9-Attachment 2 - RFP 2000004237- Requirements Workbook.xlsx
XLSX spreadsheet 81 KB Posted
- Attached to
- Recreation Management System State and local contract opportunity
- Solicitation number
- RFP 2000004237
- Issued by
- Fairfax County, Virginia
About this file
This is a Requirements Workbook for a cloud-based Recreation Management System RFP issued by Fairfax County, Virginia, specifically for the Fairfax County Park Authority (FCPA) and the Department of Neighborhood and Community Services (NCS). The system must provide an enterprise-level platform supporting multiple lines of business including activity registrations, memberships, facility reservations, retail sales, ticketing, activity permits, and customer account management across multiple physical locations. All vendors must complete the General Requirements and Recreation Management tabs; vendors capable of supporting NCS's Therapeutic Recreation and Adult Day Health Care programs must also complete those supplemental sections. The workbook requires vendors to score their solutions as "Fully Meets," "Other," or "Will Not Meet" for each requirement, with detailed explanations and supporting documentation for all selections.
The Requirements Workbook establishes comprehensive functional, financial, technical, and vendor requirements organized across multiple categories including system functionality, financial management, CRM account management, website capabilities, reporting and data analytics, marketing and communications, and technical specifications. Key requirements encompass mobile functionality across all modules, fee reduction programs (sliding scales, scholarships, vouchers), multi-location support with separate financial coding, PCI compliance and SOC 2 certification, HIPAA compliance, Section 508 accessibility compliance, integration with Fairfax County's existing financial systems and payment processor (currently Elavon via Fusebox or Converge), real-time reporting and data export capabilities, and support for multiple payment methods including ACH, credit cards, and emerging payment platforms such as Apple Pay and Venmo. The vendor must provide a SaaS escrow agreement, maintain minimum three environments for testing and production, provide disaster recovery planning with defined recovery objectives, support SAML 2.0 or OIDC SSO for staff and integration with My Fairfax identity service for public accounts, implement multi-factor authentication for administrative users, and ensure all data remains Fairfax County property with export capability in standard formats within ten days of contract termination.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| 2-Attachment 4 - SLA Elements.pdf | ||
| 10-Attachments A1 through A9.pdf | ||
| 3-Attachment 7 -RFP-2000004237- form ITConsultantAgreement.pdf | ||
| 8-Attachment 5 - RFP-2000004237-iso systemSecurityMatrix.pdf | ||
| 5-Attachment 3 - Implementation and Training Plan Elements.pdf | ||
| 11-Attachment 1 - Technology Profiles and Additional Requirements.pdf | ||
| 7-Recreation Management RFP 2000004237.pdf | ||
| 6-Attachment 8 -RFP 2000004237- Cost Proposal Template.xlsx | XLSX spreadsheet | |
| 4-DPMM Cover.pdf | ||
| 1-Attachment 6 - AI Questionnaire.pdf |
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Instructions
| Instructions for completing the Fairfax County Recreation Management RFP Workbook | |||
| Workbook Tabs | |||
| General Requirements | General, technical, and vendor requirements | ||
| Recreation Management | Functional requirements specific to recreation management. | ||
| Supplemental-Therapeutic Rec | Supplemental requirements specific to Neighborhood and Community Services' Therapeutic Recreation program. | ||
| Supplemental-Adult Day Health | Supplemental requirements specific to Neighborhood and Community Services' Adult Day Health Care Program. | ||
| All offerors must fully complete the General Requirements and Recreation Management tabs. | |||
| Only offerors able to provide functionality for the Therapeutic Recreation and Adult Day Health Care programs of NCS must complete the tabs for those programs. | |||
| Failure to provide functionality for those programs will not detract from the score of your proposal for a Recreation Management system. | |||
| Scoring | |||
| For each item, indicate how your solution will meet the requirement. Scores will need to be justified with documentation or demonstrations. | |||
| Fully Meets | The solution fully meets this requirement out of the box or with standard configuration changes. | ||
| Other | The solution does not meet this requirement out of the box but could meet it through various means. | ||
| Will Not Meet | The solution does not meet this requirement and there is no option for the solution to meet this requirement. | ||
| For any selection of "Other", you must select a reason in the Other Reason column and provide a full explanation in the Comments column. |
General Requirements All Offerors Must Complete All Sections of This Tab
| Functional Area: General System Requirements | Fully Meets | The solution meets this requirement out of the box with only standard configuration changes. |
| The selected software product will serve the needs of the Park Authority and Neighborhood and Community Service's fee-based programs in handling all aspects of business operation as described below. The primary business functions are activity registration, membership management, retail sales, timed event ticketing and facility/campsite reservations and booking. The software will serve as the primary financial management tool for incoming revenue, with an integration with Fairfax County’s existing financial software. | ||
| Other | The solution can meet this requirement but not out of the box. You must select a reason and provide additional explanation. |
Will Not Meet The solution will not meet this requirement and there is no option or workaround to meet it.
