Corrected 6909 Z1 RFP Megasys Tech Response File 1 of 2.pdf

NEBRASKA GAME AND PARKS COMMISSION

RFP 6909 Z1 - RESERVATIONS SYSTEMS

TECHNICAL RESPONSE

TO:

STATE PURCHASING BUREAU

Connie Heinrichs / Craig Palik

1526 K Street, Suite 130 Lincoln, NE 68508

(402) 471-6500 Connie.Heinrichs@nebraska.gov / Craig.Palik@nebraska.gov

FROM:

Megasys Hospitality Systems Inc., dba Megasys Hospitality Solutions Mark Jewart

5800 E Skelly Drive, Suites 600 Tulsa, OK 74135

(918) 743-0100

Mjewart@MegasysHMS.com mailto:Connie.Heinrichs@nebraska.gov mailto:Craig.Palik@nebraska.gov mailto:Mjewart@MegasysHMS.com

Contents

Attachment 00 – MHS Portfolio HMS Overview 2024

Attachment 01 – MHS Company Product and Services Fast Facts 2024

Attachment 02 – MHS Portfolio Dashboards

Attachment 03 – MHS Online Booking Options

Attachment 04 – MHS Guest Profile CRM Overview

Attachment 05 – MHS Conference Services Overview

Attachment 06 – MHS Reporting Listing

Attachment 07 – MHS MegaTouch POS User Guide

Attachment 08 – MHS MEGApay Product Overview

Attachment 09 – MHS System and User Security

Attachment 10 – MHS Technical Services and Support

Attachment 11 – MHS Disaster Recover-Vulnerability-Customization

Attachment 12 – MHS MEGApay Process Overview

Attachment 13 – MHS Implementation Methodology Guide

RFP Boilerplate | 03292023

Contents

Transmittal Letter

Form A

Request for Proposal for Contractual Services

NE Megasys Qulaification to do Business Qualification 2024

Corporate Overview

Bidder Identification and Information

Finacial Statements

Executive Summary

Change of Ownership

Office Location

Relationships with the State

Employee Relations to State

Contract Performance

Summary of Bidder Corporation Experience

Proposed Personnel/Management Approach

Subcontractors

Technical Approach

Sections II – IV

Attachment 6 Requiremetns Traceability Matrix (RTM)

Other Items:

Cost Proposal Document

Product Attachments

September 24, 2024 Connie Heinrichs / Craig Palik Statewide Purchasing Bureau 1526 K St., STE 130 Lincoln, NE 68508

RE: RFP 6909 Z1 Transmittal Letter

Dear Ms. Heinriches & Mr. Palik, Megasys Hospitality Systems, Inc. d/b/a/ Megasys Hospitality Solutions, (“Megasys”) is pleased to submit this response to the RFP 6909 Z1, Request for Proposal for providing Property Management System (PMS), Point of Sale (POS), and Merchant Services Card Processing (MCPS) for NE State Parks Reservations System.

Megasys has been in the hospitality industry for over 30 years, specializing in providing operational software tools to our wide range of clients, including other State Park operations, Hotels, Resort, Conference and Retreat Centers, Camps, and more.

After reviewing the ‘scope of work’, we believe our product, Portfolio HMS, including core modules, subcontractor Silverware POS, and our integrated merchant services MEGApay, will more than exceed your expectations. We continue to add more and more functionality to the core software, keeping up with the requirements of Hospitality Industry, as you will be able to notice all the new features that have been added over the past year. Megasys provides you with the required tools to make your State Park lodging facilities operate more efficiently, allowing you to focus more on your guests.

1. The contact person in regard to this RFP is:

Mark Jewart

5800 East Skelly Drive, Suite 600

Tulsa, Oklahoma 74135

918.743.0100 Office

918.743.8197 Fax

mjewart@megasyshms.com

2. The point of contact for the day-to-day operations is:

Mark Jewart

5800 East Skelly Drive, Suite 600

Tulsa, Oklahoma 74135

918.743.0100 Office

918.743.8197 Fax

3. Megasys will utilize the following Subcontractors for purpose of fulfilling the obligation/requirements of this RFP, as it pertains to Merchant Processing, which is our Parent Company:

Fullsteam LLC – Merchant Processor

Sam Anderson

Senior Portfolio Sales Manager

540 Devail Drive, Suite 301

Auburn, AL

(334) 752-7448 sam.anderson@fullsteam.com

(918) 743-0100 – Office

(918) 743-5454 - Support www.MegasysHMS.com

Megasys Hospitality Solutions 5800 E Skelly Drive, Ste 600

Tulsa, Oklahoma 74135

4. Megasys agrees to comply with the following, which the complete document for Section II – IV, initialed in ink has been attached:

a. II. Terms and Conditions

b. III. Contractor Duties

c. IV. Payment

5. Megasys has reviewed Section V – Current Operation environment and understands the:

a. Access – Megasys has no objections and can provide the services as expected.

b. Features – Megasys has no objections to this feature set and will be able to provide the services requested to NE State Parks Users/Call Center and Guests

c. Business Rules – Megasys number 1 goal is to ensure that Business Rules are maintained and if any rules should be changed we will work those into the implementation process and training of NE State Park Users.

d. Hardware Configuration – Megasys will work with NGPC to ensure they have what they need regarding this area, for POS, Merchant Service Devices, etc.

i. Note: Megasys will be proposing an alternative to Elavon with our own internal Merchant Processing Services, MEGApay, by Fullsteam LLC.

e. Call Center – Megasys acknowledges that NGPC will maintain their own Call Center, but, at some point, might consider looking to the Primary Vendor to offer up this as an external service. Megasys does not have its own Call Center, but, will work with NGPC to find a 3rd Party, that meets the requirements, and wants to remind NGPC, this is not made part of the Cost Proposal.

