Housing and Conference Management Software

Background
Christopher Newport University (CNU), an agency of the Commonwealth of Virginia, is seeking proposals for a Housing and Conference Management Software. The primary goal is to automate and streamline processes related to residence life and housing administration, including room assignments, occupancy tracking, billing, and communication with students.

Additionally, the solution should enhance conference services and event management, covering tasks such as scheduling, registration, invoicing, and post-event follow-up. This solicitation is intended for cooperative procurement by Virginia Association of State College & University Purchasing Professionals (VASCUPP) members and other institutions.

Work Details
The contractor will provide a web-based technology solution for Residence Life and Housing Administration that meets the following requirements:
- Application functionality including user account creation, data archiving, data import capabilities, manual application creation, booking editing, customizable application types, and multiple unique application types active simultaneously.
- The system must support features like automatic room assignments, roommate matching processes with preference forms, electronic contract signing capabilities, tracking of room features (ADA compliance), and integration with Banner ERP for student data management.
- The solution must allow for comprehensive invoicing for conferences and manage financial data processes.
- It should include automated notifications, customizable forms for end users, offline functionality to track information without Wi-Fi connectivity, and the ability to generate historical records of room configurations.

Period of Performance
The contract will be effective from the date of execution through June 30, 2030, with two additional two-year renewal options.

Place of Performance
The work will be performed at Christopher Newport University located at 1 Avenue of the Arts, Newport News, VA 23606-3072.