PW1137-22 - Att4 - Specification Worksheet.xlsx
XLSX spreadsheet 34 KB Posted
- Solicitation number
- S-C25102-00003950
- Issued by
- Marion County, Oregon
About this file
This document is a Specification Worksheet related to a Campground Management and Reservation System (CMRS) contract opportunity issued by Marion County, Oregon and the City of Salem, Oregon. The CMRS is required to be a cloud-based SaaS solution that meets the jurisdictions' process flows and requirements for reservation scheduling, reservation management, reporting, and payment processing. The worksheet outlines 137 detailed technical and functional specifications that proposers must respond to, covering features such as user reservation capabilities, administrative management functions, reporting, and integrations. The contract opportunity is seeking a vendor to provide the CMRS solution to the county and city.
The contract opportunity does not provide specific pricing terms, set-asides, or incumbent information. It is funded by the participating jurisdictions, but the document does not specify the funding amounts or sources. The contract term and any renewal options are also not stated.
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Other files
| File | Type | Posted |
|---|---|---|
| PW1137-22 - Att1 - Proposal Form.docx | DOCX document | |
| PW1137-22 - Att2 - Trade Secret Form.pdf | ||
| PW1137-22 - Att3 - Reference Check Form.docx | DOCX document | |
| PW1137-22 - CMRS RFP - FINAL.pdf | ||
| 5422 Questions Responses.pdf | ||
| PW1137-22 - Exhibit 1 - Sample Software as a Service Contract.pdf | ||
| PW1172-22 - Addendum 1 QandA.pdf |
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Text version
Specifications
| ID | Description | Weighting | Score Possible | Score Earned | Proposer Response | Proposer Notes |
| Reservation Scheduling | ||||||
| RS-001 | Does the system allow public users to view all campgrounds and sites? | Critical | 6 | 0 | (select one) | |
| RS-002 | Does the system display all available campgrounds and sites by date range selection? | Critical | 6 | 0 | (select one) | |
| RS-003 | Does the system filter and display available results by requested date(s), location/distance, and site type? | Critical | 6 | 0 | (select one) | |
| RS-004 | Can the system require user to pay for reservation and all associated fees and taxes? | Critical | 6 | 0 | (select one) | |
| RS-005 | Does the system send payment and reservation confirmation notifications? | Critical | 6 | 0 | (select one) | |
| RS-006 | Can the system require user to enter name for reservation? | Critical | 6 | 0 | (select one) | |
| RS-007 | Can the system require user to enter contact email address for reservation? | Critical | 6 | 0 | (select one) | |
| RS-008 | Can the system require user to enter contact phone number for reservation? | Critical | 6 | 0 | (select one) | |
| RS-009 | Does the system show location on an interactive map feature? | Critical | 6 | 0 | (select one) | |
| RS-010 | Does the system allow user to pay for parking passes? | Critical | 6 | 0 | (select one) | |
| RS-011 | Does the system allow user to download and print parking passes? | Critical | 6 | 0 | (select one) | |
| RS-012 | Does the system generate access codes for users’ reservation? | Critical | 6 | 0 | (select one) | |
| RS-013 | Does the system generate confirmation messages to confirm or cancel reservation? | Desired | 2 | 0 | (select one) | |
| RS-014 | Does the system allow user to pay for addons/additional items for purchase? | Critical | 6 | 0 | (select one) | |
| RS-015 | Does the system allow user to be added to waitlist? | Critical | 6 | 0 | (select one) | |
| RS-016 | Does the system allow users to modify their reservations? | Critical | 6 | 0 | (select one) | |
| RS-017 | Does the system allow users to cancel their reservations? | Critical | 6 | 0 | (select one) | |
| Reservation Management | ||||||
| RM-001 | Does the system allow admin users to create new campgrounds and sites? | Critical | 6 | 0 | (select one) | |
| RM-002 | Can the system require admin to enter a name for a new site? | Critical | 6 | 0 | (select one) | |
| RM-003 | Can the system require admin to select ownership for new site? | Critical | 6 | 0 | (select one) | |
| RM-004 | Does the system allow admin to upload pictures for a new site? | Critical | 6 | 0 | (select one) | |
| RM-005 | Can the system require admin to enter an address for a new site? | Critical | 6 | 0 | (select one) | |
| RM-006 | Can the system require admin to enter a description for a new site? | Critical | 6 | 0 | (select one) | |
| RM-007 | Can the system require admin to create a reservation calendar for a new site? | Critical | 6 | 0 | (select one) | |
| RM-008 | Does the system allow admin to customize timeslot interval length for site reservation? | Critical | 6 | 0 | (select one) | |
| RM-009 | Does the system allow admin to limit reservation length per requestor? | Critical | 6 | 0 | (select one) | |
