Supplement 2:System, Technical and Functional Requirements

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SUPPLEMENT 2

TECHNICAL AND FUNCTIONAL REQUIREMENTS

The technical and functional requirements for the Ohio Reservation and Registration System are found in the tables below. Each section consists of critical and desirable requirements. For evaluation purposes, sections are combined according to the evaluation criteria described in the RFP under Attachment One: Evaluation Criteria.

Offerors must check a box for each criterion whether the function is: ‘Currently Available’ (requires no development to begin use during this contract) or ‘Available after Development’ (requires development as of the time the proposal was submitted). If neither box is checked, it may be assumed to be non-responsive unless clear justification is provided in the box below. Confirmation of availability of the desirable requirements may also be factored into the score for the section.

Reservations Module

– Campsites, Cabins, Other Overnight Rentals, Group Camps and Day UseCurrently Available

Available After Development

The System must be capable of taking advanced reservations for Campsites, Cabins, Other Overnight Rentals, Group Camps, and Day Use Facilities online and through a Call Center. Advanced reservations must also be able to be completed through a field application in a field location.

   

 

Any site that is not occupied must be available to walk-in customers.    

 

The Reservation System must use real time technology to transmit data between the DPW locations, the online reservation site, the Call Center and the Contractor’s data storage system so that users can see a continuously up to date inventory of available reservable facilities.

   

 

The System must allow for modifications or cancellations of existing reservations through the internet, through the Call Center or in the field. Modifications include site changes, date changes, occupant changes, discount changes and park changes. The System must apply all applicable fees to any cancellation or modification made either online or through the Call Center or in the field locations prior to arrival.

   

 

The System must provide the ability to check on the status of any reservation at any time from any workstation in the System, with the appropriate permission level. Availability and occupancy should be viewable by a grid/list format and by a map.

   

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Any change in status to a reservable facility as a result of a reservation, a cancellation or a modification must be immediately available in the field application. Any sites cancelled through the Call Center and the public website must be released back into the reservable inventory for online and call center reservations at a random time to discourage customers from cancelling reservations to rebook shorter stays.

   

 

The System must provide the ability for DPW Staff to place any sites on hold for administrative or maintenance purposes. Sites that are placed on hold must be removed from the available site inventory and must not be subject to reservations online or in the call center during the hold period until released by the park staff. Staff must be required to enter comments when a site is held and the System must record which user placed the hold and when the hold was placed.

   

 

The Reservation System must allow for reservations to be accepted up to the time of arrival for all campsites.

   

 

The System must be structured to prevent “overbooking” of any particular facility.    

 

The Reservation System must connect each reservation to a specific customer profile. For campsites, the System must also collect information about equipment type and the name of the primary occupant and number of occupants. For group camps and day use facilities, the System must collect the name of the group and the contact information for a responsible party if different from the person making the reservation.

   

 

The System must be able to handle group reservations for organized groups that want to reserve multiple sites in a camping or cabin area per the DPW Group Reservation Policy.

   

Each reservation will have its own unique identification number. Any extension of an existing reservation must be considered part of the original reservation and must have the same reservation identification number as the original reservation.

   

 

The System must calculate all fees for a reservation at the time of reservation. Fees due at the time of reservation may vary by the type of site being reserved or by the days prior to arrival.

   

 

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The System must be capable of registering walk-in customers.    

 

The System must be able to easily check-in and check-out customers who have made advanced reservations. The System should allow for the check in or check out of multiple sites with a single action.

   

 

The System must allow for comments to be added to a reservation by Call Center agents or in the field.

   

 

The System must be able to print camping permits to post on the camp sites. Camping permits must include at a minimum the site number, occupant last name and date due out and be printed in a minimum of a 48-point font.

   

 

The System must be able to generate email confirmations for all advanced reservations, cancellations or modifications completed via the internet, Call Center or field. Email confirmations must be able to be re-sent to customers upon request of the customer. The System must allow for park specific and date specific information to be included in the confirmations.

   

 

The System must have the ability to allow DPW staff to view the transaction history of any customer. The history must include POS sales and other transaction types. Reservation histories must include park name, dates of visit, reservation ID number, facility type and site number, fees paid, discounts used, and whether the reservation was completed, cancelled or voided. DPW staff should also be able to see any watercraft registrations associated with the customer profile and whether the registration is active or expired. Viewing of histories should be able to be limited to Read-Only access unless permission is given to modify a past reservation or registration.

   

The System must allow alerts and/or notes to be added to each location and at the site level. Alerts should be able to be configured for viewing by field staff only, call center only, web only or all users. There must also be the option for date range specific notes or alerts where the information will only show when customers are searching for a site for a date range specified in the alert or note.

   

 

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The System must have the flexibility to have varying minimum stay requirements within the same park based on the time of year and sales channel, such as no minimum stay requirement for field reservations and different minimum stays for peak season and the off season.

   

 

The System must have the ability to easily change minimum stay requirements for a defined time period. For instance, if there is a campsite with a 2-night minimum stay and sites are available within a week of arrival, the system must be configurable as to allow a one (1) night reservation online or through the call center.

   

 

The System must permit different booking windows depending on the facility type.    

 

The System must also have the flexibility to meet the changing needs of DPW and the individual parks over the term of the Contract.

   

 

The Reservation System must conform to the business rules adopted by DPW. A copy of the current business rules is provided in Supplement Four. The business rules are subject to change, and the System must be updated to conform to any changes.

   

 

Daily inventories for new reservations will release at 7AM to coincide with the opening of the Call Center. The System must be configured so that new inventory is not released on days that the call center is closed.

   

 

The System must allow up to five (5) reservations in one (1) transaction through the Call Center and public website. Reservations through the field must have no limit.

   

 

The System must be structured to allow for site specific (site selected at time of reservation) reservations. The System must also be able to designate certain sites as non-reservable or walk-in only or reservable through the park only.

   

 

For Day Use Facilities only, the System must be able to allow both half-day and full-day reservations for designated facilities. Most day use facilities will be designated by DPW as available for full-day reservations only, but there are some that must be available for half-day rentals.

   

 

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The System must allow users, with the appropriate permission levels, to override specific rules (i.e. maximum stay rule).

   

 

The System must be accessible and functional on a mobile device.    

 

The System must be configurable to allow for receipts to be emailed or sent via SMS message to a customer.

   

 

The software will provide reservation functionality for reservations for at least the following listed attributes. These attributes must be visible to users of the internet reservation site, and the information must be available to Call Center operators so the operators can provide the information to customers who have called the Call Center.

Park – name of park;

Type – Cabin, Full Service Campsites, Electric Campsite, Non-electric Campsite, Premium Campsite, Camper Cabin, Yurt, Cedar Cabin, Shelter, Day Lodge or other types as may be designated by the DPW;

Site Number or Name – the number or name assigned to the site within the park;

Site Status – reserved, available, walk-in only, closed, or held for administrative reasons;

Pet or Non-Pet Site – Identify each site to determine if a pet is permitted on the site;

Maximum Number of Occupants;

Check in and check out times; and

Cost per Night.

   

 

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The following attributes must also be included to provide customers with additional information about a specific campsite:

  Shade - Full, partial, none;

Electric Service 20, 30, 50 Amp;

Slideouts – Yes/No;

Pad Grade – level, slight, moderate, severe;

Pad surface – asphalt, stone, grass, other;

Pad size;

Site Dimensions; and

Distance to certain park features – shower house, beach, etc.

 Other items may be included as well.

   

 

The following attributes must also be included to provide customers with additional information about a specific Overnight Rental, including cabins, camper cabins, etc.

Included Items – list of what equipment is provided with the facility (number and type of beds, heater/AC, cooler, stove/grill, etc.);

Site Dimensions; and

Distance to certain park features – shower house, beach, etc.

 Other items may be included as well. 

   

 

The following attributes must also be included to provide customers with additional information about a Day Use facility.

Location In Park;

Electric available or not available;

Number of tables; and

Distance to certain park features – playground, beach, etc.

 Other items may be included as well. 

   

 

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For reservations made online or through the Call Center, the System must provide the ability to add a retail item to the reservation. This could include items such as firewood, ice or a promotional package.

   

Field users must only have access to the location or locations to which they are assigned. The user must be able to access all assigned locations using a single login.

Public Website Currently Available

Available After Development

The Contractor must provide a secure internet site for the public to make reservations for all reservable facilities, to renew watercraft registrations, schedule HIN inspections, purchase tour tickets, purchase retail items, register for events and purchase gift cards or gift certificates. Online transactions must be available at any time of day.

   

 

The website must be “mobile responsive” or come with a mobile app so it can easily be used on smart phones or tablet devices.

   

The internet site must be easy to navigate and have the look and feel of an DPW website, with all content approved by DPW.

   

 

The internet site must have the capability of allowing clickable links to the DPW website and other sites approved or requested by DPW.

   

 

There shall be no advertising on the reservation website without the consent of DPW.

