RFP Event 198 Administrative Document Amended 2.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR THE

Idaho Department of Parks and Recreation

REQUEST FOR PROPOSAL

Recreation Management System Amended 2 RFP Event 198

TABLE OF CONTENTS

RFP ADMINISTRATIVE INFORMATION

RFP Title:

Recreational Management System

RFP Project Description:

Idaho Department of Parks and Recreation (IDPR) is seeking qualified bids for a reservation, registration, and retail management system utilizing a single central database operating in real time and accessed through secure “web” based interfaces for use by the IDPR, its partners and customers.

RFP Lead:

Thayne Pearson, Buyer Idaho Division of Purchasing 650 W. State St. Room 100 Thayne.pearson@adm.idaho.gov 208-332-1605

Submit electronically via IPRO:

Electronic Submission:

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Thursday, December 28th, 10:00 AM Mountain Time

Virtual via Microsoft Teams

Deadline to Receive Questions:

See IPRO Header Document

RFP Closing Date:

See IPRO Header Document

Public Opening Date:

See IPRO Header Document

Initial Term of Contract and Renewals:

One (1) years. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is Five (5) years.

THE ADMINISTRATIVE FEE DETAILED IN PARAGRAPH 5 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

OVERVIEW

1.1. Purpose

The Division of Purchasing (DOP), on behalf of the Idaho Department of Parks and Recreation (IDPR), is seeking qualified Offerors to provide a reservation, registration, and retail management system utilizing a single central database operating in real time and accessed through secure “web” based interfaces for use by the Idaho Department of Parks and Recreation (IDPR), its partners and customers.

1.2. Definitions

Consistently: In every case or on every occasion.

Cross-sell: Advertising, promoting, and sales of Idaho Department of Parks and Recreation products and services when other requested products or services are not available.

Draw Lottery: A computerized random draw in which a customer pays for the opportunity to be randomly selected from a pool of other applicants to reserve or lease a facility, campsite, or marina boat slip.

IDPR: Idaho Department of Parks and Recreation.

Proficiently: Competent and skilled in reading, writing, and clearly speaking the English language understood by all regional dialects in the United States of America.

Real-Time: The actual time during which something takes place.

1.3. Background Information

The Idaho Department of Parks and Recreation (IDPR) collects monies and provides customer service associated with campground reservations/camping for campsites, cabins, yurts, houses, cottages, and day-use facilities. In addition, the department is responsible for the customer service and sales associated with registering vehicles/vessels, such as boats, snowmobiles, and off-highway vehicles (OHVs). Finally, the department provides for retail sales designed to enhance customer experience and for department branding. Sales may occur through IDPR headquarters, state park and regional offices, commercial agents, county DMV’s, the Internet, and by phone.

The primary goal of this solicitation is to acquire an automated information system that includes current and enhanced business functionality, as well as upgraded technology that supports department and public needs. To achieve the IDPR’s organizational goals and objectives, the State is releasing this Request for Proposals (RFP) for a system and will award the RFP and contract with the successful vendor to provide the system, supply design and development. The system transition will include data conversion/migration activities which must be seamless to IDPR customers.

1.4. Resulting Contract

If the State awards a contract from this Solicitation, it will do so by issuing a Service Contract document from the State’s eProcurement system, IPRO, which will be an acceptance of the successful offer. The Contract will be comprised of that contract document; this RFP, including any incorporated documents; the successful Proposal, including any clarifications requested by the state of Idaho (State); and an artifact formalizing any requirements agreed upon through contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFP as if set out in their entirety, whether or not they are attached in IPRO:

· Solicitation Instructions for Vendor

· Standard Contract Terms and Conditions

If not attached in IPRO, the documents may be found on the “Information for Vendors” page of DOP’s website, www.purchasing.idaho.gov. If multiple versions of any of these documents are available on the website, the version in effect on the day the RFP was issued shall apply.

2.

QUESTIONS

2.1. Restrictions on Communications

From the issue date of this RFP, until a contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with the IDPR staff, evaluation committee members, or other associated individuals, except the Division of Purchasing.

2.2. Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at the location and time as indicated in Section 1, page 1 of this RFP. This will be your opportunity to ask questions, in person, with the IDPR staff. All parties interested are invited to participate either by attending the conference or by an established call in number. Those choosing to participate must pre-register to receive phone conferencing and meeting details by submitting the completed Attachment 1 - Pre-Proposal Conference Registration Form via email to the RFP Lead. Parties interested are asked to register by December 27, 2023. Any oral answers given by the State during the pre-proposal conference are unofficial and will not be binding on the State. Conference attendance is at the participant’s own expense.

