Attachment E - Mandatory Requirements Checklist RFP 758 2600000490.xlsx
XLSX spreadsheet 13 KB Posted
- Attached to
- Campground Reservation Management System
- Solicitation number
- RFP 758 2600000490 4
- Issued by
- Fayette County, Kentucky
About this file
This is a Mandatory Requirements Checklist for RFP 758 2600000490 issued by the Commonwealth of Kentucky for a Campground Reservation Management System at the Kentucky Horse Park (KHP). The project seeks a comprehensive, web-based hosted reservation platform that supports online and phone-based reservations for campground management. The system must include real-time campsite availability tracking, interactive visual mapping of campsites and park features, secure payment processing, customer reservation modifications and cancellations, transaction confirmations, and receipt printing capabilities. Additionally, the vendor must provide a dedicated customer reservation call center supporting booking, modifications, cancellations, and general customer service assistance aligned with KHP operational standards.
Vendors must demonstrate compliance with all mandatory requirements across multiple operational and technical domains including payment processing that adheres to PCI-DSS standards with specified refund policies for cancellations, comprehensive reporting with standard and ad hoc capabilities exportable in Excel, CSV, and PDF formats, system integration with payment gateways, complete implementation services encompassing system testing and user acceptance testing, staff training and documentation, project management with defined team structure and communication procedures, disaster recovery and business continuity planning with periodic testing, data turnover capabilities upon contract termination, and security requirements including multi-factor authentication, secure credential management, monitoring and logging, threat detection, and vulnerability management. The system must also maintain reliable performance during peak demand periods and support call center performance standards related to response times, call handling procedures, and customer service quality. All proposals failing to meet these mandatory requirements will be deemed non-responsive.
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Sheet1
| ATTACHMENT E MANDATORY REQUIREMENTS CHECKLIST - RFP 758 2600000490 | ||
| Offeror shall indicate compliance with each mandatory requirement by responding YES. Proposals that do not meet all mandatory requirements shall be deemed non responsive and shall not be considered. Attachment E must be submitted with the Technical Proposal. | ||
| SECTION 3 MANDATORY REQUIREMENTS | YES | NO |
| Section 3.1.1 General Requirements | |
| 1.1 The vendor shall provide a comprehensive campground reservation system for the Kentucky Horse Park (KHP). | |
| 1.2 The vendor shall provide a web-based, hosted (cloud) reservation platform accessible to customers and authorized KHP personnel. | |
| 1.3 The system shall support reservations made online and via phone. | |
| 1.4 The vendor shall provide all labor, software, hosting, implementation, support, maintenance, training, and related services necessary for a fully operational system. | |
| Section 3.1.2 Reservation System Requirements | |
| 2.1 The system shall provide real-time, accurate campsite availability at all times | |
| 2.3 The system shall allow customers to: | |
| • | 2.3.1 Complete reservations online or via call center |
| • | 2.3.2 Securely process payments via credit card |
| • | 2.3.3 Modify reservations |
| • | 2.3.4 Cancel reservations |
| • | 2.3.5 Receive transaction confirmation |
| • | 2.3.6 Print reservation receipts |
| Section 3.1.3 Visual Mapping Requirements | |
| 3.1 The system shall provide a visual, interactive map of campground sites and park features. | |
| 3.2 The map shall: | |
| • | 3.2.1 Display individual campsites and campground areas |
| • | 3.2.2 Identify campsite types |
| • | 3.2.3 Display availability status by selected date |
| • | 3.2.4 Display future availability information, if available |
| Section 3.1.5 Call Center Requirements | |