   

 

The total fees for internet-based reservations and watercraft registration transactions must be displayed for the customer to review prior to proceeding to a “check-out” screen.

   

 

The website must allow users to update a mailing address or other information in the user’s customer profile. The customer should receive a notification email or message that information on the customer profile has been updated.

   

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The web page must advise an Internet user who is unsuccessful in making a reservation or registering a watercraft because of established parameters, such as a minimum stay requirement or missing required information, the reason why the transaction could not be completed. The site will direct the customer as to what needs to be corrected in order to make a successful transaction. For example, a link to a calendar to check for available dates if the selected dates cannot be reserved or a notice of the minimum stay so that the number of nights could be increased or notice of what required information is missing

   

 

The internet site must allow users to search multiple parks for available campsites based on a customer’s desired features. Features must include park name, region of the state, type of facility, amenities (i.e. electric, full hook up, etc.) and park features (i.e. boating, trails, beach).

   

 

The website must have a feature for customers to easily check availability at all parks for either campsites, cabins, Other Overnight Rentals, group camps or day use facilities based on a date range and number of nights. This page must link into the reservation process to streamline the process if a customer finds availability at a park they would like to reserve.

   

 

The Contractor must provide specific links to include on the DPW web pages for each park that direct customers to the reservation page for that park. This is to allow customers to bypass searching for and selecting a park on the reservation website.

   

 

The website must allow for multiple payment types for reservations made online. Accepted payments online will include credit cards, debit cards and gift cards/gift certificate. DPW’s main interest with this is to allow partial payment using a gift card and payment of the balance using a credit card or another gift card.

   

 

The software must provide the option of displaying facility availability in a grid format for the following attributes:

All sites / cabins/day use facilities on a grid format;

For a period of 14 days;

From today’s date to the maximum window in the future; and

Indicate whether the site is Open/Available, Reserved, closed, walk-in only or reservable only through the park.

 User must have the option to printout any portion of the grid. 

   

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The software will provide for an interactive map system for each park with the following minimum attributes:

A main park map showing the entire park;

An accurate, detailed color map of the campground and cabin areas that identifies proximity of each site or cabin to park attributes including restrooms, playgrounds and other nearby recreation attractions, physical features (such as lakes, rivers, and trails), entrance to the park and public roadways on this map;

Ability to zoom in and out on the map;

Each map will have a north compass arrow, and all maps for a particular park must be oriented in the same direction, preferably north at the top;

Each site/cabin on the map, at a minimum, will display site/cabin number, type of site/cabin, and availability through symbols, color-coding, and/or alphanumeric characters;

Each site/cabin will have a pop-up table showing all site/cabin attributes that is activated by clicking the site/cabin on the map;

Sites must be reservable directly from the map; and

The map must be easy to use by the public.

   

 

If mapping for the website is completed using GIS information and data, Contractor must utilize an Ersi Enterprise data format and Ersi supported application programming interfaces to facilitate the sharing of GIS data between DPW and the Contractor.

   

 

The website must allow photos of each site and reservable facility to be uploaded so customers can view a photo of the site during the reservation process.

   

 

The website must allow customers to create an availability notification, so the customer will receive a message if and when a site for the notification period becomes available.

   

 

The website must allow DPW access to an analytics software product that tracks user activity on all DPW related web pages hosted by the Contractor. The analytics software must provide reports and data to DPW.

   

 

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The website must allow users to cancel or modify an existing reservation in compliance with all DPW cancellation and change policies.

   

The System must have the ability to allow customers to view their transaction histories on the internet. Reservation histories must include park name, dates of visit, reservation ID number, facility type and site number. The history should also include any watercraft registration transactions and any point of sale transactions. Watercraft registration histories must include name, boat number, make, HIN, registration expiration date. Customers must also be able to view their reward point history if they have opted to enroll in the program.

 

The website should allow customers who are in the park to perform a self-registration online, where no reservation fee will be charged since the customer is in the park.

   

 

The website may allow a customer to make a donation to a specified fund designated by DPW. The donation will be allowed while making a purchase or as a standalone transaction.

   

 

Customers must be able to complete any combination of functions found on the website in a single financial transaction. For example, a customer must be able to register a watercraft, make a camping reservation and purchase a gift card with only one (1) payment transaction.

   

 

The System must allow for online alerts at the site level and at the park level to be presented to the customer based on the date range selected by the customer. For example, if there is a park event on July 15, anyone selecting a stay that includes that date should see the alert, but any customer who selects dates that do not include July 15 will not see that information alert. Alerts should be presented before completing a transaction.

   

 

For customers who are registering a boat, the internet site must allow users to search for multiple boat registrations available for renewal for a specific user by personally identifiable information parameters as identified by DPW personnel. Search results must include boat number, make, year, HIN, registration expiration date, and/or other fields as determined by DPW personnel. Users should then be allowed to choose the vessel registration(s) that are to be renewed in the transaction. For the renewals, customers must verify the information and acknowledge it is accurate before completing the transaction.

   

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POS Module Currently Available

Available After Development

The System must have a fully integrated point of sale function that allows for the sale of merchandise and features cash management controls, including cash drawer close out features.

   

 

The System must assign product numbers and a corresponding revenue source code of at least 6 numeric characters that correspond to a specific product.

   

 

The System must generate an itemized receipt, including name of the product, price paid and any applicable taxes, for the purchase or rental of goods and services with a unique transaction number for each receipt.

   

 

The System must display the POS products on-screen. Descriptor fields must allow a minimum of 25 alpha and numeric characters.

   

 

The System must display the product name in the shopping cart, so it is easy for DPW staff to identify what is in the cart.

   

 

The System must be able to handle the rental of items such as boats or bicycles in various time increments (30 minutes, 1-hour, half-day, full day, etc.)

   

 

The System must be able to handle the sale of items that can be sold in varying quantities, such as gallons or pounds.

   

 

The System must allow items to be directly added to the cart by various methods, including the use of barcode scanning and one (1) touch keys. Adding products to the shopping cart must not require any additional steps after the one (1) touch key is selected or the barcode is scanned.

   

 

The System must utilize manufacturer’s UPC codes on retail items as a means to scan products for sale. The System must allow a minimum of 25 UPC codes to be associated with a single product.

   

 

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The System must only allow field users with the proper security levels to change prices on items.

   

 

The System must allow for the return of merchandise for a refund or exchange. Multiple items must be able to be returned in a single transaction. Refunds must be allowed with or without a receipt, subject to the business rules of DPW. Any returns must be reflected in the inventory for that location.

   

 

The System must allow for point of sale functionality to take place if connectivity is lost temporarily. Transactions can be limited to cash or check only when there is no connectivity. Transaction data must be transferred to the System database when connectivity is restored.

   

 

The System must allow for a minimum of 20 quick sale buttons for the most frequently sold POS items to quickly add these items to a cart.

   

 

The System must allow for quick lookup of a product by searching for a product name or other field if the barcode scan does not function.

   

 

The System must be able to apply a discount to a specific POS item and not the entire cart.

 

Retail Inventory Module Currently Available

Available After Development

The System must have a fully developed inventory feature to track retail product inventories, including a method of tracking vendor returns and write-offs.

   

 

The System must allow each location to maintain its own retail inventory.    

 

The System must allow for the DPW locations to enter new products into the inventory, so that they can be sold at that location. All inventory transactions must be based on a permission level.

   

 

The System must allow for additions to the inventory using multiple entry methods. Methods must include use of bar code technology to enter inventory

   

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when items are received from vendors.

 

The System must be able to calculate an average cost price for retail items in the inventory. The average cost price must be aggregated for all purchases of that product, not just the most recent entry. The formula for Average Cost Price is Total Price Paid/Total Quantity=Average Cost Price.

   

 

The System must be able to calculate a dollar value, based on average cost price, for the retail inventory at each location by product, by group of related products (i.e. – apparel) and for the entire inventory.

   

 

The System must allow for a partial physical inventory to be completed without impacting the entire inventory.

   

 

The System must allow for physical inventories to be completed using a hand-held scanning device. Data collected on the device must be uploaded into the System to complete the inventory.

   

 

The System must allow transfers of stock to other locations.    

 

The System must allow locations to receive stock transfers from other locations.    

 

All inventory transactions must be recorded and tracked for auditing purposes. Users with appropriate permission levels must be able to view and print these details in order to conduct an audit of the inventory.

   

 

Field users must be able to view inventory in groupings of like items (i.e. Apparel, Sundries, Food).

   

 

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The System must have the following inventory reports/forms. All reports must be printable and exportable to Excel.

Physical Recording Form – This is a form listing all items entered as inventory at a specific location. It is used for recording a physical inventory.

Inventory Snapshot – This is a report of all inventories on hand at a retail location. This report must be able to print a complete inventory, or a user must be able to select a particular inventory item category and run the report for only that category. The report must also include the average cost price for each item and the total value of each of the items remaining in the inventory.

