Ingham County Request for Proposals Point of Sale System Packet #139-18

Transcription

1 ADDENDUM NO. 1 The following clarifications, modifications and/or revisions to the above project shall be considered a part of the original specifications: 1. After reviewing your RFP, I see that your Standards are a Microsoft Windows 2016 server environment. Is this a hard requirement or are you open to considering a cloudbased solution that can be run on ios or Android? Answer: We have other systems that are entirely cloud based. Just keep in mind, our IT department would only support your connection to the internet IE the cloud and not the system itself. Depending on the devices used and your SLA with the vendor, we may not support those either. 2. Would you be open to a proposal for ticket sales only? Answer: No. 3. Of the 40 POS units, how many would be utilized at one time? So in other words, what is the highest number of staff that would be accessing the new software system at a single time? Is it possible that all 40 units would have someone logged in at the same time? Or would there be additional users (admin users, perhaps) also in the system for reporting and other administrative purposes? Looking at quotes we had done for the last RFP for the County, we had included 51 concurrent staff users. Answer: 54 concurrent users - 27 (6 admin. and 21 POS) for Potter Park Zoo and 27 (8 admin. and 19 POS) for Parks. 4. We are very interested in submitting our proposal for this RFP, however we are an all encompassing Parks and Recreation platform and not just a POS system. Would the County support possibly moving away from Active and implementing a new Parks and Recreation software? Answer: Yes, ActiveNet for the County Parks will no longer be in use after we implement the new system. If the new Vendor can transfer Data from ActiveNet that would be awesome! We might have some transition during the install of the new POS Revenue management system.

2 5. How many active memberships does the county have across all properties? Answer: What is the definition of a membership? An annual parking pass, annual boat launch pass, annual disc golf pass? If so, we only have paper system and don t keep a current count of how many annual passes we sell. We would like to be able to run reports of this data in the future. 6. How many active memberships does the county have for the Zoo alone? Answer: 2, How many total credit card transactions were processed by the county (or vendors on behalf of the county) over the last three years (broken out by year) for the services listed in the RFP? Answer: Unknown, we have a paper system without reporting capabilities. 8. Requirement 11.0, regarding payment providers is it a requirement of the county that the selected vendor use PNC Bank and billpay.com? Is the County open to other credit card processors? Answer: PNC is the bank the County uses. We will discontinue use of billpay.com. 9. From a business organization standpoint for this project, will the County Parks and Potter Park Zoo be considered as a single combined business entity; or, will each be run as a separate business entity? Answer: The County Parks and Potter Park Zoo are two separate departments within Ingham County, and the finances are kept separate. Training and implementation can be done at the same time and together. 10. What is the most recent annual Total Cost of Ownership (TCO) for the current POS system/systems: Software licenses Answer: $3,000 yearly fee for ActiveNet and $840 per month for Doubleknot. Software support and maintenance Answer: $0 Page 2 of 11

3 Hardware maintenance and replacement Answer: $0 Transaction fees paid other than bank card fees: To ActiveNet Answer: None-we don t run bank transactions through ActiveNet To Doubleknot Answer: % per transaction RFP states, Proposals that do not satisfy the mandatory requirements outlined in Appendix Table B-1 will be rejected. If the answer to a given requirement is No and the item is not currently covered in a future numbered release with date, is a commitment to deliver the required functionality as a condition of the project s contract acceptable; and, will that commitment prevent the proposal from being rejected? Answer: We would like a turnkey for the Parks and Recreation Department and Potter Park Zoo that works immediately upon purchase with what was asked for in the RFP General Business Objectives. Assuming each of the objectives is achieved, what do you anticipate the tangible benefits to be from cost reductions, cost avoidance and revenue generation? Answer: The tangible benefits achieved through cost reductions, cost avoidance, and generation of revenue will allow the zoo to serve our guests and the people of Ingham County better through enhanced service delivery and improved stewardship RFP states, All hardware will be purchased by Ingham County based on the specifications provided by the Proposer. The Pricing Forms include a line for each pf Parks and the ZOO, Hardware for n-number POS Systems Please clarify: Will the county provide hardware as stated, according to vendor-provided specs? Answer: Yes MUST the vendor provide hardware? Answer: No Page 3 of 11