| 5.1 The vendor shall provide a customer reservation call center. | |
| 5.3 The call center shall support: | |
| • | 5.3.1 Reservation booking |
| • | 5.3.2 Reservation modifications |
| • | 5.3.3 Reservation cancellations |
| • | 5.3.4 Customer service assistance |
| 5.4 The vendor shall provide customer service consistent with KHP operational standards (Attachment F). | |
| Section 3.1.6 Payment Processing Requirements | |
| 6.1 The system shall securely process payments in compliance with PCI-DSS standards. | |
| 6.3 For cancellations more than fourteen (14) calendar days prior to arrival, refunds shall exclude: | |
| • | 6.3.1 Cancellation fees |
| • | 6.3.2 Transaction fees |
| • | 6.3.3 Applicable taxes |
| 6.4 For cancellations fourteen (14) calendar days or less prior to arrival, refunds shall exclude: | |
| • | 6.4.1 One (1) night’s stay |
| • | 6.4.2 Cancellation fees |
| • | 6.4.3 Transaction fees |
| • | 6.4.4 Applicable taxes |
| 6.5 The system shall clearly communicate refund calculations to customers during cancellation processing. | |
| Section 3.1.7 Reporting Requirements | |
| 7.1 The system shall provide both standard and ad hoc reporting capabilities. | |
| 7.4 The system shall support report filtering by: | |
| • | 7.4.1 Date range |
| • | 7.4.2 Site type |
| • | 7.4.3 Customer data |
| • | 7.4.4 Revenue category |
| 7.5 The system shall support export of reports in standard formats, including: | |
| • | 7.5.1 Excel |
| • | 7.5.2 CSV |
| • | 7.5.3 PDF |
| Section 3.1.8 System Integration Requirements | |
| 8.1 The system shall support payment gateway integration. | |
| Section 3.1.9 Implementation Requirements | |
| 9.1 The vendor shall provide complete implementation services. | |
| 9.3 The vendor shall perform: | |
| • | 9.3.1 System testing |
| • | 9.3.2 Integration testing |
| • | 9.3.3 User Acceptance Testing (UAT) |
| 9.4 The vendor shall resolve identified issues prior to go-live. | |
| 9.5 The vendor shall provide: | |
| • | 9.5.1 Staff training |
| • | 9.5.2 User manuals |
| • | 9.5.3 Training materials |
| 9.6 The vendor shall provide post-implementation stabilization support. | |
| Section 3.1.10 Project Management Requirements | |
| 10.2 The vendor shall provide: | |
| • | 10.2.1 Project team structure |
| • | 10.2.2 Defined roles and responsibilities |
| • | 10.2.3 Communication procedures |
| • | 10.2.4 Status reporting |
| • | 10.2.5 Issue escalation procedures |
| 10.3 The vendor shall provide regular project status updates to KHP. | |
| Section 3.1.11 Disaster Recovery Requirements | |
| 11.1 The vendor shall maintain a disaster recovery and business continuity plan. | |
| 11.3 The vendor shall periodically test disaster recovery procedures. | |
| Section 3.1.12 Turnover Requirements | |
| 12.1 Upon contract termination or system replacement, the vendor shall provide all KHP data in a usable format. | |
| 12.2 The vendor shall provide: | |
| • | 12.2.1 System documentation |
| • | 12.2.2 Configuration documentation |
| • | 12.2.3 User guides |
| • | 12.2.4 Transition support |
| Section 3.1.13 Security Requirements | |
| 13.1 The system shall protect all customer data and transactions | |
| 13.2 The system shall prevent exposure of personally identifiable information in public-facing tools. | |
| 13.3 The system shall comply with: | |
| • | 13.3.1 PCI-DSS requirements |
| • | 13.3.2 Commonwealth Office of Technology Requirements |
| 13.4 The system shall support: | |
| • | 13.4.1 Multi-factor authentication (MFA) |
| • | 13.4.2 Secure credential management |
| • | 13.4.3 Monitoring and logging |
| • | 13.4.4 Threat detection |
| • | 13.4.5 Vulnerability management |
| • | 13.4.6 Security patching |
| Section 3.1.14 Service Level Requirements | |
| 14.2 The system shall provide accurate, real-time campsite availability data at all times. | |
| 14.3 The system shall maintain reliable performance during peak demand periods, including large events and seasonal occupancy spikes. | |
| 14.4 The vendor shall maintain call center performance standards related to: | |
| • | Response times |
| • | Call handling procedures |
| • | Customer service quality |
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