Inventory Discrepancy Report – This report will show any discrepancies between a physical inventory count and the amounts recorded in the inventory system.

Inventory Transaction Report – Will show all inventory transactions including type of transaction (add products, sale of products, returns, write-offs, etc.), product information, what changes were made, date and time of transaction, value of the transaction (cost of goods entered), user name and any comments. The report must be filtered so it can be run for certain types of transactions such as orders received, transfers, sales, and write-offs for a user specified date range, and/or specific products.

Vendor Return Report – shows all POS products that have been written off or returned to the vendor. Report must include the operator, product and quantity written off, value of the write-off and any comments associated with the transaction.

   

 

For any POS item, the System must be able to generate a unique barcode that is printable on a label sheet, so that the barcodes can be placed on items with no barcodes.

   

 

Reports Module Currently Available

Available After Development

The System must allow DPW staff to access and run reports as needed that include limited variations of the reports named and detailed in the following sections: Financial Reports for Field; Financial Reports for Central Office; Non-Financial Reports for Field; and Non-Financial Reports for Central Office.

   

In addition to the reports detailed below in the specific report sections, the System must have the ability to produce other reports as needed by DPW.

   

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Reports must be downloadable into Microsoft Excel without additional data fields, rows, columns, or cells being added.

   

All reports must have the ability to be printed. All printed reports must include the report title, column headings, date and time report was generated.

   

For reports that are needed on a regular basis, the System must allow for the scheduling of these reports so they run on a daily, weekly or monthly basis as required by DPW staff.

   

All reports must be able to be run for a user specified date range. The range must be a period of up to one (1) year for summary reports and up to 31 days for detailed reports.

   

All non-financial reports must be sortable by each of the fields in the report.    

All reports must be able to be run for a single location or multiple locations. Additionally, reports must be able to be broken down to show specific areas within a location (ie Marina, Camp Office, Main Office).

   

All reports must be able to be run for multiple parks at one (1) time and the results must be provided by park for comparison purposes.

   

 

In addition to the reports listed below, the System must have an ad hoc reporting feature that will allow DPW staff the ability to construct and run reports to meet operations and reporting needs. The reporting tool must allow report templates to be saved for multiple uses and must have the ability to schedule reports to run at designated intervals.

   

Financial Reports for Field Currently Available

Available After Development

Detailed Operator Report – This report must provide all sales transactions that a user completed for a specified location and date range. The report must include Date, Item Number/Reservation Number/Registration Number, Item Description, Discount, Amount of Transaction and Method of Payment.

   

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Operators Collection Report – This report must provide a summary of all sales transactions that a user completed for a specified location or area within a location and date range. The report must include a total of all sales or refunds by the operator by payment type. This report must also include a location DPW designed end of shift count sheet that will be used when closing out a terminal. The report should also contain a line for operator and supervisor signatures.

   

 

POS Report – This report must provide a summary of all sales transactions by category and sub-category for a specified location/all locations and date range.

   

 

Total Location Summary Report – This report must include transaction and financial information from the location plus all revenue data for concession operated facilities in the specific location and a user specified time period.

   

 

POS Detail Report – This report will provide all sales transactions by category, sub-category and product for a specified location/all location for a specified date range.

   

 

Use Report – For reservable facilities. This report will show the number of reservations, number of nights and revenues for overnight stays and other reservable facilities based on stay date. The report must be able to be run by park and by site type.

   

 

Collection Report – Shows total amount collected in the location, with a breakdown of total payments by type (Cash, Check, Credit Card, etc.) and with a section showing taxable amounts and taxes paid.

   

 

Revenue Report – report without contractor fees included (only what the location has earned.) This must include all POS, registration and reservation revenues. For watercraft registrations, writing fees must be broken out and displayed separately.

   

 

Refund Report – shows all refunds for a location or for an area in a location that includes the operator, type of refund, including price changes, amount of refund and any comments associated with the refund.

   

 

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Reservation Revenue Report – The report will show all revenue received and refunds issued for reservations at a specific location by facility reserved. This will include all reservations made in the Call Center, online or in the field.

   

 

Revenue Detail Report – This report will allow users to query options to pull revenues and refunds for a location based on a combination of date range, sales location, payment type, facility type, registration type or POS, operator, and transaction type. These queries must be able to be set to “All” to pull all transactions.

   

 

Revenue Query Report – This report will show the revenues based on registration type, facility type and POS on an annual, quarterly or monthly basis. This must be organized so totals for the selected time period can be easily calculated.

   

 

Sale Report – This report will show the number of reservations, number of nights and revenues for overnight stays and other reservable facilities based on the reservation created date for all sales channels. The report must exclude any reservation fees and it must be able to be run for a designated date range.

   

 

Watercraft Registration Remittance Report – This report shows the number of each type of registration sold by agent or location along with the starting and ending decal numbers, the registration fee and writing fee, and totals for registrations sold, registration fee and writing fee, customer information, watercraft information. The report should be configurable so that user defined fields are displayed in the results. It should also be configurable to be run for a single agent, multiple agents or all agents over a user defined date range.

   

Financial Reports for Central Office Currently Available

Available After Development

Tax Report Summary – This report lists, by location, all state sales, local and county taxes collected for a specified location /all location and date range.

   

 

Field Revenue Report – This report must list all revenue, by revenue account and location, and shows totals by category of account. This report can be run by location /all location and date range. This report can be sorted to show either all transaction, cash/check transactions or credit card transactions. Report must only reflect field transactions.

   

 

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Vendor Fee Report – A report showing all fees owed and paid to the contractor, broken down by fee type. Report should be able to be run for a time period up to one (1) year.

   

 

Watercraft Registration Fee Invoice – This will be a report showing a breakdown of the watercraft registration transactions used to construct the invoice for the monthly billing of DPW for the Watercraft Registration Transaction Fee. It should also include the invoice information.

   

 

Sales and Commission Summary – This report lists sales and nights for a specified location /all location and date range. It categorizes the sales by internet, field (location) and Call Center. This report must show gross sales by cash/check, credit card and gift cards, cancellations, voids and adjustments to get to a net sales and nights figure. This report will list sales from campsites, Other Overnight Rentals, Cabins, Group Camps, and Day Use Facility rentals and point of sale items by revenue area.

   

 

Location Revenue Report – This report will include revenue for all location and the output will include the location name, location code, account code, account name, revenue amount, payment type, revenue type and collect location. The report must be able to be run for one (1) year.

   

 

Check Refund Report - A detailed report by location and date range listing the names and address of customers owed a refund via a check. This report must also list the reservation identification number, customer number and amount for each refund. This report is used to provide refunds to customers that originally paid via cash or check.

   

 

Distribution Report – This report lists the number of nights sold and number of refunds. This report will also show the distribution of sales collected by cash, check and credit card. It also lists any fees and taxes paid. Totals for all the above will be listed by Call Center, locations and internet.

   

 

Field Credit Card Transactions – This report will show a net total of all field credit card transactions (Total Sales less Total Refunds) by credit card type (Visa, MC, AMEX, Discover) by date for a user defined date range.

   

 

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Field Check/Cash Receipt Report – This report will be for field only transactions. Will include a breakdown of revenue by location or all locations that will include payment type, account/revenue code and fund.

   

 

Revenue Comparison Report – This report will show all revenues at each location by revenue type (camping, cabins, docks, POS, etc.) The report must be structured so that one (1) report could be run to compare revenues over a specified time period (Current year compared to last year, current month compared to same month last year, etc.)

   

 

Comprehensive Refund Report – This report will show all refunds, adjustments, price changes and similar transactions that are completed at the field level. The report will include location name, type of refund, transaction ID and/or Reservation ID, operator, date of refund, amount of refund and any comments.

   

 

Watercraft Registration Revenue Report – The report will show all revenue received and refunds issued for watercraft registrations (only) at all locations. Report should have the option to include DPW locations and/or agent locations.

   

 

Non-Financial Reports for Field Currently Available

Available After Development

Arrival Report – This report must show all arrivals for a specific date or date range. The report must include occupant name; reservation ID; site, discount used; number in party; equipment; departure date; balance due; any discounts and name of person making reservation. Once a camper has fully checked-in, that camper must no longer appear on the Arrival Report.  The report must be structured so that the user can run a report for campsites only, cabins only, other overnight rentals only, group camps only, day use facilities only or any combination of these.

   

 

Campsite Selection Report – This report will be a printable report showing all available sites or docks based on a date range and equipment type.

   

 

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Availability Report – This report shows a list of all campsites, Other Overnight Rentals, cabins, Group Camps and Day Use Facilities and indicates whether the site is vacant, occupied or held and if the site is local sale or reservable. Also, the report must be structured so that the user can run a report for campsites only, cabins only, other overnight rentals only, group camps only, day use facilities, seasonal docks, or transient docks only or any combination of these.

