· web viewfor mass refund transactions (refunding fees for multiple customers), users can refund...

APPENDIX AAn outline of the required software system solution. Details are defined in requirements:

Software

Recreation & Golf Divisions - Modules / Application / Business Process Areas Required:1. Financial Integration Management – Foundation for upload to Oracle GL.2. Customer & Household Data Management – Admittance, passes, IDs, childcare services & activity

punch cards.3. Reservation & Scheduling Management – Courts, courses, centers, fields, camps, events.4. Object & Item Tracking & Management – Supply & equipment and preventive maintenance alerting.5. Transaction Processing & Management – Payments, food & product services inventory, & Point-of-Sale

(POS).6. Event Scheduling & Management – Leagues, tournaments, camps & clubs.7. Activity & Program Registration Management – Customer and program, activity, tee-time matching.8. Form & Report Management – Integration of R&GD forms, web forms, analytics, statistics, & e-sign.9. Database Migration & Integration Management – Transition from R&GD existing to Vendor’s data

store.10. Resource Tracking & Management – Donations, memorials & volunteers.

Services

Recreation & Golf Divisions - Required Service Areas to be Performed by Vendor(s):1. Implementation, Deployment & Training2. Data Transition & Conversion3. Interface Development4. R&GD Business Process Modification Assistance5. Form / Report Development & Conversion Assistance6. Project Management Assistance7. Change Management Assistance8. Testing Assistance9. Web / Internet / Intranet Integration Services10. Application Support / Ongoing Support / First Call Resolution & Maintenance Services

of 23

Project 3194 RFP for Recreation & GolfDOTComm; City of Omaha Parks, Recreation and Public Properties Department and Golf Division

TABLE OF CONTENTS for Appendix A1.0 Company Profile

2.0 Company Summary

5.0 General & Overarching Requirements

6.0 User Interface

7.0 Search Data

8.0 Standards & Interoperability

9.0 Technical & Functional Requirements

10.0 Data Center11.0 Security12.0 Setup & Implementation13.0 Ongoing Support Services14.0 Reports15.0 Testing

16.0 Pricing & Licensing17.0 Contract Requirements

###

of 23

NOTE: Prepare the answers to Tables 1.0 through 4.0 as a narrative page in the Vendor’s proposal. Do not duplicate by completing the Vendor Response columns in the Tables 1.0 through 4.0 below:

Project 3194 RFP for Recreation & Golf

DOTComm & City of Omaha Recreation and Golf

1.0Company Profile – A Profile of your organization is required. The profile should include the following information:

Vender Response

1.1 Company or Corporate Name (include company website URL).

1.2

Type of entity or organization (corporation, partnership, proprietorship).

1.3 State in which incorporated or otherwise organized.

1.4 Year first organized to do business.

1.5 Address of the company’s headquarters.

1.6

Indicate whether your organization is local, regional, national, or international.

1.7

Label a separate document as an Attachment for this response. If publicly held, please provide a copy of the corporation’s most recent audited financial reports and statements. If not publicly held, either the statements required of a publicly held corporation or a description of the organization including size, longevity, client base, and any other pertinent information that would enable proposal evaluators to reasonably formulate an opinion about stability and financial strength. Additionally, a non-publicly held firm must provide a banking reference. In addition, a copy of your current Dunn and Bradstreet Comprehensive Insight Plus Report would be valued.

Insert Attachment Labeled "Financial Information"

1.8

The physical address of the location of the office from which the engagement is to be performed.

1.9

A brief narration of the number of professional staff (i.e. managers, developers, analysts, etc.) employed at your office(s).

1.10

Describe the range of services provided by the office performing the engagement.

of 23

1.11

A listing of the other similar governmental and legal governmental Users’ that are using this proposed software.

1.12

List three (3) references where your organization provided similar application IT system(s) at other businesses of similar size and complexity. Highlight any and all government references. Include contact names, telephone numbers and addresses. Indicate the year and timeframe in which each reference was engaged with your organization.

