6909 Z1 Attachment 3 - Minimum Required Fields 07032024.pdf

Request for Proposal 6909 Z1

Attachment 3

MINIMUM REQUIRED FIELDS

These are minimum required fields of the State Park Reservation System. Additional fields may be requested.

The Guest Profile shall include the following fields:

• First Name

• Last Name

• Street Address

• City

• State

• Zip Code

• Day Phone

• Evening Phone

• Email

• License plate o State o Number

• Foreign Address (when applicable)

• Customer Type o Standard or Tax Exempt

• Customer Reservation History

• Customer Invoices

• Red Flag Indicator

• Comment/reason for the Red Flag indication

Additional/optional fields may include:

• Camping unit/Equipment o 5th Wheel o RV Motorhome o Pop-up o Tent o Trailer o Caravan/Camper Van

• Number of Pets o Cat o Dog o Horse o Other

• Vehicles o Make o Model o Color

• Military Status o Active Duty o Veteran

• Date of Birth

The Group Profile shall include the following fields;

• Group Number (unique number assigned to the group profile)

• Group/Organization Name

• Group/Organization Type o Association o Auto Club o Scouts o Business o Family o Military o RV Club o School o Senior Group o Tour Operator o Travel o Non-Profit o Government Entity

• Group Address (City State and Zip Code)

• Office Phone

• Cell Phone

• Email

• Customer Type o Standard or Tax Exempt

• Primary Contact Name

• Secondary Contact Name

• Red Flag Indicator

• Comment/reason for the Red Flag indication

Each registration form shall contain the following fields:

• Park Name and Address where reservation is held

• Reservation Number

• Arrival Date

• Departure Date

• Unit Number/Name

• Unit Type

• Amount Paid

• Amount Due

• Guest Name and Address

Each confirmation shall have the following fields:

• Public Website Address

• Park Name and Address where reservation is held

• Reservation Number

• Arrival Date

• Departure Date

• Unit Number/Name

• Unit Type

• Amount Paid

• Method of Payment

• Amount Due

• Amount Due by Date

• Guest Name and Address

• Check In/Check Out Time

• Scannable Bar Code for Check-In

• Special Notes and Alerts (configurable by park and site). Examples include directions, park permit requirement information, firewood alert, etc.

A voucher for credit to a guest or group shall include the following fields.

• Payment Date

• Payee Name and Address

• Amount

• Description of Material/Service

• Total (all vendor invoices, before any discount)

• Accounting Distribution (Business Unit, Object, Subledger)

• For Department Use

• For Department Use, Approval By

• For Department Use, Date Approved

When viewing a reservation with an arrival date in the future the following fields must be displayed:

• Reservation Number

• Order ID number

• Guest Profile Information

• Unit(s) Reserved

• Arrival and Departure Dates

• Check-in and Check-out times

• Name of staff/user who made reservation

• Creation date

• Sales channel

• Status

• Amount Paid

• Amount Due

• Reservation Date

• Comments

When viewing a reservation with a current or past arrival date or for a reservation that was cancelled the following fields must be displayed in addition to those above:

• History of all Financial Transactions

• Accounts Receivable on the reservation

• Change(s)

• Date(s) of Change(s)

• Name of staff/user who made the changes/cancellation

• Sales channel for changes or cancellations

• Cancellation Date(s)

• Event Number (for a group reservation)

For each individual unit in the System’s database the following fields must be stored and viewable.

• Campsites:

o Fee o Campsite Name/Number o Campground Loop o Site type: Primitive, Primitive Hike-In, Basic, Basic Hike-In, Electric, Electric Plus, Full Hook-up o Driveway grade o Check-In/Out Time o Max occupancy o Pad Length o Paved or Gravel o Shade: Full, Partial, None o Site access: Pull Through, Drive In, Hike In o Slide-Outs Usable o ADA Accessible Features o ADA Occupant Required o Pets allowed o Picnic Table o River/Creek Site o Lake Shoreline Site o Distance from Shoreline o Amperage o Fire Pit o Grill o Water onsite o Sewer hookup onsite o Reservable status o Additional necessary or relevant information

• Cabins:

o Fee o Cabin Name/Number o Cabin Loop o Site Type o Check-In/Out Time o Max Occupancy o Bed Type: King, Queen, Full, Twin Number of Bedrooms o Sleep Capacity o Sofa Sleeper o Rollaway available o Crib available o Number of Guests o Pets allowed o Television o Cable Television o Phone o Fireplace o Bathroom Type o Number of Bathrooms o Air Conditioner o Heater Microwave o Linens furnished o Coffee Pot o Toaster o Stove o Oven o Dishwasher o Refrigerator o Freezer o Sink o Pots and Pans o Furnished o ADA Accessible Features o ADA Occupant Required o Screened Porch o Number of Steps into Cabin o Distance from Parking o Picnic Table and Grill o River/Creek Site o River/Lake View o Shoreline Site o Distance from Shoreline Additional necessary or relevant information

• Meeting Rooms:

o Meeting Room Name o Max Occupancy o Meeting Room Size o Catering available o Able to bring own food o Meeting Room Hours o Internet available o Audio/Video Equipment Rental o Projector Screen o Air Conditioned o ADA Accessible Features o Number of Stairs o Elevator o Seating Arrangements o Number Arrangement Seats

• Pavilions:

o Pavilion Name o Max Occupancy o Shady Area o Number of Picnic Tables o Charge for extra Tables o Electricity o ADA Accessible Features o River/Creek Site o Shoreline Site o ADA Accessible o Distance from Shoreline o Catering available

• Horse Stalls:

o Horse Stall Name/Number o Number of Horse Occupancy o Wheelbarrow provided o Pitchfork provided o Distance from Campground o Distance from Lodging o Hay and Bedding provided o Water available

• POS items:

o Item description o Account code – business unit, object code, and subledger o Price (variable or fixed) o Effective Sales Start Date o Effective Sales End Date o Website visibility indicator o Call Center visibility indicator

• Boat Slips:

o Boat Slip Name o Max occupancy o Max boat length o Site Access: Boat In o Type of Use: seasonal, lease, transient o Electricity o ADA Accessible