download the rfp for ms word here. - city of mercer web viewthis rfp does not obligate the city to...

9611 SE 36th StreetMercer Island, WA 98040

REQUEST FOR PROPOSAL (RFP #16-01)

For

Recreation Registration and Facility Booking Software

Release Date: July 22, 2016

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REQUEST FOR PROPOSAL

Notice is hereby given that proposals will be received by the City of Mercer Island, WA (“City”) for:

RFP #16-01

Recreation Registration and Facility Booking Software

Please send sealed proposals to:

Attention:Mike Kaser, Information Services DirectorCity of Mercer Island – IGS9611 SE 36th StreetMercer Island, WA 98040

Due: August 19, 2016

By: 4:00 PM Pacific Time

Proposals submitted after the due date and time will not be considered. Proposers accept all risks of late delivery of mailed submittals regardless of fault.

The City reserves the right to:

Reject any and all proposals, and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal, including but not limited to a respondent doing an on-site scripted product demonstration. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services.

Accept the proposal(s) or parts of a proposal deemed most advantageous to the City.

Amend the RFP in any manner prior to contract award.

Cancel or reissue the RFP.

Obtain clarification of any point in a vendor’s proposal. Such clarifications can be in any form such as but not limited to conference calls, email communications, web demonstrations, on-site demonstrations or vendor headquarters visits.

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Share the RFP, proposals and subsequent vendor provided information with its consultant(s) in order to secure expert opinion.

If applicable, request from the software vendor a different implementation provider or implementation team member(s) than the one proposed or at its sole discretion, select a different implementation provider or implementation team on its own.

All proposals become the property of the City. Materials submitted will not be returned to the proposer.

Public Disclosure Notice

In order to protect the integrity of the contracting process, proposals will not be disclosed until after award and signing of any and all contracts that may result from this Request for Proposal.

Proposers should be aware that any records they submit to the City or that are used by the City even if the proposers possess the records may be public records under the Washington Public Records Act (RCW 42.56). The City must promptly disclose public records upon request unless a statute exempts them from disclosure. Proposers should also be aware that if even a portion of a record is exempt from disclosure, generally, the rest of the record must be disclosed. Exemptions, including those for trade secrets and "valuable formula," are narrow and specific. Proposers should clearly mark any record they believe is exempt from disclosure.

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Table of Contents1. PURPOSE

2. BACKGROUND

3. RECREATION REGISTRATION AND FACILITY BOOKING REQUIREMENTS

4. SUBMITTAL REQUIREMENTS

5. RFP SCHEDULE

6. RFP COORDINATOR/COMMUNICATIONS

7. EVALUATION PROCEDURES

8. CONTRACT NEGOTIATION

9. CONTRACT AWARD AND PROTEST

10. OWNERSHIP OF DOCUMENTS

Attachment A – Key Requirements & Pricing Estimates

Attachment B – Customer References

Attachment C – RFP Exceptions

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1. PURPOSE

The purpose of this RFP is to solicit proposals from software vendors, systems integrators, implementation partners and/or Value Added Resellers (VARs) who can demonstrate that they possess the organizational, functional and technical capabilities to provide a Recreation Registration and Facility Booking solution that meets the City of Mercer Island’s needs.

The ideal vendor shall have experience in successfully implementing the proposed solution at cities, public agencies or with similar business models to the City. The successful vendor shall be responsible for the final approved design, installation, and implementation and commissioning of the facility system including development of user acceptance testing, system integration and connectivity to existing resources.

This RFP process seeks to provide the best overall Recreation Registration and Facility Booking solution for the City. Total cost of ownership will not be the only factor in making the determination. Other factors that may contribute to the selection process include but are not limited to:

Project approach and understanding of the City’s objectives and requirements

Vendor’s implementation methodology and success

Vendor’s installed base and experience with customers similar to the City

Feedback from customer references

Ability to meet the City’s requirements (software functionality, usability, performance,

flexibility, integration, and technology)

