CTR057864_-_Contract_Amendment_No_3_-_Contract_Language_change.pdf

Contract Amendment

Arizona Department of

Administration State Procurement Office 100 N. 15th Avenue, Suite

Phoenix, AZ 85007

Arizona State Parks & Trails, Reservations, Point of Sales, Website and Call Center

CTR057864 Amendment # 3

This amendment shall be fully executed upon the electronic approval in the State e-Procurement system by an authorized representative of the Contractor and applied to the contract in the State e-Procurement system by the Procurement

Officer or delegate.

Available online at app.az.gov Page | 1

Arizona State Parks & Trails, Reservations, Point of Sales, Website and Call Center.

US eDirect

This Contract Amendment Number 3, in accordance with the Special Terms and Conditions, Section 5.1 Amendments, is hereby amended to modify the following Sections and subsection:

Sub-section 5.2.18 of the Scope of Work, which reads as follows:

“The CRS shall generate a receipt/confirmation/invoice at the time of reservation and shall include customer information, site, reservation dates, notes, itemized charges, payment, method of payment and balance due.

All receipts/confirmations/invoices shall have the ability to be sent via email, text, or printed.”

Is hereby modified to remove the word “text” and shall read:

The CRS shall generate a receipt/confirmation/invoice at the time of reservation and shall include customer information, site, reservation dates, notes, itemized charges, payment, method of payment and balance due.

All receipts/confirmations/invoices shall have the ability to be sent via email or printed.

Sub-section 5.2.21 of the Scope of Work, which reads as follows:

“The CRS shall create a unique identification number for each reservation. Any modification shall become part of the original reservation and have the same identification number. Parks currently have unique codes and those codes are to be used in the reservation confirmation number. The unique codes shall be provided by

ASPT.”

Is hereby modified and shall read:

The CRS shall create a unique identification number for each reservation. Any modification shall become part of the original reservation and have the same identification number. ASPT must be able to find out where a reservation is based on searching for the confirmation number.

State Procurement Office 100 N. 15th Avenue, Suite

Phoenix, AZ 85007

Arizona State Parks & Trails, Reservations, Point of Sales, This amendment shall be fully executed upon the electronic approval in the State e-Procurement system by an authorized representative of the Contractor and applied to the contract in the State e-Procurement system by the Procurement

Officer or delegate.

app.az.gov Page | 2

Sub-section 5.2.22 of the Scope of Work, which reads as follows:

“The CRS shall allow for any reservable unit to be placed on an administrative or maintenance hold. Any hold shall contain the name of the person placing the hold and the reason for the hold. Units on hold shall still show in inventory and must show as vacant on occupancy reports.”

Is hereby modified and shall read:

The CRS shall allow for any reservable unit to be placed on an administrative or maintenance hold. When a block is made, a "Block text" comment is required. Block text is displayed on the grid. Operationally, policy can be that block text start with users’ initials. Additionally the block report will tell when the block was place and by which user. Units on hold shall still show in inventory and must show as vacant on occupancy reports.

Sub-section 5.3.20.1 of the Scope of Work, which reads as follows:

“The CRS shall allow for email, text, and printed receipt confirmations through all channels. These confirmations shall be configurable to include custom text and graphics. The confirmations shall be configurable to automatically insert reservation specific information such as, reservation or confirmation number, reservation date, arrival date, check out date, unit type, unit number, check in and check out times, tour date/time, itemized fees collected, itemized fees due, total fees collected and total fees due.”

Is hereby modified to remove the word “text” and shall read:

The CRS shall allow for email and printed receipt confirmations through all channels. These confirmations shall be configurable to include custom text and graphics. The confirmations shall be configurable to automatically insert reservation specific information such as, reservation or confirmation number, reservation date, arrival date, check out date, unit type, unit number, check in and check out times, tour date/time, itemized fees collected, itemized fees due, total fees collected and total fees due.

Sub-section 5.3.20.4 of the Scope of Work, which reads as follows:

“The CRS shall email, text, and/or print confirmations of all reservations, cancellations, or modifications.”

Is hereby modified to remove the word “text” and shall read:

The CRS shall email and/or print confirmations of all reservations, cancellations, or modifications.

State Procurement Office 100 N. 15th Avenue, Suite

Phoenix, AZ 85007

Arizona State Parks & Trails, Reservations, Point of Sales, This amendment shall be fully executed upon the electronic approval in the State e-Procurement system by an authorized representative of the Contractor and applied to the contract in the State e-Procurement system by the Procurement

Officer or delegate.

app.az.gov Page | 3

Sub-section 5.3.24.4 of the Scope of Work, which reads as follows:

“If a report’s requirements indicate that the report shall be able to be displayed for a specified date or date range; the date or date range must begin from the point in time that the system began operating and must include any historical data that was entered into the system from before the system was in operation. The date or date range shall extend into the future for the entire period for which information is in the system.”

