Next Generation Workplace Reservation System (WRS)- ITS75 cat 1 & 3

Background
The Division of Capital Asset Management and Maintenance (DCAMM) of the Commonwealth of Massachusetts is seeking to procure a modern, enterprise-level, cloud-based Next Generation Workplace Reservation System (WRS). The goal is to optimize office space utilization, support hybrid work arrangements, improve employee experience, and provide advanced analytics across a distributed, multi-agency environment. This procurement is informed by engagement with multiple Executive Branch agencies that expressed a need for a modern system addressing current limitations in mobile access, administrative flexibility, reporting, user experience, and integration with enterprise tools.

Work Details
The selected vendor must provide a fully hosted, cloud-based SaaS solution that includes configuration to meet Commonwealth requirements. Key services include:

- Self-service onboarding capabilities for agency staff
- Ongoing maintenance and technical support
- Training and documentation for users and administrators
- A user-friendly interface accessible via web and mobile platforms
- Reservation tools for desks, meeting rooms, collaboration zones, parking, and other bookable assets
- Integration with Microsoft Outlook/Office 365 and other platforms
- Real-time dashboards and occupancy analytics
- Guest management workflows
- Daily roster report generation
- Administrative tools for space management
- Robust reporting capabilities.

The system must support an initial user base of approximately 15,000 employees with scalability to accommodate up to 50,000 users.

Period of Performance
The estimated term of the contract will consist of an initial 36-month term with the possibility of renewal or extension upon written agreement. The preferred implementation deadline is June 30, 2026.

Place of Performance
The contract will be performed within the Commonwealth of Massachusetts across multiple state agencies.

Bidder Requirements
Bidders must be qualified under Category 3 of ITS75 as software producers or partner with a software reseller under Category 1 of ITS75. They are required to comply with all applicable federal and state laws regarding confidentiality and privacy. Additionally, bidders must demonstrate understanding of Enterprise Information Security Standards and Accessibility Standards as outlined by the Commonwealth.