Reservation and Registration System (RRS) for WI Recreation Facilities

The Wisconsin Department of Natural Resources (DNR), Bureau of Parks and Recreation Management, is seeking proposals for a comprehensive Reservation and Registration System (RRS) to manage camping and facility reservations across approximately 50 state parks and forests. The procurement solicits a web-based, real-time system that includes a toll-free call center, internet reservation portal, and on-site registration capabilities, with an expected annual volume of 160,000 camping reservations and peak monthly volumes exceeding 31,000. The system must process unlimited reservations per call, provide extensive reporting capabilities, and comply with all DNR camping requirements and regulations. Key deliverables include 24/7 operational support, credit card transaction processing, and comprehensive reporting functionality. The RFP (#17-037-08) requires a system that can be fully tested by November 30, 2018, with a go-live date of December 1, 2018. Vendors were required to submit initial questions by July 3, 2017, attend a vendor conference on July 11, 2017, and submit final proposals by 11:00 AM on August 14, 2017.

The procurement does not appear to have specific set-aside designations for disadvantaged enterprises, though it does require that contractual services be performed within the United States. The system will be funded entirely through reservation fees charged to campers, with the contractor compensated through transaction fees. The initial contract term is four years, with potential renewals for up to four additional one-year periods. Current reservation fees are structured at $9.65 per reservation, $5.00 for cancellations, and $5.00 for changes. The DNR will retain a statutory $1.00 per reservation fee and will provide computer systems and database licensing for data storage. The contractor must maintain comprehensive cyber liability insurance and provide annual independent CPA audits of all revenues and transactions. Liquidated damages are specified at $1,000 per working day for system failures, not to exceed $180,000. While no specific incumbent vendor is named, the DNR has maintained a vendor contract for centralized camping reservation services since 1999 and seeks continuous improvement of the existing system.