Is hereby modified to remove the words “must include any historical data that was entered into the system from before the system was in operation”, and shall read:

If a report’s requirements indicate that the report shall be able to be displayed for a specified date or date range; the date or date range must begin from the point in time that the system began operating and must include historical data 2/1/2021 through the go-live date will not be imported into the reservation system but will be accessible through a separate Business Intelligence workbook. The date or date range shall extend into the future for the entire period for which information is in the system.

Remove sub-section 5.3.25 of the Scope of Work, which reads as follows:

“The CRS shall have the ability to add or remove charges and apply credit card charges to open invoices with a card that has already been used on the invoice. Permission must be granted by the cardholder if additional fees are added to an invoice (e.g. damages to facilities, extra nights, etc.).”

Remove sub-section 5.4.1 of the Scope of Work, which reads as follows:

“The Contractor shall provide an open API for integration with the Operational Website.”

Sub-section 5.4.22 of the Scope of Work, which reads as follows:

“The website shall integrate seamlessly with the operational website and pages. The website shall integrate with the operational website and pages if contract is held by a different vendor.”

Is hereby modified to remove the sentence “The website shall integrate with the operational website and pages if contract is held by a different vendor.” and shall read:

The website shall integrate seamlessly with the operational website and pages.

Sub-section 5.5.8 of the Scope of Work, which reads as follows:

“The system may send a calendar link to registered guests. This is an optional feature for which ASPT welcomes ideas and solutions.”

State Procurement Office 100 N. 15th Avenue, Suite

Phoenix, AZ 85007

Arizona State Parks & Trails, Reservations, Point of Sales, This amendment shall be fully executed upon the electronic approval in the State e-Procurement system by an authorized representative of the Contractor and applied to the contract in the State e-Procurement system by the Procurement

Officer or delegate.

app.az.gov Page | 4

Is hereby modified in its entirety and shall read:

The system will use Notification Dynamics module to send reminders to registered guests.

Sub-section 11.3 of the Scope of Work, which reads as follows:

“11.3 System Migration: CRS, POS, Call Center and Operational Website must be migrated and fully functioning on the new Contractor’s system by end of current contract. Contractor will be assessed $55,000 per day liquidated damages for lost revenue for each day the system is not functioning. The Contractor will post bond for $500,000.00. If ASPT determines that the system is not functioning, meaning for the purpose of this section only, that Contractor has failed to fully migrate CRS, POS, Call Center and Operational Website [by the time the current contract ends], then the Contractor shall pay liquidated damages of $55,000 per day to ASPT out of the Contractor’s performance bond. Bond requirement ends upon successful implementation and acceptance of vendor’s system and shall include a written acceptance document which must be completed and signed by both parties.”

Is hereby modified in its entirety and shall read:

11.3 System Migration: CRS, POS, Call Center and Operational Website must be migrated and fully functioning on the new Contractor’s system by end of current contract. Contractor will be assessed $10,000 per day liquidated damages, with a cap of $200,000, for lost revenue for each day the system is not functioning.

The Contractor will post bond for $500,000.00. If ASPT determines that the system is not functioning, meaning for the purpose of this section only, that Contractor has failed to fully migrate CRS, POS, Call Center and Operational Website [by the time the current contract ends], then the Contractor shall pay liquidated damages of $10,000 per day to ASPT out of the Contractor’s performance bond. Bond requirement ends upon successful implementation and acceptance of vendor’s system and shall include a written acceptance document which must be completed and signed by both parties.

State Procurement Office 100 N. 15th Avenue, Suite

Phoenix, AZ 85007

Arizona State Parks & Trails, Reservations, Point of Sales, This amendment shall be fully executed upon the electronic approval in the State e-Procurement system by an authorized representative of the Contractor and applied to the contract in the State e-Procurement system by the Procurement

Officer or delegate.

app.az.gov Page | 5

RECITALS

The State and Supplier entered into that certain agreement title Master Service Agreement signed on November 5, 2021 pursuant to which Supplier is to provide Reservations, Point of Sales, Website and Call Center services.

Thereafter, Amendment Number 1 was executed on March 28, 2022 to modify Sub-section 10.17.1 to replace the word “award” with the word “implementation”.

Thereafter, Amendment Number 2 was executed on June 29, 2022 to modify the following:

1. The Contract Start & Migration Complete date is changed from August 1, 2022 to July 20, 2022;

2. Section 11.3 System Migration will not be in effect from July 20, 2022 to July 31, 2022; and

3. Section 11.3 System Migration will be in full effect on August 1, 2022.

ALL OTHER REQUIREMENTS, SPECIFICATIONS, TERMS AND CONDITIONS REMAIN

UNCHANGED