Request for Information RFI/FFS-14/15-68 Due Date: 1 of 7 Request for Information RFI/FFS-14/15-68 Due Date: JUNE 18, 2015 @ 2:00 p.m. THIS IS NOT A REQUEST FOR COMPETETIVE BID OR

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Page 1 of 7 Request for Information RFI/FFS-14/15-68 Due Date: JUNE 18, 2015 @ 2:00 p.m. THIS IS NOT A REQUEST FOR COMPETETIVE BID OR REQUEST FOR PROPOSAL AND NO CONTRACT WILL BE AWARDED IN RESPONSE TO SUBMISSIONS. The Florida Department of Agriculture and Consumer Services, Florida Forest Service (Department), hereby releases this Request for Information (RFI) to collect information, options and solutions to establish and support a web based on-line reservation and payment system (camping, stalls, pavilions and lodges). This system shall be completely outsourced to include accepting on-line reservations; receipt and accountability for funds received and hosting of the data. An option would be to include a telephone support call center. The Department requests to have this system fully operational on or before June 30, 2016. Pursuant to Section 287.012(21), Florida Statutes, the Department is requesting information from qualified vendors concerning certain services. Please note that under Chapter 287.012(21), Florida Statutes, responses to this request are not offers and may not be accepted by the Department to form a binding contract. The vendor is expected to provide a real-time system to allow state forest users the ability to reserve and pay for specific state forest facilities via the internet. The system will also allow Florida Forest Service (FFS) staff administrative functions to update site information, accept reservations and print reports. Basic Requirements System must be intuitive and easy to use. System must require a user ID/password for making or viewing a reservation already made. The system must have a password retrieval method. Each user ID must be unique. Each user ID and password must have at least eight (8) characters. System must be able to display and update data in real time - twenty-four (24) hours a day, seven (7) days a week, 365 days a year. o Downtime is limited to a maximum of two (2) hours per month during off-peak hours, and maintenance must be coordinated with FFS staff at least 2 weeks in advance of downtime. o FFS staff must be notified of any downtime. o Vendor must provide a technical support hotline twenty-four (24) hours a day, seven (7) days a week, 365 days a year. Page 2 of 7 System must be fast, even in times of heavy use, and be able to process hundreds of transactions simultaneously. Existing FFS data must be migrated and integrated into new system from spreadsheets provided by FFS. Vendor will provide format. System must be tablet and smart phone friendly for iOS and Android as well as Windo ws based technolo gy. Browsers supported must include IE (9.0 and above), Safari (5.0 or higher), Firefox (18 or higher), Opera (12 and higher) and Chrome (22 or higher). The web site must be available in English, Spanish and French. All web pages must have a descriptive Help function available in 3 languages. The website must be Americans with Disabilities Act (ADA) compliant. All data transfer must be secure and encrypted. System must include an audit trail history table for each table in the system and track all changes made within the system. The history must include date and time of changes plus user ID of the person making the changes. A robust data backup must be available in order to allow the system to be re-built in four hours or less, including holidays and weekends. Backups should run in real time. Backup media must be kept at a secure location off-site. At the end of a contract, vendor must make all data available to FFS in a format that can be loaded into SQL Server 2012 or higher. Vendor must provide data dictionary for each table item and entity relationship diagram of the file system. All custom written code for FFS belongs to the state of Florida and must be made available when requested. Reservations and Sales Processing Reservations must be able to be made, viewed, changed or cancelled via the website by customers or through a Department administrative function. Refunds for cancellation must go through Department processing and shall not be handled through this system. The system must provide record locking, allowing simultaneous user access but preventing double bookings. Site availability must be able to be searched with the criteria listed below. Result of a search must display the state forest name, recreation area name, camping area or campground and sites in easy to read format. At a minimum, searches must include the ability to combine criteria: o Amenities; o Activities; o Pets restrictions; o Date range availability (month, day and year); o Site type. Reservations made on-line by customers must be paid for with a credit/debit card at the time the site is reserved. Card numbers must not be stored in the system. Department staff will have the ability to make a reservation on a customers behalf. Payment types allowed in person shall be check, cash or swipe terminal for credit/debit card. Payment, if required for the site, can be deferred administratively. All credit or debit card processing must be compliant with the state of Florida and the F lo r ida Department of Agriculture and Consumer Services requirements and integrated into the Bank of America electronic payment system. Specific requirements will be provided by the Departments