Ability to meet the City’s selection and implementation timeframe

Ongoing maintenance and support

2. BACKGROUND

The Mercer Island Parks and Recreation Department takes pride in providing the highest quality facilities and services in partnership with the community to enhance livability on Mercer Island. Comprehensive and diverse services include recreation, athletic, social, art, special event, park and facility operations/maintenance, open space acquisition, urban forestry management and other services. Services are provided to preschool age children, youth, teen, adult, family and senior populations through partnerships with community agencies, businesses and institutions. With over 35 parks and open space areas boasting over 400 acres and trails in excess of 50 miles, the Department maintains:

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high demand and multi-use athletic fields play structures sport and athletic courts swimming beaches street-end waterfront access areas hiking, biking and equestrian trails open space areas picnic facilities boat launch Community & Event Center

The Parks and Recreation Department requires capable and user friendly technology to manage facilities, programs, and registrations but also to ensure customers can access our services easily and efficiently.

3. RECREATION AND FACILITY BOOKING REQUIREMENTS

The City’s objective is to replace the current legacy Recreation Registration and Facility Booking system which will optimally include the following areas of functionality:

FunctionalityMembership Management Recreation / Facility BookingActivity / Class Registration League ManagementMarketing Management Point-of-Sale / Payment ProcessingAccounting Reporting

The more detailed functional requirements are in Attachment A – Functional and Technical Requirements.

4. SUBMITTAL REQUIREMENTS

Responses to this RFP must adhere to the submittal format described below with the information as identified in the following table. Please complete and submit all of the forms in their native format (MS Word).

SECTION TITLEINFORMATION TO BE INCLUDED IN THIS

SECTION

Section 1 Cover Letter Provide a signed Cover Letter.

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SECTION TITLEINFORMATION TO BE INCLUDED IN THIS

SECTION

Section 2 Key Requirements & Pricing Estimates

Complete the Key Requirements & Pricing Estimates form – Attachment A.

Section 3 Customer References Complete the Customer References form – Attachment B.

Section 4 RFP Exceptions Complete and sign the RFP Exceptions form – Attachment C.

Section 5 Implementation Methodology

Provide a brief overview of your implementation methodology and the expected timeframe for this project. Please limit this to no more than three (3) pages.

Submittals shall be delivered in a sealed envelope or sealed box clearly marked: RFP #16-01 CITY OF MERCER ISLAND RECREATION AND FACILITY BOOKING SOFTWARE by the deadline listed below.

Required Number of Proposals

Two (2) complete and bound proposals as well as one (1) electronic USB format drive should be included. The USB drive submitted should have the electronic proposal / response in BOTH PDF FORMAT AND THE NATIVE FILE FORMAT OF THE FORMS (Microsoft Word) and must be received by the date and time listed. The City, at its discretion, may make additional copies of the proposal for the purpose of evaluation only. The original proposal will include original signatures, in ink, by authorized personnel.

5. RFP SCHEDULE

These dates are estimates and are subject to change by the City.

Event Date

Release RFP July 22nd 4:00PM PST

Questions (if any) Due August 5, 2016

City Response to Questions August 12, 2016

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Proposal Responses Due August 19, 2106 4:00PM PST

Short List Vendor Demonstrations September 9, 2016

Reference Checks Week of October 3, 2016

Contract and Statement of Work Negotiations

October 2016

Contract Award October 2016

6. RFP COORDINATOR/COMMUNICATIONS

Upon release of this RFP, all vendor communications should be directed to the RFP Coordinator listed below. Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding.

Name: Mike KaserMailing Address: 9611 SE 36th St Mercer Island, WA 98040E-mail: [email protected]

7. EVALUATION PROCEDURES

The RFP coordinator and other staff will evaluate the submitted proposals.

The evaluators will consider the completeness of the proposal, how well the vendor complied with the response requirements, responsiveness of vendor to requests, the number and nature of exceptions (if any), the total cost of ownership and how well the vendor's proposed solution meets the needs of the City as described in the response to each requirement and form.

As part of the evaluation, the City reserves the right to request additional information, ask for a Web demo, and conduct conference calls to go over the response, or take any other action it deems necessary in order to do a thorough and objective evaluation of each response. In addition, the City will require that a short list of finalist vendors conduct a scripted product demonstration for its selection team at a location and time chosen by the City.

