TOWN OF GROTON

REQUEST FOR PROPOSAL

26-08 GOLF MANAGEMENT SOFTWARE

January 2026

TOWN OF GROTON, CONNECTICUT

BIDDER INFORMATION

BID NUMBER: 26 -08

BID OPENING: February 13, 2026

LOCATION: Shennecossett Golf Course

ADDRESS: 93 Plant Street, GROTON, CT 06340

Sealed proposals will be received by Karl Klein, Purchasing Agent of the Town of Groton, until 12:00 P.M. for bid 26-08 Golf Management Software for the Town of Groton in accordance with the specifications and information.

Bids received after 12:00 P.M. on February 13, 2026 will not be accepted.

TABLE OF CONTENTS

ITEM 1. GENERAL INFORMATION

A. Item to be bid B. Tax Information

ITEM 2. BID SUBMISSION

A. Date and Time B. Submission Procedures

ITEM 3. WITHDRAWAL OF BIDS

A. Time Period B. Procedure

ITEM 4. BID BONDS, CERTIFIED CHECKS OR CASHIER'S CHECKS

ITEM 5. PERFORMANCE BOND

ITEM 6. VENDOR QUALIFICATION

ITEM 7. DELIVERY

A. Requirements B. "Agreed-Upon Delivery Date" C. Location D. Penalty Clause

ITEM 8. ACCEPTANCE OR REJECTION OF BIDS

ITEM 9. PAYMENT TERMS

A. Timeframe B. Acceptance C. Prepayment Option

ITEM 10. SUPPLEMENTAL INFORMATION

A. Manufacturer's Literature

B. "Or Equal" Bids

ITEM 11. MULTIPLE BIDS

ITEM 12. EXCEPTIONS TO SPECIFICATIONS

ITEM 13. TESTS

ITEM 14. INQUIRIES

ITEM 15. MATERIALS AND EQUIPMENT

ITEM 16. GUARANTEE

A. Compliance with specifications B. Defective equipment C. Guarantee and Warranty information

ITEM 17. BASIS FOR SELECTION OF VENDOR

ITEM 17.1 LOCAL VENDOR PREFERENCE

ITEM 18. QUANTITY

ITEM 19. TIE BIDS

ITEM 20. AVAILABILITY OF FUNDS

ITEM 21. BID ALTERATIONS/SIDETRACK AGREEMENTS

ITEM 22. ALTERNATIVE/RECYCLED PRODUCTS

ITEM 23. OTHER

A. GSA, Federal and State Contract Pricing B. Affirmative Action/Equal Employment C. Equipment in transit

APPENDICES

A. Insurance Requirements B. Hazard Communication Information; Lock Out/Tag-Out Information, Bidders List.

C. ADA Compliance Statement D. Vendor Questionnaire

E. Golf Management Software specifications and overview F. Proposal form for submission of Bids G. Exceptions form H. Local Vendor Preference Information I. Local Vendor Registration

It is the intent of this “Request for Proposal" is for the procurement and successful implementation of a Golf Management Solution that provides customer management, registration, point of sale, reporting, program management, and accounting functions in alignment with the Goals and Scope of Work outlined below. The prospective bidder must complete the bid form and company information sheet, but need not return the entire Request for Proposal. The bidder is not to include any taxes from which the Town is exempted by law. The Town will complete any tax exemption forms that the successful vendor may require if such forms are within the Town's legal parameters.

2. BID SUBMISSION

Two hard copies and electronic copy of the proposal shall be submitted to the Office of the Purchasing Agent no later than 12:00 P.M. February 13, 2026 on at which time they will be publicly opened and only the names of the vendors will be read aloud. Proposals received after that date and time will not be considered by the Town of Groton. Proposals should be in a sealed envelope, addressed to the Office of the Purchasing Agent, marked “RFP 26-08 Golf Management Software”. PLEASE PROVIDE INFORMATION AND PRICING AS REQUESTED IN THE SPECIFICATIONS. The Town of Groton Purchasing Division shall receipt stamp each bid received. The date of the stamp shall prevail over any postmark date. The Town of Groton assumes no liability for any postal service delays.

3. WITHDRAWAL OF BIDS

No bidder may withdraw their bid for a period of 120 days after the actual date of the bid opening, during which time prices will be firm. Bids may be withdrawn by written authorization only and only if withdrawal request is received one (1) day or more prior to the bid opening. The proposed prices in this bid shall hold through each delivery date indicated.

Costs for the preparation of this proposal are to be borne entirely by the bidders. They shall not in any way be charged to the Town of Groton. All submissions become the property of the Town of Groton to use as required to meet the objectives of this bid.

4. BID BONDS, CERTIFIED CHECKS OR CASHIER'S CHECKS (SEE BID FORM)

When required each bid shall be accompanied by a bid bond signed by a surety company authorized to do business in Connecticut or by a cashier's check or certified check made payable to the Town of Groton. The amount of the bid deposit will be 0% of the total base bid unless otherwise specified.

