79415Att G - Q&A Response-Final.xlsx
XLSX spreadsheet 94 KB Posted
- Attached to
- Central Reservations SolutionBid Documents
- Solicitation number
- RFP 25-79415
- Issued by
- Grant County, Indiana
About this file
This document is a Request for Proposal (RFP) from the Indiana Department of Natural Resources (INDNR) for a comprehensive Central Reservations Solution. The solicitation seeks an integrated reservation management system capable of handling multiple recreational facility types including campgrounds, cabins, and shelters. The proposed solution must support diverse operational requirements such as retail sales transactions, inventory management, gift card programs, event management, venue and ticketing management, recreation item rentals, customer loyalty programs, and self-service options. The bid is due on May 21, 2025, with an anticipated multi-year contract term that includes potential renewal options. The system will replace the existing central reservation and point-of-sale infrastructure, supporting approximately 303 individual POS/IM stations and mobile units to be deployed in two stages over the contract period.
The procurement is structured as a technology investment with no specific budget cap, with the expectation that the selected solution will essentially fund itself through transaction revenues. The state requires the solution to be hosted in a state-owned cloud tenant, with strict security compliance standards including NIST 800-53 Revision 5 certification. The current incumbent is Sopris Holdings, LLC d/b/a ReserveAmerica, and the state processes approximately 279,249 total reservations annually across online, call center, and field locations. The RFP includes preferences for minority and veteran-owned business participation, with potential scoring impacts for subcontractor diversity. The solution must integrate with the state's Access Indiana authentication system and support a State-contracted third-party payment processor, with an emphasis on minimizing custom development and maximizing out-of-the-box functionality.
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Question & Inquiry Form
| Attachment G | ||||||
| Question and Answer Template | ||||||
| RFP # 25-79415 Central Reservations Solution | ||||||
| Please submit your questions in the form below (yellow shaded area) per RFP Section 1.24. | ||||||
| Click the dropdown in the RFP Document Column to select topic. | ||||||
| No. | RFP Document | Section Number | Page | Topic | Question | Response |
| 1 | Attachment B1 - IaaS Terms | Definitions | Page 1 | Data Ownership | What limitations exist regarding the contractor’s ability to access State Data? Are there circumstances in which contractors may process Data beyond the agreed service scope? | Respondents should assume that they will access and process State Data to the extent needed to meet the State's requirements. Respondents are expected to cleanse all State data after contract termination and after all data is returned to the State. If respondents believe there is a need to access State Data beyond the agreed service scope, respondents should identify and describe the data and the potential benefits to the State. The State is not obligated to agree with that approach. |
| 2 | Attachment B1 - IaaS Terms | Data Protection | Page 2 | Data Security Standards | Does INDNR require adherence to any specific security certifications beyond the Indiana Office of Technology standards, such as FedRAMP, SOC 2, or ISO 27001? | Respondents should assume that the solution will follow all security requirements identified in the RFP and describe in detail the measures that are taken to ensure the overall solution and associated data are secure to a degree that meets or even exceeds those security requirements. Respondents will also be required to demonstrate independently verified compliance with NIST 800-53, Revision 5 (or the most current version at the time of proposed solution go-live) or provide a detailed plan that includes independent verification of your company's path toward achieving compliance with NIST 800-53, Revision 5 (or the current version at the time of proposed solution go-live). Respondents must also adhere to the applicable security standards, policies and requirements as outlined by the IOT Cloud Provider Questionnaire, Software as a Service (SaaS), Platform as a Service (PaaS), and Infrastructure as a Service (IaaS) Terms outlined within this procurement. Respondents should also demonstrate that their solution is flexible to meet changing security requirements by INDNR and the State during the project and throughout Maintenance and Operations for the life of the solution. |
| 3 | Attachment B1 - IaaS Terms | Data Location | Page 2 | Geographical Data Restrictions | Can INDNR confirm whether all data, including backup and disaster recovery copies, must be stored exclusively within U.S. data centers? | All data must be stored within the U.S. |
| 4 | Attachment B1 - IaaS Terms | Termination & Data Retention | Page 4 | Data Disposal & Retention | What format must be used for Data return upon contract termination? Are there preferred methods for secure disposal, such as compliance with NIST-approved data destruction standards? | There is no set format identified for data return upon contract termination. Respondent should identify and describe options that exist for the data return and recommend a secure approach for data return. Respondentes should describe why it is a secure return that meets State of Indiana security standards. |
| 5 | Attachment B1 - IaaS Terms | Business Continuity & Disaster Recovery | Page 6 | Recovery Objectives | What are the required Recovery Time Objectives (RTO) and Recovery Point Objectives (RPO) for INDNR? Are annual disaster recovery tests mandatory, and what documentation must be provided to INDNR? | Respondents should provide their recommended RTO and RPO and why that recommendation is feasible for the State. The State prefers an annual disaster recovery test but Respondents can recommend a different frequency along with and explaination as to why the Respondent believes the different frequency is appropriate. Respondents shoud also provided sample documentation that the State can expect with regard to DR test process and results. |
| 6 | Attachment B2 - PaaS Terms | Definitions | Page 1 | Data Ownership | What restrictions exist regarding the contractor’s ability to access or process State Data beyond the agreed service scope? Are there circumstances under which contractors can store or retain Data after contract termination? | Respondents should assume that they will access and process State Data to the extent needed to meet the State's requirements. Respondents are expected to cleanse all State data after contract termination and after all data is returned to the State. If respondents believe there is a need to access State Data beyond the agreed service scope, respondents should identify and describe the data and the potential benefits to the State. The State is not obligated to agree with that approach. |
