RFP 23-31 Recreation Management Software System

RFP# 23-31 1 | P a g e Request for Proposal 23-31 Recreation Management Software System The County of Ottawa, on behalf of the Ottawa County Parks and Recreation Commission (OCPRC), is requesting proposals from experienced and qualified vendors to provide a comprehensive recreation management software system including implementation, services, training, and on-going support. By responding to this RFP, the Proposer agrees to perform in accordance with the terms and conditions set forth herein. RFP Issue Date: Friday, March 31, 2023 Questions Deadline: Friday, April 7, 2023 Addendum Issuance: Wednesday, April 12, 2023 RFP Deadline: By 2:00 PM (ET) Friday, April 21, 2023 Evaluation Timeline (Estimated): May 8, 2023 Post-Proposal Interviews/Demos: Week of May 1, 2023 Intent to Award (Estimated): May 12, 2023 Contract Start (Estimated): June 16, 2023 RFP Administrator: Steven Holden, Procurement Specialist, 616-994-4778,

href="mailto:purchasing.rfp@miottawa.org">purchasing.rfp@miottawa.org All requests for additional information or questions should be directed to the RFP Administrator. mailto:purchasing.rfp@miottawa.org RFP# 23-31 2 | P a g e Table of Contents Request for Proposal 23-31 ............................................................................................ 1 Section 1: Information Summary ................................................................................. 3 Section 2: Background Information .............................................................................. 5 Section 3: Scope of Service ......................................................................................... 7 A. General Requirements and Capabilities .............................................................. 7 B. System Configuration .......................................................................................... 8 C. Implementation Plan ............................................................................................ 8 D. Pricing and Invoicing ........................................................................................... 9 Section 4: Proposal Selection and Award Process .................................................... 10 Section 5: Contract Terms, Period, Procedures and Use .......................................... 11 Section 6: RFP Terms and Conditions ....................................................................... 12 Section 7: General Terms and Conditions ................................................................. 15 RFP# 23-31 3 | P a g e Section 1: Information Summary General Information: The County of Ottawa distributes solicitation documents through the Michigan Intergovernmental Trade Network (MITN), website at http://www.bidnetdirect.com/mitn and through the Purchasing page of the County of Ottawa’s website located at http://www.miottawa.org/Departments/FiscalServices/bids.htm. Copies of proposal documents obtained from any other sources are not considered official copies, and may result in failure to receive addenda, corrections or other revisions that may be issued. For purposes of this RFP, the term “Contractor,” “Vendor,” “Proposer,” “Respondent,” or “Bidder” are considered to have the same meaning, all referring to the person or company responding to this RFP. Additionally, the terms “County,” “Client,” or “Owner” refers to the County of Ottawa. Proposal Submission: Proposals must be received by 2:00 PM (ET) on Friday, April 21, 2023 Proposals received after this time will not be considered. Proposals may be withdrawn at any time prior to the scheduled proposal deadline. Proposals must be firm and may not be withdrawn for a minimum period of 90 calendar days after the RFP Deadline. Proposals should be concise and complete, covering all items identified, emphasizing an understanding of the project and the resources to perform the intended work. Proposals will be reviewed to determine if submission requirements are met. Proposals that do not comply with submittal instructions established in this document and/or that do not include the required information may be rejected as non-responsive. Vendor assumes responsibility for meeting the submission requirements and addressing all necessary technical and operational issues to meet the project objectives. All proposals must include completed, signed copies of all required attachments. Vendor assumes all risks associated with electronic submission (including possible technical issues). Attachments must be filled out in full and signed by an authorized Company representative. Proposal Response: Proposal response must contain completed, signed copies of each of the following required attachments: • ATTACHMENT A – COVER SHEET FOR PROPOSAL • ATTACHMENT B – CUSTOMER REFERENCES http://www.bidnetdirect.com/mitn http://www.miottawa.org/Departments/FiscalServices/bids.htm RFP# 23-31 4 | P a g e • ATTACHMENT C – QUESTIONNAIRE AND PRICING FORM Proposals will be accepted by e-mail submission only, as follows: Respondents will submit an electronic response (preferably single-file PDF format) by e-mail to: purchasing.rfp@miottawa.org with subject line of: “RFP 23-31 Recreation Management Software System.” The County can receive email attachments up to 25 megabytes. Proposal documents larger than 20 megabytes should be sent in multiple emails with