Bond amount required: 0%

5. PERFORMANCE BOND

If required by the bid specifications, the successful bidder may be required to provide a performance bond. The performance bond shall be made out in favor of the Town of Groton. The performance bond shall be required as security by the successful bidder for faithful performance of his contract.

This performance bond shall be required within ten (10) days of the award notification. The performance bond must be written by a surety company licensed to conduct business in the State of Connecticut. The successful bidder, upon failure or refusal to furnish within ten (10) days the required performance bond, shall forfeit their bid deposit to the Town of Groton as liquidated damages.

Bond Amount Required: 0%

6. VENDOR QUALIFICATION

Each vendor shall present evidence that they are normally engaged in the purveying of the type of service proposed. The vendor shall make themselves thoroughly familiar with the contents of the notice before submitting his/her proposal. The vendor automatically acknowledges and accepts all of the provisions, conditions, and specifications of this notice. No proposal shall be considered from vendors who are unable to show that they are normally engaged in the purveying of the type of materials/equipment or workmanship proposed. For any type of service, construction or commodity, the vendor certifies that his product or service meets all local, State and Federal regulations applicable to his/her product or service. The vendor is responsible for complying with all ordinances, laws and regulations affecting their particular product or service and holds the Town of Groton harmless for any claims for damages whether bodily, personal or property due to the avoidance of any requirement of any governing body. All, bidders, in order for their proposals to be considered, must not be delinquent on any property tax or fees issued by the Town. Bidders shall certify that neither they nor any business or corporation fully or partially owned by the bidder is not delinquent on Town property taxes or fees.

7. DELIVERY

All prices quoted shall include any and all shipping, handling, insurance, training, consulting, out of pocket expense, and delivery charges.

93 Plant Street

Groton CT 06340

8. ACCEPTANCE OR REJECTION

The Town reserves the right to accept or reject any and all bids and to waive any minor deviations from our bid requirements if it is in the best interest of the Town to do so.

9. PAYMENT TERMS

The Town agrees to pay for the material/equipment/service within thirty (30) days after acceptance.

Acceptance means 100% delivery of satisfactory merchandise to comply with our specifications. If a vendor wishes to offer a prepayment discount he/she must provide a separate sheet with his/her bid showing the terms of the discount and the advantage to the Town of Groton in accepting this prepayment discount. Prepayment in no way forfeits any right of the Town to complete satisfaction with the purchase nor does it relieve the vendor of any responsibility to perform as required in the bid document.

10. SUPPLEMENTAL INFORMATION

The vendor must submit with their proposals the detailed specifications, descriptive literature and all necessary details on the material/equipment/service they propose to furnish in order that the Town may have full information available when analyzing the bids. In cases where an item is identified by a manufacturer's name, trade name, catalog number or reference it is understood that the bidder proposes to furnish the item so identified and does not propose to furnish an "equal" unless the proposed "equal" is identified. The reference to the manufacturer's name, trade name or catalog number is intended to be descriptive, not restrictive and is used to indicate to the prospective bidder articles that will be satisfactory. Bids on other makes will be considered provided the bidder clearly states the item being proposed is an exception but an equal on the bid form. The Purchasing Agent reserves the right to approve as an equal or to reject as not being equal any article that the bidder proposes to furnish which contains major or minor variations from the specification requirements. The vendor shall provide a list of at least 3 successful implementations of their software at golf courses within the continental US within the last 3 years. The list shall contain the course name, phone # and a contact there. If possible, courses in the North east.

11. MULTIPLE BIDS

No bidder will be allowed to offer more than one bid price on each item even though alternate models or styles may meet the specifications. If the package comes with add on / options bidders shall be allowed to price out software for this option to allow the town to select the best package for its needs. Alternates will be considered only if requested by the Town of Groton.

12. EXCEPTIONS TO SPECIFICATIONS

If the material/equipment/services offered differs from the provisions contained in this specification, such differences must be explained in detail on the sheets attached to this bid and if such deviations do not depart from the intent of this notice and are in the best interest of the Town, the bid will receive careful consideration. The absence of written deviations will hold the bidder strictly accountable to the Town of Groton to the specifications as written.

13. TESTS

Before approval, the Town Manager or his agent, shall have the right to inspect and test the materials and equipment furnished in accordance with this notice. When samples are required from bidders receiving the award, the samples may be retained by the Town of Groton until the delivery of the bid items. Bidders whose samples are retained may pick them up after the delivery of the bid items has been accepted by the Town. Bidders shall be responsible for delivery and removal of samples. Cost of delivery and removal of samples is to be the responsibility of the bidder. All samples are to be marked "Samples" and delivered to the purchasing office. The package must indicate the name of the bidder, item enclosed and the bid number. Failure to properly identify the samples relieves the Town from any responsibility for their safe return and may disqualify the bidder from bidding.