| 7 | Attachment B2 - PaaS Terms | Data Protection | Page 2 | Security Compliance | Beyond the Indiana Office of Technology requirements, does INDNR mandate any additional security standards such as FedRAMP, SOC 2, or ISO 27001 for PaaS engagements? | Respondents should assume that the solution will follow all security requirements identified in the RFP and describe in detail the measures that are taken to ensure the overall solution and associated data are secure to a degree that meets or even exceeds those security requirements. Respondents will also be required to demonstrate independently verified compliance with NIST 800-53, Revision 5 (or the most current version at the time of proposed solution go-live) or provide a detailed plan that includes independent verification of your company's path toward achieving compliance with NIST 800-53, Revision 5 (or the current version at the time of proposed solution go-live). Respondents must also adhere to the applicable security standards, policies and requirements as outlined by the IOT Cloud Provider Questionnaire, Software as a Service (SaaS), Platform as a Service (PaaS), and Infrastructure as a Service (IaaS) Terms outlined within this procurement. Respondents should also demonstrate that their solution is flexible to meet changing security requirements by INDNR and the State during the project and throughout Maintenance and Operations for the life of the solution. |
| 8 | Attachment B2 - PaaS Terms | Data Location | Page 2 | Data Residency | Can INDNR confirm that all data, including backup and recovery copies, must be stored solely in the U.S.? Are cloud providers allowed to use international replication for redundancy? | All data must be stored within the U.S. |
| 9 | Attachment B2 - PaaS Terms | Termination & Data Retention | Page 4 | Data Deletion and Migration | What format must be used for Data return upon contract termination? Are there specified methods for secure disposal, such as compliance with NIST-approved data destruction techniques? | There is no set format identified for data return upon contract termination. Respondent should identy and describe options that exist for the data return and recommend a secure approach for data return. Respondentes should describe why it is a secure return that meets State of Indiana security standards. |
| 10 | Attachment B2 - PaaS Terms | Business Continuity & Disaster Recovery | Page 6 | Recovery Objectives | What are the Recovery Time Objectives (RTO) and Recovery Point Objectives (RPO) for PaaS services? Are vendors required to conduct annual disaster recovery tests, and if so, what evidence must be provided? | Respondents should provide their recommended RTO and RPO and why that recommendation is feasible for the State. The State prefers an annual disaster recovery test but Respondents can recommend a different frequency along with and explaination as to why the Respondent believes the different frequency is appropriate. Respondents shoud also provided sample documentation that the State can expect with regard to DR test process and results. |
| 11 | Attachment B2 - PaaS Terms | Subcontractor Disclosure | Page 7 | Third-Party Vendors | What level of transparency is required regarding subcontractors and strategic partners involved in the PaaS solution? Are all subcontractors subject to the same compliance audits as the prime contractor? | All contractors, subcontractors, and strategic partners are subject to the same compliance audits and the State deems appropriate. |
| 12 | Attachment F - Technical Proposal | Infrastructure | Page 14 | Redundancy & Disaster Recovery | What redundancy measures must be in place to ensure continuity of service across multiple INDNR locations? Does INDNR require vendors to maintain an offsite backup solution? | Respondents should provide their recommended Recovery Time Objectives (RTO) and Recovery Point Objectives (RPO) and why that recommendation is feasible for the State. The State prefers an annual disaster recovery test but Respondents can recommend a different frequency along with and explaination as to why the Respondent believes the different frequency is appropriate. Respondents shoud also provided sample documentation that the State can expect with regard to DR test process and results. |
| 13 | Attachment F - Technical Proposal | Data Migration | Page 16 | Data Conversion | What specific tools or methodologies does INDNR require for data migration, and must historical data be maintained in its original format? | There are no specific expectations on tools and methodologies for data migration. The State expects the historical data to be fully migrated and converted into a format that meets the data requirements within the respondent's solution. In your response, identify and describe the tools and methodologies you propose. |
| 14 | Attachment B3 - SaaS Terms | Definitions | Page 1 | Data Ownership | What restrictions exist regarding the contractor’s ability to access or process State Data? Are there specific conditions under which contractors may retain or analyze Data for performance monitoring? | The State expects respondents to monitor performance and take corrective actions to remedy any performance deficiencies that are outside the State's expectations. Respondents should identify and describe why accessing and analyzing State Data would be required and what the respondent believes would be the impact if State Data was not retained or analyzed. |
| 15 | Attachment B3 - SaaS Terms | Data Protection | Page 2 | Security & Compliance | Beyond the Indiana Office of Technology’s security framework, does INDNR require additional compliance standards such as SOC 2 Type II or ISO 27001? | Respondents should assume that the solution will follow all security requirements identified in the RFP and describe in detail the measures that are taken to ensure the overall solution and associated data are secure to a degree that meets or even exceeds those security requirements. Respondents will also be required to demonstrate independently verified compliance with NIST 800-53, Revision 5 (or the most current version at the time of proposed solution go-live) or provide a detailed plan that includes independent verification of your company's path toward achieving compliance with NIST 800-53, Revision 5 (or the current version at the time of proposed solution go-live). Respondents must also adhere to the applicable security standards, policies and requirements as outlined by the IOT Cloud Provider Questionnaire, Software as a Service (SaaS), Platform as a Service (PaaS), and Infrastructure as a Service (IaaS) Terms outlined within this procurement. Respondents should also demonstrate that their solution is flexible to meet changing security requirements by INDNR and the State during the project and throughout Maintenance and Operations for the life of the solution. |