| NUMBER | Sub | CATEGORY | REQUIREMENT | Proposal Self Score | Other Reason | Comments |
| 1 | Overall system | The system shall have functionality to manage the following lines of business. Each line of business shall provide both customer self-service (online) and staff management options. | ||||
| 1.1 | Overall system | Activity Permits- documented permission issued for activities that take place across the park system, generally managed through a workflow process that would include customer request, staff review, documentation upload, and communication and approval process. | ||||
| 1.2 | Overall system | Registrations- creation and management of programmed activities across the park system, to include class and camp programs. Programs may be recurring class sessions with multiple meetings or a single meeting. An individual customer record is required for registration and restrictions may be tied to each program (example: age requirements). | ||||
| 1.3 | Overall system | Reservations- facilities and amenities available for booking across the park system. Reservable amenities may include day, night, or half-day based reservations (ex. campgrounds, picnic shelters) or hourly reservations (ex. tennis courts). Reservations may be available for online booking or managed by staff and may have various restrictions guiding the reservation (max length of reservation, minimum days out prior to booking, etc.) | ||||
| 1.4 | Overall system | Memberships- Rec Center and other park system memberships and passes, generally tied to use of a facility (ex. Rec Center membership). Memberships may include time-based memberships (annual membership), fixed-visit memberships (10-visit pass with expiration), fixed-date memberships (ex. seasonal-based membership with automatic expiration on scheduled date), and recurring memberships (auto-renewing memberships, with and without expiration dates). | ||||
| 1.5 | Overall system | Retail Sales- encompasses physical inventory-based skus (merchandise in stores, food and beverage items), as well as skus for items/admissions that may not fit into another module. | ||||
| 1.6 | Overall system | Tickets- creation and management of activities across the park system, to include one-time programmed activities, events, and admission-based activities. Typically tied to a one-time or non-recurring activity, customers may purchase multiple tickets upon sign up, without requiring individual customer records. Tickets may be day-based or time-based and may include multiple distinct sessions in a single day (ex. timed tickets for the same program offered at 10am, 10:30am, 11am, etc.). Customers may purchase online in advance as well as in-store or on-site on the day of the activity. | ||||
| 1.7 | Overall system | Customer Accounts- household account management for customers across the system. Every individual participant should have a customer record tied to an overall household record. Customer accounts include the customer ability to create and manage their own account online, as well as in-store capability for staff. Accounts may ask and capture various customer demographic information (address, age, race/ethnicity, etc.) as well as capture various account details (transaction history, credit/balance, etc). | ||||
| 1.8 | Overall system | Reporting - a robust reporting system for real-time access to data across all modules, as well as financial reporting- accessible and available across the system based off permission levels. Capability to provide canned/fixed reports for ease of use in the field, and access to all system data via database access to allow for advanced data analytics capabilities. FCPA has a signficant data analytics operation in addition to historical reporting capabilities. | ||||
| 1.9 | Overall system | Gift Cards- physical and virtual gift cards sold to customers for various amounts with an expiration date. Gift cards may be sold and redeemend online or in-store and can be used in any transaction conducted. | ||||
| 2 | Mobile | The system must support mobile functionality across all modules, ensuring that all transactions and updates made through mobile devices are synchronized in real-time with the central system.The mobile functionality should work seamlessly on various devices, such as smartphones, tablets, and dedicated POS hardware. The system should allow transactions to be processed offline and automatically sync data when the connection is restored. Please specify if this is available in each of the main program areas: | ||||
| 2.1 | Mobile | Activity Permits | ||||
| 2.2 | Mobile | Registrations | ||||
| 2.3 | Mobile | Reservations | ||||
| 2.4 | Mobile | Memberships | ||||
| 2.5 | Mobile | Retail Sales | ||||
| 2.6 | Mobile | Tickets | ||||
| 2.7 | Mobile | Check-In/Check-Out | ||||
| 3 | Mobile | System will include a mobile app that has full and intuitive functionality for the customer comparable to the Web interface. | ||||
| 4 | Fee Reduction Programs- Sliding Fee Scale, Scholarships, and Vouchers | System must include functionality for fee reduction programs (three distinct programs) that ensure accurate calculations and application of discounts based on predefined criteria. Programs should be able to be applied to each module as defined by customer. Such functionality should consist of the following: | ||||
| 4.1 | Fee Reductions - Financial Aid Management | Financial Aid Management: The system must provide functionality to store, track, and manage financial aid eligibility information per customer, OR the system must provide a secure connection to a third party external financial aid qualification service. For any internal solution, system must provide a user friendly interface for customers and administators to view, manage, and apply for finacial aid. | ||||
| 4.2 | Fee Reductions - Applications | System must provide workflows to automate the application process, track eligibility criteria, and monitor awarded aid. This includes maintaining records of recipients and the amount disbursed. | ||||
| 4.3 | Fee Reductions - Scholarship Program | System must include functionality to reduce current fees to a singular fixed price- system should limit use to approved participants with a scholarship on file for scholarship eligible activities (ex. both a $100 and $150 program would reduce to a flat rate of $15 if eligible). | ||||
| 4.4 | Fee Reductions - Sliding Fee Scale Program | The system must include a dynamic fee structure that adjusts based on income levels or other qualifying factors. Sliding fee scale should work as percentage discounts taken off the existing price (ex. $100 membership becomes $10 with a 10% income level). | ||||
| 4.5 | Fee Reductions - Voucher Program | System must include functionality to distribute a voucher to approved participants for use for specifically defined services and amenities. Operates similarly to a gift card program, but with distinct rules regarding expiration and program/service eligibility. | ||||
| 4.6 | Fee Reductions - Reporting | System must generate detailed reports on scholarships awarded, fee reductions applied, and overall financial impact. | ||||
| 4.7 | Fee Reductions - Redemption | System has the ability for fee reduction programs to be redeemable online directly by customers for approved activities | ||||