4 Does the vendor have the option of providing hardware? Answer: Yes, however, the County s IT. Department will not support the hardware and a physical server may not be placed onsite Integration Requirements Will the county consider a solution that includes a fully integrated reservations systems as an alternative to current ActiveNet and Doubleknot systems? Answer: We would like a new system. Please define the POS system data integration requirements for: ActiveNet Export from Import from Answer: Transfer shelter reservations and customer history from ActiveNet into the new system. Doubleknot Export to Import from Answer: Future reservations, customer history, and membership credential integration will be required. Data conversion from the existing POS systems to the new POS system Zoo POS Answer: We don t have a POS system currently. Microsoft Excel or Microsoft Access export of current inventory to the new POS system would be required. No sales data will migrate forward. POS other than at zoo Answer: The Parks doesn t have a POS system currently. Page 4 of 11

5 15. How many users need to access the system that are not POS station users? (e.g., System Administrator/Super-user; head-office personnel for running reports; reconciling sales journals to bank deposits; maintain central files for concessions and gift shops inventory; creating and maintaining and processing transactions over the phone or in-person for Activities, Events and Programs, and reservable facilities. Answer: See answer in question #3 in the addendum. 16. Is ad hoc reporting desired? (YES/NO) If YES: Answer: Yes Number of people needing access to create custom reports Answer: Yes, see answer in question #3 in the addendum. Number of people needing to view reports through a browser Answer: See answer in question #3 in the addendum. 17. Please provide use-case examples for utilizing customer activity, interest, and member profile data. Answer: Tracking member use-frequency-trends Tracking member and guest purchases receipting for our guests (for future newsletter opt in s, customer retention mining, & paper conservation.) Group retention tracking, Group cancellation data collection Increased efficiency in serving guests, (integrated POS with credit card processing vs current two machine process) 18. When selling admissions for camps, programs, events, etc., do you want to capture the specific event for which the admission is being sold with a respective item number and price look up (PLU), as opposed to generic Day Camp at an operator entered price. Answer: Yes Page 5 of 11

6 19. What Membership Profile information needs to be captured when selling Memberships at the POS? Answer: What prompted you to purchase or renew a membership? (Drop down selection) Is this a gift membership? Y or N Mail or PICK UP Membership Cards How Many? Primary Member Additional Member Unnamed Guest Primary Member 1 First Name: Last Name: Address: City: State: Zip: Primary Telephone: Primary Additional Member 1 First Name: Last Name: Primary Telephone: Primary Are you interested in third-party check verification and approval at the point-of sale? If Yes: What is the annual number of checks tendered? What is the total annual dollar volume of payments by personal check? Answer: No, we are not interested in third-party check verification. Page 6 of 11

7 21. What transaction reports are generated today that you need the POS to generate? Please provide report name and source system Please provide sample layouts Answer: We have a paper system, so we don t have any reports. Below are some examples we would like; however this is not an exhaustive list: Gift Card management (balances, used, unused, expiring) Admission numbers, revenue, timestamps Ticket sales (used, unused) Upcoming reservations, (by type, by name, attendance numbers, for date range) PLU (Price Look Up) reports Unit Retail Pricing & wholesale cost reporting Ordering Reports - [Quantity on Hand/Stocking features (restock date, amount, & cost)/ Manufacturer Reorder Quantity] Inventory on hand by Department and classification Inventory sales by Department and classification for custom date range Tax 1, Tax 2, Tax 3 assignment & report generation Inventory Last Cost, Average Cost Vendor Name, Vendor number, Vendor Item SKU, contact info, & Custom note tracking for all inventory Inventory dating: Initial receipt, and subsequent date restocking with timestamp tracking Discount usage summary Rental timestamp in and out usage reports Reporting with custom date range, and ability to be exported to MSOffice platforms Inventory Sales Detailed & Consolidated Summary Payment Detail by Clerk Payment Detail by Date Payment Summary by Clerk Payment Summary by drawer Ability to add custom receipt/ticket features such as logo, graphics, in-house notes, receipt notes, and promotionals Meal/food ticket generator (Name of group/ recipient, unique id#, description of items, printable to large format and receipt printers) Ability for vendor/user to create report queries for custom report needs Page 7 of 11

