RFP 2026-036 Event and Room Booking Solution

Agency:	University of Maine
State:	Maine
Type of Government:	State & Local
NAICS Category:	721110 - Hotels (except Casino Hotels) and Motels
Posted Date:	Jan 29, 2026
Due Date:	Feb 24, 2026
Solicitation No:	2026-036
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Administered by University of Maine System

Office of Strategic Procurement

Request for Proposal (RFP)

Event and Room Booking Solution

RFP 2026-036

Issued Date: January 22, 2026

Response Deadline Date/Time: February 24, 2026, 11:59 p.m. EST

Response Submission Information:

Submitted electronically to UMSResponses@maine.edu

Email Subject Line – DL: Event and Room Booking Solution - RFP#2026-036

Response Contact Information:

Email: UMSResponses@maine.edu

Request for Proposal (IT) – Event and Room Booking Solution

Dated: January 22, 2026

Contents

1.0 INTRODUCTION...................................................................................................................... 3

1.1 Definitions, Background, Purpose and Specifications............................................... 3

1.2 General Information........................................................................................................... 5

1.3 General Submission Provisions ..................................................................................... 9

2.0 EVALUATION AND AWARD PROCESS ........................................................................... 12

2.1 Evaluation Criteria ........................................................................................................... 12

2.2 Award ................................................................................................................................. 14

2.3 Tie Bids .............................................................................................................................. 14

2.4 Negotiations...................................................................................................................... 14

2.5 Award Protest ................................................................................................................... 14

3.0 RESPONSE FORMAT REQUIREMENTS........................................................................... 16

3.1 General Format Instructions.......................................................................................... 16

3.2 Response Format Instructions...................................................................................... 16

University of Maine System RFP

Rev. 11/04/2025

Page 2 of 17

Request for Proposal (IT) – Event and Room Booking Solution

Dated: January 22, 2026

1.0 INTRODUCTION

1.1 Definitions, Background, Purpose and Specifications

1.1.1

Definitions

The University of Maine System will hereinafter be referred to as the "University."

Respondents to the document shall be referred to as "Respondent(s)” or

“Respondent”.

The Respondent to whom the Agreement is awarded shall be referred to as the

"Contractor."

The University of Maine System and other components of the University shall be

referred to as “Multi-Institution”.

1.1.2

Background

Overview

Established in 1968, the University of Maine System (UMS) unites six distinctive

public universities, comprising 10 campuses and numerous centers, in the

common purpose of providing quality higher education while delivering on its

traditional tripartite mission of teaching, research, and public service.

A comprehensive public institution of higher education, UMS serves more than

30,000 students annually and is supported by the efforts of more than 2,000 full-

time and part-time faculty, more than 3,000 regular full-time and part-time staff,

and a complement of part-time temporary (adjunct) faculty.

Reaching more than 500,000 people annually through educational and cultural

offerings, the University of Maine System also benefits from more than two-thirds

of its alumni population residing within the state; more than 123,000 individuals.

The System consists of six universities: The University of Maine (UMaine),

including its regional campus the University of Maine at Machias (UMM); the

University of Maine at Augusta (UMA); the University of Maine at Farmington

(UMF); the University of Maine at Fort Kent (UMFK), the University of Maine at

Presque Isle (UMPI); and the University of Southern Maine (USM). The System

also includes the University of Maine School of Law and the University of Maine

Graduate and Professional Center.

Campus thumbnail

University of Maine Graduate and Professional Center

Located in Portland but serving students and employers statewide, the University

of Maine Graduate and Professional Center (the Maine Center) brings together

academic programs in law, business, and public policy to train the workforce of the

future and grow Maine’s economy. The Maine Center is an academic consortium

composed of the University of Maine School of Law, the University of Maine

Graduate School of Business, the graduate programs of the Muskie School of

Public Service, and the Cutler Institute of Health and Social Policy. This consortium

develops cross-disciplinary, experiential, and market-driven programming for

graduate students in the Maine Center’s three focus areas. The Maine Center also

delivers programming for members of Maine’s civic, business, and legal

communities, including executive education, certificates, workshops, externship

University of Maine System RFP

Rev. 11/04/2025

Page 3 of 17

Request for Proposal (IT) – Event and Room Booking Solution

Dated: January 22, 2026

placements, and a startup incubator/accelerator. The Maine Center is supported

by a challenge grant from the Harold Alfond Foundation.

