Request for Information for a Point of Sale System RFI No.: 2016033C REQUEST FOR INFORMATION (RFI) POINT OF SALE SYSTEM DEP Solicitation Number: 2016033C Pursuant to s. 287.012 (22), Florida Statutes (F.S.), the Florida Department of Environmental Protection (DEP) is requesting information from qualified vendors concerning certain commodities and services. Please note that under Section 287.012, (22) F.S., responses to this request are not offers and may not be accepted by the Department to form a binding contract. DEP is issuing a Request for Information (hereinafter an RFI ) to seek responses from interested parties relating to acquiring a point of sale system for Florida State Parks. Interested parties can view and download this Request for Information from the Vendor Bid System (VBS) website at http://www.myflorida.com/apps/vbs/vbs_www.main_menu. Once at this site, the steps listed below should be followed to access the VBS. Click on Search Advertisements Under the Agency search field, select the Department of Environmental Protection and scroll to the bottom of the page and click Advertisement Search A list of all advertisements posted for DEP will be displayed Click on the applicable RFI number DEP RFI No. 2016033C Page 1 of 8
TABLE OF CONTENTS SCHEDULE OF EVENTS... 3 Section 1. 00 INTRODUCTION... 4 1.01. Purpose and Scope.... 4 1.02. Procurement Officer.... 4 1.03. Questions.... 4 1.04. Addenda.... 4 1.05. Submittal of Response.... 4 1.06. Response Instructions.... 5 1.07. Public Records... 5 SECTION 2.00 TECHNICAL REQUIREMENTS... 6 2.01. Background.... 6 2.02. Overview.... 6 2.03. Identified POS Functionality.... 6 2.04. Response... 7 DEP RFI No. 2016033C Page 2 of 8
SCHEDULE OF EVENTS DATES EVENTS METHOD Monday, February 8 th, 2016 Tuesday, February 16, 2016, 3:00 PM ET RFI Advertised Questions must be submitted via Email Vendor Bid System http://www.myflorida.com/apps/vbs/vbs_www.main_ menu Procurement Contact: Florida Department of Environmental Protection Fran Spivey, Procurement Officer Procurement Section, Room 215L 3800 Commonwealth Blvd, MS93 Tallahassee, FL 32399-3000 Fax: (850) 245-2412 E-mail: Fran.Spivey@dep.state.fl.us On or about, Friday, February 19 th, 2016 Thursday, February 25 th, 2016, 3:00 PM ET Answers to Questions Posted Response Due Vendor Bid System http://www.myflorida.com/apps/vbs/vbs_www.main_ menu Response must be submitted via email: Email: Fran.Spivey@dep.state.fl.us Florida Department of Environmental Protection Fran Spivey, Procurement Officer RFI NUMBER MUST BE INSERTED IN THE SUBJECT LINE OF YOUR EMAIL Remainder of Page Intentionally Left Blank DEP RFI No. 2016033C Page 3 of 8
Section 1. 00 INTRODUCTION 1.01. Purpose and Scope. The Florida Department of Environment Protection (DEP) is requesting information from qualified vendors with proven, verifiable and documented expertise in developing and implementing an enterprise-level Point of Sale System (POS). The purpose of this Request for Information (RFI) is for planning purposes only. THIS IS NOT A REQUEST FOR COMPETITIVE BIDS OR A REQUEST FOR PROPOSALS, AND NO CONTRACT WILL BE AWARDED IN RESPONSE TO SUBMISSIONS. If, as a result of the RFI, the DEP decides to pursue contract(s) to provide any of the services mentioned, and vendors capable of providing such services are identified, then a competitive procurement package will be developed and issued at a later date. 1.02. Procurement Officer. Fran Spivey, Procurement Officer Procurement Section, Carr Building, Room 215L Florida Department of Environmental Protection 3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000 Telephone Number: (850) 245-2372 Email: Fran.Spivey@dep.state.fl.us 1.03. Questions. Information will not be provided by telephone. The Procurement Officer shall not be bound by any verbal information or by any written information that is not contained within the RFI documents or formally noticed and issued by the DEP Procurement Section. Any questions from vendors concerning this RFI shall be submitted in writing, identifying the submitter and RFI number, to the Procurement Officer no later than the time and date specified in the Schedule of Events. No interpretation shall be considered binding unless provided in writing by the DEP in response to a request in full compliance with this provision. E-mail inquiries are preferred. All questions and answers will be posted on the Vendor Bid System (VBS). It is the Vendor s responsibility to periodically check the VBS. The DEP bears no responsibility for any delays, or resulting impacts, associated with a Vendor s failure to obtain the information made available through the VBS. 1.04. Addenda. If DEP finds it necessary to supplement, modify, or interpret any portion of the RFI documents, a written Addendum will be posted on the VBS. It is the responsibility of the Vendor to be aware of any Addenda that might have a bearing on their response. 1.05. Submittal of Response. Responses are due in accordance with VBS and the Schedule of Events. Vendors responses must be in writing, and submitted electronically via email. Responses must be emailed to the Procurement Officer identified in Section 1.02. Once received, all RFI responses and attachments shall become the exclusive property of DEP and will not be returned. The DEP is not liable for any of the costs incurred by the Vendor in preparing and submitting a response. The response package must contain a title page including the below contact information: Vendor/Company Name; Contact Name and Title; Address; and Phone Number, Fax Number and email address DEP RFI No. 2016033C Page 4 of 8