14. INQUIRIES

Any inquiries for this bid shall be directed via email to Karl Klein, Purchasing Agent, at kklein@groton-ct.gov by 12:00 P.M. 8 days prior to bid opening date. Pricing shall not be discussed with any individual in the Town other than the Purchasing Agent. Once a bid date has been established only questions relevant to the technical aspects of the bid or how to properly complete the bid form may be addressed. Any vendor contacting any individual other than those named in this section may have their bid rejected by the Purchasing Agent. If addendum’s clarifying the bid or providing additional information to bidders are necessary the Purchasing Agent of the Town can, at his/her option, extend the date of the bid opening. It is assumed that each vendor submitting a bid will have made himself/herself familiar with the requirements of the specifications and requested an on-site review if necessary so that his/her bid is all inclusive as per the intent of the specifications.

15. MATERIALS AND EQUIPMENT

All materials/equipment shall be furnished complete and ready for use as indicated in specifications.

Any materials/equipment not specifically mentioned herein, but which is necessary for the successful installation and/or operation of the systems shall be specified and quoted by the bidder.

16. GUARANTEE

The bidder guarantees that all articles offered for sale fully comply with the specifications. All expenses covering return of and replacement of defective or improper merchandise will be assumed by the vendor. In no instance shall the vendor refer the Town to any distributor or manufacturer for settlement of any claim arising from defective or improper merchandise. If the vendor shall fail to replace or repair any defective or improper merchandise within 30 days from date of notice, the Town may make the necessary corrective arrangements and deduct the cost from money due the vendor or bill the vendor. The vendor agrees to reimburse the Town in such instances. Samples of any warranties or guarantees which will apply to the goods being offered for sale shall be included as part of this bid.

17. BASIS FOR SELECTION OF VENDOR

The Purchasing Office reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time bids of a similar nature or a bid of a bidder who upon investigation by the Town has shown that he/she is not in a position to perform the contract.

The Town's review procedure in evaluating the bids received will include, but not be limited to, innovation, sustainability, accessibility, performance review, warranties, maintenance contract content, costs and availability, installation costs, reputation of manufacturer, qualification and experience of personnel, understanding of assignment and work plan, and previous experience.

The Town may also consider additional innovative features, functionality, or overall product advantages not explicitly listed above, which may be a determining factor in the final selection.

As part of the evaluation process, shortlisted vendors may be required to establish and participate in a beta testing phase that allows Town staff and golfers to test and evaluate the proposed software in a real-world or simulated operating environment. Feedback from this beta testing phase may be used as a component of the overall evaluation and selection process.

mailto:kklein@groton-ct.gov mailto:kklein@groton-ct.gov

The intent of this procurement is to obtain the best overall product and solution for the Town.

Cost will be considered as part of the evaluation; however, it will represent a smaller portion of the overall decision unless a proposal is deemed cost-prohibitive.

18. QUANTITY/CONTRACT LENGTH

The Town of Groton reserves the right to purchase more or less than the quantity of items specified or may withdraw any or all requested items. Vendors are advised that the contract may be awarded in whole or in part. The Town of Groton is not bound to accept a proposal in its entirety. The Town of Groton may cancel this contract at any time if in the opinion of the Town the firm is not performing as stated in the specifications.

19. TIE BIDS

If two (2) or more bidders submit identical bids and are equally qualified, the decision of the Town to make award to one or more of such bidders shall be final. The Town, after determining that each bidder would provide equal benefit to the Town, shall set a separate date for a public drawing to determine the bidder that will be awarded the contract. The bidders involved will be notified in writing of when this drawing will be and will be notified in writing of the chosen vendor.

20. AVAILABILITY OF FUNDS

A bid or contract shall be considered executory only to the extent of appropriation available to each agency for the purchase of such articles. The Town's extended obligation on these contracts that anticipate extended funding through successive fiscal periods shall be contingent upon actual appropriations for the following fiscal years. Any bid or contract let for more than one fiscal period is also contingent upon performance of the vendor meeting the specifications. If, in the determination of the Town of Groton, a vendor is not meeting the requirement of the specifications the Town may terminate the bid or contract with 30 days written notice to the vendor. This can occur at any time during the contract period.

21. BID ALTERATIONS/SIDETRACK AGREEMENTS

No alterations or sidetrack agreements changing the specifications shall be valid unless made in writing to the Town and signed by the Purchasing Agent and department head. This agreement must be sent to the Purchasing Agent of the Town of Groton for consideration and review.

22. ALTERNATIVE/RECYCLED PRODUCTS

Wherever possible, the Town of Groton would like to receive quotes from vendors on products that are environmentally safe, in that they do not contain toxic chemicals as identified under Subpart z. of the OSHA "Right to Know" standard, or products that contain recycled material and post-consumer material, or re-refined motor oils, etc. We would like to purchase products that do not require special disposal requirements or respirator requirements where possible and are not harmful to others, including animals. If these products could be supplied as an alternative to what is being requested please provide a special sheet attached to the bid form showing the price of the item, the item being substituted and the new or alternative product. Please also supply the manufacturer's literature describing the product and its uses. IF POSSIBLE, AND IF NOT INFLUENCING THE COST IN ANY

WAY THE TOWN OF GROTON WOULD LIKE TO RECEIVE ALL PROPOSALS ON PAPER AND

IN BINDERS MEETING OR EXCEEDING THE EPA GUIDELINES FOR PAPER. THIS SHOULD BE

SO NOTED ON YOUR PROPOSAL IF YOU COMPLY.

