Courtwide Space Management Software

Vendors to provide a comprehensive space management software solution. The solution should streamline the space request and validation process, provide real-time visibility into space availability and
utilization, support efficient coordination and approvals, improve asset management and tracking, and provide timely access to critical facility information during emergency situations.
1. Access and Security
Supports integration with the Court's existing Single-Sign On environment using industry standard authentication protocols.
Supports multi-factor authentication and integration with the Court's existing idenity-management environment.
Provides role based access controls that allow the Court to establish and manage user roles and permissions.
Allows access to employee, space, reservation, reporting, and administrative information to be restricted based on user roles and permissions.
Provides appropriate controls to prevent unauthorized access to Court data and system functionality.
Maintains audit log of applicable user and administrative acitivities.
Tracks significant system transactions and changes, including changes to employee assignments, space assignments, reservations, and other administrative activities.
Allows authorized Court users to access applicable audit information.
2. Availability and Performance
Provides reliable and continuous access to users 24/7 and function no less than 95% of the day.
Supports service levels as set forth in Attachment 2, Terms and Conditions, Appendix F.
Provides advance notice of scheduled maintenance that may affect system availability.
Provides system performance sufficient to support routine searching, reservations, floor plan viewing, reporting and other required system functions.
Maintains system availability during periods of increased reservation activity and other anticipated periods of high usage.
Provides process for identifying, monitoring, and resolving system performance issues.
3. Data Protection
Protects Court data both at rest and in transit using industry standard encrypton and security controls.
Employs appropriate key management practices to protect encrypted data.
Protects employee and organizational information maintained within the system.
Provides appropriate controls for data access, retention, and protection.
Maintains regular backups of Court data.
Maintains documented disaster recovery procedures to restore system functionality and Court data following a system failure, outage or other disruptive event.
Establishes and maintains recovery time objectives (RTO) and recovery point objectives (RPO) appropriate to the proposed solution.
Provides the Court notice in writing within 2 hours of suspected or actual data breach.
Ensures Court data remains accessible to the Court throughout the term of the agreement.
Provides the Court with the ability to retreive its data in a commonly used, machine-readable format upon request.
Provides a process for the return or extraction of Court data upon expiration or termination of the agreement.
4. Court Business Process Technical Needs
Supports configurable approval workflows for space reservations.
Allows the Court to establish approval requirements based on applicable reservation criteria, including reservation type, space type, user, department, location or other criteria.
Allows authorized users to approve, deny, modify, and otherwise manage reservation requests.
Maintains a record of reservation approvals and decisions.
Supports integration with the Court's HR and/or employee directory system.
Supports the automated addition, modification, and removal of employee information based on changes received from the Court's HR/directory system.
Supports the identification of employee records that have been added or removed through HR/directory synchronization.
Supports integration with Microsoft Outlook calendars for meeting room reservations.
Allows users to view room availability and reserve meeeting rooms through the Court's calendar interface.
Synchronizes room reservations between the system and the integrated calendar environment to maintain current room availability and reservation information.
Supports potential integration with the Court's maintenance work order system to identify spaces and assets associated with maintenance requests and work orders.
System Data Exchange/Interface
Provides application programming interfaces (APIs), web services, connectors, or other standard integration methods to suppor the exchange of information with other Court systems.
Supports secure exchange of applicable employe, space, seat, reservation, occupancy, asset, and other required data.
Supports integration with available badge and/or Wi-Fi presence data to support building occupancy and utilization reporting.
Supports processing and presentation of applicable presence data through utilization dashboards and reports.
Supports the import and export of applicable employee, space, seat, reservation, asset and reporting data.
Maintains data integrity during system data exchanges and interfaces.
Provides appropriate controls to identify or prevent incomplete, duplicate, or invalid data exchanges.
5. Customer Support and Professional Services
Provides implementation services necessary to configure and deploy the proposed solution.
Provides implementation project management and coordination with designated Court staff.
Supports configuration of the system to meet the Court's approved business requirements.
Provides services necessary to support data migration into the proposed solution.
Provides services necessary to establish and test required system integrations and interfaces.
Provides system testing and supports the Court's testing and acceptance activities.
Provides training for designated Court administrator and applicable users.
Provides documentation necessary for system administration, user support, and ongoing operation of the system.
Provides ongoing and technical support for the duration of the agreement.
Provides system maintenance, updates, upgrades, and security patches necessary to maintain the functionality and security of the solution.
Provides a process for reporting, tracking, escalating, and resolving technical issues and system defects.
Provides timely notification of system changes, updates, upgrades, and maintenance activities that may affect the Court's use of the system.
Provides ongoing support for system integrations and interfaces included as part of the proposed system.
Provides professional services necessary to support configuration changes, system enhancements, and other agreed-upon services throughout the contract term.