2.3. Questions

2.3.1. This solicitation is issued via the State’s e-Procurement system, IPRO (IPRO Powered by LUMA). The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. In the event that it becomes necessary to revise any part of this RFP, amendments will be posted at IPRO. It is the responsibility of parties interested in this RFP to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFP must not be relied upon. All changes to this RFP will be in writing and must be posted to IPRO to be valid.

2.3.2. Questions or other correspondence must be submitted in writing to the RFP Lead (see contact information in the RFP Administrative Information, page 1). QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. MOUNTAIN TIME ON THE DATE LISTED IN THE RFP ADMINISTRATIVE INFORMATION.

2.3.3. Written questions must be submitted using Attachment 2 - Offeror Questions. Official answers to all written questions will be posted on IPRO as an amendment to this RFP.

2.4. Vendor Proposed Modifications and Exceptions to Requirements, Terms, and Conditions

2.4.1. Vendors must submit any proposed modifications to the requirements, terms, or conditions of the RFP on Attachment 2 - Offeror Questions prior to the deadline to submit questions. Questions regarding these requirements must contain the following:

· The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

· Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

· Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

2.4.2. In the event that a Proposal contains modifications or exceptions to any Solicitation requirements, terms, or conditions which are not addressed during the question and answer period, they must be identified and submitted on Attachment 3 - Modification and Exception Form and must contain the same information outlined in Section 2.3.1, above. The State will not consider any modifications or exceptions that are not identified specifically on Attachment 3.

2.4.3. The State has sole discretion to determine if the modifications or exceptions submitted by an Offeror would result in a material change or otherwise threaten the integrity of the procurement process. See Appendix A - Idaho Terms and Conditions Background and Limitations. Pursuant to IDAPA 38.05.01.084.e, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. In the event that the Offeror has conditioned its Proposal on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Offeror will be given the opportunity to retract the proposed modifications or exceptions from its Proposal. Failure to do so will result in the Offeror’s Proposal being found non-responsive, after which it will receive no further consideration.

2.4.4. Non-material modifications or exceptions may be discussed with the apparent successful Offeror, at the discretion of the State; however, the State shall have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Offeror to amend its Proposal and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Proposal non-responsive.

2.4.5. Except as otherwise provided within the Solicitation, the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the RFP Closing Date

INSTRUCTIONS FOR SUBMISSION OF PROPOSAL

3.

3.1. General Instructions

3.1.1. Proposals may be submitted electronically, as detailed below. Except as otherwise addressed in this solicitation, all submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

3.1.2. Alternate proposals are not allowed.

3.1.3. All electronic files must be in Microsoft Word or Excel format; the only exception is financials, brochures or other information only available in an alternate format.

3.1.4. It is mandatory to submit your Proposal electronically via IPRO, all Offerors participating in this Solicitation must establish an account in the IPRO system, as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

3.2. Trade Secrets

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

3.2.1. Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

3.2.2. Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Public Records Law.

3.2.3. Submit a redacted copy of the Proposal with all trade secret information removed or blacked out. The redacted copy must be submitted electronically, with the word “redacted” in the file name, whether the Proposal is submitted manually or electronically.

3.3. Electronic Submission

3.3.1. Electronically submitted Proposals must be submitted through IPRO, at IPRO Powered by LUMA . When submitting through IPRO, enter your Cost in IPRO as “$0,” and UPLOAD YOUR TECHNICAL PROPOSAL, SEPARATE COST PROPOSAL, AND ALL OTHER REQUIRED SUBMITTAL ITEMS. Remember to submit an additional redacted version of the proposal if you have identified trade secrets.

3.3.2. Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the End Time to allow for resolution of technical difficulties. Be advised that the state is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See IDAPA 38.05.01.61.02.

3.3.3. Submitting via IPRO, be advised that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in IPRO, which must be the same legal entity presented in the uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Proposal in IPRO, the information provided on the Signature Page prevails.

3.3.4. Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

PROPOSAL FORMAT

1.

2.

3.

4.

These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1. Table of Contents

Include a table of contents in the Technical Proposal identifying the contents of each section, including page numbers of major Sections.

