Enterprise Park Management System

The Vendor is required to provide and maintain an all-inclusive solution for an enterprise park management system including the ability for the public to make online reservations.
- The system will provide the ability to at least manage park facilities, permits and fees, and to accurately report revenue.
- System include:
•    Web-based system
•    Software allows future creation of county mobile application(s)
•    Guest and admin users shall use nearly any browser on a pc, laptop, tablet, cellular device to complete transactions easily
•    Guest and agency user websites able to function on lower bandwidths as needed (many parks have cellular hotspots as their primary internet provider due to remote locations)
•    Guest websites, receipts, notifications bilingual English or Spanish based on language preference 
•    The parks reservation system shall include a robust, secure, and scalable database solution to support all operational, administrative, and analytical functions of the platform. 
•    The database must ensure high availability, data integrity, and compliance with applicable public sector data governance standards.
•    The database shall be capable of storing and managing all core information related to the system. 
•    This includes data on park facilities and locations, reservation and booking histories, customer profiles (including contact information and preferences), payment and transaction records, event scheduling and permits, and resource availability such as campsites, picnic areas, and equipment.
•    The database should enable robust reporting and analytics capabilities, offering standard operational dashboards and customizable reporting for internal use. 
•    Scheduled data exports should be available to support regulatory reporting, internal audits, and public transparency requirements.
•    Guest and admin users shall self-reset password by email, security questions, or text reset 
•    Admin users shall create, edit, or cancel reservations on behalf of guest (to facilitate good guest service and when guest is not near computer)
•    All system queries shall be transformed into a report and all reports available in csv, MS excel, or pdf
•    Ability to create and send customized post-visit guest surveys for all transaction types
•    Surveys sent by email and/or text
•    Surveys include multiple choice questions
•    Survey questions customizable by visit (camping/day pass/etc.)
•    Survey optional free text comments section to allow more feedback from guests
•    Survey reporting capturing guest survey response data by park, type of visit, date range, etc. 
•    Notifications:  all reservations transactions notify guest, agency parks email, appropriate park supervisor/maintenance staff (or appropriate park’s shared onsite email account) to allow for onsite staff to prepare before guests arrive for their reservations
•    Notifications:  additions, modifications, or cancellations create updated notification to all parties listed above
•    Notification emails that “bounce” on guest or admin side generate a notification to agency parks so the problem shall be resolved w/the invalid email address
•    Accepts cash, check, credit card, EBT debit card as forms of payment in all modules interchangeably 
•    The app includes a PCI compliant shopping cart and payment page that is hosted by the vendor, or the ability to integrate with county's payment platform (via API, URL redirect, or iframe).
•    Ability to integrate with pay applications and take payment via apps such as apple pay, google pay, venmo, cashapp, zelle, Facebook pay, etc.)
•    All modules contain optional internal and external note field (per transaction/reservation) that’s associated with guest (organization or individual) making the transaction
•    All modules allow guest or admin users to make multiple reservations in one single transaction 
•    System allows multiple parks, multiple days, etc. In single transaction even between modules
•    Reporting later breaks down single transaction into the individual items purchased/reserved
•    Admin users with permissions shall waive booking fees if deemed appropriate across all modules
•    Admin users and guests always provided final review screen before processing transactions
•    Able to correct errors before submitting w/out having to start the entire process over
•    Undo/cancel link explains how to cancel reservation after submitted
•    Email sent to county parks and guest any time corrections to submitted transactions occur 
•    Vendor/system is PCI compliant and can provide county it security an attestation of compliance 
•    Vendor provides support live or via phone m-f business hours (to 9pm) and sat/sun 8am-9pm
•    Vendor provides training (preferably online w/reference docs) for new hires and ongoing changes
•    Online trainings have lower bandwidth options available (some parks have cell hotspot connections)
•    Vendor provides system set-up/Config assistance and training to system admins to ensure timely go-live
•    Role-based permissions for 30-40 staff with various roles and capabilities 
•    Role-based permissions:  all functions in EPMS shall be allowed or restricted by a user’s permission levels and park(s) where they normally work or fill in when necessary
•    Rold-based permissions:  some or all admin, supervisors, and cashiers able to create reservations (on-spot) on behalf of guests when necessary for good guest service and allow web payment via “shopping cart”
•    Guest DB o includes up-to-date guest contact info (email, phone, name, address, company/group affiliation)
•    Guest DB o field captures residency county co or non- county co is stored (can charge different fee based on county)
•    Guest DB field captures if organization is non-profit, admins must verify 501c3 certificate submitted by guest 
•    Guest DB - admin adds valid date for that certificates in guests account record (verification mandatory)
•    Guest DB - EPMS must allow for certain usage fees to be waived for verified non-profits with 501c3
•    Primary guest language field (ENG-span) auto-toggles system and notification/receipt language
•    Able to store main contact as an organization (ex:  town little league) and include individual people as related sub-contacts who reserve/purchase on behalf of that organization
•    Displays complete booking, purchase, payment, refund, cancellation, and credits issues history 
•    Processes refunds and tracks guest credit for future use due to refund, raincheck, or overpay 
•    Guest sees credits and payments due whenever logging into account
•    Displays all guest transaction history and can split all transactions by sub-activity, event, facility location, facility type, specific date or date ranges, comparison of guest use between two date ranges, payment method, etc.
•    Includes view of all activities/events in a specific park or facility with multiple filter options
•    System allows admins to toggle all transaction types either to require pre-payment before reservation processed or to allow reservation with payment processing only after guest arrives at park
•    All reports display day use or annual permit descriptions and real-time sales counts by day, week, month, year and per park/per cashier with transaction totals by payment type
•    Finance and park booth staff able to self-generate reports needed to make own deposits daily
•    Fraud-reduction measures such as limiting receipt reprints
•    Limits reprints to predetermined role-based permission groups
•    Requires cashiers to enter reason for all receipt reprints
•    Stores receipt reprint data in POS with reports showing totals by cashier, park, etc. 
•    EPMS able to charge, collect, and report sales tax collected
•    Ability to categorize add-on goods/services as taxable or non-taxable (ice, charcoal, water, etc.)

- Contract Period/Term: 1 year
- Pre-bid Conference Date: September 18, 2025
- Questions/Inquires Deadline: September 29, 2025