Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2016-03-25 - Request for Proposals - Recreation Management Software System (RFP Due by 3/25/16)
CITY OF TUKWILA REQUEST FOR PROPOSALS Recreation Management Software System Issue Date: February 25, 2016 Due Date and Time: March 25, 2016 no later than 5:00 pm (PDT) Recreation Management System RFP CITY OF TUKWILA REQUEST FOR PROPOSALS RECREATION MANAGEMENT SOFTWARE SYSTEM DUE: FRIDAY, MARCH 25, 2016, 5:00 p.m. (PST) Notice is hereby given that proposals will be received by the City of Tukwila, Washington, up to the hour of 5:00 p.m. on March 25, 2016 for: Recreation Management Software System Please review the full RFP following this notice. Proposals should be submitted to the City of Tukwila, Dave Johnson, Parks & Recreation Manager, 12424 — 42nd Avenue South, Tukwila, Washington, 98168 no later than: Date /Time March 25, 2016 on or before 5:00 pm, Pacific Daylight Time Proposals submitted after the due date and time will not be considered. Vendors accept all risks of late delivery of mailed proposals regardless of fault. Detailed Request for Proposal (RFP) information including general information, general terms and conditions, requested services, proposal requirements and evaluation process is available in the RFP packet. To obtain a copy of the RFP packet, please see below or contact the Parks and Recreation Department at 12424 - 42nd Avenue South, Tukwila, WA 98168 or call 206 - 767 -2308. The City of Tukwila reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the Cityto pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services. The successful Vendor(s) must comply with the City of Tukwila equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality or disability. Published Seattle Times: February 25, 2016 and March 3, 2016 Published Daily Journal: February 25, 2016 and March 3, 2016 2 City of Tukwila TABLE OF CONTENTS Section 1 - General Information 6 1.1 Introduction 6 1.2 Purpose of RFP 7 1.3 Definitions 7 1.4 RFP Coordinator /Communications 8 1.5 Preliminary Schedule 8 1.6 Response Format 8 1.7 Closing Date and Mailing Address for Submittals 9 Section 2 - Terms and Conditions 10 2.1 Questions Regarding the RFP 10 2.2 RFP Clarifications and Addendums 10 2.3 Withdrawal of Proposal 10 2.4 Rejection of Proposals 10 2.5 Costs for Developing RFP and Materials 10 2.6 Successful Proposals 10 2.7 Code of Conduct for Competitive Solicitations 10 2.8 Proposal Modification and Clarifications 11 2.9 Proposal Validity Period 11 2.10 Proposal Signatures 11 2.11 Public Records 11 2.12 Non - Endorsement 12 2.13 Non - Collusion Certificate 12 2.14 Insurance Requirements 12 2.15 Non - Disclosure Agreement 12 2.16 Other Compliance Requirements 12 2.17 Ownership of Documents 12 2.18 Cooperative Purchasing 12 2.19 Confidentiality of Information 12 Section 3 - Requested Services 13 3.1 Duration of Services 13 3.2 Performance Expectations 13 3.3 Cost Requirements 13 3.4 System Implementation 14 Section 4 - Technical Environment 15 4.1 Network Architecture 15 4.2 Server Architecture 15 4.3 Database Architecture 15 4.4 Client Architecture 15 4.5 Monitoring and Support 16 4.6 Security 16 4.7 Third Party Support Access 16 4.8 Regulatory Policies 17 Recreation Management System RFP TABLE OF CONTENTS Section 5 — Technical and Functional Requirements 18 5.1 Activity Records 23 5.2 Client Records 27 5.3 Desktop Publishing /Activity Promotion 29 5.4 Financial Processing 30 5.5 Facility Reservations 36 5.6 General 40 5.7 League Scheduling 43 5.8 Mailing Lists 47 5.9 Master Records 49 5.10 Membership 50 5.11 Integrated Point -of -Sale 52 5.12 On Screen Viewing 54 5.13 Reports /Printing 55 5.14 Web Access 60 Section 6 — Optional Bid — City -Wide Point -of -Sale System 64 Section 7 — Proposal Evaluation and Vendor Selection 66 7.1 Evaluation Procedures 66 7.2 Scoring and Evaluation Factors 66 7.3 Selection Process 67 7.4 Contract Award and Execution 67 Form #1 - Proposal Form Form #2 - Vendor Information Form #3 - Client References Attachment "A" — Non - Collusion Certificate Attachment "B" — Insurance Requirements Attachment "C" — Non - Disclosure Agreement Attachment "D" — Pricing Attachment "E" — Technology Resource Usage Policy Attachment "F" — Information Security Requirements 4 City of Tukwila Section 1 — General Information 1.1 Introduction The City of Tukwila is a 107 -year old community incorporated in 1908 encompassing 9.7 square miles. Tukwila is located in the heart of the Puget Sound region, approximately 12 miles south of downtown Seattle, 17 miles north of Tacoma, and just east of the Seattle- Tacoma International Airport. The current City population is just under 20,000. The City includes single- and multi - family residences, heavy and light manufacturing, and service- oriented companies, as well as the Northwest's largest concentration of retail businesses. The City prides itself on a well - established economic base, low debt burden, and strong financial management. Tukwila is a full - service city, providing police, fire protection, emergency medical services, construction and maintenance of streets, park and recreational activities, and cultural events. Parks & Recreation Department The mission of the Parks and Recreation Department is to enhance the quality of life for residents, businesses, and visitors through a quality system of public spaces, programs and events that enhance and support a wide range of recreational opportunities, including spaces for leisure, play, fitness, relaxation, community gatherings, civic engagement, and much more. The Department manages and maintains: ➢ 1 community center ➢ 18 public developed parks for a total of 162 acres ➢ Picnic shelters ➢ Athletic fields ➢ 11 playgrounds ➢ 15 miles of maintained trails ➢ 1 18 -hole golf course Current Recreation Management Software System The City's current Recreation Management Software (RMS) system is CLASS, provided by Active Network. The current database is a SQL 2005 environment with client server program registration modules in use. The Parks and Recreation Department uses this system to process activity registration, membership at the Community Center, Point -of -Sale, reports, instructor tracking, league scheduling, and billing for nearly 70,000 transactions. The system is also used to reserve indoor facilities (meetings, classes, wedding receptions, etc.), athletic fields (soccer, baseball /softball), picnic sites, and rental equipment for 600 rental reservations, and manages over 2,000 bookings with multiple fee codes, reports, queries, and tracks. The system tracks nearly $1 million in revenue and stores historical registration and revenue information used in many budgetary, planning, and forecasting processes. The new system will need to be customer - driven and interface with other City systems including GIS and financial software. The existing system has 30 user accounts with a variety of access levels. There are approximately 6 users with system administrator privileges who utilize the system at differing times and days of the week. We expect the new system to achieve the following business objectives: ➢ Easy to learn and use by staff and customers ➢ Provide easy access to information ➢ Enable customer self - service via the Internet and be responsive to customers ➢ Allow the use of best business practices ➢ Support the City's desired technical architecture 5 Recreation Management System RFP ➢ Provide system that is PCI compliant ➢ Be technically up -to -date ➢ Be relatively easy to interface to other systems ➢ Provide staff with management reporting functionality to maximize revenue and efficiencyof facility use The City believes that packaged solutions exist that can meet its core business requirements for this system. Given this premise, the City expects to make minimal modifications to the selected package. The intent of this strategy is to minimize vendor costs, expedite implementation, and ensure that the City will be able to take advantage of future upgrades. 1.2 Purpose of RFP The City of Tukwila is currently soliciting proposals for a Recreation Management Software system to support the processes managed by the Parks and Recreation Department. Processes include, but are not limited to: the daily management of administrative tasks such as activity /program registrations, customer account management, facility reservations, memberships, point -of -sale, payment processing, and customized reporting. The purpose of this proposal is to obtain competitive pricing for a comprehensive solution that can meet the current requirements of the City of Tukwila Parks and Recreation Department and is capable of expansion to meet future needs. The City of Tukwila seeks to implement a solution that will enable the Parks and Recreation Department staff to serve our customers with greater efficiency while in the office or out in the field, enhance marketing, improve internal operations, and augment the public interface. The solution shall provide for uncomplicated management, allow for future growth, and deploy easily to functional areas of Parks and Recreation. The department is committed to taking significant steps to automate as many processes as possible and is interested in functionality that enables the customer to access and process basic /common services via the internet. As an optional bid for this RFP, the City is looking to acquire a City -wide Point -of -Sale system that can integrate with other business applications already in place. Systems currently being utilized include, but are not limited to, Eden (Tyler Technologies), TRAKiT (SunGard /FIS), and sZensoft. The system would also need to fully integrate with the Recreation Management Software system chosen through the selection process. Vendors that only provide point -of -sale systems are encouraged to bid on this optional bid item. The City expects to develop a long -term, collaborative relationship with the selected vendor(s)for this solution. All interested vendors, whether previously contacted or not, are required to submit proposals in accordance with the conditions and dates outlined in this Request for Proposal (RFP). 