1.13 Reference #1Client Name

Contact Name

Business Address

Email Address

Phone

Description of work performed

Timeframe engaged


Contact Name

Business Address

Email Address

Phone


of 23

Timeframe engaged

Government entity? Y/N, describe


Contact Name

Business Address

Email Address

Phone


Timeframe engaged

Government entity? Y/N, describe

###

of 23


DOTComm & City of Omaha Recreation and Golf2.0

Summary of your organization’s qualifications and expertise to deliver a IT system(s) based on the scope of this project (this part should not exceed one (1) page):

###

of 23

NOTE: The Omaha Recreation & Golf Divisions require a comprehensive and integrated recreation & golf software solution(s) – systems & software applications universally used to manage recreation & golf Programs & services. The lists of requirements documented below in Sections 5.0 to 16.0 were identified through interviews with the Users. The Vendors should view the pages to follow as examples (i.e., not exclusionary statements) and are not intended to eliminate any Vendors from consideration.

Project 3194 RFP for Recreation & GolfDOTComm & City of Omaha Recreation and Golf

5.0 General & Overarching RequirementsYES NO Comments

5.1

Declarative statement: The official name of this project is "Project 3194 RFP for Recreation & Golf". The Vendor agrees to reference all communication using the project's official title/name.

5.2

Declarative statement: The scope of this project is to acquire, implement and deploy a recreation management and/or golf course management IT system(s) for the City of Omaha Recreation and Golf Divisions. The scope of the effort may include a parallel, simultaneous or follow-on efforts by DOTComm and/or the Vendor to meet the goals of the project. The “headquarters” for City of Omaha Parks, Recreation & Properties Department is located in the City-County building in downtown Omaha; however, the largest part of its operation is distributed throughout the City.

5.3

The Vendor shall provide a high-level summary (not to exceed three (3) pages) of their last three implementations – municipal or private; briefly describing the User / Customer needs gathering process and how the Vendor arrived at the solution. Last, describe any follow-up evaluation to ensure User / Customer satisfaction. Briefly, include a description of the IT platform.

5.4

Briefly describe the scalability of the Vendor’s solution to address (1) accommodating, adding, editing and deleting of licenses (or “seats”) as Users (i.e., employees) are changed; and (2) the way new programs or initiatives and new Customers may be added and modified.

5.5

Outline the commitment to providing interoperability and advanced customization capabilities as part of the Vendor's product roadmap.

5.6

Describe the Vendor’s commitment to using Active directory login credentials; ability to use WIFI County/City network; ability to login from remote locations - home, distributed work locations (e.g., golf courses and recreation facilities).

5.7 Privacy and security of Customer and User data is paramount:

of 23

5.7.1

Describe the applicable administrative, physical, and technical safeguards for protection of the security, confidentiality and integrity of City data.

5.7.2

Vendor’s system must support privacy and security of data [i.e., Customer data (e.g., medical)] based on standards and guidelines required by state, city, county and Federal policies for accreditation, regulation, HIPAA, PPI, and ADA compliance.

5.8

Software allows Users and Customer accessibility on mobile devices, web browsers, tablets and desktops through either a native application or mobile optimized web page.

5.9

All software capabilities, features, functions and credit card processing are fully integrated.

5.10

All modules share common data file components such as (but not limited to) Customer names, addresses, Programs, leagues, reservations, and the like.


6.0 User Interface

YES NO Comments

6.1

Functions are simplified to follow existing business processes and business rules to access the specific area or module of the application required to perform one’s job. Users would prefer (for example and not limited to:) the minimum number of ‘clicks’ to open the application to create a tournament schedule; single ‘click’ to display Customer data and minimum number of ‘clicks’ to display and enter data into the activity registration / camp enrollment module; unnecessarily needing to minimize or close modules to perform routine job-related tasks.

6.2

Single user interface to access all functions related to manipulating data (for example and not limited to:) adding or modifying Customer data, adding forms (medical release) and documents such as schedules, reservations, enrollments and registrations.

of 23

6.3

The application must be capable of performing the following functions (for example and not limited to:) create, add, search, access, retrieve, modify, save, send, print, edit, delete, display, email, fax, route, attach, annotate, index the data and content.

6.4Supports data manipulation (for example and not limited to:) zooming, magnifying, searching, marking for security, versioning, scaling, displaying color including capabilities to draft and final printing.