subject line of: “RFP 23-31 Recreation Management Software System – 1 of 2”, etcetera. It will be the Proposers’ responsibility to ensure that their proposal have been appropriately delivered and received. Modification: Prior to the date and time set forth as the Proposal Receipt Deadline, proposals may be modified or withdrawn by the Proposer’s authorized representative. After the submission deadline, responses may not be modified or withdrawn without written consent of the County. Pre-Proposal Conference: No pre-proposal conference is scheduled. Questions: Vendors may submit questions and requests for clarification relating to this RFP to the RFP Administrator by the stated deadline. Responses to all questions and inquiries received by the County will be issued in the form of an Addendum and posted on the MITN and the County’s website, as needed. Only answers to questions submitted prior to the submission deadline and released in the form of an Addendum will be considered official and final. Any remarks or explanations made by phone, email, or in-person will be considered draft and will be non-binding. mailto:purchasing.rfp@miottawa.org RFP# 23-31 5 | P a g e Section 2: Background Information County Information: Beautiful Ottawa County is located in the southwestern section of Michigan’s Lower Peninsula. Its western boundary is formed by Lake Michigan and its eastern boundary is approximately 30 miles inland. The County landmass consists of a total area of 565 square miles with over 300 miles of water frontage. The County is composed of 6 cities, 17 townships, and 1 village. The current County legislative body is an eleven-member Board of Commissioners which is elected from single-member districts, determined by population, on a partisan basis for two-year terms. The Board of Commissioners provides oversight, establishes policy, and builds the strategic plan for County operations. Ottawa County has been named the fastest growing population in the state. Between 2010 and 2020 there was a 12.3% increase in population. The estimated population in the County in 2021 was 299,157. This significant population growth is expected to continue in the years ahead. Ottawa County’s system of parks and open spaces is made possible by voter support of the Ottawa County Parks & Open Space Millage. The millage provides funding for improving, operating, maintaining, and acquiring parks and open spaces throughout Ottawa County. Current projects include the expansion of nature education programs and educational opportunities for all ages, the expansion of several critical lands, facilities and trails, an emphasis on good stewardship and high-quality maintenance of all parks and open space lands, and the renovation of existing facilities to keep parks in excellent condition and enhance accessibility for persons of all abilities. Current Environment: A significant portion of the operations of OCPRC focuses on community engagement activities that introduce users to our parks, offer enriching and memorable experiences, provide access to quality facilities for events with families and friends, and allow volunteers to help improve, maintain, and promote our parks. Currently, these activities are administered through a customized web-based portal for facility reservations, program and activity reservations, volunteer activities, point of sales, inventory management, and reporting. This software was also used for high volume motor vehicle permits for popular beach parks, but that is now migrating to a new service. It should also be noted that a new campground is under construction and is expected to be operational in 2024. RFP# 23-31 6 | P a g e As with many park systems, usage of our parks increased significantly during the pandemic (over an 33% increase across the system from 2019 to 2020). Additionally, OCPRC has restructured its interpretive services and communications function into a Community Engagement division with a broader vision for engaging the public. These recent developments have increased demand and will increase services offered. As a result, the goal of the RFP is to identify a comprehensive, user-friendly (internally and externally) system that will assist in better administration of current and anticipated services offered and allow for process improvements and efficiencies as OCPRC continues to grow and evolve. The desired outcome is a rich, powerful seamless service for internal users and Ottawa County’s constituent departments as well as nimble, user-friendly experience for customers. The following information will be pertinent to your ability to complete the Cost Proposal. • Programs and activities are setup and managed on a quarterly basis. • Over the course of a year there are over 380 programs, activities, and events offered. • There are about 8,000 annual program participants. • Several different customer types and customer groups are utilized. • Approximately 1,700 annual facility rentals. • Schedules are complex and utilize irregular scheduling and complex fee patterns. • Online payment, totaling 4,400 transactions, and generating $265,000 per year. • The County utilizes Tyler MUNIS ERP and Tyler Cashiering. • 15 concurrent staff users. • 35 active staff accounts (includes office staff, field staff, and cashiers). • Only Vendor-hosted (SaaS) solutions will be considered. • POS terminals are currently in