Attachment G - Commonwealth's Response to Vendors' Written Questions.xlsx
XLSX spreadsheet 17 KB Posted
- Attached to
- Online Golf Tee Sheet
- Solicitation number
- RFP-758-2600000061-7
- Issued by
- Bell County, Kentucky
About this file
The file is an attachment titled "Commonwealth's Response to Vendors' Written Questions" related to RFP 758 26000000061 for an Online Golf Tee Sheet system for Kentucky State Parks. The project seeks a comprehensive online reservation and management system for 13 state park golf courses, enabling public tee time bookings, dynamic pricing, group and tournament reservations, and integration with existing point-of-sale systems. The system must support features including multi-course management, automated booking reminders, membership management, and mobile application capabilities with push notifications. All 13 courses are planned to go live simultaneously, with a single pilot course implementation.
The total annual revenue from golf-related transactions is approximately 8 million dollars, with daily green fees accounting for about 4.3 million dollars. The system must integrate with Club Prophet POS and support major credit/debit cards, SVS gift cards, and potential cash/check reservations. Payment processing, reporting, and cybersecurity are critical requirements, with the Commonwealth expecting robust data privacy compliance, including potential GDPR considerations. Vendor responsibilities include potential vulnerability assessments, staff training across all courses, and developing a flexible permission structure that allows central management with course-specific role assignments. The project emphasizes a comprehensive, scalable solution that can accommodate the diverse needs of Kentucky's state park golf operations.
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Sheet1
| RFP 758 26000000061 - Online Golf Tee Sheet |
| Attachment G - Commonwealth's Response to Vendors' Written Questions |
| # | RFP Section / Requirement Number | Document | Document Page Number | Vendor Questions | Commonwealth Response | |
| 1 | Section 2 | Attachment A | 5 | Are there any online tee sheet solutions being used at any of the 13 state park locations today? If so, which systems are used at which locations? | No | |
| 2 | Section 2 | Attachment A | 5 | If online tee sheet solutions are used today, what are the primary challenges that the Parks Department is looking to solve with this project? | No | |
| 3 | Section 2 | Attachment A | N/A | What is the annual revenue generated from tee sheet reservations? What is the annual revenue generated from golf POS transactions? | The total amount of revenue recorded in Fiscal Year 2025 was approximately 8 million dollars. This includes alcohol sales, alcohol tax, golf pass memberships, golf cart memberships, daily green fees, daily golf cart usage/rental, food sales, golf driving range, golf equipment rental, merchandise sales, and applicable sales tax. The amount for only daily greens fees is approximately 4.3 million dollars. | |
| 4 | Section 3.1.A | RFP 758 2600000061 – Attachment A | 45781 | Should the system allow members to book multiple slots simultaneously, or only | ||
| one slot per booking? | We do not have members. Instead we offer an annual golf pass program to guests, that varies from course to course. Guests should to be able to book multiple tee times at which ever course they choose. | |||||
| 5 | Section 3.1.A | RFP 758 2600000061 – Attachment A | 45781 | Can the system allow booking across all 13 courses simultaneously, or only for the course the customer selects? | Yes, however it is not a requirement. | |
| 6 | Section 3.1.A | RFP 758 2600000061 – Attachment A | 45781 | Can non-members book tee times, and if so, should guest booking require registration or allow a public booking page? | Yes, booking should be open to the public. First time guests will complete a registration process upon booking. | |
| 7 | Section 3.1.A | RFP 758 2600000061 – Attachment A | 45781 | Should the system allow staff to manage multiple courses from a single account, or |
will accounts be course-specific?