6.5

System allows unlimited combinations of transactions from multiple functional areas on to a single receipt and without having to launch and minimize or close separate modules. (For example and not limited to:) processing multiple Activity Registrations, reserving a Facility and ensuing all members of a household are enrolled for an activity time and date - all on a single receipt.

6.6

Provides a “popup” message to person attempting to login when all application licenses are currently being used.

6.7

Users can access all functional areas (for example and not limited to): Registration, Facilities, Customer data from a single "login" screen without having to launch and then minimize separate screens for different functional areas.

6.8The User / system administrator can create a User profile and set User access (e.g., read-only, read/write and so forth).


7.0 Search DataYES NO Comments

7.1The Vendors application provides the ability to search the Customer database on any combination of index and field name fields.

7.2

Support a variety of basic and advanced search capabilities (for example and not limited to): wildcard, Boolean and ranges (e.g., expressions of greater than, less than, equal to, greater than or equal to, less than or equal to, contains.

7.3

Ability to save query for easy accessibility by non-technical users including Users and Customers (for example and not limited to): search for leagues, teams, facilities, camps, events and park, recreation and golf facility availability.

7.4System has automatic search for duplicate account functionality, whereby duplicate accounts can be quickly, easily and automatically merged without losing transactional information.

7.5System allows searching for a Customer with any qualifiers (for example and not limited to): Customer is suspended from facilities, Programs, activities, or premises and related indexes and field names.

of 23


8.0 Standards & InteroperabilityYES NO Comments

8.1Is interoperable with all Windows standard peripherals such as printers, scanners and fax servers.

8.2Ability to use Windows Active Directory for authentication and group security and accessibility permissions.

8.3

Works seamlessly with Google and Microsoft Exchange/Outlook email to easily capture and save a document from the email application or to email a document from the (for example and not limited to:) Customer, Programs, reservations, enrollment database.

8.4

Must be interoperable with systems and applications supported by the Douglas-Omaha Technology Commission (DOTComm) in terms of complying with industry-standard technology now and in the future. Must have a high-level commitment to working within existing solutions to enhance and enable work processes for Users and Customers.

8.5

Must be interoperable with systems listed in the current Recreation and Golf Divisions’ (R&GD) related system and software applications and tools table, VI.O., pp. 22-23, now and in the future. Must have a high-level commitment to working within existing solutions to enhance and enable work processes for Users and Customers.

8.6

Is ODMA compliant to support integration with desktop applications such as MS Office, and the recreation and golf software applications detailed in this document?

NOTE: The functional and technical requirements detailed in section 9.0 below were requirements specified during interviews with the Users and requirements specified by DOTComm SMEs. Some duplication with other sections may be stated.


of 23

9.0 Technical & Functional RequirementsYES NO Comments

9.1 Financial Integration Management:

9.1.1

Vendor’s financial system components shall provide the foundation for future integration with the City of Omaha’s financial system operating in the city of Omaha Finance Department. The current financial system is Oracle E-Business Suite version 12.1.3 with anticipated upgrade to version 12.2.

9.1.2

General Ledger / Budgeting – account coding structure, standard accounting, municipal finance and budgeting practices, (for example and not limited to:) revision to erroneous entries, descriptions, posting, annual budgeting, year-end and closing periods, transaction validation, cash flows, accrual accounting, posting, journaling, reconciliation, trial balance, online inquiry) and reports.

9.1.3

Customer Billing / Accounts Receivable – automatic interface with POS for entering charges and credits, charge codes for products, services and food, (for example and not limited to:) real time Customer posting, tabulating, positing, validation, open balances, billing, emailing receipts, invoice messaging, credits, gift cards, cash receipts). Further, bank interfaces, aging of payments, reporting and inquiries (for example and not limited to): bill and payment sequencing, delinquent letters, and file ticklers).

9.1.4

For mass refund transactions (refunding fees for multiple customers), Users can refund (for example and not limited to): the entire activity fee, or only part of the fee, plus refund and withdraw selected customers from the activity or refund and leave selected customers registered.

9.1.5 The City of Omaha’s fiscal year follows the regular calendar year, January 1 to December 31.

9.1.6Refer to section 11.5 which details security for point-of-sales (POS) and credit card transactions.