PLEASE PROVIDE A SEPARATE SECTION ATTACHED TO THE BID FORM IF YOU WOULD

SUGGEST USING REMANUFACTURED OR RECYCLED PRODUCTS FOR THIS PROJECT. ANY

SUBSTITUTION OF A PRODUCT OF THIS TYPE MUST MEET PROVEN CONSTRUCTION

STANDARDS AS RECOGNIZED BY THE STATE AND FEDERAL GOVERNMENT.

23. OTHER

The Town of Groton is eligible in most cases to receive GSA pricing and Federal and State contract pricing options as well as Cooperative Purchasing Agreements. Each bidder should check with the applicable State or Federal Agency to determine if the government pricing for such commodities has been extended to political subdivisions.

The Town of Groton is an Affirmative Action/Equal Employment Opportunity Employer. The Town of Groton and any vendor awarded this project shall comply with the regulations of the United Sates Department of Transportation (Title 49, Code of Federal Regulations, Part 21), issued in implementation of Title VI of the Civil Rights Act of 1964, 78 Statute 252, 42 United States code 2000d to 2000d-4. Further, the Town of Groton and any vendor awarded this contract warrants that in the performance of this project, it will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religion, national origin, sex or physical disability, including, but not limited to blindness, unless it is shown to be that such disability prevents performance of the work involved, in any manner prohibited by the laws of the United States, or the State of Connecticut, and further agrees to provide the Commission on Human Rights and Opportunities with such information requested by the Commission concerning the employment practices and procedures of the Town of Groton and any vendor awarded this contract as related to the provisions of this section.

(Section 4-114a of the General Statutes of Connecticut as revised.)

The Town of Groton shall follow the State of Connecticut Department of Transportation minority business affirmative action program as approved by the United States Department of Transportation.

The Town of Groton accepts no liability for the product until it is completely received and installed on the Town of Groton's premises. All vendors are responsible for the equipment while in transit to the Town of Groton.

The Town of Groton has extensive insurance requirements that must be met for certain services. If insurance is required it will be so stated in the Invitation to Bid and all vendors are expected to meet those requirements in full by providing a certificate of insurance at least ten (10) days prior to the start of any contract or service by the vendor awarded the bid. Any vendor unable to provide the required insurance shall forfeit his right to the bid award and the Town will reject his bid. The vendor is required to maintain insurance for delivery and handling until the units are signed for by the Town of Groton representative. THE TOWN OF GROTON DOES NOT ASSUME ANY RESPONSIBILITY FOR THE

EQUIPMENT UNTIL IT IS ON SITE AND IN THE CARE, CUSTODY AND CONTROL OF THE

TOWN. THE VENDOR IS RESPONSIBLE FOR THE PRODUCT LIABILITY COVERAGE.

THE VENDOR MUST HAVE EVIDENCE OF WORKER'S COMPENSATION COVERAGE IF HIS

EMPLOYEES ARE DELIVERING THE ITEMS. IF THE VENDOR CONTRACTS WITH A DELIVERY

FIRM; THAT FIRM IS THE RESPONSIBILITY OF THE VENDOR DURING ALL DELIVERY TO THE

TOWN OF GROTON FACILITY AND UNTIL THE DELIVERY VEHICLE AND INDIVIDUALS LEAVE

THE TOWN OF GROTON PREMISES.

APPENDIX A:

INSURANCE REQUIREMENTS

Consultant shall agree to maintain in force at all times during the contract the following minimum coverages and shall name Town of Groton as an Additional Insured on a primary and non-contributory basis to all policies, except Workers Compensation. All policies should also include a Waiver of Subrogation.

Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s Rating of “A-“VIII. In addition, all Carriers are subject to approval by Town of Groton.

(Minimum Limits) General Liability Each Occurrence $2,000,000 General Aggregate $2,000,000 Products/Completed Operations $1,000,000 Aggregate

Professional Liability Each Occurrence $1,000,000 General Aggregate $1,000,000

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two (2) years from the completion date.

Workers’ Compensation and WC Statutory Limits Employers’ Liability EL Each Accident $100,000 EL Disease Each Employee $100,000 EL Disease Policy Limit $500,000

Original, completed Certificates of Insurance must be presented to Town of Groton prior to contract issuance. Consultant agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the above described policies be cancelled, limits reduced or coverage altered, 30 days written notice must be given to the Town.

APPENDIX B:

ATTACHMENT FOR CONTRACTORS

"OSHA LOCK OUT TAG OUT STANDARD REQUIREMENTS"

HAZARD COMMUNICATION REQUIREMENTS

HAZARDOUS COMMUNICATION: The Town of Groton requires that any vendor or contractor using hazardous materials or any material that would fall under the OSHA "Right to Know" standard provide a list to the Town of Groton of those materials that will be used while on Town property as well as the safety data sheets for those products. Conversely, the Town of Groton shall inform the Contractor of where the "Employee Right to Know" station is in the area where they are working so that the Contractor's employees can be aware of any substances that they may encounter while working within the Town of Groton workplace.