use for payments at the counter. • 35,000 annual transactions are processed (cash, check, card). • 24 bookable spaces are in use. • A seasonal marina is in operation. • A campground is anticipated to be operational in 2024. • Equipment rentals occur at multiple sites. • Migration of existing data to new solution is not required but would be desired for membership account data. • The department issues permits for hunting, photography, and other special uses. • The public will be allowed to view resource availability, register, and pay online. • Approximately $373,000 in annual revenue for recreation management. RFP# 23-31 7 | P a g e Section 3: Scope of Service OCPRC is soliciting proposals from experienced and qualified professionals to provide a Recreation Management Software System including implementation services, training services, and ongoing support. The software system shall provide functionality for the management of recreational activities and events including but not limited to program/activity registration, facility reservation scheduling at various parks throughout Ottawa County, point of sale services, inventory, reporting, integration to current Munis Financial Software Solution, and other application features specified in this document. This system will also support online registration of programs and facility reservations, allowing citizens an easy and convenient method to enroll and pay for services. In your response, please outline the current functionality of your software and any planned future capabilities. A. General Requirements and Capabilities OCPRC is seeking a professional services agreement with a qualified Contractor to provide the following scope of services: • Online Registration/Access o A seamless interface for public access to OCPRC services. It is anticipated that all solutions will provide a single access point for the public to manage their parks services were logical. • Financial Management o All services offered and the modules requested require a financial and sales backbone. This includes management of a point-of-sale interface, receipt management, general ledger accounts, and accounts payable/receivable reports. • Functions o The OCPRC desires the following functions to be available in the software solution. OCPRC may choose to implement all or some of these components in a phased approach. Included below is an overview and limited specific requirements for each module.  Facility reservations (including seasonal marina slips and future campground)  Programs/activities registration  Scholarships  Program/activity marketing  Permitting and permit management  Point of sale  Inventory management RFP# 23-31 8 | P a g e B. System Configuration Vendor will manage software configuration to achieve optimum operating performance. The Vendor shall provide written procedures for the installation and use of the application software. System configuration includes a SaaS (Software as a Service) platform and all the vendor-provided on-premises equipment, or alternately, a completed list of compliant, required equipment used for point of sale. The County will provide internet connection and PCs for staff to access the vendor- hosted solution. The Vendor will assist in setting up any necessary files, tables, lookups, menus, etcetera that are required for Implementation. The Vendor is to submit application software setup requirements to achieve a fully operational system. If supplying equipment, vendor to provide per unit costs for all point-of-sale equipment, including but not limited to receipt printers, POS computers, credit card readers, mobile POS equipment (devices and card readers, other). The County would prefer a leasing arrangement for vendor-provided on-premises equipment. If available, there would be a preference for touch screen POS devices and an interest in self-service kiosk options for customers. Vendors SaaS must be accessible twenty-four (24) hours per day, seven (7) days per week and 365 days per year. Proposal to outline ownership rights of the vendor and County with respect to County data stored within the vendor’s system. Proposal to describe how long data are retained and any associated costs and/or agreements pertaining to records retention and how the County would access historical data (e.g. a customer receipt for a reservation made 2 years ago in the vendor’s system). C. Implementation Plan OCPRC envisions a multi-phase implementation beginning June 2023 through January 2024. Vendor fee proposals should be itemized based on phases with scope as follows: • Phase 1 – Discovery - information gathering stage to investigate business processes of OCPRC. Vendor should organize a project kick-off meeting to collaborate with OCPRC on the solution that best matches the needs of the department. Vendor should be able to determine required hardware and communicate with OCPRC if additional or different hardware is needed. Vendor should supply a detailed statement of work and a fit-gap analysis. • Phase 2 – Design and Configuration - creation of a solution configuration that will maximize the benefits from the information in Phase 1. A system and software design is prepared from the established requirements. This phase should include installation, configuration, and set up of a customized system. RFP# 23-31 9 | P a g e • Phase 3 – Verification and Testing – Configuration