1-RFP 250268 Solicitation Documents.pdf

The City of Wichita is a leading-edge organization serving a dynamic and inclusive community.

City of Wichita 0 RFP #250268

(______________) Published on the City’s Website wichita.gov/legalnotices, Wednesday, September 10, 2025

REQUEST FOR PROPOSAL NO. – 250268

Sealed Request for Proposal will be received in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, prior to 10:00 O'CLOCK A. M., FRIDAY, OCTOBER 24, 2025.

Electronic submissions are requested. One (1) electronic copy of the proposal is required.

Proposals are to be submitted through the City’s procurement website (“Procurement Portal”), Euna Solutions – Bonfire (Bonfire) https://wichita.gov/procurementportal using secure login/password for:

Park and Recreation Department/Golf Division Golf Point of Sale – Tee Sheet System

City of Wichita

AS PER SPECIFICATIONS

F.O.B.: Wichita, KS

Specifications for the sealed proposals are on file in the office of the City Purchasing Manager, 12th Floor, City

Hall, 455 North Main, Wichita, Kansas, (316) 268-4636. This information is also available on the City of Wichita

Web Site at wichita.gov/procurementportal.

Sealed proposals shall be received (electronically as stated) in the office of the City Purchasing Manager prior to 10:00 o’clock a.m., Friday, October 24, 2025.

The review and evaluation of the submitted Proposals will take estimated 60 to 90 days before notification from the City of Wichita that a contract has been approved by City Council. If the Purchasing Division may be of further assistance, please contact us at (316) 268-4636.

Dated at Wichita, Kansas, on the 10th day of MONTH, 2025.

Josh L. Lauber, MBA, CPSM

Purchasing Manager https://www.wichita.gov/legalnotices https://wichita.bonfirehub.com/

City of Wichita 1 RFP #250268

CITY OF WICHITA

FINANCE DEPARTMENT/PURCHASING DIVISION

455 N. MAIN ST, 12TH FLOOR, WICHITA, KS 67202

PHONE: (316) 268-4636

PURCHASING@WICHITA.GOV

WICHITA.GOV/PURCHASING

WICHITA.GOV/PROCUREMENTPORTAL

REQUEST FOR PROPOSAL #250268

Golf Point of Sale – Tee Sheet System – Park and Recreation Department/Golf Division City of Wichita

September 2025

PROJECT DEFINITION

The City of Wichita’s Golf Division seeks a comprehensive Point of Sale (POS) system that supports multi-course tee time scheduling, customer management, and inventory tracking. The system must offer full integration with payment processing, CRM tools, reporting dashboards, and support for tournaments, loyalty programs, and communication tools. Additional requirements include mobile accessibility, API integrations, offline functionality, robust security compliance, and vendor-provided onboarding, data migration, and 24/7 support.

The selection of the consulting firm by the City’s Staff Screening and Selection Committee will be based on several factors, including: (1) Checklist (Section III. Scope of Services; E.) (10%), (2) Proposer Experience and Resources (Section III. Scope of Services; G.) (10%), (3) Functional and Technical Requirements (Section XI. Appendices; Attachment B) (15%), (4) Proposers Hardware and Software Requirements (Section III. Scope of Services; H.) (10%), (5) Customer Support and Warranty/Maintenance (Section III. Scope of Services; I.) (15%), (6) Training and Documentation. (Section III. Scope of Services; J.) (10%), (7) Costs (Section III. Scope of Services; L. Costs) (15%), and (8) Minimum Qualifications and Mandatory Elements (Section IV. Proposal Terms; E and F.) (15%).

If you have questions, please email them to the City’s project manager Chris Haislett, chaislett@wichita.gov no later than 5:00pm September 19, 2025. Questions must be submitted via email, and they will be answered through an addendum made available to all interested parties.

Tentative Schedule

RFP Released September 10, 2025

Questions Due Via Email September 19, 2025 5:00pm CT

Questions Answered Via Addendum October 1, 2025

Proposals Due October 24, 2025 10:00am CT

Evaluation November 2025

Project Awarded (tentative) January 2026 mailto:Purchasing@wichita.gov https://wichita.gov/PURCHASING https://wichita.gov/procurementportal mailto:chaislett@wichita.gov