| 16 | Attachment B3 - SaaS Terms | Data Location | Page 3 | Data Residency | Can INDNR confirm that all Data at rest, including backups, must be stored exclusively in U.S.-based data centers? Are cloud providers permitted to use international failover locations? | All data must be stored exclusively in the the U.S. |
| 17 | Attachment B3 - SaaS Terms | Termination & Data Retention | Page 5 | Data Disposal | What format must be used for Data return upon contract termination? Are there specific procedures for secure data deletion that must comply with NIST standards? | There is no set format identified for data return upon contract termination. Respondent should identy and describe options that exist for the data return and recommend a secure approach for data return. Respondentes should describe why it is a secure return that meets State of Indiana security standards. |
| 18 | Attachment B3 - SaaS Terms | Business Continuity & Disaster Recovery | Page 7 | Disaster Recovery Testing | What are INDNR’s Recovery Time Objective (RTO) and Recovery Point Objective (RPO) requirements for SaaS vendors? Are vendors required to conduct annual disaster recovery tests? | Respondents should provide their recommended RTO and RPO and why that recommendation is feasible for the State. The State prefers an annual disaster recovery test but Respondents can recommend a different frequency along with and explaination as to why the Respondent believes the different frequency is appropriate. Respondents shoud also provided sample documentation that the State can expect with regard to DR test process and results. |
| 19 | Attachment B3 - SaaS Terms | Responsibilities & Uptime Guarantees | Page 10 | SLAs & Penalties | What are the uptime requirements for SaaS vendors? Are there financial penalties or service credits for downtime exceeding SLA thresholds? | Respondents should provide the expected uptime for their solution and assume there are financial penalties or services credits for downtime above the uptime threshold provided. |
| 20 | Attachment F - Technical Proposal | Infrastructure | Page 12 | Disaster Recovery | What redundancy requirements must be met to ensure uninterrupted service across INDNR locations, and how often should vendors perform recovery testing? | Respondent should provide the expected redundancy for their solution and describe what the State can expect for uninterrupted service across all locations. The State prefers an annual disaster recovery test but Respondents can recommend a different frequency along with and explaination as to why the Respondent believes the different frequency is appropriate. |
| 21 | Attachment F - Technical Proposal | Data Migration | Page 14 | Data Transfer & Format | What data migration tools does INDNR require, and must historical data be maintained in its original format? | There are no specific expectations on tools and methodologies for data migration. The State expects the historical data to be fully migrated and converted into a format that meets the data requirements within the respondent's solution. In your response, identify and describe the tools and methodologies you propose. |
| 22 | Attachment F1 - INDNR Scope of Work | Technical Requirements | Page 12 | Hosting Preferences | Is INDNR open to cloud-based solutions outside of a State-managed tenant, or must all hosting remain within the Indiana Office of Technology’s infrastructure? | The State requires cloud-based solutions to be hosted in a State-owned cloud tenant unless Respondents can make a compelling case why hosting the solution in a State-owned cloud tenant is not feasible. The State will entertain each case but is not obligated to agree and move forward with a recommended solution that does not use a State-owned cloud tenant. |
| 23 | Attachment F1 - INDNR Scope of Work | Customer Service & Support | Page 19 | Support Requirements | What service level agreements (SLAs) must the vendor adhere to for response times to system issues and outages? | Respondents should recommend SLAs for response time based on their experience and expertise delivering and management the solution and describe why those SLAs will work for the State's solution. |
| 24 | Attachment F4 - INDNR Locations for Hardware and Connectivity | POS & Connectivity Requirements | Page 1 | Network Infrastructure | Will vendors be required to provide backup network solutions for locations with limited Verizon IOT Router Backbone coverage? | Respondents should identify and describe their recommended approach to backing up network solutions with limited Verizon IOT Router Backbone converage and why. |
| 25 | Attachment F4 - INDNR Locations for Hardware and Connectivity | Security & Compliance | Page 1 | Device Security | Are there specific endpoint security standards (e.g., antivirus, device encryption) that must be met for all connected POS devices? | Respondents should identify and describe their recommended approach to secure all connected POS devices with the State's security framework in mind and why the approach is recommended. |
| 26 | Attachment F Technical Proposal Template | Attachment F1 | 1 | Current Challenges | What are the biggest challenges or pain points experienced by staff and/or users with the existing Central Reservation and Retail Point-of-Sale systems? | The State prefers not to identify certain aspects of this RFP as being more important than others. Respondents are encouraged to describe their approach to all of the requirements documented in the solicitation contents. |
| 27 | Attachment F Technical Proposal Template | Attachment F1 | 1 | Current Contract | What is the annual contract value of the existing Central Reservation and Retail Point-of-Sale systems? | See Background information included in Att F1 Scope of Work. |
| 28 | Pre-Proposal Conference Slides | 27 | Clarification | Slide 27 says, “Total Bid Amount should match the four-year total spend in Section 1.4.2 of the RFP,” however there does not appear to be a Section 1.4.2 in the RFP PDF document. Please clarify. | Please disregard sentence, it has been removed. | |