In an effort to ensure a clear understanding of the products and services in relation to DEP s requirements, DEP may request system demonstrations. These demonstrations will be at DEP s discretion and at no cost to DEP. If a demonstration is requested, this will be noticed as a public meeting in the Florida Administrative Register. There will be no negotiations or discussions of subsequent procurement during these meetings. 1.06. Response Instructions. Providers are asked to address the items listed in Section 2.00 Technical Requirements as completely and succinctly as possible. Email the completed Response to the Procurement Officer (Section 1.02) by the time and date specified in the Schedule of Events. The naming convention for the subject line within your email is: Subject Line: Your Company Name DEP RFI No. 2016033C 1.07. Public Records. Any material submitted in response to this RFI will become a public record pursuant to Chapter 119, Florida Statutes, when the DEP opens the responses. Any claim of confidentiality is waived upon submission, unless addressed as set forth below. Disclosure and Ownership of Response Contents: A Vendor s response to this RFI shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of Chapter 119, Florida Statutes. All information in a Vendor s response (including, without limitation, technical and price information) will be a matter of public record, subject to the provisions of Florida s Public Records Act, Chapter 119, Florida Statutes, regardless of copyright status. Submission of a response to this RFI shall constitute a waiver of any copyright protection which might otherwise apply to DEP s production, disclosure, inspection and copying of such response and contract, or any part thereof, except those parts asserted to be exempt under Chapter 119, Florida Statutes. The response, upon submission shall be the property of DEP (except those parts asserted to be exempt in the manner set forth below), and DEP, in its sole discretion, shall have the right to use, reproduce, and disseminate the response. DEP reserves the right to use any and all information contained in a response received to this RFI. Any content submitted to DEP which is asserted to be exempt under Chapter 119, Florida Statutes, shall be set forth on a page or pages separate from the rest of the response, and clearly marked exempt, confidential, or trade secret (as applicable), with the statutory basis for such claim of exemption, confidentiality, or trade secret specifically identified in writing on each and every such page. Failure to segregate and so identify any such content shall constitute a waiver of any claimed exemption, confidentiality, or trade secret as applied to the portion of the response or other document in which the content is set forth. Per Section 287.012(22), Florida Statutes, Responses to these requests are not offers and may not be accepted by the agency to form a binding contract. Vendors submitting information to this RFI are not prohibited from responding to any related subsequent solicitation. DEP reserves the right to use or reject any information supplied in response to this RFI. DEP RFI No. 2016033C Page 5 of 8
SECTION 2.00 TECHNICAL REQUIREMENTS 2.01. Background. Florida s 174 state parks and trails do not currently have a statewide (enterprise-level) POS System. Payment processing is currently performed through a combination of the following: An active internet system (on-line reservations and payment processing for overnight accommodations and limited POS transactions), Cash registers at physical locations in the state parks, A variety of personal computer based devices, A standard State contract for credit card terminals, On-site Park Ranger support for manual documentation of transactions, and in some instances, Self-service transactions in unattended Iron Ranger drop boxes. Training, inventory management, user demographics, patterns of use, performance, seasonality, efficient reporting and centralized monitoring are significant challenges for the current disjointed systems. POS solution services are available at nearly all commercial facilities throughout the country and Florida State Park s goal is to be current with the technology. 2.02. Overview. The DEP is interested in obtaining a POS solution that standardizes the various methods of payment processing, which will interfaces with their current reservation system, and can be integrated with DEP systems for mobile devices and personal computer dashboard reporting, and management. Florida State Park s various functions to be supported by the new POS include, but are not limited to, visitor gate admission/vehicle check-in, camper check-in, souvenir sales, tour sales, rentals and annual entrance pass sales. Primary goals in the decision-making for choosing the new POS system are: a consistent POS approach across all parks; ability to track visitor demographics and use patterns; and to improve accuracy in data quality, revenue collection and reporting. The POS system must be compatible with web-based technology and interfacing; able to operate in a variety of internet environments; able to operate in a variety of internet communication standards including cellular, dial-up and broadband connections; and provide technical and/or customer support for desktop as well as mobile devices. The POS system must allow connectivity/integration with other applicable Department and State enterprise systems and databases. 2.03. Identified POS Functionality. The POS system should provide the following functions in an easy-to-use and highly accessible format. DEP is open to additional proposed functionality which will support Department goals. Function Required Optional Set-up capability at approximately 100 locations (some locations may require multiple systems). Includes all system-related hardware (touch-screen monitors, receipt printers, barcode scanners, cash drawers, peripherals such as keyboard, mouse, etc.). Provides equipment solutions for countertop as well as mobile applications, including mobile print capability. DEP RFI No. 2016033C Page 6 of 8