6. Megasys has reviewed Section IV – Project Description and Scope of Work and acknowledges all the section of what is required and will be providing a complete response to Attachment 6 – FUN RTM Requirements, made part of this RFP Response from Megasys. We also want to make sure it is clear on the following areas, that are future projects that NGPC may introduce in the future:

a. Call Center – NGPC will continue their own Call Center, but, at some point will work with the Vendor to find a replacement, if needed and will work at a price point to provide a comparable cost.

b. Self-Service Kiosks – Megasys is working with several vendors on a solution to bring to market. The issue here is that the cost of the equipment tends to stop the progress, so Megasys will work with NGPC to ensure compatibility for a Kiosk that NGPC feels is beneficial to them, with them assuming the cost of the equipment and Megasys assuming development to that Kiosk.

c. POS/Merchandise Processing – NGPC has their preferred vendor, but, is acceptable to looking at alternative providers, which Megasys will be pushing the Alternative Merchant Processing, which removes many gateway fees and hidden fees, but, going directly through the Property Management System, which they would still be the Merchant of Record.

d. General System and Technical Requirements – this will be made part of Attachment 6. Megasys utilizes Cloud Service Data Center that will give you mirrored systems, with backups every 4 hours and every 8 hours metal backups, which are housed offsite.

e. Hosted Environments – this is Megasys’ standard practice, not only with the Client, but, internally before we release any updates, which occur about every 3 months.

f. Regarding the rest / entire Section IV – Megasys will work with the Project Team of NGPC to ensure all bases are covered and we work as a Team to ensure the most cost effective process are implemented and will rely on the guidance of NGPC for the entire project rollout and user maintenance, support and continued training.

(918) 743-0100 – Office

(918) 743-5454 - Support www.MegasysHMS.com

Megasys Hospitality Solutions

7. Corporate Overview – Megasys has reviewed and filled out all the necessary requirements from NGPC, which you will see following this Transmittal Letter. To note, you will also find the following:

a. Megasys and its Parent Company, Fullsteam LLC are privately owned Corporations, a Financial Letter has been provided and we are willing to review and discuss more during the contract phase, if needed.

b. Megasys did complete the Application for Certificate of Authority of Transaction Business for the State of NE. A copy of the signed agreement is attached in our response.

c. Megasys has attached our Certificate of Good Standing, from the Office of the Secretary of State of Oklahoma.

8. Made part of our response:

a. Transmittal Letter

b. Form A – Bidder Proposal Point of Contact

c. Request for Proposal for Contractual Services Form – Signed

d. Corporate Overview

e. Terms and Conditions – Section II – IV

f. Attachment 6 Requirements

i. Response Attachments

g. Technical Approach

h. Cost Proposal:

i. Cost Proposal Overview / Explanation of Fees

ii. Worksheet version - 6909 Z1 Revised Cost Sheet PW NGPC 6909 09122024 NB KM

Thank you again for allowing Megasys Hospitality Systems, Inc., dba, Megasys Hospitality Solutions, “Megasys” to respond to RFP 6909 Z1 NE State Park Reservation System. We are excited to present our All-in-One Solution for management of your Reservations, Point of Sales and Merchant Processing operations.

Sincerely, Mark Jewart VP of Sales / COO

(918) 743-0100 – Office

(918) 743-5454 - Support www.MegasysHMS.com

Megasys Hospitality Solutions

A. PROPOSAL SUBMISSION

1. CORPORATE OVERVIEW

The Corporate Overview section of the Technical Proposal should consist of the following subdivisions:

a. BIDDER IDENTIFICATION AND INFORMATION

The bidder should provide the full company or corporate name, address of the company's headquarters, entity organization (corporation, partnership, proprietorship), state in which the bidder is incorporated or otherwise organized to do business, year in which the bidder first organized to do business and whether the name and form of organization has changed since first organized.

Company Name responsible for this RFP Contract for Products and Services:

Megasys Hospitality Systems dba Megasys Hospitality Solutions 5800 E Skelly Dr., STE 600 Tulsa OK, 74135

Entity Organization: Corporation

Company Established: 1989

State of Incorporation: Oklahoma

Company Name has not changed, however was acquired in December 2021 by IQware Inc., which was then acquired by Fullsteam LLC in March 2022. Megasys and IQware are joint companies, but, operate under separate Business Units, under Fullsteam LLC., which Megasys is 1 of over 85+ companies, under Fullsteam LLC. Parent Company information is listed below:

Parent Company:

Fullsteam LLC 540 Devall Drive, STE 301 Auburn, AL 36832

Entity Organization is a: Corporation

Company Established: 2018

State of Incorporation: Delaware

b. FINANCIAL STATEMENTS The bidder should provide financial statements applicable to the firm. If publicly held, the bidder should provide a copy of the corporation's most recent audited financial reports and statements, and the name, address, and telephone number of the fiscally responsible representative of the bidder’s financial or banking organization.