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8. CONTRACT NEGOTIATION

The City reserves the right to negotiate with the selected vendor that, in the opinion of the City, has submitted a proposal that is the “best value.” In no event will the City be required to offer any modified terms to any other vendor prior to entering into an agreement with a proposer and the City shall incur no liability to any proposer as a result of such negotiation or modifications. It is the intent of the City to ensure it has the flexibility it needs to arrive at a mutually acceptable agreement.

9. CONTRACT AWARD AND PROTEST

The City reserves the right to make an award without further discussion of the proposals. The selected vendor will be expected to enter into a contract with the City. The City shall not be bound, or in any way obligated, until both parties have executed a contract. No party may incur any chargeable costs prior to the execution of the final contract.

10. OWNERSHIP OF DOCUMENTSAny proposals, reports, studies, conclusions, software modifications, and summaries prepared by the vendor for this project shall become the property of the City.

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Attachment A – Key Requirements & Pricing EstimatesCity of Mercer Island

Recreation Registration and Facility Booking Software Company Qualifications and Information

1. Vendor Company / Contact Information

Company Name and Address

Contact Person: Name and Title

Phone, Email, Website

2. Company Information

Year Founded; Private vs. Public

Revenue and Income: Current and Prior Year

Nearest regional office to the City of Mercer Island, WA

3. Vendor Employee Counts for the Proposed Solution

Total US

Product Development

Support: Implementation and Help Desk

Sales

Administration

4. Proposed Solution

Name of Proposed Solution

Core Competency of Proposed Solution

Target Industry Focus

Brief Solution History/Genealogy

5. Number of Customers on Proposed Solution

Total US

Total Multi-Venue Recreation and Facility Booking Customers

Total Multi-Venue Municipal Recreation and Facility Booking Customers

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R = RequiredI = ImportantN = Nice to haveE = Explore

City of Mercer IslandRecreation Registration and Facility Booking Software

Company Qualifications and Information Provide Sample List of Recreation and Facility Booking

Customers

6. Implementation Model

Direct, Implementation Partner, Value Added Reseller

Typical Implementation Duration for Core Functionality (6, 12, 18 Months…)

Support Model – VAR, Direct, Hours, etc.

7. Software as a Service (SaaS) / Application Hosting Option

Brief description of SaaS/ Application Hosting models available.

Describe your policy towards data ownership and transferability from your SaaS/Hosted solution to your on-premises solution or to a 3rd party.

Location of Hosting site(s), mirrored sites. Are these your sites or 3rd party? If 3rd party, who is the organization?

8. Version Releases

Current version and release date for your Proposed Solution.

Anticipated date and version number for next release.

Version proposed for implementation.

Number of prior versions supported.

Describe major and minor release schedules

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Pricing EstimatesPricing Estimates, On-Premises

1. Software Licensing – On Premises – Include concurrent user / per user /per site pricing model details. Differentiate between modules that are included or separated into additional expense.

2. Portal Licensing (if applicable) – Discuss pricing for Portal use – citizen log-in, memberships, league management…

3. Implementation – Training, travel expenses, installation, data conversion, integration, etc.

4. Annual Maintenance, 5 Years

Year One

Year Two

Year Three

Year Four

Year Five

5. Total Year One:

6. Total Five Years:

Pricing Estimates, Hosted / Software-as-a-Service

1. Software Licensing – Other than or in addition to annual subscription

2. Portal Licensing (if applicable) – Discuss pricing for Portal use – citizen log-in, memberships, league management…

3. Implementation – Training, travel expenses, installation, data conversion, integration, etc.

4. Annual Subscription, 5 Years

Year One

Year Two

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Year Three

Year Four

Year Five

5. Total Year One:

6. Total Five Years:

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Key RequirementsAreas of Functionality

R 1. Membership Management

R 2. Recreation / Facility Booking

R 3. Activity / Class Registration

I 4. League Management

R 5. Marketing Management

R 6. Accounting

R 7. Point-of-Sale / Payment Processing

R 8. Reporting

General Requirements

R 9. System capable of managing bookings for 15 complex buildings, 6 schools, and 35 outdoor sites.

R 10. Support reporting, analysis, and management needs for multiple diverse facilities with different events, activities and facility rentals.

R 11. User definable fields throughout the application.

R 12. Load custom calendars for holidays, maintenance, and skip dates.