9.2 Customers & Household Data Management:

9.2.1 Vendor’s system shall incorporate / transition the existing membership database.

9.2.2Vendor’s system shall sustain membership data with the functionality to add, modify & delete Customers - individuals, families and households.

9.2.3

Vendor’s system shall explain whether the Customer database ‘exploits’ or incorporate functionalities generally associated with customer relationship management (CRM) “look & feel”.

of 23

9.2.4Vendor’s system shall support secure “entry” of the public - members passing by a centralized desk / gateway at each facility.

9.2.5For outdoor facilities, the Vendor’s system shall provide mobile connectivity in order to acknowledge or display membership status.

9.2.6Vendor’s system shall provide a list of data fields & primary keys describing and detailing what consists of a ‘membership’ or what defines the Customer.

9.2.7

Vendor’s system shall a system that provide less than a two-second interval & visual display of membership data between entry / swipe of a membership number, use of a barcoded key fob or other device presented or swiped.

9.2.8Vendor’s system shall display critical medical data, where required, prior to entering the facility or participation in an active sport.

9.2.9Vendor’s system shall incorporate related services (e.g., childcare) associated with household and membership data.

9.2.10Vendor’s system shall discriminate multiple statuses of a Customer (i.e., one-day pass, temporary, pending family signature, member of household, etc.).

9.3 Reservation & Scheduling Management:

9.3.1

Vendor’s system shall provide a Customer (i.e., public facing) web calendar populated with R&GD Programs and activities including the functionality to request add a membership, register for a program, activity or make a reservation & make a payment.

9.3.2 Vendor’s system shall process registration fees.

9.3.3Vendor’s system shall allow prioritization of activities & Programs requested incorporating household unity (i.e., prevent two individuals from the same household from enrolling for a specific day, date & time).

9.3.4 Vendor’s system shall allow Users to add, modify, link & delete calendars.

9.3.5 Vendor’s system shall link Calendar functionality across applications (i.e., MS Office, Google calendar).

9.3.6Vendor’s system shall permit a ‘team captain’ to input the names of team players based on the type of sport or activity.

9.3.7

Software offers extensive "Drill Down" capabilities extensively throughout so staff can view just the necessary information on each screen yet retain the ability to easily access multiple levels of more in-depth information with just one click. For instance, a payment screen will display just the customer payment information with a button that allows the user to "drill down" to the customer's complete contact information and transaction history.

9.4 Object & Item Tracking & Management:

9.4.1Vendor’s system shall provide functionality to maintain a preventive maintenance (PM) dB and process which alerts entities when it is time to do PM.

9.4.2 Vendor’s system shall provide functionality to maintain a parts inventory and intuitive to recommend

of 23

ordering parts when inventory reaches a specific metric is reached.

9.5 Transaction Processing & Management:

9.5.1Vendor’s system shall interface with “smart” technology including web, cloud, email, mobile phone & tablet, laptop & desktop.

9.5.2 Vendor’s system shall allow point-of-sales (POS) based on location of the transaction.

9.5.3 Vendor’s system shall issue a receipt in real-time (e.g., email) for the POS transaction.

9.5.4 Vendor’s system shall update and maintain a current product & supply inventory for POS.

9.5.5 Vendor’s system shall generate a sub-total upon request of a User or Customer.

9.5.6 Vendor’s system shall have the functionality for the Customer to maintain a ‘running’ total.

9.5.7 Vendor’s system shall provide an end-of-day total of receipts and inventory required.

9.5.8Vendor’s system shall provide standard ‘canned’ financial reports available for Users and R&GD management.

9.6 Event Scheduling & Management:

9.6.1Vendor’s system shall retain past information on leagues, teams, camps, tournaments and activities as a precursor to creating new and future events.

9.6.2Vendor’s system shall be able to transfer data from past teams & schedules to prepare current & future teams & schedules.

9.6.3Vendor’s system shall retain contact information on each participant, Customer, household & family with other descriptors such as team captain, “call for more information”, and other designators.