If the bidder is not a publicly held corporation, either the reports and statements required of a publicly held corporation, or a description of the organization, including size, longevity, client base, areas of specialization and expertise, and any other pertinent information, should be submitted in so proposal evaluators may reasonably formulate a determination about the stability and financial strength of the organization. Additionally, a non-publicly held firm should provide a banking reference.

Below you will find certificates for financial status and good standing for the company, along with a certificate for doing business in Nebraska.

The bidder must disclose all judgments, pending or expected litigation, or other real or potential financial reversals, which might materially affect the viability or stability of the organization, or state that no such condition is known to exist.

There are no outstanding judgements, pending or expected litigation, or other real or potential financial reversals that would materially affect the viability or stability of the organization.

The State may elect to use a third party to conduct credit checks as part of the corporate overview evaluation.

Fullsteam LLC is a privately held corporation, since 2018. Below you will find a copy of the letter of financial standing of the company.

Below is a copy of Application for Certificate of Authority to transact Business in NE.

Below is a copy of Megasys Hospitality Systems, Inc., Certificate of Good Standing:

Executive Summary:

Megasys Hospitality Systems, Inc. dba Megasys Hospitality Solutions, “Megasys”, is providing the information requested for submission to RFP 6909 Z1 – NE State Park Reservation System. Megasys has specialized in providing Property Management software tools to a wide range of clients, including other State Park operations, Hotels, Resorts, Conference and Retreat Centers, Camps, and more, for over 30 years.

Megasys was established in September 1989 by hotel managers who knew about systems development and a desire to streamline their operational tasks, capture guest data, and leverage management for guest-focused activities. Since then, the application has evolved into a modern, well-integrated property management application that is multi-purpose and accessible via the Windows Operations system, using a Client-Application, any Browser, and on any web enabled devices. To support this comprehensive product offering, we maintain a well-trained team. Most of them have either worked in the hospitality industry and/or have been with the company for several years, providing training and customer support around the clock.

Megasys Hospitality Systems, Inc., ("Megasys") FEIN: 73-1349986 was established in September 1989 as an

S-Corporation in Oklahoma with headquarters at 5800 E Skelly Dr #600, Tulsa, OK 74135; it does not have any locations/branch in Nebraska, however we are now certified to perform work / transactions in Nebraska.

In December 2021, Megasys grew by merging with another long-term, well-known Hospitality Software provider, IQware Inc. Their core focus is on Condo Management, Vacation Rentals, Independent Hotels, Marina, and

Educational Housing. The merger of both companies provides opportunities for growth in other market segments and extends our overall hospitality expertise and product reach.

March 2022 brought on another level of growth in the company with the acquisition of IQware and Megasys by

Fullsteam LLC, a leader in payments and technology headquartered in Auburn, Alabama. Their sole purpose is to provide companies with streamlined payment infrastructure and enhance operational support to increase growth and profitability. This furthers our reach in the market and provides a single source solution to our clients, with payment processing and operational software, all supported by IQware and Megasys. This acquisition enables us to strengthen our position in the Hospitality Industry and provide fully integrated payment solutions to an industry that has traditionally not been able to experience cost savings and efficiencies these types of solutions offer. Megasys/IQware’s client base will benefit from access to robust technology that seamlessly integrates within their respective platforms.

After reviewing the Request for Proposal, we believe we can provide a comprehensive system utilizing our products (Portfolio HMS, GuestRez/CampRez, and MegaTouch Point of Sale) and can expand by adding sub-contractors, who are part of our parent Company, Fullsteam LLC, if the need arises.

Our team has adapted and evolved in tandem with technological advances while optimizing our applications with the ease of use and efficiency that our demanding hospitality management users require. This is a core tenet of our company. Our application offers the latest in security, speed, cloud-based and cross-platform capabilities.

The markets we serve are State Parks & Lodges, Independent Hotels, Retreat Centers, Conference centers, and both Private and Public Campgrounds. We provide applications that robustly manage guest-related services from initial contact with the guest, to well after their stay.

Our software provides functionalities in reservations, front desk, housekeeping, Guest and Client CRM, sales

& catering, point of sale - for food & beverage and retail outlets, online web booking, 3rd Party connectivity to

GDS and OTA, and other critical operational function required to be successful in all hospitality market sectors.

Portfolio HMS is our core product, with an interactive Browser Based user interface called GuestHOST that allows Users to perform their core functions, in the palm of their hands, on any device, on any operating system, and on any browser!

With this offering, Clients have robust software; developed with cloud processing capabilities for end users and utilizing Client-Application technology for Power Users.

Megasys also provides a proprietary online branded booking engine solution, named GuestRez, that connects seamlessly to Megasys' property management software for inventory, rates, packages, groups, events, discounts, promos, etc. This allows customers to manage and customize the booking process and display on the 'Client's website to improve the guest experience. You will have full control over the content that appears on your website, such as descriptions, pictures, links, custom policies, interactive maps, and more!

GuestRez/CampRez also allows property Guests to set up their personal accounts to manage their current, future, and past reservations.