   

 

Occupant Report – This report shows reservation number, occupant name, site number, any discounts, number of people on site, equipment, arrival date and departure date. The report can be sorted by any of the categories listed above. The report can be run for a single day or for up to a period of 14 days. The report can be run for both dates in the future and dates in the past. The report must be structured so that the user can run a report for campsites only, cabins only, other overnight rentals only, group camps only, day use facilities only, docks or any combination of these.

   

 

Housekeeping Report –The Housekeeping Report will be utilized to determine cleaning and maintenance schedules for cabins, other overnight rentals and campsites. For all facilities, the report must show by day when each rentable unit is vacant, on administrative hold, or occupied and if there is a check-out, check-in or both on that day. The total check-in, check-outs and holds for each day must be on the report. The report must be available to be run in 31-day increments for future reservations.

   

 

Comments Report – This report will show all user entered comments for all transactions completed in the field for the specified date range. The report will include receipt or reservation ID number, user name and the comments.

   

Customer Report – This report will allow the location to pull a list of all customers who have or had a reservation in the location for a specified date range. The report will show customer ID, customer name, address, phone number and email address.

   

 

Facility Utilization Report – This report will show occupancy by facility type for a location or selected location for which the user has access for a designated date range. The report must be able to be filtered by facility type and the results must show totals by location. The report will include total number of nights available, number of nights sold, and percentage occupied.

   

 

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Facility Utilization Detail Report - This report will show occupancy by site within a selected facility type for a location for a designated date range. The report will be able to be filtered by facility type and the results will show totals by site number. The report will include total number of nights available, number of nights sold, percentage occupied, and total revenue for the site, less any reservation fees.

   

 

Visitor Statistics Report – This report will be able to be run by location and a selected date range that will show the number of customers by zip code, city or state. The report will be able to be filtered so that the user can select all customers, Ohio-only customers or non-Ohio customers. The report will allow the output to be by month, quarter or full year.

   

 

HIN Report – This report shows HINs assigned by Office. Report should show date, HIN assigned, Name of owner, issuing Office, inspected (yes/no), inspecting Officer (if applicable), Central Office researcher. Report can be run by date range, office, HIN, owner name (first and last), officer name. Should have the ability to select which criteria appears on the report.

   

 

Registration Report – This report shows the number of registrations issued. Report should show registration types, date issued, issuing office, issuing user, boat number and totals where applicable. Report can be run by date range, location or all locations, user and registration types. Should have the ability to select which criteria appears on the report.

   

Non-Financial Reports for Central Office Currently Available

Available After Development

Statewide Occupancy Report – shows occupancy by facility type for all location for a designated date range. The report must be able to be filtered by facility type and the results must show totals by location and a statewide total.

   

 

Gift Card Mailing Report – This report will provide information, based on user selected date range, needed to mail any gift cards purchased online or through the Call Center to a customer. This information must include gift card number, amount on card, receipt number, recipient name and address, “To” and “From”, and purchaser’s phone number.

   

 

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Decal Assurance Report (Summary and Detail) – used to verify online and lockbox renewals that are finalized in central office. Detail Report should include the boat number, renewal fee, amount paid and decal number. Summary report should include beginning and ending decal numbers, total decals issued and total fees collected. Report should be set to run for either online or lockbox renewals or both for a user defined time period.

   

Livery/Dealer Listing Report – reports the name, business name, address and dealer or livery number for all dealer or livery licensees in a user defined year. Can be run for either liveries, dealers or both.

   

User Productivity Report – This report must show all transactions completed by a designated user over the course of a user defined timer period.

   

 

Security Levels Currently Available

Available After Development

The System must allow for a range of security levels. Levels must be able to be added or deleted as operational needs change.

   

 

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At a minimum, levels will need to be as follows:

Reports Only – This level must only have access to non-financial reports;

Auditor – This level must have access to financial reports and read-only access to all financial transaction histories. This level should not be able to perform any transactions;

Basic - This level must have access to all registration, reservation and point of sale functionality as well as all non-financial reports. This includes on-line tee times, if applicable. This level will also need access to the reports and functions necessary to close out a cash drawer;

Supervisor Level - This level must have access to all of the Basic Level functions as well as the ability to access all reports and inventory functions. This level will also need the ability to waive business rules and override prices in the System;

Park Manager Level - This level must have access to all Supervisor Level functions as well as the immediate ability to assign staff to appropriate access levels without the use or involvement of the Contractor;

Central Office Level - This level must have access to all functions of the System for all parks from the DPW Offices in Columbus. Additionally, Central Office Level users must be able to access each park individually using a single log-in;

Watercraft Registration Read Only – This level must have read-only access to registration records;

Watercraft Registration Agent Level - This level must have access to issue registrations and run financial reports by a specified date for their location only. Restrictions to types of registrations issued may apply;

Watercraft Registration Field Level - This level must have full access to issue registrations and full access to view and edit registration records (excluding issue date). Read-Only on titling records. The ability to access all field level reports and inventory functions. This level must have access to all POS functions including collection of fees associated with title searches. This level will also need the ability to override merchandise prices in the System;

Watercraft Registration and Titling Central Office Level - This level must have access to all registration and titling functions. Read-only access to agent accounts, dealer/livery licensing, and consignments. No access to POS functions;

Watercraft Registration Accounts Receivable Level – This level must have access to all accounts receivable functions including agent accounts and consignments. Read-only access to titling records. Full access to registration and dealer/livery license records and financial reports by their location. All functionality to issue registrations and access to POS functions NOT including Title Search POS functions;

Watercraft Registration Title Search Level (includes POS for Title Searches) – This level must have access to title search and associated POS functions;

Watercraft Registration Manager Level/Supervisor Level – This level must have

   

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access to all of the above plus the ability to run reports by all users and locations. Access to edit built in letters, etc.;

Law Enforcement Level – Access to watercraft registration data, including personally identifiable information, and access to camping reservation information; and

Administrator Level – This level must have access to all functions of the System for all locations in DPW for all modules being used. Users at this level must be able to access each location individually using a single log-in.

Additional levels may be defined by DPW based on operational needs.

 

Gift Cards/Gift Certificates Module Currently Available

Available After Development

The System must be capable of issuing gift cards and gift certificates, which must be supplied by the Contractor. DPW will approve the design of the cards and certificates.

   

Gift Cards and gift certificates will be sold at all DPW locations and through the website and Call Center.

   

 

Gift Cards and gift certificates must be able to be sold in any amount requested by the customer. There can be a $5.00 minimum for cards sold online or through the Call Center.

   

 

The System must be able to generate reports showing gift card sales and refunds issued to a gift card by sale/refund location. The System must also be able to generate a redemption report showing all gift card redemptions by location, amount and revenue code for the redeemed product based on a user defined date range.

   

Gift cards and gift certificates must include a security PIN number to help prevent fraudulent use of the gift cards when redeeming online or through the call center.

 

The System must seamlessly integrate previously issued Gift Cards and Gift Certificates that have an outstanding balance.

   

 

The System must be able to email a printable gift certificate to customers who    

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purchase a gift certificate online or through the Call Center. Emailed gift certificates must include a barcode that coincides with a unique ID number and PIN number. Gift certificates should also be scannable directly from an electronic device for redemption.

 

Gift cards and gift certificates must not expire. This includes the previously issued gift cards as well as gift cards sold under this Contract.

   

Gift Cards at Concession Facilities Currently Available

Available After Development

The Contractor must provide a means for DPW gift cards and gift certificates to be redeemed at Concession operated facilities designated by DPW. This will be primarily the Lodges but may include other smaller concession facilities. These transactions will merely deduct money from the available balance on the gift card.

   

 

The concession operators must be able to check gift card/certificate balances, to deduct from the balance of the gift card to pay for purchases at the concession facility, and to sell DPW gift cards or add value to a previously sold DPW gift card. Concession operators should also be able to sell new gift cards if a customer would like to purchase the gift card at the concession operation.

   

 

The System must generate a report listing all gift card/certificate redemption and sales transactions by Concession operated facility over a specified date range. The report will include a list of gift card redemption transactions, the value of each redemption and a total amount of redemptions as well as a list of the gift card sales transactions, the value added to each gift card and the total amount of the gift card sales. This report must be available to Central Office as well as to each of the concession facilities that redeem and/or sell gift cards.

   

 

Seasonal Dock Management Module – State Owned Docks Currently Available

Available After Development

The System must track the annual licenses administered by DPW for seasonal boat docks.

   

 

For each park with docks, the System must maintain a list of dock holders and their assigned dock number, dock location and dock permit number. Dock holder information must include customer name, address, phone number, boat make and

   

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boat registration number. The System must have the flexibility to allow the park staff to modify this information.

 

The System must collect a boat registration number, a boat type and boat length. Staff will also have the option of entering other boat characteristics including make, model and name of boat into the System.

   

 

The System must allow each park to generate license agreements with customer specific information that can be sent or emailed to dock holders each year. The license agreements will be customizable with park specific information as well.

   

 

The System must have the flexibility to add new docks as they are constructed.    