R 13. Customizable portal/website.

R 14. Online registration/reservation/cancellation: Contact information, event/activity/course registration, visibility of space availability and payment.

R 15. Online activity display with payment and receipt information (with print capability) after authentication.

I 16. Automatically generate reply emails with context sensitive information (e.g. facility reservation information once a request has been submitted).

R 17. User ability to define mandatory fields and prevent further action until field is filled.

R 18. Create and track custom forms throughout the system.

R 19. Configurable context sensitive prompts for notes.

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Key RequirementsI 20. Configurable alerts and notifications.

I 21. Drill down to source data from all screens and reports.

R 22. Configurable drop down look-up lists, wild card search capabilities.

R 23. Multi-parameter search and query filters across comments fields, modules, entities, contacts, for all fields in the database.

R 24. Integration with MS Office (Word, Excel, etc.).

R 25. Send individual or mass emails directly from the system with attachments (e.g. .pdf, .docx, .pptx, JPEG files).

R 26. Export email addresses in the system via .csv file (or similar).

R 27. Customizable alerts throughout the system, including when flagged accounts are used, problems with an account, etc.

R 28. Create, edit and track activities and status, including type of activity, activity history and dates/times.

I 29. Full audit trail and history.

Technology

R 30. Discuss platform and database and as follows (if on-premises, MS Windows Server and MS SQL support required):

Indicate Platforms supported and % of installs for each.

Indicate Databases supported and % of installs for each.

I 31. Bi-directional integration with Office 365 Exchange Online and/or MS Outlook.

R 32. Custom web form creation.

I 33. Dynamic display of images and embedded video on the web.

R 34. Briefly discuss mobile strategy.

R 35. At least a mobile friendly web access and similar function to full website. Preferably a UI/UX designed for mobile devices allowing for most or all functionality provided through website (i.e. Membership, Registration, Payments,

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Key Requirementsetc.) Must indicate which.

I 36. Web guest account functionality, e.g. can make a purchase without authenticating.

R 37. Citizen self-service password reset and maintenance.

R 38. Citizen navigation tools for search, download, history, etc.

R 39. Full capability, security, and support with Internet Explorer, Chrome, Firefox, and Safari.

R 40. If a cloud solution, provide test and/or training environments as well as frequency or cadence of update / feature enhancement rollouts. In addition describe if updates are customer initiated or automatic.

R 41. If a cloud solution, documented backup and disaster recovery capabilities and policies as well as the information security and vulnerability testing policies.

R 42. If an on-premises solution, support virtualization using VMWare.

43. Discuss experience and degree of integration with the following:

R SunGard ONESolution (Financials/HR/Payroll)

I Google Analytics (Web Search Optimization)

N MUSCO (Lighting)

N ESRI ArcGIS (GIS)

R MICEC (Gym Key Card Access)

R 44. Experience working with credit card processors with PCI compliance.

I 45. MS Active Directory integration and SSO capabilities.

I 46. Support for API integration.

R 47. Full support for both user and role based application security.

I 48. Configurable password policy, e.g. expiry date, lock out, password complexity, etc.

I 49. Support for commonly used search analytics and terminology.

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Key RequirementsR Membership Management

R 50. Multiple user-defined contact category fields.

I 51. Attach photo to contact.

I 52. Track contacts and relationships by groups and categories, (e.g. family, organization, etc.) with roll-up functionality.

N 53. Track client history, including for registration prerequisites.

I 54. Track history of contact with ability to inactivate, merge or delete if needed.

R 55. Capture and manage contact disclosure preferences for mailing, emailing and calling lists.

R 56. Create, maintain, and track waivers including signed waivers.

I 57. Search for client by ID card bar code or magnetic strip.

R 58. Features to identify and merge potential duplicate records contacts, email accounts, etc.

R 59. Multiple physical and email addresses for a single contact.

R 60. Real time online account creation, e.g. available for immediate use.

R 61. Upon account creation, notification of a possible duplicate account.

N 62. Maintain HIPAA compliant medical information for classes/activities that require the capture of such information.

I 63. Membership Management. Multiple membership levels, different rules for different facilities, etc.

N 64. Utilize GIS to verify residency status.