GuestRez/CampRez also has functionalities for Brands and Chains, which allows a Central Reservations landing page where Guests can search for Parks by Accommodation, State Location, Regions, Lodges, Campgrounds, Golf Parks, Tour/Activity Parks, and more. This links all Parks into a single State Park availability listing

Adding to this, we are now a "Value Added" service provider for integrated merchant processing services, which is integrated directly into the software known as MEGApay. This direct process between the software and the processing services removes gateways and extra gateway fees. This also gives you the reporting tools for reconciliation, statements, chargeback, refunds, etc. This service offering was made possible due to joining

60+ other companies under Fullsteam LLC. This solution additionally gives our clients peace of mind with PCI

Compliancy and Zero Scope security, by ensuring all credit card information is tokenized and never held in our databases. Megasys can thus be your single stop for all support issues, Core Product, and Merchant

Processing, including device setup and troubleshooting, reporting, and assisting with refunds and chargeback!

Megasys provides value-added services to stay connected to our customers and believes strongly in building relationships with property owners and stakeholders.

Our experience within the complex government channels (installing, implementing, training, and supporting our software for statewide park systems) has given us a unique strength. For over 30+ years, Megasys evolved in this sector due to our ability to understand & navigate the governing policies and structure, as well as via our participation at park specific conferences. Megasys is highly regarded in this sector as we bring the knowledge of Hospitality to more than just the Lodges. The same tools used in Lodges have expanded to the Campground portion of State parks, thus giving a single place for configuration and management. This provides Megasys a unique advantage in providing a single solution to an entire State Park operation.

In summary:

Megasys and any proposed subcontractors (now or in the future) is a single-source provider that understands your needs and wants, and bring to the table an experienced team that affords a wide range of skills and expertise in hotel management, hospitality solutions, and software development—working closely with your business, operations, and technology staff to understand the distinct needs of your facility and seamlessly integrate your technical and functional needs.

Products and Services:

Portfolio HMS: Hospitality Management Software product, providing a comprehensive solution for your operations; Reservations, Front Desk, Housekeeping, Engineering, Inventory, Groups, Events, Rate/Yielding

Management, Accounting and more.

GuestHOST: Portfolio HMS, with Browser functionality, on any devices of choice.

GuestRez: Integrated online reservation booking system that is customized to your property to help you increase revenues. For multi-properties, GuestRez gives you the ability to provide Brands and Chains, so your guest and search for their destinations.

CampRez: As with GuestRez, this is focused on RV Campground and Glamping properties, providing guests with critical information on site selection via interactive maps.

MegaTouch POS – Integrated or stand-alone Point of Sale system providing functions for F&B and Retail

Outlets; full perpetual inventory and cycle counting system.

MEGApay – Our newest product offering, is giving our clients an integrated Credit Card and Gift Card processing system, and fully PCI Compliant.

Sub-Contractors:

Fullsteam LLC – Parent of Megasys, providing Merchant Services, which is built into the Megasys software products, utilized in the product called, MEGApay.

Employee and Client Base Summary:

Megasys, currently has over 60+ employees, between the newly merged companies of IQware and Megasys, with a combined client base of over 600+ locations. This does not include the 60+ other sister companies that fall under our parent company, Fullsteam LLC, the combined employment is over 8k employees.

c. CHANGE OF OWNERSHIP

If any change in ownership or control of the company is anticipated during the twelve (12) months following the proposal due date, the bidder should describe the circumstances of such change and indicate when the change will likely occur. Any change of ownership to an awarded bidder(s) will require notification to the State.

There are no planned changes in ownership or control of Megasys Hospitality Systems dba Megasys Hospitality Solutions, who is a Business Unit, owned by Fullsteam LLC.

d. OFFICE LOCATION

The bidder’s office location responsible for performance pursuant to an award of a contract with the State of Nebraska should be identified.

Office Location(s) responsible for performance of this award of this contract are:

o Primary:

Megasys Hospitality Systems dba Megasys Hospitality Solutions

5800 E Skelly Dr., STE 600 Tulsa OK, 74135 o Secondary (Parent Company):

540 Devall Drive, STE 301 Auburn, AL 36832

e. RELATIONSHIPS WITH THE STATE

The bidder should describe any dealings with the State over the previous three (3) years. If the organization, its predecessor, or any Party named in the bidder’s proposal response has contracted with the State, the bidder should identify the contract number(s) and/or any other information available to identify such contract(s). If no such contracts exist, so declare.

There have been no dealings with the State over the past three (3) years.

f. BIDDER’S EMPLOYEE RELATIONS TO STATE

If any Party named in the bidder’s proposal response is or was an employee of the State within the past twelve (12) months, identify the individual(s) by name, State agency with whom employed, job title or position held with the State, and separation date. If no such relationship exists or has existed, so declare.

No one associated with this bid proposal is or was an employee of the State within the past twelve (12) months.

If any employee of any agency of the State of Nebraska is employed by the bidder or is a subcontractor to the bidder, as of the due date for proposal submission, identify all such persons by name, position held with the bidder, and position held with the State (including job title and agency). Describe the responsibilities of such persons within the proposing organization. If, after review of this information by the State, it is determined that a conflict of interest exists or may exist, the bidder may be disqualified from further consideration in this proposal. If no such relationship exists, so declare.