4.2. Format

Proposals shall follow the numerical order of this RFP beginning with Section 6 and continuing through the end of the applicable RFP Attachments, including all mandatory submission items detailed in Section 6 and identified throughout the RFP. Proposal sections and subsections must be identified with the corresponding numbers and headings used in this RFP. In your response, restate the RFP section and/or Section, followed with your response.

Offerors are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP section from the Offeror’s response. Except for brochures, financials, work samples, or other similar submission items, all electronic Proposals must be submitted in Microsoft Word or Excel, and must not be locked. Offerors are strongly cautioned against including website links or imbedded documents in the Proposal; the State will not be responsible for the RFP Lead or any evaluator’s failure to consider information outside of or imbedded in the Proposal.

4.3. Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) section, or to comply with any mandatory specification or requirement, will render Offeror’s Proposal non-responsive and no further evaluation will occur.

(ME) Mandatory and Evaluated Response - failure to respond to any (ME) section, or to comply with any mandatory specification or requirement in an (ME) section, will render Offeror’s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed; points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the section. If Offeror responds, points will be awarded based on predetermined criteria.

Note: Offerors are directed to IDAPA 38.05.01.074.03.a, as well as IDAPA 38.05.01.091.05, which allow the designated State official to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any (M), (ME), or (E) requirement.

PROPOSAL REVIEW, EVALUATION, AND AWARD

5.

5.1. Overview

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended

5.1.1. All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements will be found non-responsive.

5.1.2. Evaluation Criteria

Technical Proposal:

1.

2.

3.

4.

5.

5.1.

5.2. Technical Proposal

5.2.1. The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the State, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.2.2. The Technical Proposal will be evaluated and scored utilizing one (1) or more Technical Proposal Evaluation Committee(s).

5.2.3. The scores for the Technical Proposal will be normalized as follows: The Technical Proposal with the highest raw technical score will receive all available Technical Points: 500 points. Other Proposals will be assigned a portion of the maximum available Technical Points, using the formula:

480 X raw score of technical Proposal being evaluated highest raw technical score.

5.3. Demonstrations

5.3.1. At the State’s option, up to three (3) Offerors, with the highest raw score after the evaluation of the Technical Proposal is complete, may be asked to make demonstrations of the Offered software. The State may provide demonstration scenarios in accordance with the specifications of this Solicitation. If the State holds demonstrations, they will be mandatory for all invited Offerors and will be evaluated.

5.3.2. The scores for the Oral Presentations/Demonstrations will be normalized as follows: The Oral Presentation/Demonstration with the highest raw score will receive all available Oral Presentation/Demonstration Points: 400 points. Other Offerors will be assigned a portion of the maximum available Oral Presentation/Demonstration Points, using the formula:

420 X raw score of Oral Presentation/Demonstration being evaluated highest raw oral presentation/demonstration score.

5.4. Cost Proposal

5.4.1. The Cost Proposal will only be opened and evaluated for the top three (3) Offerors who receive the highest normalized total points.

5.4.2. The scores for the Cost Proposal will be normalized as follows: The cost evaluation will be based on lowest overall fully burdened total cost The Proposal with the lowest overall fully burdened total cost proposed will receive all available Cost Points: 300 points. Other Proposals will be assigned a portion of the maximum available Cost Points using the formula:

300 X Lowest Overall Fully Burdened Total Cost Overall Total Cost being evaluated.

5.5. Billing Procedure

The Contractor must provide a signed monthly invoice upon. The invoice must be submitted no later thirty (30) calendar days. No invoice will be accepted or paid without receipt of required documentation. Invoices submitted without the required documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Agency Contact Person: Seth Hobbs, seth.hobbs@idpr.idaho.gov Agency Name: Idaho Department of Parks and Recreation Address: 5657 Warm Springs Avenue, Boise, ID 83716

5.6. Responsibility

Pursuant to IDAPA 38.05.01.081, the RFP Lead may, in the State’s sole discretion, require the apparent high point Offeror to provide documentation to demonstrate its responsibility. The RFP Lead may request documentation including, but not limited to: credit or financial reports, and references. Failure to provide requested documentation may result in the Offeror being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Offeror’s responsibility.

5.7. Award

Award of Contract will be made to the responsive, responsible Offeror whose Proposal receives the highest number of total normalized points.

