County of Inghampu.ingham.org/Portals/PU/Bids/2017/41-17 Revenue Management Sy… · 1. Description of course 2. Fee structure 3. Instructor assignment 4. Facility location 5. Revenue

County of Ingham

Request for Proposals

Packet #41-17

Revenue Management System for the Ingham County Parks

& Recreation Department and Potter Park Zoo

Sealed Proposals Due:

August 3, 2017 at 11:00 A.M.

Sealed Proposals shall be delivered to the:

Ingham County Purchasing Department

121 E. Maple St.

Mason, Michigan 48854

Phone: (517) 676-7222

Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation

Department and Potter Park Zoo

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Ingham County Purchasing Department Page 2

1.0 PURPOSE

Ingham County (County) solicits proposals from qualified and experienced vendors for the

purpose of providing a new turnkey Revenue Management System (RMS), inclusive of ongoing

application support, maintenance and training for the Ingham County Parks and Recreation

Department and Potter Park Zoo.

2.0 OBJECTIVES OF THE REVENUE MANAGEMENT SYSTEM

In order to improve data capture and data utilization, the Ingham County Parks and Recreation

Department (Parks) and Potter Park Zoo (PPZ) intends to procure a new Revenue Management

System (RMS). The list below highlights the objectives of the new system:

1. Offers integrated data capture methodologies for revenue collection, tracking and

reporting.

2. The ability to extract data for development of targeted marketing programs.

3. User-friendly recreation membership and registration processes that support efficient

customer service.

4. Offers secure online registration and payment functionality.

5. Ability to track individual facility and program usage in order to maximize the use of

each of the facilities.

6. Provides automated revenue posting functions that include the ability to interface with the

County’s financial management software (Munis from Tyler Technologies) and eliminate

the current manual processes of data entry.

7. Ability to integrate data into word processing formats for use in instructor contracts,

rental agreements, and publishing software.

8. Provide analytical tools and reporting capabilities. Tools include calendars, graphics, and

statistical reports.

9. Maximize data collection and provide tools for membership management. Data capture

methodology to include electronic data capture using bar coded membership cards and

scanning mechanisms. This data includes, but is not limited to, demographic, name, age,

gender, program and individual participation levels, and facility usage. Tools for

membership management should include a variety of financial, usage, and statistical

reports.

3.0 BACKGROUND

County Background

The 2010 Census for Ingham County, Michigan estimates a population of 280,895 with a

population density of 502.3 people per square mile. The county has a total area of 561 square

miles of which 556 square miles is land and 4.6 square miles is water. Transportation in Ingham

County is served by air service (Lansing Capital Region International Airport and Mason Jewett

Field), railways, bus services, and several highways.



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Ingham County government operates the jail, maintains rural roads, operates the major local

courts, keeps files of deeds and mortgages, maintains vital records, administers public health

regulations, and participates with the state in the provision of welfare and other social services.

Parks Department Background

Ingham County Parks located just minutes from the heart of Lansing in mid-Michigan, offering

more than 1,200 acres of outstanding parklands for recreation and enjoyment. Burchfield Park

(including Bunker Road & McNamara Canoe Landings as well Riverbend Natural Area), Hawk

Island County Park (including access to the river trail), Soldan Park, Lake Lansing North and

South (including Lake Lansing South Boat Launch)

See additional attached information.

Potter Park Zoo Background

The County has operated Potter Park Zoo in conjunction with the Potter Park Zoological Society

since 2007. The Zoo encompasses over 20 acres and features more than 500 individual animals

representing approximately 160 different species. As an accredited member of the Association of

Zoos and Aquariums (AZA) and participant in its Species Survival Plan (SSP) programs, we are

committed to the preservation of endangered animals and are actively developing strategies that

will help protect species and preserve their wild habitats. Through education, conservation,

research and recreation, Potter Park Zoo provides a wonderfully wild experience for students and

families.

See additional attached information.

Desired Software Solutions

Looking into the future, a new system would include software as well as instituting a new ID

card system for memberships that allows for the electronic scanning of the membership card and

automated data population for various tasks.

The new system will provide additional software functions to the Department, such as enhanced

reporting capabilities, export of data in a flat file for import into the County's financial system,

photo ID cards, and a membership card format to electronically capture data. Due to the large

range of programs and services offered, an enhanced data capture and reporting tool is required.

It is also desired to institute on-line services such as web registration.

4.0 MINIMUM REQUIRMENTS FOR THE REVENUE MANAGEMENT SYSTEM

At a minimum, the Proposer must provide a comprehensive Revenue Management System

(RMS) that meets the requirements listed below:



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1. Has been in production at a minimum three (3) municipal or county parks, recreation

agencies, and zoos with a similar number of facilities and programs.

2. Can be implemented with minimal modifications required by the County; the County is

not interested in extensive product customization. The product(s) must also be from an

established software developer that can provide ongoing application support and product

updates over time.

3. Has a non-proprietary browser interface.

4. Can support the following output options: screen display, .csv or .txt export and print to

file or printer.

5. Will allow the Departments to manage members, memberships, facility rentals, athletic

leagues, parks, on-line registrations and payments, revenues and instructor payroll.

6. Is capable of interfacing/passing data to Tyler/Munis, both export and import.

7. Allow for use of County codes and user screen configurations.

8. Able to operate in stand-alone/offline mode in the event that network connectivity is

interrupted and have the ability to sync later.

Additionally, the Proposer must:

9. Have extensive experience in the successful implementation of the proposed system on

the proposed platform in at least three (3) other agencies with similar functionality to the

Department.

10. Have the financial resources to support the project within the time frame specified.

11. Agree to provide the configuration, integration, interface code and data map/model to the

County if awarded the contract.

12. Agree to act as the primary contractor with complete responsibility for the installation

activities of the proposed software and hardware, and the ultimate success for the project.

13. Have a good record of responsiveness to the needs of its installed customer base. The

County may evaluate Proposer references as part of the proposal review process.

14. Provide a detailed list of Hardware/Software system requirements for any computer

equipment required. If the system is hosted locally use of the County’s VMware virtual

environment is preferred.

15. Provide a sample data set for the purpose of compatibility testing for ERP (enterprise

resource planning) system.

5.0 SCOPE OF WORK

General

The Proposer must provide an approach that meets the Minimum Requirements, complies with

all parts of the Scope of Work and includes all Milestones and Deliverables.

1. The Proposer will provide on-going support for the RMS software and Proposer installed

peripheral device hardware.

2. The County will own perpetual use of software licenses.



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3. The County will work with the Proposer to implement the steps necessary to move onto

the new systems.

4. All optional modules will be identified and made available for future consideration.

5. Product configuration rather than product modification will take precedence.

6. The County will consider altering its business processes to fit the new work flows instead

of implementing custom software.

7. The Proposer will provide a web component that offers on-line registration and electronic

payment processing.

Listed below are the functions required of the new RMS:

1. Function at all park and office locations described in this document.

2. Interface with the Ingham County financial system, Munis, for recording revenues to the

general ledger.

3. Have a hierarchy of user access.

4. Permit the user to modify prices and items offered for sale.

5. Process all credit card sales and provide reporting.

6. Have individual user IDs.

7. Provide an end of shift report for each attendant.

8. Have on-line reservation, registration and sale capability.

9. Have a gift card function.

10. Provide financial and statistical reporting.

Service Provider Requirements:

The service provider shall:

1. State the technology requirements to operate the RMS.

2. Provide 24/7 customer support

3. Provide a maintenance agreement

4. Remit credit card revenue to Ingham County on specified dates as agreed in a contract

with Ingham County.

5. Provide on-site and remote training as specified in the contract.

Membership Management

The department is in the process of adjusting business practices to accommodate the changing

needs of participants and the community. The overall goal is to increase the number of members

and program participation. Current practice is to require a recreation membership for

participation in preregistered programs. Offering a variety of membership types creates

flexibility for the consumer, which is a key to increasing memberships. The County desires

several functions of membership management.



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1. Manage multiple types of memberships including, but not limited to resident and non-

resident types. This enables the Department to track the demographics of users, with

varying costs.

2. Provide for various 'play' passes so that patrons can have 'memberships' for specific

activities such as dog park access, disc golf, and other programs. This feature would be

beneficial and possibly increase participation in activities.

3. Provide a family membership program.

4. Streamline membership data entry to include an intuitive flow of input.

Course Management

The department offers preregistered and drop-in programs and special events. The overall goal is

to have the ability to create courses to include course details and maintenance. Additionally,

tracking of participants in the courses is essential for both preregistered and drop-in programs.

1. Description of course

2. Fee structure

3. Instructor assignment

4. Facility location

5. Revenue location

6. Participant tracking for preregistered course

7. Participant tracking for drop-in programs

8. Course maintenance such as archiving

Facility Rentals

The department's goal is to integrate facility management with the RMS. This involves the

ability to have a comprehensive view of facility usage by rentals, programs and members. The

facility rental function must meet the needs of the Recreation facilities, park shelter rentals, and

athletic fields. This feature should have the ability to auto-generate contracts, addendum, fees,

equipment needs, and staffing. This includes the ability to designate associated activities with

each rental such as facility set-up, equipment needs, etc.

Online Registration and Payments

The department currently has no method to offer clients the ability to register and pay for classes,

activities, or rentals on-line. The ability to offer this feature will be a mandatory requirement of

the new system. It is important to note that County’s current direction is to not assume any

responsibility for PCI (Payment Card Industry) compliance or storage of PII (Personally

Identifiable Information) data pertaining to electronic processing of payments for services or

merchandise performed via the Internet; this includes, but is not limited to, bank account

transfers, credit card, and auto-debit transactions and related information.

Revenue Management

Revenue management is one of the most important features desired in the new RMS. This feature

is critical for understanding the department's revenue base and measuring program success. Also,



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revenue management is the basis for best business practices with regards to funds handling that

meet audit requirements. Revenue management entails:

1. Produce financial reports

2. Perform daily close outs

3. Auto-calculate fees based on user defined parameters

4. Auto-distribute payments to multiple general ledger account numbers based on user

defined parameters

5. Ability to track subsidy and/or scholarship payments

6. Ability to generate invoices

7. Process refunds

8. Process class transfers

9. Assess late fees

10. Itemize receipts

11. Export data in .csv or .txt file formats to allow for other uses of data such as integration

with the County's financial system

12. Point of Sale menu/system

13. Zoo Gift Shop

Data Management

It is the County's desire to capture data through multiple methods including, but not limited to

manual entry, electronic bar code/swipe scanning, access control and remote mobile access.

Mobile access will provide for the ability to access the RMS remotely to capture participant data

at alternate facilities such as softball fields, parks, expos, and the like. The collected data will be

used for measuring participant usage, demographic data of participants, marketing, staffing

levels and statistical analysis of programs and facility usage.