| There should be one main account that manages all courses. Staff in charge of this account should be able to assign roles and permissions for each course. | ||||||
| 8 | Section 3.1.B | RFP 758 2600000061 – Attachment A | 5 | Will the system support rescheduling and cancellations, and should these processes be automated or manual? | Yes, should be automated but, if necessary, manual capabilities to override. | |
| 9 | Section 3.1.C | RFP 758 2600000061 – Attachment A | 5 | Will historical tee times or customer account data need to be migrated to the new system? | We are currently working off a paper tee sheet. Future booking on current tee sheet will need to be migrated but history and customer data will not. | |
| 10 | Section 3.1.C | RFP 758 2600000061 – Attachment A | 5 | Will the system manage memberships, including differentiating between member and non-member pricing? | Yes | |
| 11 | Section 3.1.C | RFP 758 2600000061 – Attachment A | 5 | Should membership tiers be implemented (e.g., priority booking, discounts, or other privileges)? | Yes | |
| 12 | Section 3.1.D | RFP 758 2600000061 – Attachment A | 5 | Should group bookings and tournaments be supported in addition to individual tee times? | Yes | |
| 13 | Section 3.1.D | RFP 758 2600000061 – Attachment A | 5 | What is the maximum group size allowed per reservation, and are multi-course group bookings permitted? | We do not have a limitation to group size, but only 4 people can book per tee time. | |
| 14 | Section 3.1.F | RFP 758 2600000061 – Attachment A | 5 | Should the system provide booking reminders via SMS, email, or push notifications? | Yes | |
| 15 | Section 3.1.F | RFP 758 2600000061 – Attachment A | 5 | Are there rules for automated promotions, email campaigns, or discounts? | Yes. These will be negotiated with the top ranked vendor. | |
| 16 | Section 3.3 | RFP 758 2600000061 – Attachment A | 5 | Should the system support dynamic pricing (e.g., varying rates by day, time, or peak periods)? | Yes | |
| 17 | Section 3.3 | RFP 758 2600000061 – Attachment A | 5 | What historical booking data will be provided to support dynamic pricing, and are there rules for adjusting prices? | Historical data is the current rate structure and the Commonwealth may consider rules for adjusting prices based on the variables of the dynamic pricing system, proposed in vendor's solution. | |
| 18 | Section 3.5 | Attachment A | N/A | What is the desired go-live target for the new system? Does the Parks Department anticipate all parks would go live at the same time, or would there be a phased rollout? | Yes all will go live at the same time. | |
| 19 | Section 3.6.A | RFP 758 2600000061 – Attachment A | 45813 | Are there bandwidth, uptime, or redundancy expectations beyond the 99.9% SLA? | No | |
| 20 | Section 3.8 | RFP 758 2600000061 – Attachment A | 6 | Are there specific reporting requirements for revenue, bookings, or user activity, and should reports differentiate between online and POS transactions? | Yes, see Sections 3.8 and 3.13 in Attachment A. Yes, reports should differentiate between online and POS transactions. | |
| 21 | Section 3.11 | RFP 758 2600000061 – Attachment A | 7 | Should the system integrate with third-party payment providers, or use an internal payment gateway? | See Section 3.2 in Attachment A. System must integrate with Club Prophet POS | |
| 22 | Section 3.11 | RFP 758 2600000061 – Attachment A | 7 | Are there any restrictions or specific requirements for supported payment methods | ||
| (credit/debit cards, gift cards, etc.)? | The vendor must support/accept all major credit/debit cards including AmEx, Discover, MasterCard, and Visa. The vendor must also support/accept SVS (Stored Value Solutions) Gift Cards. If a guest must reserve with cash/check, Park staff must be able to create such a reservation with this payment type. See Section 3.15 in Attachment A and revised Attachment F | |||||
| 23 | Section 3.12 | RFP 758 2600000061 – Attachment A | 7 | How should refund and chargeback workflows be handled, and should these reconcile automatically with POS and merchant accounts? | See Section 3.12 in Attachment A. Chargebacks / refunds can be netted out. This can be coordinated through one Parks staff member in Central Office | |
| 24 | Section 3.13 | RFP 758 2600000061 – Attachment A | 13 | Are there preferred report formats (CSV, PDF, dashboard view) and should users be |
able to create custom ad hoc reports?