MANDATORY SUBMISSION REQUIREMENTS

The technical proposal begins with the mandatory items identified in this list and the following sections. NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; OFFERORS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF WHETHER THEY ARE IDENTIFIED IN THIS LIST.

☐ (M) Signature Page: All Proposals must be submitted with a state supplied Signature Page, attached separately in IPRO. For electronically submitted Proposals, submit a completed, scanned signature page. For manually submitted Proposals, the signature page must contain an ORIGINAL HANDWRITTEN signature executed in INK OR AN ELECTRONIC SIGNATURE and be returned with the relevant Solicitation documents. Your ORIGINAL Signature Page should be included at the FRONT of your ORIGINAL Technical Proposal

☐ (M) Cover Form: Complete, sign, and submit Attachment 4, Cover Form.

☐ (M) Acknowledgement of Amendments: If the RFP is amended, the Offeror must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the Proposal may result in the Proposal being found non-responsive. See IDAPA 38.05.01.52.

☐ Section 7: Provide response to all (M) and (ME) sections, and any other required submittal items

☐ Section 8: Provide response to all (M) and (ME) sections, and any other required submittal items

☐ Section 9: Provide response to all (M) and (ME) sections, and any other required submittal items

☐ (ME) Cost Proposal: Provide your cost information on the form provided in Attachment 5, Cost Proposal. Submit the Cost Proposal in a separately uploaded file or separately sealed envelope.

☐ Redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.

☐ Review the required types and levels of insurance—these are mandatory requirements. If you do not already have the required types and levels of insurance, you are strongly encouraged to contact your insurance representative to find out if you will be able to obtain the required insurance. (The Offeror should not purchase additional insurance in reliance of being awarded a contract). If you are awarded a Contract, failure to provide proof of the required insurance will be grounds for termination of the Contract.

BUSINESS INFORMATION

6.

7.

7.1. (ME) Business Profile Provide a profile of your business including Offeror’s business history, description of current service area, and customer base.

7.2. (ME) Experience Describe in detail your knowledge and experience in providing services similar to those required in this RFP. Offeror must have at least three years’ experience working with a government agency at the state level or federal level.

7.3. (M) Organizational Chart Provide a copy of your organizational chart, including detail of any relationships with parent and subsidiary organizations.

7.4. (ME) Demonstrated Success Provide specific data demonstrating previous success with providing a reservation and registration system at the state or federal level.

7.5. (E) Customer Satisfaction Over the last ten (10) years, approximately what percentage of customers have chosen to remain with your company when given an option (e.g. exercising option renewals, extending agreements, selecting your company again upon re-solicitation, etc.)

7.6. References

Provide contact information for at least three (3) references.

ORGANIZATION AND STAFFING

Describe your qualifications to successfully complete the requirements of the RFP by providing a detailed response to the following:

8.

8.1. (ME) Project Lead Identify the person who will be the dedicated Project Lead if Offeror is awarded a contract. Provide a description of the proposed Project Lead’s experience and qualifications. You may submit a resume in response to this section.

8.2. (ME) Key Personnel and Qualifications Provide a list of key management, customer service and other roles to be used in the fulfillment of this Contract (in addition to the Project Lead). Provide role descriptions, including requisite qualifications and experience of the person(s)/role(s) identified, as well as an explanation of how the person in that role will contribute to the project. Your response should demonstrate the extent to which you have the expertise to accomplish the Scope of Work.

8.3. (M) Subcontractors If you intend to utilize subcontractors, describe the extent to which they will be used to comply with Contract requirements. Include each position providing service, and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract. Include a description of how the Offeror will ensure that all subcontractors and their employees will meet all Scope of Work requirements. NOTE: The information provided for subcontractors, if any, will be evaluated as part of Section 8.2, Other Key Personnel and Qualifications.

If you do not intend to utilize subcontractor(s), provide a statement to that effect.

8.4.

SCOPE OF WORK

All sections of the Scope of Work are required contract services. Use this Proposal outline as part of your response to the RFP. Keep in mind, the evaluators will be scoring your Proposal based on the methodologies proposed and the completeness of the response to each item listed below. You must describe in detail how you will meet each requirement marked (M) or (ME) below. Include personnel, proposed timelines, methodologies, and any pertinent information that will be required from the Agency in order to achieve full compliance with all tasks and deliverables.

