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Presolicitation Notice - Property Management Software and Support

July 11, 2014

Notice Type: Presolicitation Notice

Posted Date: 10-JUL-14

Office Address: Department of the Navy; Chief of Naval Installations; Chief of Naval Installations Command-MWR/VQ; 5720 Integrity DriveBldg 457 Millington TN 38055

Subject: Property Management Software and Support

Classification Code: D - Information technology services, including telecommunications services

Solicitation Number: RFI-NGIS_Software_Support

Contact: Dennis Bertrand, Contract Specialist, Phone (901) 874-6931, Fax (901) 874-2073, Email - Troy L Milburn, Phone 901.874.6681, Fax 901.874.6824, Email

Setaside: N/AN/A

Place of Performance (address): Contractor's facilities and various locations worldwide

Place of Performance Country: US

Description: Department of the Navy

Chief of Naval Installations

Chief of Naval Installations Command-MWR/VQ



1.1 The Nonappropriated Funds Instrumentality (NAFI) Office, Commander Navy Installations Command (CNIC) is issuing a Request for Information (RFI). CNIC is requesting information (brochures, capability comparisons, etc.) concerning commercial software capability to provide property management for the Navy and specific Army Lodging Programs and contractor provided second tier software maintenance and support services. The organizations to be covered include all lodging facilities that fall under the Navy's corporate license (approximately one hundred twenty five properties) and are considered Navy lodging programs and currently have the Epitome client application, [] application and all Enterprise software known as the Defense Lodging System (DLS). On behalf of the Army Lodging Program, CNIC F&FR program will procure all software and resources needed to incorporate all Army Lodging programs including fifty plus Army sites.

Defense Lodging System (DLS) is comprised of Epitome for Windows, CORE, AIMS, Central Reservation System (CRS), Web Reservation System (WEBRES), Subway, Hotel Management System, Comment Cards, Key Systems, Public Exchange Phone Systems, In-room entertainment systems, and Guest Service and Support Call Center.

1.2 THIS IS NOT A SOLICITATION FOR PROPOSALS. THIS IS A REQUEST FOR INFORMATION ONLY. This RFI is for planning and informational purposes only and shall not be considered as a request for proposal or as an obligation on the part of the NAFI to acquire any products or services. No entitlement to payment of direct or indirect costs or charges by NAFI will arise as a result of a response to this RFI or NAFI's use of such information. Data submitted in response to this RFI will not be returned. No contract will be awarded from this announcement.

1.3 THIS IS A REQUEST FOR INFORMATION ONLY. Please see chart below for additional requirements. Please respond by 1600 CDT14 August 2014 and provide questions or requests for clarification that may be necessary in order to submit sufficient information by 1600 CDT28 July 2014. Submit questions, inquiries and information to Dennis Bertrand via email at

! Property/Hospitality Management System Requirements !

! Navy Lodging Program consists of four hotel brands that currently consist of approximately 125 properties and approximately 50 Army properties. Properties range from 9 to 2000 rooms within a property management system. Military lodging may include multi-occupant rooms broken out by bed. Navy also supports other branches of service such as Army and Marine Corps military lodging for technical support and services. !

! Requirement ! Notes !

! Customizable Booking Restrictions ! Booking Engine based Gender Management and Military Rank. Gender will need to be captured and used for consideration when booking room types. Conflicting gender should not be allowed to share a room/unit. Military Rank will need to be captured and used for consideration when booking by room type. Room types should be customizable to display for different ranks. Rank should be considered a name prefix as well. Rank should be customizable within the various branches of service !

! Suite Logic ! Multi-bed/suite inventory. The logic should be built to allow room types that are components of another room type to be sold in multiple ways- (i.e. by component (which should each have a different room number/indicator) and by entire unit (comprising all of the components). !

! PCI compliant ! Must be listed on PA-DSS approved vendor list !

! Chip and Pin requirement met ! Software application should be able to securely process payment methods with Chip and Pin/EMV smart chip technology cards !

! Enterprise Solution (license) ! Enterprise license by property or by brand !

! Customizable interface ! Customizable interface(s) (i.e. Point of Sale/CRM/SAP) !

! Web-based application ! PMS, Central Reservations and the web-booking portal will need to be web-based !

! Centrally-hosted ! World-wide access !

! Single Guest Profile ! A single guest profile based on a unique identifier (such as email address) that allows a user profile to be pulled during reservation process on multiple properties, within brands, among different reservation applications (PMS/Central Reservations Module/web-booking engine/portal) !

! Mobile booking application ! Mobile application that allows new and existing users to make a reservations on multiple smart phone platforms (by phone app or by mobile webpage) !

! Front and Back office (module list) ! Accounts Receivable, Housekeeping, Operations, Sales, Maintenance Module, Inventory, Sundries !

! Customizable reporting/forms ! Dynamic and historical data captured with filters !

! Customizable GUI ! Web portal !

! DTS interface ! GDS interface/customizable/generic !

! Deployment services ! Training, implementation, documentation (customizable to government terminology), materials !

! Central Reservations Module ! !

! Central Data Repository ! Statistical data !

! Customizable Configuration (PMS) ! Room types, rate plans, purpose of visit !

! Support/maintenance ! !

! Scalable by brand ! Navy Gateway Inns & Suites, Navy Getaways, Fisher House and New Sanno Hotel !

! Emergency Bug Fix ! Immediate response !

! Stateside/CONUS helpdesk/training personnel ! With U.S. citizenship for clearance !

! User Acceptance Testing ! Testing should be done in an environment mirroring live military lodging environment !



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