| 29 | Attachment D Cost Proposal Template | Attachments A,C, and D | Cost Model | If the respondent’s proposed cost model is entirely transaction-based (i.e. a fixed percentage fee of each transaction is proposed, with no implementation or support services costs proposed), please advise how the respondent should reflect the total contract/bid value in Attachments A, C, and D (i.e. cell G47). In this transaction-based cost model scenario, would it be acceptable to provide a total estimated bid value that is based on the $44M revenue figure detailed in the RFP? | Att D Cost Proposal contains a separate tab for providing transaction-based cost information, as well as opportunity for further explanation using the separate tabs for Cost Narrative and Cost Assumptions. Initial execution of the contract related to this RFP will require inclusion of a "not to exceed" amount related to the State's anticipated expenses for the solution, and it will be helpful if that anticipated expenses amount -- even if technically netted from generated revenue after implementation -- is included somewhere in Att D Cost Proposal. Including it on the pricing breakdown (5-year) tab is acceptable. | |
| 30 | Attachment D Cost Proposal Template | Cost Proposal 5 Year tab | Hardware Costs | There does not appear to be a line for hardware costs. Where should respondents provide itemized costs for hardware components? | Please use one of the "Other" lines in Att D Cost Proposal, adding any explanatory comments as needed. | |
| 31 | Attachment F Technical Proposal Template | Attachment F1 | 3 | Additional Revenue | Page 3 mentions that an additional $1M is processed outside of the system from other sources. Please clarify what “other sources” refers to. | Other sources refers to items received outside of the POS environment (e.g., checks sent via US Postal Service to DNR Central Office), which are currently not included in the POS system due to the State's choice/convenience and not necessarily due to any limitation of the current POS solution. The State's handling of these items is subject to change with implementation of a new solution and thus were mentioned in this RFP. |
| 32 | Attachment F Technical Proposal Template | Attachment F1 | 21 | Hardware Requirements | Please clarify the types and amount of each hardware component that the State expects respondents to provide and quote as part of the cost proposal. | See Att F1 Scope of Work and Att F4 Locations for hardware requirements and amounts. Each location listed will require a primary unit - desktop, laptop, or tablet at the State's determination of need. |
Recommended Laptop Minimum Specifications: Intel Core i5 or equivalent AMD Ryzen 5 processor, 16GB of RAM, 256GB SSD or larger, and a Full HD (1080p) display, built-in keyboard with number pad, touch pad, 15" or larger size screen, 8-hour battery life or better, and Windows 11 or newer Operating System. In addition, each laptop location will also require a mouse, cash drawer, barcode scanner, receipt printer, report printer, battery back-up device, and any other associated hardware or peripheral(s) needed to operate the Respondents proposed Solution components. (Ex: Typically a laptop has 1 or 2 USB ports at most. A 4-6 port USB hub may also be a required piece of hardware needed/supplied by Vendor to plug everything into.)
Recommended Desktop Minimum Specifications: Intel Core i5 or equivalent AMD Ryzen 5 processor, 16GB of RAM, 512GB SSD or larger, integrated graphics (Intel UHD or AMD Radeon), and Windows 11 or newer Operating System. In addition, each desktop location will also require a 24" to 27" size monitor (regular or touch screen depending on need) with 1920x1080 resolution or higher, keyboard with a built-in number pad, mouse, cash drawer, barcode scanner, receipt printer, report printer, battery back-up device, and any other associated hardware or peripheral(s) needed to operate the Respondents proposed Solution components. (Ex: A busy pool concession may need a touch-screen monitor instead of a regular monitor to increase processing speed of cycling 100+ swimmers through buying snacks during a 20-minute swim break.)
Recommended Tablet Minimum Specifications: iOS operating system, 8-10" diagonal, 1280x800 (HD) resolution, Quad-core processor, 2-4 GB RAM, 64GB Storage, Wi-Fi/Bluetooth/Cellular Connectivity-Enabled. In addition, each mobile unit will also require a mobile wi-fi / cellular receipt printer, mobile (smaller) barcode scanner or photo-enabled scanning capabilities for barcode reading, a protective waterproof rugged carrying case and strap for all pieces. All credit card terminals for all locations will be provided by the State's payment processor.
| 33 | Attachment F Technical Proposal Template | Attachment F1 | 34 | Go-Live | What is the State’s desired go-live of the new system? | The State does not have a specific go-live date in mind, but will work with the awarded respondent to determine the best and earliest reasonable go-live dates for each phase of the solution based on proposed implementation timelines and the State's other commitments and seasonal considerations. |
| 34 | Attachment F Technical Proposal Template | Attachment F1 | 1 | In-Scope Revenue | To clarify, the revenue numbers provided do not include the revenue generated by the seven inns/lodges/restaurants, the golf course, and a few of the camp stores that are not included in the scope of the RFP (as mentioned on page 1 of Attachment F1)? | Correct. |
| 35 | RFP Boilerplate | Main RFP Document | 23 | Financial Information | As a privately held company, we are unable to disclose the confidential financial information requested. Providing financial statements, including income statements and balance sheets, would pose a significant risk to our business if disclosed to the public and our competitors. In lieu of this information, will the State accept a letter from a third party auditor attesting to the financial health and stability of our company? | Please refer to RFP Section 2.3.3 |
| 36 | Main RFP Document | 29 | Buy Indiana Certification | Please clarify whether or not a respondent is required to have a Buy Indiana certification in order to be considered for contract award. | Please refer to RFP Section 2.6.2 Buy Indiana certification is not required for contract award. | |
