Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: SW-58231

Government Authority located in Utah; USA based organization looking for expert vendor for reservation and rental management software.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide cloud hosted software for the management of room reservations and the rental process.
• Be a cloud-hosted solution with regular updates installed automatically
• Manage the reservation of multiple rooms, including combo spaces
• Manage equipment inventory and warn of overbooking (tables, chairs, etc.)
• Be capable of incorporating multiple price structures (ie-regular, non-profit, equipment only)
• Accommodate multiple reservation statuses (ie- requested, confirmed pending final payment, waitlist)
• Accommodate multiple group types – regular, non-profit, government, internal, etc.
• Manage billing, invoices, accounts receivable and recording all financial transactions (optionally – incorporate or connect with online payment portal)
o Built-in and customizable financial reporting to include:
▪ Summary of monthly sales listing invoices and totals for equipment fees, rental fees, taxes, and other fees.
▪ Detailed invoices
▪ Balance sheet of reservations with outstanding balances that shows all deposits by reservations. Each reservation will have a beginning balance and the invoices and refunds that lead to the ending balance.
• Include CRM functions – email, email tracking/history and the ability to attach files to reservation
• Accommodate varied levels of access for users
• Should also include:
o Set event coordinator/lead for each reservation
o Customizable reminders/notifications
o Multiple calendar views
o Easy search functionality (find clients, reservations by client name, reservation #, organization, etc.)
o Ability to track event attendance
o Customizable user defined fields
o Customizable reports of all data fields
• Optional feature – online access to see availability or even book space in certain circumstances
(2) A Pre-Proposal WebEx Meeting will be held on June 28, 2022.
(3) All question must be submitted no later than June 30, 2022.

[C] Eligibility:

- Onshore (USA Organization Only);

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Tuesday, 12 July, 2022

Pre-proposal Conference Date : Tuesday, 28 June, 2022

Question Answer Deadline : Thursday, 30 June, 2022

Category : Software, System and Application

Country : USA

State : Utah

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