 

The System must be able to track dock holders whose dock privileges expired because of a five-year limit on holding a dock at certain locations. With appropriate permission levels, DPW staff must have the ability to adjust the expiration dates to correct errors or for customer service issues.

   

 

For each park, the System must maintain a log of annual dock licenses that are mailed, those that have been paid and licenses that are awaiting payment. The log must be viewable and printable from the park office.

   

 

The System must allow park staff, with the appropriate permission levels, to override prices or length limitations.

   

 

The System must accept annual payments for seasonal dock rentals online using a credit card or gift card and allow the customers to print a receipt from their home computer. The receipt must include the dock number(s) covered by the payment.

   

 

The System must require the dock holder to accept the terms of the license agreement online or to sign via electronic signature prior to paying for the license, if approved by DPW.

   

 

The System must also allow a dock holder to pay for a renewal at the park office.    

 

The System must allow for prorated refunds on state docks based on the    

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departure date.

 

The System must allow for prorated rental fees on state docks based on the arrival date.

   

 

The System must generate a report that provides information on which dock licenses have been paid online. The information must include dock holder information, dock number, payment date and payment type and confirmation that the license terms were accepted.

   

 

The System must allow staff to transfer a reservation from the existing dock to a vacant dock. Where the dock prices are the same, the System must not generate a refund or a request for additional payment. If there is a difference in price on the dock, the difference in amount between the vacant dock and the existing dock will be collected or refunded as dictated by the full season rates.

   

 

The System must allow for two (2) dock holders to swap docks without requiring the use of a third vacant dock to complete the transfer transaction.

 

The System must allow license agreements to be viewed/printed from a field workstation.

   

 

At the beginning of each year, the System must automatically generate reservations for those customers who had a dock reservation at the end of the previous season, except for those persons whose dock expired based on the five-year rotation.

   

 

The System must allow for all docks that have not been renewed at the end of the renewal period to be cancelled as a batch.

   

 

The System must be able to maintain a list of entrants in a park specific annual dock lottery. The System must record name, address, phone number and boat information. After the lottery drawing, this information must then be easily accessed to notify lottery winners and send them the appropriate license agreements.

   

 

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The System must maintain park specific waiting lists for vacant docks. The Park Manager must be able to add names to the waiting list.

   

 

The System must allow docks to be put in a hold status by the Park Manager for administrative purposes.

   

 

The System must notify the operator when the boat length exceeds the dock length of the selected dock.

   

 

Seasonal Dock Management Module – Private Docks Currently Available

Available After Development

The System must track the annual licenses administered by DPW for private docks

   

 

For each park with docks, the System must maintain a list of private dock owners and their assigned dock number, dock location and a park assigned dock permit number. Dock holder information must include customer name, address, phone number, boat make and boat registration number. The System must also collect the physical address of the dock. The System must have the flexibility to allow the park staff to modify this information.

   

 

The System must collect a boat registration number, a boat type and boat length. Staff will also have the option of entering other boat characteristics including make, model and name of boat into the System.

   

 

The System must allow users to search for a private dock using customer information or by the physical address of the dock.

   

 

The System must allow each park to generate license agreements with customer specific information that can be mailed or emailed to private dock owners each year. The license agreements will be customizable with park specific information as well.

   

 

The System must have the flexibility to add new docks as they are constructed.    

 

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For each park, the System must maintain a log of annual dock licenses that are mailed, those that have been paid and licenses that are awaiting payment. The log must be viewable and printable from the park office.

   

 

The System must accept annual payments for private docks online using a credit card and allow the customers to print a receipt from their home computer. The receipt must include the dock number(s) covered by the payment.

   

 

The System must require the dock holder to accept the terms of the license agreement online or to sign via electronic signature prior to paying for the license, if approved by DPW.

   

 

The System must also allow a dock holder to pay for a private dock at the park office.

   

 

The System must generate a report that provides information on which dock licenses have been paid online. The information must include dock holder information, dock number, payment date and payment type and confirmation that the license terms were accepted.

   

 

For Private Docks that are not paid in full on a specified date, the System must calculate a late fee and add it to the amount due.

   

 

The System must allow for multiple boats to be assigned to a single dock.    

 

The System must allow for one (1) person or entity to pay for multiple docks    

 

The System must allow for mid-season transfer of a dock to a new owner without creating a balance due for the current season. The new owner should receive the renewal notice for the following year.

   

 

The System must allow for a mid-season rate change in the dock fee based on the number of boats on the dock.

   

 

The System must automatically generate renewals each year for the private docks. The renewals must generate at the rate paid for that dock (less any late

   

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fee that might have been added) the previous year unless there is a fee update provided by DPW.

 

The System must be able to generate reminder letters to send to private dock holders who have not paid the annual fee at the time the letters are generated.

   

 

Transient Marina Management Module Currently Available

Available After Development

The System must have the ability to allow for reservations to be taken for transient marinas and to manage the docks in the marinas.

   

 

The System must allow for slip specific or slip general reservations in the transient marinas.

   

 

The System must allow the park to place holds on slips for administrative purposes.

   

 

The System must allow for the easy extension of stays, transfers (including slip transfers and date transfers), and early departures.

   

 

The System must allow for Marina reservations to be made in the field, online and through the Call Center.

   

 

The System must generate a confirmation email or letter for each reservation.    

 

The System must collect Customer Information for slip rentals, including customer name, address, phone number and email address.

   

 

The System must collect boat information that includes Registration Number, Boat Name, Beam, Length, Draft and electric hook-up required.

   

 

The System must calculate fees based on the length of the boat, with a minimum per night fee regardless of boat length.

   

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The System must collect customer requests for starboard or port tie up and stern or bow in when making a reservation.

   

 

The System must not allow a reservation where the overall boat length exceeds the dock length or where the boat length does not meet a minimum length.

   

 

The System must include a map of the marinas in the field application that shows each dock and its status (occupied overnight, occupied for the day, reserved, due out, vacant, or seasonal). The map will be available for the current date or any date selected by the operator.

   

 

The System must generate an availability report showing all docks as either occupied, vacant or closed. If occupied, the report should show the customer last name and the boat name.

   

 

For reservations, the System must accommodate the business rules which will be developed by DPW.

   

 

The System must provide printable and sortable reports for the marina, including arrival reports and occupancy reports. These will be available for a date or date range selected by the user.

   

 

The System must allow for Group Reservations in a marina, where a group organizer can hold a requested number of docks, and then individuals may call and reserve the docks that have been held.

   

 

Customer Reward Module Currently Available

Available After Development

The System must be able to track each overnight stay and point of sale transaction by customer.

   

 

Customers will be able to enroll in the Reward Card program online, through the Call Center or at any field location.

   

 

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Contractor must supply Reward Cards to give to program enrollees that can be easily scanned or swiped so that transactions can easily be associated with the customer for earning or redeeming points. The design of the card must be approved by DPW.

   

 

The System must provide for a means of generating cover letters so that customers who enroll online or through the Call Center can have their Reward Card sent to them. It will be the responsibility of the Contractor to mail the Reward Cards to customers when a customer enrolls in the program online or through the call center.

   

 

At certain milestone levels, the customer will be eligible for a promotional award, which will include free or discounted overnight stays, shelter rentals, tours or merchandise.

   

 

The tracking must be done on a point-based system.    

 

The System must maintain a cumulative record of each person’s account.    

 

The System must be able to automatically add points to a customer account for a reservation, retail or other eligible purchase. Points for overnight stays must not be added to the account until after the departure date.

   

 

The System must be able to deduct points when a customer redeems the award or awards for which they are eligible.

   

 

The System must be capable of adding “bonus points” to a customer account based on a specific behavior or transaction, such as reserving during a set time period or for a select park or for purchasing a specific item.

   

 

The System must allow for the earning or redemption rates to be set at varying levels depending on the park and/or facility type or the retail transaction.

   

 

The System must allow customers to check on the status of their loyalty account either through the Internet, Call Center or the field.

   

 

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The System must provide a means to integrate the Reward Program into lodges and other concession operated facilities that are not using the standard field application. This must allow for the concession operations to search for a customer, register a customer for a Reward Card, add and deduct points on a customer’s account, and provide reports showing the activity at the specific concession locations.

   

 

The System must be able to import all existing customer records relative to Reward Card numbers and point balances.

   

 

The system must allow points to be returned to a user account if a reservation where points are redeemed is cancelled, unless the entire reservation was paid in points, in which case a number of points will be forfeited by the user as a cancellation penalty. Points forfeited will be based on the DPW cancellation policy.

   

 

The system must be able to assign an expiration date to points based on date earned (i.e. Points are good for two years after being earned.) if DPW determines an expiration date on points is needed.

   

 

The System must allow customers with multiple reward cards to merge accounts, which will result in the balances on the two (2) cards being merged.

   

 

They System must provide for a way to manually adjust points, with the appropriate permission level, to account for errors in the System or for customer service issues.

