Amendment RFI Touchless Fee Collection_Revenue App RFI_11.5.2020.docx

THE COMMONWEALTH OF MASSACHUSETTS

Executive Office of energy & Environmental affairs

Department of Conservation & Recreation

Department of Conservation and Recreation 251 Causeway Street, Suite 600 Boston MA, 02114-2119 617-626-1250 www.mass.gov/dcr

Request for Information (RFI)

Document Title: ____ Touch-free Parking in Parks and Revenue Application

11/04/20

Document Sensitivity Level: High during development; Low once published.

Revised 04/01/2014 RFI Introduction and General Description Procurement Scope and Description The Commonwealth of Massachusetts Department of Conservation and Recreation (hereinafter the “Department”) is soliciting information from vendors who are interested in fulfilling services in the following categories and as described in further detail in DCR description of needs.

Specifically, the Department is looking for vendors to submit proposals of systems that can service the Department by providing touch-free fee collection at parks statewide as well as a revenue application that will provide real-time revenue tracking functionality.

Categories Relevant to your Company: (Please check all that apply)

Number of awards The future RFR drafted from this RFI will award an agreement to one (1) or two (2) vendors. One vendor for implementing a touch-free fee collection system, and, if necessary, a second vendor for the revenue application; however, one vendor may be awarded both.

RFI response is not required to participate in the future RFR.

Background information Overview of the Department of Conservation and Recreation The Department exists to “promote, protect, and enhance our commonwealth of natural, cultural and recreational resources.” The Department stewards more than 450,000 acres of parkland and forest in the Commonwealth of Massachusetts and is the 9th largest park system in the United States. For information about the DCR please visit www.mass.gov/dcr.

The Department employs over 900 full time employees working in the fields of administration, management, engineering, planning, operations and maintenance, and public safety. The Department employs another 1,400 seasonal employees on an annual basis.

Revenue Collection Overview

1. There are approximately 52 of 205 parks which currently collect revenue.

2. Approximately 500,000 day-use parking passes were sold in 2019.

Current Parking System Day parking pass fees are collected through cash-based paper ticket sales; credit card sales are currently processed through a parking pass pay and display machine.

Annual passes are issued by residency by license plate number. Purchased via:

a) Cash, in-person, at the park

b) Credit card through pay and display machine at park: visitor gets receipt to redeem for hangtag at park, regional offices, or Boston Headquarters

c) Online through Reserve America website: DCR staff at Boston Headquarters mails hangtag to patron Senior passes are available for Massachusetts residents only and can be purchased:

a) Cash, in-person at park, regional office, or Boston Headquarters

b) Credit card through pay and display machine at park: visitor gets receipt to redeem for hangtag at park, regional offices or Boston Headquarters

c) By mail: patron sends check, proof of age and proof of residency to regional office or Boston Headquarter; staff mails hangtag.

Current Revenue Collection Revenue comes from disparate sources that must be aggregated manually Collection is in all forms of payments Move to modernized systems Touch-free Fee Collection: The Department is looking for alternative methods of doing business to provide for the safety of employees and members of the public through the following objectives:

Limit person to person contact during fee collection Reduce the number of touch points in the fee collection processes Manage facility capacity Provide visitation statistics Revenue Collection Application: The Department would like to be able to more efficiently aggregate total revenue from all sources in real time from a web browser.

Timeline and Contact The Department intends to complete this Request for Information process by November 23, 2020 and the procurement process by December 15, 2020. The Department intends to begin using a touchless fee collection system and revenue app by April 1, 2021.

Information submitted in response to this RFI shall be returned to the agency via Commbuys Response on or before November 23, 2020.

Questions regarding this Request for Information (RFI) shall be directed to the Procurement Team Leader at the contact information listed below. Questions regarding this RFI shall be submitted electronically via Commbuys and email.

Procurement Team Contact Information:

Massachusetts Department of Conservation & Recreation Max Tassinari, Chief Financial Officer 251 Causeway Street, Suite 600 Email: Max.J.Tassinari@mass.gov Estimated Value of the Contract The estimated value of the future agreement is unknown.

Proposed Scope of Services and DCR Statement of Needs This proposed Scope of Services and DCR Statement of Needs does not specify product brands. Each vendor that responds to this Request for Information shall provide detailed documentation including description of system, business process, images, and other materials that demonstrate the vendor’s capability and performance to meet the scope of services outlined in this RFI. Submitted documentation shall be used to evaluate and draft the future Request for Response.

Touch-free Fee Collection - DCR Statement of Needs: The Department intends to provide touch-free fee collection statewide at all parks where fees are collected. The following is a list of touch-free fee collection functionality needs:

Touch-free payment for parking Automated capacity counting to minimize or eliminate staff interactions at entry Ability to accommodate parking reservations and tracking Transaction data through secured system Ability for field staff to control parking pass sale availability (shut down sales temporarily) Site/lot specific management capabilities. Example: ability for staff to change the capacity, daily availability, or price for just one site or lot on site without effecting the rest of the system Browser based backend management and reporting/analysis Offline functionality for check-in, on-site sales (including credit card payment), and pass lookup Parking pass purchase available through:

Web-browser App-phone app should have ability to work offline In-person point of sale system Accommodate a complex fee structure:

Daily parking pass Annual parking pass Senior pass No fee parking

1) Accessible parking

2) Purple heart/wounded veteran

3) Library park pass program Enforcement: method to validate proof of valid pass Support multiple languages Provide hardware plan for statewide implementation at fee collection sites Revenue Application - DCR Statement of Needs: The Department intends to implement a secure, accurate, modern revenue application that collects information from multiple revenue streams with the following functionality:

Hosted database on open API platform Integrates revenue streams from multiple sources The point-of-sale system described above Reserve America: camping IPS: contracted parking meters EIPAS: Commonwealth developed construction access, special events, and other permitting and payment collection TRA: Proprietary software tracking long term leases and collections US eDirect: Golf and ski operations Ability to integrate with future reservation and collections services Ability to track deposits made by individual parks Reports that include

a) Collections by location

b) Aggregated collections, by location and by category

c) Attendance

d) Car counts

e) Parking space turnover

f) Other ad hoc reporting as needed

Technical Support

The vendor should describe the technical support and times customer service is available.

Company experience

Prospective vendors shall include their organization’s business background, including a list of current and former customers. Vendors should submit the number of years they have been in business; years in the industry; and documentation they can provide the products proposed for the term of the agreement.

General Instructions Please note that this is an RFI is issued solely for the purpose of obtaining information. Nothing in this RFI shall be interpreted as a commitment on the part of the Department to enter a contract with any respondent of to make any procurement.

This RFI has been posted on 11/5/2020.

Respondent Questions. Potential respondents who have questions regarding this RFI may post them on Commbuys. Responses to inquiries and clarification questions will be provided electronically to all interested parties via Commbuys.

Response Submission. All responses to this RFI are due no later than 5:00 p.m. on November 23 2020. Respondents should submit response through Commbuys.

Response Format. The Department requests that all responses be submitted with a reference to each section outline above. If a respondent opts not to respond to any item(s) that section, please note and if possible, include an explanation for the lack of response.

Additional Information. The Department retains the right to request additional information from respondents.

Information Requested

Company Name (please list parent company as well) Company Address Company Website Contact name and information (e-mail address required) Provide a description of your company and the basis of your expertise in offering a response to this RFI.

Response as outlined above

DCR Request for Information (RFI): Touchless Fee Collection and Revenue Application image1.png image2.png image2.jpg