| 4.8 | Fee Reductions - Expiration | Automatically remove fee reduction eligibility status from accounts on system administrator-defined expiration date. | ||||
| 4.9 | Fee Reductions - Modules | System has the ability to provide fee reduction capability (scholarships, sliding fee scale, and vouchers) in all modules. | ||||
| 5 | Calendar | All reservations, permits, classes and other scheduled events must integrate into a master calendar view both for the customer and for staff. This master calendar must also allow for scheduling capability for all facilities. Please specify if this is available for each of the following modules AND can be combined into master calendars across the system: | ||||
| 5.1 | Calendar | Activity Permits | ||||
| 5.2 | Calendar | Registrations | ||||
| 5.3 | Calendar | Reservations | ||||
| 5.4 | Calendar | Tickets | ||||
| 6 | Capacity Management | System has ability to provide real time capacity management information to operational staff (ex: number of people checked in at a water park). | ||||
| 7 | Compliance | System must have automated and workflow-enabled cancellation/modification business rules (e.g., fees, extra charges) | ||||
| 8 | Registration | System must have capability to set registration restrictions (e.g., prerequisites, min/max requirements for purchases) | ||||
| 9 | Self-Help | The system must have embedded FAQs or other help resources directly in the public interface. | ||||
| 10 | Self-Help | The system must incorporate real-time chatbots for multilingual support, including AI-driven assistants for personalized user guidance. | ||||
| 11 | System Setup / Display | System allows for customized page layouts dependent on the security rights of the person logging in. | ||||
| 12 | System Setup / Display | System must allow ability to access multiple different system pages simultaneously from the staff interface. (Ex: Open the Check In and Customer Account modules simultaneously to research a customer membership and quickly check them in.) | ||||
| 13 | Transactions | System must have ability to require transactions to be attached to customer account (across all modules) | ||||
| 14 | Cancellation Rules | System must have the ability to apply different cancellation rules and fees based off the program type or category. Please specify if this is available in each of the main program areas: | ||||
| 14.1 | Cancellation Rules | Activity Permits | ||||
| 14.2 | Cancellation Rules | Registrations | ||||
| 14.3 | Cancellation Rules | Reservations | ||||
| 14.4 | Cancellation Rules | Memberships | ||||
| 14.5 | Cancellation Rules | Tickets | ||||
| 15 | Discounts | System must provide the capability to automatically discount and modify pricing by user group (ex. age, in/out of county, other qualifiers). Please specify if this is available in each of the main program areas: | ||||
| 15.1 | Discounts | Activity Permits | ||||
| 15.2 | Discounts | Registrations | ||||
| 15.3 | Discounts | Reservations | ||||
| 15.4 | Discounts | Memberships | ||||
| 15.5 | Discounts | Retail Sales | ||||
| 15.6 | Discounts | Tickets | ||||
| 16 | Restrictions | System must provide capability for restricitons based on administrator configured criteria such as customer age, residency, date/time, etc. (ex: customer under the age of 16 cannot reserve a picnic shelter). Please specify if this is available in each of the main program areas: | ||||
| 16.1 | Restrictions | Activity Permits | ||||
| 16.2 | Restrictions | Registrations | ||||
| 16.3 | Restrictions | Reservations | ||||
| 16.4 | Restrictions | Memberships | ||||
| 16.5 | Restrictions | Retail Sales | ||||
| 16.6 | Restrictions | Tickets | ||||
| 17 | Restrictions | System must have the ability to restrict items from being sold online and allow in-store purchase only. | ||||
| 18 | Archive | System must have the ability to archive offerings that are no longer available (memberships, reservable spaces, etc.) while maintaining the transaction history of those offerings. | ||||
| 19 | Multi-location | System must account for multiple physical sites (rec centers, water parks, etc.) that have different offerings, staff access requirements, SKUs, and financial coding while still allowing global reporting and system administration functionality. | ||||
| 20 | Bulk Upload | System must allow for bulk upload or modification of offerings by CSV, Excel, or other standard tabular format. Please specify if this is available in each of the following modules: | ||||
| 20.1 | Activity Permits | |||||
| 20.2 | Registrations | |||||
| 20.3 | Reservations | |||||
| 20.4 | Memberships | |||||
| 20.5 | Retail Sales | |||||
| 20.6 | Tickets | |||||
| 21 | Waivers/Forms | System must have the capability to require completion of a form or waiver as needed online or in person with the ability to capture an electronic signature. | ||||
| Functional Area: Financial Requirements | Fully Meets | The solution meets this requirement out of the box with only standard configuration changes. | ||||
| The software solution must handle various transaction types with accuracy, ensure compliance with regulations, and maintain robust data security. It must support real-time reporting, seamless integration with third-party systems, and automation of routine tasks. Scalability and user-friendly design are essential to accommodate growth and ease of use. | ||||||
| Other | The solution can meet this requirement but not out of the box. You must select a reason and provide additional explanation. |
Will Not Meet The solution will not meet this requirement and there is no option or workaround to meet it.
| NUMBER | Sub | CATEGORY | REQUIREMENT | Proposal Self Score | Other Reason | Comments |
| 1 | Accounting | All transactions must be linked to unique financial coding consisting of at least 5 separate elements. The system must have the ability to separate financial coding for individual items in the same transactions. Revenue from any part of the systems modules must be associated with the financial coding. | ||||
| 2 | Accounting | Reports must comply with GAAP accrual basis accounting. | ||||
| 3 | Accounting | The system must have the ability to track deferred revenue from activities, reservations, membership, etc. that have not started or occurred. System must allow automatic deferred revenue liability posting and automatic revenue recognition on use, expiration, or occurrence of item. | ||||
| 4 | Billing | System provides for installment billing options for recurring scheduled payments in all modules and have the ability to apply the payment(s) automatically or by invoice. System must have capability to define parameters around how payments are split. |
Example: all payments received by ‘X’ date, weekly, monthly, etc. Please specify if this is available in each of the main program areas:
| 4.1 | Billing | Activity Permits | |||
| 4.2 | Billing | Registrations | |||
| 4.3 | Billing | Reservations | |||
| 4.4 | Billing | Memberships | |||
| 4.5 | Billing | Retail Sales | |||
| 4.6 | Billing | Tickets | |||
| 5 | Billing | System must have the ability to send an online or link payable invoice to a customer. The system must be able to generate this invoice and have the option to resend as needed. Please specify if this is available in each of the main program areas: | |||