LOCK-OUT TAG-OUT STANDARD: The Town of Groton requires that any contractor that maintains or is hired to work on any Town equipment abide by the OSHA "Lock Out Tag Out" standard. The Contractor must provide his worker's with locks, hasps and keys approved by OSHA for the proper locking and tagging out of equipment from its power source according to the OSHA standard. The Town of Groton is not responsible for providing the Contractor with the locks and hasps. The Contractor is responsible for complying with this standard and assuring that all of his employees comply with it while working on Town of Groton equipment. The Town requires that any Contractor's equipment brought onto Town property by the Contractor be properly locked or tagged out from its power source in accordance with the OSHA standard.

BIDDERS LIST: The Town of Groton does maintain a bidder's list of qualified vendors. The Town may, at its option, mail specifications to these bidders as a courtesy. The Town is under no obligation to notify vendors of bid opening dates. The Town of Groton posts its Invitations to Bid and Requests for Proposals on its website as well as the State of Connecticut Department of Administrative Services’ web portal.

APPENDIX C:

ADA COMPLIANCE STATEMENT

The Town of Groton does not discriminate against individuals with disabilities as provided in the Americans with Disabilities Act (ADA). The Town expects that the vendors and/or contractors that it does business with will comply with the Americans with Disabilities Act to the extent required by law.

If awarded a contract with the Town, the successful vendor/contractor will be required to sign a statement agreeing to comply with the provisions of the ADA.

I AGREE TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT (ADA) TO THE EXTENT

REQUIRED BY LAW.

VENDOR/CONTRACTOR (Date)

APPENDIX D:

VENDOR QUESTIONNAIRE

The following information is requested by the Town of Groton. You are not required to answer these questions.

Has your business been in existence for one (1) full year?

Is your company based in Connecticut?

Have the gross receipts for your company been less than $3,000,000 for the most recently completed fiscal year?

Is 51% or more of the stock in the company owned by a person or persons who are minorities as defined in sec 32-9n of the Connecticut General Statutes?

Do minorities/women play an active role in the day-to-day affairs of the business?

COMPANY________________________________________________________

REPRESENTATIVE_________________________________________________

PHONE___________________________________________________________

ADDRESS________________________________________________________

EMAIL ADDRESS___________________________________________________

APPENDIX E

Golf Management Software

1. Introduction

Groton is located on Fisher’s Island Sound in southeastern Connecticut, about 10 miles west of the Rhode Island border. The town is bounded on the west by the Thames River and the City of

New London, on the north by the Town of Ledyard, and on the east by the Mystic River and the

Town of Stonington. Interstate 95 runs east west through the community.

Tourism attractions are important economic drivers, including Fort Griswold, Nautilus submarine and Submarine Museum, Mystic Aquarium, Mystic Seaport, downtown Mystic and Project

Oceanology.

Stretching approximately 32 square miles, the Town’s population was estimated to be 39,993 residents in 2019 with a median age of 34.6 years old which is younger than the median age of the State of Connecticut (41.5 years old) in 2019.

Overview

The Parks and Recreation Department (Department) is responsible for providing and maintaining parks and recreation facilities, programs, and services, along with public open spaces. The

Department has four divisions dedicated to improving the quality of life of the Community through programs that promote health and wellness to all ages, contributing to economic development, ensuring social equity to those facing financial or physical challenges, and through conservation measures that protect our parks and open spaces. This Request for Proposal is for the procurement and successful implementation of a Golf Management Solution that provides customer management, registration, point of sale, reporting, program management, and accounting functions in alignment with the Goals and Scope of Work outlined below.

Goals

The Golf Management Software should be able to provide and accomplish the following tasks/goals:

Administrative Management Functionality

Implementation without disruption to current programs, activities, and sales

System Requirements are as follows

1) System shall have ease of use operations

2) System shall support Revenue Generation Point of Sale (Credit Cards, Venmo, PayPal, etc.)

3) System shall be able to charge full or partial greens fees for no shows or for other policy violations

4) System shall allow pro shop to charge card on file for reservation in shop once golfers show up or ask them if they want to put on a separate CC or other form of payment

5) System shall have ability to charge different rates based upon season, time of day, etc.

a. Variables shall be able to be changed from time to time by golf course staff to support policy and/or rate changes yearly

6) System shall have ability to charge different cart fees based on day of the week and time of day

7) System shall have ability to allow for digital capture or Automatic printing of cart rental agreement form with cart rental.

8) System shall have ability to apply automatic sales tax calculation based on a percentage of total

9) System shall have ability to allow for discount’s, promo codes, etc.