No one associated with this bid proposal, including any named subcontractor, has not been employed by the State and no conflict of interest exists or may exist.

g. CONTRACT PERFORMANCE If the bidder or any proposed subcontractor has had a contract terminated for default during the past five (5) years, all such instances must be described as required below. Termination for default is defined as a notice to stop performance delivery due to the bidder’s non-performance or poor performance, and the issue was either not litigated due to inaction on the part of the bidder or litigated and such litigation determined the bidder to be in default.

Neither Megasys or any subcontractor associated with Megasys and part of this RFP, has not had a contract terminated for default during the past five (5) years.

It is mandatory that the bidder submit full details of all termination for default experienced during the past five (5) years, including the other Party's name, address, and telephone number. The response to this section must present the bidder’s position on the matter. The State will evaluate the facts and will score the bidder’s proposal accordingly.

If no such termination for default has been experienced by the bidder in the past five (5) years, so declare.

Neither Megasys or any subcontractor associated with Megasys and part of this RFP, has not had a contract terminated for default during the past five (5) years.

If at any time during the past five (5) years, the bidder has had a contract terminated for convenience, non-performance, non-allocation of funds, or any other reason, describe fully all circumstances surrounding such termination, including the name and address of the other contracting Party.

Neither Megasys or any subcontractor associated with Megasys and part of this RFP, has not had a contract terminated for convenience, non-performance, non-allocation of funds, etc., during the past five (5) years.

h. SUMMARY OF BIDDER’S CORPORATE EXPERIENCE The bidder should provide a summary matrix listing the bidder’s previous projects similar to this Request for Proposal in size, scope, and complexity including at least one other State. The State will use no more than three (3) narrative project descriptions submitted by the bidder during its evaluation of the proposal.

The bidder should address the following:

i. Provide narrative descriptions to highlight the similarities between the bidder’s experience and this Request for Proposal. These descriptions should include:

a) The time period of the project,

b) The scheduled and actual completion dates,

c) The bidder’s responsibilities,

d) For reference purposes, a customer name (including the name of a contact person, a current telephone number, a facsimile number, and e-mail address); and

e) Each project description should identify whether the work was performed as the prime Contractor or as a subcontractor. If a bidder performed as the prime Contractor, the description should provide the originally scheduled completion date and budget, as well as the actual (or currently planned) completion date and actual (or currently planned) budget.

ii. Bidder and Subcontractor(s) experience should be listed separately. Narrative descriptions submitted for

Subcontractors should be specifically identified as subcontractor projects.

iii. If the work was performed as a subcontractor, the narrative description should identify the same information as requested for the bidders above. In addition, subcontractors should identify what share of contract costs, project responsibilities, and time period were performed as a subcontractor.

Megasys Vendor Reference #1

Kentucky Department of Parks (18 Locations)

2 Hudson Hollow Road, Unit 1

Frankfort, KY 40601

Time Period of Project: 2017 - Current

Primary Vendor: YES

Stayed within Budget: YES

In Good Standing: YES

Responsibilities:

Providing Property Management Software and Services to 18 Resort Parks for managing inventory for lodges, cottages/cabins, and conference centers via Megasys hosted cloud server. All data is jointly held in a single database providing both the Guest Profile CRM and Group Client Profile CRM to be shared across all 18 locations. Also, by doing this, they can run reports that are enterprise wide, regional, or mixed, based on the properties selected.

KY Parks utilizes GuestRez On-Line Booking Engine Services for the Resorts to book Lodges and Cottages/Cabins, along with Group Master booking for their Conference Centers. They also utilize a 3rd party reservation system for their GDS and OTA access, to expand their reservations bookings.

The number of staff onsite with the Client over the period of service varied based on the type of installation going on. In the beginning of the agreement, KSP and Megasys jointly worked together to enhance the software to include Yield Management. During this period, there was 5 team members assigned to the roll-out, with 4 persons onsite for the first 5 installs. After that, there would be 2-3 onsite staff, depending on the size of the property go live. After Go live, regular on-site training sessions would take place, prior to Covid, which 2 people would attend each session, as they would bring in groups of parks together for training. Since Covid, training has been virtual, with no onsite requested.

The contact term is from April 2015 – April 2025 which include continued 1-year auto renewals.

NOTE: Megasys is currently in an RFP status with KY State Parks, for a renewal of our offerings, due to them wanting us to incorporate POS and Merchant Processing through Megasys.

Primary Contact:

Andy Kasitz

Andy.Kasitz@ky.gov

502-892-3381

Megasys Vendor Reference #2

Oklahoma Tourism & Recreation Department (9 Lodges / 38 Campgrounds)

Oklahoma State Parks

900 N Stiles

Oklahoma City, OK 73124

Time Period of Project: 2017 - Current

Primary Vendor: YES

Stayed within Budget: YES

In Good Standing: In transition (see below)

Responsibilities:

Provide Software and Support Services for managing inventory for campgrounds, lodges, cabins, conference centers; as well as software and support for parks utilizing point of sale through MegaTouch. Property Management Software and Services to 9 lodges and 33 park campgrounds for managing inventory for campgrounds and cabins via a cloud server.

On-Line Booking Engine Services for Lodges, Campground and Cabin Bookings.

The main Lodges and cabins were installed in 2017 and were given 6 months to bring all the Lodges, Cabins, Conference Centers, Restaurants, and Giftshops live. This was accomplished ahead of schedule.