City of Wichita 2 RFP #250268

Table of Contents

I. OVERVIEW AND SUMMARY

A. Current Environment:

B. Volumes:

II. PROJECT OBJECTIVES

III. SCOPE OF SERVICES

A. Introduction:

B. Functional Specifications of the Proposed Golf Point of Sale – Tee Sheet System:

C. Value Added Service and Options of the Golf Point of Sale – Tee Sheet System:

D. Mandatory Technical Requirements:

E. Checklist:

F. Proposer and Subcontractor Information:

G. Proposer Experience and Resources:

H. Proposers Hardware and Software Requirements:

I. Customer Support & Warranty/Maintenance:

J. Training & Documentation:

K. Scope of Work:

L. Costs:

IV. PROPOSAL TERMS

A. Questions and Contact Information:

B. Proposal Submission:

C. Evaluation Criteria:

D. Tentative Schedule:

E. Minimum Respondent Qualifications:

F. Mandatory Elements:

G. City of Wichita Responsibilities:

H. Debriefing:

I. Challenges and Protests:

V. CONTRACT PERIOD AND PAYMENT TERMS

VI. INSURANCE REQUIREMENTS

VII. GENERAL SPECIFICATIONS:

VIII. SOLICITATION RESPONSE FORM

IX. REQUEST FOR PROPOSAL CONDITIONS CERTIFICATION (SUBMITTAL LETTER)

X. APPENDICES: ATTACHMENT A – IT TECHNOLOGY AGREEMENT TEMPLATE

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XI. APPENDICES: ATTACHMENT B – FUNCTIONAL AND TECHNICAL REQUIREMENTS MATRIX

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I. OVERVIEW AND SUMMARY

The City of Wichita is the largest city in Kansas with a population of approximately 397,000 and is the seat of Sedgwick County. As of May 2024, the city’s total land area was approximately 167 square miles. Major highways, including the Kansas Turnpike (I-35), Interstate 135 and U.S. 54 (Kellogg Avenue) link the City with a large trade area that encompasses a population of more than 1.1 million people within a 100 mile radius. The City of Wichita employs approximately 3,100 employees providing a full range of municipal services, including police and fire protection, parks and recreation programs, libraries, public housing, municipal transportation, airports, water and sewer utilities, general administration, and other services.

Information regarding the City of Wichita can be found at wichita.gov. The legislative body of the City consists of a six member City Council, elected by district, and a full time Mayor elected from the City-at-large. The Council members and the Mayor serve four-year terms overlapping. The Council and Mayor establish general policies, which are executed by the City Manager.

A. Current Environment:

Currently the City of Wichita Golf Division uses Club Prophet Systems Software. The software is used to navigate the following processes, but is not limited to:

• Point of Sale system for all pro shop and snack bar transactions

• Credit card processing

• Tee time booking engine for four courses

• Membership management and membership payment processing

• Manage customer accounts including notes, credits, rainchecks, records, etc.

• Inventory management and cost tracking

• Online event registration and payment

• Online gift card sales

• Marketing tools such as email lists, tee sheet texting, and post round surveys

• Employee permissions and transaction tracking

• Reporting to track key data points

B. Volumes:

This section contains selected current and future (projected) volume information for sizing the computing, network, and business resource requirements of the new system, the system(s) upon which an application will be based, the related infrastructure, and the resources to support and maintain the system or application. The volumes, provided by City personnel, are approximate and are included to provide prospective Proposers with information to gauge requirements. However, the proposed systems should be readily expandable or field upgradeable. The proposed systems should be sized to meet the performance standards for the projected volumes plus a margin for unexpected volume growth.

In 2024, the golf courses recorded the following number of rounds and revenue:

• Total Rounds: 180,737

Auburn Hills 47,048

Tex Consolver 47,469

MacDonald 41,311

Arthur B. Sim 44,909

• Total Revenue: $6,664,355 https://www.wichita.gov/

City of Wichita 5 RFP #250268

Auburn Hills $1,492,942

Tex Consolver $1,291,226

MacDonald $1,122,688

Arthur B. Sim $1,021,794

Memberships and Online Sales

$1,735,705

We currently have nearly 100 staff members that have access to the system with varying permissions.

Our current customer database has over 50,000 accounts with an average of 1,700 membership accounts.

II. PROJECT OBJECTIVES

The purpose of the proposal is to demonstrate the qualifications, competence and capacity of firms seeking to provide services specified herein for the City of Wichita, in conformity with the requirements of this Request for Proposal. The proposal should demonstrate the qualifications of the firm and the staff to undertake this project. It should also specify the proposed approach that best meets the Request for Proposal requirements.

The proposer must address each of the service specifications under the Scope of Services.

The City’s overall project goals include the following:

• Replace current system with a new system that successfully performs all current business processes and implements best practices.

• The system will integrate with other City applications and interface with our third-party providers through standard techniques.

• The product will be supported by the proposer, easily configurable and upgradeable, meeting City’s business needs for the foreseeable future.

• The system will be based on current technology and proposer will have a well-defined enhancement strategy.

• Enhance operational effectiveness by making more timely, accurate and complete information available to citizens, the Mayor, City Council, City Manager and other City personnel.

• Utilize information technology to improve service to the community.

• Increase productivity by eliminating redundancy and unnecessary tasks.

• Improve management and public policy decision making by increasing the ability to analyze data.

• Allow for continuous upgrades of technology to support current and future core functional needs.

• Utilize and manage technology in a cost-effective manner.

• Increase operational effectiveness via improved system training.

• Enhance internal and external communications through the use of information technology and improved business processes.

• Provide appropriate staffing levels to effectively manage and utilize new information systems.

• Provide quick response to respond to Council mandates and regulatory constructs within a timely manner.

• Improve sharing of information between City and external agencies.

Proposer responsibilities for this project include the following:

The Proposer shall supply:

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• Comprehensive, entity relationship diagrams, and data dictionary during implementation.