10) System shall have ability to allow for Tax-exempt people / organizations

11) System shall have ability to issue “rain check” at pro-shop discretion

12) System shall have ability to issue and redeem gift cards

13) System shall have ability issue refunds at pro-shop discretion

14) System shall have ability to generate metrics. Ones desired are but no limited to:

a. Monthly revenue for green fees

b. Monthly revenue for carts

c. Counts of season pass holders / non-season pass holders round played by month, day, etc.

d. Tee sheet reporting

i. Daily tee times / reservations for starter

ii. Support multiple tee sheet formats on a daily basis (ex. morning tournament with afternoon tee times)

e. Detailed play history by golfer

f. Transaction tracking of bookings, edits, and cancellations

15) System shall have ability to book and host shotgun starts with hole assignment

16) System shall have ability to support leagues “block times”

17) System shall have ability to book tee times based upon start times that vary by week / month and are spaced at X minute intervals

a. Currently set at 8 minutes

18) System shall have ability to allow for booking tee time 15 days prior to current date

19) System shall allow users to save a list of frequent playing partners for ease of selection when making tee times for a group.

20) Availability of tee times spots must be updated in real-time to prevent users from selecting tee-times filled during selection.

21) System shall allow user to check-in via a mobile devise if they are located at the golf course.

22) System shall have ability to allow members/season pass holders to book tee times a few days prior to general public (EX days 15-18 prior)

a. IE Advance tee sheet bookings with season pass and non-season pass prioritization

23) System shall have ability to capture information about players / season pass holders such as:

a. Name

b. Phone #

c. CC

d. Photo ID

e. Address

f. Email

g. etc.

24) System shall have ability to provide season passes / memberships

a. Support different type of season pass holders with different benefits

25) System shall have ability to support an unlimited # of golfers registered in the system

26) System shall have ability to require golfers to update / verify information on a periodic basis set by pro-shop

27) System shall have ability to accurately determine whether a customer’s provided address is located within the municipal boundaries of the Town of Groton for the purpose of applying appropriate green fee options.

a. IE automated residency verification at the point of sale and during online transactions

b. The vendor shall describe the method used to validate addresses, including data sources, update frequency, and any limitations or exceptions associated with residency determination.

28) System shall have ability for booking to be 1st come 1st serve basis

29) System shall have ability to Import/export tournament information to Golf Genius/GHIN systems.

30) System will allow users to interface with software via mobile and desktop application including reservations

31) System shall have App forward & backward device combability for users from with new and older phone versions. Preferably support all supported devices on all major US cellular companies

32) System shall have ability for POS for sales of merchandise, supplies and equipment in pro-shop

33) System shall have ability to generate and print membership cards

a. Preferred standard format on a CC sized printer

34) System shall have ability to support communications.

a. Communications Support (Text, Email, Social Media, Chat) for player info in system

b. EX text to all reservations for a day if course is closed for bad weather

c. Periodicity newsletters via email to members

d. ETC

35) System shall have ability for users to text and/or call about course closures and receive info back with status real time (Assume real time within ~15min window)

36) Punch Cards Credit Book Gift Certificates Inventory Client Demographics Exporting

(Excel, Integration, APIs / PowerBI, etc.)

37) Support town’s Single Sign-On (SSO) compliant Import of Existing Databases (Inventory, Users, Memberships, etc.) Alignment with Town Network and Security Initiatives

Integration with Current Software (SQL) & Websites Access & Approvals (Division /

Position) Ethernet Terminals Alignment with Town Payment Processor

SECTION II. STATEMENT OF WORK

A. Scope of Services and Product Specifications

In Section II, A, Go-Live refers to the date or period of successful implementation of the Golf

Management System. Currently we have 5 users of the current software and the Town will require one Point of Sale (POS) system.

Please see the below requirements for the Golf Management System and Support Services:

a. Complete System

The Town expects the Awarded Proposer to provide a complete, turnkey solution to include production, testing, backup/failover, and training environments.

The system is expected to provide accessibility and engagement with the community by providing proper end-to-end revenue management (including integration with the existing financial system) and program management.

The solution will be delivered as a SaaS solution including software, professional services, and any 3rd party software and interfaces necessary to implement and support a system that meets all Town requirements as outlined in the Section I, C goals and Section II, A Scope of Services and Product specifications.

The Town’s Information Technology Department is assuming that there will be no on-premise software or hardware requirements except for peripheral devices such as point of sale terminals and mobile devices. If any hardware or software is required to be installed on premise, the

Vendor must clearly specify what that hardware or software is and the reason it needs to be on-premise in their proposal.

If the Vendor utilizes one or more subcontractors, the prime contractor will assume all responsibility for performance of services by the subcontractor(s). The Town must be named as a third-party beneficiary in all subcontracts.

b. System Software

The Awarded Proposer is required to provide and continuously support all required system software for the duration of the implementation and during the subsequent support and maintenance period, as outlined in Section II, bb. This includes ensuring that all system software versions are kept up to date with any patches, updates and major releases.

The System Software is expected to provide accurate and comprehensive management of a wide array of services and programs including the ability to manage customer scheduling, memberships, admissions, rentals, inventory, and facilities for the proper operation of the municipal golf course. The golf management software should support mobile and web integration with proper approvals and access. System software should support the import of prior system data to allow for the continuous management of programs including importation of existing users, season passes, and inventory.