Accepts and electronically processes debit and credit card payments for all services currently provided at Florida State Parks. Selectively produces paper or electronic receipts for purchases. Integrates with current contract vendors. Integrates with State Finance and Accounting systems including but not limited to the Cash Receiving Application (CRA) and Enterprise Self-Service Authorization (ESSA) to facilitate State reimbursement for received payments. These system technologies include Oracle Forms, Java and Oracle database management systems. Provides real time and regular batch reporting on activity, including but not limited to device, user, facility, District and State. Performs entry ticket sales in a high-sales volume environment. Captures visitor data for location, activity, revenue, demographics, etc. Provides real-time dashboard data by Park/District/State to review all metrics (revenue, attendance, annual pass use, etc.). Complies with Payment Card Industry Data Security Standards (PCI/DSS). Supports data modeling for audit and abuse prevention services. Provides solutions in a variety of communications environments, including broadband, dial up and cellular. Supports annual transaction volumes associated with over 31,000,000 park visitors and $64,000,000 in revenue. Provides sufficient capacity for growth of at least 10% annually. Allows for expanded point of sale product sales and tracking such as various annual pass programs, passports, etc. Provides configurable reports. Provides option for read-only access. Ability to be configured to meet DEP's current and projected needs. If the system has unneeded features, it should not significantly affect the cost or usability of the system. Ability to create customer profiles for email notifications. Supports self-service functions (automated kiosks to collect entrance fees, selfcamping check-in/registration, parking meters, etc.). 2.04. Response. The DEP is interested in obtaining feedback related to POS Systems that would support the business needs of Florida State Parks. We are interested in hearing only from vendors with proven, verifiable and documented expertise in implementing enterprise-level POS Systems. The DEP is solely interested in hearing from vendors who have extensive expertise in this area, and we ask that all responses to this RFI contain the following information at a minimum: 1. A primary contact person regarding the RFI submission. Please include the following: Name, Email Address, Phone Number and Title or Role within the Company. 2. The vendor solution(s) approach(es) and recommendations on POS as it relates to the above requirements. 3. Any risks or considerations associated with implementing and managing a POS such as the one described. This includes but is not limited to security related issues. 4. Describe the technical requirements for the proposed solutions. 5. Describe where/how Florida State Park s data will be hosted, accessed, managed and protected. 6. Any testing products the vendor wishes to present as part of a recommended solution. DEP RFI No. 2016033C Page 7 of 8
7. Additional information a vendors may include in order to meet DEP s requirements, or pertinent information that DEP should consider, including relevant topics that were not specifically described in this RFI. 8. Estimated cost for the proposed approach/service/software. Please include in your estimated cost, as applicable; Support/Annual Maintenance Rates, Licensing Cost, Upgrades per Year, Third-Party Licenses, Migration Service Fees, estimated hardware purchase costs, and hardware refresh cycles and costs. (Include purchase versus service pricing where applicable). The figures provided are not binding to the company. These costs will assist DEP in developing our initial strategy, planning and budget for purchase of this technology solution, related services, and desirable options. 9. Describe the proposed solution s functionality to include hardware and software options/combinations to serve the various POS functions that could be utilized throughout Florida State Parks (examples include but are not limited to visitor gate admission/vehicle check-in, camper check-in, souvenir sales, tour sales, rentals, annual entrance pass sales). 10. Describe the proposed solution s functionality to include processing and reporting for POS functions. 11. Describe technical and customer support capabilities of proposed solution. 12. Provide detailed information about vendor s relevant areas of expertise. 13. Provide a brief vendor s history including length of time in business. 14. Provide specific descriptions of similar projects and experiences, customer examples and case studies. Please include other State, County or Municipal governmental entities for which you have performed similar services consistent with the content of this RFI, and provide a summary of the services provided and results achieved, including cost/benefit and timeframes. Experience with the federal government may also be included. 15. Relevant white papers. Remainder of Page Intentionally Left Blank DEP RFI No. 2016033C Page 8 of 8