• Support solution with regular releases/upgrades and service desk support within an annual maintenance and support agreement.

• A product solution with zero or minimal modifications rather than a custom developed solution or extensive product customization.

• The City will consider a hosted solution or a self-hosted solution. Either approach shall include a contingency solution in case of internet connection disruption.

• Detailed breakdown of all costs required for the successful implementation and ongoing operation of the proposed solution.

• The City will provide the following: If the solution is self-hosted or hybrid, the City will provide virtualized servers within our environment that allow for the application to communicate with Golf Point of Sale workstations at all courses.

• The City provides standard computer hardware and associated peripherals at all courses, running the latest version of Microsoft Windows. If custom hardware is necessary, then it must be specified in Section III. SCOPE OF SERVICES; H. Proposers Hardware and Software Requirements.

• The City provides networking at all our facilities to support the computer hardware and peripherals located at all courses.

III. SCOPE OF SERVICES

A. Introduction:

The City of Wichita, Kansas (“City”) invites your company to submit a written proposal to provide a comprehensive, fully integrated Golf Point of Sale-Tee Sheet System specifically designed for government agencies, including delivery, installation, integration, customization, data conversion, training, documentation, and support and maintenance. The City is seeking a proven system that is in operational use by at least three other municipalities, preferably similar in scope of the requirements and size of the City of Wichita, Kansas. Proposers are to propose a fixed cost solution based upon the City’s requirements. The City requires a prime Proposer, or systems integrator, to act as a prime contractor legally and financially responsible for all implementation services of proposed solution.

The software and hardware and/or application should efficiently support the City’s projected volume in Section I. OVERVIEW AND SUMMARY; B. Volumes.

The proposal should clearly demonstrate how the City would be provided with the software, services and support, and any related hardware that will best satisfy the City’s requirements.

The proposal should include:

1. A detailed description of your proposed approach to Business Process Reengineering (BPR) during a discovery phase to be accomplished prior to the commencement of the implementation phase.

Identify the Proposers BPR or subcontractor staff including a description of their experience. Costs associated with BPR services shall be included in the cost proposal. Include a description of the City’s responsibilities during these efforts.

2. Appropriate application software to support the business functions as listed above.

3. All system and network hardware to support the proposed solution including specifications for the main processor or server computer(s) and all related peripherals necessary for the normal operation of the proposed solution, including recommended system printers, drives, and other special, unique, or optional equipment.

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4. All network and security requirements to support the proposed solution.

5. Relational Database Management System (RDBMS) requirements to support the proposed solution.

6. All System and Network software (i.e., operating system) requirements to support the proposed solution.

7. Interfaces available in or through the proposed solution to/from City and external systems.

8. Implementation services, installation, configuration, data conversion, training services and integration of existing systems and support for remote users.

9. Maintenance, knowledge transfer, and support services for the proposed systems.

This Request for Proposal (RFP) states the overall scope of services desired, procurement terms and conditions, specific hardware and software requirements as well as Proposer experience and qualifications to be provided. The following sections are provided to assist in navigating the requested scope of services:

Section I. OVERVIEW AND SUMMARY & Section II. PROJECT OBJECTIVES. - Presents a brief background description of the City of Wichita, Kansas and its desired approach to implementing the Golf Point of Sale – System Tee Sheet. This section also contains a brief description of existing systems and networks installed within the City.

Section III. SCOPE OF SERVICES; A. Introduction -E. Mandatory Technical Requirements - Provides instructions to Proposers for responding to the detailed Business Functional Requirements, including the City’s General and Technical Requirements.

Section III. SCOPE OF SERVICES; F. Checklist – L. Scope of Work – Requires Proposer responses including company background and qualifications, specifications and capabilities of proposed systems, and services to be provided.

Section III. SCOPE OF SERVICES; M. Costs - Requires Proposer responses for proposal cost information.

Section IV. PROPOSAL TERMS. - Provides the rules of preparation for the proposal.

Appendices. - Includes the City’s IT Technology Agreement template and the Criteria Evaluation Matrix.

Your response should clearly detail how the hardware, software and services that you are proposing can best satisfy the City’s requirements. The City requires a comprehensive solution with a prime contractor with legal and financial responsibility for all hardware, software, installation, integration, implementation, and support and maintenance services. One consolidated response with all cost items included in the cost summary shall be submitted. The prime contractor shall be the sole point of contact for the City with regard to contractual matters.

To ensure a fair and objective analysis of all proposals, the submitted proposal must follow the rules stated within this section and the format established within this RFP.

Failure to comply with or complete any portion of this request may result in rejection of a proposal.

City of Wichita 8 RFP #250268

B. Functional Specifications of the Proposed Golf Point of Sale – System Tee Sheet:

Through this RFP, the City intends to accomplish the acquisition, installation and implementation of a commercially available and proven Golf Point of Sale – System Tee Sheet. The City requires that a single Proposer, or systems integrator, propose the solution including the acquisition, installation, and implementation of Golf Point of Sale – System Tee Sheet itself. Subcontractors may be used for portions of the project, and it is required that the selected Proposer, or systems integrator, and any subcontractors will provide complete and comprehensive system implementation services, including data conversion, installation, training, software modification, custom development, support, and maintenance as required.