1.3 Definitions City: The City of Tukwila, Washington, and its departments. Vendor: Contract: RFP: Selection Committee: Short List: The person or firm submitting the proposal and /or the person or firm awarded the contract. The agreement to be entered into for services between the City and the Vendor who submits the proposal accepted by the City. This Request for Proposal, including any amendments or other addenda hereto. The RFP Selection Committee is comprised of the RFP Coordinator (defined in Section 1.4) and other City staff. Vendors selected to proceed for further evaluation. 6 City of Tukwila 1.4 RFP Coordinator /Communications Upon release of this RFP, all vendor communications concerning this information request should be directed in writing to the RFP Coordinator listed below. Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications will be considered unofficial and non - binding on the City. RFP Coordinator is: Dave Johnson, Parks & Recreation Manager City of Tukwila 12424 42nd Avenue South Tukwila, WA 98168 206 - 767 -2308 dave.johnson @tukwilawa.gov 1.5 Preliminary Schedule These dates are estimates and are subject to change by the City. Event Date & Time Release RFP to Vendors February 25, 2016 Proposal Responses Due March 25, 2016 © 5:OOpm (PDT) Proposal Evaluation Complete April 9, 2016 Vendor Reference Checks Complete April 16, 2016 Vendor Short List Released April 16, 2016 Demo Scripts Sent April 21, 2016 Vendor Demonstrations Complete May 18, 2016 Announce Apparent Successful Vendor May 26, 2016 Contract Negotiations Complete July 6, 2016 Signed Contract Delivered To Vendor July 6, 2016 Council Approval July 20, 2016 Installation Begins September 2016 1.6 Response Format Proposals should be prepared simply, providing a straightforward, concise delineation of the approach and capabilities necessary to satisfy the requirements of the RFP. Technical literature and elaborate promotional materials, if any, must be submitted separately. Emphasis in the proposals should be on completeness, clarity of content and adherence to the presentation structure required by this RFP. The following items must be completed and submitted with the vendor's proposal. ➢ Cover Letter ➢ Table of Contents ➢ Executive Summary ➢ Form #1 - Proposal Form ➢ Form #2 - Vendor Information ➢ Form #3 - Client References ➢ Section #5 — Technical & Functional Requirements ➢ Section #6 — Citywide Point -of -Sale System (Optional) ➢ Attachments "A" through "D" Vendor proposals must be submitted in the format specified. Please provide responses in the format provided. Vendors that deviate from this format may be deemed non - responsive. 7 Recreation Management System RFP 1.7 Closing Date and Mailing Address for Submittals Vendors must submit 5 paper copies of the proposal, plus one CD containing an electronic copy, to be received no later than: Time and date: March 25, 2016, 5:00 pm Pacific Daylight Time At the following address: Parks & Recreation Department City of Tukwila Attn: Dave Johnson, Parks & Recreation Manager 12424 — 42nd Avenue South Tukwila, WA 98168 • All proposals must be in a sealed envelope and clearly marked "Recreation Software RFP" • No faxed, emailed, electronic, or telephone submittals will be accepted. All proposals and accompanying documentation will become the property of the City and will not be returned. The City, at its discretion, may make additional copies of the proposal for the purpose of evaluation only. • Vendors accept all risks of late delivery of mailed proposal regardless of fault. • It is the Vendor's responsibility to ensure that any proposals are received on time. END OF SECTION 8 City of Tukwila Section 2 — Terms and Conditions 2.1 Questions Regarding the RFP Oral interpretations of the RFP specifications are not binding on the City. Request for interpretation or clarification of the RFP specifications must be made in writing and submitted to the RFP Coordinator as indicated in Section 1.4. 2.2 RFP Clarifications and Addendums The City reserves the right to clarify or change the RFP or issue addendums to the RFP at any time. The City also reserves the right to cancel or re -issue the RFP. All such addenda will become part of the RFP. In the event that it becomes necessary to revise any part of this RFP, the City will issue addenda relating to these specifications on the City's website athttp: / /www.Tukwilawa.gov in the City's Digital Records Center under Legal /Public Notices. It is the vendor's responsibility to confirm as to whether any addenda have been issued. 2.3 Withdrawal of Proposal Proposals may be withdrawn at any time prior to the submission time specified in Section 1.7, provided notification is received in writing. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days, for the services described herein, or until one or more of the proposals have been approved by the City, whichever comes first. Proposals cannot be changed or withdrawn after the time designated for receipt. 2.4 Rejection of Proposals The City reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City. 2.5 Costs for Developing RFP and Materials All costs for developing responses to this RFP are the obligation of the responding Vendor and are not chargeable to the City. All responses will become property of the City and will not be returned. All materials and images developed during this project will belong to the City and will be presented to the City in their original format. 2.6 Successful Proposal(s) In order to ensure the best solution for the City is obtained, the City is prepared to select one proposal for a Recreation Management Software system and a different vendor for a City -wide Point -of -Sale system if one vendor is unable to meet all requirements for both systems as outlined in this proposal. Vendors that can only meet the requirements of the optional bid section are encouraged to submit proposals for the optional bid item. 2.7 Code of Conduct for Competitive Solicitations After the issuance of any solicitation, all bidders, proposers, contractors, consultants or individuals acting on their behalf are hereby prohibited from lobbying any City employee, official or representative at any time during the blackout period. The City may reject the submittal of any bidder, proposer, contractor and /or consultant who violates the policy set forth herein. 9 Recreation Management System RFP DEFINITIONS: Solicitations - Method of acquiring goods, services, and construction for public use in which offers are made to the City between two or more sources. Typical documents used by the City are titled: Invitation to Bid, Invitation to Quote, Request for Proposals, Request forQualifications, Request for Information, or any other method of obtaining competitive offers. Lobbying - The attempt to persuade or influence any City employees, officials, or representatives responsible for reviewing, evaluating, ranking or awarding the work or contract for goods or services for or against any solicitation; provided, however, that lobbying shall not include the submission of required materials in direct response to the solicitation according to the instructions to respondents in such solicitation. Blackout Period - The period of time between when the solicitation is issued by the City and the time the City awards the contract. 2.8 Proposal Modification and Clarifications The City reserves the right to request that any vendor clarify its proposal or supply any additional material deemed necessary to assist in the evaluation of the proposal. Modification of a proposal already received will be considered only if the request is received prior to the submittal deadline. All modifications must be made in writing, executed and submitted in the same form and manner as the original proposal. 2.9 Proposal Validity Period Submission of a proposal will signify the vendor's agreement that its proposal and the content thereof are valid for 365 days following the submission deadline unless otherwise agreed to in writing by both parties. The proposal will become part of the Contract that is negotiated between the City and the successful Vendor. 2.10 Proposal Signatures An authorized representative must sign proposals, with the vendor's address, telephone and email information provided. Unsigned proposals will not be considered. If the proposal is made by an individual, the name, mailing address and signature of the individual must be shown. If the proposal is made by a firm or partnership, the name and mailing address of the firm or partnership and the signature of at least one of the general partners must be shown. If the proposal is made by a corporation, the name and mailing address of the corporation and the signature and title of the person who signs on behalf of the corporation must be shown. The City reserves the right to request documentation showing the authority of the individual signing the proposal to execute contracts on behalf of anyone, or any corporation, other than himself /herself. Refusal to provide such information upon request may cause the proposal to be rejected as non - responsive. 