Project Overview Requirements Reservation Requirements. The IDPR manages thirty (30) park locations, historical sites, and facilities across the state. In addition to the headquarters offices located in Boise, Idaho, the agency also maintains two regional service centers located in Coeur d’Alene and Idaho Falls, Idaho. Information about the Idaho Department of Parks and Recreation may be viewed on the Internet at http://www.parksandrecreation.idaho.gov.

Presently, twenty-one (21) locations offer reservable overnight and day-use facilities (campgrounds, yurts, cabins, cottages, shelters, and conference facilities). Most parks operate small resale counters and/or may collect camping revenue for non-site-specific overnight stays (self-serve collection box “Iron Ranger Collections” where revenue processing would be the only requirement) as well as some park reservable day-use facilities (typically picnic shelters). In addition, two park locations operate small marinas. Department marinas vary in size from one hundred (100) to two hundred and ninety-eight (298) slips, and/or offer historical and interpretive programs.

The IDPR maintains a nine (9) month reservation window that applies to both individuals and groups alike. “Site specific” reservations are taken at the call center and on the Internet. At park locations IDPR staff perform all the same reservation services available through the call center for the management of park reservable resources. Incoming campers with reservations, as well as all walk-in campers (to include iron ranger collections) are all registered into the system either upon arrival or upon envelope collection (which often require registration entries for past dates).

In addition to reservation windows, the IDPR maintains specific business rules relative to campsite and facility management which the system must support. Some examples are:

· Inventory Availability Management

· Park Open Periods

· Reservation Windows

· “First-come, First-Served” Timeframes

· Length of stay

· Maximum limitations

· Minimum limitations

· Standardized Campsite and Facility types

· Campsite and Facility Parameters addressing attributes such as

· Capacities (vehicle, people)

· Dimensions (length, width)

· Amenities (electrical amperage, site furniture)

· Usage fees applied by

· Season (peak or non-peak)

· Site type

· Number of people in party

· Customer discounts

· Service Fees (Reservation, Modification, Cancellation) based on site type

· Group property

· Individual property

· Premium property

These rules apply to the entire system or to a specific locations (park, campground, loop, or site) within the system. Business rules are subject to change; therefore, in addition to managing IDPR’s business rules the system must be flexible and responsive as rules change.

Service fees for reservations, cancellations and modifications are applied for each site or facility reservation, reservation modification, or reservation cancellation. Each new site or time period reserved constitutes a new reservation. The IDPR charges standard usage fees for similar pieces of inventory. Reservations may be made for no more than Fifteen (15) consecutive days (fourteen (14) consecutive nights) in a thirty-day time period.

Visitation, occupancy, and other usage statistics are maintained in and reported out of the system. All park location financial transactions (local reservation system charges, retail sales, and all others) are processed through the reservation system terminals and transmitted to the IDPR’s headquarters for processing into the state’s central accounting system. The system is required to apply agency business rules regarding fees, occupancy, length of stay and other campground management rules. Agency business rules are subject to change.

In addition to the reservation process, statistical information managed by the IDPR requires that at a minimum the following information be collected for all reservations and registrations:

· Name, address and telephone number of the customer;

· Email address of the customer when available;

· Type of site desired (tent, backpack, wheeled camper site, water view, etc.);

· Length of an RV, trailer, or other equipment to be used on the site;

· Number of people in the camping party;

· Name of the park desired/used;

· Date of desired arrival;

· Number of nights desired/stayed;

· Campground and site preference;

· Whether or not an electrical site is desired;

· Whether or not an ADA accessible site is desired;

· Whether or not an ADA designated site is desired;

· Card type, number and expiration date.

The IDPR accepts cash, checks, and credit cards. In addition, the IDPR wishes to maintain a customer “Voucher” program for use at all of the IDPR’s park and business locations, at the call center, and on the Internet reservation Website for retail sales, camping and associated fees.

The reservation season for most parks starts on the Thursday of Memorial Day weekend and ends on Labor Day each year. The camping season varies from location to location based on weather, park features, amenities and services available. In most cases, “First-come First-served” camping is accommodated both pre and post reservation season, weather permitting. Select parks maintain year around reservable inventory (typically cabins, cottages, yurts, and group facilities).