Marketing Applications

Data management is imperative for target marketing efforts. Data includes name, age, address, e-

mail address, gender, membership type, participation levels, facility usage, etc. The County's

goal is to perform a variety of marketing functions such as, email blasts and mailing lists to

target specific user populations. The marketing function also includes the ability to export course

descriptions/detail in an open source standard format for use in other software applications. The

benefits of a marketing application is to reduce duplication of work related to generating

marketing material such as brochures, fliers, etc. as well as to provide auto-generated mailing

lists for target marketing activities.

Reporting Functions

A new software solution must provide a multitude of reports based on user defined criteria. The

following are examples of desired reporting features:

1. Financial reports

Daily Cash Close Outs



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Program Revenue

Facility Revenue

Rental Revenue

Monthly and Annual Reports by General Ledger Account Number and by

Division

Grant Funding

Subsidy Payments and Scholarship Payments

Invoicing

Aging Reports

Profit/Loss statements for programs

2. Participation rosters

Multiple reports with user defined criteria, such as balance due, sign in/out,

emergency contact, age, etc.

Rosters for programs such as summer camp, athletic leagues, aquatic programs,

etc.

3. Statistical Reports – The ability to run a variety of statistical and analytical reports is

pertinent to the management of a facility, determining staffing needs, and developing

program. The following are examples of statistical reports:

Facility Usage

Participation Types

Membership Demographics

Trends for such things as participation, facility usage, instructors

4. Facility Rental Functions

Calendar functions to facilitate scheduling with view and printing capabilities

The ability to integrate with open source document formats to generate rental

contracts/agreements

The ability to have equipment available by facility/room to be reserved when

entering a rental reservation.

5. Facility Usage

User-defined reports that indicate times when facilties are in use

User-defined reports that indicate which rooms are used

User-defined reports that indicated how rooms are used

User-defined reports that indicate who uses rooms/facilities

6. User Requirements

User Interface - All screens must be user friendly and present consistent displays. On-line

help must be available on every screen and for all functions. An additional feature

leveraging dialog boxes that assist users with application support is desired. Embedded



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application terminology should parallel the industry language to support user familiarity

and facilitate application training. The following users’ requirements are important:

Intuitive navigation screens that directs users from one section to the next. This

allows new employees to be trained quickly and more efficiently

All RMS functions or modules should be easily accessible through a main menu

(dashboard)

Consistent terminology across all screens and modules

Screen structure and design presents common display elements

System navigation is consistent across application and program modules

7. User Training (permanent)

A Test/Training database is required. This would be used for new staff training

and test scenarios with data that is not 'live'.

8. User Support - The Parks Department is a seven-day a week, 14 hours (8:00 AM to 10:00

PM) per day operation. Potter Park Zoo (PPZ) is 364-day per year (closed only on

Christmas Day), 12 hours (9:00 AM to 9:00 PM) per day operation. As such, a flexible

system of support hours is highly desirable.

Comprehensive system support to staff. This includes business hour support

functions for technical related issues and software functionality assistance as well

as some after-hours support availability for staff assistance in the evenings and

weekends.

9. User Licenses – It is estimated that there will be a minimum of (51) concurrent users on

the system at any given time as detailed below:

Category Functional Group Number of Primary Users

Desired Modules - Parks Parks Front Line Staff 11

Parks Management Team 6

Parks Administrative Staff 3

Parks Admin Support 4

Desired Modules - PPZ PPZ Front Line Staff 13

PPZ Management Team 5

PPZ Administrative Staff 4

PPZ Administrative Support 3

All Desired Modules - IT IT System Administrative Staff 2

Total 51



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Functionality and Features

A primary requirement is the simplification of data entry and a minimal of navigation between

screens for routine RMS functions. Critical to the selection of a new RMS is the demand for a

simplified method of entering repetitious data required during seasonal registrations. The RMS

must demonstrate maximum efficiencies in all data entry functions.

In addition, it is required that all revenue functions in the new software contain standard

accounting processes. The RMS must have the ability to generate daily cash reports per facility

and fiscal revenue reports based on administrative detail requirements. The accuracy of revenue

data must be ensured by integrating fee tables and the added security of restricted data fields.

This functionality must be incorporated in the new RMS for reliable and consistent revenue

reporting.

The system should have the ability to use integration tools that facilitate data sharing across

systems, specifically open source document standard formats for contract generation. It should

also offer the ability to interface with the County’s financial management system for efficient

processing of fund deposits and receipting.

The application is required to have an access control list (ACL) feature for system security. The

ACL must be completely configurable by a RMS/IT administrator, or administrators, assigned by

the County.

The software must provide the ability to capture and track the demographic data of members,

course participants, and facility use. The software must meet the data input and output

requirements and be able to demonstrate the systems' utilization of captured demographic data

for marketing and planning purposes.

1. System Technology

Along with the software requirements, the County is also interested in incorporating

hardware components for electronic data capture. The Proposer shall describe their ability to

provide the following:

Bar coded/swipe Identification Cards

Bar code scanners/readers - both stationary and mobile

Printers for Membership Cards

Any associated software for the electronic data capture should be integrated with

the proposed Membership Management solution.

2. System Integration

The Proposer must provide all software and hardware components required for successful

installation of an integrated RMS and provide for ongoing operation. The system should

be scalable to allow for future integration of additional software modules and hardware

components.



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3. System Implementation Plan

The Proposer shall prepare a System Implementation Plan which includes a detailed

description of the following:

Project Management Plan

The Proposer shall submit a detailed plan showing how the project will be managed

including key project team members in addition to the Project Manager. This plan will

include any requirements that the Proposer has for the County or any expectations of the

County Staff that is necessary to complete the system implementation.

System Implementation Schedule

The Proposer will submit a detailed System Implementation Schedule and will provide a

short narrative of each task as it relates to the project, including tasks that the Proposer

expects the County to perform. A final System Implementation Plan will be mutually

agreed between the successful Proposer and the County when a Proposer is selected.

Data Security Plan

The Proposer will submit a data security plan to ensure that County’s data or software

systems will not be compromised during the implementation of this project.

Master Test Plan

The Proposer will certify, in writing, to the County that the software is installed and

ready for testing. The County will have 90 days to notify the Proposer, in writing, of any

specific deficiencies or issues with the system and will expect a resolution within 30 days

of disclosure of the deficiency. The County will expect the Proposer to perform the

following test to their satisfaction. The Master Test Plan will be a compilation of two

documents: the Integration Test Plan and the Regression Test Plan.

Integration Test Plan

This is a description of how the system will be tested. It is to contain a checklist of all

functions and their desired results. In any available case, test data should be described

with the desired result, so that testing can verify that calculations and data manipulations

are producing the desired results. This list will be used for functional testing of the

system by the County.

Data Migration Plan

The County requires the Proposer to provide the data layout for data migration. The

Proposer is to submit a plan for migrating the data including time frame, method of

migration, recovery plan, and data validation process. Data migration for membership,

education, private events, and calendar is requested for PPZ. (Currently data is housed in

Tapestry and Doubleknot software.)



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The data remains the property of Ingham County in perpetuity and must be openly

available for retrieval and export during the contract period and after the contract has

ended, at no additional cost.

Change Management Procedure

The Proposer will submit Change Management Procedures to the County that will

describe the process the Proposer will follow in the event there is a change that will

adversely impact the project.

Training/Education Plan

The Proposer must provide a training plan for the proposed system. The plan must

include user group levels, course duration, course description and any course

prerequisites. Proposed training costs should include the costs of on-site training with a

maximum class size of 10 students for hands-on classes. The Proposer will provide 'Train

the Trainer', 'End User' and 'Systems Training.' All training will be conducted in the

County.

Department Staff Training Required Estimated #

of Users

Parks Front Line End User 10

Parks Management Team End User & Train the Trainer 6

Parks System Administrator

and Support Staff

System Training and Train the

Trainer

6

PPZ Front Line End User 28

PPZ Management Team End User & Train the Trainer 6

PPZ System Administrator System Training, Train the

Trainer & End User

4

IT System Administrator System Training 2

Financial

Services

System Administrator

and Support Staff

System Training 2

System Cut-Over Plan

The Proposer must provide a cut-over plan for each new software system solution. The

Proposer should be sure to include the time required, division/staff affected, potential

impacts to the affected divisions/staff during the cut over and safeguards to prevent the

loss of data if a problem in encountered during the cut over.

System Implementation Services

The Proposer will provide services to implement a total solution as described in the Proposers

System Implementation plan.



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Installation Services

The RMS must be in accordance with the submitted System Implementation and Installation

Plan for the proposed solution. For all options submitted, the Proposer must assist the County in

establishing a team comprised of management, technical and user resources to be involved in the

installation and implementation of the proposed systems.

Change Management Services

The Proposer will manage the Change Management Procedure and support the County in its

objective of having a 'Zero Defect' system. The concept of 'Zero Defect' mindset is to find and

eliminate as many defects as possible within the system before it is delivered to the County

users. This process requires that the Proposer be dedicated to testing and reviewing all work

before it is seen and used by the County. All work produced by the Proposer must go through the

Proposer master test plan.

Technology Environment

The County's technology architecture is designed to be agile, open, and easily configured to

address the changing business process needs of all County Departments. The standards are:

Microsoft Windows 2012 server environment

Microsoft Active Directory based

90+% Virtualized with VMware

Consolidated storage running on two Dell Compellent SC8000 SAN/FS8600 NAS in a

redundant configuration

Cisco Routing/Switching based network

The Network spreads across 4 main campuses and numerous satellite offices utilizing

Fiber, leased lines, and P2P VPN connections over standard internet connections

Microsoft SQL Database Servers

Windows 7 and Window 10 Enterprise Desktops

Microsoft Office 2010 and 2013

Product Offering

The County is interested in pursuing proven product solutions that require minimum level of

modification. The County will adapt the business to the product where necessary. The proposed

system must provide a flexible structure and development environment that will allow for system

enhancements in a timely and cost effective manner. The Proposer must identify all product

modules required to support the proposed solution and provide hardware and software pricing

valid for next three years for future expansion.

The County's Information Technology Department desires 24x7, 4 hour response for on-site

hardware maintenance for any hardware call. Cost for product software support should be

provided for 24x7, normal business hours and afterhours calls. The Proposer will provide support



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for all third party software required for their solution if purchased as part of the award of

contract.

The Proposer will provide a list of minimum/recommended hardware configuration components

and any third party software licensing in the proposal. Annual support/maintenance cost for third

party software/licensing should be included. At the County's option, procurement of non-product

specific hardware, third party software licensing, OS, database licensing, training and support

services may be acquired separately from this award of contract.

The Proposer must provide documentation on how their product solution is utilized. It must be

representative of real usage, not proposed. Pricing for this additional functionality, if not

included, must be provided.

System Support Services

The Proposer will provide support services to the County during and after the deployment of the

integrated system. The Proposer will maintain communications with, and provide the County an

opportunity to comment on service, and report any problems with the system that has been used

in a 'real world' fashion.

