Point of Sale System

The Vendor is required to provide point of sale (POS) system for include:
- Golf course pro shop software requirements
• Software must be designed as a multi-user client server application system.
• Awarded vendor must migrate all existing customer data from the current customer management module into the new system.
• Data fields to be migrated include, at a minimum: customer name, address, phone number, email address, transaction history, loyalty points balances, and annual pass records.
• Confirm all migrated data for accuracy prior to go-live.
• Electronic versions of the manuals should be available.
• Required system will accept and identify the following forms of payment: cash, check, credit card, gift card, customer loyalty (rewards) points and customer accounts.
• Each course and the administrative office be able to view each golf course's customer record, tee sheets, sales reports and inventory by course or by selecting those facilities and their areas of operation (pro shop and/or food & beverage).
• The ability to book tee times on other courses’ tee sheets is required.
• Ability for each course to view all courses on one screen is preferred
• System must support a configuration that includes a cash drawer, receipt printer, bar code scanner, and credit card processing terminal.
• Required system will provide rapid response to fast-paced pro shop environment in order to get players checked in and onto the golf course.
• There should be quick response times for all clients of the golf courses
• Dynamic pricing functionality that adjusts tee time rates based on real-time or forecasted demand factors (such as booking volume, time of day, or day of week), rather than on historical utilization or occupancy rates.
• The city's management shall retain full administrative control over the configuration and activation of dynamic pricing rules.
• Mobile app that includes tee time reservation functionality that is native to the app.
• Mobile app will allow for contactless and remote guest check-in for tee time reservations.
• Automatic email option to include at a minimum email for guest tee time confirmation, tee time reservation edits, tee time reservation cancelations, course updates
• Automatic mobile text option to include at a minimum text for guest tee time confirmation at the time of reservation, tee time reservation reminder, thank you for playing, course updates.
• Required that at least one machine (located at the front counter of each course) be loaded with the software and have the ability to operate as a standalone unit if network connection is lost.
• POS software shall be able to operate independently of the server, as needed if connectivity is lost for a period of time.
• The system shall support automatic application of twilight pricing based on the daily sunset time for the golf course location.
• Administrators must be able to configure the twilight rate activation as a set time interval before sunset (e.g., 4 hours prior to sunset), and the system shall dynamically adjust the applicable tee time pricing each day without manual intervention.
• The solution shall account for seasonal sunset changes automatically and apply the appropriate twilight rate to all eligible tee times across applicable booking channels.
- Financial reporting system
• Required system will provide a method to track “rewards” for customers.
• Rewards programs needs to be able to track the amount of money spent by each customer and award them points or credit that can be used against future purchases at the city golf courses.
• Loyalty rewards system; allowing all customers to earn points through purchase of green fees, carts and merchandise (pro shop).
• Points to be redeemed for green fees only.
• System should allow customers to opt in for the loyalty point program.
• System should also have the ability to allow for loyalty point expiration dates for accounts after a set length of time or no activity where loyalty points are removed from system.
• System will apply points (if management selects) for rounds played instead of revenues spent.
• Allow points to be assigned per management’s decision.
• Prefer ability for staff to check in customers via wireless devices and process credit card sales; tying sale back to the pro shop.
• System should be real time with payments processing on same time frame as POS system in building.
- Point of sale
• Upon check in on tee sheet, customer will be moved to POS automatically with correct green fee rate, etc. For additional golf shop sales and the completion of sale.
• The ability to add a guest “credit card on file” option to charge a guest for no-shows, daily transactions, tournaments and events.
• System will offer a webstore module to conduct online business and accept payments for goods and services.
- Customer management system
• Required system will provide ability to capture guests’ information in a profile or household for access to guest activity, ledger of business and any other pertinent information as identified by the city.
• Provide the ability to add a guest “credit card on file” option to charge a guest for no-shows, daily transactions, tournaments and events.
- Credit card processing
• Indicate whether their proposed solution can integrate directly with the city’s designated merchant services provider’s payment processing environment, which operates within the FISERV processing and gateway ecosystem.
• List of all available credit and debit card processing solutions supported by their system.
• For each solution, proposers shall describe functionality and processing workflows, supported payment methods, required hardware or software components, and compatibility with the FISERV processing and gateway ecosystem. Integration with the city’s designated merchant services provider is preferred but not required.
• Support integrated credit card validation processing either within the POS application or through FISERV-supported gateway partners.
• All payment card industry data security standard (PCI DSS) requirements applicable to this procurement are specified in the PCI DSS attestation of compliance.
• Review that section in full and ensure that all proposed solutions adhere to the city’s requirements regarding compliance, documentation, and ongoing monitoring.
• System shall include pre-configured and customizable reporting capabilities for all credit and debit card transactions.
• Reporting shall include detailed financial, transactional, and batch-level information and must support export into Microsoft excel or other commonly used formats.