9.6.4

Vendor’s system shall assist Users in preparing the “total” view – schedule, times, days, facilities, registrations, members, fees and, scheduling conflicts, weather related issues, voicemail, ‘robo’ notifications, central Q&A and other key indicators.

9.6.5Vendor’s system shall link to instructors, contracts to provide services, volunteer and class, camp, tournament, & league rosters.

9.7 Activity & Program Registration Management:

9.7.1 Vendor’s system shall allow registration tracking – add, modify and delete.

9.7.2 Vendor’s system shall interface with fee schedules, memberships, and calendars.

9.7.3 Vendor’s system shall interface with other events scheduled to reduce or remove conflicts and duplicity.

9.7.4 Vendor’s system shall permit “one-stop” “one-keystroke” facility availability notifications, processing,

of 23

registrations inputs, fee confirmations, and real-time display of registrations.

9.7.5Vendor’s system shall display when multiple registrations are requested (e.g., picnic pod & a ball field) or when facilities are requested for multiple times during a season by a Customer.

9.7.6Vendor’s system shall provide for this functionality across are facilities – fields, parks, tables, & community centers.

9.7.7

Rosters: (1) Software will produce and print Wait List confirmations. (2) Software produces rosters, including all of the following options and data elements. (3) All rosters for a site, category, (4) instructor, or supervisor; (5) All rosters for activities starting within a specific date range; (6) "Brief' or "Expanded" roster formats; (7) Printed rosters, or mailing labels for (8) participants on a roster Inclusion / exclusion by enrollment type, such as wait list, refunded entries, etc.

9.8 Form & Report Management:

9.8.1Vendor’s system shall incorporate and transition to the Vendor’s system all current relevant forms being used in parks, recreation and golf.

9.8.2The Vendor shall review & analyze all forms currently used by each entity to ensure all data fields remain relevant and the data is correctly stored in the database.

9.8.3 Vendor’s system shall use the data stored to populate existing, ‘canned’ & create new reports.

9.8.4For Customers enrolling or registration for events externally & digitally, the Vendor’s system shall permit a form of e-document signature for such items as medical releases.

9.8.5Vendor’s system shall provide a level of analytics – statistics and metrics on which R&GD managers can make decisions.

9.9 Database Migration & Integration Management:

9.9.1Vendor’s system shall assistance and services to transition the existing R&GD database into the Vendor’s database.

9.9.2Vendor’s system shall provide assistance and services that can analyze the existing data and prepare the data for transition.

9.9.3Vendor’s system shall provide guidance and assistance on ‘cleaning-up’ (i.e., ways to minimize entering duplicate Customer data) the R&GD Customer database.

9.10 Resource Tracking & Management:

9.10.1

Vendor’s system shall provide a method for collecting and distribution of funds donated, in-kind services, and memorials for R&GD, specific Programs and projects, or to general areas such a community wellbeing.

9.10.2Vendor’s system shall provide a method for tracking time for volunteers and persons outside of full-time, part-time and season employment for the city of Omaha.

of 23


10.0 Data Center

YES NO Comments

10.1NOTE: The current database is proprietary to Vermont systems; however, it is supported by and resides in the DOTComm Technology Center.

10.2

The Vendor’s proposed IT solution should describe the Vendor’s processes and resources on staff to assist with or complete a transition of the Customer data. If such a transition would be required, the Vendor must describe their methods and techniques required to complete the data integration with their recreation and golf IT management systems.

10.3As a part of the transition, the Vendor should identify how the data integration will reduce or delete duplicate entries in the database.

10.4The Customer database needs to be available to all four entities – parks, recreation, public properties and golf.

10.5

Define the Vendor's business continuity (i.e., disaster recovery) plan and any failover processes. If connectivity or processing stops unexpectedly (for example and not limited to): can Users work offline? If yes, are the offline efforts automatically upload when systems return to normal?

10.6NOTE: DOTComm’s standard for databases moving forward is Microsoft SQL.

###

of 23


DOTComm & City of Omaha Recreation and Golf11.0 Security

YES NO Comments

11.1The system provides an audit reports on all system activities (for example and not limited to):

11.1.1User activity (login/logout). Does the Vendor’s application work with Active Directory integration or SAML federation authentication?

