Campground Reservations and Management Software

The vendor is required to provide campground reservations and management software solution is solely for reservations at idema explorers camp, but it may be expanded to other locations in future years.
- Reporting capability
•    Ability to send automated communication to staff and customers (email, SMS, Microsoft teams, or other supported channels)
•    Ability to run occupancy reports for custom date ranges and facility types while filtering out holds and internal reservations
•    Ability to show real-time sales and run end-of-day sales reports at an individual clerk level
•    Real-time inventory control and reporting capability
•    Ability to run an arrival and departure report for adjustable date ranges
•    Ability to track and control inventory
•    Built-in reporting and analytics tools, including customizable dashboards by the user role
•    Export capabilities to csv, excel, and pdf
- Financial capability
•    Ability to operate on an accrual-based accounting system
•    Ability to collect and account for sales tax and CVB assessments for individual site types and pos items
•    Point of sale system that can accept cash, check, and card payments
•    Ability of the credit card processing system to work directly in the system with or without a physical terminal
•    A system that can integrate with credit card processing companies that meet PCI compliance and can integrate payments with bank.
•    The ability to use dynamic pricing and allow for custom pricing ranges
•    The ability to charge various rental prices based on day of the week, time of the year, and predetermined holidays
•    The ability to automatically recalculate charges when reservation adjustments are made by staff or customers
•    Ability to not require customers to pay a site lock fee to pick a specific site
- Administrative
•    The ability to sign a contract between the county, the software company, and the credit card processing vendor
•    Ability to allow custom rules establishing minimum and maximum night rules for reservations
•    Ability to require customers to sign off on the terms and conditions document before checking in
•    ability to provide role-based access control for administrators, staff, and customers, with audit trails of user actions
•    Ability to have software support available to the county for no or minimal cost
•    Single sign-on (SSO) integration with active directory, azure ad, or other authentication providers
•    Secure separation between public access and internal staff access
- Collaboration
•    Ability to integrate with one or more well-established online vacation rental systems
•    Ability to prevent double bookings when customers book through multiple platforms
•    Ability to turn additional collaboration on and off in the system
•    Compatibility with existing billing and financial systems
o    Tyler cashiering
o    Munis ERP system
•     Ability to support .csv and text export and provide API support for future integrations
- System startup
•    Appoint a single person to lead the setup with county staff
•    Import any future reservations, fees, and charges from the existing reservation system to the new system
•    Set up custom pos and reservation systems
o    County will provide a list of prices and rules
•    Provide comprehensive software training to front-line and administrative park staff
•    Set up the requested automated reporting before launch
•    Work directly with county it, treasurer's office, finance department, and other necessary departments to run through setup and final testing before launch
•    Provide immediate customer assistance via phone during the first week of software launch
•    Assist county with setup and testing of any direct integration with other online platforms
•    Work directly with credit card processors, county treasurer, and park staff to roll out and test the credit card system prior to launch.
- Preferred options
1. Marketing
•    A software that has a robust user base
•    A software that offers an app option for campers
•    A software that actively promotes its camping and lodging partners in one or more of the following ways:
o    Digital advertising on vendors' online system
o    Social media marketing through the vendor's social media channels
o    Direct marketing through blogs, articles, and other digital or print media
o    Use of influencers to promote partner locations
o    Geofencing capability
2. Additional features
•    Ability to offer rolling reservation windows
•    Ability to collect and refund security deposits
•    Ability to assist with financial forecasting
•    AI integration- please specify what, if any, ai integration your system currently offers
•    Ability to communicate with pos and credit card system to determine individual user spending profiles
•    Ability for customers to purchase pos items online prior to checking in
•    Ability to text customers through software
•    Ability to send automated emails to customers
•    Ability to create and use promotional or discount codes
•    A software company that is state-based is preferred
•    Ability to have a diverse analytics system that can generate real-time reports.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: September 17, 2025