| 37 | Main RFP Document | 33 | Subcontractor Goals | As a small, privately held business not based in the State of Indiana, we do not qualify for the Buy Indiana status. Additionally, we do not outsource our services or staffing to subcontractors, which prevents us from being eligible to receive evaluation points for meeting the RFP’s MWBE and IVOSB goals. Therefore, even if our proposal received a “perfect” score, the highest score we could receive would be 77 out of 100 (as 0% subcontractor participation results in a deduction of 1 point per category). In order to ensure fairness in this RFP process, will the State consider removing the evaluation scoring related to Buy Indiana status and the diverse subcontractor goals stated in the RFP? | The order of scoring has been established in Section 3.2 of the RFP document, and it would be inappropriate to change it at this time. Moreover, the Buy Indiana preference and the MWBE and IVOSB goals are required for inclusion under Indiana law. | |
| 38 | RFP Boilerplate | 1.4 | 7 | Inventory & Availability | Will the reservation system connect to a single centralized inventory database, or does INDNR utilize multiple databases across different departments or parks? If multiple, how does INDNR currently synchronize availability across all booking channels? | When referring to the CRS component of this RFP, the State requires a reservation system with a centralized inventory and customer database that has synchronized availability across all booking channels. When referring to the POS component of this RFP, the State requires an inventory management system that allows each property to maintain its own inventory of products, and preference will be given to a POS system with additional functionality that also allows for a centralized inventory of products. |
| 39 | RFP Boilerplate | 1.4 | 7 | Inventory & Availability | Who is responsible for inventory management and availability updates? Should the new system provide automated rules-based allocation, or will manual overrides by INDNR staff be required? | The Contractor would primarily be responsible for CRS inventory management, however, Att F1 Scope of Work indicates that many administrative abilities would be granted to the State to allow for manual overrides or changes. In short, this would be a shared responsibility to some extent. |
| 40 | RFP Boilerplate | 1.4 | 7 | Inventory & Availability | What level of real-time availability updates does INDNR require? Should the system support instantaneous changes to prevent overbooking, or will periodic batch processing suffice? | See Att F1 Scope of Work for information |
| 41 | RFP Boilerplate | 1.4 | 7 | Inventory & Availability | Given the multi-channel nature of reservations (online, call center, in-person), what current safeguards exist to prevent double bookings, and how should the new system improve upon them? | All safeguards against double-booking a reservation, regardless of which sales channel is used, must be present within the proposed solution. The State prefers not to specify potential improvements to current protocols/systems, but rather encourages Respondents to describe their proposed solution's approach to all of the requirements documented in the solicitation contents, including safeguards against double-bookings. |
| 42 | RFP Boilerplate | 1.4 | 7 | Pricing & Dynamic Adjustments | Does INDNR currently use a fixed pricing structure, or is there interest in dynamic pricing models based on seasonality, demand, or booking windows? | The State currently uses a fixed pricing structure. There is an interest in exploring other pricing structures and/or discount or promotional options. See Att F Technical Proposal Template and Att F1 Scope of Work for information. |
| 43 | RFP Boilerplate | 1.4 | 7 | Pricing & Dynamic Adjustments | Will INDNR provide a pricing engine, or should the vendor include a built-in pricing management system to automate rate adjustments, discounts, and yield optimization? | The State currently uses a fixed pricing structure. There is an interest in exploring other pricing structures and/or discount or promotional options. See Att F Technical Proposal Template and Att F1 Scope of Work for information. |
| 44 | RFP Boilerplate | 1.4 | 7 | Pricing & Dynamic Adjustments | Does INDNR require the ability to configure special pricing tiers, including group rates, member discounts, loyalty programs, and bundled packages? | The State currently uses a fixed pricing structure. There is an interest in exploring other pricing structures and/or discount or promotional options. See Att F Technical Proposal Template and Att F1 Scope of Work for information. |
| 45 | RFP Boilerplate | 1.4 | 7 | Pricing & Dynamic Adjustments | Is INDNR interested in implementing revenue optimization strategies, such as early booking discounts, last-minute pricing, or automated demand-based rate adjustments? | The State currently uses a fixed pricing structure. There is an interest in exploring other pricing structures and/or discount or promotional options. See Att F Technical Proposal Template and Att F1 Scope of Work for information. |
| 46 | RFP Boilerplate | 1.6 | 9 | Integration & Connectivity Risks | What existing reservation platforms, databases, or third-party systems must be integrated with the new Central Reservations Solution? | Any proposed solution must be able to import data from the existing legacy system, but a direct ongoing interface, as known at this time, will only be required with the State's contracted third-party payment processor. |
| 47 | RFP Boilerplate | 1.6 | 9 | Integration & Connectivity Risks | Are there any legacy systems, proprietary software, or security restrictions that could pose integration challenges? | Any proposed solution must be able to import data from the existing legacy system, but a direct ongoing interface, as known at this time, will only be required with the State's contracted third-party payment processor. Information within this RFP outlines security requirements (if that is what is meant by "security restrictions"). |
| 48 | RFP Boilerplate | 1.6 | 9 | Integration & Connectivity Risks | What security protocols and user access controls must be implemented to protect sensitive customer and financial data within the reservation system? | See Att F1 Scope of Work for user access control information; and Att B1 IaaS Terms; Att B2 PaaS Terms; Att B3 SaaS Terms; Att K Cloud Quesionnaire for information on technical security protocols. If asking about security protocols related to user access, then the State doesn't require any additional security beyond standard username/password login, provided that access levels are controlled by an Admin role and can't be modified by users. |
| 49 | RFP Boilerplate | 1.6 | 9 | Integration & Connectivity Risks | Does INDNR have existing APIs for inventory and pricing data, or will the vendor need to develop custom middleware for seamless synchronization? | The State doesn't have a separate system for inventory and pricing data that must interface with a Respondent's proposed solution. However, inventory and pricing data will need to be migrated from the existing legacy system into the new selected solution. |