and data importing is complete, and validation commences. OCPRC along with the vendor will test the system to ensure the product addresses the county’s needs. • Phase 4 – Training - end-user training. Training should include literature and hands-on interaction with vendor representatives and OCPRC employees. A “sandbox environment” should be enabled to train without creating real data. • Phase 5 – Go-Live and support - where final testing and training has been completed. Vendor should lay out a schedule for several dry runs and tests. After Go-Live, vendor should continue to support OCPRC staff throughout the contract term. D. Pricing and Invoicing Provide line-item costs for all elements of project listed above in Scope of Services and Implementation Plan. Vendors are encouraged to provide a spreadsheet of cost breakdown listing tasks and proposed fees for the entire scope of the work. If Vendor’s invoice is based on milestone completion during project implementation, this should be defined in pricing provided. RFP# 23-31 10 | P a g e Section 4: Proposal Selection and Award Process An Evaluation Committee(s) will be established by the County to review the proposals and to make recommendation for contract award(s). A Proposer may not contact any member of the Evaluation Committee except at the RFP Administrator’s direction. Purchasing will notify vendors of relevant steps and status throughout the evaluation process. Proposals will be evaluated based on the following criteria (of equal weight and in no particular order): • Experience and Qualifications • Past Projects • Client/Customer References • Proposal Response and Implementation Plan • Costs and Fees Proposed As part of the proposal evaluation process, the finalist vendor(s) may be invited to attend an in-person or virtual interview and software demonstration. The County reserves the right to interview any number of qualifying vendor(s) as part of the evaluation and selection process. The County reserves the right to award a contract without an interview, as determined in the best interest of the County. The County of Ottawa reserves the right to select and subsequently recommend for award the proposal that best meets its required needs, quality levels, and budget constraints. The lowest priced response does not guarantee recommendation for contract award. The County reserves the right to award by item, group, or total proposal. The Respondent to whom the award is made will be notified at the earliest possible date. Tentative acceptance of the proposal, intent to recommend award of a contract and actual award of the contract will be provided to the representative(s) designated in the proposal response. RFP# 23-31 11 | P a g e Section 5: Contract Terms, Period, Procedures and Use The County of Ottawa’s intent is to award a contract that will cover an initial period of five (5) years with two (2) 12-month renewals, if in the best interest of both parties. This contract will not be enforced until both parties have agreed and signed as accepted. The Vendor must execute and perform said Agreement. The proposal, or any part thereof, submitted by the awarded vendor may be attached to and become part of the contract. Proposal pricing reflects a commitment to the terms indicated. As part of the contract negotiation process, the County reserves the right to delete or modify any task from the scope of services and reserves the right to modify the scope of services during the course of the contract. Any changes in pricing or payment terms proposed by the Vendor resulting from the requested changes are subject to acceptance by the County. In the event that a successful agreement cannot be executed, the County reserves the right to proceed with contract negotiations with the other responsive, qualified vendors to provide service as referenced under negotiation process. Contractors are not to start work until receipt of an Ottawa County Purchase Order, authorizing work to begin. The County’s obligation will commence only following the parties’ execution of the Contract and the County Board of Commissioners’ approval. Upon written notice to the Contractor, the County may set a different starting date for the Contract. The County will not be responsible for any work done or expense incurred by the Contractor or any subcontractor, even if such work was done or such expense was incurred in good faith, if it occurs prior to the Contract start date set by the County. This contract is for use only by the County, including departments, agencies, or courts of the County of Ottawa. RFP# 23-31 12 | P a g e Section 6: RFP Terms and Conditions By submitting a response, vendors confirm that they have read and will comply with the solicitation and all specified RFP terms and conditions listed below. Cancellation of RFP: The County may, at its discretion and if in the best interest of the County, cancel any proposal or request for proposal or other solicitation in whole or in part. The RFP Administrator will notify vendors of any cancellation. Confidentiality: All responses in entirety, produced by the Proposer, that are submitted to the County will become property of the County and may be considered public information under applicable law. Michigan FOIA requires the disclosure, upon request, of all public records; therefore, confidentiality of information submitted in response