| 5.1 | Billing | Activity Permits | |||
| 5.2 | Billing | Registrations | |||
| 5.3 | Billing | Reservations | |||
| 5.4 | Billing | Memberships | |||
| 5.5 | Billing | Retail Sales | |||
| 5.6 | Billing | Tickets | |||
| 6 | Compliance | System must allow for customization of receipt information, including line items details for refunds, discounts, etc. | |||
| 7 | Customer Account | System must provide for a customer account which can contain a balance used to provide payment. Customer account cannot go negative. | |||
| 8 | Donations | System must have the capability to receive and process donations via a button available in all modules that allows the user add contributions to their cart. | |||
| 9 | Pricing | Sales Prices must have the ability to be put on promotion by percent or fixed amount. System must have the ability to automate turning on or off a sale, preprogrammed or manually and/or for a specified period of time or number of uses. | |||
| 10 | Dynamic Pricing | System must have the capability for dynamic pricing to automatically increase or decrease the price of an offering based on a variety of criteria (examples: Decrease the cost of a ticket if more than 100 tickets remain available within 3 days of an event start date. Increase the cost of a program if less than 5 spots remain more than 10 days prior to the start of the program). | |||
| 11 | Discounts | Ability to discount transactions, reservations, memberships, etc with coupon codes. Please specify if this is available in each of the main program areas: | |||
| 11.1 | Discounts | Activity Permits | |||
| 11.2 | Discounts | Registrations | |||
| 11.3 | Discounts | Reservations | |||
| 11.4 | Discounts | Memberships | |||
| 11.5 | Discounts | Retail Sales | |||
| 11.6 | Discounts | Tickets | |||
| 12 | Payment Processing | Either the vendor serves as the Merchant of Record or, if the County serves as the Merchant of Record, then the system must be capable of processing via any payment processor used by Fairfax County. Fairfax County's current processor is Elavon via the Fusebox or Converge platforms, but is subject to change. In either case, offeror must disclose any processing or transaction fees in the comments. | |||
| 13 | Transactions | All payments and other financial transactions must be automatically assigned a unique identifier that helps identify which transaction in the recreation system ties to which payment in the third-party payment system | |||
| 14 | Transactions | System must allow (within single transaction): Full payment, partial payment, cash/check payments, ACH payments, credit card payments, payment reversal, payment cancellation, credit balance refunds and deposit refunds. | |||
| 15 | Transactions | Ability to cancel any transaction with options: Apply credit to credit card, apply credit to customer account, apply split refund payment, refund by manual check | |||
| 16 | Transactions | System must have the ability to automatically and on demand process refunds to the original payment type used for purchase. Refunds to credit/debit card payments should not require the card to be present or account information to be entered manually | |||
| 17 | Transactions | Allow split payments among multiple payment methods. (Cash, Check, Gift Cards/Stored House Account Value, Credit Cards, Online and Mobile Payment Options to include, but not be limited to Visa, MC, American Express, Discover, Apple Pay, Google Pay, Cash App, Venmo/Paze/Zelle, ACH). This will be based on acceptable County payment types. | |||
| 18 | Transactions | System has the ability for EFT and auto credit card billing as form of payment for continuous scheduled payments (that only end upon customer request). | |||
| 19 | Transactions | System must have the ability to execute financial actions in bulk (e.g. refunds for program cancellations, customer account write-offs) | |||
| 20 | Transactions | System must have the ability to refund an individual line item, or multiple line items without having to refund the entire transaction, including revenue and tax portions | |||
| 21 | Transactions | System must allow single or multiple items from various modules within the same transaction, including refunds and sales (e.g. program registration and a facility reservation in the same transaction). | |||
| 22 | Overrides | All price and fee overrides in all modules only possible through appropriate role-based security permissions | |||
| Functional Area: CRM - Account Management | Fully Meets | The solution meets this requirement out of the box with only standard configuration changes. | |||
| Comprehensive, user-friendly Customer Relations Management (CRM) and account management tool that will enhance operational efficiency and customer satisfaction. It should seamlessly integrate account tracking, communication management, and data analytics within a centralized platform. Intuitive design and robust functionality are essential to ensure easy adoption, scalability, and effective oversight of customer interactions and account activities. | |||||
| Other | The solution can meet this requirement but not out of the box. You must select a reason and provide additional explanation. |
Will Not Meet The solution will not meet this requirement and there is no option or workaround to meet it.
| NUMBER | Sub | CATEGORY | REQUIREMENT | Proposal Self Score | Other Reason | Comments |
| 1 | Administration | System must allow for the addition of custom profile fields using standard data formats including but not limited to text, date, number, single-select, multiple-select, and attachment. System must be capable of enforcing standardization of data fields (example: email address fields must include an @ symbol and a period). | ||||
| 2 | Administration | System must allow for multiple account status types (active, inactive, pending, on hold, etc.), configurable by automated rules or appropriate administrative permissions. | ||||
| 3 | Customer Account | Account profiles must include all standard demographic fields by default, including but not limited to name, address, DOB, gender, etc. | ||||
| 4 | Customer Account | All account profile fields must be configurable as required or optional. (A single field that is always required, such as an email address is acceptable.) | ||||
| 5 | Customer Account | Address entry should provide a lookup and standardization to the USPS standard. | ||||
| 6 | System must be capable of automatically determing resident/non-resident classification based off address. | |||||
| 7 | Customer Account | System must be capable of detecting duplicate accounts both at the time of account creation and through periodic review, and provide a process for merging accounts in the event of duplication. | ||||
| 8 | Customer Account | System must allow for multiple emails and log in capabilities associated with adults on a family account (e.g. both parents would like to have separate log-ins for the same account). | ||||
| 9 | Customer Accounts | Ability to set up different types of customer accounts with different required fields (personal, household, corporate - private vs. non-profit) | ||||
| 10 | Customer Accounts | System must be capable of archiving/deactivating accounts based on organization criteria (lack of use over a period of time). | ||||