Bureau of Finance and Accounting. Customer information must include but be not limited to: o Contact name: first, middle initial, last, title; o Phone numbers: mobile, home, business, other; Page 3 of 7 o Email address; o Mailing address; o Billing address for card transactions; o Company or group name (for group camp or lodge booking); o Preferred method of contact; o Age 65 or older (optional for discount); o 100% disabled (optional for discount). Specific rental unit or site information must be included. See types listed in the types of rentals paragraph for variable information that must be available for each unit. Each site, regardless of type, must have but is not limited to the following: o Location - state forest, recreation area, camping area; o Type of rental as listed in the Types of Rentals paragraph below; o Site or unit number; o Maximum number of vehicles allowed; o Maximum number of people allowed; o Pets allowed or not; o Percent of shade; o Type of view: lake, woods, etc.; o ADA accessible; o Distance to bathroom; o Distance to shower; o Water available on-site or communal water (if communal water, distance to water and whether it is potable or not); o Electric, if available, and include amperage; o Check-in time and check-in instructions; o Check-out time and check-out instructions; o Site photo; o Additional notes. Camping area information must include but is not limited to: o State forest name and general location information; o State forest activities; o Recreation area name and general description; o Recreation area amenities that are not site specific; o FFS site specific contact person/office and phone number for website display; o Map of camping area, description, location, access; o Gate code required for entry or not (if gate code is required, list instructions for obtaining code). Types of rentals will determine variable information (attributes) displayed for each site and the costs to reserve associated with each site. Below is a preliminary list of types of site. The vendor must provide options for additional types. o Recreational Vehicle (RV) or tent site. Maximum vehicle size; Driveway length; Driveway width; Pad (if any) width and type of base; Back-in, pull-in or pull-through access; Dump station availability and distance to the dump station; Daily reservation fee based on site attributes (examples) : o Site has electric and water; o Reduced rate for aged 65 or older/100% disabled for electric/water; o Site has water only; Page 4 of 7 o Reduced rate for aged 65 or older/100% disabled for electric/water; o Site has neither water nor electricity. o Tent only site. Distance to site from road; Daily reservation fee based on site attributes (examples): o Site has electric and water; o Reduced rate for aged 65 or older/100% disabled for electric/water; o Site has water only; o Reduced rate for aged 65 or older/100% disabled for electric/water; o Site has neither water nor electricity. o Pavilion or dining hall. Distance to site from road; Reservation fee - include processing logic to vary fee by number of people on site; Specific clean up requirements; If only available to campers with a reservation at the camping area, system hould cross-check that the camping reservation exists. o Youth group camping. Daily reservation fee - include processing logic to vary fee by number of people on site (examples): o Minimum charge up to 10 campers; o Per person charge over 10; o Extra vehicle charge. Description and requirements. o Equestrian and other camping area. Daily reservation fee for camping based on site attributes (examples): o Site has electric and water; o Reduced rate for aged 65 or older/100% disabled for electric/water; o Site has water only; o Reduced rate for aged 65 or older/100% disabled for electric/water; o Site has neither water nor electricity. Map of horse stalls and paddock areas for stall selection; Note requirements for current negative Coggins test; Description areas for requirements for helmet use or other safety features; Number of stalls required - include processing for reserving stalls if a stallion is to be boarded or if the horse requires a large stall. o Stall fee per day. o Hunt Camp. Annual seasons and permit instructions; Reservation fee for camping - include processing for season and type of hunting. Reservation Information. System must provide a confirmation screen with reservation details and price before finalizing reservation. Fees are automatically calculated with a break-out of state and local tax. Customer can cancel before completion of the reservation process. Site is considered reserved only after customer submits payment or Department staff administratively flags site as reserved. Site is marked as unavailable for the dates reserved and paid for. Page 5 of 7 o Site number; o State Forest; o Recreation area; o Customer number; o Occupant name; o Event name, if part of an event; o Dates from arrival to check-out; o Amount paid; o Type of payment such as check, credit/debit card or cash; o Amount due; o If equestrian reservation, require acknowledgment that horse must have negative Coggins test; o Require acknowledgement of site rules; o Provide print-out for the dashboard and provide ability for customer to re-print; o Provide ability to print-out directions; o Provide ability to print-out specific information about site. Administrative roles and functions Super administrator role must have the ability to assign other roles to Department staff, update data