Specifications include, but are not limited to: A. Web-based browsing: Service should permit viewer to 1). a) identify location (campus facility) they are specifically interested in renting, b) identify space (or multiple spaces) they are interested in renting, c) identify dates and times they are interested in renting, d) identify availability of such. OR: 2). a) identify type of space (or multiple spaces) they are interested in renting, b) identify dates and times they are interested in renting, c) identify availability of locations which meet renter’s criteria. Service should provide advanced search and display images of green space (playing fields), cafeterias, gyms, auditoriums, and other rooms; should publish event notes and instructions; should create custom event pages; should be able to upload required documents the system will ask customers to provide. B. Scheduling: As indicated above, the Service shall provide tools where the customer can identify space availability and indicate which space(s) (room / playing field) the customer is interested in placing a reservation(s) for. The Service should be able to group for searching and display purposes. Service must provide online requests or self-service reservations from which the user selects and wishes to confirm. Workflow tools should facilitate communication between the customer, school facility, and district authorizer. C. Facility and Event Management: Service should provide tools for tracking the details and requirements for each scheduled event, from initial contact with the requestor to final settlement of the bill. The Service should track setup requirements, room / playing field use charges, and use internal account numbers. The Service should address the needs of all involved by providing helpful tools to include generated and automatic email notification to these service providers and when changes are entered into the system. D. Reporting: Service must be able to independently manage facilities within the District. Program must include a full complement of operational and statistical reports overall and by location, i.e. daily schedules, sales reports, setup orders, cancellation reports, room/field utilization reports, overall and individual invoice and payment reports to provide staff with the data they need to efficiently and effectively manage facilities and meet the needs of customers. Some specific reports required are confirmation of payment; rental fees by location and rental with and without personnel costs; yearly report by location and rental showing revenue, personnel costs, and net revenue or loss; report for each rental showing each employee who worked because of the rental and the number of hours they worked. Must include email customer confirmations; should export reports to Excel, Word or PDF or text files. E. Billing and Accounting: Service must have the ability to define the District’s current fee schedule as well as make modifications to the fee schedule as needed; should automatically calculate the full rental fee based on the fee schedule; produce overall and individual email/printable invoices only after all associated rental approvals have been completed. The Service must also include the ability to charge (post rental) for damage to or loss of district equipment as well as any additional rental fees for extended time and / or personnel costs beyond the original contract. The program must accept the input of payments by cash, check, or money order as well as accept and process credit card payments by interfacing with the District’s merchant processor. F. Access and System Security: Service should include user security options to allow users to be assigned appropriate levels of access and system scalability. Specific program features and processes should be selectable for inclusion or exclusion in individual records as appropriate. Should have detailed audit history to track changes to include user access and user role changes.