2.11 Public Records The materials submitted in response to this RFP (including, but not limited to, written, printed, graphic, electronic, photographic or voice mail materials and /or transcriptions, recordings or reproductions thereof), may be subject to disclosure under the Washington State Public Records Act, Chapter 42.56 RCW, or other applicable law. Copyrighted materials should be clearly marked with the copyright number. Nothing contained in this paragraph shall affect or modify the City's obligation to disclose public records under Chapter 42.56 RCW or other applicable law. 10 City of Tukwila 2.12 Non - Endorsement As a result of the selection of a vendor to supply products and /or services to the City, Vendor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City. 2.13 Non - Collusion Certificate The proposal submitted for this RFP shall include the Non - Collusion Certificate (Attachment A'). 2.14 Insurance Requirements The selected Vendor must comply with the Insurance Requirements (Attachment `B'). 2.15 Non - Disclosure Agreement The selected Vendor must comply with the Non - Disclosure Agreement (Attachment "C') and will be required to execute this agreement. 2.16 Other Compliance Requirements The Vendor awarded the Contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects. 2.17 Ownership of Documents Any reports, studies, conclusions and summaries prepared by the Vendor shall become the property of the City. 2.18 Cooperative Purchasing RCW 39.34 allows cooperative purchasing between public agencies (political subdivision) in the State of Washington. Public agencies which have filed an Intergovernmental Cooperative Purchasing Agreement with the City of Tukwila and which are actively participating may purchase from City of Tukwila contracts. By submitting an offer, the Vendor agrees to make the same bid terms and price, exclusive of freight, available to other Washington governmental agencies that may enter into an Intergovernmental Cooperative Purchasing Agreement. Only those public agencies that have complied with the requirements outlined in RCW 39.34 would be eligible to use this contract. Further, the public agency would need to accept responsibility for compliance with any additional or varying laws and regulations governing purchase by or on behalf of the public agency in question. The City of Tukwila does not accept any responsibility for purchase orders or contracts issued by other public agencies. The City of Tukwila accepts no responsibility for the performance of any purchasing contract by the Vendor, and the City of Tukwila accepts no responsibility for payment of the purchase price for any public agency. Cooperative purchasing shall be extended by the Vendor to cover the City's contract duration (for any subsequent purchase agreements /contracts resulting from this RFP) or 60 days post award (for one time purchases). 2.19 Confidentiality of Information All information and data furnished to the Vendor by the City, and all other documents to which the Vendor's employees have access during the term of the Contract, shall be treated as confidential to the City. Any oral or written disclosure to unauthorized individuals is prohibited. END OF SECTION 11 Recreation Management System RFP Section 3 — Requested Services 3.1 Duration of Services The term of the contract with the selected Vendor shall be from the date of execution of the contract to the completion of the work defined in the Scope of Work of the Purchase and Implementation Agreement. Additionally, it is expected that a Software License Agreement and /or Maintenance Agreement will be signed in conjunction with this agreement. 3.2 Performance Expectations If the vendor has had a contract terminated for default during the past five (5) years, all such incidents must be described. "Termination for default" is defined as notice to stop performance due to the vendor's non - performance or poor performance, and the issue was either (a) not litigated; or (b) litigated and such litigation determined the vendor to be in default. Submit full details of all terminations for default experienced by the vendor during the past five (5) years, including the other contracting party's name, address, and telephone number. Present the vendor's position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the vendor's proposal if the facts discovered indicate that completion of a contract resulting from this RFP may be jeopardized by selection of the vendor. If the vendor has experienced no such termination for default in the past five (5) years, so declare. If the vendor has had a contract terminated for convenience, non - performance, non - allocation of funds or any other reason, which termination occurred before completion of the contract, during the past five (5) years, describe fully all such terminations, including the name, address and telephone number of the other contracting party. 3.3 Cost Requirements The budget for the proposal must be broken down as to hours, hourly rates and expenses for each task and subtask. Please see Attachment D — Pricing for pricing itemization. All prices are to be in U.S. dollars. All applicable taxes to be paid by the City must be shown separately. Vendors must itemize the unit and extended price for each product and service proposed as part of the proposed solution. Cost information must include all expected implementation and operating costs, both one -time and ongoing. Specific model numbers and capacities should be included. Information about license sizes must be provided. Vendors should describe and quote optional components (including query tools, report writers, etc.) as individual and separate items. Any upgrade to the base system needed for optional components must be included in the cost of those components (defined in Attachment D - Pricing). In addition to the breakdown of costs described above, the City of Tukwila is requesting a quoted hourly rate for professional services that may be required to complete our project, but were not anticipated and included in this RFP. The quoted rate(s) is expected to be applied for the duration of the project (as described herein). The rates should include, but are not limited to: training, project management, programmer /analyst, and technical support analyst. Included within your cost proposal, please attach a proposed payment schedule. With each date and amount, explain why those particulars were chosen. All costs associated with this project must be disclosed. The City will not be liable for any costs associated with this project that are not fully disclosed in Attachment D - Pricing of the RFP. If clarification on any part of the RFP is needed in order to provide all costs, it is the responsibility of the bidder to ask for clarification. 12 City of Tukwila 3.4 System Implementation 3.4.1 Data Conversion The City may choose to convert all or a portion of the historical customer data to implement the new system. Types of records that may be converted include: ➢ Account Information for 60,000 customers ➢ Balance Forwards (including credits) ➢ Activity history including registration, rental, POS, and adjustments Describe the data conversion tool(s) and processes you propose to use to efficiently convert this data from the current RMS application to the proposed system. The response can be provided on Form #2 - Vendor Information. 3.4.2 Project Implementation and Training Plan Vendor is required to take responsibility for providing extensive project management for the implementation of the RMS and /or City -wide Point -of -Sale system. Vendor must provide a project plan for achieving the objectives of the project including an explanation of the role of any partners, the role of City of Tukwila staff (including time commitment), and an overall project timeline including milestones. The vendor is expected to guarantee the successful, timely completion of those aspects of the project over which it has control. The City of Tukwila intends to take responsibility for meeting its obligations as defined in an agreed upon statement of work that will be finalized during the contract negotiations process. The vendor shall include a typical timeline with this proposal including major milestones for tasks and subtasks, dates and required resources for both vendor and customer. The plan should adhere to any pertinent milestone dates in the preliminary RFP schedule in Section 1.5. The final project schedule will be developed between the City of Tukwila and the selected vendor. Include a description of your overall approach to each of the following task areas (if applicable): ➢ System installation ➢ System configuration ➢ Data conversion ➢ Training [A sample of training materials and documentation should be included] ➢ Test planning and execution ➢ System interface design and support • System roll -out, procedures, and support The response can be provided on Form #2 - Vendor Information. 3.4.3 Project Management Methodology The City has learned that a successful implementation requires a solid project management methodology. Please describe your current project management methodology and include samples of the following project management deliverables used in your process: • Status Reports ➢ Change Management Plan ➢ Communication Plan ➢ Risk Management Plan END OF SECTION 13 Recreation Management System RFP Section 4 — Technical Environment This section documents the technical environment and support metrics used by the City of Tukwila and requests information from the vendor that is to be provided in accordance with the instructions contained in Section 1. It is expected that all proposed solutions will be compatible and operate within the technical environment described below. 4.1 Network Architecture The City's data infrastructure is a managed TCP /IP network with Gigabit Ethernet Switched architecture over fiber between geographically dispersed buildings. The City's core network connects to multiple locations via fiber optic cable. Database, application, enterprise, and web servers are located at City Hall /6300 Building on Southcenter Boulevard in Tukwila, Washington. 