Advanced Day-Use The IDPR offers advanced day-use sales at Bear Lake State Park. These day passes are sold per vehicle and can be purchased nine (9) months in advance. Advanced day-use reservations collect the customer information and information of the customers vehicle such as make, model, color, number of occupants, and license plate number. Advanced day-use passes are uniquely identifiable with a barcode function to circumvent coping or sharing of the pass.

Registration and Permitting The IDPR manages the collection and disposition of fees paid by recreationists to support their activities statewide. The revenue collected is used to fund statewide local efforts, such as county snowmobile trail grooming efforts, to contribute to the building of recreation infrastructure statewide, and to underwrite the administrative costs associated with running the Recreation Registration Program. The program also compiles and distributes usage data derived from the declaration of use areas in order to properly distribute the revenue collected and provide accurate reporting to recreation programs, as well as State, Federal and county governmental entities.

The program operates in accordance with Idaho statutes, IDAPA Rules, and US Coast Guard regulations in its quest to meet the needs of Idaho recreationists and recreation user groups while operating within the mission and goals of the IDPR.

The IDPR provides its customers the opportunity to purchase program products online, by phone, and over the counter. The program utilizes a variety of external sales channels, including more than 200 retail outlets, nearly 30 state parks, approximately 59 statewide county assessor’s offices, and the Idaho Transportation Department. The IDPR maintains oversight of the external sales channels to ensure compliance, including the proper collection of fees, and the maintenance of associated sticker inventories.

The program also has a responsibility to provide management reports to IDPR administration and program functionaries, and to provide information in response to requests from the general public within the timeframes dictated by Idaho Public Records Law.

The IDPR maintains specific business rules relative registration which the system must support. Some examples are:

Boats Boat requirements are primarily driven by United States Coast Guard federal regulations and the Idaho Safe Boating Act.

A boat is defined as “every description of watercraft, including a seaplane on the water, used or capable of being used as a means of transportation on water, but does not include float houses, diver’s aids operated and designed primarily to propel a driver below the surface of the water, and non-motorized devices not designed or modified to be used as a means of transportation on the water, such as inflatable air mattresses, single inner tubes, and beach and water toys.”

A boat is identified by two (2) unique numbers that remain with the boat for its lifetime: a hull identification number (HIN) and vessel number. A HIN is assigned by the manufacturer. The vessel number is assigned to a boat registered in Idaho for the first time and stays with the boat for its lifetime. The number is painted or permanently attached to the hull of the boat. The coast guard dictates a format for this number. All IDPR Recreation Registration vendors must assign a vessel number at an initial registration.

Boats are required to be titled in a customer’s state of residence, yet registered in the state of primary use. This is unique to this vehicle type. All other vehicles generally title and register in the same state.

There is one (1) validation sticker for all types of boats.

Off-highway Vehicles Off-highway Vehicle (OHV) requirements are primarily addressed by Idaho Code Title 67, Chapter 71 Recreational Activities.

Off-highway vehicle is a general term to describe several types of vehicles, including motorbikes, all-terrain vehicles (ATV), utility type vehicles (UTV) and specialty off-highway vehicles (SOHV). Each of these vehicle types is required to be register with the Program.

A certificate of number is required for an Idaho resident and nonresident OHVs to be operated in Idaho (with exceptions to some vehicles solely operated on private property). The applicant receives a validation sticker as proof of purchase. There is one (1) validation sticker for all types of OHVs.

The IDPR offers one (1) or two (2) year certificate of number for all OHVs.

Snowmobiles Snowmobile requirements are primarily addressed by Idaho Code Title 67, Recreational Activities.

A snowmobile is defined as “any self-propelled vehicle less than two thousand (2,000) pounds, unladed gross weight, designed primarily for travel on snow or ice or over natural terrain, which may be steered by tracks, skis or runners.”

There are three (3) categories of snowmobiles defined by statute and addressed by this program:

Resident: A certificate of number is required for an Idaho resident owned snowmobile to be operated in Idaho. The applicant receives a validation sticker as proof of purchase of that certificate of number.

Non-resident: A certificate of number is required for nonresident owned snowmobile to be operated in Idaho. The applicant receives a validation sticker as proof of purchase of that certificate of number.

Rental: A certificate of number is required for snowmobiles operated in Idaho that are used for rental purposes, regardless of state of residence of the owner of the snowmobile.

The IDPR offers one (1) or two (2) year certificate of number for all snowmobiles.

