ADDENDUM No. #3. Recreation Operations Management Software

Transcription

1 ADDENDUM No. #3 Project Name: ITQ NO. Recreation Operations Management Software PR Date: May 2, 2014 Sent: Fax/ /webpage This addendum submission is issued to clarify, supplement and/or modify the previously issued Invitation to Quote Documents, and is hereby made part of the Documents. All requirements of the Documents not modified herein shall remain in full force and effect as originally set forth. It shall be the sole responsibility of the bidder to secure Addendums that may be issued for a specific solicitation. To help us formulate a more accurate price quote, grateful if we could receive answers to the following questions: Business Model Question #1: Do you prefer a subscription or per transaction model? If per transaction, are there any requirements on how quickly the funds have to be deposited into the bank (e.g. within 48 hours of the transaction)? Answer to Question #1: The City prefers a Subscription Model; however, the City will entertain all other options. Question #2: Do any organizations within your purview operate independently (e.g. share the same bank account for deposits, but require separate financial reports, separate security logins, etc.)? If so, how many separate organizations? Page 1 of 5

2 Answer to Question #2: No organization within Parks and Recreation operate independently and they currently share the same bank account. Once a system is selected, City Account Numbers will be determined and separate financial reports will be required. The number of accounts and Security logins will be determined at that time. Activities Question #3: Ballpark, how many activity registrations does the organization complete each year (e.g. 5,000, 20,000, 100,000+)? Answer to Question #3 The City estimates activity registrations to be less than 20,000 annually. Question #4: Ballpark, how many activities does the organization support? Answer to Question #4 The City estimates it supports less than 30 activities. Facilities Question #5: Ballpark, how many facility registrations does the organization complete each year? Answer to Question #5: The City estimates it supports less than 5,000 registrations annually. Question #6: Does the organization support multiple facilities? (e.g. is each recreation center considered to be 1 facility)? If multiple, how many? Answer to Question #6: Yes. The City supports 14 facilities, including a Senior Center, Community Center, Community Pool (coming soon), and 11 parks (both active and passive). Page 2 of 5

3 Question #7: Does the organization allow the public to register for facilities (e.g. reserve a ball field or picnic site online?). Answer to Question #8: Yes, the public can register onsite for facilities. The City plans to offer online registration at a later date. Question #9: Does the organization expect to enter the activities into the software or require an activity upload? Answer to Question #9: Both options will be required. The City expects to enter activities either into the software, or through an activity upload. Memberships Question #10: How many pools does the town support? How many members? Answer to Question #11 The City is currently building its first community pool. Since the pool is under construction, there are no current members. Question #12: How many members does your fitness center have each year? Do you require badge check in? If so, at how many locations (e.g. places where ID badges are scanned)? Do you require any pass fulfillment (e.g. beach badges)? Answer to Question #12: The City s fitness center has less than 200 members each year. Badge check in is required at one location; the Community Center Fitness Center. Pass fulfillment is not required. Page 3 of 5

4 POS/Concessions Question #13: Does your organization support on site concessions or product sales (e.g. pro shop, pool sales)? If so, how many locations will the Point of Sale service be used (e.g. 3 rec centers, 2 pools)? Answer to Question #13 The City does not support on site concessions or product sales. Future plans are to have this service at 4 locations: Community Center, Community Pool, Palmer Park Concession Stand, and Dante Fascell Tennis Pro Shop. Before/After Care/Tuition Management Question #14: Does your organization allow partial payments of fees for before and after care programs? Answer to Question #14 Yes, the City allows for partial payment of fees. E-Commerce Question #15: Does the organization use one or multiple bank accounts to deposit funds into? If multiple, how many (e.g. is the pool required to operate independently)? Does the organization accept credit cards today? If so, what merchant bank and gateway provider do you use? How does your organization pay for credit card fees today? Answer to Question #16: The City deposits funds into one bank account, but the funds are segregated by fund account number in the City s Adopted Budget. The City does not accept credit cards nor do we pay credit card fees. Training Question #17: Does the organization prefer in person training, web-based training via GoToMeeting or a combination? Capturepoint employs a session based train-the-trainer model. We train up to 5 people/service/session for no additional cost. How many people are required to be trained? Is the vendor expected to be onsite for anything other than training (e.g. launch)? Page 4 of 5

5 Answer to Question #17: Please refer to Scope of Services. The City estimates less than 10 staff members will require training. The awarded vendor is not expected to be onsite for any other requirements other than training. Data Migration Question #17: Does the organization require any data migration? If so, what software would we be migrating from? What type of data migration is required? Family and Individual Data Family, Individual and Transactional (up to 1 year of registration history) Answer to Question #17: The City does not require any data migration; there is currently no software to migrate from. IT SHALL BE THE SOLE RESPONSIBILITY OF THE BIDDER TO SECURE ADDENDUMS THAT MAY BE ISSUED FOR A SPECIFIC SOLICITATION. Page 5 of 5