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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
Packet #41-17
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.
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 3
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:
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 4
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.
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 5
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.
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 6
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,
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 7
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
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 8
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
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 9
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
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 10
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.
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 11
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.)
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 12
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.
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 13
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
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 14
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
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 15
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.
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 16
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
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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 $ ______________________
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 33
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?
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 34
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.
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 35
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: ______________________________________________
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 36
LEGAL STATUS OF PROPOSER FORM
(Please Type or Print Clearly in Ink)
(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
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 37
NON-COLLUSION AFFIDAVIT FORM
(Please Type or Print Clearly in Ink)
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)
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 38
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: ______________________________________
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 39
STANDARDS OF CONDUCT FOR INGHAM COUNTY VENDORS (2 pages)
(Please type or print clearly in ink only)
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)
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 40
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: ______________________________________________
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 41
CERTIFICATE OF COMPLIANCE WITH PUBLIC ACT 517 OF 2012
(Please type or print clearly in ink only)
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: _____________________________
Ingham County Request for Proposals Revenue Management System for the Ingham County Parks & Recreation
Department and Potter Park Zoo
Packet #41-17
Ingham County Purchasing Department Page 42
STATISTICAL QUESTIONNAIRE -OPTIONAL
(Please type or print clearly in ink only)
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
Parks Dep
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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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ake Lansing 271 E. Lake Dr.aslett, MI 4884
ake Lansing 260 E. Lake Dr.aslett, MI 4884
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Ingham County Parks – Revenue Management System
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
Ingham County Parks – Revenue Management System
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 – Revenue Management System
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.
Ingham County Parks – Revenue Management System
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.
Ingham County Parks – Revenue Management System
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Ingham County Parks – Revenue Management System
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?
1 | P a g e
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)
Menu Selection on POS with Fees identified
Concessions Snack bar and restaurant operated in the park.
Menu Selection on POS with Fees identified
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
Rental timestamp in and out.
Train Rides Train rides are sold May-September at the encounter area.
Issue/email customer receipt
Timestamp
Bungee Jump Bungee jump tickets are sold May-September at the encounter area.
Issue/email customer receipt
Timestamp
Camel Rides Camel ride tickets are sold at the encounter area.
Issue/email customer receipt
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.
Issue/email customer receipt
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.
Rental timestamp in and out.
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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