| RM-010 | Can the system require admin user to select pricing, fees, and taxes associated to a new site? | Critical | 6 | 0 | (select one) | |
| RM-011 | Does the system allow admin user to record reservations made in person? | Critical | 6 | 0 | (select one) | |
| RM-012 | Does the system allow admin users to record cash payments? | Critical | 6 | 0 | (select one) | |
| RM-013 | Does the system allow admin users to edit site information? | Critical | 6 | 0 | (select one) | |
| Reports | ||||||
| RR-001 | Does the system provide point of sale reports? | Critical | 6 | 0 | (select one) | |
| RR-002 | Does the system generate reports per location (can include multiple sites)? | Critical | 6 | 0 | (select one) | |
| RR-003 | Does the system generate occupancy report? | Critical | 6 | 0 | (select one) | |
| RR-004 | Does the system generate reports by site type? | Critical | 6 | 0 | (select one) | |
| RR-005 | Does the system allow reports to be exported into excel? | Critical | 6 | 0 | (select one) | |
| RR-006 | Does the system provide ability for the business to create ad hoc reports? | Important | 4 | 0 | (select one) | |
| RR-007 | Does the system allow users to save ad hoc reports? | Important | 4 | 0 | (select one) | |
| RR-008 | Does the system generate daily schedules printable per site? | Critical | 6 | 0 | (select one) | |
| RR-009 | Does the system retain reservation history? | Critical | 6 | 0 | (select one) | |
| RR-010 | Does the system retain and display automated email notices per reservation? | Critical | 6 | 0 | (select one) | |
| Administrative and Other Features | ||||||
| AO-001 | Does the system allow users to make bulk updates to selected sites? | Important | 4 | 0 | (select one) | |
| AO-002 | Does the system generate parking passes? | Critical | 6 | 0 | (select one) | |
| AO-003 | Does the system allow users to send bulk notices to selected users/reservation contacts? | Critical | 6 | 0 | (select one) | |
| AO-004 | Does the system allow admin users to upload addons/additional items for purchase? | Important | 4 | 0 | (select one) | |
| AO-005 | Does the sytem allow admin to configure a user experience survey that is emailed after every reservation and scores attached to the applicable campsite for reporting/analysis? | Desired | 2 | 0 | (select one) | |
| AO-006 | Does the system allow admin to upload a site map? | Critical | 6 | 0 | (select one) | |
| AO-007 | Does the system allow interactive site map editor by allowing the admin to mark units? | Important | 4 | 0 | (select one) | |
| AO-008 | Does the system allow admin users to create email templates for automated emails? | Critical | 6 | 0 | (select one) | |
| AO-009 | Does the system allow admin to set dynamic rates (daily, weekly, monthly, summer, holiday…)? | Critical | 6 | 0 | (select one) | |
| AO-010 | Does the system allow rates to be set per camp unit? | Critical | 6 | 0 | (select one) | |
| AO-011 | Does the system generate a real-time schedule grid to view all or selected campsite reservations? | Important | 4 | 0 | (select one) | |
| Integrations | ||||||
| IN-001 | Does the system integrate with Teller for payments? | Critical | 6 | 0 | (select one) | |
| Payment Processing | ||||||
| 1 | Logon/Logoff Functionality | |||||
| 1.1 | Does the system default to the current date when starting a new work day? | Critical | 6 | 0 | (select one) | |
| 1.2 | Does the system identify clerk location, and separate funds collected by location for the same clerk? This will give the ability to report on a clerk's daily transactions, regardless of which location the clerk worked during the day. | Critical | 6 | 0 | (select one) | |
| 1.3 | Does the system go into standby mode, requiring the clerk to log back on after a configurable amount of time (standby mode)? | Critical | 6 | 0 | (select one) | |
| 1.4 | Does the system implement role-based security with varying levels of system access permitted per role, including system lockout after 3 unsuccessful logon attempts? | Critical | 6 | 0 | (select one) | |
| 2 | Cashiering Functionality | |||||
| 2.1 | Does the system manage accountability data by individual clerk and date? | Critical | 6 | 0 | (select one) | |
| 2.2 | Does the system allow for a default beginning drawer cash balance by clerk to be established? | Critical | 6 | 0 | (select one) | |
| 3 | Payment Processing | |||||
| 3.1 | Does the system provide the ability for clerks to research customers, transactions, and payment activity? | Critical | 6 | 0 | (select one) | |
| 3.2 | Does the system allow multiple tender types for a single transaction on the same screen? | Critical | 6 | 0 | (select one) | |
| 3.3 | Can the system require supervision approval for voids and returns? | Critical | 6 | 0 | (select one) | |
| 3.4 | Does the system provide the ability to void same-day transactions? | Critical | 6 | 0 | (select one) | |
