SOURCES SOUGHT
70 -- CONFERENCE OFFICE ON-LINE BOOKING SYSTEM
- Notice Date
- 2/11/2005
- Notice Type
- Sources Sought
- NAICS
- 334119
— Other Computer Peripheral Equipment Manufacturing
- Contracting Office
- Department of the Treasury, Comptroller of the Currency (OCC), Acquisition Management (AQM), 250 E Street, SW Mail Stop 4-13, Washington, DC, 20219
- ZIP Code
- 20219
- Solicitation Number
- 000000
- Response Due
- 2/23/2005
- Archive Date
- 3/10/2005
- Description
- REQUIREMENT: OCC is in search of a web-based on-line booking system to schedule, reserve and confirm 29 in-house conference rooms. The system must be real time, offer response tracking with a conference room request, handle multiple dates, and have the capability to send emails from within the system. It shall have the capability to request and confirm catering, and capture catering costs, capability to request audiovisual equipment, request accommodations for people with disabilities, capture multiple room sets. Provide reporting capabilities not limited to the reporting requirements identified in the Reports section. It must capture special written instructions to support any request made to the Conference Office. In addition to the above requirements, the system must have the capability to notify not only the individual requesting the room, but also the meeting sponsor and the expected attendees at the same time a room change is required or a cancellation occurs. Provide reporting capabilities not limited to the reporting requirements identified in the Reports section. An additional consideration is a system that can also include the necessary information to schedule off-site events, i.e. meeting requirements, number of guest rooms, audiovisual requirements, food and beverage, etc. THE SYSTEM MUST BE 508 COMPLIANT TO THE MAXIMUM EXTENT PRACTICABLE. VENDORS WHO HAVE ON-LINE SYSTEMS THAT CAN PROVIDE WHAT IS SOUGHT HEREIN, SHOULD PROVIDE 4 SETS OF DETAILS ON THE PRODUCT AND ITS CAPABILITIES AND THE EXTENT OF 508 COMPLIANCE TO LISA S. NELSON BY FEBRUARY 23, 2005. INFORMATION MAY BE SENT BY MAIL OR COURIER TO COMPTROLLER OF THE CURRENCY, 250 E STREET, SW, MS 4-13, WASHINGTON, DC 20219. BACKGROUND: The Conference Office is currently using two different systems. The first one is used to request the conference room, food and beverage, and audiovisual equipment. This system is an in-house system developed by OCC?s IT staff. The second system actually books, reserves, and confirms the room, food and beverage and all audiovisual equipment. The OCC pays an annual fee to use this system. Some of the problems experienced by using two separate systems are: ensuring the data is copied correctly from one system to another; limited reporting capabilities, which only the Conference Office can use; overloading the system with data causing the system to crash requiring the Conference Office to reenter the information; lack of email capabilities in one of the systems; and multiple entries for the same information is accepted by the system (i.e. a name enter with the first letter capitalized and the remaining letters not, will create a second record if the same name is enter with all capital letters, or a third record if its entered last name first, first name last). One of the systems does not allow the customer to enter the system or generate any reports. CONFERENCE ROOM REQUESTS: Conference room requests can be made for a meeting lasting from 1-hour up to 9-hours, from 1 day to 5 days. Requests are received for weekly, bi-weekly, and monthly meetings for up to 1 year in advance. The difficulty using two different systems has been ensuring the correct information is entered into the system i.e. start/end date or start/end time, catering and audiovisual equipment entries, etc. The Conference Office employee booking the meeting needs an indicator that the meeting is planned for more than 1 day. All data entered into the system by the requestor needs to be automatically transferred from the request to the actual scheduling of the event to eliminate unnecessary keystrokes and errors. - REQUESTING A CONFERENCE ROOM Below are examples of the information needed to request a conference room: Requestors Name, Email Address, Phone Number, Division Name, Meeting Sponsor, Meeting Name, Accounting String, Number of People, Start Date, Start Time, Finish Date, Finish Time, Requested Room - if they have a preference, Room Layout, Sleeping Accommodations Required, Duration of meeting (days), Name or email address of Expected Attendees - ACCOMMODATIONS FOR PEOPLE WITH DISABILITIES: Sign Language Interpreter ? Notification automatically sent, Accommodations for People with Disabilities - AUDIO VISUAL EQUIPMENT: Item, Quantity - CATERING REQUIREMENTS: Meal, Number of People, Number of Days, Meal Cost Per Person, Total Cost, Requestors Name, Email Address, Phone Number, Division Name, Meeting Sponsor, Meeting Name, Accounting String, Start Date, Start Time, Finish Date, Finish Time - MEAL NOTES: (Used to provide special instructions for the conference office.) - SPECIAL COMMENTS: (Used to provide special instructions for the conference office.) SCHEDULING A CONFERENCE ROOM: Identified is some of the information needed to assign a conference room: Requestors Name ? who submitted the request, Email Address ? of the individual submitting the request, Phone Number - of the individual submitting the request, Division Name, Meeting Sponsor ? individual who has requested the meeting, Meeting Name ? Is the name the conference office will have outside the meeting room, Number of people ? actually attending the meeting, Start Date, Start Time, Finish Date, Finish Time, Duration of meeting (days), Requested Room, Room Layout ? U Shape, Conference, Classroom, Theater, etc., Confirmation Number ? This number should automatically be assigned by the booking system, Individual Who Actually Scheduled the Room ? CO staff, Date the Conference Room was booked , Time the Conference Room was booked - ROOM NOTES: (Used to provide any special instructions for the Conference Office.) - CATERING REQUIREMENTS: Meal, Number of People, Number of Days, Meal Cost Per Person, Total Cost, Requestors Name, Email Address, Phone Number, Division Name, Meeting Sponsor, Meeting Name, Accounting String, Number of People, Start Date, Start Time, Finish Date, Finish Time, Authorization from an approval official - MEAL NOTES: (Used to provide special instructions for the conference office.) - AUDIO VISUAL EQUIPMENT: Item, Quantity, Time to have equipment in place, Time to remove equipment - EQUIPMENT NOTES: (Used to provide special instructions for the conference office.) - REPORTS: Customer generated reports on various data associated with request. Daily reports for each meeting to include any food and beverage, audiovisual needs, and any special comments concerning the meeting. Summary reports for all meetings held each day. Reports on catering, catering cost and who is requesting catering. Reports on the number of meetings booked. Number of meetings with audiovisual. Number of meetings with catered events. Number of meetings all of the above information. Reports broken out by accounting strings. Reports by a particular Division/Requestor/Sponsor. Report writer capability. HARDWARE AND SOFTWARE REQUIREMENTS: The application will be hosted on OCC standard web, application servers, and operating system software. Conference office booking systems will leverage existing OCC standard software and applications platforms including: Microsoft Internet Information Services (IIS 5 +) Microsoft Office Productivity Windows 2000 Microsoft Sequel Server 2000 Internet Explorer 6.0 or better Exchange 200 Mailer Service Net 1.1 Framework
- Place of Performance
- Address: Comptroller of the Currency, 250 E Street, SW, Washington, DC 20219
- Record
- SN00750208-W 20050213/050211212424 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |