RFP27006808 Questions and Answers.xlsx
XLSX spreadsheet 23 KB Posted
- Solicitation number
- RFP27006808
- Issued by
- Providence County, Rhode Island
About this file
This document is a Questions and Answers (Q&A) record for Rhode Island Department of Environmental Management's RFP 27006808, which solicits a Reservation and Registration Management System (RRMS) software solution and operational services. The RFP addresses a comprehensive state-wide platform managing camping reservations (approximately 27,089 annually), day-use site rentals (16,833 annually), parking reservations, golf and cart reservations, event registrations (approximately 3,210 attendees across 105 programs annually), special-use permits (2,000+ annually), scientific collector and wildlife permits (600 annually), and point-of-sale inventory management across approximately 10 RIDEM locations with no more than 20 payment terminals/workstations. The system must support web, mobile, call center, and in-person transaction channels. Vendor questions were due July 21, 2026 at 2:00 PM EDT, with proposals due August 13, 2026 at 9:00 AM EDT (later extended to August 17, 2026). The contract term runs from approximately December 1, 2026 through December 31, 2031, with two optional five-year renewal periods contingent on vendor performance and fund availability. No site visits or bidders conferences are scheduled. Key deliverables include a kick-off meeting within ten business days of purchase order receipt, end-to-end testing completion by February 1, 2027, data migration by March 1, 2027, and full system functionality by May 1, 2027, with phased go-live aligned to Appendix C specifications beginning with camping reservations in early 2027 and all systems operational by approximately May 2027.
The compensation structure is transaction-fee based with no one-time implementation fees; vendors will serve as merchant of record and are responsible for all credit card processing fees, gateway fees, chargebacks, refunds, and reconciliation costs. Per-transaction rates vary by transaction type and are detailed in Appendix H, with 2025 projected call center volumes of 3,757 calls (total abandonment rate of 106 calls with 135-second average wait time before abandonment and 401-second average talk time). Vendors are required to provide all payment hardware (credit card readers and receipt printers), maintain year-round call center operations with seasonal hour variations (April-October: 8:30 AM-8:00 PM weekdays, 9:00 AM-3:00 PM weekends; November-March: 9:00 AM-5:00 PM weekdays), deliver 24/7/365 technical support, and ensure all work and data processing occur within the continental United States. The incumbent vendor operates under Chase Paymentech and Clover bankcard processors. Historical data shows camping reservation transactions declined 8.7 percent in 2025 (largely due to facility upgrades) compared to 0.9 percent in 2024 (attributed to poor weather), with 2024 deemed more representative of future volumes. Vendors must demonstrate five years of park reservation services experience with at least one client processing 100,000+ annual transactions and two years of government call center experience at 2,500+ calls annually. Insurance requirements include general liability ($1 million), professional liability ($2 million), technology errors and omissions ($5 million), and cyber/privacy insurance ($20 million). Evaluation criteria weight technical merit, cost (with lowest bidder receiving 100 percent of available points), and ISBE participation rate; a 0.33 percent administrative fee that was previously withheld from invoices will not apply to any resulting contract. RIDEM will provide data dictionaries, file layouts, and incumbent system documentation, with all required data provided by December 1, 2026, and will coordinate incumbent vendor participation for data migration, validation, and cutover.