8 22. What do you anticipate the range of cost being for your planned project? Answer: $100,000-$200,000 +/- 23. In the event you need to contact individuals or organizations weather threats, unexpected maintenance or other unplanned situations that may result in cancellations or changes to upcoming reservations, programs or events, how is that accomplished today? Answer: Manually by phone call or Appendix B Functional Requirements: #12 Does this refer to a customer-facing POS display showing the transaction as items are entered? Answer: No. #19 Please provide use-case example of non-revenue admissions including: Source system for issuance, what is used for validation at time of redemption, validation and data collection requirement through POS, data integration requirements for import/export, other pertinent details as related to this requirement. Answer: Corporate/Group facility rentals (tracking of participants), VIP entry #23 Recharge gift cards. Do you contract with a 3rd-party gift card management provider, or are these maintained in-house? Answer: In-house. If 3rd-party, who is your partner? Answer: N/A Is a gift card specific to either the zoo or the parks, or are they universal to both? Answer: Site specific. Page 8 of 11

9 #32 Concession POS kitchen monitor. Please expand on concession POS requirements as related to order taking and prep modifiers, ingredients inventory management, etc. Answer: Monitor(s) for cooks and concession staff to see order queue in real time. Basic item name in list format is sufficient. Ability to remove from queue once delivered to guest. Ingredient and inventory management functionality in order to build recipe of menu items to monitor consumption and assist in ordering stock. 25. What credit card processor is used for communication with PNC? (examples: First Data, Chase, Elavon) Answer: First Data 26. Are you interested in a custom software solution/software development or is your preference in 'off-the-shelf' platforms? Answer: Off-the-shelf platform 27. If you are seeking development of this project, do you accept offshore development services? Answer: No 28. Will onsite visits be required during development? Answer: N/A 29. On page 14 of the RFP packet, it mentions available budgeted funds with the county. What is the designated budget for this project? Answer: See answer in question #22 in addendum. 30. Is there an incumbent? If so, is it with internal teams or are you outsourcing current development? Answer: No Page 9 of 11

10 31. How long after the submission due date will you issue an award? Answer: ~3 month minimum. 32. When are you expecting to engage with the vendor after the award has been given? Answer: ASAP, immediately following executed contract. 33. What is the expected/needed "go-live" date of the project? Answer: April I am aware that the RFP is requesting product demonstrations. Can you please clarify if these demonstrations should be samples of the software that will be used by the County or just a written breakdown with flowcharts and the like of how the software will function upon development completion? Answer: Samples of the software and hardware and how it functions in real time. We would like to see the system in action. 35. Since there is a preference for local firms, how many additional evaluation points are they granted vs. US based firms outside of Michigan? Answer: No specific evaluation points are granted; however, local vendors are afforded a 10% preference with respect to their cost proposals in accordance with the Ingham County Local Purchasing Preference Policy. Reference RFP sections 7.2 Local Purchasing Preference Policy and Basis for Award. 36. Since you are also requesting hardware with the software, is it possible you will award the RFP to multiple vendors (i.e. one vendor will supply hardware and another vendor will supply software)? Answer: No 37. Since you are requesting tabs in the proposal, did you want physical divider tabs to be included, or just each section to be titled with the word Tab? If you want the physical divider tabs, are you also requesting that we place our proposal in a 3-ring binder? Answer: Yes, please use physical divider tabs in a bound document. Page 10 of 11

11 38. To the best of your knowledge, are there any circumstances that will cause you to: Cancel the RFP? Answer: Awarding the contract is contingent upon a successful proposal and interview. Not move forward with the winning bidder? Answer: This is contingent upon a successful proposal and interview and approval from the Board of Commissioners. Lower the budget for the project? Answer: N/A Prolong the evaluation process or reissue the RFP? Answer: This is contingent upon a successful proposal and interview. Please acknowledge your receipt and understanding of the aforementioned Addendum by signing below and returning it with the submittal of your proposal. Signature Date Print Name Title Company Name Phone #/Fax # Page 11 of 11