Megasys was requested to implement Phase 2 and 3 of the projects, in 2019, within 90 days. This included complete installation, training, and setup of online booking engines for more than just RV Campgrounds, for over 43 different operational locations (campgrounds and cabins), who were not on a state-wide system.

implementation within 60-days.

With OK State Parks, Megasys has built a system that not only is User Friendly but was able to expand the services to allow for Client-Applications and Web Accessibility for OK Staff, Volunteers, and Seasonal Staff.

The contact term is from January 2017 – January 2025 which include continued 1-year auto renewals.

Currently, with the new administration and the contract expiring, OK Tourism Department decided to replace the Campgrounds with Aspira (Reserve America), which required the Lodges to be moved to Maestro, sister company of Megasys, under Fullsteam LLC. While the transition is in progress, Megasys is still being used through out the Parks, through our existing agreement with the OK State Parks.

Primary Contact:

Patrick Powell – Assistant Director of Operations

Patrick.powell@travelok.com

(405) 410-7273

Megasys Vendor Reference #3

Tennessee State Parks

William Snodgrass Tennessee Tower

312 Rosa L. Parks Ave

Nashville, Tennessee 37243

Time Period of Project: 2001 - 2024

Primary Vendor: 2001 – 2017

Subcontractor: 2017 - 2024

Stated within Budget: YES

In Good Standing: In transition (see below)

Responsibilities:

Property Management Software and Services to 6 Resort Parks to manage inventory for their lodges, for over 23 years! Megasys was the primary vendor from 2001 to 2017, when due to a revised RFP, Megasys became a sub-contractor, supporting the Lodges and Restaurants, under Itinio / Rev’d Up, now known as Brandt.

Megasys was responsible for 6 Resort Parks and Cabin operations, prior to a revised contract 5 years ago. Since then, 2 lodges closed and reopened in 2022 at which time all 6 parks were placed on a Cloud Hosted Solution, using Portfolio Blue and GuestHOST Browser products.

Since TN State Parks has been utilizing the Product and Services of Megasys since 2001, there have been many variations of the number of people on site at any given time. During the first part of the roll-out, we would have up to 7 people onsite for the project roll-out. As time progressed and they moved from one Product to another, there would be 2 -3 persons onsite for upgrade and training of the new product. Now under the newest version of the Product, most of the time with the client is remote, with 1 person overseeing any training, and someone shadowing the process. While bringing both Fall Creek Falls and Paris Landing new lodges, we had a minimum of 2 people onsite, with the staff in Tulsa as back up.

The contact term is from June 2017 – January 2025 on-going 1-year renewals per agreement as subcontractor.

Effective May 2024, Itinio / Rev’d Up (Brandt) replaced Megasys with Maestro PMS for the Lodges.

Maestro is a sister company of Megasys, under Fullsteam LLC.

Primary Contact:

Regina Clark – Information Systems Manager

Regina.Clark@tn.gov

615-253-2504

i. SUMMARY OF BIDDER’S PROPOSED PERSONNEL/MANAGEMENT APPROACH The bidder should present a detailed description of its proposed approach to the management of the project.

The bidder should identify the specific professionals who will work on the State’s project if their company is awarded the contract resulting from this Request for Proposal. The names and titles of the team proposed for assignment to the State project should be identified in full, with a description of the team leadership, interface and support functions, and reporting relationships. The primary work assigned to each person should also be identified.

The bidder should provide resumes for all personnel proposed by the bidder to work on the project. The State will consider the resumes as a key indicator of the bidder’s understanding of the skill mixes required to carry out the requirements of the Request for Proposal in addition to assessing the experience of specific individuals.

Resumes should not be longer than three (3) pages. Resumes should include, at a minimum, academic background and degrees, professional certifications, understanding of the process, and at least three (3) references (name, address, and telephone number) who can attest to the competence and skill level of the individual. Any changes in proposed personnel may be implemented after written approval from the State.

The following is the Standard Megasys Implementation Project / Implementation, which please keep in mind, while this is Megasys’ standard, it is designed to be adjusted based on the Client and Business Rules of the Client, as no Client is the same. So, we provide the standard, but, during our first week of Project Kick-Off, both NGPC and Megasys Team Member will adjust according to Go Live Date, What and When can Data be provided from Client, and availability of Pre-Training (Remote) by each grouping of NGPC Teams:

Client Project Manager

The focus of the CPM should be to support the Client Project Team Leaders and Team Members in carrying out the implementation. The CPM is the main source of communication and coordination with the Megasys Project Manager. The CPM is responsible for executing the Project Team’s decisions on the Client side of the project.

Responsibilities:

Internal project management, i.e., coordinating and managing the implementation activities.

Monitor the project’s progress.

Initiating and monitoring the (periodic) transfer of required information to Client Project Team and

Client Management.

Promoting the acceptance and positive attitudes of the new software and any work schedules required for implementation process.

Arranging and preparing facilities for onsite visits and/or training, e.g., equipment, project training room(s), accommodations, etc.

Responsible for the performance of the internal project participants.

Work Team Leaders

Work Team Leaders are the primary drivers for completion of work in their assigned areas. They will drive the detail of decision-making and monitor the completion of work by their team. This team usually consists of department managers or leaders, IT manager, and General Manager.

Responsibilities:

Are responsible for the implementation of the Megasys software in their assigned area.