| 11 | Customer Accounts | System must allow customers to self-create accounts and provide options for self-management of those accounts, including the ability to change profile data as allowed by the system owner, reset passwords, view account balance, and view a history of transactions or actions taken within the system | ||||
| 12 | Customer Accounts | System must have the capability to store a photo on the customer account for each household member that can be displayed at check-in. | ||||
| 13 | Customer Accounts | System must have the capability to flag individual accounts for alerts (banned individuals, unpaid bills, etc.). Alerts should be configurable for staff or customer viewing or both. | ||||
| 14 | Customer Needs | System must track additional customer needs (e.g. ADA, primary language) to provide better customer service. Please specify if this is available in each of the main program areas: | ||||
| 14.1 | Customer Needs | Activity Permits | ||||
| 14.2 | Customer Needs | Registrations | ||||
| 14.3 | Customer Needs | Reservations | ||||
| 14.4 | Customer Needs | Memberships | ||||
| 14.5 | Customer Needs | Retail Sales | ||||
| 14.6 | Customer Needs | Tickets | ||||
| 15 | Customer Needs | System must support a customizable assesment process (i.e fitness level, experience, etc.) to determine appropriate placement in programs. | ||||
| 16 | Customer Relationship Management | System must be capable of storing staff created notes on customer accounts that are visible to staff only. | ||||
| 17 | Account Migration | System must allow for the transferring/sharing of profile and transactional information from one account to another, such as in the case of a child-account migrating to an adult account when that child becomes an adult, or the splitting of accounts in the event of divorce and ease of transfer of information. | ||||
| 18 | Marketing | System must have subscription status Opt-in and opt-out to information/emails/marketing/ physical mail | ||||
| 19 | Marketing | System must have the ability to capture areas of interest on primary and associate member records, based on customer inputs at account setup. | ||||
| 20 | Notification | System must be capable of prompting customers to review/update profile information on a timed or as needed basis. | ||||
| 21 | Transactions | System must allow for customers to easily print forms and receipts based on transaction data (e.g. printing tax forms for childcare expenses) | ||||
| Functional Area: Web Site | Fully Meets | The solution meets this requirement out of the box with only standard configuration changes. | ||||
| A user-friendly website that is intuitive to navigate and easily updateable to accommodate evolving content and design needs. It should ensure resilience by maintaining high performance, robust security, and scalability to handle traffic fluctuations. | ||||||
| Other | The solution can meet this requirement but not out of the box. You must select a reason and provide additional explanation. |
Will Not Meet The solution will not meet this requirement and there is no option or workaround to meet it.
| NUMBER | Sub | CATEGORY | REQUIREMENT | Proposal Self Score | Other Reason | Comments |
| 1 | Integration | Website provides seamless integration and access to and from Fairfax County web pages. | ||||
| 2 | Deep Links | System must allow for direct links to specific items within the system such as classes or reservable spaces. For example, a link on a county web page that takes a user directly to a specific swimming class or reservable campsite. | ||||
| 2.1 | Deep Links | Activity Permits | ||||
| 2.2 | Deep Links | Registrations | ||||
| 2.3 | Deep Links | Reservations | ||||
| 2.4 | Deep Links | Memberships | ||||
| 2.5 | Deep Links | Retail Sales | ||||
| 2.6 | Deep Links | Tickets | ||||
| 2.7 | Deep Links | Customer Accounts | ||||
| 2.8 | Deep Links | Gift Cards | ||||
| 3 | Mapping | Website will have a user-friendly functionality for searching on an interactive map. | ||||
| 4 | Marketing | The ability to align the website's appearance with Fairfax County's branding and design guidelines. | ||||
| 5 | Marketing | Marketing capability to highlight promotional content or featured offerings directly on the website to attract interest and engage visitors (e.g. website banner ads) | ||||
| 6 | Registration | Website will allow for an automated registration release system with the following functionality: | ||||
| 6.1 | Registration | Opening: Offerings shall be viewable on the website for an administrator defined period of time before they are open for registration. Viewable and registerable dates and times must be able to be preconfigured. | ||||
| 6.2 | Registration | Countdown Timer: Before the release, a visible countdown on the website could build anticipation and prepare users to book as soon as the offerings go live. | ||||
| 6.3 | Registration | Fair Access Management: Features like randomized queueing or time-limited sessions for high-demand slots can ensure fair access to popular offerings. | ||||
| 7 | Search | System must have robust and user-friendly search capabilities that allow customers to search for any amentiy or service based on multiple criteria (e.g. date, location, type, keyword, availability, etc.) in multiple formats (list view, calendar view, map view, etc.). Please specify if this is available in each of the main program areas: | ||||
| 7.1 | Search | Activity Permits | ||||
| 7.2 | Search | Registrations | ||||
| 7.3 | Search | Reservations | ||||
| 7.4 | Search | Memberships | ||||
| 7.5 | Search | Retail Sales | ||||
| 7.6 | Search | Tickets | ||||
| 8 | Transactions | System must have the ability to show users real-time data such as how many customers are viewing an offering or have the same offering in their carts to showcase popularity or availability. | ||||
| 9 | Transactions | System must have the ability to hold an offering when an item is added to the cart, temporarily removing availability from other users, ensuring the user has time to complete the purchase. System must also have the ability to expire a cart at a prescribed time out to ensure an offering is again made available if no purchase is made. | ||||
| 10 | User Notification | Website will have the option for custom error notifications that are editable by system administrators. | ||||
| 11 | User Notification | System shall have the ability to allow customers to easily add purchases such as registrations and tickets to their personal calendar (Google, Outlook, etc.) through an "Add to calendar" prompt or similar. | ||||
| Functional Area: Reporting and Data | Fully Meets | The solution meets this requirement out of the box with only standard configuration changes. | ||||
| Robust data management capabilities, providing secure and centralized storage for all organizational data. It should include advanced reporting tools that offer comprehensive, real-time insights and analytics to support decision-making. | ||||||
| Other | The solution can meet this requirement but not out of the box. You must select a reason and provide additional explanation. |
Will Not Meet The solution will not meet this requirement and there is no option or workaround to meet it.
