Attachment E - Mandatory Requirements Checklist RFP 758 2600000490-REV072926.xlsx
XLSX spreadsheet 13 KB Posted
- Attached to
- Campground Reservation Management System
- Solicitation number
- RFP 758 2600000490 3
- 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 to serve the Kentucky Horse Park (KHP). The project seeks a comprehensive, web-based, cloud-hosted reservation platform that enables customers and authorized KHP personnel to make, modify, and cancel campground reservations online and via phone. The vendor must provide all necessary labor, software, hosting, implementation, support, maintenance, training, and related services to deliver a fully operational system. Core system capabilities must include real-time campsite availability through an interactive visual map displaying individual sites, campground areas, site types, and availability status by date; secure payment processing via credit card in compliance with PCI-DSS standards; and a dedicated customer reservation call center supporting booking, modifications, cancellations, and customer service assistance.
The checklist establishes mandatory requirements across fourteen functional areas that all proposals must satisfy to be deemed responsive. Additional requirements include comprehensive reporting capabilities with filtering and export functionality in Excel, CSV, and PDF formats; full implementation services encompassing system testing, integration testing, user acceptance testing, staff training, and user manuals; disaster recovery and business continuity planning with periodic testing; secure data protection with multi-factor authentication, credential management, monitoring and logging, and vulnerability management; defined project management structures with clear communication procedures and status reporting; and data turnover provisions upon contract termination including system documentation, configuration documentation, user guides, and transition support. The vendor must maintain service level standards ensuring accurate real-time availability data and reliable performance during peak demand periods and seasonal spikes.
View the file
Other files
Show all 12
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Sheet1
| ATTACHMENT E MANDATORY REQUIREMENTS CHECKLIST - RFP 758 2600000490 -REV072926 | ||
| 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. The proposed reservation system shall support secure integration with a payment gateway and payment processor proposed in the solution for the processing of credit card transactions associated with campground reservations. | |
| 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 |
File details come from the government source that posted it. Updated .