Invasive Species The Idaho State Department of Agriculture (ISDA) oversees the Idaho Invasive Species Fund. The Recreation Registration Program oversees the collection of fees for the sale of Invasive Species stickers and ensures that they are distributed to ISDAs program. The requirements for this process are primarily covered by the Idaho Safe Boating Act.

There are three (3) categories of boats requiring specific handling under this program:

Idaho registered boats: An additional fee is pre-calculated into Idaho boat registrations. A current registration is accepted as proof of compliance with the Invasive Species program requirements and a unique sticker is not provided.

Non-Idaho registered boats: A unique sticker is required to be affixed to boats that are registered in another state but enter Idaho waters.

Non-motorized boats: A unique sticker is required to be affixed to non-motorized boats that are ten (10) feet or longer, regardless of state of residence.

Annual Motor Vehicle Entrance Fee Sticker The Annual Motor Vehicle Entrance Fee (MVEF) sticker, when purchased, provides for motor vehicle access to state parks across Idaho without additional cost.

MVEF requirements are primarily driven by the Idaho Administrative Procedures Act (IDAPA) 26.01.20. The Recreation Registration Program orders the sticker supplies. Stickers may be purchased online, at IDPR headquarters, and any park or region office.

OHV Motor Vehicle Entrance Fee Sticker The OHV Motor Vehicle Entrance Fee (MVEF) sticker, when purchased, provides for OHV access to state parks across Idaho without additional cost.

OHV MVEF requirements are primarily driven by the Idaho Administrative Procedures Act (IDAPA) 26.01.20. The Recreation Registration Program orders the sticker supplies. Stickers may be purchased online, at IDPR headquarters, and any park or region office.

The IDPR offers one (1) or two (2) year OHV motor vehicle entrance fee stickers.

Park N’ Ski Park N’ Ski program requirements are primarily driven by Idaho Code Title 67, Recreational Activities.

There are two (2) permit options under this program:

Annual permit: A unique sticker that allows a recreationist to park in a winter recreational parking location. This permit is valid for the entire season, regardless of the state of residence.

Temporary permit: A permit (form) that, when displayed in the vehicle, allows a recreationist to park in a winter recreational parking location for up to three consecutive days, regardless of the state of residence. This permit is purchased for a period of three (3) days commencing on a date specified at the time of purchase.

Use Area Most recreation types allow the customer to designate a use area where they would like their fees to be distributed to maintain and improve recreation access. Collected fees are distributed to specific accounts during the application distribution process, according to the recreation type. Here is a breakdown of use areas by recreation type:

Boat registrations provide for a primary and secondary use area designation.

Off-highway vehicles, all snowmobile, and Park N’ Ski registrations, certifications, and permits provide for a single use area designation.

Invasive species and Motor Equipment Entry Fee (MVEF) sticker purchases are not associated with a use area.

Effective Dates There are different effective dates based on recreation types. All products can be purchased prior to the beginning effective date, meaning there can be an overlap of current and subsequent year’s products being sold at the same time. In addition to a variety of effective dates, fees also vary by recreation type. Fees are driven by statute based on sticker year, transaction, and customer type. Fees can be end-dated for one sticker year and a new fee defined for future sticker years based on statutory changes.

Retail Sales The IDPR operates a retail sales program at most IDPR locations offering a variety of branded Parks merchandise and convenience items for Parks visitors. IDPR retail sales are used to generate revenue for individual Parks. In most cases, merchandise items are printed with Park-specific information on them. Some Parks may also sell conveniences such as firewood, ice, snack items, camping items and gasoline. Priest Lake State Park operates a small “country store” including groceries, snack bar, memorabilia sales, and “at the pump” payment for purchases of gas. Several other locations offer more expanded gift shops that vend a variety of items.

This solution must provide an integrated retail management solution that provides for the calculation and collection of fees, inventory management, and generation of ad hoc reports.

(ME) General Requirements 9.

9.1.

The purpose of this RFP is to solicit competitive sealed proposals from qualified Bidders to provide a reservation, registration, and retail management system utilizing a single central database operating in real time and accessed through secure “web” based interfaces for use by the Idaho Department of Parks and Recreation (IDPR), its partners and customers. Public and agency access to the reservation and registration components of the system must be accomplished without the use of custom client software. It is the intent of the IDPR to have a single Contractor provide all service, software, and support.

The system must provide for flexibility in making changes to vehicles, park, and site attributes as well as Point of Sale (POS) inventory, fees, and business rules (i.e.: parameter driven rather than hard coded).