| NUMBER | Sub | CATEGORY | REQUIREMENT | Proposal Self Score | Other Reason | Comments |
| 1 | Data | Vendor must clearly identify data availability, distinguishing between real-time data and data with a time delay before querying or accessing. | ||||
| 2 | Data | System must provide a comprehensive data archiving solution that ensures secure, efficient, and compliant storage of organizational data. The solution must support long-term retention, easy retrieval, and adherence to applicable regulatory standards. | ||||
| 3 | Reporting | System must maintain the capability to access archived data for purposes of historical reporting. | ||||
| 4 | Reporting | System must provide the capability to generate and print certain reports like program rosters and attendance reports, in real time. Please specify if this is available in each of the main program areas: | ||||
| 4.1 | Reporting | Activity Permits | ||||
| 4.2 | Reporting | Registrations | ||||
| 4.3 | Reporting | Reservations | ||||
| 4.4 | Reporting | Memberships | ||||
| 4.5 | Reporting | Retail Sales | ||||
| 4.6 | Reporting | Tickets | ||||
| 4.7 | Reporting | Check-In/Check-Out | ||||
| 4.8 | Reporting | Gift Cards | ||||
| 5 | Reporting | System must provide robust reporting capabilities, enabling customization, export options, template saving, and automated delivery to meet diverse operational needs. | ||||
| 6 | Reporting | System must be capable of meal and attendance tracking compliant with the USDA Meal Program. | ||||
| Functional Area: Marketing and Communications | Fully Meets | The solution meets this requirement out of the box with only standard configuration changes. | ||||
| Automated communication tools for emails and SMS, along with analytics for campaign performance. | ||||||
| Other | The solution can meet this requirement but not out of the box. You must select a reason and provide additional explanation. |
Will Not Meet The solution will not meet this requirement and there is no option or workaround to meet it.
| NUMBER | Sub | CATEGORY | REQUIREMENT | Proposal Self Score | Other Reason | Comments |
| 1 | Notifications | Platform must have an integrated notification system capable of sending real-time messaging with attachments tied to customizable criteria (e.g. reservation reminders, weather cancellation, rescheduling, etc.) via e-mail or SMS. Specify whether this is available in each of the following modules. | ||||
| 1.1 | Notifications | Activity Permits | ||||
| 1.2 | Notifications | Registrations | ||||
| 1.3 | Notifications | Reservations | ||||
| 1.4 | Notifications | Memberships | ||||
| 1.5 | Notifications | Tickets | ||||
| 1.6 | Notifications | Customer Accounts | ||||
| 1.7 | Notifications | Financial | ||||
| 1.8 | Notifications | Gift Cards | ||||
| 2 | Communication | System must support communication based on attributes of activity across modules (e.g. activity is indoors/outdoors) with the activities being assigned by staff (e.g. all outdoor activities are canceled due to rain) Specify whether this is available in each of the following modules. | ||||
| 2.1 | Communication | Activity Permits | ||||
| 2.2 | Communication | Registrations | ||||
| 2.3 | Communication | Reservations | ||||
| 2.4 | Communication | Memberships | ||||
| 2.5 | Communication | Tickets | ||||
| 3 | Communication | The system must provide an API for integration with third-party email marketing platforms, enabling secure and automated communication between systems. | ||||
| 4 | Communication | System must support bidirectional communicaiton within the system. | ||||
| 5 | Surveys | System must provide integrated survey management tools to streamline the creation, distribution, and analysis of surveys. | ||||
| 6 | Planning | System must include a planning calendar to facilitate the scheduling and automated distribution of email marketing campaigns and other push communications. | ||||
| 7 | Export | System must offer export capabilities by program, season, location, or time period to a template for publishing. (Ex: Ability to export classes/camps to template or pdf by location.) | ||||
| 8 | User Data | System must collect user data on website usage (customer journey with all touchpoints), including purchase history, browsing behavior, and stated preferences. | ||||
| 9 | User Suggestions | System must generate tailored suggestions for products, services, or content based on individual user profiles. Specify whether this is avialble in each of the following modules. | ||||
| 9.1 | User Suggestions | Activity Permits | ||||
| 9.2 | User Suggestions | Registrations | ||||
| 9.3 | User Suggestions | Reservations | ||||
| 9.4 | User Suggestions | Memberships | ||||
| 9.5 | User Suggestions | Retail Sales | ||||
| 9.6 | User Suggestions | Tickets | ||||
| Functional Area: Technical Requirements | Fully Meets | The solution meets this requirement out of the box with only standard configuration changes. | ||||
| The solution should use cutting edge hardware and software, be capable of running on/being accessed from a secure government environment and adhere to standard security principles for protecting financial and personal information. | ||||||
| Other | The solution can meet this requirement but not out of the box. You must select a reason and provide additional explanation. |
Will Not Meet The solution will not meet this requirement and there is no option or workaround to meet it.
