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FLORIDA DEPARTMENT of ENVIRONMENTAL PROTECTION Procurement Section 3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000

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FLORIDA DEPARTMENT of ENVIRONMENTAL PROTECTION Procurement Section 3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000 FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION Procurement Section 3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000 February 19, 2016 Addendum To: DEP RFI No. 2016033C, entitled “Point of Sale System” The Department hereby answers questions posed by prospective Respondents. Unless expressly indicated, these answers do not amend the terms of the Request for Information (RFI). The Department hereby answers the following questions: 1. Is managing the schedule of reservations within the scope of this project, or is this simply for accepting payment for the reservations? Answer #1: Neither of these items is within the scope of this project. The POS will need to function with the existing reservation system on contract, ReserveAmerica, which already schedules and accepts payments for the reservations. 2. Can you provide a list of current vendors that require integration, as well as the intended purpose of the integration? Answer #2: The current vendors that the POS System will need to integrate with are the ReserveAmerica reservation system and the State Contract for Credit Card Processing Services with Bank of America. The intended purpose is for the Department to provide a real-time dashboard, showing data related to revenue, attendance, annual pass use, etc. at a Park, District and Statewide level. 3. Is there an expected method of integration to the State Finance and Accounting systems? Answer #3: Yes, at minimum, data will need to “connect” to the State Finance and Accounting systems through an electronic data file (i.e. Excel or CSV document with specific formatting). Data will need to be integrated at minimum on a monthly basis, but the Department’s ultimate goal is to have real-time data available. 4. What online resources (ecommerce, online reservations etc.) are expected to be provided as part of the eventual solution? Answer #4: The POS System will need to function as an integrated platform for staff to use in State Parks throughout Florida. It is not intended to function as an ecommerce or online reservation solution. 5. In the event the DEP moves forward with procurement, is there an estimated time frame available for when the solicitation might be issued? Answer #5: Pending funding availability, the Department is planning for solicitation as soon as July 2016. 6. Has funding already been secured and if so, from where (budget, grant, etc)? If not, where does DEP anticipate looking for funding? Answer #6: Funding for this project has not yet been appropriated, but has been requested through a Legislative Budget Request. This project may or may not be funded. 7. Does DEP have an estimated cost, or desired not to exceed contract amount in mind and if so, how much? Answer #7: $950,000 has been requested for this project which may or may not be funded; however, more or less than this amount may ultimately be needed to obtain a complete, statewide POS System. The Department is open to all recommendations including options for fee structures to offset costs. The Department is also open to project completion in phases should that be necessary due to funding restrictions. 8. Which vendor provided the current reservation system that the POS will need to interface with? Answer #8: Please see response provided to question #2 above. 9. The RFI indicates that the POS system must allow connectivity/integration with other applicable Department and State enterprise systems and databases. Can you please provide additional information regarding which systems and databases these might be and which vendor(s) provided them? Answer #9: Systems and databases are primarily Java and Oracle database management systems which were developed for the Department. At minimum, data will need to “connect” to the State Finance and Accounting systems through an electronic data file (i.e. Excel or CSV document with specific formatting). Additional related systems include RPM, the State Parks Attendance Database (Oracle-based) and the existing reservation system on contract, ReserveAmerica. 10. Can you provide an estimated number of users? Answer #10: Multiple users at each POS location (approximately 100 locations) will be necessary. For example, the POS System will be located in a Park Ranger Station (admissions) for most locations. These areas of the Park are staffed by ~1-3 people per shift to cover Park operating hours of 8:00 a.m. to sunset. Administrative staff at Park, District and Central Office locations will also need some level of user access to the system. 11. During peak hours, how many transactions take place? (This is to determine adequate hosting services) Answer #11: Peak hours vary by Park and time of year. A total number of in-Park statewide transactions averages around 40,000 transactions per month at 90 Parks with current transaction capability. 