The Town expects to benefit from the collective experience and knowledge of the Vendor and user groups associated with their client base. The Town recognizes that this may require changes to certain procedures or ways of doing things and is willing to make those changes, so long as they can be shown to improve the operations’ overall speed, quality and/or accuracy; If and Only If, these improvements do not break any confidentiality or state/federal/local laws.

The Town also recognizes that certain operational needs may require some level of system enhancement or customization, although the Town expects these to be kept to a minimum and requires a way in which to predict and budget for these modifications.

The Town is very concerned about pre-paying for subscription fees months or years before the solution module is used in the production environment. Vendors must include subscription payment milestones in their cost proposal that correlate to the phase of the implementation. The production environment for the system won’t be used by the full volume of users until go live, and the Town will not be paying for full subscription or full-service charges until the” go-live “is completed.

c. Software Accessibility

The Town of Groton supports the procurement of accessible information technology under

Section 508 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990 along with its 2008 Amendments. Wherever practicable, the Town of Groton shall procure information technology that meets accessibility requirements as specified by the Web Content

Accessibility Guidelines (WCAG 2.1 AA).

The assessment tool applies to all solicitations, responses thereto, and contracts for websites, web applications, software systems, electronic documents, e-learning, multimedia, and programmable user interfaces wherever practicable. It covers the technology’s user interface, access, and content; but does not cover content that a user may encounter after leaving the covered technology (example: links to another web content). It applies to all technology interfaces that are intended for use by the community and the Town of Groton.

Proposers shall be required to demonstrate that information technology provided to the Town of

Groton conforms to or addresses each of the World Wide Web Consortium's Web Content

Accessibility Guidelines (WCAG) 2.1, Level AA success criteria wherever demonstrating such performance is practicable. Vendors may do so by providing any of the following:

• An independent third-party evaluation from an accessibility consultancy.

• A Voluntary Product Accessibility Template (VPAT). If a VPAT is used, it must use the VPAT

2.4Rev WCAG template, which is based on WCAG 2.0 and 2.1. The VPAT 2.4Rev WCAG template is available from the Information Technology Industry Council at http://www.itic.org/policy/accessbility.

The Town will validate accessibility information received from all proposers. Wherever practicable, the Town of Groton Information and Technology department, in consultation with the

Town of Groton’s Purchasing Division, will attempt to validate the information provided by bidders and vendors, by:

• Obtaining additional information from the bidder or vendor to develop a complete and thorough understanding of the accessibility or the product or service.

• Consulting with independent third parties who have evaluated the product or service for accessibility.

• Conducting an internal evaluation of the accessibility of the product or service

The Town hold the right to do the above items without notice to the Awarded Proposer

d. Hardware & Infrastructure

The Town requires an off-premise SaaS solution. The selected Vendor will assume all costs associated with increasing capacity or performance as necessary to maintain the required service levels and volume requirements during the implementation and post-implementation support periods.

The Town plans to provide and support the required network infrastructure and client-side

(desktop) hardware and software, per Vendor specifications. Any equipment installed during and after implementation, such as point of sale terminals, must be “New” and will not have been used since manufacture and shall be current models of modern technology in current production and not scheduled to retire within the next 24 months.

e. Network Connectivity

Connection to the Town network requires the proposed solution to support both IPv4 and IPv6.

Proposers should describe all connectivity requirements of equipment being proposed including point of sale terminals, credit card terminals, mobile devices and other ancillary equipment. All

Town departments are attached to the network with desktop and laptop computers running

Microsoft Windows 10 or higher. Microsoft Windows 2019/2022 servers are used for file and print services. Our Exchange environment is Exchange Online with Entra Connect Sync. The Awarded

Proposer must be prepared to work with the Town IT staff on each networked installation to ensure that all network services are installed and functioning properly.

f. System Response Time, Uptime and Failover

The Management System, as a mission critical operations platform, will be expected to meet very high-performance levels during peak operations and deliver exceptional system uptime that will be documented in the final contract. The Town considers any Vendor provided solutions and interfaces/integrations when validating performance. The Town will look at performance and response time based on:

• Normal operations where the typical employees and mobile users are logged into the system.

• Peak operations (payroll, year-end processing)

• Normal user loads

The following specifications describe the expected minimum performance requirements for the system following the Town's formal acceptance of the system and throughout the life of the contract between the Town and the Awarded Proposer. This represents the Town's expectations for system availability, performance, restoral times, as well as potential credits to the Town if the

Vendor fails to meet the contractually agreed SLAs. During contract negotiations, the Town will negotiate remediation procedures and maintenance credits for failure to meet the requirements as described; if the contract language does not suffice.

g. Response Time Requirements

The Management System shall provide response times of less than one (1) second, 95 percent of the time for all transactions. Other performance requirements are as follows:

• All inquiry and file maintenance functions shall be performed without adversely affecting system performance and operations.

• System shall perform backups or other system administration tasks without impact on system operations.