1. Training/Education Services - The Proposer will provide a training plan for the proposed

software solution to the County users as described in the Proposers Training/Education

Plan.

a. Define the initial training schedule.

b. Define the training environment and long-term availability.

2. Ongoing Maintenance and Support - The Proposer must provide ongoing system support.

The County defines ongoing support as: help desk support, system patches and regular

system upgrades based on a defined ongoing maintenance fee.

Milestones and Deliverables

Milestones will be used to measure progress throughout the project. Pay requests will be made

only after deliverables associated with each milestone have been accepted.

The following are the expected milestones and associated deliverables for this project:

1. The Vendor will prepare a System Implementation Plan consisting of the following

which will be tracked as deliverables during the project:

a) Project Management Plan

b) System Implementation Schedule – Bi-weekly updates required

c) Data Security Plan

d) Master Test Plan

e) Data Migration Plan

f) Change Management Procedure



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g) Training/Education Plan

h) System Cut-over Plan

2. Implement the membership and facility database and management module(s) and/or

system into the Department's operational work flow – Fully Functional system (a) Based

on proposed solution, each module would become a deliverable

3. New database with all information converted.

4. Population of database from existing and new sources.

6.0 SUBMISSION REQUIREMENTS

6.1 Registering as a Vendor with Ingham County

Proposers who have not registered their company with the County should do so by visiting

http://pu.ingham.org or by calling the Purchasing Department at (517) 676-7222 for assistance.

Vendors registering to provide goods and services to Ingham County under contract shall certify

to their knowledge of the County's Equal Opportunity Employment/Nondiscrimination Policy,

and of their agreement to comply, and shall disclose any conclusive findings of violations of

Federal, State, or local equal opportunity statutes, ordinances, rules/regulations, or policies

within the past three (3) years.

6.2 Pre-opening Inquires and Response

Any explanation desired by a proposer regarding the meaning or interpretation of this RFP and

attachments must be requested to the Ingham County Purchasing Department, attention James C.

Hudgins, Jr. at [email protected] no later than 3:00 P.M. on July 27, 2017.

6.3 Due Date, Time & Location

Proposals will be received no later than 11:00 A.M., local time prevailing, on August 3, 2017

at which time they will be opened in public and read aloud in the:

Ingham County Purchasing Department

Attention: James C. Hudgins, Jr., Director of Purchasing

121 E. Maple St., Room 203

Mason, Michigan 48854

Proposals received at other locations or delivered after the due date and time will not be accepted

and will be returned to the proposer.

http://pu.ingham.org/

mailto:[email protected]



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6.4 Submission of Proposals

Proposers are required to submit an original (clearly marked) along with five (5) bound copies

by the date, time, and place designated above. Proposals must be submitted in a sealed, opaque

envelope or package and clearly marked on the outside “Packet 41-17 Revenue Management

System”. Be sure to include the name of your firm on the outside of the envelope or package.

Proposers are also requested to submit an electronic version of their proposal to

[email protected] by the due date and time set above. The electronic submittal must

contain “Packet 41-17 Revenue Management System” in the subject line. Please Note: We do

NOT accept zipped files; if needed provide your response in sections, i.e. 1 of 2, 2 of 2. Should

you have trouble submitting your electronic version please contact the Purchasing Department at

(517) 676-7222.

Proposers shall complete and include with their submittals the following enclosed items:

Pricing Form

Revenue Management System Questionnaire

Local Purchasing Preference Form

Addenda Form

Legal Status of Proposer Form

Non-Collusion Form

Signature Form

Standards of Conduct for Ingham County Vendors Form (2 pages)

Certificate Of Compliance With Public Act 517 Of 2012 Form

The Statistical Questionnaire is strictly optional.

6.5 Timely Submittals

Time is of the essence and any proposal or addenda pertaining thereto received after the

announced time and date for submittal, whether by mail or otherwise, will be rejected. It is the

sole responsibility of the proposers for ensuring that their proposals are time stamped by the

Purchasing Department. Proposals and/or any addenda pertaining thereto received after the

announced time and date of receipt, by mail or otherwise, will be returned to the proposer.

However, nothing in this RFP precludes the County from requesting additional information at

any time during the procurement process.

6.6 Deliveries

Should you decide to utilize an express delivery service, please note that we are located at the

intersection of Maple Street and Jefferson Street.




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6.7 Preparation of Proposal

All proposals must be made on the required forms prepared and executed fully and properly.

Proposed prices shall be based on the selected proposer furnishing all labor, supervision,

administration, design, incidentals, bonds, insurance, and any other services required to complete

the work in strict accordance with this RFP. All fees and costs must be disclosed in the proposal.

6.8 Proposal Process

Proposals, which do not completely address all the solicitation requirements, will be considered

non-responsive and may be excluded from consideration. Any exceptions shall be duly noted in

the submittal.

6.9 Authority to Bind Firm in Contract

Proposer shall provide the full legal firm name and address. Any proposal that has not been

manually signed will be deemed non-responsive and excluded from consideration. Firm name and

authorized signature must appear in the space provided on the enclosed Signature Sheet.

6.10 No Submittal

If you desire not to respond to this RFP, please forward your acknowledgment of “NO

PROPOSAL SUBMITTED” via an email to [email protected]. Please also state the reason

for not submitting a proposal. Failure to comply will be cause for removal of your company's

name from the vendor list for subject commodity.

6.11 Special Accommodations

If you are an individual with a disability and require a reasonable accommodation, please notify

the Purchasing Department at (517) 676-7222, three (3) working days prior to need.

7.0 GENERAL INFORMATION

7.1 Local Purchasing Preference Policy

The Ingham County Board of Commissioners (BOC) believes that its purchasing policies should

encourage local vendors to provide goods and/or services to Ingham County government,

resulting in increased economic activity through more local jobs, tax revenues, and expenditures,

and to entice business relocations to the County. As such, in 2010, the BOC amended its

purchasing policies to include a ten percent (10%) purchasing preference to qualified and

registered local vendors who respond to solicitations for the purchase of goods and/or services.




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In Ingham County, a local vendor is defined as a vendor that operates a business within the

legally defined boundaries of Ingham County. To be considered a local vendor, the vendor must

provide a verifiable business address (not a PO Box) on the enclosed Local Purchasing

Preference Sheet at which business is being conducted. The vendor must also agree to comply

with all other policies and requirements of the County. More information about the Local

Purchasing Preference Policy can be found at http://pu.ingham.org.

7.2 Advice of Omission or Misstatement

In the event it is evident to a proposer responding to this RFP that the County has omitted or

misstated a material requirement to this RFP and/or the services required by this RFP, the

responding vendor shall advise Mr. James C. Hudgins, Jr., Director of Purchasing, at

[email protected] of such omission or misstatement.

7.3 Notification of Withdrawal of Proposal

Proposals may be withdrawn from consideration prior to the date and time specified for proposal

submission with a formal written notice by an authorized representative of the proposer. No

proposer may withdraw a proposal after the opening for a minimum period of 90 days.

7.4 Rights to Pertinent Materials

All responses, inquires, and correspondence relating to this RFP and all reports, charts, displays,

schedules, exhibits and other documentation produced by the proposers that are submitted as part

of the proposal shall become the property of the County after the proposal submission deadline.

7.5 Firm Pricing for County Acceptance

The proposal price must be firm for County acceptance for 120 days from the proposal opening

date, unless the proposer specifically notes otherwise.

7.6 Cost of Preparation

The County will not pay any costs incurred in the proposal preparation, printing or

demonstration process. All costs shall be borne by the proposers.

7.7 Standard Forms

Any preprinted contract forms the vendor proposes to include as part of the contract resulting

from this solicitation must be submitted as part of the proposal. Any standard contract

provisions not submitted as part of the proposal and subsequently presented for inclusion may be

rejected. The County reserves the right to accept or reject in whole or in part any form contract

submitted by a proposer and/or to require that amendments be made thereto, or that an agreement





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drafted by the County be utilized.

7.8 Addendum(s)

If it becomes necessary to revise any part of this RFP or if additional data is necessary to enable an

exact interpretation of provisions of this RFP, an addendum will be issued to all vendors known to

have received a proposal. It is the responsibility of the proposer to ensure that he/she has received

and signed all addendums prior to submitting a proposal. No oral explanation or instruction of any

kind or nature whatsoever given before the award of a contract to a proposer shall be binding.

7.9 Workplace Diversity

Ingham County encourages, but in no way requires, its vendors to develop and maintain a

diverse workforce that is reflective of the population of Ingham County. According to the U.S.

Census Bureau, the statistics of Ingham County's population in 2010 was comprised of the

following:

a) White persons – 76.2%

b) Black or African American persons – 11.8%

c) American Indian and Alaska Native persons - 0.6%

d) Asian persons – 5.2%

e) Native Hawaiian and other Pacific Islander - 0.1%

f) Persons of Hispanic or Latino origin – 7.3%

Ingham County tracks vendor diversity information for statistical purposes with companies with

which it does business. Reporting of this information to the County is optional and not all

companies participate. Statistical information regarding workplace diversity is submitted to the

County in a separate sealed envelope containing the notation “STATISTICAL INFORMATION-

NOT TO BE OPENED UNTIL AFTER THE AWARD OF THE CONTRACT.” Upon receipt

of these separate sealed envelopes, the Purchasing Department segregates the envelopes from the

other proposal documentation. The envelopes containing the statistical information are not

opened until the award of the contract, and are not considered, in any way, in the award of any

contract.

7.10 Prime Contractor Responsibilities

The Contractor will be required to assume responsibility for all services offered in the proposal

whether or not they possess them within their organization. Furthermore, Ingham County will

consider the selected Contractor to be the sole point of contact with regard to contractual matters,

including payment of any and all charges resulting from the contract.



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7.11 Independent Price Determination (Non-Collusion)

By submission of a proposal, the proposer certifies, and in the case of a joint proposal each party

thereto certifies as to its own organization, that in connection with this proposal:

The prices of the proposal have been arrived at independently without consultation,

communication, or agreement, for the purpose of restricting competition, as to any matter

relating to such prices with any other offer or with any competitor;

Unless otherwise required by law, the prices which have been quoted in the proposal

have not been knowingly disclosed by the offeror and will not be knowingly disclosed by

the offeror to any competitor;

No attempt has been made or will be made by the offeror to induce any other person or

firm to submit or not to submit a proposal for the purpose of restricting competition; and,

The price quoted is not higher than that given to the general public for the same service.

7.12 Exceptions

Proposers must submit a listing of any and all exceptions to this RFP. Suggested substitutions,

printed forms, sample contracts etc. may be provided with the listed exceptions.

8.0 CONTRACTUAL TERMS AND CONDITONS

8.1 Nondiscrimination Clause

The Proposer who is selected as the Contractor, as required by law, and/or the Equal Opportunity

Employment and Non-Discrimination Policy of Ingham County, shall not discriminate against an

employee or applicant for employment with respect to hire, tenure, terms, conditions or privilege

of employment, or a matter directly or indirectly related to employment because of race, color,

religion, sex, sexual orientation, gender identity, national origin, disability, height, weight,

marital status, age or political affiliation (except where age, sex or lack of disability constitutes a

bona fide occupational qualification.)

The Contractor shall adhere to all applicable Federal, State and local laws, ordinances, rules and

regulations prohibiting discrimination, including, but not limited to, the following:

a) The Elliott-Larsen Civil Rights Act, 1976 PA 453, as amended.

b) The Persons with Disabilities Civil Rights Act, 1976 PA 220, as amended.

c) Section 504 of the Federal Rehabilitation Act of 1973, P.L. 93-112, 87 Stat. 394, as

amended, and regulations promulgated there under.



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d) The Americans with Disabilities Act of 1990, P.L. 101-336, 104 Stat 328 (42 USCA

§12101 et seq), as amended, and regulations promulgated there under.

Breach of this section shall be regarded as a material breach of the agreement.

Proposers shall disclose with their proposals any conclusive findings of violations of federal,

state, or local equal opportunity statues, ordinances, rules, regulations, or policies within the past

three (3) years.

8.2 Indemnification and Hold Harmless

The Proposer who is selected as the Contractor shall, at its own expense, protect, defend,

indemnify, save and hold harmless the County of Ingham and its elected and appointed officers,

employees, servants and agents from all claims, damages, lawsuits, costs and expenses including,

but not limited to, all costs from administrative proceedings, court costs and attorney fees that

the County of Ingham and its elected and appointed officers, employees, servants and agents may

incur as a result of the acts, omissions or negligence of the Contractor or its employees, servants,

agents or Subcontractors that may arise out of the agreement.

The Contractor’s indemnification responsibility under this section shall include the sum of

damages, costs and expenses which are in excess of the sum of damages, costs and expenses

which are paid out in behalf of or reimbursed to the County, its officers, employees, servants and

agents by the insurance coverage obtained and/or maintained by the Contractor.

8.3 Contractor Insurance Requirements

The Contractor, and any and all of his/her subcontractors, shall not commence work under this

contract until he/she has obtained the insurance required under this paragraph and any

subsequent contract. All coverage’s shall be with insurance companies licensed and admitted to

do business in the State of Michigan. All coverage’s shall be with insurance carriers acceptable

to the County of Ingham and rated A+ (Superior) or A or A- (Excellent) by the A.M. Best

Company (www.ambest.com).

a) Worker's Compensation Insurance: The Contractor shall procure and maintain during the

life of this contract, Workers’ Compensation Insurance, including Employers Liability

Coverage, in accordance with all applicable Statutes of the State of Michigan.

b) Commercial General Liability Insurance: The Contractor shall procure and maintain

during the life of this contract, Commercial General Liability Insurance on an

“Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and/or

aggregate combined single limit for Personal Injury, Bodily Injury and Property Damage.

Coverage shall include the following extensions: (A) Contractual Liability; (B) Products

and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form

http://www.ambest.com/



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General Liability Extensions or equivalent, if not already included; (E) Deletion of all

Explosion, Collapse, and Underground (XCU) Exclusions, if applicable; (F) Per contract

aggregate.

c) Motor Vehicle Liability Insurance: The Contractor shall procure and maintain during the

life of this contract, Motor Vehicle Liability Insurance, including applicable No-Fault

coverage’s, with limits of liability of not less than $1,000,000 per occurrence combined

single limit for Bodily Injury and Property Damage. Coverage shall include all owned

vehicles, all non-owned vehicles and all hired vehicles.

d) Professional Liability/Errors and Omissions Insurance: The Contractor shall procure and

maintain during the life of this contract, Professional Liability insurance in an amount not

less than $1,000,000 per occurrence and aggregate. If this policy is Claims Made Form,

then the Contractor shall be required to keep the policy in force, or purchase “tail”

coverage, for a minimum of three (3) years after the termination of this contract.

e) Additional Insured: Commercial General Liability and Vehicle Liability, as described

above, shall include an endorsement stating the following shall be “Additional Insured’s:

The County of Ingham, including all elected and appointed officials, all employees and

volunteers, all boards, commissions and/or authorities and their board members,

including employees, and volunteers thereof.

The coverage shall be primary to the Additional Insured’s, and not contributing with any

other insurance or similar protection available to the Additional Insured’s, whether other

available coverage is primary, contributing or excess.”

f) Cancellation Notice: All insurances described above shall include an endorsement stating

the following: “It is understood and agreed that thirty (30) days advanced written notice

of cancellation, non-renewal, reduction and/or material change shall be sent to: Ingham

County Purchasing Department, P.O. Box 319, Mason, Michigan 48854.”

g) Proof of Insurance: The Contractor shall provide the County of Ingham at the time the

contracts are returned by him/her for execution, two (2) copies of the aforementioned

Certificates of Insurance and/ Policies, acceptable to the County. If so requested, certified

copies of all policies will be furnished. The Contractor shall provide the County

evidence that all subcontractors are included under the contractor’s policy.

If any of the above coverage’s expires during the term of this contract, the Contractor shall

deliver renewal certificates and/or policies to the County of Ingham at least ten (10) days prior to

the expiration date.



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8.4 Applicable Law and Venue

Any agreement resulting from this RFP shall be construed according to the laws of the State of

Michigan. The County and Contractor agree that the venue for any legal action under this

agreement shall be the County of Ingham, State of Michigan. In the event that any action is

brought under any agreement resulting from the RFP in Federal Court, the venue for such action

shall be the Federal Judicial District of Michigan, Western District - Southern Division.

8.5 Compliance with the Law

Contractor shall render the services to be provided pursuant to this agreement in compliance with

all applicable Federal, State, and local laws, ordinances, rules, and regulations.

8.6 Independent Contractor

The Proposer who is selected as the Contractor shall be an independent Contractor. The

employees, servants and agents of the Contractor shall not be deemed to be and shall not hold

themselves out as employees, servants, or agents of the County and shall not be entitled to any

fringe benefits received by the County’s personnel, such as, but not limited to, health and

accident insurance, life insurance, longevity or paid sick or vacation leave.

The Contractor shall be responsible for paying all compensation to its personnel for services they

have performed under this Contract and for withholding and payment of all applicable taxes to

the proper Federal, State and local governments.

8.7 Living Wage

Ingham County policy requires vendors contracting with the County primarily to perform

services to pay their employees a living wage if the following two (2) conditions apply:

a) The total expenditure of the contract or the total value of all contracts the vendor has with

the County exceeds $50,000 in a twelve-month calendar; and,

b) The vendor employs five (5) or more employees.

In Ingham County, living wage is defined as an hourly wage rate, which is equivalent to 125% of

the federal poverty level for a family of four. For 2017, living wage is $15.38 per hour and is

subject to change annually. Twenty percent (20%) of the living wage costs paid by the employer

can be for an employee's health care benefits. This wage rate applies to part and full-time

employees who work on County contracts. See http://pu.ingham.org for more information.




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9.0 EVALUATION, AWARD & TIMELINE

9.1 Proposal Evaluation Overview

Proposals will be examined by an Evaluation Committee to eliminate those, which are clearly

non-responsive to stated requirements. Proposers should exercise particular care in reviewing

Section 10.0 - Response Format. The detailed evaluation may result in one or more finalists. At

this point, presentations may be requested of the proposers and negotiation will be carried out to

finalize the award of the project. Finalists shall be afforded fair and equal treatment with respect

to any opportunity for discussion and revision of proposals and such revisions may be permitted

after submissions and prior to award for the purpose of obtaining best and final offers.

Any response that takes exception to any mandatory items in this proposal process may be

rejected and not considered.

9.2 Evaluation Methodology

The proposals will be evaluated using the following criteria:

1) Degree to which the proposal meets or exceeds the terms of the Request for Proposals.

2) Experience of key personnel assigned to the project.

3) Quality, clarity, and understanding of the detailed scope of work outlined by Proposer

that clearly and specifically illustrates the tasks that will be completed and accomplished

to reach and develop the final work product.

4) Proposing firm’s fee structure (not-to-exceed cost) based on the services to be provided

including all expenses.

5) Results of reference checks and past performance for other clients.

6) Consultant’s approach to their project time-line as it relates to their proposed tasks and

scope of work outlined within their submitted proposal. Project must be completed no

later than four months after the contract is executed.

7) Locality.

9.3 Award of Contract

Award shall be made to the most responsible and responsive proposer whose proposal is

determined to be the most advantageous to the County provided that the proposal has been



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submitted in accordance with the terms and conditions of the RFP.

9.4 Basis for Award

Information and/or factors gathered during interviews, negotiations and any reference checks, in

addition to the evaluation methodology stated in the RFP and any other information or factors

deemed relevant by the County shall be utilized in the final award.

9.5 Right of Rejection

The County reserves the right to reject any or all proposals, to waive any informalities or

irregularities in proposals, and/or to negotiate separately the terms and conditions of all or any

part of the proposals as determined to be in the County’s best interests in its sole discretion.

9.6 Contract Term

The term of the contract, which may be awarded pursuant to this RFP, is a one-time contract for the

products and services contained herein.

9.7 Contract Approval

The Ingham County Board of Commissioners and other boards and committees must approve the

contract resulting from this solicitation. This process typically takes 2-4 weeks from the date the

successful proposer is identified.

9.8 Contract Development & Preparations

1. Ingham County reserves the right to negotiate further with one or more responsible

and responsive proposers. The content of the RFP and the successful proposer’s

proposal will become an integral part of the contract, but may be modified by the

provisions of the contract.

2. By submission of proposals pursuant to this RFP, proposers acknowledge that they

are amenable to the inclusion in a contract of any information provided either in

response to this RFP or subsequently during the selection process. A proposal in

response to an RFP is an offer to contract with the County based upon the terms,

conditions, scope of work and specifications contained in this RFP. The County

retains the right not to make any subsequent award.

3. Furthermore, all proposers, by submitting proposals, agree that they have read, are

familiar with all the terms and conditions of the different documents and will abide by

the terms and conditions thereof. The County has the right to use, as it determines to



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be appropriate and necessary, any information, documents, and anything else

developed pursuant to the RFP and the proposal.

4. The County will prepare a formal contract, if one is awarded, specific to this

solicitation for execution by the successful proposer. This process typically takes 2-3

weeks from the date the Board has approved the contract.

5. The County reserves the right to accept or reject in whole or in part any form contract

submitted by a proposer and/or to require that amendments be made thereto, or that

an agreement drafted by the County be utilized.

6. The successful proposal shall be incorporated into a resulting contract and shall be a

matter of public record subject to the provisions of Michigan law.

9.9 Notification of Award

Upon acceptance by the County, and approval by the Board of Commissioners, the successful

proposer will be notified of award in writing by e-mail. Recommendations for awards will be

posted on the County's website at http://pu.ingham.org. All proposers will be notified by e-mail

of the County’s decision.

