Conference Room Scheduling Software

Added:
Aug 30, 2018 4:34 pm
Conference Room Scheduling Software: Alternatives, Implementation and Maintenance
Background:
The National Science Foundation (NSF), Division of Administration Services (DAS) is the manager of the Foundation's conference room scheduling software. The NSF's mission is to support scientific research through grants, contracts and cooperative agreements. The foundation considers proposals submitted by organizations on behalf of individuals or groups for support in most fields of research. The proposals are evaluated by a team of scientists who meet to discuss them. The majority of these meetings, around 70%, are live meetings at NSF headquarters, but a growing number are taking place in virtual environment. Currently around 30% of these meetings are virtual meetings. A reliable and robust resource scheduling software is therefore critical to the agency's mission. DAS currently uses a resource scheduling software that allows room scheduling,

event management and meeting services, including audio-visual equipment management and catering, reporting and analytics, and resource pricing. DAS desires to continue to see improvements in its meeting management software solution by searching for a provider that has demonstrated high standards of quality, service and innovation in this area.
Our current meeting management environment and software can be outlined as follows:
• Our environment includes 70 conference rooms located throughout the building, mainly concentrated on floors Two and Three. Room capacity and layout varies, with a maximum of 380 for a theater style in our largest room to seating for seven in our media-scape (huddle) rooms. All rooms are equipped with standard AV equipment (projector, video cameras, digital display monitors, and teleconferencing), but requests can be made for additional equipment (slide advancers, speakerphones, computers/laptops, microphones, etc.)
• Our resource scheduling software can be accessed by all NSF employees, but some reservation requests can only be approved by reservation managers located in each directorate.
• Network authentication is achieved through the Internet Information Service (IIS) with an NTLM (Windows New Technology Local Area Network Manager) protocol.
• Our software imposes restrictions on certain rooms, including when a reservation can be made and who can make the reservations.
• Reports that are exportable in multiple formats.
• Room-based integrated videoconferencing capabilities available in each room.
• Our room scheduling software includes a module for managing and tracking A/V equipment, requesting AV support and catering services.
Statement of Need:
The purpose of this RFI is to gather information and compile a list of companies that provide resource scheduling software. Furthermore, NSF would like to determine if the market yields software that meets or exceeds its needs.
The components of this strategy shall include the following requirements:
1. Centralized system for scheduling meetings and allocation of resources, including rooms, A/V equipment and services, and catering.
2. Integration with Microsoft Outlook/Exchange.
3. Integration with Microsoft SharePoint.
4. Integration with enterprise asset management systems.
5. Capability to, with occupancy sensors, monitor and collect device and room/resource usage data.
6. Capability to integrate with custom applications via Application Programming Interface (API) interfacing.
7. Integration with digital signage for presentation of schedules, way finding, and room signs.
8. Integration with other NSF software programs.
9. Intuitive, easy to use and scalable solution with calendaring feature.
10. Functionality to search by specific room features or set ups
11. Access via web, desktop and mobile devices.
12. Functionality to identify and minimize reservation no-shows: to include check-in/check-out functionality; manage cancellations; automated email reservation reminders/confirmation messaging, including custom notifications.
13. Manage requests/permissions regarding resource use.
14. User administration, including integration with Active Directory (AD) and Single Sign On (SSO) user authentication management and user administration and role management via AD groups
15. Manage historical data.
16. Ability to provide audit logging for change management.
17. Ability to display room layouts and floor plans.
18. Manage A/V equipment check-out process and inventory.
19. Track cancellations, costs and billing.
20. Ability to perform batch upload of meeting reservations.
21. Analytical statistics and reports, including real-time analysis of room utilization trends and the capability to create custom reports. Reports should be exportable in multiple formats.
22. Ability to interoperate with assistive technology and conform with relevant and applicable Section 508 Refresh Accessibility Standards and Level A and Level AA Web Content Accessibility Guidelines (WCAG) 2.0.
23. Section 508 (http://section508.gov/section508-policies) requires that federal agency electronic and information communication technology (ICT) be accessible to people with disabilities. The law applies to all Federal agencies when they develop, procure, maintain, or use information and communication technology. To understand the technical standards that may apply to the ICT product, solution or service offered, refer to https://section508.gov/manage/laws-and-policies. RFI respondents are encouraged to review the Section 508 Refresh Accessibility Standards (https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines) and describe how their ICT product, solution or service deliverable conforms to Section 508. Any other capability that the vendor believes will be useful to the government.
Optional, but desired, requirements for consideration in the proposed solution include:
1. Smart room booking capability with predictive analytics
2. Ability to create dynamic waitlists for rooms and resources.
3. Visitor management functionality
Requested Response:
Please provide in your response the information that is outlined below. The proposed solution should use applications for which the respondent currently maintains or has software license(s) with the NSF. Some offerors may be able to provide multiple product solutions in which case cost and schedule data must be provided for each alternative:
A. An affirmative statement that you have experience with, and are interested in, the type of work described in this RFI and whether you would, or would not, perform this effort under a performance-based task order.
B. At least one project profile to demonstrate your previous experience with successful management and performance of work similar to that described in the "Statement of Need" section of this RFI such as:
1. Detailed description of the work performed and management structure and/or principles;
2. Contract number(s) and type of contract;
3. Procuring agency and name of reference point(s) of contact (not to exceed 3) telephone and fax numbers of the Federal government entity for which the contract was performed; and
4. Dollar value of the contract which outlines the cost by project phases;
5. Demonstrate system performance and robustness with a similar-sized customer;
6. Proven and successful medium-scale architecture and implementation experience.
7. Explanation of how the proposed product, solution or service conforms with Section 508 Refresh Accessibility standards.
8. Please provide your Companies Size Standard as well as applicable NAICS & PSC codes.
Responses are limited to a total of 15 pages or less and must be completed in Microsoft Word 2010 format and delivered to NSF electronically by email. Page size must be 8.5 x 11, font must be 12 point or larger, and margins must be at least 1".
Briefly describe your company, your services, history, ownership, financial information, business size and any other information you deem relevant. This data request supports the business case development and outlines the desired business outcome and capabilities for a room/resource scheduling solution.
Supplemental service brochures or marketing materials outlining specifications and capabilities may be submitted and will not be counted in the overall page count limits.
Instructions to Respondents:
Please provide your response to this RFI by 2:00pm, on Sep 14, 2018. Responses should be sent as a MS Word 2010 attachment to the Contracting Officer. Please provide a point of contact including name, address, telephone/fax number(s), and email address. If you have any questions please contact the Contract Specialist Yifan Yang at yifyang@nsf.gov
At this time the Government does not intend to award a contract on the basis of this RFI. Your response will be treated as planning information. The planning information will assist the government in developing a business case for an improved reservation/resource scheduling solution. This planning information shall not be used as a proposal and will not be paid for.
Your response will be used solely by the NSF as market research planning information. We will not divulge individual responses to the RFI outside of the NSF.

Added:
Sep 06, 2018 9:00 am RFI 49100418Q1150 for Conference Room Scheduling Software is hereby cancelled.