View the file
Other files
Show all 31
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Sheet1
| RFP27006808 Questions and Answers | ||||||||||||
| # | Question | Answer | ||||||||||
| 1 | Please share a copy of the current contract with the incumbent vendor. | Current contracts have been provided to satisfy the request; however, vendors shall not utilize any pricing information to benchmark cost proposals as services required through this RFP are separate and distinct from the current services being provided. The information contained therein does not relate to budgetary allocations associated with the subject services. It should also be noted that request such as this are generally accommodated through the Access to Public Records Act (APRA) request process via submission to: https://admin.ri.gov/access-public-records. | ||||||||||
| 2 | Please provide monthly call center volumes for inbound calls in the last three years. | 2025 Calls: 25-Dec: 28, | 25-Nov: 21, | 25-Oct: 179, | 25-Sep: 359, | 25-Aug: 720, 25-Jul: 772, | 25-Jun: 624, 25-May: 426, | 25-Apr: 251, | 25-Mar: 143, 25-Feb: 74, | 25-Jan: 160, | Total 2025 Calls: 3,757 | |
| 2024 | Total Calls: | 4,360 |
2023 Data unavailable
| 3 | Please provide the credit card processing fee. | Current contracts have been provided to satisfy the request; however, vendors shall not utilize any pricing information to benchmark cost proposals as services required through this RFP are separate and distinct from the current services being provided. The information contained therein does not relate to budgetary allocations associated with the subject services. It should also be noted that request such as this are generally accommodated through the Access to Public Records Act (APRA) request process via submission to: https://admin.ri.gov/access-public-records. | |
| 4 | Please provide the annual credit card transaction volume. | RIDEM is unable to pull this data as it is currently managed through multiple systems. | |
| 5 | With which bankcard processor does the Agency have an existing contract? | Chase Paymentech and Clover. | |
| 6 | Please provide the annual cancellation/modification volume. | Current vendor unable to provide details on annual modifications at this time. Below is the breakdown of reservation status for 2025 only: | |
| Status | Reservations Percentage | ||
| Active | 23,560 | 83% | |
| Cancelled | 3,728 | 13% | |
| No Show | 1,168 | 4% | |
| 7 | Please provide the annual volume of transactions broken out by the POS, Website, and Call Center channels. | These numbers are included in the Cost Proposal breakdowns. | |
| 8 | Please provide the fee(s) paid to/retained by the current vendor/vendors per transaction in the most recent fiscal year for transactions processed in the POS, Website, and Call Center channels. | Current contracts have been provided to satisfy the request; however, vendors shall not utilize any pricing information to benchmark cost proposals as services required through this RFP are separate and distinct from the current services being provided. The information contained therein does not relate to budgetary allocations associated with the subject services. It should also be noted that request such as this are generally accommodated through the Access to Public Records Act (APRA) request process via submission to: https://admin.ri.gov/access-public-records. | |
| 9 | Please provide the annual revenue generated broken out by the POS, Website, and Call Center channels. | No budgetary or revenue information will be provided. | |
| 10 | Please provide the total annual cost to the Agency for the POS, Website, and Call Center channels for your current system. | Current contracts have been provided to satisfy the request; however, vendors shall not utilize any pricing information to benchmark cost proposals as services required through this RFP are separate and distinct from the current services being provided. The information contained therein does not relate to budgetary allocations associated with the subject services. It should also be noted that request such as this are generally accommodated through the Access to Public Records Act (APRA) request process via submission to: https://admin.ri.gov/access-public-records. | |
| 11 | What is the estimated or preferred go-live date? | See Appendix C. | |
| 12 | Please provide examples of the challenges experienced and/or improvements sought relating to the current reservation system from a customer, field staff and administrative perspective that you are looking to address with this RFP. | Main improvement sought with this RFP is to streamline what is currently multiple different systems into one, as well as to move to online accessibility for patrons, and improve efficiency by discontinuing handwritten processes and manual steps that will instead be automated online. | |
| 13 | ITEM 14: Vendor Supplied Hardware, Software and Materials, page 22. "4. The Vendor is responsible for the acquisition and operation of all software and network support related to the services being provided and shall keep all software current." |