9.10 Contract Execution

The successful proposer shall commence work only after the transmittal of a fully executed contract

and after receiving written notification to proceed from the County. A valid and enforceable contract

exists when an agreement is fully executed between the parties.

The successful proposer will perform all the services indicated in the RFP and in the negotiated

contract. The successful proposer shall within ten (10) days of commencement of work under

contract furnish the required insurance. Bonds, if required, shall also be submitted at this time.

9.11 Escalation Clause (for multiple-year service contracts)

The Ingham County Board of Commissioners (Board) recognizes the current difficult

economic conditions and the subsequent minimal cost of living increases for County

employees. As such, Contractors should fully understand that proposed contracts with

cost increases greater than 1% will receive extra scrutiny from the Board and may be

rejected and rebid.

Price adjustments may be requested pursuant to the terms of the contract; however, the

Contractor must notify the County within ninety (90) days prior to the current term’s

expiration date.




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Prior to commencement of subsequent renewal terms, the County may entertain a request

for escalation in accordance with the current Consumer Price Index (CPI) at the time of

the request or up to a maximum 1% increase on the current pricing, whichever is lower.

For purposes of this section, “Consumer Price Index” shall mean the Consumer Price

Index-All Urban Consumers-United Stated Average-All Items (CPI-U), as published by

the United States Department of Labor, Bureau of Labor Statistics.

The County reserves the right to accept or reject the request for a price increase. If the

price increase is approved, the price will remain firm for one (1) year from the date of the

increase or whatever term was previously authorized by the Board.

10.0 RESPONSE FORMAT

The proposer is responsible for providing sufficient detail and supporting documentation, where

applicable, in the proposal. The County is not obligated to and will not reimburse the proposer

for any costs incurred in the preparation and submission of proposals.

The items listed below shall be submitted with each proposal and shall be submitted in the order

shown. Each section should be clearly labeled with pages numbered and separated by tabs.

Include a title page and table of contents. Failure by a proposer to include all listed items may

result in the rejection of its proposal.

Tab I – Transmittal Letter

Provide a transmittal letter indicating your firm's understanding of the requirements of this

specific job proposal. The letter must be a brief formal letter (1-2 pages) that provides

information regarding the firm's interest in and ability to perform the requirements of this RFP.

A person who is authorized to commit the firm’s organization to perform the work included in

the proposal must sign the letter in ink.

TAB II – Company Profile

Provide a company profile describing firm and include all of the following:

1. The official name of firm;

2. Firm’s organizational structure (e.g. corporation, partnership, Limited Liability

Company, etc.);

3. The jurisdiction in which firm is organized and the date of such organization;

4. The address of firm’s headquarters, any local office involved in the proposal and the

address/location where the actual production of goods and/or services will be performed;



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5. Firm’s Federal Tax Identification Number;

6. The name, address, telephone, fax numbers and e-mail address of the person(s) who will

serve as the contact(s) to the County, with regards to the RFP response, with

authorization to make representations on behalf of and to bind firm; and,

7. A representation that the firm is in good standing in the state in which its located and will

have all necessary licenses, permits, certifications, approvals and authorizations

necessary in order to perform all of its obligations in connection with this RFP.

Tab III – Executive Summary

Provide a synopsis of the highlights of the proposal and overall benefits of the proposal to the

County. This synopsis should not exceed three (3) pages in length and should be easily

understood. Clearly describe your approach to this project including your firm’s philosophy and

methodology in conducting services contained herein.

Tab IV- Project Approach

Use this section to describe in detail your firm’s approach including addressing the Scope of

Work in Section 5.0, and how the services covered under this contract will be provided. Also,

include the Revenue Management System Questionnaire (found on page 33) in this section.

Tab V – Project Schedule

Use this section to include a general project schedule assuming a January 1, 2018

commencement date. This information should be presented so that the Evaluation Committee

can see how activities relate to each other as far as timing goes and also how long the project is

expected to take from contract execution to delivery of the final product.

Include a general schedule of completion for the project, including major tasks and sub-

tasks to be accomplished.

Indicate other projects currently being worked on by your firm.

The level of support required from County personnel for the completion of each task shall

be estimated by position and man days.

TAB VI – Cost Proposal

Complete the enclosed Cost Forms and include in this section.

The County shall not be responsible for the reimbursement of any costs not specifically set forth

in the firm’s proposal. In addition, the County shall reserve the right to accept any part or the



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proposer’s entire fee schedule and to negotiate any charges contained therein, unless otherwise

qualified by the proposer.

TAB VII – References

Provide a list of five (5) current and five (5) former clients. References must be satisfactory as

deemed solely by the County. References should have similar scope, volume and requirements to

those outlined in these specifications, terms and conditions.

Reference information shall include:

1. Company/Agency name;

2. Contact person (name and title), contact person is to be someone directly involved with the

services;

3. Complete street address;

4. Telephone number;

5. Type of business; and,

6. Dates of service.

The County reserves the right to contact any of the references provided in order to determine

proposer’s performance record on work similar to that described in this request. The County

reserves the right to contact references other than those provided in the response and to use the

information gained from them in the evaluation process.

TAB VIII - Litigation

Proposers must identify and describe any current, pending or threatened litigation against them

related to their business.

Tab IX – Identification of Anticipated and/or, Potential Project Problems

Use this section to identify and describe any anticipated and/or potential project problems, the

firm’s approach to resolving these problems, and any special assistance that will be requested

from the County.

Tab X – Acceptance of Conditions

Provide a definitive statement of intent to comply with the Contractual Terms and Conditions as

delineated in this RFP. If proposed terms and conditions are not acceptable as described, note

and explain any exceptions; however, failure to agree to the terms required by law or County

purchasing and contractual requirements may be grounds for disqualification of the proposal.



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Tab XI – Forms

Use this section to include a copy of all addenda, if any, issued to the RFP. Also, include the

Local Purchasing Preference Form, Certificate of Compliance with Public Act 517 of 2012

Form, and the Signature Form. The Workplace Diversity Questionnaire Form is strictly optional.

Tab XII – Appendices

The content of this tab is left to the proposer's discretion. However, the proposer should limit

materials included here to those that will be helpful to the Evaluation Committee in

understanding the offer.



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PRICING FORM for PARKS DEPARTMENT (Please Type or Print Clearly in Ink)

Hardware (itemized in Excel) $ ______________________

Software $ ______________________

Programming $ ______________________

Training $ ______________________

Installation $ ______________________

Testing/Commissioning $ ______________________

Delivery $ ______________________

Warranty $ ______________________

Describe________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Extended Warranty $ ______________________

Describe________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Maintenance and Support

-Year 1 $ ______________________

-Year 2 $ ______________________

-Year 3 $ ______________________

Other Costs (list):

______________________________ $ ______________________

______________________________ $ ______________________

Grand Total Cost for Parks Department $ ______________________



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PRICING FORM for POTTER PARK ZOO (Please Type or Print Clearly in Ink)

Hardware (itemized in Excel) $ ______________________

Software $ ______________________

Programming $ ______________________

Training $ ______________________

Installation $ ______________________

Testing/Commissioning $ ______________________

Delivery $ ______________________

Warranty $ ______________________

Describe________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Extended Warranty $ ______________________

Describe________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Maintenance and Support

-Year 1 $ ______________________

-Year 2 $ ______________________

-Year 3 $ ______________________

Other Costs (list):

______________________________ $ ______________________

______________________________ $ ______________________

Grand Total Cost for Potter Park Zoo $ ______________________



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REVENUE MANAGEMENT SYSTEM QUESTIONNAIRE

1. Is there a mechanism to manage deferred revenue? Both reservations and annual passes.

2. Is there a check scan ability to automatically deposit in bank?

3. Can a “no signature” amount be set for credit card transactions? $30.01 is desired.

4. Is it possible to import customer information – name, address, etc. from our current

reservation software?

5. From the date a contract is signed, what is the implementation time frame?

6. Are there capabilities/expandability that your product can provide us that we have not

mentioned or asked for in the RFP?

7. Does your system provide an interface with social media?



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LOCAL PURCHASING PREFERENCE FORM

(Please type or print clearly in ink only)

1. Do you desire to have your company considered a “local vendor” and therefore have your

bid evaluated with the 10% local purchasing preference?

___ Yes ___ No

If yes, please provide below the verifiable business address (not a PO Box) at which your

business is being conducted.

2. Complete Legal Firm Name:

_________________________________________________________________

3. Company Address:

_________________________________________________________________

4. Company Phone: ( )______________________ Fax: ( ) ________________

5. Name and title of person authorized to sign on behalf of your company:

__________________________________________________________________

6. Signature/date:

__________________________________________________________________

Note: Local vendors who utilize non-local vendors as subcontractors for more than 50% of

the work in a specific proposal are not entitled to the preference for that specific proposal.



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ADDENDA FORM

(Please Type or Print Clearly in Ink)

The following addenda have been received and acknowledged:

#1 date____________ #2 date______________ #3 date______________

SIGNED THIS _________________________DAY OF ______________________, 2016

Respectfully Submitted,

BY: ________________________________________________

Authorized Signature of Proposer

TITLE: ______________________________________________



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LEGAL STATUS OF PROPOSER FORM


(The Proposer shall check and fill out the appropriate form.)

( ) Corporation

( ) Partnership

( ) Individual

( ) Limited Liability Company (LLC), __________

___________________________________ ____________________________________

Name Title

___________________________________ ____________________________________

Address Phone #

___________________________________ ____________________________________

Fax #

___________________________________

Federal Tax I.D. Number



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NON-COLLUSION AFFIDAVIT FORM


I, _______________________________________, of _______________________________

(Name and Title) (Company Name)

Attest to the following:

(1) That I am fully informed respecting preparation and content of the attached Proposal and of

all pertinent circumstances respecting such Proposal;

(2) That my Proposal is genuine and not a collusive or sham proposal;

(3) Neither myself nor any of our officers, partners, owners, agents, representatives, employees,

or parties in interest, has in any way colluded, conspired, connived, or agreed directly or

indirectly, with any other Proposer, firm, or person to submit a collusive or sham Proposal in

connection with the Contract for which the attached Proposal has been submitted or to refrain

from bidding in connection with such Contract, or has in any manner, directly or indirectly,

sought by agreement or collusion or communication or conference with any other Proposer, firm,

or person to fix the price or prices in the attached Proposal or of any other Proposer, or to fix any

overhead, profit, or cost element of the proposal price of any other Proposer, or to secure

through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the

County or any person interested in the proposed Contract;

(4) The price or prices quoted in the attached Proposal are fair and proper and are not tainted by

any other collusion, conspiracy, connivance, or unlawful agreement on the part of the Proposer

or any of its agents, representatives, owners, employees, or parties in interest, including this

affiant.