   

 

The System must have a way to connect a completed POS sale for which no Reward Card was presented at the time of transaction to an existing Reward Card account, and the points for the transaction must be added to the Reward Card account.

   

 

The System must include the customer’s Reward Point balance on receipts for POS or Reservation transactions.

   

 

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Golf Tee Time Module Currently Available

Available After Development

The Golf Tee Time Module may not be implemented by DPW for the duration of the contract. Golf course operations are being moved to concession agreements. It is at the sole discretion of DPW to implement this module.

The System will allow for tee times to be made on-line or at the pro shop for that specific course.

   

 

The System must be a real time system to avoid double booking of tee times.    

 

Tee times must not be available through the internet for play on the same day. Same day tee times must be handled by the pro shop.

   

 

The System must allow one (1) person to reserve tee times for up to two (2) groups on the same day at the same course when booking online only.

   

 

The pro shop must have the ability to hold tee times for administrative purposes or outings.

   

 

The tee time component must be integrated with the point of sale component to allow for one (1) payment for golfers who want to pay for green fees, cart rental and a merchandise purchase in a single transaction.

   

 

All financial reports for the golf component must be integrated with the financial reports for the entire park in real time.

   

 

The System must have a way to track and collect on accounts.    

 

The System must allow third parties to access the tee sheet if DPW determines working with a third-party vendor to promote available tee times is in its best interest.

   

 

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Financial Requirements/Taxes Currently Available

Available After Development

The System must allow all DPW retail outlets to accept cash, credit cards, debit cards, checks and gift cards/certificates as payment. At this point, gift cards cannot be accepted as payment for watercraft registration transactions.

   

 

The System must allow for the collection of multiple payment types for a single transaction (i.e. gift card and cash payment for one (1) camping registration)

   

 

The System must data capture all payments, including transaction number, transaction type, name and location where transaction was completed.

   

 

When a check is collected as payment, the System must collect a customer name and check number.

   

 

The System must accommodate at least ten (10) tax types for all reservation and retail transactions, including sales tax, bed tax, resort tax, lodging tax, township tax and county tax. The tax rates and applicability will vary based on location and type of sale and for point of sale items, the item being sold.

   

 

The System must be able to have varying tax rates within locations that cross county and/or township boundaries where the tax rates differ. These taxes must be collected and reported so the taxes can be credited to the correct political subdivision.

   

 

The System must be able to be easily adjusted to reflect changes in tax rates and tax laws.

   

 

The System must allow for the State of Ohio Sales Tax Holiday in August that exempts all apparel and educational materials from state sales tax.

   

 

The System must allow the price of POS products to be set as “Tax Included” so the price set in the System includes the tax. The tax will be calculated and reported in the financial reports.

   

 

The System must allow for the field to exempt a reservation or retail sale from Ohio Sales Tax for that particular transaction. This should be set to a specific

   

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item and not the entire cart.

 

The Reservation System will allow for variations in campsite/cabin fees within the same park, between parks, and for certain days of the week and certain time periods during the calendar year.

   

The System must be able to handle different fees for different types of watercraft registration transactions. For agent locations, the System must also be able to break out a writing fee from the watercraft registration fee.

   

 

The System must automatically calculate fees and any changes in fees for site changes, extended stays, early departures, and no-shows, based on business rules.

   

 

The System must allow for manual adjustment of fees. This must be based on permission level and the System must record the user who adjusted the fees, the amount of the adjustment and required comments regarding the adjustment.

   

 

The System must have ability to calculate and distribute any refunds. Any refunds will default to the original form of payment or to a check in the case of a cash payment. Park staff must have the option to override the default refund method in order to issue the refund by gift card or check.

   

 

The System must be able to identify funds due to the State the day following the transaction.

   

 

The System must identify revenue by source using at least 6 numeric characters, park location using three (3) alpha and six (6) numeric characters, the funds using at least four (4) alpha / numeric characters, and settlement date using MM/DD/YYYY.

   

 

The System must allow for a single payment for a POS sale a watercraft registration transaction, a camping registration or any combination of transactions.

   

 

The System must also be able to provide any refund of camping fees along with a purchase in a single transaction.

   

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The name of the location where the transaction occurred must be printed on all transaction receipts.

   

 

The System must calculate change due on a cash transaction and display this amount for sufficient time to allow the operator to make the change from the drawer.

   

 

Cash refunds must be limited to same day refunds. The System must not allow cash refunds for transactions in the past.

 

The System must be able to limit the amount of a cash refund if a receipt is not presented.

   

 

Credit Card Processing Currently Available

Available After Development

Software must be capable of handling credit card payments at the Call Center, at DPW locations, and through the reservation website. No credit card processing will be utilized at watercraft registration agent locations.

   

 

The System must be able to utilize two (2) separate credit card processors. There must be a processor for transactions completed online and through the call center and a processor for DPW locations.

 

The System must utilize a real-time, on-line verification process to avoid customer callbacks and chargebacks

   

 

The System must accept Visa, MasterCard, Discover Card, American Express credit cards and bank debit cards backed by any of these cards.

   

 

Credit card transactions for online and call center transactions must be processed through a credit card processor of the Contractor’s choice. Any fees for the use of the cards processed online or through the Call Center must be paid by the Contractor.

   

 

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For all workstations at DPW locations, the credit card system must utilize the credit card processor designated by the Ohio Treasurer of State. Currently, the processor is Vantiv/Worldpay. This is subject to change every two (2) years based on a competitive bidding process. DPW will pay all credit card processing fees associated with these transactions.

   

 

For transactions in the field, credit card information must be captured through the EMV chip of a card. Credit card swipes should only be used as a backup.

   

 

The System must also capture the CVV number when accepting credit cards.    

 

If the swipe feature of the credit card module does not work, the System must allow for the manual entry of information including name on the card, credit card number, expiration date and any additional information needed to allow for processing of the transaction.

   

 

The System must be secured so that personal information of customers is protected. Credit card numbers cannot be stored with other personally identifiable information in the database.

   

 

If the processor declines a credit card transaction, the System must require the user to choose another credit card number before allowing completion of the transaction and provide a reason code for the declined transaction.

   

 

Contractor’s credit card processor must guarantee funds from credit card transactions completed through the Call Center or website.

   

 

Credit card number and expiration dates must be encrypted at all times. No more than the last four (4) digits of the credit card number must be displayed in the System or on transaction receipts, and the expiration date must also be masked.

   

 

The System must allow for refunds to credit cards when the credit card is used as an original form of payment.

   

 

When making a refund, the user will have the option of changing the card number or expiration date on the credit card in the event the card has expired or has been cancelled after the purchase date but prior to the date of the refund.

   

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The System must allow credit card refunds up to 13 months after the original transaction date.

   

 

In order to address credit card disputes, the System must include a component that will allow DPW Central Office staff, with the appropriate permission level, to research all credit card transactions that originate from any location in the System based on date of transaction, last four (4) digits of the credit card number, card type, and amount of transaction. The search must return, at a minimum, receipt/transaction number for the transaction and location where transaction occurred.

   

 

Customer Survey Module Currently Available

Available After Development

The System must have a component to allow customers to complete online satisfaction surveys.

   

 

There must be two (2) separate surveys, one (1) to gather feedback on a stay in an Ohio State Park and the other to gather customer feedback on the watercraft registration experience. As an alternative, the survey can be one (1) survey that is interactive, so after the customer selects the transaction type they completed, he or she will be directed to the corresponding survey questions.

   

The System must send the appropriate survey link via email to a customer who has completed a registration transaction or a stay in a Park.

   

 

Users with the appropriate permission levels must be able to view individual surveys responses.

   

 

The System must allow users with the appropriate permission levels to respond to a survey via email.

   

 

For those customers that do not have a reservation, the survey for each park must be on a website that can be accessed through the Ohio State Parks website.

   

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Content of the surveys must be approved by DPW. Content of the surveys will vary by location (DPW vs agent) and the services and amenities available at that location.

   

 

The System must compile the responses by location for all surveys completed so there is a composite survey result for each location. These results will be compiled in an electronic format approved by DPW and sent to DPW at the end of each month or otherwise be made accessible to DPW field and central office staff.

   

 

Customer Management/Marketing Currently Available

Available After Development

The System must be structured to limit the possibilities that one (1) individual has multiple customer records in the database.

   

 

The System must have the ability to periodically check the database for duplicate customer records for the same individual. Fields reviewed should include name, address, email address, phone number, and date of birth, and customer records that match multiple fields should be identified for merger. Multiple records for the same customer must be merged into a single record so that when a customer search is performed, the System only returns one (1) record for the individual.

   

 

The System must allow customers to opt-in to marketing offers provided by DPW. The customer must be able to opt-in when completing online transactions, through the Call Center or in the field application.

   

 

The System must allow reminder confirmations to be sent to a customer up to fourteen (14) days prior to their reservation arrival date. This reminder confirmation must be customizable with park specific information.

   

 

The System must allow comments to be added to a customer record. These comments will stay with the customer account and will be viewable at all locations by users with the necessary security levels.