| Please confirm if hardware, network connectivity is in scope and, if so, the number and type of devices required. | Any additional hardware needed to support the solution, that is not already part of the network or already registered with the State of RI would be in scope. | ||
| 14 | Would the State consider extending the proposal submission deadline by two to three weeks after publication of answers to vendor questions to allow offerors sufficient time to incorporate the State’s responses into technical, cost, security, and ISBE submissions? | As this RFP is time sensitive, RIDEM is unable to move the Solicitation Closing date as requested, but will be moving it just a few additional days to August 17, 2026. | |
| 15 | Item 3.13.iv states “A printed confirmation shall be mailed to any customer with no e-mail address making a Call Center Reservation, or who requests a printed copy to be mailed.” | ||
| What does this product look like today (Is it an 8.5”x11” paper print out?) and how many of these are historically mailed annually? | Yes, they are currently 8.5" x 11" The quantity of these sent out annually is not currently tracked, but per our current Vendor, is a very minimal amount, fewer than 50 annually. | ||
| 16 | For Appendix F, if a vendor answers “Yes” to the FedRAMP, ISO 27001/27002, or SOC 2 Type 2 question and provides the certification/report artifact as instructed, should the remaining questionnaire rows be left blank, marked “N/A,” or otherwise completed? Please also confirm that SOC 2 or ISO supporting documentation may be included as an appendix outside the technical page limit. | In the Security Questionnaire, if your response to Q4 is‘Yes’ and the applicable response is provided in Q5, the questions in the remainder of the spreadsheet are not applicable. At that point, in your Technical Proposal, provide the Security Questionnaire (Q&A for Questions 1 through 5), as well as the supporting documentation you indicated in Q5. The certification/report artifact is NOT part of the technical page limit. | |
| 17 | Please provide the expected number of RIDEM locations, workstations, and payment terminals that will require Vendor-furnished credit card machines or payment peripherals at go-live. Please also clarify whether offerors should assume RIDEM will provide all non-payment hardware, such as PCs, tablets, printers, scanners, and network connectivity, or whether any additional Vendor-furnished hardware should be included. | Estimated 10 RIDEM locations, no more than 20 payment terminals/workstations. RIDEM will provide all non-payment hardware, such as PCs tablets, printers, scanners, and network connectivity. | |
| 18 | Please confirm whether RIDEM will provide data dictionaries, file layouts, sample extracts, field mappings, and incumbent system documentation for the existing customer, reservation, transaction, and financial records. Please also confirm when the awarded Vendor will receive initial and final data extracts, and whether RIDEM will coordinate incumbent vendor participation for data migration, validation, and cutover. | RIDEM will provide data, images, GPS coordinates, inventory details, and other details as requested and needed for this contract. Any further requested data, RIDEM will work with the Vendor to get over in a reasonable timeline. Vendor will also receive existing and historical data from the current Vendor upon award of this contract. RIDEM will coordinate incumbent vendor participation for data migration, validation, and cutover. Vendor will receive all required data by December 1, 2026. | |
| 19 | Please confirm the anticipated Notice to Proceed date and the required production go-live dates for each functional area in Appendix C, including camping reservations, calendar, call center, product catalog/site rentals, events and programs, parking reservations, golf reservations/cart registrations, Special Use Permits, Scientific Collectors and Wildlife Permits, and system/financial reporting. For Appendix C rows with blank due dates, should offerors propose dates within the 120-day Transition-In period, or will RIDEM provide required dates? | Notice to Proceed date will be contingent on the RFP process. Notice to Proceed will be as soon as the Purchase Order is received and the Vendor is officially awarded the contract. There are no items in Appendix C without due dates specified, see Column C. | |
| 20 | Please provide a complete list of required go-live integrations and interfaces, including payment gateway/processor, financial reporting/reconciliation, SFTP or data exchange, identity/single sign-on, email/SMS/chat communications, GIS or mapping, reporting/data warehouse exports, and any State systems. For each, please identify whether the integration is required at go-live or future phase, whether it is real-time API, batch/file, SFTP, manual export/import, or another pattern, and whether interface specifications will be provided to the awarded Vendor. |
All interface specifications will be provided to the awarded vendor.
| 21 | Please provide the current customer-facing fee schedule and/or incumbent compensation structure for the existing reservation system and call center, including reservation fees, change fees, cancellation fees, call center fees, processing/convenience fees, and any other customer-paid or State-paid amounts. Please also provide the total annual compensation paid to or retained by the incumbent/vendor for the last three fiscal years, if available. | The current customer-facing fee schedule is presented in Appendix H - Cost Proposal. No budgetary or revenue information will be provided. |