| 50 | RFP Boilerplate | 1.4 | 7 | Multi-Currency & Multi-Language Support | Will INDNR accept only USD transactions, or does the system need to support multi-currency pricing and payments for international visitors? | The State accepts only US currency directly from customers. |
| 51 | RFP Boilerplate | 1.4 | 7 | Multi-Currency & Multi-Language Support | What languages should the system support beyond English for online reservations and customer support? | English must be supported; however, accommodation of other languages may be desired in the future. |
| 52 | RFP Boilerplate | 1.6 | 9 | System & Operational Considerations | Will INDNR provide its own payment gateway, or should the system integrate a third-party processor? Should the system support mobile wallets, contactless payments, and other modern payment methods? | Respondent's proposed solution will need to interface with a State contracted third-party payment processor (via API). |
| 53 | RFP Boilerplate | 1.7 | 10 | System & Operational Considerations | What specific ADA and assistive technology requirements must the system meet to comply with federal and state accessibility regulations? | Att L Assistive Technology Compliance Evaluation contains links to standard requirements on the Summary tab. |
| 54 | RFP Boilerplate | 1.4 | 7 | System & Operational Considerations | Does INDNR require a built-in customer loyalty or membership rewards program, or should the system integrate with an external platform? | See Att F1 Scope of Work and Att F Technical Proposal Template. The proposed solution for this RFP should be internal to the system, but may also have the flexibility to integrate with an external platform. The loyalty/rewards program should not require manual manipulation of earning or redeeming rewards. |
| 55 | RFP Boilerplate | 1.6 | 9 | System & Operational Considerations | Will INDNR manage its own reservation call center, or should the vendor provide a fully outsourced customer support solution? | See Att F1 Scope of Work for information |
| 56 | RFP Boilerplate | 1.6 | 9 | System & Operational Considerations | Is INDNR open to a SaaS-based cloud solution, or is an on-premise installation preferred? | See Att F1 Scope of Work; Att B3 SaaS Terms; Att K Cloud Quesionnaire. The State is open to all solutions that meet basic/standard requirements outlined by IOT. |
| 57 | Pre-Proposal Conference Slides | Business Proposal | Attachment E | Company Financial Information | What specific financial documents does INDNR require to demonstrate financial stability? Are there any alternative financial reports that can be submitted if audited financial statements are unavailable? | See 2.3.3 Company Financial Information in RFP Boilerplate document |
| 58 | Pre-Proposal Conference Slides | Business Proposal | Attachment E | References | What are the key evaluation criteria for references? Must references be from government entities, or will private-sector references be considered? | See 2.3.6 References in RFP Boilerplate document |
| 59 | Pre-Proposal Conference Slides | Technical Proposal | Attachment F | Proposal Components | Are there any specific technical certifications or security requirements that respondents must meet? Would additional certifications such as SOC 2 or ISO 27001 be beneficial in the evaluation process? | See Att F1 Scope of Work for information |
| 60 | Pre-Proposal Conference Slides | Cost Proposal | Attachment D | Cost Structure | Does INDNR prefer a transaction-based pricing model or a fixed-cost structure? If both models are acceptable, how will they be evaluated against each other? | The State acknowledges the benefits of a transaction-based pricing model, including how it can incentivize supplier effort and performance. However, the State doesn't wish to eliminate any potential solution based solely on their pricing model. The State cannot share details related to evaluation protocols, but either pricing/cost structure will be considered fairly. |
| 61 | Pre-Proposal Conference Slides | Confidential Information | Section 1.15 | Data Privacy | What specific provisions of the Indiana Access to Public Records Act (APRA) apply to proposal confidentiality? Can vendors submit a public and a redacted version of their proposals for compliance? | Please refer to RFP Section 1.15 Confidential Information & Section 2.1 last bullet point. |
| 62 | Pre-Proposal Conference Slides | Evaluation Criteria | Minority and Women’s Business Enterprises | Diversity Scoring | What factors contribute to the scoring of MBE/WBE participation? Are there additional bonus points for exceeding participation goals? | Please refer to RFP Section 3.2.5 - 3.2.7 |
| 63 | Pre-Proposal Conference Slides | Indiana Veteran Owned Small Business | IVOSB Scoring | Veteran Participation | Are there different scoring methodologies for IVOSB participation compared to MBE/WBE? What documentation is required to verify IVOSB status? | Please refer to RFP Section 3.2.5 - 3.2.7 |
| 64 | Pre-Proposal Conference Slides | Submission Requirements | Section 1.8 | Electronic Submission | Are there any file size limitations or format restrictions for electronic submission through the Supplier Portal? Does INDNR provide technical support for submission issues? | Please refer to RFP Section 1.8 "The State encourages Respondents to break down their proposals into small file sizes and use compressed zip files. |
| 65 | Attachment A - MWBE | Minority & Women’s Business Enterprises | General Requirements | MWBE Participation | What are the key evaluation criteria for MWBE subcontractor participation? Are there additional requirements beyond certification, such as performance history or contract experience? | Please refer to RFP Section 1.21 |
| 66 | Attachment A - MWBE | Minority & Women’s Business Enterprises | General Requirements | MWBE Certification | Must MWBE firms be certified with the State of Indiana before the proposal due date, or can certification be obtained after submission? | Please refer to RFP Section 1.21 |
| 67 | Attachment A - MWBE | Minority & Women’s Business Enterprises | Subcontractor Commitment | Subcontractor Scope of Work | What level of detail is required in the MWBE Subcontractor Commitment Form regarding the scope of work, deliverables, and cost of supplies? | Please refer to RFP Section 1.21 |
| 68 | Attachment A - MWBE | Minority & Women’s Business Enterprises | Valuable Scope Contribution (VSC) | Definition of VSC | How does INDNR define a 'Valuable Scope Contribution' (VSC)? Are there specific metrics or evaluation methods to assess the value-added purpose of a subcontractor? | Please see Section 1.2 Definitions and Abbreviations and Section 1.21 MWBE Subcontractor Commitment, which provides "[t]he firm must serve a value-added purpose on the engagement". |