4.2 Server Architecture 4.2.1 Data Center Environment The City runs in a highly virtualized VMware environment. While servers are a combination of VM machines and physical servers, virtual machines are preferred. CPU and RAM are assigned as requirements are needed. Typically three or more drives are configured as VMware environment connected to enterprise SANs via iSCSI, running in a RAID 6 configuration. 4.2.2 Server Operating System Requirement Current City standards for the servers specify the operating system to be Microsoft Server 2008 R2 or Windows Server 2012 R2 (patched to latest version), IIS 7+ with 4.5 .net framework. Operating System is installed on the C partition. Applications are restricted to residing on non -0/S disk partitions. 4.3 Database Architecture Our standard is the Microsoft SQL Server database, specifically MS SQL Server 2014. The City runs in a consolidated SQL environment. 4.4 Client Architecture 4.4.1 Hardware Requirement The City of Tukwila uses desktop and laptop PCs. The minimum existing workstation for running the client application is a Dell Optiplex 380, 4G, 2.93. The City utilizes a variety of Tablets (iPads, Surface Pros) and smart phones. System needs full functionality supported on multiple platforms. 4.4.2 Operating System Requirement For Desktops and Laptops: Windows 7/10 Enterprise 32 -bit and /or 64 -bit operating system with Office 2013/2016. All client workstations run City - provided ESET Endpoint antivirus software, as well as the Microsoft Systems Management Server client. All client workstations are patched regularly according to City 14 City of Tukwila standards. Deployment of client software is expected to be done through System Center Configuration Manager. Vendor is expected to supply installer packages. The City would prefer there be no requirement for the client to download softwarefor the use of the application (i.e. Java applets). 4.4.3 Web Browser Requirement Internet Explorer 11 and newer with additional support for the latest Firefox, Safari and Chrome if compatible with applications. [Backward compatibility to IE 10] 4.5 Monitoring and Support All servers are backed up on a regular schedule using Acronis Backup Advanced, and all servers have Microsoft System Center Endpoint Protection clients installed. Acronis Backup Advanced has backup agents for various types of database backups as well as snapshotting virtual servers and various Operating Systems. 4.6 Security Minimum security requirements for applications: ➢ HTTPS and SSL encryption must be enabled for all traffic between Web server and users. ➢ There must be authentication and session management to prevent attackers from compromising passwords, keys, session tokens, and any efforts to assume the identities of the other users. ➢ There must be input validation against Cross Site Scripting and SQL Injection attack. ➢ It is critical that sensitive data (credit /debit card or bank account number) be encrypted when stored or transmitted. ➢ The Point -of -Sale component of this solution must meet Payment Card Industry — Data Security Standard version 3.0 requirements. 4.7 Third Party Support Access The City requires: ➢ Vendor access to the network must be done through secured remote network access with the City's Technology Services personnel monitoring the activities of third party support. ➢ Contractors shall ensure that any remote access to City data or systems is conducted from IT systems which have the latest security patches, anti - virus, and malware signatures. ➢ Response from the vendor service desk to non - emergency calls within four hours and a response to critical calls (delay in work or loss of data due to system failure) within 1 hour. Please provide validation of this capacity. 15 Recreation Management System RFP 4.8 Regulatory Policies All applications should comply with: ➢ Applicable regulatory requirements, including, but not limited to: Payment Card Industry Data Security Standards (PCI DSS); Criminal Justice Information System (CJIS); Health Insurance Portability and Accountability Act (HIPAA); Department of Justice's Section 508 of the Disability Act; and /or other applicable State /Federal laws. Please provide certifications ➢ Attachment E - Technology Resource Usage Policy ➢ Attachment F - Information Security Requirements END OF SECTION 16 City of Tukwila Section 5 — Technical & Functional Requirements The matrices on the following pages identify the technical and functional needs that the proposed system should meet and provide the required format for vendor responses. Vendors must provide an answer for every requirement. If the requirement does not pertain to the proposal being submitted, "N /A" must be placed in the requirement. Leaving a requirement blank may deem the vendor non - responsive. Use this key to determine which code to place in each of the requirement matrices below. Solution Requirements Response Description Code 3 System currently and completely MEETS requirement with no custom code and no additional expense. For example, this code should be used when the requirement can be met by populating a table or modifying a screen so long as these tables or screen changes would not affect system update. 2 System can MEET requirement with minor code modifications with no impact on future releases. Modifications are placed in production by the implementation date with no additional cost for modification; the modification becomes part of the next system release. 1 System currently DOES NOT MEET requirement and will require modification(s). Testing and production of modifications will be in place prior to implementation date; however, the customer will assume a cost above the basic system cost for future updates. 0 System will not meet requirement. N/A The requirement does not apply to the proposal Comments Provide additional information about your responses, especially: • If your description includes any features that are not part of the base system package. • If your response includes use of third party software, ad -hoc query tools, "creative" use of existing features, or custom modifications. Although costs are requested in a separate section, please provide a realistic additional cost estimate with your solution, and whether that cost is due to additional software purchase or modification of work. 17 Recreation Management System RFP Complete for All Solutions (regardless of On- Premise or Hosted). # Requirements Code Comments General T -1 Application can be modified and enhanced to meet the City's business requirements while still maintaining vendor support. T -2 User configurable menus, fields and screens. T -3 Multiple security /limited view levels that include group, role -based or user access (view, modify, report). T -4 Granularity exists in user security (i.e. page, table, field level). T -5 User access can be integrated with Microsoft Active Directory. Describe what methods of directory synchronization /federation you support, if any, and what your preferred method is. T -6 Application provides for application and data integration via methods such as Web Services, REST. T -7 Ability to import/export data in a variety of formats e.g. Excel, XML. T -8 Does your product integrate with Microsoft Office e.g. export to Excel, Word, and Exchange? T -9 Ability for users to execute standard reports. T-1 0 Ability for user to create ad -hoc queries and reports with the ability to save these for future use. T-1 1 Solution includes on -line help, user manuals, installation procedures, configuration and maintenance procedures, and operations manuals. T -12 Describe your typical average upgrade schedule (frequency of version releases, patches, length of time to implement, notification process) and documentation provided (release notes). 18 City of Tukwila # Requirements Code Comments T -13 Live Customer Service support is available for any issues Monday — Friday, 8 am — 5 pm (PST), or other reasonable time frame during typical business hours. Describe your support for any issues that occur outside of these times. Support for Microsoft Windows Operating System 2012 T -14 Live support is available for system down and payment processing issues 24 hours a day, 7 days a week. Number of virtual servers required T -15 Support available via chat during open support hours for quick questions. If this function is supported, describe how the chat conversation is retained, how it can be produced for disclosure, and in what form it will be. Operating System(s) with Version # T -16 Solution will work within the specifications of the Technical Environment outlined in section 4 of this RFP. Provide documentation of any exceptions to the requirements and compatibility stated in Section 4. Recommended drive space requirements Complete if proposed solution is On- Premise (i.e. solution resides at the City) # Requirements Code Comments Servers and Operating System T -17 Support for Microsoft Windows Operating System 2012 T -18 Number of virtual servers required T -19 Operating System(s) with Version # T -20 Recommended drive space requirements T -21 Recommended RAM (GB) T -22 Recommended # of processors (and speed if physical) T -23 Pre - requisite configuration and software to be installed on Operating System Relational Database Management System T -24 Support for Microsoft SQL Server 2014 T -25 Estimated database size requirements T -26 Specific database configuration requirements, if any 19 Recreation Management System RFP Complete if proposed solution is hosted by vendor (i.e. Software as a Service) # Requirements Code Comments T -27 Is your environment Single or Multi- Tenant? If multi- tenant, how do you ensure segregation of client data? T -28 Is your back -up environment Single or Multi - Tenant? If multi- tenant, how