to correct errors, add new information, make data inactive/invisible and act as point of contact for vendor. A user manual must be available to describe administrative functions. Must have all subordinate rights. Secondary administrator role will have the ability to update site descriptions, make reservations on behalf of customers and accept payment for those reservations. An administrator may have roles in multiple forests as assigned by the super administrator; must have all subordinate rights. Field administrator role will have the ability to make reservations on behalf of customers and accept payment for those reservations; must have all subordinate rights. Staff administrator will have the ability to view standard reports and create ad hoc reports as needed; must have all subordinate rights. Standard reports must be available in summary and detail; Reporting system must have the ability to export data to other software such as Microsoft Word or Excel; Standard reports must include the ability to select and summarize by date range, recreation area, camping area and state forest. View only administrator. Responses Responses should include the two (2) total cost estimates to initiate the on-line reservation and payment program to include all requested services and functionality outlined. Costs should include: Estimate 1 Development and implementation of a system for: o 5 state forests; o 650 reservable sites; o 16,000 reservations. Hosting the data; Any hardware/software required; All licensing; Hosting the site; Page 6 of 7 Re-occurring annual cost for the program must also be included; Payment options. Estimate 2 Development and implementation of a system for: o 35 state forests; o 850 reservable sites; o 20,000 reservations. Hosting the data; Any hardware/software required; All licensing; Hosting the site; Re-occurring annual cost for the program must also be included; Payment options. Optional cost estimate would include a call center for providing phone support. Vendor must provide details on call center set-up costs, requirements and all recurring costs. General Terms and Conditions 1. This is a RFI only and should not be construed as an intent, commitment or promise to purchase any of the proposed services presented by vendors. 2. The Department will not be obligated to any vendor as a result of this RFI. The Department is not obligated for any cost incurred by vendors in the preparation of their response to this RFI. The Department will not pay for any information herein requested nor be liable for any costs incurred by the vendor. For economy of presentation, special bindings, colored displays, promotional materials and the like are not required, but if they are presented, the Department will not be responsible for this cost. 3. This RFI is being submitted strictly for the purpose of gaining knowledge of services available on the market for the provision of these services, related services and options available. 4. The vendor is required to provide prices or cost estimates for any solutions proposed. The figures provided are not binding to the company. 5. The pricing and costs will assist the Department in developing our initial strategy and planning for these services, related services and desirable options. 6. From the information collected through this RFI, the Department will review all information and options related to the services and desirable options. 7. All information obtained shall become the property of the Department, upon receipt, and will not be returned. The Department cannot guarantee that it will not be compelled to disclose all or part of any public record under the Florida Sunshine Law. 8. The Department also invites vendors to submit any pertinent information that the Department should consider, including topics that were not included in this RFI. Page 7 of 7 9. The Department requests that all vendors submit replies that are short, clear, concise and complete. Schedule of Events A. Listed below are the important actions and dates/times by which the actions must be taken or completed. If the Department finds it necessary to change any of these fixed dates/times, an addendum will be issued. Date/Time Activity May 21, 2015 RFI advertised and released. June 4, 2015 Written questions due to Department's Purchasing Director by 3:00 P.M. Questions can be faxed to (850) 617-7190, or emailed to Vianka.Colin@FreshFromFlorida.com. No questions will be received after this date. June 9, 2015 The Department's written response to any questions reviewed will be posted as an addendum. June 18, 2015 @ 2:00 p.m. Responses to the RFI must be received by the Department by this date and time. Responses will be opened at the Department's Purchasing Office, SB-8, Mayo Building, 407 South Calhoun Street, Tallahassee, Florida, 32399-0800. B. Number of Copies One (1) original and five (5) duplicate copies of the response must be completed and submitted to the purchasing office in accordance with the response deadlines stated herein. The original must contain an original signature of an official of the potential service provider who is authorized to bind the service provider to the response (in blue ink). NOTE: Responses are due by June 18, 2015 @ 2:00 p.m. at the following location: Florida Department of Agriculture and Consumer Services Attention: Vianka Colin, Purchasing Director SB-8, Mayo Building 407 South Calhoun Street Tallahassee, Florida, 32399-0800

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