| NUMBER | Sub | CATEGORY | REQUIREMENT | Proposal Self Score | Other Reason | Comments |
| 1 | Technical - Audit | The system must maintain a detailed activity log, recording user logins, record changes, and transactions. A full history of customer financial transactions must be maintained. | ||||
| 2 | Technical - Compliance | The system configuration must be compliant with industry standards for security such as SOC 2. If not currently SOC2 compliant, vendor will disclose the details of any efforts to become SOC2 compliant. | ||||
| 3 | Technical - Compliance | The system must comply with HIPAA standards for the secure storage and management of accessibility-related documents. | ||||
| 4 | Technical - Compliance | The system must meet Section 508 compliance requirements for accessibility. | ||||
| 5 | Technical - Compliance | The system must be PCI compliant and ensure the secure handling and storage of payment and user data, preventing unauthorized access IAW with the PCI DSS. System must ensure the use of P2PE for all credit card processing and accomplish PCI compliance without the need for separate secure networks in the customer environment. | ||||
| 6 | Technical - Compliance | The system must ensure the security of customer account data through means such as restricted access and encryption of PII and other sensitive data, masking of credit card account numbers, and strong security controls on account access. | ||||
| 7 | Technical - Data Governance | System must provide robust querying, reporting, and data extraction capabilities to ensure comprehensive access to all data fields. Specify whether this is available in each of the following modules. | ||||
| 7.1 | Technical - Data Governance | Activity Permits | ||||
| 7.2 | Technical - Data Governance | Registrations | ||||
| 7.3 | Technical - Data Governance | Reservations | ||||
| 7.4 | Technical - Data Governance | Memberships | ||||
| 7.5 | Technical - Data Governance | Retail Sales | ||||
| 7.6 | Technical - Data Governance | Tickets | ||||
| 7.7 | Technical - Data Governance | Customer Accounts | ||||
| 8 | Technical - Data Governance | System must enable direct access to organizational data without reliance on intermediary tools, such as report writers or external interfaces. Specify whether this is available in each of the following modules. | ||||
| 8.1 | Technical - Data Governance | Activity Permits | ||||
| 8.2 | Technical - Data Governance | Registrations | ||||
| 8.3 | Technical - Data Governance | Reservations | ||||
| 8.4 | Technical - Data Governance | Memberships | ||||
| 8.5 | Technical - Data Governance | Retail Sales | ||||
| 8.6 | Technical - Data Governance | Tickets | ||||
| 8.7 | Technical - Data Governance | Customer Accounts | ||||
| 8.8 | Technical - Design | The system must be cloud-based or web-hosted. | ||||
| 9 | Technical - Design | The system must store Fairfax County data physically or logically separate from other client data. If county data is stored in the same database as other client data, adequate security controls must be in place to prevent access to county data by other clients. | ||||
| 10 | Technical - Design | The system must adopt a mobile-first design approach for the public interface, ensuring seamless access and usability across various devices. | ||||
| 11 | Technical - Export | The system must allow export of data in multiple formats, including but not limited to Excel, Word, CSV, PDF, and Tab-delimited formats. | ||||
| 12 | Technical - Export | The system must make all fields available to Fairfax County for export purposes. | ||||
| 13 | Technical - Export | The system must provide an automated daily export via FTP of all financial transactions in a format provided by Fairfax County. | ||||
| 14 | Technical - Integration | The system must have a mechanism to programmatically access data stored within all data fields from another system, this could include through an API or direct database connection and ad-hoc query and reporting tools. |
| 15 | Technical - Integration | The system must have the capability to integrate with county email systems and support communications from customer owned domains. | |||
| 16 | Technical - Interface | The staff interface of the system must be compatible with the current and immediately prior version of Microsoft Windows, Microsoft Edge and Google Chrome. Vendor must disclose the need for any plug-ins or third party software on staff computers. | |||
| 17 | Technical - Interface | The public interface of the system must be compatible with the latest versions of all popular web browsers and not require the installation of any plug ins or other software. | |||
| 18 | Technical - Interface | The public interface must allow for customer branding and must meet Fairfax County Web accessibility standards as defined here: https://www.fairfaxcounty.gov/topics/webaccessibility and here: https://www.fairfaxcounty.gov/cregister/DownloadPDF.aspx?AttachmentID=491addf5-8515-4b44-8bb6-4ad92c6a2c7c | |||
| 19 | Technical - Interface | Any mobile app must be available in Google Play and the Apple App Store. | |||
| 20 | Technical - Login | The system must support SAML 2.0 or OIDC SSO capability for staff logins. If the system does not adhere to SSO requirements, then the system must comply with the following Fairfax County username and password requirements: all access must be by individually named accounts with a minimum password length of 14 characters and maximum password age of 1 year. | |||
| 21 | Technical - Login | The system must implement multi-factor authentication (MFA) for all administrative accounts to enhance security. | |||
| 22 | Technical - Login | The system must have the capability to integrate with the My Fairfax identity service provider (IdP) for customer (public) accounts for the purpose of single sign on to multiple Fairfax County applications. My Fairfax uses the OpenID Connect (preferred) or SAML2 protocol (additional details are available upon request). | |||
| 23 | Technical - Login | The system must ensure that customer (the public) accounts are properly protected against fraud and unauthorized access through means such as Captcha, strong password requirements, and optional multi-factor authentication. | |||
| 24 | Technical - Security | The system must include role-based security rights, allowing administrators to define access levels (e.g., view-only, add, update, delete) for different user groups. The vendor must provide a complete security model of user access. | |||
| 25 | Technical - Security | The system must encrypt or secure user data both in transit and at rest. | |||
| Functional Area: Vendor Requirements | Fully Meets | Vendor will fully provide this | |||
| The vendor shall agree to the following requirements related to implementation and operation of the system. | Other | Explain in Comments | |||
| Will Not Meet | Vendor will not provide | ||||
| NUMBER | Sub | CATEGORY | REQUIREMENT | Proposal Self Score | Comments |
| 1 | Vendor - Acceptance | The vendor must provide a fully functional production system which includes the staff and customer interface with full transaction processing capability and any required integration with 3rd party systems at least 60 days prior to an agreed upon Go Live date. | |||
| 2 | Vendor - Acceptance | The vendor must provide a minimum of 3 environments for testing, training, and production available to client at all times. Environments must be capable of being updated as needed with current production data. Non-production environments shall be scrubbed of sensitive customer data (credit card numbers, etc.) | |||