Tee Time, Scheduling, and Golf Operations

• Be able to take a tee time in the clubhouse and online, while identifying the customer type and applying the appropriate rate, in real-time.

• Must have multi-course capability.

• Ability to view any course's tee sheet from any golf course location.

• Ability to apply a schedule block daily, hourly, monthly, or annually.

• Must be able to track golf cart numbers from the tee sheet.

• Must have a Starter or Marshal portal to access from an iPad.

• Set tee sheet rates by time of day, holiday, location.

• Ability to take rain checks.

• Waitlist Management for Tee Times.

• Dynamic Pricing Engine.

• Weather Integration.

Sales, Payments, and Transactions

• Fully integrated with the credit card processing system.

• Must be able to sell, track and redeem gift cards through point of sale and online.

• Must be able to take ACH payments.

• Ability to add multiple sale items to a transaction, including green fee from the tee sheet.

• Ability to apply products and service credits to customer accounts.

• Must be able to create package items in sales transactions.

• Quick Sale screen with most popular buttons easily accessible.

• Ability to code rates to appropriate/designated financial accounts, including splitting rates.

• Invoice capability for customer accounts.

• Apply credit to tournament accounts.

• Set up quotes for golf tournaments and special events and take deposits for both.

• Must have employee login with pin numbers for tracking transactions.

• Offline Mode Support.

Inventory Management

• Must have food and beverage inventory capabilities.

• Must have merchandise inventory capabilities.

• Must have beverage cart inventory capabilities and mobile POS capabilities.

Customer Management & Memberships

• Full CRM capabilities.

• Must be able to maintain membership base, automatically identify the customer age to place them in the appropriate membership.

• Ability to have both couple members under one account to easily manage a membership with automation features.

• Must have a customer sales history.

• Ability to export all customer and membership information from legacy system. The company would be responsible for the integration.

• Loyalty/Rewards Program Support.

• Customer Feedback Collection.

City of Wichita 9 RFP #250268

Tournaments, Programs & Events

• Must have online registration capabilities for tournaments, lessons, and programs.

• Set up quotes for golf tournaments and special events and take deposits for both.

• Ability to have credit/prize funds for tournaments awarded to customers through software.

Marketing & Communications

• Email marketing required, texting capabilities preferred.

• Customer Feedback Collection (also applicable under CRM).

• Automated win-back email/text to customers

Reporting & Analytics

• Custom Report Builder.

• Real-Time Dashboard.

• Historical Data Analysis Tools.

• Ability to track and report sales by location, time period, employee, product, etc.

Security, Compliance & User Access

• PCI Compliance Certification.

• Role-Based Access Control (RBAC).

• Audit Trail and Transaction Logs.

• Must have employee login with pin numbers for tracking transactions.

• Data privacy compliance for customer information (optional based on City IT policy).

Integrations & Technical

• API Availability for third-party integrations such as usage of RESTful APIs (JSON).

• Ability to export revenue tied to currently established to GL codes.

• Integration with Time & Attendance Systems.

• Migration Services for Historical Data.

• Provides credit card processing platform.

Vendor Support & Implementation

• Onsite Training and Onboarding Services.

• 24/7 Technical Support with SLAs.

• Company responsible for data integration from legacy system.

C. Value Added Service and Options of the Golf Point of Sale – Tee Sheet Systems:

• Required o Migration Plan o Communication Plan o Training and Acceptance Plan o Termination Plan o System Interfaces o Data Conversion Services o Maintenance and Support for Interfaces with to external systems or organizations o Application Hosting/ASP (Application Service Provider)

• Electronic Payment Requirements/Details o The Proposer shall provide a full list of payment processors/integrators compatible with the software solution (including merchant account information if applicable), along with the following information from each payment processor/integrator:

▪ Whether the Proposer has a preferred/exclusive relationship with the payment processor.

▪ The standard payment hardware/terminal model information used by the software solution.

▪ The cost of the payment hardware/terminal, such as monthly rental costs and the cost to purchase the equipment outright.

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▪ Explain how the payment hardware/terminal interfaces with the software solution (such as through a USB interface with the software solution, or via Ethernet directly to the payment processor’s communication endpoint).

▪ List of payment card network compatibility.

▪ If available, furnish the average cost of processing with the payment processor

(particularly if software solution has a preferred/exclusive relationship), including fees, rates, and interchange (tiered or cost plus), such as:

• Monthly acceptance fees, dues, and assessments from the card networks that are applied by the payment processor to the merchant account

• Whether the payment processor uses tiered pricing or interchange plus (also known as “cost plus” or “pass through”)

• Applicable processor costs, such as interchange markup and/or fixed fees per transaction

D. Mandatory Technical Requirements:

The following are mandatory technical requirements that the Proposer must meet for the proposal to remain eligible for consideration. You must clearly show that your product or service meets these mandatory technical requirements, or your proposal will be rejected as non-responsive. The City requests a one-page or appropriate-length document as part of your proposal response, to clearly show compliance to these mandatory technical requirements. The RFP Coordinator may choose to determine mandatory technical requirements by reading that single document alone, so the submittal should be sufficiently detailed to clearly show how you meet the mandatory technical requirements without looking at any other material. Those that are not clearly responsive to these mandatory technical requirements shall be rejected by the City without further consideration:

• If the proposed solution is hosted, then the solution must maintain compliance with industry-accepted cybersecurity frameworks, including SOC 2 Type II or ISO/IEC 27001.