__________________________________________

(Signature)

____________________________________ (Date)



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SIGNATURE FORM (Please type or print clearly in ink only)

My signature certifies that the bid as submitted complies with all terms and conditions as set

forth in this solicitation, except as noted herein. My signature also certifies that the

accompanying bid is not the result of, or affected by, any unlawful act of collusion with another

person or company engaged in the same line of business or commerce.

I hereby certify that I am authorized to sign as a representative for the firm:

Complete Legal Name of Firm:

________________________________________________________________________

Order from Address:

________________________________________________________________________

________________________________________________________________________

Remit to Address:

________________________________________________________________________

________________________________________________________________________

Fed ID No.:

________________________________________________________________________

Signature:

________________________________________________________________________

Name (type/print):

________________________________________________________________________

Title: ________________________________________________________________________

Telephone: (_____) _____________________Fax No.: (_____)_____________________

Date: _____________________________________

Notification of Award Sent to: _____________________________________________________

E-mail of Person Receiving Award Notification: ______________________________________



Packet #41-17


STANDARDS OF CONDUCT FOR INGHAM COUNTY VENDORS (2 pages)


The County of Ingham conducts business with businesses, vendors and contractors under a set of

rules to ensure that all County officials and employees discharge their duties in a manner

designed to promote public trust and confidence in our County. The County wants you to be

aware of the rules that you and its employees are required to follow. A violation of state or

federal statutes may occur if these rules are broken. It is hoped that by providing these rules for

you, your experience in dealing with the County will be both rewarding and satisfactory.

Providing Gifts or Gratuities:

Providing gifts or gratuities to employees in consideration for the performance of their duties, or

as an appreciation for their performance, is strictly prohibited.

Do not offer employees any gifts or loans.

Employees may not receive any fee or compensation for their services from any source

other than the County, so do not offer them.

Buying meals for employees is only permissible during a working lunch or dinner where

business is discussed and you are a current contractor (no alcohol). Employees may

accept coffee, tea, soft drinks, snacks, etc. when attending meetings in your office.

Letters to supervisors recognizing exceptional service by County employees are always

welcome.

Conflicts of Interest:

Do not ask employees for any special favor or consideration that is not available to every

other citizen.

Do not ask employees to disclose any information that is not available to every other

citizen through normal public information channels unless necessary for the business you

are hired for.

Do not offer to compensate employees by offering to hire, or to do business with any

business entity of the employees or their immediate family members.

Do not ask employees to represent you or your company other than as part of their

official duties with the County.

Do not ask employees to endorse the products or services of your company.

Do not ask employees to hand out or post advertising materials.

Vendor shall report if the following occurs:

Solicitation by County Employees:

Employees may not solicit gifts, loans, or any other items of value from people doing County

business that will be used by them personally.

If you are asked to pay a fee for services that you believe are improper or illegal, contact

the County Controller/Administrator at (517) 676-7203 or Board Coordinator at (517)



Packet #41-17


676-7200. Employees are prohibited from taking retaliatory action against you for

failing to comply with any request unless the request is within the scope of the

employee’s official duties for the County.

Use of County Equipment, Facilities and Resources:

Use of County equipment, facilities and resources is authorized only for County purposes.

Do not ask employees to use County equipment to run errands or perform tasks for your

benefit.

Your Rights and Expectations:

When dealing with employees of the County you have the right to honest, fair and impartial

treatment. You may expect prompt, courteous and professional service from our employees who

are expected to understand and practice good customer service skills. Employees are tasked to

uphold the public trust through the ethical performance of their duties. We understand that the

enforcement of regulatory guidelines and codes may sometimes be a cause for concern; however,

you may rest assured that we are responsible to all of the citizens of Ingham and our goal is to

serve them to the best of our ability. Should you have any concerns or questions concerning this

information or the conduct of any of our employees, contact the County Controller/Administrator

at (517) 676-7203 or Board Coordinator at (517) 676-7200.

Please acknowledge your receipt and acceptance of the aforementioned Standards of Conduct for

Ingham County Vendors by signing below and returning with your submittal.

_____________________________________________ _____________________________

Company Name Phone #

______________________________________________ _____________________________

Address, City, State, Zip Code Email address

______________________________________________ _____________________________

Signature Date

______________________________________________ _____________________________

Print Name Title

Tax Identification Number: ______________________________________________



Packet #41-17


CERTIFICATE OF COMPLIANCE WITH PUBLIC ACT 517 OF 2012


I certify that neither ________________________________________________ (Company), nor

any of its successors, parent companies, subsidiaries, or companies under common control, is an

“Iran Linked Business” engaged in investment activities of $20,000,000.00 or more with the

energy sector of Iran, within the meaning of Michigan Public Act 517 of 2012. In the event it is

awarded a Contract as a result of this solicitation, Company will not become an “Iran linked

business” during the course of performing the work under the Contract.

NOTE: IF A PERSON OR ENTITY FALSELY CERTIFIES THAT IT IS NOT AN IRAN LINKED BUSINESS AS DEFINED BY PUBLIC ACT 517 OF 2012, IT WILL BE RESPONSIBLE FOR CIVIL PENALTIES OF NOT MORE THAN $250,000.00 OR TWO TIMES THE AMOUNT OF THE CONTRACT FOR WHICH THE FALSE CERTIFICATION WAS MADE, WHICHEVER IS GREATER, PLUS COSTS AND REASONABLE ATTORNEY FEES INCURRED, AS MORE FULLY SET FORTH IN SECTION 5 OF ACT NO. 517, PUBLIC ACTS OF 2012.

_____________________________

(Name of Company)

By: _____________________________

Date: _______________________ Title: _____________________________



Packet #41-17


STATISTICAL QUESTIONNAIRE -OPTIONAL


The Ingham County Board of Commissioners monitors workplace demographics of Proposers

and vendors for statistical purposes and to indicate the need for inclusive outreach efforts to

ensure that members of underutilized groups have equal opportunity to contract with the affected

departments.

To that end, the County Invitation s vendors to submit as part of their response to any formal

solicitations, the following workplace diversity information. Vendors are encouraged to complete

as much information as possible. This information will be used for statistical purposes only.

Statistical information shall be submitted to the County in a separate sealed envelope containing

the notation “STATISTICAL INFORMATION-NOT TO BE OPENED UNTIL AFTER THE

AWARD OF THE CONTRACT”. Upon receipt of these separate sealed envelopes, the

Purchasing Department segregates the envelopes from the other bid documentation. The

envelopes containing the statistical information are not opened until the award of the contract,

and are not considered, in any way, in the award of any contract.

1. What percentage of your firm’s workforce is?

Female ____%

Physically-disabled ____%

Veteran ____%

African-American ____% Caucasian ____%

Asian-Indian American ____% Hispanic-American ____%

Asian-Pacific American ____% Native-American ____%

2. If your business is at least 51% owned by one of the following individuals, please check

all that apply:

□ Female □ African-American □ Caucasian

□ Disabled □ Asian-Indian American □ Hispanic-American

□ Veteran □ Asian-Pacific American □ Native-American

3. Complete Legal Firm Name: ________________________________________________

4. Company Address: ________________________________________________________

5. Company Phone: ( ) _____________________ Fax: ( ) ________________

6. Name and title of person authorized to sign on behalf of your company:

__________________________________________________________________

7. Signature/date: __________________________________________

ATTACHMENTS

PARKS DEPARTMENT BACKGROUND

AND

POTTER PARK ZOO BACKGROUND

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Ingham County Parks – Revenue Management System

Provider Requirements

The system shall function at all park and office locations described in this document.

The system shall interface with the Ingham County financial system, Munis, for recording revenues to the general ledger. The

system shall have a hierarchy of user access.

The system shall permit the user to modify prices and items offered for sale. The

system shall process all credit card sales and provide reporting.

The system shall have individual user ID’s.

The system shall provide an end of shift report for each attendant.

The system shall allow for the transfer of an open guest ticket to another attendant/drawer.

The system shall have on‐line reservation, registration and sale capability.

The system shall have a gift card function.

The system shall provide financial and statistical reporting.

The system shall have the ability to add custom receipt features such as logo, graphics, in‐house notes, receipt notes and promotional announcements on all receipts, reports and invoices.

The POS shall be compatible with receipt printers.

Service Provider Requirements The service provider will become a registered vendor of Ingham County.

The service provider will state the technology requirements to operate the revenue management system.

The service provider will provide 24/7 customer support.

The service provider will provide a maintenance agreement.

The service provider will remit credit card revenue to Ingham County on specified dates as agreed to in a contract with Ingham County.

The service provider will provide on‐site and remote training as specified in the contract.

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System Requirements

REVENUE SOURCE

LOCATION DESCRIPTION SYSTEM REQUIREMENTS

Entry Fees HI, LLS, LLN, BUR, PP, Off

Entry fees are collected at four parks. Pre-paid passes are sold in the office. Parking passes are issued in the office.

System generated annual pass. (Receipt provided) System generated daily pass. (Serves as receipt) System generated invoice for parking passes. Menu Selection on POS with Fees identified Ability to add custom receipt features such as logo,

graphics, in-house notes, receipt notes and promotional announcements.

Ability to generate invoices for entry fees. Ability to email receipts to guest & capture email for

marketing efforts.

Boat Launch BL, OFF Fees are collected April – October.

System generated annual pass. (Receipt provided) System generated daily pass. (Serves as receipt) Menu Selection on POS with Fees identified

Disc Golf BUR Two 18 hole disc golf courses are operated.

System generated annual pass. (Receipt provided) System generated daily pass. (Serves as receipt) Menu Selection on POS with Fees identified Discuss wrist bands

Dog Fobs HI A dog park with keyless entry is available.

System generated annual pass. (Receipt provided) Annual pass provides keyless entry. System generated daily pass. (Receipt provided) Daily pass provides keyless entry. Menu Selection on POS with Fees identified

Hourly Rental Pedal Row Canoe/Kayak Ski Tube

HI, LLS, BUR HI, LLS BUR BUR BUR

All items are rented in the parks. Fees are hourly.

System generated ticket is opened/timestamped when the customer arrives and closed when the activity is complete.

The system-calculated fee is collected when the activity is complete.

Ability to transfer open tickets between users. Menu Selection on POS with Fees identified

Trip – Rental Canoe Kayak

BUR Canoe and Kayak trips are available for set fees. Late, abandonment and transport fees are collected.

A trip fee is collected at the onset of the trip. Late and abandoned fees are collected after the trip. System generated invoice for late and abandoned fees. Menu Selection on POS with Fees identified

Concessions BUR, LLS, HI Snack bars operate in the parks.

Menu Selection on POS with Fees identified Record Sales Issue customer receipt

Tubing Hill HI A tubing hill operates in winter months.

System generated daily ticket – to attach to jackets. Menu selection on POS with Fees identified Tickets display time period for use.