| 3 | Vendor - Acceptance | The vendor must work with the county to create a comprehensive test plan to be used for acceptance of the initial environment and subsequent updates. The test plan will categorize each item as Critical, Important, or Minor. All Critical test items must pass for acceptance of the system and subsequent updates. Any Important or Minor test items that do not pass are at the county's discretion to determine whether they will accept or not. See below for details on item criticality. Vendor must have a clear and comprehensive process for reporting and tracking any items that fail. | |||
| 3.1 | Test Category - Critical | Critical test items are defines as items which would cause the inability of a staff member or customer to complete a desired transaction. For a critical item to fail, there must be no obvious workaround or other reasonable way to accomplish the transaction. For the purposes here, a "transaction" is considered to be the use of any standard functionality within the system such as purchasing an item, searching or registering for a class, creating or modifying a membership, and more. It is not intended to relate only to financial transactions. | |||
| 3.2 | Test Category - Important | Important test items are defined as items which cause significant delay or additional steps to be performed on the staff interface in order to perform a transaction. They also include any errors or unintended results occurring in the public interface. | |||
| 3.3 | Test Category - Minor | Minor test items are those that cause an inconvenience in the processing of a transaction from the staff interface but do not significantly delay the process or require a workaround to accomplish. An example of a minor item would be a process requiring an extra click or a typo in a displayed message. | |||
| 4 | Vendor - Acceptance | The vendor must work with the county to update the test plan as required for new functionality. | |||
| 5 | Vendor - Acceptance | The vendor must ensure that all Critical test items pass before releasing any updates for customer testing. Vendor must perform multiple types of testing including functional, non-functional, load, security, and regression testing with any new release to ensure system performs within SLA requirements. Vendor must provide test results when releasing updates for customer testing. | |||
| 6 | Vendor - Acceptance | The vendor must provide a cummulative record of release notes for all version upgrades at least 60 days prior to releasing to production and must allow 60 days for the customer to test updates in the Test environment and notify vendor of any failures prior to releasing to production. Release notes must include instructions or user manual updates for new functionality as appropriate. | |||
| 7 | Vendor - Acceptance | The vendor must not release any updates to production until all Critical items pass and any Important or Minor items that fail are approved by Fairfax County. | |||
| 8 | Vendor - AI | The vendor must disclose any Generative AI use of county data and provide a mechanism for opting out of such use. | |||
| 9 | Vendor - AI | The vendor must disclose any Artificial Intelligence or Machine Learning capabilities of the system including the details of any third party components that use AI or ML. | |||
| 10 | Vendor - AI | The vendor must fully complete the attached Fairfax County AI Questionnaire. | |||
| 11 | Vendor - Data Migration | The vendor will migrate data from customer's existing system. Data will be provided by customer in standard CSV or other format as agreed upon between vendor and customer. Specify below which data elements will be migrated: | |||
| 11.1 | Vendor - Data Migration | Customer User Accounts | |||
| 11.2 | Vendor - Data Migration | Staff User Accounts | |||
| 11.3 | Vendor - Data Migration | Customer Account Balances | |||
| 11.4 | Vendor - Data Migration | Customer Purchase History | |||
| 11.5 | Vendor - Data Migration | Current registrations | |||
| 11.6 | Vendor - Data Migration | Past registrations (specify timeframe that can be imported) | |||
| 11.7 | Vendor - Data Migration | Current facility reservations | |||
| 11.8 | Vendor - Data Migration | Past facility reservastions (specify timeframe that can be imported) | |||
| 11.9 | Vendor - Data Migration | Current recurring memberships | |||
| 11.10 | Vendor - Data Migration | Past memberships (specify timeframe that can be imported) | |||
| 11.11 | Vendor - Data Migration | Current time/visit based passes | |||
| 11.12 | Vendor - Data Migration | Past check-in activity (specify timeframe that can be imported) | |||
| 11.13 | Vendor - Data Migration | Gift Cards | |||
| 12 | Vendor - Data Governance | The vendor must provide all hosting services from locations within the United States. | |||
| 13 | Vendor - Data Governance | All data processed and stored in the system must remain the sole property of Fairfax County and must be provided in tabular or other standard non-proprietary format within 10 days of contract completion or termination. | |||
| 14 | Vendor - Data Governance | The vendor must provide and maintain a complete data dictionary and provide updates to the county as changes occur. At minimum the data dictionary must include a listing of data objects (name and definition), detailed properties of the data elements (date type, size, etc.,), and entity-relationship diagrams and other system-level diagrams. | |||
| 15 | Vendor - Design | The vendor must provide a detailed disaster recovery plan including risk assessment, data backup and recovery methods, recovery time and point objectives, failover environment details, and communication protocols. DR plan should align with the expected goals of the SLA. | |||
| 16 | Vendor - Design Reviews | The vendor must provide a detailed network diagram showing all individually addressable components along with IP addresses and Port Numbers used for communication. | |||
| 17 | Vendor - Design Reviews | The vendor must provide a complete system architecture diagram including any third party components or tools and full details of the hosting environment and any cloud components. | |||
| 19 | Vendor - Security | The vendor must disclose all parties to include employees, representatives, or subcontractors who may have access to data processed through the system. | |||
| 21 | Vendor - Vendor Support | The vendor must continuously maintain and update comprehensive online documentation to include release notes for the operation and maintenance of the software system. Vendor must provide separate user and system administration manuals that are available online or delivered electronically via PDF. | |||
| 22 | Vendor - Vendor Support | The vendor must provide technical support as outlined in the SLA at no additional cost, through online help, email or toll-free telephone service. | |||
| 23 | Vendor - Vendor Support | The vendor must provide dedicated live support for a 4 hour minimum duration during the start of quarterly camp and class registration periods, not to exceed 8 times per calendar year. | |||
| 24 | Vendor - Escrow | The vendor must maintain a SaaS escrow agreement with a reputable technology escrow provider naming Fairfax County as the beneficiary and providing a minimum of 1 year of continuity of service in the event the vendor is unable to provide the solution. |
Recreation Management
| All Offerors Must Complete All Sections of This Tab | ||
| Functional Area: Activity Registrations | Fully Meets | The solution meets this requirement out of the box with only standard configuration changes. |
| A robust, flexible, and customer-friendly registration system for various activities, including classes, drop-ins, and custom sessions, with real-time availability updates. | ||
| Other | The solution can meet this requirement but not out of the box. You must select a reason and provide additional explanation. |
Will Not Meet The solution will not meet this requirement and there is no option or workaround to meet it.
| NUMBER | Sub | CATEGORY | REQUIREMENT | Proposal Self Score | Other Reason | Comments |
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