cad floorplans in the system: the ability to make updates directly to the database and have those changes reflected on the corresponding cad floorplans. 
o    Ability to extract data from cad files: the system needs to be capable of extracting data from cad files and allow for seamless integration of space data from floorplans directly into the database. 
o    Batch uploads from formatted excel or csv files: the system should provide the ability to perform batch uploads from formatted excel or csv files in order to streamline data intake. 
o    Web-based interface for individual record updates: the solution should offer a user-friendly web-based interface that enables individual record updates by authorized users.
•    Analytics and dashboards: offeror must describe the dashboards and reporting tools included with your platform and how these can be utilized.
•    Customizable reporting and dashboards: a user-friendly interface that allows for the creation of custom reports and dashboards.
•    Integrated survey solution: the system needs to incorporate an integrated survey mechanism to facilitate large-scale data collection.
•    Administrator controls for reconciliation: the proposed space management system solution shall grant administrators full control over the surveying process.