The vendor required to provide online reservation system to continue providing our customers with a user-friendly online reservation system that is responsive to their needs, offering an efficient and accessible way to reserve and manage the above-mentioned assets.
- Requirements
1. Comprehensive booking and reporting solution with the following attributes:
• Level software as a service (SaaS) solution.
• Be hosted and supported by the contractor with no need for state parks to purchase or maintain servers or information technology (it) staff.
• Both primary and secondary physical infrastructure must be hosted in a facility with at least tier iii certification with preference for tier iv facilities.
• Training and assistance materials, including online self-guided training, to be provided by the contractor to assist state parks personnel at no cost to the state.
• Solution must be payment card industry data security standard (PCI-DSS) level 1 compliant, must maintain this certification throughout the life of the agreement, and must undergo an annual audit by a third-party quality security assessor (QSA) at the end of September of each year.
• A copy of the audit report shall be provided to department project manager by November 30 of each year, beginning November 30, 2026.
• System must undergo annual independent statement on standards for attestation engagements 16 (ssae-16) or equivalent audits at the end of September throughout the life of the agreement.
• A copy of the audit report to be provided to department project manager by November 30 of each year, beginning November 30, 2026.
• Transactions must be available through web.
• Reporting available on a granular and consolidated basis from the individual site level to the entire system.
• Alaska state parks policies and booking rules must be fully configurable at any level, i.e., across all parks, for a particular region or park or at the site level.
• Applicable system enhancements must be made available for review by state parks prior to deployment into the production environment.
• Provide site monitoring to alert any reliability or hosting issues and technical support during regular business hours.
• The ability to transfer collected reservation fees to the state of account electronically on a daily or weekly basis.
2. Reservation and marketing platform with the following features:
• Availability of advanced reservations via a mobile-responsive web portal providing national and international exposure for state park properties; preference will be given to systems that can integrate into the state of division of parks and outdoor recreation’s existing website but is not required.
• Proven experience in providing a highly reliable online reservation system to local, state, or national parks.
• This includes:
o A high functioning search engine that can allow for minor misspellings and client search ability by multiple pathways (e.g., park unit, campground name, cabin name, region, area, or state).
o The capacity to reserve group campsites with variable pricing based upon occupancy.
o The capacity to reserve one or more bunk units within a shared sleeping facility under a single transaction.
o The capacity to reserve picnic pavilions utilizing a time block structure with variable pricing based upon occupancy.
o The ability to book 1) public use cabins 2) group use facilities 3) multi-bunk units and 4) campsites.
o The ability to migrate data from a website or existing reservation system if needed,
o The ability to create and process gift cards and migrate existing gift card values, if necessary.
o The ability to absorb transaction fees into the pricing structure.
o The ability to set pricing based on zip code of billing address or set parameters.
o The ability to customize a customer confirmation letter and ability to add attachments to that letter (e.g., Parking permit, special use permit, etc.) that may vary based upon the type of reservation made.
o The ability to incorporate discount codes or coupons.
o The ability to recognize and track division issued camping passes.
o The ability to manage permit issuances that involve complex regulations.
• Display information to optimize visitation that includes but not limited to clear identification of last booking date available, summary of the number of sites by site type for the specific facility, and ability to notify consumers when desired sites become available at the last minute. Outbound communication to consumers when desired sites become available must be present at go-live.
• Confirmations to be provided at conclusion of the booking process.
• Confirmations to be configurable to include state parks branding, policies, and relevant information designated by state parks.
3. Provide a comprehensive field management solution with the following:
• A web-based solution accessible from any location without the need for special configurations or additional software.
• A simple user interface with a flexible, user-friendly workflow for all transaction types.
• This would include making new reservations, viewing or modifying existing reservations, and cancelling reservations.
• Capability to track all actions against an individual transaction.
• The tracking of financial transactions must include a comprehensive audit trail for all funds collected and refunded; and
• Designated state administrators must be able to modify content on all sales channels in real time from backend access.
• This would include the ability to:
o Add new or remove existing sites and facilities.
o Modify site and facility details, add photographs, and add maps.
o Make changes to reservation prices.
o Change site availability (close, open, hide sites).
o Add notices or alerts.
o Add new or remove existing backend users.
o Modify confirmation e-mail templates and accompanying attachments.
4. Provide an in-depth reporting solution with the following capabilities:
• A comprehensive suite of financial, statistical, and operational reports available at go live.
• Consolidated financial reporting across all business lines including bookable inventory available at go-live; and
• Reports must be available in multiple formats including but not limited to MS excel and adobe acrobat pdf and must be available in real-time (online) via email and based upon a pre-defined schedule and recipient list.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: January 20, 2026
