42019SoftwareSpecsforILStateMuseumFinalDraft.docx

Illinois State Museum Specs for Museum Software

The Museum needs a software solution to handle its daily admissions, registrations and fees for camps, birthday parties, workshops, rentals, and special events. The Museum also needs software to provide tracking and reporting on sales from a variety of revenue sources; attendance figures with details on dates, times, categories, ages etc.; member attendance and other data, detailed reservation lists for processing group tours and educator tours, and resource scheduling for events at the Museum.

Solution Must:

· Meet installation, configuration and training deadlines as outlined below:

· No later than March 15, 2020 with maintenance and license fees through June 30, 2021

· Yearly license and maintenance for period July 1 – June 30 for subsequent years

· Process admissions sales

· Process special programs or events sales

· Provide processing and tracking of revenue from a variety of sources including, but not limited to: admissions, educational programs, shop sales, tours, special programs, birthday parties, events, camps, workshops, and rentals

· Provide for invoicing for the above mentioned sources

· Book, schedule and process invoices and payment for rentals

· Provide a point-of-sale (POS) for retail sales in the Museum shop

· Process member and donation revenues and data

· Link transactions to staff member; generate reports on staff sales for close out reconciliations or audits

· Allow the Museum to set-up and price admissions, programs and other sales quickly at the discretion of the Museum

· Store all related data—admissions, sales and programs—safely and securely via a cloud solution

· Access to data for reporting information available 24/7

· Data to be backed up nightly

· Be compatible with Jet Pay payment processing solution The Contractor shall, at its expense, integrate all credit card, debit card, and electronic check payments processed via one or more channels with the Office of the Illinois State Treasurer’s (“Treasurer”) E-Pay Program payment process (“E-Pay Processor”). The integration method shall be selected by the E-Pay Processor, based upon the Contractor’s abilities and the agency’s needs. The E-Pay Processor will be responsible for authorization, settlement, and funding of payments initiated by the Contractor. Upon the agency or the Treasurer’s request, the Contractor shall show proof of Payment Card Industry compliance for all services it provides the agency connected to credit card, debit card, and electronic check payment processing to both the agency and the Treasurer. Any cost proposal submitted in response to this solicitation must be inclusive of all costs and expenses, including the cost of integration with the Treasurer's E-Pay Processor.

· Offer a PCI/DSS (Payment Card Industry Data Security Standard) compliant solution

· Be able to deposit revenues into multiple accounts per transaction

· Accept/process EMV (Europay, Mastercard, and Visa) credit cards as well as non-EMV credit cards

· Allow for the retention of sales data for a minimum of three years or provide for export of the data; data is the property of the Illinois State Museum

· Ability to export and import all data from Excel or other electronic file formats (PDF and .csv)

· Allow different levels of access and security as defined by the Museum

· Where applicable, comply with and adhere to the State IT Security Policy and Standards which are available at: https://www2.illinois.gov/sites/doit/support/policies/Pages/default.aspx

· Secure access and sales processing for both in-house and online sales

· Protect the privacy of customer personal and financial information

· Support at least two work stations and access to system for Visitor Services office

· Support 6 or more user accounts and handle all daily transactions – ticket sales or refunds

· Interface with receipt printers, Boca printers, and credit card processors:

· Lemur-S, boca printers

· Citizen S2000, receipt printers

· Hewlett Packard – PCs, monitors (touch L6017), cash registers, and image barcode scanners

· Support data migration of existing data from Excel - provided by end user

· Provide initial training upon implementation, and ongoing training for the term of the contract

· Track attendance:

· Customized dates

· day of the week

· times

· categories of admission

· ages

· members

· Handle scheduling of Museum resources such as rooms and equipment for in-house and rental events and programs

· Provide detailed schedules in Excel and PDF format for daily, weekly or monthly group visits

· Allow for optional collection of demographic data:

· Address

· Email

· Phone

· Zip code

· Allow for end-user to set pre-defined default values for system fields

· Integration of online and in-house sales

· Flexible ticket printing options

· Printing of tickets through Boca printers with the ability to bypass the need to print tickets for larger groups

· Monitor program and event registrations for double-booking

· Produce Excel and PDF reports by hourly, daily, weekly, monthly, annual or custom defined dates or date ranges for attendance and revenue; by category, type of ticket, group/individual sales

· Offer a variety of standard museum and operational reports and allow for customization of those reports, including but not limited to: P & L statements, shop sales, budgets, and visitor information

· Reports should be available in both Excel and PDF format

· Runs on a Microsoft Windows Server 2012 or higher

· Uses a Microsoft SQL Server database 2012 or higher

· Ability to produce letters/notices using mail-merge to personalize

· Have technical support via email, on-line, and/or phone daily 8A-5P CST with 4-hour turn-around for response

· Ability to expand to multiple site locations