Internally promoting the project.

Testing various scenarios after the initial configuration of the software has completed.

Identifying any internal organizational, functional, and technical bottlenecks that may impede a successful implementation.

Work with project manager to ensure work and training schedules allow for sufficient coverage for daily operations while allowing for uninterrupted training classes.

Megasys Project Team

This Team is responsible for working together with the Client Project Team to help achieve the objectives as stated in the Project Scope. The team will set work plans, consult with the Client Project Team, set goals, and execute all tasks involved in the implementation of the HMS. They are responsible for adhering to the terms of the Contract and will therefore monitor all progress with the assurance of quality.

Project Manager

The focus of the Project Manager (PM) will be the primary contact for communications and coordination between Megasys and the client. The Project Manager's role is to support and advise the Project Team in carrying out the implementation.

Responsibilities:

Overall project management, i.e., coordinating and managing the implementation timelines, project meetings, project communications.

Monitor the project’s progress.

Initiating and monitoring the (periodic) transfer of required information to Client Project Team and

Client Management.

Manage the project documentation.

Works with PSM to prepare work and training schedules for project.

Keeping the company informed about the project and its progress.

Responsible for the performance of the internal project participants.

Ensure team stays on target for project Go-Live Has authority over the project participants.

Project Lead – Professional Services

The Professional Services Project Lead (PSL) is assigned from our Professional Services Department. They work closely with the Project Manager and are the second point of contact for communications between Megasys and the client. The PSM’s role is to support and advise the Work Team Leaders in carrying out the implementation.

Responsibilities:

Internal project management, i.e., coordinating and managing the implementation activities of the professional services department.

Prepares documentation for configuration and training.

Initiating and monitoring the (periodic) transfer of required information to the Megasys and Client

Project Managers.

Works with Project Manager to prepare work and training schedules for project.

Reporting Progress to the Project Teams.

Responsible for the performance of the internal project participants.

Testing various scenarios after the initial configuration of the software has completed.

Ensure team stays on target for project Go-Live.

Responsible for all PS internal documents.

On-Site Project Manager for Training and Go-Live.

Project lead – technical Services

The Technical Services Project Lead (TL) is assigned from our Technical Services Department. They work closely with the Project Manager and the Client’s IT department to ensure a seamless transition with the property management software and 3rd party communications. They will be the second point of contact for any technical communications between Megasys and the client. The TL’s role is to support and advise the Work Team Leaders in carrying out the implementation.

Responsibilities:

Internal project management, i.e., coordinating and managing the implementation activities for the database, interface compatibility, equipment requirements.

Initiating and monitoring the (periodic) transfer of required information to the Megasys and Client Project Managers.

Works with Project Manager to schedule calls with Client and their 3rd party vendors.

Prepares work and technical schedules for project.

Reporting Progress to the Project Teams.

Responsible for the performance of the internal project participants.

Works with Project Teams regarding in custom requirements.

Ensure team stays on target for project Go-Live.

Responsible for all Technical internal documents.

Technical On-Site Lead for Go-Live.

Project Phases Overview

The Megasys HMS implementation methodology is setup in a 7-phase process. This is intended to encompass all the activities required to successfully complete your project. As stated in the executive summary, all the tasks in each phase may not be used or tasks may be added depending on your situation and requirements.

Phase 1 – Project Conception

This phase is the introduction and planning phase.

A project kickoff meeting is scheduled for all project team members. This meeting is an extensive meeting with the CPT to discuss operational procedures, hardware/network requirements, interfaces with 3rd party vendors, configuration, and training options, and an anticipated go-live.

Objectives for the project are stated and refined. The overall system and functionality requirements are identified.

Timelines are established, resources allocated, and infrastructure is added or changed to support the activities/tasks associated with this phase. Additionally, procedures and individuals will be identified to address new issues that may arise during the implementation as well as changes that need to be made to the system while ongoing activities are occurring.

Objectives:

Client is provided a client responsibility form detailing the client’s responsibility portion of the project.

Weekly project meetings scheduled to ensure project is on schedule and manage all aspects of the project.

The project scope statement and timeline prepared in accordance with projected go-live date and all tasks involved and sent to client for approval.

The Professional Services Leader sends the Implementation documents based on the project scope.

All documents requiring client signature have been signed and returned.

Configuration documents have been completed and returned.

Client has sent sample reports or other documents utilized in their daily operations.

Phase 2 – Pre-Install

This phase is one of the critical phases to the entire process as it sets into motion the requirements established by both Megasys and Client to meet the Go-Live Date. During this phase, the Megasys team focuses on the client’s operations to ensure that the standard software matches the client’s functional requirements of their business. This is the phase that defines the project outcome.

The configuration and other documents are reviewed to determine any areas that require clarification and/or customizations. The PSL will conduct a meeting with the CPT to discuss questions, any possible customizations, and options for configuration.

The TL will setup the database on the Megasys configuration server. If data migration was part of the agreement, the TL will verify if and what data can be migrated.

The CPT’s IT department will provide 3rd party vendor contacts information and arrange for meetings/calls with the respective vendor and the Megasys TL.

Megasys TL will work with CPT’s IT department on network, server requirements and any workstations requirements.

The configuration of data will begin and tested to ensure complete functionality of system. Upon verification of configuration functionality, the system will be introduced to the Client’s team for review.