| 69 | Attachment A - MWBE | Minority & Women’s Business Enterprises | Letter of Commitment | MWBE Letter of Commitment | What are the mandatory elements of the MWBE Subcontractor Letter of Commitment? Will the proposal be disqualified if the letter does not meet all outlined requirements? | Please refer to RFP Section 1.21 |
| 70 | Attachment A - MWBE | Minority & Women’s Business Enterprises | Scoring Methodology | MWBE Scoring | How is MWBE subcontractor participation scored? Is there a threshold percentage that provides additional points or advantages in evaluation? | Please refer to RFP Section 3.2.5 |
| 71 | Attachment A - MWBE | Minority & Women’s Business Enterprises | Subcontractor Restrictions | Prime Contractor Requirements | If the Prime Contractor is a certified MBE or WBE, can they count their own workforce toward the MWBE participation goal? If not, what alternative methods can be used to meet the requirement? | Please refer to RFP Section 1.21 |
| 72 | Attachment A - MWBE | Minority & Women’s Business Enterprises | Compliance & Reporting | Post-Award Reporting | Are there ongoing compliance and reporting requirements for MWBE subcontractors after contract award? How frequently must vendors report on MWBE subcontractor utilization? | Please refer to RFP Section 1.21 |
| 73 | Attachment A1 - IVOSB | Indiana Veteran Owned Small Business | General Requirements | IVOSB Certification | Must IVOSB firms be certified with the State of Indiana before the proposal due date, or can certification be obtained after submission? | Please refer to RFP Section 1.22 |
| 74 | Attachment A1 - IVOSB | Indiana Veteran Owned Small Business | Subcontractor Commitment | Subcontractor Scope of Work | What level of detail is required in the IVOSB Subcontractor Commitment Form regarding the scope of work, deliverables, and cost of supplies? | Please refer to RFP Section 1.22 |
| 75 | Attachment A1 - IVOSB | Indiana Veteran Owned Small Business | Valuable Scope Contribution (VSC) | Definition of VSC | How does INDNR define a 'Valuable Scope Contribution' (VSC) for IVOSB subcontractors? Are there specific metrics or evaluation methods to assess the value-added purpose of a subcontractor? | Same response as question #43. |
| 76 | Attachment A1 - IVOSB | Indiana Veteran Owned Small Business | Letter of Commitment | IVOSB Letter of Commitment | What are the mandatory elements of the IVOSB Subcontractor Letter of Commitment? Will the proposal be disqualified if the letter does not meet all outlined requirements? | Please refer to RFP Section 1.22 |
| 77 | Attachment A1 - IVOSB | Indiana Veteran Owned Small Business | Scoring Methodology | IVOSB Scoring | How is IVOSB subcontractor participation scored? Is there a threshold percentage that provides additional points or advantages in evaluation? | Please refer to RFP Section 3.2.7 |
| 78 | Attachment A1 - IVOSB | Indiana Veteran Owned Small Business | Subcontractor Restrictions | Prime Contractor Requirements | If the Prime Contractor is a certified IVOSB, can they count their own workforce toward the IVOSB participation goal? If so, are there any limitations on how this is applied? | Please refer to RFP Section 1.22 |
| 79 | Attachment A1 - IVOSB | Indiana Veteran Owned Small Business | Compliance & Reporting | Post-Award Reporting | Are there ongoing compliance and reporting requirements for IVOSB subcontractors after contract award? How frequently must vendors report on IVOSB subcontractor utilization? | Please refer to RFP Section 1.22 |
| 80 | Attachment B - Sample Contract | Contract Terms | Section 1 | Scope of Contractor Duties | What specific performance standards or SLAs (Service Level Agreements) does INDNR require for the contractor’s services under this contract? | Some consequences for performance issues are outlined in Att F1 INDNR Scope of Work, but others could be requested and established during contract negotiations based on a proposed solution's options. |
| 81 | Attachment B - Sample Contract | Contract Terms | Section 3 | Contract Term & Renewal | Are there specific conditions under which the contract term can be extended beyond the initial agreement? If so, what is the maximum possible extension? | It is expected that the contract resulting from this RFP will contain the State's boilerplate Renewal option clause, which would allow the agreement to be renewed once for another 5-year term, if that's what the State wishes. |
| 82 | Attachment B - Sample Contract | Contract Terms | Section 4 | Access to Records | What specific audit and record-keeping requirements must vendors adhere to? Does INDNR require any particular format or storage period beyond the stated three years? | No specific formatting or organization of records, documents, etc. is required, provided that any requested records are provided to the State in an orderly manner and in a standard "readable" format (e.g. MS Word, MS Excel, csv, PDF, etc.). Availability of records must be for the stated time frame in the final contract. |
| 83 | Attachment B - Sample Contract | Contract Terms | Section 6 | Antitrust Compliance | What are the expected obligations of the contractor regarding compliance with state and federal antitrust laws? Are there any historical cases of concern that vendors should be aware of? | It is the state's expectation that contractors comply with all the terms of the contract. We are unable to offer respondents legal advice. |
| 84 | Attachment B - Sample Contract | Contract Terms | Section 9 | Changes in Work | What is the formal process for requesting and approving changes in the scope of work? Does INDNR require a specific amendment procedure or fee adjustment mechanism for such changes? | Modifications from the original executed contract shall be discussed and requested through key State personnel identified at RFP award/during project implementation. Contract negotiations following RFP award will allow parties to work through any differences between inital RFP scope/expectations and the final proposed solution offered by the awarded Respondent, and to capture those differences in the final executed contract. It should be understood that official amendments to an original contract are time-consuming for the State, and shall be limited as much as possible. |
| 85 | Attachment B - Sample Contract | Contract Terms | Section 12 | Confidentiality | What types of sensitive data will the contractor be expected to handle? Are there specific cybersecurity or data privacy compliance requirements applicable to this contract? | See Att F1 Scope of Work; Att B1 IaaS Terms; Att B2 PaaS Terms; Att B3 SaaS Terms; Att K Cloud Quesionnaire |