• System shall perform report and search functions without impact on system operations. Impact includes any slow-downs of the system.

h. Availability Requirements

For any consecutive 30-day period during the life of the contracts and/or warranties, the software components of the system shall remain fully operational and available at 99.995 percent availability (27 minutes of non-availability/year). Thirty-day performance periods are incremental from system acceptance. If a problem occurs, a new 30-day period will begin once the problem has been corrected. The Town will decide and notify the Vendor when issues have been satisfactorily resolved.

If the system fails to meet any requirement of the contract after final acceptance and during the initial warranty period, the Vendor shall take appropriate steps to resolve the problem and bring the system back into compliance with the performance and reliability requirements, at no cost to the Town.

Availability is defined as follows:

• Installed hardware and software components have power applied and are operating correctly.

• Read and write access to all stored data through the implemented system.

• Scheduled down time, as defined by the Vendor and accepted by the Town, will not be construed as hours when the system is unavailable.

The Town of Groton exclusively owns all rights, title, and interest in and to the Customer Data, including where contained or stored in the SaaS Solutions as provided to Town and subject to

Town’s right to de-identify Customer Data. Town may use Customer Data as necessary to fulfill its obligations under this Agreement and for any other lawful internal business purpose including in connection with developing or enhancing new or existing SaaS Solutions.

i. Failover Requirements

The Awarded Proposer is required to provide a high availability failover solution that ensures continuous operation and access to all operational system functions and data in the event of a complete and catastrophic failure of the primary location where the implemented system is installed without manual intervention.

After failover, the Awarded Proposer is required to notify the Town of the return of the primary production system functionality and a report of any potential data loss. Within two business days, failure to notify may require legal action.

Please describe the services you provide around disaster recovery, if any, as part of your proposed solution clearly labeled Disaster Recovery and Failover Measures.

j. System Data Retention and Backup

The Town of Groton is subject to the Freedom of Information Act (FOIA), providing the public the right to request access to records. As such, the Town requires that all Management System data be maintained electronically for a period of at least 7 years. In addition, the Town requires a complete backup and data retrieval solution that can accommodate retention requirements and response to

FOIA requests.

k. System Data and Management Reporting

The Awarded Proposer is required to provide access to all Management System data for management reporting and statistical analysis purposes. The Awarded Proposer must provide a solution for a reporting database vs. accessing the production database for reporting unless you can verify that querying the production environment will not impact production operations.

The Awarded Proposer is required to provide a management reporting and statistical analysis tool that can be used by managers and system administrators to query, consolidate, and summarize Management System information. The Awarded Proposer is also required to provide a mechanism by which the Town can access the “raw” Golf Management System data with its own reporting tools. The system is required to provide module and permission-based dashboards with real-time statistical analysis based on management requirements.

For specific reporting requirements, the Town requires that the Awarded Proposer shall take the lead on developing any reports required as part of the initial deployment of the system. The

Awarded Proposer is expected to provide specialized knowledge and information to the Town staff during the development of needed reports, via technical training on the tools used for report development, database schema and architecture, etc.

Bidder shall provide a proposed implementation schedule (chart format) in terms of days, weeks and corresponding phrases/milestones (design, development, testing, turnover)

l. System Interfaces and Integrations

It is expected that information generally would need to be entered only once into the system.

Modules within the system should be integrated in real-time with each other such that batch processes are not required to transfer information from one area of the system to another unless that is the preference of the Town. Existing Town interfaces between core modules that may currently exist (Interfaces between the new integrated Golf Management System and the retained products are in scope for this project.

The Town of Groton utilizes Tyler Technologies Enterprise ERP (formerly MUNIS) to manage financials. The Awarded Proposer will be required to provide the necessary functionality to export journal entries from the Management System in an acceptable format for the Enterprise ERP

General Ledger (GL) and in alignment with current period close processes.

m. Security and Privacy the Town of Groton recognizes a Golf Management System platform as a highly complex solution used in support of sensitive and regulated public safety processes that require a high degree of integrity, availability and responsiveness. The Awarded Proposer must be able to meet the stringent requirements of the industry regulations and applicable legislation which the Town determined our Management System must comply. The Awarded Proposer and proposed Golf

Management System must comply with the requirements of all applicable data privacy and security legislation and regulations of any technology used in the proposed solution that collects, transmits and stores Personally Identifiable Information (PII) and Personal Health Information

(PHI).

The Awarded Proposer will provide evidence that confirms their ongoing compliance with the security and privacy requirements for the Management System they are proposing in their submission. The Awarded Proposer will be required to provide evidence confirming their ongoing compliance on a yearly basis, or in the event of a security incident.

Compliance with the Policy is mandatory, as is any compliance with all applicable privacy and security legislation. Submission of a proposal will serve as the Vendor’s acceptance that they will provide ongoing confirmation of compliance as required in this section and as part of the Town’s contract; any refusal to comply with this requirement post-submission may render any contract between the Town and the Awarded Proposer null and void.

n. PCI Compliance

Where applicable, the Vendor shall certify in its Proposal that it meets Payment Card Industry

(PCI) Data Security Standards (DSS), and if recommended for award, shall illustrate compliance.

o. Implementation

The Awarded Proposer is required to perform all tasks required to implement the proposed solutions,…