RFS No. 600577-LAC_1_3-9-21.pdf

AMENDMENT No. 1

DATED: March 9, 2021

Palm Beach County Purchasing Department 50 South Military Trail, Suite 110, West Palm Beach, FL 33415

RFS No. 600577/LAC

Title: Golf Management / Point of Sale System

Request for Submittal Due Date: March 15, 2021

This Amendment is issued to provide additional information and clarification to the RFS document:

A. Questions received from Agilysys, Inc., and the Parks & Recreation Department’s responses:

Q.1. Regarding 4.4 j; Have templates for tee sheets, inventory items, services, etc.

Please help us understand what is meant by templates for tee sheets, inventory items, services - would this be in reference to an import?

A.1. Templates would be any pre-designed or pre-generated tee sheet set-ups for 18 and 27-hole golf courses that would allow staff to easily assign a specified template to be used on any date assigned. Similar to inventory and services, templates should be available so that staff do not have to add the same information to the system that has already been generated previously.

Q.2. Regarding 4.5 e; Suspend sales and create tabs. We would need more information to respond to this item.

A.2. If we are checking-in a golfer and that golfer is not ready to complete the transaction, we’d like to be able to hold the check-in (or suspend) to allow for other check-ins to occur, then allow staff to resume with the suspended check-in when the golfer is ready to proceed.

Q.3. Regarding 4.5 n; Have a starter interface for the tee sheet system. What is meant by “interface”?

A.3. Functionality that will allow a Golf Course Starter to interact with the tee sheet, add information such as starting time, turn time, finish time and golf cart number used by the golfer.

Q.4. Regarding 4.7 h; Bounce management - system monitors email bounces automatically. Does this refer to the ability to track emails that are not delivered?

A.4. Yes, that is correct.

AMENDMENT NO. 1 to RFS No. 600577/LAC

Q.5 Does this have to be 100% cloud based on day 1? Today, we have one on premise component for membership that will be replaced with a cloud component in Q3.

Will that disqualify us?

A.5. As requested, we hope to award this contract to a vendor who can provide us with cloud-based functionality from day one.

Q.6. Need elaboration on Punch Cards vs. Passes.

a. How are these promoted?

b. How are they sold?

c. What do they include?

d. How are they redeemed?

A.6. Palm Beach County Golf has had a couple opportunities for punch cards and passes in the past.

1. Palm Beach County Golf Passport: This Program allowed golfers to prepay for rounds of golf at our courses. Golfers would pay PBC in advance for rounds and range baskets. PBC would issue the golfer a booklet of vouchers. When they arrived to the golf courses, we would require the golfer to present a voucher to redeem each prepaid round. We would like to eliminate the booklet of vouchers and would expect tracking to be made available within the POS as the program would be linked to the golfer account. When rounds of golf are redeemed the punch or pass is tracked and adjusted within the golfer account in POS.

2. At John Prince Golf Learning Center, we offered golfers to hit 10 baskets of balls and get the 11th basket free. We would track each basket with a punch card issued to the golfer. We would like to eliminate the punch card and have the POS record # of baskets and allow for 11th basket offer to become available within the golfer account through POS.

Any punch cards or passes are promoted via website, email database, word of mouth, and limited paid advertisements.

Any punch cards or passes are sold in stores and online Palm Beach County Golf would like to sell passes and punch cards in store and online.

Any punch cards or passes include one round of golf at each of our five (5) locations and a bonus 6th round that may be redeemed at any location. A description of the current program is explained above.

Currently, golfers get a coupon booklet. We’d like to eliminate coupon booklets and have all tracking completed within system. A description of the program used in the past is explained above.

a.

b.

c.

d.

B. Questions received from GoIfNow and the Parks & Recreation Department’s responses:

Q.1 Will Palm Beach County accept a remote installation due to the COVID-19 pandemic?

A.1 No, some set-up can be done remotely, but Palm Beach County will require on-site training.

Q.2. Is Palm Beach County open to changing to the submitting vendors credit card processing solution in order to take advantage of additional functionality that exists within our solutions when using our credit card processing solution?

A.2. Yes, the proposers may include credit card processing as an option. The credit card process/gateway must have a fully functional interface with Wells Fargo Bank for depositing daily funds. Pricing for this service should be itemized in the proposal, and the proposer should identify any functionality in its proposal that would not be available should the County decide to use a different gateway for credit card processing.

Q.3 What is the reason for not wanting any apps install on any computers locally? Is there a specific IT concern in this regard?

A.3 We would like to award the contract to a vendor who can provide a POS solution that is 100% web-based. No, there is no IT concern.

Q.4. Is there flexibility beyond the April date listed in the RFS for installation? If so, what is that flexibility?

A.4. Yes, the installation can be completed any time before May 31, 2021.

Q.5. Would Palm Beach County be willing to host a cloud/server hybrid solution and access the solution via Remote Desktop on the local computers?

A.5. Any submittals that are not 100% web-based will be considered, but may not receive all available points for Section 3.2

Q.6 Can one vendor present multiple solutions?

A.6. Yes, a vendor may present multiple solutions if they are not the same point of sale systems.

Q.7. If a vendor has two solutions that we feel would be a good fit for Palm Beach County; should we present two bids or one bid with multiple solution options and associated costs?

A.7. One submittal with itemized options and associated pricing is preferred unless they are two different point of sale systems.

All changes addressed in this Amendment No. 1 shall be incorporated into RFS No.

600577/LAC and the final contract. All other terms and conditions of the RFS remain the same and unchanged.

NOTE: Please acknowledge receipt of this Amendment No. 1 by signing below and returning this page with your Submittal Response. Each Amendment to the RFS shall be signed by an authorized agent and submitted with the submittal or the submittal shall be deemed non-responsive.

Donna Pagel, Purchasing Manager

ACKNOWLEDGMENT

COMPANY NAME SIGNATURE

DATE