12. Inventory is briefly mentioned in your current 'pain points', is inventory management functionality included in this request? Answer #12: For Inventory Management related to site reservations- the POS will need to function with the existing reservation system on contract, ReserveAmerica. For Inventory Management related to product inventory (t-shirts, patches, hats, etc.), some Parks do manage and sell a small amount of re-sale items which they do need to manage inventory for. The majority of “sales” in Parks are gate admissions (i.e. ticket sales). 13. Is there a specific system that you have in mind that you would like to have put in place also will you want to utilize the use of mobile hardware such as tablets? Answer #13: No specific system has been identified. The Department is open to recommendations related to mobile hardware integration. 14. Will any of the equipment be use in outdoor setting, require Wi-FI capabilities? Answer #14: Most existing locations where transactions take place are located inside a building (Park Ranger Station, Visitor Center, Museum, etc.) and operate using a variety of internet communication standards including cellular, dial-up and broadband connections. Future POS locations may include areas in outdoor settings, requiring Wi-Fi capabilities. 15. Will this be a traditional systems where the servers will be kept on your property or will you be requiring hosted service for off site management and storage? Answer #15: The Department is open to all options to be provided through the RFI. 16. Will you be needing any specific reporting function and or any inventory management systems? Answer #16: Detailed reporting covering metrics related to revenue, attendance, annual pass use, etc. are desired functions of the system. Please also see response provided to question #12 above. 17. What are the names of the DEP, Reservations and Enterprise (Department and State) systems currently being used that will require integration into the POS system? Answer #17: Please see response provided to question #9 above. 18. Do these systems have open API? Answer #18: No. 19. What is the process for campers to check-in at this time? Answer #19: Campers are checked-in by Park Staff or Volunteers upon physical arrival at a State Park. The check-in process is through the ReserveAmerica reservation system in most cases. There is not currently any automated, self-serve check-in process available to visitors, although the Department is open to all options to be provided through the RFI. 20. What specific information of the current contract vendors would you like to integrate into the POS system? Answer #20: A goal for the Department is to provide a real-time dashboard, showing data related to revenue, attendance, annual pass use, etc. at a Park, District and Statewide level. For example, connecting campsite occupancy information, with overall Park attendance, amount of revenue collected and how many visitors used an annual entrance pass would give the Department the ability to see a more complete picture of Park usage. Please see Request for Information solicitation for additional details. 21. In the response are you looking for pricing to implement the POS system? Answer #21: Please see #8 in section “2.04 Response” of the Request for Information solicitation. 22. Please provide a list of sites with addresses? Answer #22: Potential locations for POS Systems have been identified on the attached “POS Target Park” list. 23. Deployment schedule (start and end dates to have all sites completed)? Answer #23: Pending funding availability, the Department is planning for solicitation as soon as July 2016. Based on the amount of funding available, the Department may phase implementation. An exact end date for all sites to be completed is not identified yet. 24. The POS system must allow connectivity/integration with other applicable Department and State enterprise systems and databases. What other systems? Just CRA and ESSA? Answer #24: Please see response provided to question #9 above. 25. Are there any plans for an encrypted Credit card processing environment (P2PE)? Answer #25: The Department follows the State Contract for Credit Card Processing Services. The current State Contract is with Bank of America. 26. Any need for EMV (which is the ability to read a smart card or chip and pin credit card/ debit card, rather than just the magnetic stripe)? Answer #26: Please see response provided to question #25 above. Within the past year, the Department updated all credit card terminals to be chip/pin compatible. 27. Who is the C/C processor for the state? Answer #27: Please see response provided to question #25 above. Point of Sale System Target Park List Number of Credit Card District OFFICIAL PARK NAME Admission Fee Physical Address Terminals 2099 N BEACH STREET 3 Addison Blockhouse Historic State Park $0.00 0 ORMOND BEACH, FL 32174 14326 SOUTH COUNTY RD 39 4 Alafia River State Park $5.00 1 LITHIA, FL 33547 3540 THOMASVILLE RD 1 Alfred B. Maclay Gardens State Park $6.00 1 TALLAHASSEE, FL 32309 4335 Firetower Rd.
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