to this RFP is not assured. Incurred Expenses: The County will not be responsible for any cost or expense incurred by the proposers preparing and submitting a proposal or cost associated with meetings and evaluations of proposals prior to the execution of an agreement. This includes any legal fees for work performed or representation by the proposer’s legal counsel during any and all phases of the RFP process, any appeal or administrative review process, and prior to County Board approval of a contract award. Independent Contractor: The awarded vendor will perform all work and services described herein as an independent contractor and not as an officer, agent, servant, or employee of Ottawa County. The vendor will have exclusive control of and the exclusive right to control the details of the services and work performed hereunder and all persons performing the same and will be solely responsible for the acts and omissions of its officers, agents, employees, contractors, and subcontractors, if any. No person performing any of the work or services described hereunder will be considered an officer, agent, servant, or employee of the County nor will any such person be entitled to any benefits available or granted to employees of the County. Laws: This RFP and subsequent contract will be governed by and construed in accordance with the laws of the State of Michigan and any service or product herein will so comply. All persons providing goods and/or services to Ottawa County will comply RFP# 23-31 13 | P a g e with all applicable local, State and Federal laws, rules and regulations specifically including, but not limited to, State of Michigan Executive Orders. Ownership of Data: All information provided by the County and any reports, notes, and other data collected and utilized by the vendor, its assigned employees, and/or subcontractors, pursuant to any agreement resulting from this RFP, will become the property of the County as prepared, whether delivered to the County or not. Unless otherwise provided herein, all such data will be delivered to the County or its designee upon completion of any work performed or at such other times as the County or its designee may request. Proposal Acceptance, Rejection, and Withdrawal: The County also reserves the right to accept or reject any and all proposals submitted if in the best interest of the County. The County reserves the right to negotiate with the Proposer(s) within the scope of the RFP. The County further reserves the right to award the contract to more than one Contractor, if in the best interest of the County to provide adequate delivery, services, and/or product availability. The County may request and require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a proposal and/or to determine a proposer’s compliance with the requirements of the solicitation. The County reserves the right to waive minor irregularities in proposals. Minor irregularities are defined as those that have no adverse effect on the outcome of the selection process by giving a Vendor an advantage or benefit not afford to other Vendors. The County may waive any requirements that are not material. The County reserves the right to reject any or all proposals, or any part thereof; and to waive any minor defects in the proposals if this is to the advantage of the County. The County’s waiver of a minor defect will in no way modify the RFP document or excuse the vendor from full compliance with its specifications if the vendor is awarded the contract. The County reserves the right to let separate contracts on any aspect of the work. After the proposal deadline, proposals may not be withdrawn without the written consent of the County after submission deadline. Proposals must be firm and may not be withdrawn for a minimum period of 90 calendar days after the RFP deadline. Any fees proposed are considered firm and cannot be altered. RFP# 23-31 14 | P a g e Retained Rights: The County reserves the right to use ideas presented in reply to this process notwithstanding selection and rejection of proposals and/or bids. The County reserves the right to make changes to and/or withdraw this request at any time. Subcontractors: Since the contract is made pursuant to the proposal submitted by the awarded vendor and in reliance upon the vendor’s qualification and responsibility, the vendor will not sublet or assign the contract, nor will any subcontractor commence performance of any part of the work included in the contract without the previous written consent by the County. RFP# 23-31 15 | P a g e Section 7: General Terms and Conditions By submitting a response, the Vendors confirm that they have read and will comply with all the general terms and conditions listed below. Conflict of Interest: By submission of a response, the Proposer agrees that at the time of submittal, they: (1) have no interest (including financial benefit, commission, finder’s fee, or any other remuneration) and will not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Proposer’s services, or (2) will not benefit from an award resulting in a “Conflict of Interest.” Debarment and Suspension: The Contractor certified to the best of its knowledge and belief, that the corporation, LLC, partnership, or sole proprietor, and/or its’ principals, owners, officers, shareholders, key employees, directors and member partners: (1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; (2) have not within a three-year period preceding this form been convicted of or had a civil judgement rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (3) are not presently indicted for or otherwise criminally charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in (2) of this certification; and, (4) have not within a three-year period preceding this proposal had one or more public transactions (Federal, State or local) terminated for cause or default. Default If Vendor defaults on the resulting contract, after the designated Cure Period, the County may do one or more of the following: (A) Exercise any remedy provided by law; (B) Terminate the resulting contract and any related contracts or portions thereof; (C) Impose liquidated and other damages; or (D) Suspend vendor from receiving future solicitations. Equal Employment and Opportunity: Every contract or purchase order issued by the County is entered into under provisions requiring the contract, subcontractor or vendor not to discriminate against any employee or applicant for employment because of his/her race, religion, sex, RFP# 23-31 16 | P a g e color, national origin, height, weight, familial status, or disability that is unrelated to the individual’s ability to perform the duties of a particular job or position. Contractors and their subcontractors, as required by law, will not discriminate against the employee or applicant for employment with the respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly relating to employment, because of race, color, religion, national origin, familial status, age, sex, height, weight, or disability that is unrelated to the individual’s ability to perform the duties of a particular job or position. Breach of this covenant may be regarded as a material breach of the Contract. The Vendor will adhere to applicable Federal, State and local laws, ordinances, rules and regulations prohibiting discrimination. Force Majeure: Neither party to the resulting agreement will be held responsible for delay or default caused by fire, flood, civil disobedience, court order, labor dispute, acts of God and/or was which is beyond that party’s reasonable control. If either party is unable wholly or in part to carry out its obligations under any resulting agreement, then such party will give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event. Such non-performance will not constitute grounds for default. Insurance: Vendor will provide proof of the following coverages: worker’s compensation, employer’s liability, comprehensive general liability and if applicable, automobile, and professional malpractice. Coverage limits are to be statutory and if no statute is applicable, at least $1,000,000 per occurrence or claim and $2,000,000 aggregate. These limits may be provided in single layers or by combinations of primary and excess/umbrella policy layers. These coverages will protect the vendor, and County and their employees, agents, representatives, invitees, and subcontractors against claims arising out of work performed or products provided. The County and its elected officials, officers, employees, agents, and volunteers are to be additional insureds and a thirty-day notice is required to the County in the event of coverage termination. Iran Linked Business: Pursuant to State of Michigan, Iran Economic Sanctions Act, 2012 P.A. 517, MCL 129.311 seq., the Contractor certifies, under civil penalty or false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business.” RFP# 23-31 17 | P a g e Material Safety Data Sheets: All County purchases require a Material Safety Data Sheet (MSDS) where applicable in compliance with MIOSHA “Right to Know” Law. Vendor will forward all relevant Material Safety Data Sheets to the designated County Representative upon request. Payment Terms: Payment terms will be Net 30 unless otherwise mutually agreed upon by all parties. Right to Audit: The Vendor will maintain such financial records and other records as may be prescribed by Ottawa County or by applicable federal and state laws, rules, and regulations. The Vendor will retain these records for a minimum period of three years after final payment, or until they are audited by the County of Ottawa, whichever event occurs first. These records will be made available during the term of the contract and the subsequent three-year period for examination, transcription, and audit by Ottawa County, its designees or other authorized bodies. Safety: All Contractors and Subcontractors performing services for the County are required to and will comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all Contractors and Subcontractors will be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around work site area under this Contract. Tax Exempt Entity: The County is exempt from Federal Excise and State Sales Tax. Do not include such taxes in the proposal. The County will furnish the successful proposer with tax exemption certificate when requested. Warranty: Vendor warrants that the goods and/or services supplied will be good workmanship and material, free from defects, and if the intended use thereof is known to the seller, that they are suitable for the intended use. Awarded vendor will transfer all applicable manufacturer warranties to the County and agrees to coordinate all claims on the County’s behalf.