do you ensure segregation of client data? T -29 Do you publish a standard Service Level Agreement? T -30 What is your application availability (show as a percentage)? T -31 Do you outsource or subcontract any part of the service you provide, including back -up repositories? T -32 Are back -up repositories maintained in a location separate from the primary repository? What is the physical distance separating the two? T -33 In what country will client data (including back -up repositories) be located? T -34 Do you have a disaster recovery and /or business continuity plan in place? T -35 In the event the user must implement a Legal Hold, can automated functions such as overwriting of back -up tapes be stopped? T -36 Can specific data be deleted from the system by user once retention requirements have been met? Would the data be completely removed from the host site? T -37 Explain how the user can document or validate transactions that occur, i.e. log files, reports, beyond looking at raw data. T -38 Explain the process that would be followed should the host vendor receive a subpoena or other request from a third party seeking access to user's data. T -39 Explain what protection user has against arbitrary cancellation of service in order to guarantee a reasonable chance for recovery of stored data. 20 City of Tukwila # Requirements Code Comments T -40 Is the site created with technology - neutral storage and data interchange formats? Explain portability of data to facilitate easy migration of data from the hosted solution in a readable format, including metadata. T -41 Would the City have access to (or will the vendor provide) a site index or site map if needed for e- discovery purposes? T -42 Provide a Standard Network Diagram. END OF SECTION 21 Recreation Management System RFP 5.1 Activity Records # Requirements Code Comments AR -1 Activity data fields are to include all of the following elements: • Activity number (course number) • Activity name • Season (trimester) • Category • Sub - category • Instructor • Location — Parent /Child • Staff supervisor • Activity status • Start and End Date • Start date and time for resident, non- resident and member resident registration • Minimum and maximum age by year • Minimum and maximum age by month • Minimum and maximum enrollment levels • Prerequisite activity • Text areas for catalog, receipt notes, and internal staff notes, supply lists • Calculation and storage of all session dates, times, and hours • Multiple activity fees per activity by defined criteria • Class descriptions for parent and child activities (i.e. one description for overall day camp, and one description for each individual week of camp.) • Scholarship Information AR -2 The software supports entry of all data elements defining an activity. AR -3 Define recreation activities by season (i.e. trimester or annual). AR -4 Assign user - defined categories and sub- categories to recreation activities. AR -5 Indicate level of proficiency necessary for participation in recreation activities. AR -6 Assign a location including building and room in which a recreational activity will meet. 22 City of Tukwila # Requirements Code Comments AR -7 Track clients waiting for a specific class or activity (wait lists). AR -8 Ability to provide priority registration for returning clients to the same activity in different seasons (trimesters) /sessions. AR -9 Provide the ability to batch roll over programs. AR -10 Assign the time of day and day of the week recreational activities are to meet. AR -11 Automatically indicate next client on the wait list of oversubscribed classes in the event of a cancellation or refund request by another client. AR -12 Maintain a description of all classes /activities offered. AR -13 The system will denote each activity that has a waiting list for easy identification when viewing an activity list. AR -14 Allow the transfer of clients from one section, class or activity to another with similar or different fees. AR -15 Provide the capability to manually override /adjust class roster limits. AR -16 Identify activities that do not meet minimum registration limits and provide a mechanism to easily cancel the activity from the same screen. AR -17 Provide an "instant" registration allowing for real time client registration and confirmation /receipt emailing or printing. AR -18 The software will automatically calculate all session meeting dates and generate a complete list of all dates, total session meetings and total session hours. AR -19 Special notes or prompts may be assigned to individual activities; a special enrollment notes screen will automatically appear during any enrollment in this activity. AR -20 A participant can be enrolled in multiple activities without having to reselect or re -input the participant's name each time. AR -21 A browse list of activities in alphabetical order will display multiple field information from the courses. 23 Recreation Management System RFP # Requirements Code Comments AR -22 The software must support the batch advance of participants to the next age and /or grade level as a function of the system. AR -23 System allows new enrollment, refunds, adjustments, scholarships, transfers, wait list entries, credits (refundable and non- refundable) and voids. AR -24 The software must accommodate skip days assigned to individual activities in addition to the skip days assigned globally. AR -25 Software allows for "retiring" of enrollment data and rosters at the end of a season to allow for easy setup of the software to handle the upcoming season. Retired data is stored in a historical file, and is accessible for marketing purposes. (Retiring should not be done automatically.) AR -26 Software will allow for registration of participants into activities offered in multiple seasons at the same time, such as registration in both late Summer and early Fall programs. Software does not require one season to be closed before starting another, allowing simultaneous operation of multiple seasons. AR -27 Software operates simultaneously with and shares data with the Internet registration module to allow customers to register themselves into activities via the web. AR -28 When interfacing with league scheduling, the activity registration module can accept enrollments into team sports activities and automatically add players onto a league scheduling team roster. AR -29 When interfacing with facility reservation module, the activity registration module will automatically calculate all activity session meeting dates and allow facilities to be scheduled and reserved as new activities are entered WITHOUT double- booking a space. AR -30 System includes a designated function that is specific to group or mass registration, allowing a large number to be registered quickly. 24 City of Tukwila AR -31 System will allow one person to purchase programs at different price points. For example; an adult can purchase 3 adult tickets at $74 each and 2 children tickets at $47 each for a performance. # Requirements Code Comments AR -32 Multiple instructors can be assigned to each activity. AR -33 Software automatically checks and notifies the operator if there is a conflict with the attempt to enroll a participant into an activity. AR -34 System tracks all of the following instructor information: • Instructor last name • Instructor first name • Address • Multiple phone number(s) • Indication of whether phone numbers can be released to students • Instructor ID number • Instructor's skills • Instructor's attributes; i.e. certificates, awards, etc. • Default type of payment, including fixed fee, percentage, or variable fee • Link to instructor professional services agreement in Document Management System. • Multiple instructor pay amount(s) for each instructor AR -35 System will be able to track multiple waivers per registration, including Waiver of Liability and Photo Release Waiver. Scanned copies of waivers, or verification of electronic signature for online waivers, can be attached to each registration. Waiver status can be modified after the registration is completed. AR -36 System provides capabilities to scan and upload any documents (e.g. annual waivers, contracts, etc.) to an individual account. AR -37 System will be capable of capturing data via custom forms (i.e. child information forms for camp programs, etc.). Custom forms can be developed by system administrators. END OF SECTION 25 Recreation Management System RFP 5.2 Client Records # Requirements Code Comments CR -1 Participant data fields include all of the following: • First name • Last name • Middle initial • Address • Multiple fields for phone numbers including area code • Birthdate and auto - calculated age • Residency status integrated with city GIS to automatically validate entry • Gender • Participant ID number • Family or household ID number • Denotation of head of household • Customer balance • Customer /account type • Text notes • Email address • Participant photograph • Email communication opt -out CR -2 Software allows search on multiple fields including the use of wildcard character(s). CR -3 Track participant records by individual, organization and household. CR -4 Software is able to use GIS or other mapping tool to verify a customer's residency status. CR -5 System should have waivers with date range of when waiver has expired. CR -6 Maintain participant liability waiver /release history. CR -7 Maintain participant history of classes and check against any prerequisites for registration. CR -8 Maintain participant photo waiver /release history. CR -9 Maintain a participant history file with relevant medical history information within the HIPAA laws. CR -10 Provide additional fields for recording demographic information on participants. 