DEM Reservation and Registration Management System

The Rhode Island Department of Environmental Management is requesting proposals for a Reservation and Registration Management System software solution and management services, with proposals due August 13, 2026 at 9:00 AM EDT and vendor questions due July 21, 2026 at 2:00 PM EDT. This is a single-award procurement under RFP 27006808 with no site visits or bidders conferences scheduled.

The scope encompasses a proven, out-of-the-box (not under-development) web-based platform managing camping reservations (averaging 27,089 annually), day-use site rentals (16,833 annually), parking reservations, golf round and cart reservations, event registrations (approximately 105 programs with 3,210 attendees annually), special-use and event permits (2,000+ annually), scientific collector and wildlife permits (600 annually), small business permits (50 annually), and point-of-sale inventory management. The system must be mobile-enabled and accessible through direct website access, call center, and on-site at properties; integrate interactive property maps, customer account management, real-time inventory tracking, and comprehensive reporting; and support multiple payment types with PCI DSS-compliant processing. The vendor must staff a call center year-round (April–October: 8:30 AM–8:00 PM Monday–Friday, 9:00 AM–3:00 PM weekends; November–March: 9:00 AM–5:00 PM weekdays), provide 24/7/365 technical support, supply hardware (credit card readers, receipt printers) and network infrastructure, deliver staff training, and ensure all work and data processing occur within the continental United States. The vendor must demonstrate five years of experience providing park reservation services with at least one client processing 100,000+ annual transactions and two years of government call center experience at 2,500+ calls annually.

The contract runs from approximately December 1, 2026 through December 31, 2031, with two optional five-year renewal periods contingent on vendor performance and fund availability. Compensation is transaction-fee based with no one-time implementation fees; per-transaction rates vary by type with projected volumes detailed in Appendix H. The vendor must maintain insurance including general liability ($1 million), professional liability ($2 million), technology errors and omissions ($5 million), and cyber/privacy insurance ($20 million). A 0.33 percent administrative fee is withheld from invoices. No specific total contract value is stated.

Evaluation criteria weight technical merit, cost (with lowest bidder receiving 100 percent of available points and others scored proportionally), and ISBE (Minority Business Enterprise, Women Business Enterprise, and Disability Business Enterprise) participation rate. Proposals must include separate technical, cost, and ISBE components submitted electronically through Ocean State Procures. 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.

The RFP incorporates Rhode Island's General Conditions of Purchase, IT policies (Addendum B), and mandatory compliance with NIST SP 800-53 standards, multi-factor authentication, ETSS Security Questionnaire submission, W3C Web Content Accessibility Guidelines 2.2 Level AA, and the Supplemental Bidder Attestation under R.I. Gen. Laws 37-2-13.1(b) certifying no conflicts of interest or disqualifying participation in solicitation development.