R 65. Track member usage.

R 66. Create passes with multiple elements.

R 67. Scanning station with backup manual key in of information for entry.

R 68. Print ID cards.

R 69. Renewal and auto renewal features.

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Key RequirementsI 70. Boat launch management, including passes for parking and

launch.

R Recreation / Facility Booking

R 71. Facility master record is fully searchable, and includes all pertinent information, including global “skip” dates (with overrides), default uses, and minimum reservation times, special facility instructions, notes, etc.

R 72. Schedule and track facility maintenance.

R 73. Fully configurable conflict alerts.

I 74. Dynamically generate the facility scheduling records and be able to customize the display listing event by the day.

R 75. Manage, book and track facility/room rentals.

R 76. Support multiple rate tables for multiple rooms, facilities, etc.

R 77. Manage different rates/fees for a room/facility, e.g. based on time-of -week, time-of-day, resident, type of group (non-profit, school, private sector, etc.)..

R 78. Process reservations up to 3 years in advance.

R 79. Visual, point and click scheduling calendar with date and time visibility, and well as day, week, and month views and time granularity to 15 minutes, and custom color coding.

I 80. Rain-Out reservations – ability to eliminate charges but maintain reservation history.

R 81. Separate damage deposits and down payments in reservation.

R 82. Search and sort rental contracts, e.g. by event date.

R 83. Book single and reoccurring events.

I 84. Create and track required forms, e.g. insurance, permits, etc.

I 85. Ability to rent a space with a deposit, and to retain a waiting list on a first come first served basis for that space, date and time with opening notifications.

I 86. Customized views for room/space availability and to reserve

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Key Requirementsa space.

R 87. Allow for contract editing, and emailing as a .pdf to the registration contact.

R 88. Security deposit management features, including ready to return to customer alerts.

R 89. Special facility fees that are visible during booking, including lighting charges.

N 90. Batting cage management, e.g. doors, lights, cameras, Key fobs, etc.

I 91. Identify and reserve equipment needed for room or facility rental. Briefly describe your functionality.

N 92. Discuss ability to create alerts or integrate with HVAC to turn on lights (MUSCO), set room temperature, etc. based on room, facility, etc. rental requirements.

N 93. Planning and layout tools. Plan layout of table and chairs, equipment. Briefly describe your functionality.

R 94. Real-time registration availability and scheduling.

I 95. Manage course registration rate schedules.

N 96. P-patch management (garden plots) with diagrams.

N 97. Track equipment inventory by location and throughout system.

R Activity / Class Registration

R 98. Display activities by date, calendar view, season, etc.

R 99. Ability for contact to email activity organizer from system.

R 100. Instructor master record, including all instructor information with method of payment, volunteer management, etc.

R 101. Activity master record including all activity information, instructors, statuses with notifications, prerequisites, descriptions, fees, cancellation thresholds, etc.

R 102. Create activity categories and sub categories.

I 103. Priority registration features (resident vs. nonresident, returning students, etc.).

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Key RequirementsR 104. Batch programs load, and/or roll over from previous season.

R 105. Waitlist features, including queuing and opening notifications.

R 106. Calculation of costs as students enroll, including proration for missed sessions; all costs can be overridden with proper credentials.

I 107. Allow for activity partial payments.

R 108. Track and archive contacts, participants, schedules, and communications for each activity and event.

R 109. Registration features to include: register for multiple seasons at the same time, transfer of clients, etc.

I League Management

I 110. League management general functionality, creation, roster tied to participant master, scheduling.

I 111. Referee management and scheduling.

E 112. Electronic signatures.

I 113. Team split management.

R Marketing Management

R 114. Full branding capabilities throughout the client facing portion of the application.

I 115. Email survey functionality.

I 116. Create and manage digital recreation guides.

I 117. Cross promotion capabilities.

R 118. Unsubscribe and opt-out features.

I 119. Discount and promotion management.

R 120. Generate communications based on specified interests in contact profile, including multiple targeted email communications, mailing labels and lists.

R Accounting

R 121. Create invoices, including customizable invoice formats.

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Key RequirementsR 122. Assign multiple fees for each activity.

I 123. Allocate a single fee into multiple revenue accounts.