26 City of Tukwila # Requirements Code Comments CR -11 Maintain a participant history file with emergency contact including name, telephone number, and relation to client. CR -12 Search for participants through use of bar code /magnetic stripe scan from ID card. CR -13 Allow storage of multiple addresses for a client. CR -14 Support categorization of participant addresses (i.e. mailing addresses, mother's address, work address, etc.). CR -15 Allow special discounts for frequent or special category participants. CR -16 Ability to apply payment to someone else's account. Third -party payment. CR -17 Ability for client to create account online in real time. CR -18 System offers ability to have people attached to more than one household and /or company — specifically for divorced households and various groups. CR -19 System has automatic search for duplicate accounts, whereby duplicate accounts can be quickly, easily and automatically merged without losing transactional information. END OF SECTION 27 Recreation Management System RFP 5.3 Desktop Publishing /Activity Promotion # Requirements Code Comments DP -1 Provide the ability to custom - generate a report using embedded InDesign Markup Language tags, including: • Activity and Course Title • Activity and Course Description • Course Number • Start and End Date • Start and End Time • Days of Week • Location (Facility and /or Room) • Direct URL for course registration • Instructor Name and Profile • Instructor Credentials Export should be to a text file, and have the ability to be customized. DP -2 Software will export activity data into a file for use with a desktop publishing program for the production of an activity guide, course catalog, or activity flyers. DP -3 Provide the ability to export email addresses by account type (family, business, league contact), including: • Email address • Last name • First name • Account ID number The export should be to a CSV file. The export should be able to be filtered by any type of data captured in the system. DP -4 Super users can access data within the system via ODBC connection and role- based permissions to data. Views created to pull the data into a usable format. Reports available as Views. END OF SECTION 28 City of Tukwila 5.4 Financial Processing # Requirements Code Comments FP -1 Flag accounts with problems (i.e. missing records, balances due, duplicate accounts, etc.). FP -2 System allows unlimited combinations of transactions from multiple functional areas on to a single receipt (e.g. process multiple activity registrations, reserve a facility, and sell a point - of -sale item on a single receipt). FP -3 Allows for multiple customization of receipt format. Different sites have different receipt formatting needs. FP -4 Software allows designated fields to be mandatory to fill out. FP -5 Provide the ability to reprint current receipts, and to easily search historical receipts and reprint them. FP -6 Provide the ability to email receipts. FP -7 Software must support the assignment of multiple fees for each activity and the ability to assign each fee to a different revenue account. FP -8 Ability to link payments to specific receivables. Example: Customer has booked three facilities for a total of $300. Customer wants to pay for the first booking and the last booking but not the second because they only have $200 available. The system correctly links the payment to the appropriate receivables. FP -9 Software can interface to and automatically trigger a cash drawer. FP -10 Software can maintain an audit log of automatic and manual cash drawer operations. FP -11 Software will produce customer invoices. FP -12 Software automatically calculates the cost of activities as participants enroll including calculating pro -rated fees for missed sessions. These fees may be overridden with proper security /authorization. FP -13 Software allows deposit to be accepted for activities, including partial payment at the time of enrollment and later collection of the remaining balance. 29 Recreation Management System RFP # Requirements Code Comments FP -14 If a partial payment is received, software will allow and automatically create a payment plan for the customer. Payment plan can be manually overridden. FP -15 Interface with accounts receivable and the general ledger system to allow data exchange in both directions. FP -16 A customer account management and accounts receivable system is included to track customer balances and provide reports for all payments coming due. FP -17 Individual instructor's pay calculation methods can be entered for one or more instructors per activity. Payment methods include: • Percent of revenue collected • Fixed contract fee • Variable fee • Hourly pay • Any combination of the above FP -18 Software will produce instructor payment reports, showing total of all payments due, payments made to date and balance owed. Calculations will be performed automatically, as necessary, by determining the payment type, number of students enrolled, etc. FP -19 Prompt the user when over- or under - payment occurs. FP -20 System will track and record deposits from activities, memberships, rentals and leagues. FP -21 Prepare periodic billing for activities, rentals and memberships with balances. FP -22 Integrated credit card processing with EMV standards. FP -23 Print client payment history. FP -24 Allow billings to be split between individuals and /or group. FP -25 Allow for refund processing of activity registrations, rental league, memberships, and deposits. FP -26 Allow both refundable and non - refundable credits on client's account. 30 City of Tukwila FP -27 Able to create, generate and track scholarships, family discounts, variable discounts, etc. # Requirements Code Comments FP -28 The software must allow for entry of rental charge data into a facility rental price list. The price list will be used automatically to price charge new reservations, including hourly charges and deposits. New charges include fees for deposits, rental, customer type, facility use type, scaled fees, group size, date /time of use, and appropriate facility charges. FP -29 Software must track revenue by activity, activity group, room /facility or other user - defined subset. FP -30 Facility rental price list allows unique charges for each facility and variable charges based on customer types such as resident, non - resident, profit, non- profit. Software will allow entry of multiple customer types. FP -31 Facility rental price list entries to include identification and handling of deposits. The system will automatically generate a list of deposits to be refunded unless withheld for damage or other reasons. FP -32 Software is able to generate multiple tax rates. FP -33 Software must track income and revenue for each module's package type, broken down by individual fee charged, adjustments, and net revenue. FP -34 System is independent of the payment processor. FP -35 System is able to apply multiple GL accounts to any POS, activity, rental, membership or league. FP -36 Set up of an unearned /deferred revenue account is optional within the system should the City decide to immediately recognize revenue. FP -37 System should be configurable to limit the number of users who can flag GL accounts as taxable or non - taxable. FP -38 System has a full accounting audit trail that shows who made a particular accounting transaction, what the transaction was and where, and what time it was made. FP -39 System should have a method for converting outstanding balances from the old system to the new (unearned revenue, receivables outstanding, NSFs, credit card in process, etc.). 31 Recreation Management System RFP FP -40 Ability to handle NSF checks. # Requirements Code Comments FP -41 Ability for Accounting and /or Treasury divisions within Finance to have read -only access to account/master data setup. FP -42 Invoice search fields include but are not limited to: dollar amount, customer number /account, customer name, account type, account number, street address, invoice date, transactional group (a configurable field for the purpose of distinguishing functional groups within the City). Ability to configure those invoice search fields by transactional group. FP -43 Overrides done only by high level user. A report that details all overrides over a user - defined period of time (by user, terminal, date transaction overridden). Ability to block the capability to override a completed transaction. FP -44 System should be able to interface to /from multiple existing systems at the detailed transaction level. Update frequencies between systems should be as close to real time as possible. FP -45 "End of day" button or automated process that ensures transactions for the day are reset or committed and cannot be modified by cashiers (with option to reset per terminal, location, by user, or any combination thereof). FP -46 Check endorsement, receipt, credit card swiping devices, credit card "dipping" functionality. FP -47 Software is compatible with new EMV terminal chip and pin /chip and sign technology. FP -48 CVV or PIN credit card data is not retained once a transaction is complete. FP -49 Software is compatible with printers capable of franking checks with "Electronically Represented ". FP -50 The system can issue refunds electronically for any type of payment that originated with the system (permits, utilities, deposits, etc.). 32 City of Tukwila # Requirements Code Comments FP -51 If a refund is issued electronically, the system knows if the credit card used for the original payment has expired. Approved staff can go into the system to provide options to change refund type from original payment type to alternate refund type for credit cards only and track reason for change (i.e. card cancelled, stolen, disabled, with comments). FP -52 Software only allows users with certain security clearance to complete refunds. FP -53 Sensitive customer data (bank card, bank account number, customer's name and other identifying information) can be protected by restricting access to the data. FP -54 At maximum, only the last 4 digits of the credit card number will be retained. 