• The proposed solution must be encrypted data at rest and in transit using modern encryption standards, such as TLS 1.2, AES-256 or higher.

• PCI Compliance: The Proposer must provide certification of compliance with all current Payment Card Industry (PCI) standards.

• The proposed solution must adhere to and comply with all PCI Data Security and Payment Application Data security standards (PCI DSS and PA-DSS respectively) and PIN Transaction Security (PTS) including following of all technical guidelines for Stored Payment Card Data, PCI Data Storage, and protecting Stored Payment Card Data.

• The proposed solution must be able to accept Credit/Debit Card Payments using Web API / Web Service and hosted bill payments.

• The proposed solution must be able to establish recurring payments for credit cards, debit cards, and ACH.

• The proposed solution must be able to authorize credit/debit card transactions real-time.

• The proposed solution must be able to validate ABA routing and transit numbers for ACH payments real time.

• The proposed solution must be able to provide payment data files (lockbox) that includes user defined data.

• The proposed solution must be able to transmit payments details to the bank.

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• The proposed solution must be able to provide credit/debit card processing utilizing the City’s preferred gateway, processor, acquiring bank, and settling bank.

• The proposed system must offer exceptional customer service options through online service offerings/information, payment options, issue tracking, maintenance, etc.

• The proposed solution must have current best practice interface options such as API and/or Web Services.

• The Proposer must provide validation of any claimed certifications related to the proposed solution.

E. Checklist:

The following checklist has been included to ensure Proposer compliance to the required RFP responses. Please indicate whether each item specified is included in your response and cross-reference to the page where the item is located.

Item Included

Y/N Proposer Proposal

Page Reference

Audited Financial Statements

Reference List

High-level System Architecture

Technical Brochures

Documentation Table of Contents

Description of capability to deliver requirements

Implementation and Training Plan/Schedule

Communication Plan

Migration Plan

Resumes

Task/Hours Schedule

Outlines for Training Course(s)

Section IV Proposer Response of this RFP

Section V Costs of this RFP

Any exceptions to the City’s IT Technology Agreement Template in Appendix A

Appendix B – Functional and Technical Requirements Criteria Matrix

If any of the requested items are not included, please explain the reason. Proposals may be rejected if any requested item is not completed and submitted.

F. Proposer and Subcontractor Information:

This section must be completed for each Proposer and all subcontractors included in the proposal.

Proposer or Subcontractor:

City of Wichita 12 RFP #250268

Company Name

Local Address

Headquarters Address

Company Web-site Address

List of all products or services to be provided.

Contact Representative(s)

Name Title Telephone and Email

Address

Company Information:

How many years has the company actively provided comparable e-government systems and solutions to state and local government?

Which office will serve the City of Wichita?

How many years has the office, which will service the City, been operational?

How many employees does the company have?

Nationwide :

Personnel in State and Local Government Services :

Office serving City :

Support personnel in office serving City :

G. Proposer Experience and Resources:

Provide a reference list for the three (3) most similar sites which use similar hardware configurations and software applications proposed by the Proposer/systems integrator. Specify sites in which subcontractor applications included in this proposal are currently interfaced or integrated with the prime solution. Include the following:

• Name, Address, Contact, Title, Phone Number, and Email.

• Approx. Number of Employees/Operating Budget/ Population of Jurisdiction.

• Operational Applications (Product Name & Version Number/Install Date).

• Type of System Installed (Hardware, DBMS, OS).

• Type(s) of Service Provided

• Existing interfaces with other applications in this proposal (Y/N).

• Contract Amount in total dollars for implementation of the proposed solution.

• Final actual cost for the implementation of the proposed solution.

• Scheduled Start and End Dates of the Implementation.

• Actual Start and End Dates of the Implementation.

• What was the Proposer’s annual gross revenue and net profit as a percent of sales for the previous three (3) fiscal years?

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Proposer: Annual Gross

Net Profit as a Percent of

Sales

Fiscal year 2024 $ %

Fiscal year 2023

Fiscal year 2022

• Provide a copy of the company’s last two years financial statements). Indicate attachment name/number. The financial statements for the Prime Proposer shall include the Balance Sheet, Income Statement, Statement of Consolidated Income, Statement of Changes to Cash Flows, and Changes to Shareholder Equity.

• Provide at least one bank reference.

Bank Name_____________________________________________________________________ Contact ________________________________________________________________________ Address _______________________________________________________________________ Phone ________________________________________________________________________

• Provide Dun & Bradstreet Number

• Attach resumes showing professional experience and educational qualifications of personnel that will be assigned directly to the project team. Indicate the experience, in years, with state and local e-government system and services implementation and project references.