I 124. Maintain an auditable log of cash drawer operations.

I 125. Assign a single or multiple GL account to any activity.

R 126. Track all deposits, both refundable and non-refundable.

N 127. Wildcard search in transactions by dollar amount, customer number, name, account type, street address, invoice, date, account number, etc.

I 128. Accommodate both cash and accrual basis accounting methods.

R 129. Allow multiple tax rates as needed, and apply to specific items.

R 130. Ability to print tax receipts for clients (e.g. day camps).

I 131. Capability to schedule payments.

R Point-of-Sale / Payment Processing

R 132. Full web 24x7 payment capability, including mobile friendly.

R 133. Online payment capabilities.

R 134. Third party payment capabilities – can pay on another’s account.

R 135. Combine multiple transactions to roll into one receipt.

R 136. Receipt customization features, including email receipts.

R 137. Link payments to specific balances due.

R 138. Create and manage discounts, e.g. family, scholarship, etc.

R 139. Refunds with options – credit card and change reason tracking.

R 140. Funds transfer to the city’s account within 24 hours.

I 141. Gift card loading.

R 142. Ability to use different terminals in multiple locations.

R 143. EMV credit card processing capability and PCI compliance.

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Key RequirementsI 144. Touchscreens and custom keyboards.

R 145. Manage POS lists, groups, and shortcut keys, e.g. a key equals a beverage on a touchscreen.

I 146. Print, email, and reprint receipts.

R 147. No sale ability to open the cash drawer.

R 148. Link POS sale to a specific client account.

R 149. Put transactions on hold, and then recall later, e.g. a customer forgets their wallet.

I 150. Electronic check endorsement.

R Reporting

I 151. User-configurable dashboards.

R 152. End-user ad hoc query and reporting.

R 153. Multi-parameter, multi-field ad hoc query search of all fields including notes, events, attendees, activities, etc.

R 154. Export reports and queries to .pdf, .docx, .xls or other formats.

R 155. Ability to save, share, and re-run user-defined queries.

I 156. Modify, sort, or copy standard reports, save as new.

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Attachment B – Customer ReferencesProvide at least three references that are similar in size and requirements to the City of Mercer Island, and that have implemented your software in the past five years. Reference sites should be fully implemented and live on the current version of the software.

Name of Customer:

Concurrent Users: Named Users:

Contact Name/Title: Telephone #:

Modules/Functionality Installed:

Go Live Date:

Other comments:

Name of Customer:

Current Users: Named Users:



Go Live Date:

Other comments:

Name of Customer:

Concurrent Users: Named Users:



Go Live Date:

Other comments:

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Attachment C – RFP Exceptions

It is the intent of the City to contract with a Recreation Registration and Facility Booking vendor. All vendor representations, whether verbal, graphical or written, will be relied on by the City in the evaluation of the responses to this Request for Proposal. This reliance on the vendor’s represented expertise is to be considered as incorporated into any, and all, formal Agreements between the parties.

PRINT THE WORDS "NO EXCEPTIONS" HERE _________________________IF THERE ARE NO EXCEPTIONS TAKEN TO ANY OF THE TERMS, CONDITIONS, OR SPECIFICATIONS OF THESE REQUEST FOR PROPOSAL DOCUMENTS.

IF THERE ARE EXCEPTIONS TAKEN TO ANY OF THESE TERMS, CONDITIONS, OR SPECIFICATIONS OF THESE REQUEST FOR PROPOSAL DOCUMENTS, THEY MUST BE CLEARLY STATED ON THE “EXCEPTIONS TO THE RECREATION REGISTRATION AND FACILITY BOOKING RFP” TABLE BELOW AND RETURNED WITH YOUR PROPOSAL.

Firm or Individual

Title

Telephone

Email

Address

PRINT NAME AND TITLE

______________________________________________________________________

AUTHORIZED SIGNATURE

______________________________________________________________________

DATE _______________________________________________________ _______

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Add any additional line items for exceptions as necessary and reference any explanatory attachments within the line item to which it refers.

RFP Section #, Page #

ExceptionDescribe the nature of the Exception

Explanation of Why This is an Issue for You

Your Proposed Alternative

1

2

3

4

5

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