   

 

The System must allow users in Central Office to pull customer lists that include phone numbers and email addresses, from the System, based on different filters, such as cabin customers, reward card holders, etc.

   

 

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The System must allow the field to update customer information, including address, phone number, email, cell phone, etc. For watercraft registrations, the System must also collect customer date of birth, and a unique identifier, which may include driver license number, passport number or other number determined by DPW.

   

The System must allow for a mail renewal registration file for expiring watercraft registrations to be generated which can be forwarded to the US Postal Service to check for updated addresses.

   

 

Fees/Discounts Currently Available

Available After Development

The System must be able to handle varying fees for each facility type. Fees can vary depending on day of the week, holidays, and season. The System must also be able to handle varying fees for different watercraft registration types as well as calculation of a registration writing fee for agent locations only.

   

 

The System must be able to handle fees on a per night basis for camping, cabins, and other overnight rentals and on a per day basis for day use facilities. For cabins and some other overnight facilities, weekly fees may apply.

   

 

Several group camp fees are charged per person. The System must have the ability to calculate fees based on a per person rate, with a different per person rate for adults and youth.

   

 

The System must calculate all applicable taxes for each reservation and point of sale transaction.

   

 

The System must be able to process discounts for reservations. The discounts will include standard discounts available anytime, such as the Golden Buckeye Discount and the Disabled Veterans Discount, as well as special discounts as developed by DPW.

   

 

The System must have the ability to display an alert online and for a call center agent when a discount is selected providing the customer with more details/requirements for the discount. For example, an alert might read that proof of eligibility for the discount must be shown upon arrival at the park.

   

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The System must show any discount applied to a reservation during the check-in process or on an arrival report, so staff are alerted to check with the customer to verify eligibility for the discount.

   

 

The System must allow only one (1) discount for overnight stay per time period for each discount card number, regardless of where the reservation is created.

   

 

The System must account for discount programs that may be added, revised or discontinued over the term of this Contract. Information on current discount programs may be found in the Supplements.

   

 

The System must have the ability to create special discounts for specific parks and/or date ranges that DPW may implement for promotional purposes. These may include percent off discounts or Buy X Nights, Get Y Free promotions.

   

 

The System must have the ability to utilize promo codes for specific parks, facility type and/or date ranges. The promo code feature must be able to process promo codes that are unique codes good for only one (1) use by one (1) customer and global promo codes that can be used by all customers. Discounts on the promo codes will include a percent off of fees, specific dollar amount discount, and Buy X, Get Y promotion.

   

 

The System must allow for the field to provide price adjustments to customers for up to sixty (60) days after the departure date when the customer provides proof that they were eligible for a discount but did not use a discount during the stay or for other customer service related circumstances such as power outages.

   

 

There should be no price adjustments or discounts for watercraft registration fees.    

 

The System must allow for a general percent discount on a specific point of sale item and not all POS items in the transaction.

   

Tour Ticketing and Event Registration Module Currently Available

Available After Development

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The System must be able to sell tour tickets and event registrations online, through the call center and in the field.

   

 

The System must allow the field to add or delete tour times and events based on demand.

   

 

The Ticketing system must allow the field to determine the number of people on each tour or in each event and to place holds on specific tour times or events.

   

 

The System must allow for a combination tour ticket that involves multiple tours at a reduced rate. For combination tours, the ticket purchaser must have the ability to select the times for the individual tours that make up the combination tour.

   

 

The System must be able to have different prices for adults and children for the same tour or event.

   

 

The System must generate an email confirmation for ticket or event registrations. The confirmation must include specific information about the event/tour.

   

 

For event registrations or tours purchased online or through the Call Center, the System must generate a printable confirmation email that will serve as a ticket. If the customer does not have an email address, the System must generate a written confirmation that will be sent to the customer via US mail.

   

 

The System must be able to reprint a ticket in the field for a customer who purchased a ticket or registration but lost or did not receive a confirmation.

   

 

The System must generate a report listing all attendees for each tour or event for a given day.

   

 

The System must print a separate ticket for a tour or event sold in the field. This must be separate from the receipt generated by the System.

   

 

The System must allow for specific information about each tour type or event to be placed on the reservation website.

   

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Boat and RV Storage Module Currently Available

Available After Development

The System must allow for a park to manage a boat/RV storage area.    

 

The System must collect customer name, address, phone number, and email. It must also collect information on the vehicle being stored, including vehicle type (tent camper, motor home, trailer, pontoon boat, sail boat, etc.), license number and boat registration number.

   

 

The System must be able to calculate fees for storage for either a day, week, month or a full season.

   

 

The System must generate a storage report that shows all vehicles in storage, including vehicle information and customer information.

   

 

The System must generate a report showing which storage agreements are expiring at the end of a month.

   

 

Watercraft Registration Module Currently Available

Available After Development

The System must be capable of completing the following actions relative to watercraft registrations:

Issue all registration types (Traditional: New, Renewal, Transfer, Transfer Time Remaining, Add-A-Motor, Transfer Add-A-Motor, Temporary; Alternative: New, Renewal, Transfer, Transfer Time Remaining, Temporary; Historic; Free Corrections; Veterans; Duplicate Registration; Duplicate Decal; Documented);

Search the registration database by a variety of criteria, including by boat and by customer;

Have restricted registration issuance functionality dependent on agent levels (Central Office vs. Field Office vs. Contract Agent);

Printing of registration cards to the specific size as specified by DPW Allow for Re-prints of Registrations; Issue Dealer Licenses; Issue Livery Licenses; Process Lockbox registrations (importing a file from an outside

   

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source/banking institution, and issuing/printing registrations for the records within the file as a batch process);

Process online registration renewals, which will involve issuing/printing registrations for these records as batch process;

Allow manual entry of registrations issued outside the System (historic or hand-processed registrations);

Allow registration records (including owner, registration and watercraft data) to be edited, amended, moved, deleted, merged. Allowance of certain fields to be dependent on agent levels (Central Office vs. Field Office vs. Contract Agent) and privileges within each level;

Allow for a review system of registrations issued at the contract agent level;

Sections for comments to be added at different levels (i.e. owner, registration and watercraft) – with ability to track date/time and person entering comments; and

Link registration records to the watercraft titling record if applicable.

 

The System must collect/confirm the following for the registration section of a boat registration: application number (if applicable), decal number (if applicable), Boat Number or Documentation Number, Registration Type (Regular, Traditional, Alternative, Historic, Veteran), Issue Date, Expiration Date, Type of Use, Issuing Agent, Fee, Status (Active, Inactive, Pending, Surrendered), Water of Use, Print Renewal (Yes or No), Stolen Property (Yes or No), Admin Action (Yes or No), Destroyed (Yes or No), Out of State (Yes or No), and Surrendered State (2 letter state abbreviation).

   

 

The System must use real time technology to transmit data between DPW, contract agents, the online registration website, and the Contractor’s data storage system so that users can see a continuously up to date record of registrations.

   

 

The System must be able to issue the following registration types:

New – first time boat is being registered to the owner; Renewal – register of a boat with no change in ownership; Transfer Time Remaining – when boat ownership changes, and the

existing registration is transferred to the new owner; Duplicate – reissuing a current registration and/or decal because the

registration is lost, etc.; Temporary – registration that allows boating for 60 days until a title is

issued in a new owners name. Only can be issued once per owner per boat;

Add A Motor – updates an existing registration to include a motor on a watercraft the did not have motor at the time of registration, such as a sail boat or row boat;

Alternative – registration for hand powered watercraft only; Historic – for boats that are over 25 years old and used primarily for

shows and display. Historic boats that are used for recreational purposes may also have a regular registration;

   

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Veteran – free registration for those meeting the requirements listed in Ohio Revised Code; and

Replacement – a no cost replacement card and/or decal sticker when a customer notifies DPW that a registration was not received within 30 days of renewal or when a correction was needed. Lost in mail, etc.

 

The contractor must electronically load historical data from existing watercraft registration system records so that no registration or customer data will be lost.

   

 

The System must allow for a minimum of 8 characters for boat numbers and registration numbers.

 

The System must allow for searches for boats and customers on multiple fields. For boats, the search fields must include HIN number, boat number, documentation number, make, year, boat type, expiration date and decal number. For customers, the search fields must include name, business name, address, phone number, personal ID number, date of birth, email address and active or inactive registrations.

   

 

The System must provide the ability to check on the status of any registration at any time in the System.

   

 

The System must be structured to prevent unintentional duplication of any particular registration by asking the user whether they truly intend to purchase a second registration (when this is the case) on an unexpired registration.

   

 

The System must collect/confirm the following for the owner section of a boat registration: customer name (first, middle, last or Business name), Co-owner name (first, middle, last), personal identification number or tax ID number, ID type, ID State, date of birth, address (street, mailing (i.e. PO Box), city, state, zip), county of residence, phone number, email address, and if a boater education course has been completed.