3 digit CVC will not be retained. FP -55 System will record transactions when the network is down and upload transactions and confirm valid bank cards once the network is back up. FP -56 System shall accommodate cash basis, modified - accrual, and other accounting methods. FP -57 Accounting basis can be set system wide or by individual module (e.g. activity registration set to report cash = revenue while facility reservations set to report accrual). FP -58 System should incorporate Generally Accepted Accounting Principles (GAAP), as it relates to Governmental Standards, in all modules. This includes, but is not limited to, internal controls, audit trail, revenue tracking, etc. FP -59 System will allow sale of "gift cards" that can be preloaded for a dollar value that can be used for any offerings in our Parks & Recreation organization. (i.e. membership, lesson, program activity, etc.). FP -60 Gift cards are available with barcodes so they can be purchased online. FP -61 Gift cards can be reloaded online in the customer's online account. FP -62 Software is compatible with printers capable of endorsing checks. FP -63 System must be able to process payments for goods and services that were not originated within the system. 33 Recreation Management System RFP # Requirements Code Comments FP -64 High security level users are able to run end - of -day deposit reports for each terminal. FP -65 Ability to handle recurring payments utilizing checking accounts or other method. FP -66 Payment schedules can be created on any outstanding invoice. END OF SECTION 34 City of Tukwila 5.5 Facility Reservations # Requirements Code Comments FR -1 Facility data fields are to include all of the following elements: • Facility Code /ID • Facility Name • Center /Complex • Address • Day and evening phone • Facility type • Area default usage type (hourly or daily) • Opening and closing times, Overlapping facilities, and facility attributes • Text facility notes • Facility and field "skip dates" • Default Use permit disclaimer • Custom contract form to use • Minimum reservation time, in minutes • Alternate contact • Alternate contact information (telephone number(s) • Closure information (holidays, maintenance, etc.) FR -2 Software allows entry and management of multiple centers, facility types, and facilities. Software can search for facilities based on any one or combination of parameters. FR -3 The software will automatically accept field and facility reservations as new league schedules are created, without requiring any duplicate or additional entry. Software will also allow the League Scheduling module to access field and facility reservation data so that it will create new schedules and "schedule around" any field dates and times already reserved or already in use. FR -4 The software must accommodate individual skip days for each Center and Facility in addition to those days assigned globally. FR -5 Software able to provide security level restriction for booking facilities. FR -6 Software allows for user definable periodic retirement of old reservation data. Retired data is stored is stored until no longer needed, at which time it can be deleted. FR -7 Software will allow reservations to be processed for up to 5 years in the future. 35 Recreation Management System RFP # Requirements Code Comments FR -8 The software allows for the tracking of equipment inventory within each facility, center, and across facilities and centers. FR -9 Any staff with the appropriate access may enter a facility reservation. FR -10 Software to produce a facility statistics report, with all of the following elements: • Center name • Facility type • Facility name • Total days available • Total hours available • Total days reserved • Total hours reserved • Usage percentage by day • Usage percentage by hour • Attendance /participation • Breakdown by usage type (activity, rental, league, administrative booking, etc.) • Revenue by usage type • Revenue by room type /location FR -11 Software allows for default charges to be entered for facility types and customer types. Charges can also be designated for individual facilities. FR -12 Software enables all of the following: • Entry of new reservations • Generation of permit contracts • Generation of payment receipts • Prevention of facility double booking • Generation of custom set -up forms FR -13 Software allows multiple facilities to be rented by a single customer in one step, without requiring multiple permits or duplicate data entry. FR -14 Software provides a user - configurable on- screen scheduling calendar, which displays existing reservations and allows "point and click" selection (via mouse) of new dates and times to reserve. 36 City of Tukwila # Requirements Code Comments FR -15 On- screen scheduling calendar is user - configurable to view by day, by week, or by month at a glance. Time increments in the scheduling calendar may be set as low as 5 minute increments up to 2 hour increments. FR -16 Software handles 24 hours, overnight, and multiple day reservations. FR -17 Software allows searching for unique keywords within specific facilities, such as searching meeting rooms by also being able to specify that the desired room must have a cable TV hookup. FR -18 Software will search and display for multi -day or multi - facility reservations. FR -19 The software will allow attachment of one or more user - definable Condition of Use text boxes along with each reservation that is processed. The disclaimer text will appear on permit contracts that are produced. FR -20 The software will allow reservations to be processed for individuals, companies, or both. If the reservation is for a company, the software will allow entry of the agent or contact persons. FR -21 Software to track event name and number of persons attending for each reservation. After the reservation is completed, the event name is displayed in the scheduling calendar. FR -22 Software to allow entry and storage of standard set -up instructions, which can be individually stored and customized for each type of facility. When a reservation is processed, the software will allow attachment of standard set -up instructions, and also allow entry of specialized or custom set -up instructions. FR -23 Software to notify a user or participant if there is a conflict with the time they are attempting to reserve. FR -24 Software must produce reservation permit contracts on demand or printed in batches. FR -25 Software allows reservation permit contracts to be emailed as PDF files. FR -26 Software allows reservation inquiry by person's name or facility name, and provides printed reports or on- screen preview of all reservations. 37 Recreation Management System RFP # Requirements Code Comments FR -27 Software produces a reservation master report, including all of the following options and data elements: • All reservations for a specific center • All reservations for a specific facility; meeting room or ball field • All reservations for a specific date range • All reservations for a specific customer • Combinations of the above FR -28 Software produces graphical usage calendars, in monthly, weekly, and daily format. These calendars can be printed or viewed on- screen. Usage calendars should include reservations, activities, leagues, and administrative bookings. FR -29 Software to produce a facility event set -up report for the maintenance staff, which includes all facility use for a selected date range, and includes set -up instructions. FR -30 Software allows existing permit contracts to be recalled for editing and changes. FR -31 Software will eliminate charges associated with an individual reservation due to rain -out but maintain the reservation on the facility calendar. FR -32 System should allow for accounting separation of damage deposit and down payments. The two are often handled differently and it would be easier to track. FR -33 Booked events show whether they have been paid in full on the facility calendar. FR -34 Software allows existing permit contracts to be sorted by event date or chronologically. FR -35 Automatic update of contract booking invoices when financial changes are made to booking contract. Non - financial changes are tracked as amendments. END OF SECTION 38 City of Tukwila 5.6 General # Requirements Code Comments GN -1 Proposed software is currently installed and operating at other customer locations in the United States with the proposed modules and configurations. GN -2 Facility reservation software will generate league scheduling based on existing field usage and reservations to ensure there are no conflicts. GN -3 All software modules may operate independently but have the ability to share common data for participants and companies with the other software modules. GN -4 Ability to generate Ad -hoc reports through use of queries on the fields of the screen. GN -5 A printed user manual must be provided with the software in addition to online context sensitive help. GN -6 Software allows entry of global skip days, such as Christmas Day. These skip days will apply to all software modules but may be overridden manually with proper security /authorization. GN -7 Software offers security features to grant/deny access to software functions for each user to the menu level. System provides user definable security supporting the restriction of access to system functions at the screen and function level. GN -8 Information included in common data files such as address, telephone number, etc., can be updated, changed, or deleted entirely from within each individual software module. This information can also be updated without entering any of the software modules through the use of account or client module. GN -9 The software allows entry of a table that includes all pertinent zip or postal codes and the corresponding city. During enrollment, the staff may enter a participant zip code, and the software will pre -fill the corresponding city name automatically. This table must be used by all software modules in the system for this type of information. 