Location Codes: Off: Office HI: Hawk Island LLS: Lake Lansing South BUR: Burchfield LLN: Lake Lansing North BL: Boat Launch PP: Potter Park


REVENUE SOURCE

LOCATION DESCRIPTION SYSTEM REQUIREMENTS

Reservations Off Reservations are taken for picnic shelters, inflatables, band shell, special events, canoes, kayaks, snow tubing hill, day camp and canoeing.

PC component processes credit card payments Make reservations in a timely and efficient manner. On-line reservations processes credit card payments System generated confirmation email/invoice/receipt Allow for changes within an existing reservation (date,

venue, contact, add-ons.

Passport Fees OFF U.S. passport applications are accepted in the office. Fees are collected for processing the application and photos.

Menu selection on POS with fees identified System generated receipts for customers.


Ingham County Parks CURRENT Revenue Collection Process

Entry Fees: Fees are collected at the gatehouse at each of the four parks: Burchfield, Lake Lansing North & South

and Hawk Island. A park patron approaches the gatehouse in their vehicle. The gate attendant asks if they are a

resident of Ingham County and then asks if they are purchasing a daily or annual park pass. When a daily pass is

purchased the sale is rang up on a cash register, funds are collected (cash, check, credit) and a receipt is

provided to the customer. If the customer purchases the annual pass, the sale is rang up on a cash register,

funds are collected and a receipt and an annual pass are given to the customer. The transaction is completed.

If an annual or daily passes are sold in the office, if payment is by cash, a handwritten receipt is provided. If the

payment is by credit card, the credit card terminal issues a receipt. If the payment is by check, no receipt is

issued unless requested. The revenue is attached to a deposit record form, receipted and deposited.

During winter months at Burchfield and Hawk Island Parks annual passes are sometimes sold at the Winter

Sports Building – Burchfield or the Hawk Island maintenance building. In either case, the funds are given to a

supervisor who deposits them at the end of the day.

Prepaid Parking Passes: This is a form issued to customers for reproduction on their stationary and inserted into

mailed invitations or perhaps emailed. The “Passes” are collected at the gate and an email is sent to the office.

Businesses are generally billed and individuals are contacted to gather a credit card number for payment.

Boat Launch: As park guests pull into the boat launch area with their vehicle and watercraft a boat launch

attendant approaches the vehicle and asks the guest if they wish to purchase an annual launch pass or a daily

pass. When a daily pass is purchased the funds are collected (currently only cash and check) and the launch

attendant provides a dated ‐ daily boat launch ticket to the customer. If the customer purchases the annual

pass, funds are collected and an annual pass is given to the customer. The transaction is completed. Currently

there is no cash register at the boat launch and the attendants operate out of a “fanny pack”, for the purpose of

making change. The boat launch is located near the entry to Lake Lansing North Park.

If an annual pass is sold in the office, when payment is by cash, a handwritten receipt is provided. If the

payment is by credit card, the credit card terminal issues a receipt. If the payment is by check, no receipt is

issued unless requested. The revenue is attached to a deposit record form, receipted and deposited.

Disc Golf: Available at Burchfield Park only. As visitors approache the gatehouse (where entry fees are collected), they pay the park entry fee and let the gate attendant know that they wish to play disc golf. If they wish to purchase an annual pass (an ID card), the sale is rang up on a cash register and the fee is collected (cash, check, credit). They are told to check in and show their receipt at the winter sports building, where the photo taken, and a picture ID card is produced. If the guest is purchasing a day pass, the sale is recorded on a cash register at the gatehouse, the payment is processed. The individual is given a wristband to wear on the course.

Sales for passes are sometimes done at the Winter Sports building when the gatehouse is closed. There is no

cash register used, the funds are turned into a supervisor for deposit at the end of the day.

Periodically, through the day, staff traverse the course to ensure visitors have paid. If they have not, the daily

fee is collected and a wristband is issued. The funds are turned into a manager at the end of the day for deposit.


Dog Fobs: Dog fobs are sold at Hawk Island Park for the Soldan Dog Park. Access to Soldan Dog Park is limited to

individuals possessing an active dog fob that is swiped at the dog park entry point. As a visitor approaches the

gatehouse (where entry fees are collected), they pay the park entrance fee and let the gate attendant know that

they wish to visit the dog park. If the guest wishes to purchase an annual pass (fob), an application is

completed, the customer shows proof of license and current vaccines, the sale is rang up on a cash register and

the fee is collected (cash, check, credit), and the customer receives an activated fob. If the guest is purchasing a

day pass, proof of license and vaccines is requested, the sale is rang up on a cash register and the payment is

processed and the individual is given an activated fob to enter the dog park. Guests are asked to return the daily

fob to the gatehouse. If the fob is not returned the fob is deactivated. Annual fob visitor information is added

into the System Galaxy software with an expiration date entered.

Other scenarios exist; the City of Lansing Parks and Recreation Department, Ingham County Animal Control and

the Ingham County Parks office, sell fobs. About the City of Lansing, activated fobs are provided to their parks

department to be sold as annual passes; Lansing does not sell daily passes. A copy of the application is sent to

our parks office and to Hawk Island. Once received, the annual fob visitor information is added into the System

Galaxy software with an expiration date entered. Quarterly, Ingham County invoices the City of Lansing for the

passes they have sold and a check is received by the Ingham County Parks.

Ingham County Animal Control sells annual passes at their office as well. The application is forward to the parks

office and to Hawk Island Park. Annual fob visitor information is added into the System Galaxy software with an

expiration date. The Animal Control office deposits the funds and receipts the revenue to the Ingham County

general ledger.

When there is no gate attendant at the gatehouse, during business hours if park staff is available, a pass can be

sold from the maintenance building (located near the dog park entrance). If an entry gate staff person is

scheduled later in the day, the funds are taken to the entry gate, rang up and included in the days sales at the

gatehouse. If no gate attendant is scheduled the funds are deposited by a supervisor at the end of the day.

Monday through Friday, annual pre‐activated dog fob passes can be purchased at the parks office in Mason. If

an annual dog fob is sold in the office, if payment is by cash, a handwritten receipt is provided. If the payment is

by credit card, the credit card terminal issues a receipt. If the payment is by check, no receipt is issued unless

requested. The revenue is attached to a deposit record form, receipted and deposited.

Hourly Rentals: Hourly equipment rentals are available for several park activities. Fees are based on the

amount of time the equipment is used and fees are either ½ hour, hourly or in a two‐hour time block.

A park visitor approaches the boat (includes pedal, row, canoe, kayak), ski or tube rental area. A guest ticket is

established and the visitor signs the waiver of liability on the back of the ticket. A driver’s license is held with

the ticket and the time is noted on the ticket.

The customer completes the activity, returns to the rental area and the usage time and fee are calculated. The sale is rang up on a cash register, the fee is collected (cash, check, credit), and the person’s driver license is returned. There is one exception to this – the tube rental at Burchfield Park. There is not cash register, the funds are turned over to a supervisor at the end of the shift for deposit.

Canoe / Kayak Trips in Park: Three canoe/kayak trips (with set fees) are available from the canoe livery at

Burchfield Park. Individuals may sign up for trips in the parks or make a reservation. We recommend

reservations for large groups.

Ingham County Parks – Revenue Management System In the park: A park visitor approaches the boat rental area. A guest ticket is established and the visitor signs the

waiver of liability on the back of the ticket. The sale is rang up on a cash register and the fee is collected (cash,

check, credit). A driver’s license is held with the ticket and the time is noted on the ticket. The park visitors are

issued life vests and paddles and are transported upstream to a drop off point. Upon return to the park,

equipment is collected and the person’s driver license is returned.

Canoe / Kayak Trips Reservations: Reservations are taken in the parks office in advance and a reservation copy

is sent to the park. Reservations are entered into RecNet. Payment is collected by the parks office. When the

visitor arrives at the park, a driver’s license is held, waivers of liability are signed, equipment is issued and the

group is transported to a drop off point. Upon return to the park, equipment is collected and the person’s driver

license is returned.

Concessions: Snack bars operate at Burchfield and Hawk Island Parks in the winter and in summer at Hawk

Island and Lake Lansing South Parks have concessions available. Individuals approach the concession area,

order, the sale is rang up on a cash register, payment is collected (cash, check, credit) and the customer receives

the product.

Tubing Hill: A tubing hill is operated at Hawk Island Park. The Red Tail Picnic Shelter serves as the rental area. A

customer approaches the cashier. They are asked how many people are in their group and the sale is rang up on

a cash register and payment is collected (cash, check, credit). A ticket and jacket hook is provided and the

expiration time for tubing is written on the ticket. The guest attaches the ticket to their coat. The visitor signs a

waiver of liability.

Reservations: The parks office takes a variety of reservations for; picnic shelters, inflatables, the band shell,

special events, canoes/kayaks, the snow tubing hill and summer day camp. When a reservation is taken and

entered into RecNet, the customer is asked if they wish to pay by credit card or check. If they wish to pay by

credit card, the number is taken, the payment is processed and the customer is mailed a reservation

confirmation (that reflects payment) and a copy of the park rules.

If the customer chooses to pay by check, they are provided with a due date that is two weeks in the future. If

payment is not received by the due date office staff make follow up call to the customers. When the payment

arrives, the customer is mailed a reservation confirmation (that reflects payment) and a copy of the park rules.

United States Passport Application & Photo Fees: The Ingham County Parks office is a U.S. Passport Acceptance

Facility. Customers complete a passport application and come to the office. The application is reviewed and a

fee is collected. Photos are taken and fees are collected. When payment is by cash, a handwritten receipt is

provided. If the payment is by credit card, the credit card terminal issues a receipt. If the payment is by check,

no receipt is issued unless requested. The revenue is attached to a deposit record form, receipted and

deposited.


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Potter Park Zoo – Revenue Management System

Department Background

Potter Park Zoo, is located just minutes from the heart of Lansing in mid-Michigan, with an annual attendance of 175,000 visitors. There are 20 acres inside the Zoo and 40 acres in the park.

Revenue Background

Zoo visitors are charged user fees for the following activities:

Vehicle Entry (parking) Stroller Rental Wings Down Under

Admissions Train Rides Pony Rides

Concessions Bungee Jump Gift Shop

Venue Reservations Camel Rides Memberships

Summer Day Camp Education Programs Catering

Wheelchair Rental Events Animal Adopts

Animal Experiences Birthday Parties

Currently the Zoo uses a web based reservation system for shelter reservations, education programs, memberships, and events in the administrative office. In the Zoo a variety of tickets, cash registers and credit card terminals are used in the collection of revenue. Revenue information/paperwork is then physically transported to the administrative office for receipting and data collection.

Note: Potter Park Zoo sells annual Ingham County Parks parking passes. Potter Park Zoo is a separate department within the Ingham County structure. The Potter Park Zoo Department retains all revenue collected at Potter Park.