H. Proposers Hardware and Software Requirements:

1. Proposed Solution Architecture Provide a detailed description, and attach appropriate diagrams, of the overall proposed solution architecture that clearly illustrates and addresses the following:

• All proposed hardware (e.g., servers, end user devices, peripherals, etc.).

• All software (e.g., application software, RDBMS, client software, etc.) components (including other Proposer or third party applications) and their interrelationships.

• Recommended configurations for Golf Point of Sale and Tee Time systems and services.

• Security features and configurations required for Golf Point of Sale and Tee Time systems and services (i.e., firewalls, DMZ, etc.).

• The proposer must detail all network and security configuration requirements, including any applicable firewall configuration, SSL certificate issuance/usage, and data isolation practices.

• If possible, the proposer must provide a security hardening guide or configuration baseline for the solution.

• Describe the methodology to be used in measuring application availability.

• Describe the methodology used to monitor application response time, under what conditions the stated response times will or will not be met, and the remedies for the City if they are not met. Also specify the minimum system configuration (processor, workstation, etc.) you require to meet acceptable response times.

• Describe your approach to archiving and/or maintaining online up to 5 years of information.

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• Are you offering Application Service Provider (ASP), Software, Infrastructure, or Platform as a Service (SaaS, IaaS, or PaaS) services as an alternative solution? If so, please provide a description of these services and a description of how these services would be implemented given the information provided in this RFP. Include any factors that would limit the City’s ability to operate via an ASP/SaaS/IaaS/PaaS alternative. Also include all costs associated with your proposed ASP/SaaS/IaaS/PaaS offering in Section V. Costs.

• If you are offering Application Service Provider (ASP), Software, Infrastructure, or Platform as a Service (SaaS, IaaS, or PaaS) with your software solution, then any applicable certification of controls (such as FedRAMP) shall be provided.

• If you are offering Application Service Provider (ASP), Software, Infrastructure, or Platform as a Service (SaaS, IaaS, or PaaS) with your software solution, then please provide your uptime Service Level Agreement, and a comprehensive disaster recovery and business continuity plan.

2. Related Hardware and System Software

This section pertains to the procurement of the proposed Golf Point of Sale – Tee Sheet Systems central processor(s), new peripheral devices and requisite system software as required based on the selected Proposer’s approach. Proposers must recommend all hardware, software, peripheral devices, and cabling necessary for the normal operation of the proposed system(s). The City is responsible for the local area network and cabling however the proposer should make recommendations to achieve optimum performance. Proposers should review Section II, and specify whether the existing City servers and end-user hardware and peripherals are compatible and can be used with the proposed system.

All hardware components are to be specified by the Proposer including, but not limited to, recommended manufacture, model, description, and proposed specification. The City requires that all hardware specifications be fully compatible and proven with the proposed solution.

The Proposer shall provide a complete list of all payment processors/integrators that are compatible with the software solution, and provide the model information of any applicable payment terminals, how the payment terminals interface with the software solution (such as direct communication to payment network via Ethernet, or through the software via a USB connection), along with an estimation of cost when payment terminals are leased or purchased outright (if possible).

The City requires that system software is considered state-of-the-art technology and represents the most current version in production at the time of installation.

List all system software proposed or available with the system. Include all system software necessary to operate the proposed hardware components. Indicate by a letter code "I" if the software is included in this proposal, or letter code "O" if optional with this system. For those coded "I" or “Included”, all costs should be identified in the Proposer’s Cost Proposal (Section III.J. Costs).

Respond to the following questions or requests regarding functionality and features of the proposed system:

a. To what level of access can the system be restricted?

• Functional User Groups .............................................................................. Y / N

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• Application/Menu Item ............................................................................... Y / N

• Transaction/function type (e.g. inquiry, update) .......................................... Y / N

• Each data field ........................................................................................... Y / N

b. Is the above security implemented by means of the operating system, DBMS, or in the application programs? Explain.

c. Does the system log transactions by:

• Terminal ID / IP Address ............................................................................. Y / N

• User ID ...................................................................................................... Y / N

• Dept. ID ...................................................................................................... Y / N

• Other (Explain) ........................................................................................... Y / N

d. What are the system’s capabilities to detect and log unauthorized access attempts?

e. Describe security and control features that will prevent unauthorized access to the system.

f. What data is encrypted in the proposed solution and to what level / standard?

g. What systems are used within the proposed solution to accept cardholder data?

h. How is sensitive data (e.g. credit card, SSN, etc.) data stored and access to such data controlled?

i. If required during a processing procedure, system restart should not necessitate beginning the entire procedure again. Specifically discuss system restart in this context and describe system integrity features that will prevent data or control problems during system failure/restart procedures.

j. Describe system’s ability to queue jobs for unattended processing.

k. Are all system functions (inquiry and update) available during backup? Explain.

l. Fully describe the backup approach including Proposer recommendations, and explain any restrictions on access or system functions during this process.

m. Describe all disaster, data recovery, and business continuity capabilities available in the proposed solution.

n. Describe all circumstances under which the system is unavailable to users.

o. Describe all networking requirements including those required services or processes requiring access via specific ports as well as all firewall, routing and switching considerations as associated with the proposed solution.

