Hotel and events booking system (Access Point) - Request for Information

Concepts

• facilities management
• harrogate
• civil service department
• college of policing
• delegate booking
• onsite events
• access point
• offer hotel accommodation
• hotel stays
• events

Location

Description

As a Civil Service Department, The College of Policing is the professional body for all in policing in England and Wales. We have two sites where we host delegates and we generate revenue by hosting events, training courses and offer hotel accommodation. All onsite events and hotel stays have the option for delegates to access our onsite catering services. One site has 384 rooms and the second site has 80 rooms. The solution is required to manage our hotel, on-site/off-site/online events and courses including delegate booking, scheduling of room and trainer resources, invoice tracking and payment. Delegates will not 'sit' any training courses within the solution. The solution would need to manage tasks performed by our onsite reception, security, catering, and housekeeping teams. We also have remote based admin teams that manage the creation of events, scheduling and room resourcing for hotel/ events. We require a booking journey for guests and delegates so they can self-book their accommodation/event or be booked on by someone else. The solution should provide reporting analytics features for us to generate metrics for Management Information reporting on all aspects of our activity. All functionality should be auditable and utilise Role Based Access Control (RBAC). The solution should allow for customisation by us, on screens such the booking forms, event types and user/trainer profiles. Data should be stored/platform hosted in UK or European Economic Area. All staff who have access to the system must be vetted at NPPV2 for non-privileged users and NPPV3 for privileged users. We will consider one single integrated solution or separate solutions which may or may not be integrated to fulfil our requirements.

CPV Codes

• 48420000 - Facilities management software package and software package suite
• 48931000 - Training software package
• 55000000 - Hotel, restaurant and retail trade services
• 72212100 - Industry specific software development services
• 72212333 - Contact management software development services
• 72212445 - Customer Relation Management software development services
• 72212450 - Time accounting or human resources software development services
• 72212517 - IT software development services
• 72212900 - Miscellaneous software development services and computer systems
• 72212931 - Training software development services
• 72261000 - Software support services
• 72262000 - Software development services
• 72263000 - Software implementation services
• 72264000 - Software reproduction services
• 72265000 - Software configuration services
• 72266000 - Software consultancy services
• 79952000 - Event services
• 79993000 - Building and facilities management services
• 98341100 - Accommodation management services

Indicators

• Contract is suitable for SMEs.
• Contract is suitable for VCOs.

Other Information

Please provide responses to the following email address CPU.Tenders@college.police.uk by the response deadline, 5pm, 14 September 2023 COP42_2022 Access Point - Request for Information v1.4.docx