| No format specified. See Sections 3.8 and 3.13 in Attachment A. | ||||||
| 25 | Section 3.14 | RFP 758 2600000061 – Attachment A | 7 | If proposing AI-driven recommendations (dynamic pricing, promotions), are there any restrictions or approval steps required? | See updated Section 6.8(E) and Attachment B. | |
| 26 | Section 3.14 | RFP 758 2600000061 – Attachment A | 7 | Are there opportunities to propose value-added services beyond core requirements, and what approval process is needed to include additional services post-award? | See updated Section 6.8(E) and Attachment B. | |
| 27 | Section 4.1 | RFP 758 2600000061 – Attachment A | 8 | For FedRAMP/HITRUST cloud hosting, are there preferred vendors or certifications already accepted by the Commonwealth? | See updated Section 4.1. Also see Section 4.3. | |
| 28 | Section 4.1 | RFP 758 2600000061 – Attachment A | 8 | Can the system be hosted in a commercial cloud if COT-managed cloud is not feasible, or must COT-hosting always be prioritized? | See updated Section 4.1. | |
| 29 | Section 4.3 | RFP 758 2600000061 – Attachment A | 8 | What classification level will the golf customer data have under KITS? | This will be determined by COT's KITS team. | |
| 30 | Section 4.5 | RFP 758 2600000061 – Attachment A | 9 | Is the vendor expected to conduct vulnerability and privacy assessments, or will the Commonwealth participate? | Section 4.5 states, "The Commonwealth reserves the right to conduct, in collaboration with the vendor, non-invasive vulnerability and security assessments of the software and infrastructure used to provide services prior to implementation and periodically thereafter." It also states, "An accredited third-party source may be selected by the vendor to address findings, provided they will acknowledge all cost and provide valid documentation of mitigation strategies in an agreed upon timeframe." | |
| 31 | Section 4.8 | RFP 758 2600000061 – Attachment A | 10 | Does GDPR compliance apply only to EU residents, or to all customers whose data may be collected? | Section 4.8 states, "The Commonwealth of Kentucky requires all vendor contracts to comply to the extent applicable with the European Union’s General Data Privacy Regulation [Regulation (EU) 2016/679]" Please refer to the European Union’s General Data Privacy Regulation [Regulation (EU) 2016/679] for further information. | |
| 32 | Section 4.8 | RFP 758 2600000061 – Attachment A | 10 | How should opt-in/opt-out for marketing communications be handled to comply with GDPR? | The vendor shall comply with the requirements outlined in Section 4.8 if applicable. Please refer to the European Union’s General Data Privacy Regulation [Regulation (EU) 2016/679] for further information. | |
| 33 | Section 4.13.G | RFP 758 2600000061 – Attachment A | 12 | What are the required RTO (Recovery Time Objective) and RPO (Recovery Point Objective)? | Section 4.13.G states, "Vendor shall provide….." If applicable, this is something the vendor provides to the Commonwealth based on their SLA. | |
| 34 | Section 4.16 | RFP 758 2600000061 – Attachment A | 13 | Should managers at each golf course have their own admin dashboards, or will | ||
| there be a central administration only? | Vendor must provide their best solution per the RFP terms. | |||||
| 35 | Section 4.16 | RFP 758 2600000061 – Attachment A | 14 | For on-prem vs. SaaS/cloud solutions, are SLA expectations different? | On-prem and Saas are different by nature, therefore the responsibilities differ. See Section 3.6.A., Section 3.6.B and Section 6.D. | |
| 36 | Section 4.18 | RFP 758 2600000061 – Attachment A | 14 | Does the Commonwealth require training sessions for staff at all 13 courses? | Yes, see revised Section 3.4 in Attachment A. | |
| 37 | Section 4.18 | RFP 758 2600000061 – Attachment A | 14 | Is a detailed project schedule required with submission, or only after award? | Section 4.18 discusses post award requirements. See Section 6 for RFP submission requirements. | |
| 38 | Section 4.18 | RFP 758 2600000061 – Attachment A | 14 | Will there be a single pilot course before full deployment, or multiple pilots? | Yes, there only needs to be a single pilot course. | |
| 39 | Section 4.18 | RFP 758 2600000061 – Attachment A | 14 | Are there preferred project management methodologies (e.g., Agile, Waterfall)? | No | |
| 40 | Section 4.19 | RFP 758 2600000061 – Attachment A | 14 | Are there existing baseline cybersecurity policies or requirements for third-party vendors? | The vendor as well as any third party vendors must comply with the requirements as outlined in the RFP. | |
| 41 | Section 4.19 | RFP 758 2600000061 – Attachment A | 14 | What are the expected user roles for golf course staff, managers, and COT admins? Any hierarchy or permission levels required? | Parks desires a hierarchy of permissions for the varying levels of staff from front line employees, their managers, and the Central Office golf management level. COT does not need permissions or access. The RFP does not require hierarchy or permission levels, but these are desired. | |
| 42 | Section 4.19 | RFP 758 2600000061 – Attachment A | 14 | Can a single staff account manage multiple courses, or will each account be course-specific? | Yes, there should be one main account that manages all courses. Staff in charge of this account should be able to assign roles and permissions for each course. | |
| 43 | Section 6.8.C | RFP 758 2600000061 – Attachment A | 27 | Should the mobile application include additional features such as push | ||
| notifications or location-based services? | Yes | |||||
| 44 | Section 6.8.C | RFP 758 2600000061 – Attachment A | 27 | Is multi-language support required for the user interface and communications? | No | |
| 45 | Section 6.8.C | RFP 758 2600000061 – Attachment A | 27 | Should the application include a score-tracking feature for golfers? | No | |
| 46 | Section 6.8.C | RFP 758 2600000061 – Attachment A | 27 | Should customers be able to rate or provide feedback on courses after bookings? | No |
Attachment G - Commonwealth's Response to Vendors' Written Questions RFP 758 26000000061 - Online Golf Tee Sheet
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