11.1.2 Document creation, edit, modification and deletion.

11.1.3The Vendor shall describe how Users are to login (for example and not limited to): card swipe or code entry.

11.2 Offers multiple levels of security (for example and not limited to):

11.2.1 Application - limit User access to job-related folders.

11.2.2 Functional - limit User access to certain rights (such as delete).

11.2.3Document level - limit User access to documents according to index fields.

11.2.4File level - limit User access by certain file groups, locations or types.

11.3 Logs out Users after a specified period of inactivity.

11.4

Users can affix passwords protect a document or file (for example and not limited to): disciplinary note and financial information. Need to be able to compare stored passwords before a document or file is emailed or allowed to be accessed.

11.5All devices for handling financial tractions such as a POS sale on a golf courses, community centers , fields and facilities (for example and not limited to:)

11.5.1

The application, POS devices, and the entire system must meet PCI compliance. The system should be purchased and installed by a PCI QIR. https://www.pcicomplianceguide.org/got-a-qir-why-youll-need-one-soon/

11.5.2 TLS - End-to-end encryption (P2PE or compliance offering).

11.5.3 No storage of credit cardholder data after transaction is complete.

11.5.4 Must have EMV transactions enabled (Chip cards).11.5.5 Must provide payment data flow charts.

11.5.6 Must provide merchant obligations for PCI compliance.

11.5.7If an on-prem solution was chosen, what additional items would be required?

of 23

https://www.pcicomplianceguide.org/got-a-qir-why-youll-need-one-soon/

https://www.pcicomplianceguide.org/got-a-qir-why-youll-need-one-soon/



12.0 Setup / Implementation

YES NO Comments

12.1

Please list the current version of the Vendor’s software application. Vendor shall coordinate setup and installation with DOTComm’s Server, Security, Legacy/COTS & Business Applications, Networking, Service Center and/or Desktop Teams to describe the specifications and installation steps leading up to and including the strategy for deployment.

12.2

A documented installation plan with server and network specification(s) shall be provided two (2) weeks prior to beginning the installation process.

12.3A documented deployment plan for the day of software installation shall be provided two (2) weeks prior to the day of deployment.

12.4

A documented System and User test plan shall be provided one (1) week prior to the day of deployment. Refer to Section 15.0 Testing.

12.5

IT system(s) implementation can be turnkey, iterative or parallel; however, the process shall be documented with scheduled milestones. On a specific date, the IT system(s) will be implemented and use the “Go Live” method of implementation. The “Go Live” date will result from consensus among the Vendor, DOTComm and Recreation & Golf on the timing of application(s) implementation.

12.6 Need to integrate with Google Chrome Calendar and email.

12.7

The Vendor should describe their process for ensuring that a transfer of knowledge occurs back to the Parks, Recreation and Golf users such that staff is capable of supporting and maintaining the application in the most proficient manner once the Vendor implementation engagement is complete.



13.0 Ongoing (Post-Implementation) Support ServicesYES NO Comments

13.1Specify the nature and conditions of any post-implementation and post-deployment support options (for example and not limited to):

13.1.1 Post go-live support that is defined in the Vendor’s proposal.13.1.2 Onsite support (for example and not limited to): system tuning, application configuration, interfaces

of 23

issues, report development, network optimization, user training and tips to optimize the user experience.

13.1.3Does the Vendor provide a toll-free support line? Email support? Skype or other face-to-face support?

13.1.4Help Desk and Service Center services. Is there a service level agreement (SLA) used by Vendor’s help desk?

13.1.5 Does the Vendor support a User’s group? Next Users’ conference?

13.2 Does the Vendor have a process for Users to make product suggestions and changes?

13.3 What is the Vendor’s in-house percent rating for issues closed on the first call?

13.4Does the Vendor have an assessment process or tool to measure User satisfaction upon IT application implementation and deployment?

13.5The Vendor shall offer a brief definition of their prioritization process (i.e., priority levels) for resolving issues and outages.

13.6

The Vendor shall describe the typical application strategy and plan; how upgrades are disseminated; how often; and how are User's upgrade needs sought and acquired and prioritized and whether there are anticipated costs for municipalities associated with these types of enhancements and changes. The Vendor shall offer a brief definition of their Change or Configuration Management process(es) to include (for example and not limited to): who is responsible for refreshes and upgrades to the application.