Miscellaneous Information

1. Number of POS needed: 17-20 2. Percentage of cash/check revenue is 60% and credit cards 40% 3. Revenues collected annually: $ 2 , 0 0 0 , 0 0 0 . 0 0

Ingham County Project Team

Ingham County Parks Department Financial Services Department Information Technology Department Purchasing Department Potter Park Zoo Treasurer’s Office

Potter Park Zoo – Revenue Management System

Provider Requirements

The system shall function at all Zoo locations described in this document.

The system shall interface with the Ingham County financial system, Munis, for recording revenues to the general ledger.

The system shall have the ability to communicate with Blackbaud, etapestry and financial edge.

The system shall have a membership function and the ability to track memberships and renewal information.

The system shall have a strong POS (Point of Sale) module that allows for; Reporting, Tracking, Accounting, Inventory

Management & Purchasing, and Barcode generation.

The system shall have a hierarchy of user access.

The system shall permit the user to modify prices and items offered for sale.

The system shall process all credit card sales and provide reporting.

The system shall have individual user ID’s.

The system shall provide an end of shift report for each attendant/drawer

The system shall allow for the transfer of an open guest ticket to another attendant.

The system shall have on-line reservation, registration and sale capability.

The system shall have a gift card function.

The system shall provide financial and statistical reporting.

Service Provider Requirements

The service provider will become a registered vendor of Ingham County.

The service provider will state the technology requirements to operate the revenue management system.

The service provider will provide 24/7 customer support.

The service provider will provide a maintenance agreement.

The service provider will remit credit card revenue to Ingham County on specified dates as agreed to in a contract with Ingham County.

The service provider will provide on-site and remote training as specified in the contract.

Service Provider Questions

Is there a mechanism to manage deferred revenue? Both reservations and annual passes.

Is there check scan ability to automatically deposit in bank?

Can a “no sign” amount be set for credit card transactions? $30.01 is desired.

Is it possible to import customer information- name, address, etc. from our current software? From the

date a contract is signed, what is the implementation time frame?

Are there capabilities / expandability that your product can provide us that we have not mentioned or asked for in the RFI?

Does your system provide an interface with social media?

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Potter Park Zoo Revenue Management System System Requirements

REVENUE SOURCE

DESCRIPTION SYSTEM REQUIREMENTS

Vehicle Entry (Parking)

Parking fee is collected. Pre-paid passes are sold in the office. Parking passes are issued in the office.

System generated annual pass. (Receipt provided)

System generated daily pass. (Serves as receipt)

System generated invoice for parking passes.

Menu Selection on POS with Fees identified

Admissions Fees are collected.

System generated annual pass. (Receipt provided)

System generated daily pass. (Serves as receipt)


Concessions Snack bar and restaurant operated in the park.


Record Sales

Issue/email customer receipt

Easy Clerk desktop interface

Reporting with flexible date range, and ability to be exported to MSOffice platforms. • Inventory Sales Detail & Consolidated

Summary. • Payment Detail by Clerk. • Payment Detail by Date. • Payment Summary by Clerk. • Payment Summary by drawer.

Ability to email receipts to guest & capture email for marketing efforts.

Ability to add custom receipt features such as logo, graphics, in-house notes, receipt notes, and promotional announcements.

Compatible with external hardware such as bar code scanners & receipt printers.

Meal/food ticket generator (Name of group/recipient, unique id#, description of items, printable to large format and receipt printers).

Capable of generating invoices for advance/group purchases of concession and retail items.

Food ticket generation & Invoicing for advance group

sales

Ordering/Supply management and Vendor ID

Date added to inventory, and date restocked timestamp tracking.

Reservations Reservations are taken for facility rentals, tours, encounters, outreaches and overnights

PC Component - Processes credit, check and cash full and partial payments

Make reservation in a timely and efficient manner

On-line reservation system processes credit payments

System generated confirmation email/invoice/receipt

System allows for ‘add-on’ services and products

Allow for changes within existing reservation (date, venue, contact, add-ons)

Summer Day Camp

Day camp registrations are primarily on-line with few phone/mail-in reservations

On-line reservation system processes full credit card payments

System generated confirmation email and receipt

System must support multi-session and multi-day programs

System must capture user defined information fields

System allows for ‘add-on’ services and products

Must allow for reservation additions/subtractions or date adjustments

Wheelchair Rentals

Item is rented at the admissions booth

Rental ID tracking

Rental timestamp in and out.

Stroller Rentals Item is rented at the gift shop.

Rental ID tracking


Train Rides Train rides are sold May-September at the encounter area.


Timestamp

Bungee Jump Bungee jump tickets are sold May-September at the encounter area.


Timestamp

Camel Rides Camel ride tickets are sold at the encounter area.


Timestamp

Education Programs/BZL

Education programs are booked in person or over the phone and paid with cash, credit or check.

Must process and reserve multi-day, multi-venue, multi-

session programming with the same reservation

Auto generate invoices and receipts

Must allow reservation adjustments, additions,

subtractions and rescheduling of individual components

Events Event tickets are purchased online with credit card.

Real-time ticket sales and revenue generation data

tracking

Easy guest communications (current and past guests);

both custom and automated

Must imbed in zoo website and interface with social media

Pricing overrides and administrative adjustments

Comprehensive event reports both standard and custom

Provide check-in management

Refund request system and other guest communication

strategy

Wings Down Under

Seed Sticks are sold at the encounter area. Issue/email customer receipt

Timestamp

Pony Path Pony ride tickets are sold at the encounter area.


Timestamp

Gift Shop Merchandise is purchased by cash, check and credit at the gift shop.

Easy Clerk desktop interface.

Membership discount tracking by ID entry/scan

The system shall have a POS (Point of Sale) module that

allows for:

PLU (Price Look Up) tracking.

Ability to look up inventory by PLU, description, or photo.

Stock Description & photo identification quick access.

Unit Retail Pricing & wholesale cost tracking

Quantity on Hand/Stocking features (restock date, amount, & cost)/Manufacturer Reorder Quantity.

Department and classification tracking.

Unit of Measure assignment (Each, Day, Hour, Pound, Gallon).

Tax 1, Tax 2, Tax 3 assignment & tracking

Last Cost, Average Cost.

Vendor Name, Vendor number, Vendor Item SKU, contact info, & note tracking for all inventory.

Date added to inventory, and date restocked timestamp tracking.

Ability to define/add/delete discounting

Ability to select/deselect as discontinued item, no discounting.


Streamlined Inventory receiving data entry for existing stock re-orders.

Barcode generator.

Barcode reader.

Reporting with flexible date range, and ability to be exported to MSOffice platforms.

Inventory Sales Detail & Consolidated Summary.

Payment Detail by Clerk. Payment Detail by Date. Payment Summary by Clerk. Payment Summary by drawer.

Ability to email receipts to guest & capture email for marketing efforts.

Ability to add custom receipt features such as logo, graphics, in-house notes, receipt notes, and promotional announcements.

Compatible with external hardware such as bar code scanners & receipt printers.

Capable of generating invoices for advance/group purchases of concession, retail items and encounters.

Ability to create report queries for custom report needs.

Membership Memberships are purchased online by credit card or in person at the Welcome Center by cash, check or credit card.

Must track, maintain and analyze real-time data

Develop standard and custom administrative reports for

membership management

Provide on-line purchasing and integration with database

Must imbed into zoo website

Data base must communicate with existing card printer for

both individual and batch printing

Automated and customized communication with members;

Renewal notices, receipts, event updates, etc.

Potter Park Zoo CURRENT Revenue Collection Process

Entry Fees: Fees are collected at the parking booth and admissions gate. A park patron

approaches the parking booth in their vehicle. The gate attendant asks if they are a resident of

Ingham County. The gate attendant asks if they are purchasing a daily or annual park pass.

When a daily pass is purchased the sale is rang up on a cash register, funds are collected (cash,

check, credit) and a receipt is provided to the customer. If the customer purchases the annual

pass, the sale is rang up on a cash register, funds are collected and a receipt and an annual pass

are given to the customer. The transaction is completed.

The patron will then park their vehicle and proceed to the admissions booth on foot.

Admissions fees are collected by cash, check or credit. Members of Potter Park Zoo enter free

and members of reciprocal zoos enter at a discounted rate. Resident, non-resident, student,

and group rates are charged accordingly and recorded on a paper spreadsheet for the

admissions supervisor to enter electronically daily.

Hourly Rentals: Hourly equipment rentals are available for strollers, wagons, and electric

carts. Fees are based on the amount of time the equipment is used and fees are either ½

hour, hourly or in a two-hour time block.

Wheelchairs are also available for use at no cost, but a ticket must be created and a driver’s

license is held with the ticket.

The customer completes the activity, returns to the rental area and the usage time and fee are

calculated. The sale is rang up on a cash register, the fee is collected (cash, check, credit), and

the person’s driver license is returned.

Concessions: Snack bars operate from April-December. Individuals approach the concession

area, order, the sale is rang up on a cash register, payment is collected (cash, check, credit) and

the customer receives the product. Potter Park Zoo members receive a discount. Some

advance sales are provided for group meals, and/or item sales. Advance ticket generation and

invoicing allows group participants to exchange ticket for pre-arranged menu items.

Gift Shop: Merchandise is sold April-December. Individual’s approach the check-out desk in

the gift shop, the sale is rang up on a cash register, payment is collected (cash, check, credit)

and the visitor receives the merchandise. Potter Park Zoo members receive a discount.

Reservations: The Zoo takes a variety of reservations for; picnic shelters, education outreach,

education tours, summer camp, Big Zoo Lesson, special events and private events. When a

reservation is taken and entered into DoubleKnot, the customer is asked if they wish to pay by

credit card or check. If they wish to pay by credit card, the number is taken, the payment is

processed and the customer is mailed a reservation confirmation (that reflects payment) and a

copy of the park rules.

If the customer chooses to pay by check, they are provided with a due date that is two weeks in

the future. If payment is not received by the due date office staff make follow up call to the

customers. When the payment arrives, the customer is mailed a reservation confirmation.

Memberships: Memberships are purchased online, by mail and in person. Fees can be collected

by cash, check or credit. When purchasing at the Zoo the patron is given a temporary card to

use until a permanent membership card is sent in the mail. When purchased online the patron

receives a confirmation email which can be used as a temporary card until the permanent

membership card is sent in the mail. Memberships are good for one year from the date of the

sale and then must be renewed. There are multiple levels of memberships sold.

Potter

Park Zoo

Map

-Potter Park

1301 S. Pennsylvania Ave., Lansing, MI 48910

http://intranet/

1. Parking Fees 6. Train Ride

2. Admission Fees 7. Bungee Jump

3. Concession 8. Camel Ride

4. Retail 9. Education Programs/Membership

5. Pony Path

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Documents

County of Inghampu.ingham.org/Portals/PU/Bids/2017/41-17 Revenue Management Sy… · 1. Description of course 2. Fee structure 3. Instructor assignment 4. Facility location 5. Revenue