3. Application Software The City requires that the Proposer identify the application packages proposed. The Proposer should provide the following information for each application:

a. Describe the features of all proposed applications in the proposed solution that support functions for Golf Point of Sale and Tee Sheet System. Also include a brief description of sites where these features have been implemented and are currently in use.

City of Wichita 16 RFP #250268

b. What approach will the Proposer take in order to determine the modifications necessary to its standard packages to meet the requirements of the City? Describe how any required customization would be handled.

c. Are software fixes found at other sites provided to the City at no charge?

d. Describe the tasks required for the City following a new release/major redesign of an application.

e. Describe the upgrade installation process including City staff roles and typical timelines.

f. Describe your policy for installing new releases.

• Frequency (Include currently planned schedule for new releases).

• Are upgrades/new releases included in maintenance costs?

• Is data conversion assistance provided? Describe approach and any additional costs.

• Is new documentation supplied with each release or upgrade? If so, describe.

• Describe approach to and any related additional training costs for new releases.

• Describe approach for providing release installation assistance and any additional costs.

g. How long is maintenance continued for an old release? (Months)

h. How will the City be notified of new system releases and updates?

i. Is there a regional user group? If so, please provide contact information for information and reference.

j. Describe what type of system modifications or configuration items can be performed without affecting system source code. Are system modifications maintained after an upgrade?

k. Describe the proposed solutions capabilities for the following:

• Interoperability with third-party applications (including, at minimum, MS Excel, MS SQL, Oracle, other).

• Ability to integrate third party applications into the menu structure.

• Ability for user to customize forms and menus.

• Graphical user interface capabilities.

• Ability to customize bill print data files and forms

• Ability to develop, maintain, and manage automated Workflow processes including reassignment activities and actions

• Ability to integrate or interface with third party applications/solutions (ideally using RESTful APIs) including any constraints, limitations, or specific/special requirements the proposed solution may have. Please identify any third party applications you successfully interface with. Include the third party company name and their specifications/requirements.

l. Is the application software cloud-based, hybrid, or hosted on-premises?

m. Is the application 32, 64, or 128-bit?

n. Does the proposed DBMS provide SQL capabilities? .......................... Y / N

o. Is the DBMS ODBC compliant? ........................................................... Y / N

p. Does the DBMS provide a data dictionary that is integrated with all tools supplied for application development and ad hoc database access? ...................... Y / N

q. Does the DBMS provide its own scripting language? ........................... Y / N

r. Does the DBMS support a Microsoft Windows interface? .................... Y / N

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s. Does the DBMS include a fourth generation language? ...................... Y / N

t. Does the DBMS include an activity-monitoring feature to maintain statistics on performance, disk I/O, index usage/non-usage, etc.? .......................... Y / N

u. Does the DBMS include record locking techniques for concurrence control? Y / N

v. Does it provide the capability to selectively journal any or all database transactions to an audit trail file? .................................................................................. Y / N

I. Customer Support & Warranty/Maintenance:

1. Proposed Services - Complete the warranty and maintenance matrix below based on the proposed approach. For services proposed within the matrix include all costs in the Section V. Costs of this RFP as appropriate.

Complete one (1) matrix per Proposer or other hardware/software company offering warranty/maintenance services.

Proposer or Other Company Name: _______________________

Response (Application

Software)

Response (Hardware)

What is the length of the warranty (months)?

Does warranty begin from installation or acceptance?

What are the hours of warranty coverage (e.g., Mon-Fri 7:30 a.m.—5:30 p.m.)?

What are the hours of maintenance coverage (after the warranty expires)?

Warranty/Maintenance Services:

• Telephone Support (Y/N)?

• Remote Support (Y/N)?

• Normal hours of support operations (Central Time Zone)?

• Extended/Emergency hours support operations (Central Time Zone)?

• Toll Free “800” number (Y/N)?

• Remote software diagnostics (Y/N)?

• Remote software updates (Y/N)?

• Updates and enhancements included (Y/N)?

• How often are enhancements provided?

• User group membership (Y/N)?

• Newsletter (Y/N)?

Service/support response time (hours)

• Via telephone or email

- Average

- Guaranteed

City of Wichita 18 RFP #250268

Proposer or Other Company Name: _______________________

Response (Application

Software)

Response (Hardware)

• On-site

- Average

- Guaranteed

2. Further describe your proposed customer service & warranty/maintenance services.

3. Will you guarantee a fixed maintenance cost for the software and any configuration changes? If so, indicate number of years.

4. List any exceptions or limitations to your proposed warranty/maintenance services for the software as indicated within the matrix.