Objectives:

The configuration documents have been completed by client and returned to Megasys.

Database has been setup and readied for configuration.

Any special documents/forms required have been sent for review.

The PSL and Megasys team have reviewed and addressed and concerns with the CPT.

Megasys PSL will configure database based on configuration documents.

The TL has received 3rd party vendor contact information from IT and/or CPT.

The CPT and/or IT department have scheduled and conducted meetings/calls between 3rd party vendor and Megasys TL.

Megasys TL will confirm that the client’s network and hardware meet or exceeds the Megasys minimum systems requirements.

Planning for next phases.

Phase 3 – Data Input

This Phase is focused on data input by the Client’s Key Personnel. Basic training on configuration and required process of the software will occur for Management and Key Personnel. The Key Personnel will enter core live data into the system after the initial training has occurred. The Megasys team will stay in close contact with the Key Personnel to ensure the required data is entered before the Megasys Implementation team arrives on site for Staff training and Go-Live.

Training schedules will be finalized, travel arrangements completed and verify training room(s) are setup.

The TL will confirm go-live that client’s 3rd party vendors are scheduled for the go-live date. They will confirm that any hardware and/or networking requirements have been completed.

Objectives:

Configuration completed and approved by client.

Basic Training for Management and Key Personnel

Data Input begins.

Server setup if applicable.

On-Going monitoring of data input by client’s team.

Confirm completion of data input.

Confirm network, interface and hardware are ready.

Phase 4 – Pre-Go Live

Phase 4 is the most critical point in the implementation process. It requires everyone to be focused and organized as it is the phase where the most “work” hours are generated.

The goal is to ensure a smooth transition and prevent unnecessary disruptions to your business. A key element in the success of this phase is the rapid adoption and early user acceptance of the software.

This phase is the countdown to Go-Live where everything is verified, tested, installed, and trained. The Implementation Team’s focus is on the Frontline User’s education of their respective roles.

Objectives:

Confirm (again) the core system is configured per the project scope.

Confirm all frontline users have been trained and are proficient in their respective areas of daily operation.

All financials are balanced.

The system infrastructure is working as intended, such as workstations, printer communications, interfaces, etc.

1. The system is configured as defined in the project scope.

2. All financials are balanced.

3. All frontline users have been trained and are proficient in their respective areas of daily operation.

4. The system infrastructure is working as intended, such as workstations, printer communications, interfaces, etc.

Phase 5 – Go Live

All the pre-planning, communication, data entry and training have led to this point. This phase brings the Megasys system into production and discontinues the use of the legacy system.

Objectives:

Confirm with CPT that they confirm all required training has occurred.

All data and financials are confirmed correct by Client representative.

TL completed interface cutovers.

Phase 6 – Sign Off & Support Handoff

After months, weeks, days, and hours we have reached the final Phase of the Implementation process. The On- Site Project Manager will conclude the days on site with an exit interview with the Client’s Authorized Representative(s). The exit interview will evaluate the success of the implementation and prepare the client for transition to Support Services.

Support Services is on-going and will continue through valid support agreements for the life of the Megasys Product installed. This will include continuous monitoring and maintaining of development modifications to ensure the system performs as expected and continues to meet the Client’s dynamic needs.

Objectives:

Review the project with client.

Obtain signed/approved project documents by Client’s Authorized Representative. This sign-off confirms that the functionality of the system meets the business objective spelled out in the Project Scope.

Transition the Client to Support Services.

Phase 7 - Support Services

Support Services is on-going and will continue through valid support agreements for the life of the Megasys Product installed. This will include continuous monitoring and maintaining of development modifications to ensure the system performs as expected and continues to meet the Client’s dynamic needs.

Objectives:

Support Requests

Enhancement Requests

Scheduled Meetings

Trainings

Software Updates

Sample training schedule

The following is a tentative Training Schedule based on a standard installation. This would be modified after the initial project meeting depending on property requirements and the number of Staff to be trained. Depending on the size of the go live installation will depend on how long the Megasys team is on site.

Sample Training Schedule

Sunday

Megasys Team Travels to Property

Setup/Verify Training Rooms Megasys

Monday

Course Instructor Length/Hours Start End

Introduction to Portfolio 0.5 8:00a 8:30a Reservations I 2 8:30a 10:30a

Reservations II 2 10:45a 12:45p

Lunch 12:45p 1:45p

Introduction to Portfolio 0.5 1:45p 2:15p

Reservations I 2 2:15p 4:15p

Reservations II 2 4:30p 6:30p Tuesday

Course Length/Hours Start End

Front Office I 2 8:00a 10:00a

Front Office II 1 10:15a 11:15p

Housekeeping 1 11:30p 12:30p

Lunch 12:30p 1:30p Front Office I 2 1:30p 3:30p Front Office II 1 3:45p 4:45p Engineering 1 5:00p 6:00p Night Audit-Auditor Attends Required Classes 1 9:30p 10:30p

Wednesday

Course Length/Hours Start End

Conference Services Part I (Group) 3 8:00a 12:00p

Lunch 12:00p 1:00p

Conference Services Part II (Event) 3 1:00p 4:00p

Conference Services (Packages) 1 4:15p 5:15p

Night Audit-Auditor Attends Required Classes 1…