13.7

The Vendor shall describe the typical maintenance agreement and services provided (e.g., Help Desk Support hours and response times, evening and weekends; service level agreement(s) (SLAs) , User support policies, and first call triage of incidents) that would be required to meet the Users' needs based on the requirements detailed here within this RFP. Further, please detail how the Vendor performs:

13.7.1

Scheduled Maintenance – Vendor shall perform routine maintenance on a regular basis. The maintenance shall be within the Service Levels defined and negotiated following the deployment of the application. The maintenance shall be performed outside normal business hours. The Vendor shall provide the Recreation and Golf Divisions and DOTComm Service Desk (402-444-3363) with advanced notice of maintenance whenever possible.

13.7.2

Emergency Maintenance – Vendor may need to perform emergency maintenance under certain circumstances. The Vendor shall provide the Recreation and Golf Divisions and DOTComm Service Desk (402-444-3363) with notice of emergency maintenance in accordance with the DOTComm Change Management process to be profile to the Vendor.

The Vendor shall describe its timing strategy for the approximate period two (2) years for upgrades anticipated for their recreation management and/or golf course management IT system(s).

of 23



14.0 Reports

YES NO Comments

14.1The Vendor shall provide a “short list” of examples of "canned" reports provided with the IT system(s). Provide examples of both Recreation and Golf reports. Each report listed shall contain a brief description.

14.2The Vendor shall provide the fiscal (per hour rate in US dollars) requirements and expected period needed to customize a User report.

14.3

Describe and provide examples (i.e., examples can be performed during Webinars) how the User manipulates the “Report Tab” or “screen variables” to extract a “canned” report or how the User narrows delimiters to create an “ad hoc” report. The Vendor shall provide sample average responses time for the results.

14.4

The Vendor shall provide a description and samples of activity reports which display (for example and not limited to): analytics, metrics, and other statistical indices. Confirm for the Users that reports can complete basic summaries of data (for example and not limited to): minimums, maximums, wait lists, counts, percentages with descriptors. Confirm Users can add comments and descriptions to reports. Confirm the Vendor’s report module has the functionality to email a report directly from the report module; auto generate, email and/or print a daily report.

14.5

Software allows each User to identify "Favorites" or an equivalent; thus, customize reports are available to Users upon login to the application.



15.0 TestingYES NO Comments

of 23

15.1

The Vendor should describe their approach to the following types of testing that are anticipated to be performed during the project and the type of assistance they anticipate providing to Recreation & Golf related (for example and not limited to:) system, integration, stress / performance, user acceptance testing (UAT).

15.2

Vendor will work with R&GD and make a good faith effort to develop (a) test plan(s) with the requisite details, understanding the level of detail required may change depending on the complexity of the requested software deliverable and to test each software deliverable (the “Acceptance Tests” or “Acceptance Testing”).

15.2.1

The “Acceptance Test Period” for each Software Deliverable will be mutually agreed upon between Vendor, DOTComm and Users per the Project Schedule.

15.2.2

By the end of the Acceptance Testing Period, User will provide Vendor with a final written list reporting any outstanding Defects (i.e., Punch List). User will then have a mutually agreed upon period after the receipt of the modifications to re-test the modified Software Deliverable to confirm that the Defects that were reported have been removed.

51.2.3

Vendor and User each agree to work diligently to achieve acceptance of Software Deliverable at the earliest possible date.

15.3

“Final Acceptance” involves use of the Solution in totality in production operations for a period of ninety (90) calendar days, provision of all Services by Vendor, and completion of the Phases and/or the Software previously tested. If after ninety (90) calendar days the Solution performs without Defects, the User, DOTComm, and the Vendor will issue and execute a “Final Acceptance” of the Solution. The ninety (90) day period for Final Acceptance will stop if Defects are found during production use and prevent further production use of the Software. The Final Acceptance process will resume on the date the Defect is confirmed as fixed and will continue for the remainder of the ninety (90) day period.