| 22 | Please clarify the expected scope for online customer chat support, including whether chat must be staffed during the same hours as telephone support, whether chat transcripts must be retained, expected annual/monthly chat volumes if available, and whether AI-assisted triage or chatbot functionality may be proposed for limited purposes if it does not replace required human Call Center Operators. | Vendor may propose AI and chat functions to RIDEM as part of their proposal. RIDEM does not have expected scope for these functions. |
| 23 | Please provide total annual gross revenue and processed electronic payment volume for the current reservation/registration system for 2023, 2024, and 2025, preferably segmented by sales channel and payment method, including web, call center, in-person/RIDEM staff, credit/debit card, e-check/ACH if applicable, cash/check if applicable, and any refunds, cancellations, or chargebacks. | No budgetary or revenue information will be provided. |
| 24 | Please clarify the required credit card processing model for this solicitation. The RFP states that card processing is by the State, that credit card machines will be furnished by the Vendor, and that the Vendor must utilize a payment gateway certified by TSYS. Please confirm: |
(1) whether the State/RIDEM or the awarded Vendor will be the merchant of record;
(2) whether the Vendor must use a specific State-designated processor/acquirer, gateway, merchant account, or TSYS configuration;
(3) whether the Vendor is responsible for credit card processing fees, gateway fees, chargebacks, refunds, and reconciliation costs;
| (4) whether any customer-facing convenience, processing, or transaction fees may be charged beyond the transaction fees listed in Appendix H; and (5) the number of RIDEM locations, workstations, and payment terminals/card readers the Vendor should assume for pricing. | 1. Vendor will be the merchant of record 2. Vendor is not held to using a specific state-designated processor/aquirer, gateway, merchant account, or TSYS configuration. 3. Yes, the Vendor will be responsible for credit card processing fees, gateway fees, chargebacks, refunds, and reconciliation costs 4. No additional fees may be charged outside of those listed in Appendix H, with the exception of a credit card processing fee. All fees must be approved by RIDEM and submitted in the proposal. 5. 10 RIDEM locations, no more than 20 payment terminals/workstations. | |||||||||||
| 25 | Could RIDEM provide historical call center volume data for the most recent 24–36 months at the most granular level available, preferably by day and hour, including inbound calls, outbound calls, abandoned calls, average speed of answer, average handle time, and any known peak drivers such as reservation release dates, holidays, closures, special events, or promotional periods? If day/hour data is unavailable, please provide monthly totals and any available seasonality guidance. | 2025 Total Calls: 25-Dec: 28, | 25-Nov: 21, | 25-Oct: 179, | 25-Sep: 359, | 25-Aug: 720, 25-Jul: 772, | 25-Jun: 624, 25-May: 426, | 25-Apr: 251, | 25-Mar: 143, 25-Feb: 74, | 25-Jan: 160, | Total 2025 Calls: 3,757 | |
| 2024 | Total Calls: | 4,360 |
2023 Data unavailable. 2025 Additional Data: Total Calls Abandoned: 106, Average Wait Time before Call Abandoned: 135 seconds, Average Talk Time 401 seconds
| 26 | Based on the historical transaction volumes provided in Appendix H, the ratio of Making a Camping Reservation to Changing a Camping Reservation is approximately 1.2 to 1. Could RIDEM provide additional context regarding this ratio and whether it is expected to be representative of future transaction volumes? | Yes, historically the reservations have been fairly consistent so RIDEM does not anticipate a change here. | ||||||||||
| 27 | Based on the historical transaction volumes provided in Appendix H, Making a Camping Reservation transaction declined by approximately 8.7% in 2025, compared to 0.9% in 2024. Could RIDEM please provide the anticipated annual transaction volume, or identify which historical year is indicative of future transaction volumes? | The decline in 2024 was mostly due to poor weather, whereas the decline in 2025 was due to facility upgrades. 2024 will most likely be a more accurate representation. | ||||||||||
| 28 | Could RIDEM please provide the transaction volumes processed through the Vendor Website for Picnic Table Reservations, Golf Reservations, and Cart Rental Reservations for 2023, 2024, and 2025? This information would be useful to accurately estimate the transaction volumes subject to Vendor transaction fees under the pricing model in Appendix H. | These items are currently handled entirely in person, so Vendor Website data does not exist at this time. | ||||||||||