| 3.5 | Does the system provide a comprehensive electronic audit trail for the creation, reversing, voiding, and updating of any transaction or monetary event? The comprehensive electronic audit trail should include all transactions, refunds, payment methods, etc. The most crucial information is the clerk, date, time and location of transaction. If a transaction was changed, in addition to the information already mentioned, the name of the person making the change, what was changed, the old value, the new value, date of change, time of change and explanation of change are needed. | Critical | 6 | 0 | (select one) | |
| 3.6 | Does the system provide the ability to adjust and cancel transactions before completion of transaction? | Critical | 6 | 0 | (select one) | |
| 3.7 | Does the system allow and disallow tender types by user, location and workgroup? | Critical | 6 | 0 | (select one) | |
| 3.8 | Does the system time stamp receipts? | Critical | 6 | 0 | (select one) | |
| 3.9 | Does the system print duplicate receipts, identified as “duplicate” on the receipt? | Critical | 6 | 0 | (select one) | |
| 3.1 | Does the system display, on the screen, the amount of change to be returned for cash transactions? | Critical | 6 | 0 | (select one) | |
| 3.11 | Does the system provide the ability to automatically print receipts containing all payment details and user defined specific messages? | Critical | 6 | 0 | (select one) | |
| 3.12 | Does the system distribute payments to multiple general ledger accounts, distributed by percentage, fixed or combination? The County uses an 8-segment account code combination, all characters are numeric (0-9) separated by hyphens. |
Fund-Dpt-Div-Pgm-Svc-Acct-Proj-Rsv
| 100-15-00-151-1501-529999-000000-000 | Critical | 6 | 0 | (select one) | |||
| 3.13 | Does the system provide the ability to accept payment for items that are not on a price list, ie. donations? | Critical | 6 | 0 | (select one) | ||
| 3.14 | Does the system have price list capabilities? | Critical | 6 | 0 | (select one) | ||
| 3.15 | Does the system have the ability to purchase one or multiple products or services during a single transaction? | Critical | 6 | 0 | (select one) | ||
| 3.16 | Does the system have the ability to export transaction data in Excel or CSV format for further reporting and analysis? | Critical | 6 | 0 | (select one) | ||
| 3.17 | Does the system provide search/inquiry functionality which supports drill down capabilities within results totals. | Important | 4 | 0 | (select one) | ||
| 3.18 | Does the system accept credit card payments per ORS 295 compliancy (i.e.: as well as approved PCI compliable module/application)? | Critical | 6 | 0 | (select one) | ||
| 3.19 | Is the system PCI compliant per the latest standards @ "https://www.pcisecuritystandards.org"? | Critical | 6 | 0 | (select one) | ||
| 4 | End-of-Shift Functionality | ||||||
| 4.1 | Does the system generate end-of-shift reports by clerk, business date, and shift? | Critical | 6 | 0 | (select one) | ||
| 4.2 | Does the system have the ability to balance and reconcile to an end-of-shift cash count? | Critical | 6 | 0 | (select one) | ||
| 4.3 | Can the system require a count of all cash and payment forms individually and by denomination as part of the end-of-shift activities? | Critical | 6 | 0 | (select one) | ||
| 4.4 | Does the system have the ability to recall, display and print previous transaction details? These details shall include any adjustments made to the transaction. | Critical | 6 | 0 | (select one) | ||
| 4.5 | Does the system report transactions and end-of-shift totals by clerk ID? | Critical | 6 | 0 | (select one) | ||
| 4.6 | Does the system provide the ability to run reports mid shift? | Critical | 6 | 0 | (select one) | ||
| 4.7 | Does the system calculate an overage/shortage amount during end-of-shift activities that cannot be modified? | Critical | 6 | 0 | (select one) | ||
| 5 | Reconciliation | ||||||
| 5.1 | Does the system allow for closing a file with security to prevent a clerk from opening a closed process without proper security credentials? | Critical | 6 | 0 | (select one) | ||
| 5.2 | Does the system allow clerks to reconcile cash drawers via on-screen reconciliation reports? | Critical | 6 | 0 | (select one) | ||
| 5.3 | Does the system have the ability to provide reports by date or range of dates, drawer, clerk, tender type, transaction number, transaction type, general ledger account with summary and detail counts and amounts? | Critical | 6 | 0 | (select one) | ||
| 5.4 | Does the system have the ability to generate a daily file with, at a minimum, the following information: transaction type, location, clerk ID, total recorded cash and checks, total declared cash and checks, and overage/shortage? | Critical | 6 | 0 | (select one) | ||
| 5.5 | Can the system apply transactions to multiple general ledger accounts within a single transaction? | Critical | 6 | 0 | (select one) | ||
| 5.6 | Does the system allow for over/short to be posted to specified general ledger accounts? | Critical | 6 | 0 | (select one) | ||
