Colorado Mountain College’s Morgridge Commons Meeting & Conference Center (“Morgridge Commons”) located at 815 Cooper Ave., Glenwood Springs, CO 81601 is requesting quotes from qualified firms and/or individuals to provide venue event management software.
Morgridge Commons opened in 2017 as a new, state-of-the-art, meeting and learning space that is flexible, collaborative and community focused. Morgridge Commons is a warm and inviting environment that is ideal for productive meetings, training sessions and retreats away from the office. Meeting rooms are competitively priced for non-profit, government and for-profit organizations. Rooms will accommodate a variety of group sizes from small executive meetings, 20-60 people and groups up to 373 people.
Since October of 2017, Morgridge Commons has hosted approximately 522 meetings and events of varying scope and sizes for a total of 25,244 hours.
CONFERENCE ROOMS
Delaplane Board Room / 72 max / 1,050 sqft.
Boettcher Foundation Room/15 max/294 sqft.
Garfield 1 / 93 max / 1,049 sqft.
Gates Family Foundation Room/10 max/ 191 sqft.
Garfield 2 / 105 max / 1,220 sqft.
CMC Trustees Room/10 max/191 sqft.
Garfield 3 / 68 max / 926 sqft.
PROPOSAL CONTENT
CMC requests the following proposal content:
Software Specifications:
• Account Management and Sales CRM
o Manage clients and contacts
o Ability to book spaces on the calendar
o Reservation systems that could “auto populate” and manage proposals, contracts and invoices
o A payment system that automatically updates the reservation record as paid
o Ability to email and correspond with clients within the software
o Report on sales activity and performance
o Ability to offer potential groups venue availability calendars
o User friendly and customizable
• Event Management
o Ability to manage event services and requirements within the software
o Generate event service orders and documents
o Create room set up orders
o Option to manage events from mobile devices
o Detailed notes section for each reservation with appropriate space for narrative.
• Operations
o View event/work orders and manage tasks
o Manage equipment and inventory
o Track set up and instructions for events
o Option to manage functions/set ups on a mobile device
• Finance / Reporting
o Ability to create cost estimates within the system
o Options to report and analyze revenue
o Event based reporting
o Standard reporting options as well as customizable reports.
o Software integrations available
o Ability to interact with Colleague for recording of payments (Optional consideration if available).
Software: Provide a brief technical explanation of how the proposed software will operate and how the configuration is accomplished. Provide information on how the functionality of the system is utilized. Include information on your features, as well as implementation and installation plans. Provide detailed illustration on how your system can be managed and accessed through various options such as mobile tablets or smart phones.
Software / System Maintenance: Provide information on how updates to the software are handled, and if the updates are included in the proposal.
Support: Provide information on what types of support are available and what the availability of each of these types are.
Timeline and Project Planning: Provide your lead time and timeline for installation, programming, testing, training and the event support recommendations for the system.
Training: Describe the types of training that are available and any associated costs.
Data Protection and Privacy: Describe your policies and procedures for data protection and privacy. Provide how you monitor and evaluate software security and performance.