17-037-08 RRS Vendor Questions and Agency Answers.docx

RFP #17-037-08

Reservation & Registration System (RRS) for WI Recreation Facilities Vendor Questions and Agency Answers

1. Q: How many people can attend the Vendor Conference? (Section 1.5) A: We have no limit a number of people who can attend the conference at this time.

1. Q: What are the WIDNR's annual credit card numbers: number of transactions and average transaction amount? (Section 5.8) A: We researched this question and were not able to determine the numbers that are being requested. Vendors will have to prepare their bids based on the information that has been provided in the RFP.

1. Q: Will computer systems and database licensing to store transferred data be provided by the WIDNR? If so, please provide system details. (Section 1.2.2.9) A: Yes, computer systems and database licensing to store transferred data will be provided by the WIDNR. No agency system details are readily available.

1. Q: How many same-day reservations are made annually? Are same-day reservations made only with Park Staff? If not made only through Park Staff, please elaborate on other methods? (Sections 1.2.2.4 and 5.9) A: Currently there are zero same day reservation made annually. The current system does not include any same day reservations. Currently only park staff are able to complete walk-in transactions.

1. Q: Can the WIDNR clarify how response to the RFP should be structured, with Tab 5 requiring an answer to Requirement 5.1 and Tab 6 also requiring a response to Section 5 in its entirety (including 5.1)? (Section 2.4) A: The RFP is being changed as a result of this question. Proposers may follow the original instructions included in the RFP or they may follow the instructions included in this answer. The actual financial stability documents may be submitted together in a separate envelope labeled “Financial Stability Documentation” that is submitted with your written RFP response. They do not have to be inserted into tab 6 of your proposal and only one copy is required. Documents included in your financial stability documentation envelope do not have to be included in your electronic copy of your RFP submission. Your written response to section 5.1 is to be included in Tab 5 and shall indicate what documents have been included in the “Financial Stability Documentation” envelope (or included in TAB 6 if following instructions in the original RFP) that has been included in your RFP submission .

1. Q: Does the WIDNR want an unlimited number of reservations to be made in a single phone call, or is there going to be a specific number? Which need should US eDirect describe here (unlimited reservations or specific number)? (Section 6.2.3.8.7) A: We want systems that can process unlimited reservations in a single call. We reserve the right to change this requirement if needed.

1. Q: Regarding merged database: At what interval would the hunting/fishing licensing data need to be merged? Would a live connection be preferred, or is the merging done in increments? (Section 6.1.2) A: Any data merge would be completed in increments and no live connection would be required. If the agency moves forward with this concept we would not expect to do it any more than on a semi-annual basis.

1. Q: To what extent is the contractor expected to participate in future promotions (facilitate, participate financially, organize, etc.)? (Section 6.2.3.9.4) A: We expect the contractor to support DNR promotions through cooperation and consultation with the Agency so that our program details can be facilitated and supported through the system they provide. We do not expect vendor financial participation in our promotions, nor do we expect the vendor to organize these promotional efforts.

9. Q: 5.1 Financial Stability. If the vendor is a privately held corporation is there another way for us to provide financial statements other than with the submitted proposal? For other proposals we have been given an email address to send the statements or a method to include a separate package for confidential financial statements.

A: The RFP is being changed as a result of this question. See answer to Question 5 above. If financial stability documentation is considered to be confidential information, it should be noted as such on the affidavit of confidential and proprietary information that you submit with your proposal.

10. Q: 6.2.3.11.6. Please clarify whether the statutory $1.00 per reservation fee retained by DNR should be included in the quoted transaction fees, or whether this will be added to the customer-facing reservation fee.

A: The statutory fee is not to be included in the quoted transaction fees you submit with your cost proposal. The actual fee charged to customers will be the amount you include in your cost proposal plus the $1.00 statutory per reservation fee.

11. Q: 6.2.3.2. If no reservation fee is charged to customers making same day reservations, what policies are in place to prevent a customer from making a same day reservation without paying a reservation fee and then immediately changing the dates of the reservation to a future time period?

A: DNR policies only allow changing reservation dates by contacting the reservation call center operators. Changes to reservation dates other than extending a stay can only made by the call center operators and require payment of cancelation fees and new reservation fees.

12. Q: Can companies from Outside USA can apply for this (like,from India or Canada)?

A: Companies headquartered outside the US are not excluded from submitting a proposal, but Per WI Statutes 16.705(1)(r) – we may only purchase contractual services that are performed within the United States.

13. Q: Please tell us whether we need to come over there for meetings?

A: The vendor conference can be attended via conference call or video conference. Other meetings with the awarded contractor will be subject to negotiation.

14. Q: Can we perform the tasks (related to RFP) outside USA (like, from India or Canada)?

A: See answer to Question 12.

15. Q: Can we submit the proposals via email?

A: No.

16 Q: The RFP cover sheet and Section 2.3 of the document both indicate that proposals are due at 11:00 AM Central Standard Time, but August is during Daylight Savings time. Please clarify.

A: The RFP is being changed as a result of this question. All references to the time that proposals are due are now changed to reflect Central Daylight Time instead of Central Standard Time.

17. Q: In section 1.2.2.1 you have: “If conversion/implementation services are required due to a change in contractor from the current vendor, the WIDNR expects delivery of the solution for full system testing no later than July 2018 with all testing completed by November 30, 2018 and expects that the system Go Live date will be no later than December 1, 2018.” But In section 1.9 you have: “December 8, 2018 (tentative) Latest date for Call Center and Internet Go Live”. Which date is correct?

A: The 12/8/18 date is not correct. 12/1/18 is the latest date for call center and internet go live. The final contract will reflect a 12/1/18 go live date.