The vendor is required to provide a quality central reservation solution for the division.
- Important tools to help carry out this mission include 1) a robust central reservation system that provides real-time transactions and data flow, allowing for a reservation, transfer or cancellation of a facility (i.e. campsite, cabin, shelter, etc.) in multiple sales channels, and 2) an integrated retail point-of-sale (POS) system that contains a detailed inventory tracking mechanism and reporting functionality.
- Provide a single, real-time, web-based Solution with comprehensive capabilities to integrate agency functionality requirements and our customers’ service expectations into one positive interaction.
- Central Reservation System
• A web-based electronic centralized reservation system (CRS) for reserving campsites, cabins, shelters, etc.
• The CRS consists of three different sales channels known as the web (online), reservation phone line (or call center, formerly), and the field (in person at agency properties).
1. A central reservation system (CRS) component that seamlessly processes registrations, reservations, cancellations, and changes/transfers through an online customer-direct application, an over-the-phone/call center option, and in-person sales at agency properties.
2. A point-of-sale (POS) & inventory management (IM), (collectively POS/IM) component that seamlessly processes the sales, returns, and exchanges of trackable inventory through an online application, a contractor-managed over-the-phone option, and in-person sales at agency properties; note: agency will also consider solutions that offer POS and IM as separate, interfaced components.
3. A gift card program component that will fully integrate with or be absolved by a single agency agency-wide gift card program at some point in the future;  the solution should have the ability to sell, redeem, or refund gift cards by any payment method via any sales channel.
4. An event management component that can assign a unique umbrella identifier to an event or group with which all reservations, sales, recreation rentals, and other event- or group-related transactions may be tracked, invoiced, searched, and reported.
5. A venue and/or ticketing management component that allows for online and in-person booking of tickets with various pricing structures for tours, school groups, theater/amphitheater shows, and other events with a timed start and/or limited capacity;  an acceptable solution would track and report the ticketing inventory, recognize when a venue or tour time is sold out, and suggest or offer other available options to customers;  this component would also allow for a timed-entry daily entrance to be sold online in advance of arrival.
6. A time-managed recreation item rentals component that allows for time-slot management of hourly or daily rentals of boats, bicycles, skis, snowshoes, toboggans, and other recreational items online or in-person either through an advanced reservation or in real-time.
7. A customer self-service options component to register and pay for a campsite, cabin, or other facility rental, to purchase passes/permits or daily entrance for an agency property, and other possible functions; this option must include methods and functionality for real-time transactions, including payment collection, receipt distribution, and financial tracking and reporting.
8. A reward or loyalty (VIP) program component for customers that integrates with dollars spent across all aspects of agency business operations (e.g. park-operated gift shops, camping, equipment rental etc.) and automatically applies discounts or free items when established requirements have been met or available redemptions are claimed by the VIP customer.
- Event management component that will assign a unique umbrella identifier to an event or group with which all reservations, sales, recreation rentals, and other event- or group-related transactions may be tracked, invoiced, searched, and reported.
- Provide an integrated event management component to organize and coordinate all aspects of multi-faceted gatherings that occur on agency properties, including but not limited to corporate events, large meetings, weddings, fundraisers, special events, family reunions, etc.
- At minimum, event- or group-related information that is tracked and stored electronically using the unique group or event identifier shall include the following:
• All reservation numbers for campsites, shelters, and other facilities
• All related point-of-sale transaction numbers for transactions occurring before, during, or after the event
• All rentals of recreation items (e.g. boats, bicycles, etc.) occurring before or during the event
• All agency special event permits or vendor permits related to the event, including the special event application fee initially charged prior to the issuance of a permit.
- Event management shall include evaluation or scoring capabilities related to special event permits; functionality must be visible for agency staff with approved access and through administrative reporting under the assigned unique identifier for the group or event.
- Although reporting and analysis of event management shall be viewable through individual and event-wide transactions, the contractor will configure the solution to treat all revenue recording and reporting from the individual event transactions in the same way as non-event transactions.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: March 14, 2025