   

 

The System must collect/confirm the following for the watercraft section of a boat registration: Make, Model, HIN, year, Boat Type, Propulsion Type, Engine Drive, Length (feet and inches), Hull material, VIS Type, Title Required, Title Number (if applicable), boat name, color, fuel type, and primary body of water where the vessel will be used.

   

 

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Each registration will have its own unique transaction identification number.    

 

The System must allow transactions, applications and/or decal numbers to be voided, with the appropriate permission levels.

   

 

The System must calculate all fees for a registration at the time of registration. Fees will be based on the type of transaction (transfer, renewal, etc.), type of propulsion and the length of the watercraft. The System must also be able to collect and document collection of the required fees at the time of registration.

   

 

The System must be able to mark a boat as stolen so as to prevent registrations of a stolen watercraft. With the appropriate permission level, users must be able to enter stolen boat information and case file data for a boat, whether or not a registration exists. Stolen boat records should link to the registration records for that boat if a registration exists. A notification should appear on the screen when attempting to register a stolen boat.

   

 

The System must be able to mark a customer as having an administrative action so as to prevent that person from registering a watercraft. With the appropriate permission level, users must be able to enter information and case notes about the administrative action. This information should link to all boat registration records for the customer, if any. A notification should appear on the screen when attempting to register a boat linked to a customer with an administrative action.

   

 

The System must be able to collect preliminary data from users seeking a “New” or “Transferred” registration with a requirement that verification of documentation must occur at a later time (in person). The preliminary data will stay in a pending status until the documentation has been verified.

   

 

The System must be capable of allowing the registration of multiple boats in a single transaction when the boat owner name is the same for all boats in the transaction.

   

 

The System must be able to generate email confirmations for all online boat registrations. Include option to allow online users to request that future registration renewals be delivered to them via e-mail. Email confirmations must be able to be re-sent to customers upon request of the customer. The System must allow for boat specific and date specific information to be included in the confirmations.

   

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The System must have the ability to allow customers to view their registration histories on the internet. Registration histories must include name, boat number, make, HIN, registration expiration date.

   

 

 At the end of a registration transaction, the System must print a registration document in a format to be approved by DPW.

   

 

The System must also have the flexibility to meet any requirements necessitated by changes in state or federal laws or regulations regarding watercraft registrations.

   

 

The system must provide access to the state’s law enforcement communication system to review boat registration information, boat title information and boater education information.

 

The System will allow DPW staff to attach scanned documents or digital files to watercraft registration records or customer records.

   

 

The System must be able to securely export watercraft registration information on a nearly real-time basis to the state’s law enforcement data base.

   

 

The System must be able to export and import data to and from other state systems as needed. These include the Public Information Request processing system, the state accounting system, and the automated titling system.

   

 

The System must be able to export registration information monthly and annually to the US Coast Guard per their requirements. This includes owner, registration and watercraft data as specified by a variety of criteria required by the US Coast Guard.

   

 

The System must be able to export a file to allow for the printing of boater renewal letters to be sent in January of each year.

   

 

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Watercraft Registration Agent Locations Currently Available

Available After Development

Agent locations must only be able to process the following registration types: New; Renewal; Alternative; Transfer; Transfer Time Remaining; Temporary; Add A Motor.

   

 

The System shall not process payments for agent locations but must track the value of the registration transactions that are processed at the agent location.

   

 

The System must allow for the management of registration agent accounts, including owner/business information, surety company, bond limit, status, permission level, assignment and reconciliation of decals/applications and registration transactions specific to that agent. The System must also generate reports relative to agent transactions

   

 

The System must be able to provide the needed reports and auditing resources and resources allow for the automatic sweeping of funds due to the state for registration transactions from agent bank accounts.

   

 

Watercraft Livery License Module Currently Available

Available After Development

The System must be able to issue annual livery licenses to a person, business or organization owning multiple non-motorized watercraft.

   

 

The System must collect contact information for the Livery License including business/organization name, contact person, address, FEIN, main water of use, phone, and email address.

   

The System must issue a certificate of livery registration for each livery license issued, and it must include the watercraft registration number assigned to the livery license, livery name, address and expiration date. The layout of the certificate must be approved by DPW.

   

Under a livery license only, the System must allow for multiple watercraft to be assigned the same boat number (i.e. OH0000LL). The System must track the individual boat information (HIN, etc.) under the livery license.

   

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Only DPW Central Office will issue a livery license.    

 

The System must allow for validation decals to be assigned to each livery license.    

 

Watercraft Dealer License Module Currently Available

Available After Development

The System must be able to issue annual Watercraft Dealer Licenses to a watercraft dealer or manufacturer.

   

 

The System must collect contact information for the dealer including business name, contact person, address, FEIN, Vendor Number, phone, and email address.

   

The System must allow a permanent Dealer number to be assigned to each dealer license. This will be a ZZ number (i.e. OH1234ZZ).

   

The System must generate a wall certificate for the dealer that includes the Dealer name and address, dealer number and expiration date. The System will also generate three (3) pocket sized certificates with the same information. The contents and layout of the certificates must be approved by DPW.

   

The System will allow for a minimum of three (3) and a maximum of thirteen (13) validation decals to be assigned to each dealer license.

   

 

Only DPW Central Office will issue a dealer license.    

 

Watercraft Registration Lock Box Registrations Currently Available

Available After Development

The System must be able to import a file including registration and payment information from a lock box.

   

 

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The System must allow for batch processing of the lock box registrations to complete the registration process after the file is imported.

   

 

Watercraft Titling Module Currently Available

Available After Development

The System must be capable of completing the actions available in the existing system including, but not limited to:

Automated Title Processing program. Record watercraft title information. Fields to be uploaded include Customer name, address and phone number, previous owner name and address, title number, control number, title issue date, title type, previous title number, previous title state, surrender state, title status (active, inactive, surrendered), and watercraft year, model, make, HIN and length, ATPS HIN, ATPS Model, and Stolen (Y/N).

Record outboard motor title information, including motor make, motor identification number (MIN), model, year, previous title state, surrender state, and horsepower.

Be able to review and modify uploaded records before being accepted into the System.

Link accepted records to appropriate title and registration records currently in the System.

Be able to manually enter and link historic records not currently in the System.

Be able to edit existing record; fields available for edit will be determined by DPW.

Be able to search the database by criteria as determined by DPW.

   

 

The System must provide the ability to check on the status of any title at any time from any workstation with the proper security level.

   

 

The System must be able to search for a title by HIN number, title number or owner name.

   

 

The System must link a title to registration records for that boat.    

 

Each title must have its own unique identification number.    

 

The System must also have the flexibility to meet the changing needs of DPW and ATPS over the term of the Contract. ATPS is the State of Ohio Automated Title

   

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Processing program administered by the Ohio Department of Public Safety.

 

The System must generate a report listing titled boats that have come into Ohio from other states.

   

 

The System must allow for comment sections on each record.    

 

Watercraft Registration HIN Inspection Scheduling Currently Available

Available After Development

The System must allow DPW locations to manage available inspection dates and times.

   

 

The System must allow all users with the proper security permissions to schedule inspections within the available dates, times, and locations.

   

 

The System must allow for collection of name, phone number, reason for inspection, and scheduler when scheduling an inspection.

   

 

The System must allow the scheduled inspection and applicable results to be linked/associated with the appropriate registration record. This should include scanned copies of documenting materials as appropriate.

   

 

The System must allow for a printable list of upcoming scheduled inspections for a user specified time period and location.

   

 

Watercraft Registration Letters/Document Templates Currently Available

Available After Development

The System must allow for the addition of various letter and document templates as determined by the DPW. These templates must allow for auto-population of information from defined fields for designated records as defined by DPW designated filters or actions.

   

 

The System should allow users with specified security permissions to make changes to document templates on a master or single-letter basis.

   

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The System must allow for storage of the final letter (.pdf) in association with appropriate records. The name or name ID of the generator of the letter should be documented on the final version for reference.

   

 

The System must provide for a printable list of letters issued by generator, date, or other parameters as identified by the DPW.

   

 

An archive feature must be part of the System to allow for management of records. The archived materials should also be available for retrieval as needed.

   

 

Boater Education Module Currently Available

Available After Development

The System must track the completion of boater education courses. The people who complete these courses may or may not own a watercraft.

   

The System must allow for a boater education course to be completed, scored and recorded in the System, or the System must allow for the manual posting of test scores from outside providers. Data recorded about the test must include the test provider/test taken, date of completion and final score.

   

When a customer is marked as having successfully completed a boater education course, a certificate will be emailed to the customer or a file will be created that will allow for a certificate to be printed and mailed to the customer.

   

The System must allow the customer to access a boater education completion certificate through the customer profile, so the certificate can be reprinted as needed.

   

 

If a customer profile is accessed in the System, the field user, with appropriate permission levels, must be able to view the Boater Education information associated with that customer.

   

 

DPW must approve the design and layout of the certificate.    

 

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