| 5.7 | Can the system require access to the reconciliation process to be controlled by security attributes? | Critical | 6 | 0 | (select one) | ||
| 5.8 | Does the system provide exception reports? | Critical | 6 | 0 | (select one) | ||
| 7 | Security and Control | ||||||
| 7.1 | Does the system have safeguards that will secure the system from unauthorized access and ensure the confidentiality of customer data? | Critical | 6 | 0 | (select one) | ||
| 7.2 | Can the system define each clerk with a unique identification code and password? | Critical | 6 | 0 | (select one) | ||
| 7.3 | Can the system define each clerk with a unique or group security profile showing system access? | Critical | 6 | 0 | (select one) | ||
| 7.4 | Does the system support “role-based” security profiles? | Critical | 6 | 0 | (select one) | ||
| 7.5 | Does the system provide management reports of security access? All users that have signed on to the system with date, time, and location or mode of sign-on (port, terminal, dial-up, LAN). Users who have signed-off system, with date/time of sign-off. All modifications to security settings and parameters. | Critical | 6 | 0 | (select one) | ||
| 7.6 | Does the system prevent deletion, overwriting, or unauthorized modification of audit trails? | Critical | 6 | 0 | (select one) | ||
| 7.7 | Does the system provide the ability to track and report user defined parameters? | Critical | 6 | 0 | (select one) | ||
| Technical Specifications | |||||||
| REQ-278 | Does the system have the ability to protect data from being modified simultaneously by multiple sessions? | Important | 4 | 0 | (select one) | ||
| OP-016 | If system supports PII, HIPPA, and Financial data then is there encryption throughout the transmission process? | Critical | 6 | 0 | (select one) | ||
| OP-023 | With the system being cloud based, is there a clearly defined Disaster Recovery process? | Critical | 6 | 0 | (select one) | ||
| REL 1 | With the system being cloud based, is the availability of the system at least 99.9%? | Critical | 6 | 0 | (select one) | ||
| REL 5 | IS there a way to recover from administrator and/or user error, either by restoring from a backup or reverting to a previous version of the data? | Critical | 6 | 0 | (select one) | ||
| REL 8 | Does the system have error messages, logs and alerts? | Critical | 6 | 0 | (select one) | ||
| REL 9 | Are cloud based maintenance windows be communicated in advance? | Critical | 6 | 0 | (select one) | ||
| SEC 1 | Does the system have multiple layers of security controls (defense in depth)? | Critical | 6 | 0 | (select one) | ||
| SEC 4 | Will the system integrate with the enterprise authentication and authorization provider? | Critical | 6 | 0 | (select one) | ||
| SEC 7 | Will vulnerabilities be identified and reported on no more than 30 days after identification? | Critical | 6 | 0 | (select one) | ||
| SEC 8 | With the system being cloud based, will data be encrypted at rest using a customer-supplied key? | Desired | 2 | 0 | (select one) | ||
| SEC 9 | With the system being cloud based, will data comply with the Federal Risk and Authorization Management Program (FedRAMP) and only host the data in the US? | Critical | 6 | 0 | (select one) | ||
| SEC 12 | Does the system encrypt data inflight? | Critical | 6 | 0 | (select one) | ||
| SEC 18 | Does the sytem use encryption methods that are industry supported, and cryptographic modules that are FIPS 140-2 compliant. (Not custom encryption) | Critical | 6 | 0 | (select one) | ||
| OPX 3 | With the system being cloud based, does the system have performance monitoring, and the ability to generate alerts if performance thresholds are crossed? | Critical | 6 | 0 | (select one) | ||
| OPX 4 | With the system being cloud based, does the system provide insights into capacity, usage patterns and the inventory of objects? | Critical | 6 | 0 | (select one) | ||
| OPX 5 | With the system being cloud based, does the system provide reports for compliance including user access, authorizations and actions? | Critical | 6 | 0 | (select one) | ||
| UEX 8 | Will you provide documentation for the service, have training available for users and provide best practices to customer system administrators? | Critical | 6 | 0 | (select one) | ||
| MTD 2 | Will the system provide a visual progression that indicates that the user’s request has been received and the application is making progress toward completing the requested action, such as download, file transfer, or installation, to indicate how long a user will be waiting? | Critical | 6 | 0 | (select one) |
Score
| Critical | Important | Desired | worksheet score possible | worksheet score earned | RFP points earned | |
| Specifications | 107 | 8 | 3 | 680 | 0 | 0 |
Validation
| Question Weighting | Proposer Response | Worksheet Value | |
| Critical | 6 | (select one) | 25 |
| Important | 4 | Yes | |
| Desired | 2 | No |
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