Golf Management/ Point of Sale System

Palm Beach County Board of County Commissioners, through its Purchasing Department on behalf of the Parks and Recreation Department, issued Request for Submittal (RFS) No. 600577-LAC for a comprehensive Golf Management System with integrated Point-of-Sale (POS) services. The procurement seeks delivery, installation, and ongoing support of an all-in-one cloud-based golf management system to serve five county golf facilities: Okeeheelee Golf Course, Osprey Point Golf Course, Southwinds Golf Course, Park Ridge Golf Course, and John Prince Golf Learning Center. The required system must include web-based tee sheet management with online booking capabilities, golf-specific POS functionality with punch cards and passes linked to golfer accounts, inventory management across multiple locations, email and text marketing features, website development, mobile application support, and automated email bounce management. Respondents were required to submit one unbound original, four bound copies, and one electronic PDF copy by the March 15, 2021, deadline at 4:00 p.m. local time, with oral presentations scheduled for April 2, 2021, via WebEx for short-listed respondents and a contract commencement date of April 30, 2021. The initial contract term was established for two years ending April 29, 2023, with three optional one-year renewal periods at the County's sole discretion. Evaluation criteria weighted Experience/Qualifications at 20 percent, Golf Management System Proposed Information at 30 percent, Service and Warranty at 10 percent, Price at 20 percent, Small/Minority/Women Business Enterprise (S/M/WBE) participation at 15 percent, and Business Location/Local Preference at 5 percent. Installation must be completed by May 31, 2021, with mandatory on-site training required, and vendors must provide either a monetary exchange model or an inventory exchange model based on tee time allocation.

The procurement includes set-aside considerations for Small Business Enterprises (SBEs), with an evaluation preference of up to 15 points reserved for SBE prime respondents on contracts valued under $500,000. Respondents must comply with Palm Beach County's Equal Business Opportunity Ordinance and demonstrate criminal history clearance for access to critical facilities. All vendors must register in the County's Vendor Self Service (VSS) system and maintain specified insurance coverage including Commercial General Liability of $500,000 and Professional Liability/Technology Errors and Omissions of $1,000,000. The system requirements specify a 100% cloud-based or web-based solution with no local application installations, and Amendment No. 1 clarifies that submissions not meeting this 100% web-based requirement will be considered but may not receive all available evaluation points. Vendors may propose alternative credit card processing solutions provided they interface fully with Wells Fargo Bank for daily fund deposits, with pricing itemized separately, and may submit multiple solutions within a single submittal if the systems are not identical. The specific budget or award value was not disclosed in the procurement documents, though pricing is to include all software licenses, annual maintenance, hardware, implementation, training, and support services across the initial two-year contract period with optional renewal terms.