VendorChangeDetailsReport_RFI27006871_v2_Aug_31_26.pdf

This is a Solicitation Change Details Report for RFI27006871, issued by the Rhode Island Department of Environmental Management, documenting a modification to the deadline for vendor submissions regarding a Reservation and Registration Management System software solution. The primary change extends the end date from August 31, 2026 at 10:00 AM EDT to September 8, 2026 at 1:30 PM EDT, providing vendors with an additional week to prepare and submit their proposals. The underlying procurement (RFP 27006808) seeks a proven, out-of-the-box web-based platform capable of managing camping reservations averaging 27,089 annually, day-use site rentals of 16,833 annually, parking reservations, golf reservations, event registrations for approximately 105 programs with 3,210 attendees annually, and permits including scientific collector, wildlife, and small business permits. The system must be mobile-enabled, accessible via website, call center, and on-site at properties, and include interactive property maps, customer account management, real-time inventory tracking, and comprehensive reporting capabilities. Vendor questions were originally due July 21, 2026 at 2:00 PM EDT. 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.

The compensation structure is transaction-fee based with no one-time implementation fees; per-transaction rates vary by reservation or registration type with projected volumes detailed in the RFP appendices. The vendor must maintain comprehensive insurance coverage including general liability ($1 million), professional liability ($2 million), technology errors and omissions ($5 million), and cyber/privacy insurance ($20 million), with a 0.33 percent administrative fee withheld from invoices. The vendor must demonstrate five years of experience providing park reservation services with at least one client processing 100,000 or more annual transactions and two years of government call center experience handling 2,500 or more calls annually. 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. Evaluation criteria weight technical merit, cost (with the lowest bidder receiving 100 percent of available points), and ISBE participation rate. Proposals must include separate technical, cost, and ISBE components submitted electronically through Ocean State Procures.