5. List additional services provided for at no additional cost to the City.

6. Describe available services/programs in addition to those proposed within the matrix. Also include associated costs as appropriate:

7. Is the warranty and maintenance for system software different from hardware? (Y/N) If so, explain.

8. Describe the service coverage provided under the warranty period.

9. Describe the level of service and responsiveness that the Proposer commits to providing the City.

10. Describe the qualifications, experience, and technical expertise of the Proposer’s Customer Support staff.

J. Training & Documentation:

1. The City expects all training to be relevant specifically to government and to be modified to include BPR, quality control, best practices and agreed upon standard operating procedures. All users are expected to be thoroughly trained, certified and evaluated to accomplish specific job duties and to have substantial knowledge and skills to operate and maintain the proposed solution. All classes should have agreed upon curriculum with assessment tests, hands-on-exercises to be provided before, during and after all said classes including suggested follow-up materials and CBTs.

Materials developed in this process will be maintained by the Proposer and provided in full to the City with customizations for exercises, testing, online help and follow-up material. Areas of training to be developed in conjunction with the project plan should include but not be limited to:

• Pre-Implementation: Golf Point of Sale – Tee Sheet Systems technical training

• Pre-Installation: User training per module

• Implementation: Helpdesk, online help customization, On-the-job (floor) training

• Post-Implementation: Refresher and cross-over training.

2. Describe how your proposed training and implementation services will meet these objectives.

3. Describe your training approach/methodology.

4. Provide any pertinent details, limitations, exceptions concerning the services offered for training.

5. Attach and clearly identify a list or catalog of optional classes or training available but not included in this proposal.

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6. Identify and describe your online training courses and online evaluation tests provided.

7. Identify your customized training for government entities and your approach to customized training needs identified in the business process reengineering activities during implementation.

8. Do you provide maintenance of training materials and curriculum online?

9. What additional training may be provided?

10. What additional training is offered post-implementation?

11. What cut-over training services will be provided per application module?

12. What are the Knowledge Management capabilities of your software?

13. Describe each Training Service offered; total hours to be provided for each, allowed number of attendees, and the associated cost for each service.

14. Describe the type of documentation that will be provided.

15. How many copies of the documentation are provided?

16. Is the user permitted to make unlimited copies of the documentation for internal use?

17. Indicate documentation to be provided and number of copies.

Type (i.e., hardcopy/CD) and No. of Copies Comments

Hardware (for each type)

Operating Instructions and Procedures

Trouble-shooting

System and Software Administration

Backup/Recovery

Security

Utility Usage

Other

18. Is the application software documentation available electronically, and if so, in what format?

19. Are on-line documentation and help functions available?

• Context (field specific) ....................................................................................... Y / N

• Screen specific ................................................................................................. Y / N

• Function specific ............................................................................................... Y / N

• Supplied with system ........................................................................................ Y / N

• User defined and maintained ............................................................................ Y / N

20. Attach the published technical brochures for all recommended hardware, peripherals and proposed system software (including speed, capacities, transfer rates, access times, etc.).

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K. Scope of Work:

Using the outline provided below, please provide a proposed Scope of Work including, where relevant and applicable, information, activities, and deliverables for each sub-contractor included in your proposal.

Indicate how each sub-contractor will be integrated into the prime Proposer’s proposed approach.

• Project Background

• Project Scope

• Project Organization o Structure (e.g., Proposer and City teams) o Staffing (e.g., additional staffing and backfill requirements, etc.)

o Roles and Responsibilities (e.g., job description, titles, etc.)

o Other Resource Requirements (e.g., site preparation facilities, electrical, work space, etc.)

• Project Methodology o Phase (e.g., Project Preparation) o Implementation and Task Plans for Project Planning, Business Process Re-engineering, etc.

o System interface strategy o Implementation strategy o Deliverables (e.g., Detailed Project Schedule) o Assumptions (e.g., time required of team members)

• Project Change Control Approach

• User, System, and Performance Acceptance and Technical Testing o Methodology o Document Deliverables o System Software Deliverables (e.g. acceptance testing and approval processes)

• System Go Live Operations o Recommended process for Go Live Operations o Describe support process during Go Live. I.e. onsite support for “x” number of days, remote support and response time guarantees, etc.

o Contingency plan if initial Go Live is not successful.

• Project Schedule o Payment Schedule based on deliverables and/or milestones.

L. Costs:

1. Introduction:

This section contains all one-time and recurring costs for the proposed systems. Proposer’s cost must be fixed priced based on City’s requirements and inclusive of all costs for the proposed system.

All costs must be provided on the following cost tables and must be filled out completely.

• Hardware

• Ancillary Equipment

• System Software

• RDBMS Software/Licenses

• Application Software

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• Other Costs

• Optional Costs

• Total Cost Summary

2. Hardware Costs:

If applicable, list all hardware or equipment required including purchase costs and annual maintenance expense. Also identify PC/terminal emulation and connectivity requirements costs as separate line items for existing PCs. The total dollar figures from this section should agree with the hardware total in the Total Cost Summary.

Component Description Model Qty. Unit Price

Total Purchase

Cost Annual Maintenance

Expense

Total Cost $ $

3. Ancillary Equipment Costs:

List below the recommended ancillary equipment by major application area…