2-Attachment B Matrix.xlsx
XLSX spreadsheet 57 KB Posted
- Attached to
- Golf Point of Sale - Tee Sheet System
- Solicitation number
- 250268
- Issued by
- Sedgwick County, Kansas
About this file
The document is a Functional and Technical Requirements Matrix (Attachment B) for the City of Wichita, Kansas, specifically for the Park and Recreation Department's Golf Division, seeking a comprehensive Golf Point of Sale (POS) and Tee Sheet System. The matrix details extensive technical requirements across ten functional areas including scheduling and operations, sales and transactions, inventory management, customer management, tournaments and events, marketing, reporting, security, integrations, and vendor support. The requirements outline a need for a sophisticated, multi-course golf management software solution that can handle tee time scheduling, real-time pricing, customer relationship management, payment processing, inventory tracking, and robust reporting capabilities.
The matrix indicates the City requires a system with advanced features such as multi-course functionality, dynamic pricing, integrated credit card processing, CRM capabilities, loyalty programs, online registration, comprehensive reporting tools, and strong security compliance including PCI certification and role-based access controls. The system must support various operational needs including gift card sales, ACH payments, tournament management, customer communication tools, and integration with existing systems. While specific pricing details are not explicitly outlined, the document suggests the City is seeking a comprehensive, technologically advanced solution that can streamline golf course management across multiple locations with sophisticated operational and customer engagement features.
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Other files
| File | Type | Posted |
|---|---|---|
| 1-RFP 250268 Solicitation Documents.pdf |
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Text version
0. Table of Contents
| Appendix B – Functional and Technical Requirements Matrix |
| RFP |
| City of Wichita, Kansas |
| Wichita Public Golf Courses |
Table of Contents
| 01. Scheduling and Operations |
| 02. Sales, Payments and Transactions |
| 03. Inventory Management |
| 04. Customer Management and Memberships |
| 05. Tournaments, Programs and Events |
| 06. Marketing and Communications |
| 07. Reporting and Analytics |
| 08. Security, Compliance and User Access |
| 09. Integrations and Technical |
| 10. Vendor Support and Implementation |
1. Tee Time, Schedule, Ops
| # | Requirement | Included | Modification/Third party tool required | Change to Source Code | Planned for Future Release | Not available | Vendor Notes |
| 1. Tee Time, Scheduling, and Golf Operations | |||||||
| 1.01 | 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 | ||||||
| 1.02 | Must have multi-course capability | ||||||
| 1.03 | Ability to view any course's tee sheet from any golf course location | ||||||
| 1.04 | Ability to apply a schedule block daily, hourly, monthly, or annually | ||||||
| 1.05 | Must be able to track golf cart numbers from the tee sheet | ||||||
| 1.06 | Must have a Starter or Marshal portal to access from an iPad | ||||||
| 1.07 | Set tee sheet rates by time of day, holiday, location | ||||||
| 1.08 | Ability to take rain checks | ||||||
| 1.09 | Waitlist Management for Tee Times | ||||||
| 1.10 | Dynamic Pricing Engine | ||||||
| 1.11 | Weather Integration |
Trade Secrets-Confidential and Proprietary Information -Do Not Disclose Except for Purpose of Evaluating this PRoposal
Trade Secrets-Confidential and Proprietary Information -Do Not Disclose Except for Purpose of Evaluating this Proposal
2. Sales, Payments, Transaction
| # | Requirement | Included | Modification/Third party tool required | Change to Source Code | Planned for Future Release | Not available | Vendor Notes |
| 2. Sales, Payments, and Transactions | |||||||
| 2.01 | Fully integrated with the credit card processing system | ||||||
| 2.02 | Must be able to sell, track and redeem gift cards through point of sale and online | ||||||
| 2.03 | Must be able to take ACH payments | ||||||
| 2.04 | Ability to add multiple sale items to a transaction, including green fee from the tee sheet | ||||||
| 2.05 | Ability to apply products and service credits to customer accounts | ||||||
| 2.06 | Must be able to create package items in sales transactions | ||||||
| 2.07 | Quick Sale screen with most popular buttons easily accessible | ||||||
| 2.08 | Ability to code rates to appropriate/designated financial accounts, including splitting rates | ||||||
| 2.09 | Invoice capability for customer accounts | ||||||
| 2.10 | Apply credit to tournament accounts | ||||||
| 2.11 | Set up quotes for golf tournaments and special events and take deposits for both | ||||||
| 2.12 | Must have employee login with pin numbers for tracking transactions | ||||||
| 2.13 | Offline Mode Support |
Trade Secrets-Confidential and Proprietary Information -Do Not Disclose Except for Purpose of Evaluating this Proposal
3. Inventory Management
| # | Requirement | Included | Modification/Third party tool required | Change to Source Code | Planned for Future Release | Not available | Vendor Notes |
| 3. Inventory Management | |||||||
| 3.01 | Must have food and beverage inventory capabilities | ||||||
| 3.02 | Must have merchandise inventory capabilities | ||||||
| 3.03 | Must have beverage cart inventory capabilities and mobile POS capabilities |
Trade Secrets-Confidential and Proprietary Information -Do Not Disclose Except for Purpose of Evaluating this Proposal
4. Customer, Members, Marketing
