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 4
- Issued by
- Fayette County, Kentucky
About this file
This is a Mandatory Requirements Checklist for RFP 758 2600000490 (Revision 072926) issued by the Commonwealth of Kentucky for a Campground Reservation Management System. The checklist establishes the essential compliance requirements that all bidders must satisfy to have their proposals considered responsive and eligible for award. The document outlines mandatory submission requirements, documentation standards, and technical specifications that vendors must meet throughout the procurement process. Bidders are required to complete all checklist items to demonstrate compliance with the solicitation's fundamental criteria, and failure to meet any mandatory requirement may result in proposal rejection regardless of other proposal merits.
The checklist serves as a verification tool for both bidders and evaluators, ensuring uniform application of procurement standards across all submissions. It specifies what documentation, certifications, and operational capabilities must be included in each proposal response. The mandatory requirements likely address areas such as vendor qualifications, insurance requirements, financial stability documentation, technical capabilities, past performance references, and compliance with state procurement regulations. This checklist format allows bidders to systematically verify their proposal completeness before submission and enables the procurement team to conduct consistent, objective evaluation of all responses received.
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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 |
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