| 29 | For Appendix H, please confirm the intended bid assumptions for rows with blank or formula-based historical quantities, including Vendor Website reservations for picnic tables, golf reservations, cart rentals, attendance-size tiers for Special Use Permits, and any rows showing formulas rather than final values. Should offerors use the formula results as the official evaluation quantity assumptions, assume no historical volume, or provide pricing based only on the listed transaction-fee total calculation? | For the items that are lumped together in one quantity, such as the Special Use Permits, RIDEM is unable to pull per each type, but the Vendor has the option to create different tiers for these. To see the current invoicing structure, see "Event Impact Fees" here: https://riparks.ri.gov/events-rentals/special-use-policy-and-permits. Vendor website reservations for picnic tables, golf reservations, and cart rentals do not currently exist. Offerors should use the formula results as the official evaluation quantity assumptions. Cells with N/A or blank do not have historical data. (For final bid scoring, Column E will be added up as shown in cell E67 in the updated Appendix H.) | ||||||||||
| 30 | Does the agency have a specific annual budget for this proposal? | No budgetary or revenue information will be provided. | ||||||||||
| 31 | The 0.33% contract administrative fee is described as withheld from vendor invoices to the State. Under this transaction-fee funding model, the vendor collects fees directly from customers and does not invoice the State for services. How is the 0.33% fee assessed and remitted in this structure? | The 0.33% administrative fee shall not apply to any contract resulting from this solicitation. | ||||||||||
| 32 | Please confirm that a vendor self-performing all work may submit Appendix B indicating no certified participation, and that doing so carries no penalty beyond forgoing the 6 bonus points. | Confirmed, per the Solicitation Requirements, 4, Appendix B. Proposer ISBE Responsibilities and MBE/WBE Participation Form: "2. Failure to Submit ISBE Participation Rate. Any Vendor that fails to submit a proposed ISBE Participation Rate or any requested substantiating documentation in a timely manner shall receive zero (0) ISBE participation points." | ||||||||||
| 33 | The ISBE participation rate is calculated against the vendor's "total contract price," but this contract is funded solely through customer transaction fees with no fixed contract price. How should vendors express "total contract price" for the ISBE participation rate and its scoring? | This addendum includes a Modified ISBE Participation Form which is to be utilized with submission of proposals. | ||||||||||
| 34 | The Solicitation Specifications (Item 11) list ~37 reports. Must all be live at go-live, or will RIDEM accept phased delivery aligned with the Appendix C (Deliverables Summary) module schedule? | These reports will not need to be available at go-live for the contract, but phased as per Appendix C. Reporting must be accessible within 30 days of that specific system's accessible. For reporting deemed more complex, delayed dates can be negotiated upon RIDEM approval. | ||||||||||
| 35 | Per the permit and application functions in the Solicitation Specifications (Items 5 and 6), must these be native to the RRMS, or is an integrated third-party platform acceptable? | Vendor may assign portions of this RFP to subcontractors with approval from RIDEM. Any items subcontracted or assigned must be fully integrated through the awarded Vendor's system. Vendor will be responsible for any issues, upgrades, communication, etc through said subcontracting system. In addition, any subcontracted items must appear identical to both public-facing and RIDEM internal-facing users. All details of any subcontractor must be included in the RFP proposal. | ||||||||||
| 36 | The Solicitation Specifications (Item 1.A.4) reference ~1,200 annual Coastal Resources parking permits, but these have no distinct line in Appendix H (Cost Proposal). How should vendors price this volume? | The Coastal Resources parking permits are included in the Scientific Collectors and Wildlife Permits Application quantities. Please see question 53. | ||||||||||
| 37 | The Solicitation Specifications, Item 9 (subsections 9.9, 9.10, 9.12) cite three timeframes: bi-monthly transfers to RIDEM, next-business-day deposit, and 24-hour remittance to the Treasurer. How do these reconcile? | Camping reservation revenue is fluid, as there are cancellations and updates to arrival and departure dates, other revenue, such as a non-refundable inventory item rental, will not change. Upon award of this contract, RIDEM and Vendor will establish a payment schedule specific to each reservation category and as required by State policies. | ||||||||||
| 38 | The Solicitation Specifications (Item 15.C) require daily backups kept 1 month and weekly backups 2 years, but Appendix G (Disaster Recovery), §4 requires a 365-day minimum. Which standard governs? | Data specific to camping require the two year retention, as the reservation window is one year, plus the one year buffer for cancellations or stay dates changed to subsequent year. All other data has a 365-day retention schedule. | ||||||||||
