IRFP 24FY25 - Meeting Schedule Software

Background
Arlington Public Schools (APS) is seeking proposals from Offerors to provide a meeting room booking system aimed at enhancing the scheduling and management of facilities and resources. The goal is to streamline operations by offering real-time availability, online booking, and room reservations to optimize resource allocation and improve communication among users.

Work Details
The Meeting Schedule Software will serve as a comprehensive scheduling platform designed for managing meetings, events, and workspaces. Key functionalities include:

- Real-time Availability and Booking: Users can view room availability and manage reservations instantly.

- Room Features and Amenities: The system allows tagging of rooms with equipment, capacity, and amenities (e.g., projectors, teleconference tools).

- Space Matching: Suggests appropriate rooms based on user input regarding availability and required equipment.

- Reservation Management: Handles projectors, teleconference tools, and catering services in reservations.

- Notifications and Alerts: Notifies users of upcoming meetings or changes, including alerts for abandoned meetings.

- Mobile App Access: Users can book rooms via mobile devices (preferred but not mandatory).

- Integration with Collaboration Tools: Integrates with Microsoft Teams and Slack for seamless notifications.

- Analytics and Reporting: Provides insights into room usage patterns to optimize resource allocation.

- Customizable Workflows: Allows setting specific rules regarding meeting durations, booking limits, and approval workflows.

Period of Performance
The contract period will be effective for one year from the date of the award. APS may renew the contract for four successive one-year periods under the same terms as the original contract.

Place of Performance
The services will be performed at Arlington Public Schools facilities.