The system must provide comprehensive reporting capabilities consisting of both preformatted and ad hoc functionality.

The Contractor shall be responsible for and shall host the Recreational Management system including all hardware, software, and support. In addition, the IDPR wishes to maintain statewide retail inventory management and point of sale modules or components that are integrated with the Contractor’s system.

The point of sale component must allow for sales to be conducted at all business locations, utilizing all available sales channels (e.g.: at a minimum, at parks, at administrative offices, at the call-center and online).

The Contractor must assemble and maintain an efficient, reliable, and economic solution based upon the specifications set forth in this request for proposals.

The solution must be configured to reflect the business rules and policies in place for Idaho State Parks. Flexibility must exist to modify the configuration over time based on the changing needs of the agency.

The Bidder’s proposal must address the following:

Internet web browser-based reservation and registration/permit system, hardware, software and support;

Call-center service Contractor provided);

In-park reservation, registration/permit, and retail management system hardware, software, and support;

Non-campground location registration/permit sales, retail management, point of sale, system hardware, software, and support;

preformatted and ad hoc reporting modules and functionality;

The proposed solution must support IDPR’s current and future partnerships with other public or political entities (e.g.: city, county, state, and Federal for the provision of program services under the contract resulting from this request for proposals.

The Idaho Department of Parks and Recreation (IDPR) expects an executive summary of how the Contractor will meet the system requirements specified below, as well as a detailed explanation of deliverables. Include an implementation plan with timelines and key team members that will work directly with IDPR through the process.

Describe in detail how you will meet or exceed system requirements.

9.2.

9.3. (ME) System Requirements The proposed solution must include the following components:

9.3.1. Park Reservation Application:

9.3.1.1. The proposed solution must provide the functionality to create, modify, or cancel reservations for all campsites and facilities (site and non-site specific), track and report usage, collect and track revenue, occupancy, and campsite visitation statistics by location, customer residency, and site.

9.3.1.2. Administrative use of the application must be supported on a variety of device types ranging from traditional desktop systems to portable small format devices such as cellular phones and tablets.

9.3.1.3. The proposed solution must contain a “self-registration” component for customers arriving after the park has closed that integrates with the reservation application to prevent forfeiture and double-bookings.

9.3.1.4. The proposed solution must provide email confirmations on all transactions to the customers. If no email is available, a physical confirmation letter is required.

9.3.1.5. The proposed solution must provide a method to pass along credit card merchant fees to the customer.

9.3.2. Registration/Permit Application:

The proposed solution must provide the functionality to manage serialized inventory sales of products purchased online, in-person, and over the phone of single-year and multiple consecutive-year registrations for outdoor recreational vehicles and recreational permits, including but not limited to Off-Highway Vehicles, Snowmobiles, Boats, Invasive Species, and Park N’ Ski. The solution must provide the following:

9.3.2.1. Registration, renewal, and duplication;

9.3.2.2. Validate customer eligibility for purchasing vehicle registration;

9.3.2.3. Registration transfer tracking and reporting;

9.3.2.4. Produce a certificate of number printed on-site at a state facility or authorized dealer location;

9.3.2.5. State facility order fulfillment solution for online purchases through physical serialized inventory;

9.3.2.6. Collection of associated vehicle information, e.g. make, model, year, type, vehicle identification number, engine drive, propulsion type, fuel type, horsepower, color, length/width, material, primary and secondary use area;

9.3.2.7. Collection of customer information of owner name, address, phone number, email address, and date of birth;

9.3.2.8. Support law enforcement verification and system integration through the use of an Application Programming Interface (API);

9.3.2.9. Registration and vehicle history tracking;

9.3.2.10. The proposed solution must support registration/permit sales through state vendors and provide online vendor management software, serialized inventory management, automatic invoicing, and electronic funds transfer (EFT) payments;

9.3.2.11. The proposed solution must support the issuance of an emailed temporary registration and permit to the customer; and

9.3.2.12. Revenue from registration/permit sales must support the ability to distribute revenue into separate accounts required for monthly IDPR Fiscal Distribution Reports. Registrations/permits sales such as Off-Highway Vehicles (OHV), Snowmobiles, Boats, Invasive Species, and Park N’ Ski must support revenue distribution into items such as Admin Fee, Invasive Species Program, OHV Lands,…