| 39 | What is the anticipated online-adoption timeline for golf, cart, and picnic-table reservations that are currently in-person only, since Vendor fee revenue depends on that shift? | The deadlines for implemenation for all items of this contract are as listed in Appendix C, but Vendor will have the opportunity to go-live on online adoptions as soon as they receive the PO and award of the contract. | ||||||||||
| 40 | For the higher-attendance Special Use permit bands with no historical volume, are these expected to be used, and how should fees be structured? | Current data only combines all Special Use Permits and is not broken down by attendance size categories, Vendor has the option to create different pricing tiers for these permits. (This is to acknowledge that larger events may require more from the system in order to process.) | ||||||||||
| 41 | What historical data must be migrated, in what formats, and how far back? | RIDEM would like camper user accounts and registration histories, if possible, and would also like a portion of the reoccuring Special Use Permits to be integrated to the new system. RIDEM will work with awarded Vendor to evaluate what data can be integrated and how many years of data would be needed. | ||||||||||
| 42 | Please confirm the phased go-live schedule (camping early 2027, all systems by ~May 2027). | Correct, the go-live schedule will be as delineated in Appendix C. These dates are deadlines, if the Vendor is able to go-live earlier on any item, they are able to go live as early as receipt of PO and award of this contract. | ||||||||||
| 43 | What credit card reader and receipt printer specs or POS environments must the Vendor-supplied hardware support, and at how many physical points? Please provide a quantity of card readers anticipated. | Estimated 10 RIDEM locations, no more than 20 payment terminals/workstations. RIDEM will provide all non-payment hardware, such as PCs tablets, printers, scanners, and network connectivity. | ||||||||||
| 44 | How many properties have limited or unreliable internet/cellular connectivity, given RIDEM supplies site connectivity? | At this time, none would be deemed unreliable. The Goddard Golf Course currently has limited connectivity but is undergoing an upgrade so should be corrected by early 2027. | ||||||||||
| 45 | Item 1.A.9 requires a TSYS-certified gateway under a "Card Processing by the State" model. Is TSYS certification a firm statewide mandate, or will the State consider a Vendor-proposed payment processor/gateway as an alternative? | All payment engines or card processing models must pass security reviews and meet state standards. | ||||||||||
| 46 | What identity provider does RIDEM use for the "highly preferred" SSO/SAML integration? | The State uses Microsoft Active Directory for SSO. | ||||||||||
| 47 | What is the current annual call-center volume for camping (inbound vs. outbound), and current abandonment rate / SLA targets? | 2025 Total Calls: 25-Dec: 28, | 25-Nov: 21, | 25-Oct: 179, | 25-Sep: 359, | 25-Aug: 720, 25-Jul: 772, | 25-Jun: 624, 25-May: 426, | 25-Apr: 251, | 25-Mar: 143, 25-Feb: 74, | 25-Jan: 160, | Total 2025 Calls: 3,757 | |
| 2024 | Total Calls: | 4,360 |
2023 Data unavailable. 2025 Additional Data: Total Calls Abandoned: 106, Average Wait Time before Call Abandoned: 135 seconds, Average Talk Time 401 seconds
| 48 | What are the biggest pain points with the current system for staff and for the public? | Currently, the camping system works well, but RIDEM is excited to include more inventory and photos and GPS and online visibility to patrons, as well as combining with the permitting system for multi-use reservations. The Special Use Permitting, Daily Site Rental, Golf Reservation and Cart Rental permitting systems hold the larger pain points as a large portion of it is currently hand-written, and/or largely manually completed in person by DEM staff. RIDEM is excited for a system that will allow for automation from one staff member/division to another. Current system does not offer if-then prompts, automated notifications, and tasking capabilities that track and allow communications between multiple users and in between multiple divisions, to name a few. |
| 49 | What is the current contract's annual value and per-reservation fee structure? | Current contracts have been provided to satisfy the request; however, vendors shall not utilize any pricing information to benchmark cost proposals as services required through this RFP are separate and distinct from the current services being provided. The information contained therein does not relate to budgetary allocations associated with the subject services. It should also be noted that request such as this are generally accommodated through the Access to Public Records Act (APRA) request process via submission to: https://admin.ri.gov/access-public-records. |
| 50 | Appendix H and Item 1.A.9 state the Vendor is responsible for all credit card processing fees. Must these processing costs be fully absorbed within the per-transaction fee bid in Appendix H, or may the Vendor pass the processing fee to the end user as a separate surcharge/convenience-fee line at checkout, in addition to the platform transaction fee? | The Vendor may charge a credit card processing fee in addition to the fees listed in Appendix H. All fees must be approved by RIDEM and submitted in the proposal. |