16.0. Pricing & LicensingYES NO Comments

of 23

16.1

The Vendor shall thoroughly describe the typical pricing strategy generally provided to municipalities to acquire the recreation management and golf course management IT system(s) (application, system, software, tool, and modules) that would be required to meet the Users' requirements detailed here within.

16.2

The Vendor shall describe the typical pricing strategy generally providing to municipalities for ongoing maintenance of the Vendor’s software applications following deployment (for example and not limited to:) annual license, help desk access, code enhancements, and application updates and enhancements.

16.3

The Vender shall provide their total costs for delivering their solution in a separate but included Excel spreadsheet. Please include the following cost parameters if they apply to the total cost of the project:

16.3.1

Vendors shall provide firm and fixed pricing for the licensing based on the functionality described. For each item, indicate if the cost is one-time, annual, or other. Vendors should indicate if their professional services fees are fixed or time and materials based.

16.3.2

In the event the product or service is provided at no additional cost, the item should be noted as "no charge" or words to that effect (do not leave line items blank, as that leaves it unclear if an item is included or not.

16.3.3In the event the product or service is not being included in the Vendor proposal, the item should be noted as "no bid".

16.3.4

Vendors shall provide all pricing alternatives in these cost sheets (do not provide separate vendor-formatted price sheets).

16.3.5 Vendor shall provide prices in U.S. dollars.

16.3.6 Vendor shall make clear the rationale and basis of calculation for all fees.

16.4 In presenting software licensing fees, the Vendor should:

16.4.1Explain all factors that could affect licensing fees.

16.4.2

Make clear what type of license is offered for each price [for example and not limited to): enrollment based, budget based, named user, concurrent user, installed copies, and/or processor-based].

16.4.3 Indicate which product versions are included in the proposal.

16.4.4 Make clear the extent of any implementation services that are included in the license fees (i.e.,

of 23

installation, configuration, and training).

16.4.5 Identify whether the licensing is perpetual or subscription-based.

16.5

To the extent possible, Vendors shall show any applicable discounts separately from the prices for products and services. The City prefers that Vendors provide separate prices for each item in the proposed solution. However, the Vendor is also encouraged to present alternatives to itemized costs and discounts, such as bundled pricing, if such pricing would be advantageous to the City. The Recreation and Golf Divisions, DOTComm, and the City of Omaha reserve the right to pursue direct purchase of all items and services proposed, as well as to obtain independent financing.


DOTComm & City of Omaha Recreation and Golf17.0 Contract

YES NO Comments

17.1

The Vendor understands that if this contract goes to court, it will be litigated in Nebraska.

17.2

The Vendor understands that the laws of the state of Nebraska take precedence for this contract.

17.3

The Vendor understands that milestones and tasks are to be completed according to a Vendor supplied project plan, and the plan requires consensus and signoff between the Vendor, Users, and DOTComm Project Manager (for the PMO) and Service Manager.

17.4

The Vendor understands that the Vendor provided project plan prioritizing the tasks and schedule associated with the implementation and deployed will be agreed to and signed by the Vendor, DOTComm and User.

17.5The Vendor understands that if something is not specified, the RFP and Appendix A are the source documents.

17.6The Vendor shall acknowledge the following warranty items and periods:

17.6.1

Vendor represents and warrants that for a period of one (1) year after effective date of “go live”, the services will fully comply with the specifications and requirements and all applicable Federal, state and local laws and regulations. During this warranty period, the Vendor shall promptly either repair or replace any defective service at no additional charge to the City.

17.6.2

Vendor represents and warrants that the solution, application, software, productions and services will be free of viruses, Trojan horses, worms, time bombs, malware and other destructive or disabling

of 23

devices.

17.6.3

Vendor represents and warrants that the documentation is current, complete and accurately describes the services and software in all material respects, and enables users of the services to fully utilize the services for all purposes for which it is being acquired by the City.

17.6.4

Vendor represents and warrants that it owns or has the right to license all the intellectual property rights necessary to grant any applicable licenses in the services.

END OF REQUIREMENTS AND SPECIFICATIONS APPENDIX A

of 23

· web viewfor mass refund transactions (refunding fees for multiple customers), users can refund...

Documents