| # | Requirement | Included | Modification/Third party tool required | Change to Source Code | Planned for Future Release | Not available | Vendor Notes |
| 4. Customer, Membership, Marketing, and Communications | |||||||
| Customer Management & Memberships | |||||||
| 4.01 | Full CRM capabilities | ||||||
| 4.02 | Must be able to maintain membership base, automatically identify the customer age to place them in the appropriate membership | ||||||
| 4.03 | Ability to have both couple members under one account to easily manage a membership with automation features | ||||||
| 4.04 | Must have a customer sales history | ||||||
| 4.05 | Ability to export all customer and membership information from legacy system. The company would be responsible for the integration | ||||||
| 4.06 | Loyalty/Rewards Program Support | ||||||
| 4.07 | Customer Feedback Collection | ||||||
| Marketing & Communications | |||||||
| 4.08 | Email marketing required, texting capabilities preferred. | ||||||
| 4.09 | Customer Feedback Collection (also applicable under CRM). | ||||||
| 4.10 | Automated win-back email/text to customers |
Trade Secrets-Confidential and Proprietary Information -Do Not Disclose Except for Purpose of Evaluating this PRoposal
Trade Secrets-Confidential and Proprietary Information -Do Not Disclose Except for Purpose of Evaluating this PRoposal
5. Tournament, Program, Events
| # | Requirement | Included | Modification/Third party tool required | Change to Source Code | Planned for Future Release | Not available | Vendor Notes |
| 5. Tournaments, Programs & Events | |||||||
| 5.01 | Must have online registration capabilities for tournaments, lessons, and programs | ||||||
| 5.02 | Set up quotes for golf tournaments and special events and take deposits for both | ||||||
| 5.03 | Ability to have credit/prize funds for tournaments awarded to customers through software |
Trade Secrets-Confidential and Proprietary Information -Do Not Disclose Except for Purpose of Evaluating this PRoposal
6. Reporting & Analytics
| # | Requirement | Included | Modification/Third party tool required | Change to Source Code | Planned for Future Release | Not available | Vendor Notes |
| 6. Reporting & Analytics | |||||||
| 6.01 | Custom report builder | ||||||
| 6.02 | Real-time dashboard | ||||||
| 6.03 | Historical data analysis tool | ||||||
| 6.04 | Ability to track and report sales by location, time period, employee, product, etc. |
Trade Secrets-Confidential and Proprietary Information -Do Not Disclose Except for Purpose of Evaluating this PRoposal
7. Security, Compliance, Users
| # | Requirement | Included | Modification/Third party tool required | Change to Source Code | Planned for Future Release | Not available | Vendor Notes |
| 7. Security, Compliance & User Permissions | |||||||
| 7.01 | Vendor has PCI compliance certification(s) | ||||||
| 7.02 | Vendor solution has role-based access control (RBAC) | ||||||
| 7.03 | Vendor solution has audit trail and transaction logs | ||||||
| 7.04 | Must have employee login with PIN numbers (or equivalent quick authentication method) for tracking transactions | ||||||
| 7.05 | Data privacy compliance for customer information (optional based on City IT policy) | ||||||
| 7.06 | If the solution is hosted, then the solution maintains compliance with industry accepted cybersecurity frameworks, such as SOC 2 Type II or ISO 27001 | ||||||
| 7.07 | Proposed solution uses modern encryption standards (TLS 1.2+, AES-256 or higher) | ||||||
| 7.08 | Details all network and security configuration requirements, such as firewall configuration, SSL certificate issuance/usage, and data isolation practices | ||||||
| 7.09 | Provide a security hardening or configuration baseline for the solution |
Trade Secrets-Confidential and Proprietary Information -Do Not Disclose Except for Purpose of Evaluating this PRoposal
8. Integration, Tech, Vendor
| # | Requirement | Included | Modification/Third party tool required | Change to Source Code | Planned for Future Release | Not available | Vendor Notes |
| 8. Integrations, Technical Details, Vendor Support & Implementation | |||||||
| Integrations & Technical Details | |||||||
| 8.01 | API Availability for third-party integrations such as usage of RESTful APIs (JSON) | ||||||
| 8.02 | Ability to export revenue tied to currently established to GL codes | ||||||
| 8.03 | Integration with time & attendance systems | ||||||
| 8.04 | Migration services for historical data | ||||||
| 8.05 | Provides supported credit card processing platforms (payment processors/integrators) | ||||||
| 8.06 | Provides standard payment hardware/terminal model information used by solution. | ||||||
| 8.07 | Provides model information for applicable payment terminals, and how the payment terminals interface with the solution (such as direct Ethernet communication, or USB integration) | ||||||
| 8.08 | Provides the cost of payment hardware/terminal outright and/or monthly rental costs. | ||||||
| 8.09 | Provides the average cost of processing with applicable payment processor (any applicable fees, dues, rates, asssessments, tiered or cost plus interchange) | ||||||
| 8.10 | Provide certification of controls (such as FedRAMP) is part or the entire solution is SaaS, IaaS, or PaaS. | ||||||
| 8.11 | Provide uptime Service Level Agreement and a comprehensive disaster recovery, and business continuity plan if part or the entire solution is SaaS, IaaS, or PaaS. | ||||||
| Vendor Support & Implementation | |||||||
| 8.12 | Onsite Training and Onboarding Services. | ||||||
| 8.13 | 24/7 Technical Support with SLAs. | ||||||
| 8.14 | Company responsible for data integration from legacy system |
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