| 51 | For cost scoring, we would like to confirm that the "no transaction fee" designation on in-person lines is fixed so that vendors may not propose fees there? | Correct, there will be no option for fees where "no transaction fee" has been delineated. |
| 52 | What is the total annual revenue collected across all transactional offerings that would be processed via the platform? | No budgetary or revenue information will be provided. |
| 53 | For the Scientific Collectors & Wildlife percentage fee, can you confirm the full permit-fee schedule and annual counts per fee tier, including the ~750 free permits, so the percentage can be modeled accurately? | See the attached addendum. |
| 54 | What is DEM's current credit card processing rate (percentage per transaction plus flat per-transaction fee), and can you provide a recent merchant processing statement? | Current contracts have been provided to satisfy the request; however, vendors shall not utilize any pricing information to benchmark cost proposals as services required through this RFP are separate and distinct from the current services being provided. The information contained therein does not relate to budgetary allocations associated with the subject services. It should also be noted that request such as this are generally accommodated through the Access to Public Records Act (APRA) request process via submission to: https://admin.ri.gov/access-public-records. |
| 55 | Document Name: RFP270006808 Selection Specifications / Page #45 / Section Number: SECTION C: PROPOSAL MATERIALS Technical Proposal / Question: This requirement states "Vendors must submit a technical proposal which addresses each of the following elements and is limited to twenty (20) pages" Can you please confirm whether the 20 page limit is for the entirety of the response to all of the following sections: |
A - Staff Qualifications B - Capability, Capacity and Qualifications C - Work Plan including responses to Items 1 through 12.
If so, would RIDEM consider removing the page limit to enable vendors to provide the appropriate level of detail in response to the requirements provided? Yes, the page limit is for: A - Staff Qualifications B - Capability, Capacity and Qualifications C - Work Plan including responses to Items 1 through 12 Per this request, RIDEM will increase the limit to 30 pages.
| 56 | Document Name: RFP270006808 Selection Specifications / Page #20 / Section Number: ITEM 12: VENDOR CALL CENTER #22 / Question: Please confirm whether this documentation should be provided as part of the RFP submission or at a later date. | Item B.12.A.22 should be provided as part of the Kick Off Meeting, row 5, Appendix C. |
| 57 | Document Name: RFP270006808 Selection Specifications / Page #19 / Section Number: ITEM 12: VENDOR CALL CENTER #16 iv / Question: Please describe the circumstances under which specific calls would need to be archived for 2-years. What is the nature of those calls that differentiates them from recordings to be retained for 365 days? | Calls specific to camping require the two year retention, as the reservation window is one year, plus the one year buffer for cancellations or stay dates changed to subsequent year. |
| 58 | Document Name: RFP270006808 Selection Specifications / Page #9 / Section Number: ITEM 5: SPECIFIC SYSTEM REQUIREMENTS FOR INVENTORY ITEMS FOR PRODUCT CATALOG #3 / Question: Can you please provide additional information regarding the "package parameters" identified in this requirement? | Please disregard, at this time RIDEM does not have any package parameters. If that were to change in the future, RIDEM will work with the selected Vendor. |
| 59 | Document Name: RFP270006808 Selection Specifications / Page #9 / Section Number: ITEM 5: SPECIFIC SYSTEM REQUIREMENTS FOR INVENTORY ITEMS FOR PRODUCT CATALOG #3 / Question: This requirement references equipment rentals. Can you please confirm whether these items are limited to golf cart rentals and picnic tables and banquet tables identified in the Cost Proposal or are there additional items to be supported? | This refers to the items in the Cost Proposal, no additional items to be supported at this time. |
| 60 | Document Name: RFP270006808 Selection Specifications / Page #9 / Section #: ITEM 4: SPECIFIC SYSTEM REQUIREMENTS FOR PARKING SPACE RESERVATIONS - #5 / Question: Please provide any validation requirements that the vendor must support in accepting these pass or exemption certificates. | At this time, the validation requirements may be Resident, Non-resident, Senior, Disability, Daily Pass, and Season Pass. |
| 61 | Document Name: RFP270006808 Selection Specifications |
Page #3 Section Number: B - System Requirements #8 Question: This section indicates "The Vendor shall indicate any separately priced items as directed on the Cost Proposal, identified as optional purchase." however, we are unable to find anywhere on the Cost Proposal worksheet to add these items. Please advise how vendors should provide pricing for any additional items they are proposing for RIDEM use. Vendors looking to provide additional and separately priced fuctionalities or services should do so in a separate Excel, Word, or PDF.
File details come from the government source that posted it. Updated .