1.1.3

Purpose

The University of Maine System on behalf of the Maine Graduate and Professional

Center is seeking responses to provide a unified room scheduling and event

management software solution to support booking and administration of

classrooms, conference rooms, and event venues within the Maine Center’s multi-

use facility in downtown Portland, Maine. The facility, which is made up of two

adjoined buildings of over 120,000 square feet, includes staff and faculty offices,

hoteling offices, conference and meeting rooms, event space, collaboration space,

an entrepreneurship hub, as well as classrooms and lectures halls primarily for use

by the University of Maine School of Law.

Current state: Space requests are handled through a mix of Google Calendars,

Google forms, and manual email coordination, which creates risk of double-

booking, inconsistent approvals, limited visibility into utilization, and fragmented

client communications and billing.

Need: A single platform that serves internal users (faculty, staff, students) and

external partners/clients, supports differentiated permissions and approval

workflows by both user role and room, enables public booking requests, and

consolidates event details, services/resources (e.g., A/V, amenities, layouts,

catering), reporting, and billing.

Desired outcome: Implement a scalable, user-friendly system that:

• Provides self-service internal booking and a professional public request portal

for external stakeholders.

• Applies role- and room-based policies (e.g., auto-book for faculty/staff in

approved rooms; request-only for students/external clients, or for select

spaces).

• Centralizes event notes, services, and equipment; reduces manual effort via

automation (confirmations, reminders, approvals).

• Includes automated workflows for service requests. When bookings include

specific service selections (e.g. technology or facilities requests) the system

must automatically route tasks/notifications to the appropriate team and/or

surface these requests in role-based work queues and scheduled reports.

• Delivers actionable reports and dashboards for utilization, equity of access,

revenue, and planning.

• Supports billing/invoicing for external events and mission-aligned partner, as

well as potential membership models for recurring clients

This document provides instructions for submitting responses, the procedure and

criteria by which the Respondent(s) will be selected, and the contractual terms

which will govern the relationship between the University and the awarded

Respondent(s).

Respondents should review 1.1.4 Specifications / Scope of Work of this

document to see the full Scope of Services/Products required.

University of Maine System RFP

Rev. 11/04/2025

Page 4 of 17

Request for Proposal (IT) – Event and Room Booking Solution

Dated: January 22, 2026

The University is committed to providing increased access and opportunity to

diverse businesses include and not limited to: Lesbian, Gay, Bisexual and

Transgender Business Enterprise (LGBTQ+BE); Minority Business Enterprise

(MBE); Service-Disabled Veteran Business Enterprise (SDVBE); Small Business

Enterprise (SBE); veteran-owned; service-disabled veteran-owned; HUBZone;

small disadvantaged business; women-owned; minority-owned; Veteran Business

Enterprise (VBE); and Women’s Business Enterprise (WBE).

Though this document is primarily for the Maine Graduate and Professional

Center, all campuses in the University of Maine System must be afforded the use

of this solution, with all the same terms and conditions applicable to the various

University locations.

1.1.4 Specifications / Scope of Work

Please review the list of specifications detailed in RFP Submission Form Package

in Appendix H1.

1.2 General Information

1.2.1 Contract Administration and Conditions

1.2.1.1 The winning Respondent will be required to execute a contract in the

form of a University of Maine System Master Agreement, which is

attached to this response as Appendix D. The Master Agreement

initial term and renewal periods are reflected in Section 2 of Appendix

D, Master Agreement, and are subject to continued availability of

funding and satisfactory performance.

The Master Agreement entered into by the parties shall consist of the

University of Maine System Master Agreement (attached to this

document), the RFP, the selected Respondent’s submission, including

all appendices or attachments and clarifications, the specifications

including all modifications thereof, and a Purchase Order or Letter of

Agreement requiring signatures of the University and the Contractor,

all of which shall be referred to collectively as the Agreement

Documents.

In the event of a conflict of terms the following precedence will apply:

1. University of Maine System Master Agreement

2. Agreement Riders as required

3. Contract Amendments (as required)

4. The University’s RFP

5. Respondent’s Submission

6. Purchase Order or Letter of Agreement

1.2.1.2

Modification of Agreement terms and conditions is permitted except

that the University, due to its public nature, will not:

a. Provide any defense, hold harmless or indemnity;

b. Waive any statutory or constitutional immunity;

c. Apply the law of a state other than Maine;

University of Maine System RFP

Rev. 11/04/2025

Page 5 of 17

This page summarizes the opportunity, including an overview and a preview of the attached documents.

bid #	due date	due time	commodity	attachments	addenda
2026-036	24-Feb-2026	11:59 pm	RFP 2026-036 Event and Room Booking Solution	RFP 2026-036 Submission Form Package RFP 2026-036 Appendix D: Master Agreement RFP 2026-036 Cost Template RFP 2026-036 Solution Requirements	RFP 2026-036 Addendum 1

RFP 2026-036 Event and Room Booking Solution

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