| 86 | Attachment B - Sample Contract | Contract Terms | Section 14 | Debarment & Suspension | How frequently does INDNR review or audit vendors for compliance with debarment and suspension criteria? What specific due diligence steps should vendors take to remain in good standing? | The State reviews vendors for compliance at whatever schedule is deemed appropriate or necessary during the course of their relationship with a vendor. Respondents may consult with IDOA regarding what steps may be taken to remain in good standing. |
| 87 | Attachment B - Sample Contract | Contract Terms | Section 20 | Force Majeure | What types of force majeure events are recognized under this contract? Are there predefined procedures for addressing long-term disruptions? | Respondents are encouraged to consult their legal representation to discuss the types of events that are typically considered force majeure within contract law. Procedures for addressing long-term disruptions can be established during contract negotiations. |
| 88 | Attachment B - Sample Contract | Contract Terms | Section 27 | IT Compliance | Does INDNR require specific security certifications or compliance with Indiana's Enterprise Architecture standards? Are there cybersecurity insurance requirements? | See Att F1 Scope of Work; Att B1 IaaS Terms; Att B2 PaaS Terms; Att B3 SaaS Terms; Att K Cloud Quesionnaire |
| 89 | Attachment B - Sample Contract | Contract Terms | Section 28 | Insurance Requirements | What are the specific insurance coverage limits required under this contract? Does INDNR require vendors to add the State as an additional insured party? | At minimum, this contract is expected to follow the standard boilerplate insurance coverage amounts and terms listed in Att B Sample Contract. Desired modifications can be discussed during contract negotiations. |
| 90 | Attachment B - Sample Contract | Contract Terms | Section 45 | Termination for Convenience | Under what conditions can the State terminate the contract for convenience? What notice period is required, and what compensation (if any) will the contractor receive for early termination? | These questions are answered in the Termination for Convenience clause in Att B Sample Contract. |
| 91 | Attachment B1 - IaaS Terms | Security Incident Response | Page 3 | Incident Response Requirements | What is the required process and timeframe for reporting security incidents to INDNR? Are there additional forensic analysis or mitigation expectations beyond the two-day reporting requirement? | Please refer to Att F1 Scope of Work |
| 92 | Attachment B1 - IaaS Terms | Data Breach Response | Page 3 | Breach Notification & Remediation | Beyond notification and remediation efforts, are there additional penalties for contractors who fail to prevent Data Breaches due to negligence? | See Att F1 Scope of Work for information |
| 93 | Attachment B1 - IaaS Terms | Audit Requirements | Page 5 | Annual Compliance Audits | Are there any specific compliance audit frameworks beyond SOC 2 or the Indiana Office of Technology requirements that vendors must adhere to? | See Att F1 Scope of Work for information |
| 94 | Attachment B1 - IaaS Terms | Change Management | Page 6 | Advance Notice for Changes | What is the required notice period for planned system updates or service modifications? How should emergency changes be communicated to INDNR? | See Att F1 Scope of Work for information |
| 95 | Attachment B1 - IaaS Terms | Subcontractor Disclosure | Page 7 | Third-Party Involvement | What are the requirements for disclosure of subcontractors and strategic business partners involved in service delivery? Are subcontractors subject to the same compliance audits as the primary contractor? | Please refer to RFP Section 2.6.3 |
| 96 | Attachment B2 - PaaS Terms | Security Incident Response | Page 3 | Breach Notification Protocol | What are the requirements for contractors to notify INDNR in the event of a security breach? Are there additional penalties for failing to prevent data breaches due to contractor negligence? | See Att F1 Scope of Work for information |
| 97 | Attachment B2 - PaaS Terms | Data Breach Response | Page 3 | Breach Reporting and Remediation | Beyond notification and remediation efforts, what forensic analysis or legal obligations must the contractor fulfill when handling data breaches involving personally identifiable information (PII) or financial data? | See Att F1 Scope of Work for information |
| 98 | Attachment B2 - PaaS Terms | Audit Requirements | Page 5 | Annual Compliance Audits | Does INDNR require vendors to undergo independent audits such as SOC 2 Type II, or is the Indiana Office of Technology audit framework sufficient? | Please refer to Att F1 Scope of Work |
| 99 | Attachment B2 - PaaS Terms | Change Management | Page 6 | Planned & Emergency Updates | What is the required advance notice period for implementing non-emergency updates to the PaaS environment? How should vendors communicate emergency changes to INDNR? | Please refer to Att F1 Scope of Work |
| 100 | Attachment E - Business Proposal | General | Page 1 | Company Overview | Are there any specific company qualifications, such as years in operation or past government contract experience, that would make a respondent more favorable in the evaluation process? | There are no specific qualifications in this RFP, but a preferred Respondent will be one that can easily demonstrate their experience with implementing and managing solutions and contracts of similar size, scale, and scope to this RFP. |
| 101 | Attachment E - Business Proposal | Company Financial Information | Page 2 | Financial Stability | If a respondent does not have a Dunn & Bradstreet Business Report or audited financial statements, what alternative financial documentation will be considered acceptable? | Please refer to RFP Section 2.3.3 |
| 102 | Attachment E - Business Proposal | Integrity of Company Structure and Financial Reporting | Page 3 | Corporate Financial Responsibility | Is there a specific format required for the CEO or CFO's financial responsibility statement, or is a signed letter of attestation sufficient? | Please refer to RFP Section 2.3.8 |
| 103 | Attachment E - Business Proposal | References | Page 4 | Reference Requirements | Are respondents allowed to submit references from private sector clients, or must all references be from public sector entities? | Yes, references from private sector clients are acceptable. |
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