39 Recreation Management System RFP # Requirements Code Comments GN -10 System provides test and or training environment to sample data to demonstrate the functions available and aid in learning the new system. Describe any test or "sandbox" environments you would provide to the City of Tukwila. GN -11 Software can operate individually or operate simultaneously and share data with "companion" software modules to provide an integrated solution. GN -12 System must have mechanism to list staff and instructors. GN -13 System peripheral devices are as small and quiet as possible (e.g., receipt printers). GN -14 System can require passwords to be changed at least every 90 days. GN -15 System is set up to allow for dashboard functionality that is easy to set up. GN -16 System is able to utilize a variety of social media outlets for marketing. GN -17 Mechanism in place to transfer credits and outstanding balance from old system to the new system. GN -18 System is able to set up email reminders for a determined time for programs, personal trainer, tennis or tee times, etc. GN -19 Ability to create and track employee tasks related to customers and displayed on customers' profiles. GN -20 Digital registration kiosk for new customers allowing them to create their accounts, sign waivers, and opt in or out of text messaging and e-mail lists. GN -21 Digital waiver kiosk where customers can update online waivers. GN -22 Online waiver process that is digitally secure. Customers are required to sign off on their family members. Describe how the waiver is retained and how it can be produced if needed and in what form it will be. GN -23 Digital waiver tracking on every roster so any staff member can easily denote which customers have not signed an active digital waiver. 40 City of Tukwila GN -24 Online waiver process guarantees waiver is signed before registration to any program. # Requirements Code Comments GN -25 Event reminders can be emailed or sent via text "X" number of days prior to event. Customers have a choice to opt out of reminders. GN -26 Mobile responsive page that can link to an external Parks & Recreation website for display of open programs and registration in those programs. GN -27 Ability to pro -rate classes. GN -28 Resident /non - resident fees at the product level. GN -29 Promotional discounts can be entered by using a promotion code. GN -30 Medical notes can be entered at registration and those notes optionally shown on every roster for that participant, allowing for staff awareness of customer health, within HIPAA laws. GN -31 A camp check -in tool for facilitating the check - in process of large numbers of campers. GN -32 A class check -in tool for facilitating the check - in of large numbers of attendees on the first day of registration. GN -33 Registration and waiver kiosks that off -load front -desk registration and waiver input to self - service kiosks. GN -34 Custom registration forms with custom fields are available at the time of program registration. GN -35 Custom event forms with custom fields are available at the time of the event. END OF SECTION 41 Recreation Management System RFP 5.7 League Scheduling # Requirements Code Comments LS -1 The software must accommodate individual skip days for each league schedule in addition to those skip days defined globally. LS -2 Software to track categories, such as softball, and allow multiple schedules to be produced for each category. LS -3 Software to track team data, including team name, manager name and address, and any time restrictions when teams cannot play. LS -4 Software must be capable of creating schedules without relying on pre- existing scheduling templates. LS -5 Software must be able to read data on existing field reservations, and create new schedules around any times currently reserved. If a time is reserved, the software must attempt to schedule the next available time that day or the next game day if the time exceeds the hours of operation for the facility. LS -6 After a schedule is produced, the software will automatically create field reservations in the facility reservation module without duplicate data entry. LS -7 Software must be capable of producing schedules based upon a user - specified number of round robins and a user - specified number of weeks. LS -8 Software must allow the user to specify the number of times per week a team will play up to the maximum number of identified game days per week. The software will then use this information in scheduling the league. LS -9 Software must use time restrictions entered for each team to prevent automatic scheduling of games during these restricted time slots. However, the system must include a mechanism for manually overriding these restrictions with proper security /authorization. LS -10 Software must allow the user to define multiple time -slots for each play day of the week, such as 6, 7, 8 and 9 pm on Monday evenings. 42 City of Tukwila # Requirements Code Comments LS -11 Software must be capable of automatically scheduling dissimilar times on different and multiple days of the week, such as only 7 pm on Mondays, but also 1, 2, 3 or 4 pm on Saturdays. LS -12 Software must be capable of automatically scheduling double headers. LS -13 Software to create schedules for as few as 3 and up to 99 teams. LS -14 If double headers have been specified, the software must allow the user to choose whether or not to schedule the double headers back to back. LS -15 Software must automatically balance schedules, and offer the following balancing methods: • Balance time slots evenly for each team • Balance time slots evenly for each team, with no time slot gaps • Balance sites /fields assignments evenly • Balance sites /fields assignments evenly, with no time slot gaps • Balance sites and time slots evenly for each team LS -16 Software must be capable of creating schedules using a single field or multiple fields. LS -17 When automatically creating a schedule, the software must identify conflicts that cannot be resolved by the system. The user must then be permitted to manually resolve the scheduling conflicts. LS -18 The software must include an on- screen customization feature, which displays the entire schedule and all pairings, and allows the user to make changes to existing schedules. If changes are made, the software must automatically detect and prevent corruption of the schedules such as double scheduling of games and double scheduling of fields. LS -19 The software must allow scheduling of umpires /referees automatically but make it possible for users with the appropriate access to manually override any assignments. LS -20 Software uses an algorithm -based scheduling method. 43 Recreation Management System RFP # Requirements Code Comments LS -21 Software to produce all of the following reports: • Numbered pairing schedule • Team name pairing schedule • Individual team schedule • Game distribution report • Site distribution report • Time distribution report • Team vs. Team distribution report • League ranking report • League box scores report LS -22 Software must track scores and standings allowing entry of scores after games have been completed. LS -23 The software must accommodate scheduling track and field events. LS -24 Software must have a mechanism to generate suspensions for teams or individuals. LS -25 Activities can be designated as team sports, such as soccer. When identified as a team sport activity, the software will: • Automatically track player and team names during the enrollment process • Track the maximum number of players per team and prevent over - enrollment • Automatically assign players to teams if desired by staff • Produce activity rosters that are sorted in order by teams and players • Allow manual override of team assignments • Allow players to be transferred between teams • Ask for T -shirt size LS -26 Software must allow user - definable scoring methods in addition to the standard scoring methods. An example would be awarding points for sportsmanship. LS -27 System must allow for referees, coaches and team members to access information about their team, league, practice and game schedules, playoffs, etc. 44 City of Tukwila # Requirements Code Comments LS -28 System must allow for online display of team, league, practice, and game schedules, playoffs, standings, etc. LS -29 System can assign games to any field or court and create balanced match -ups. LS -30 Team fees can be tracked by team invoice, pay by individual, or both. LS -31 Team builder that allows for individual registrants to be easily grouped and placed on teams based on criteria they entered as part of registration. END OF SECTION 45 Recreation Management System RFP 5.8 Mailing Lists # Requirements Code Comments ML -1 Software supports the creation and tracking of an unlimited number of mailing lists. ML -2 Mailing labels and email lists can be produced for any individual or combination of rosters. ML -3 Mailing labels and email lists can be produced for all or groups of instructors. ML -4 Mailing labels and email lists can be generated to capture: • Participants • Specific city or combination • Specific zip code or combination • Resident or non - resident status • Age • User Group • Season (trimester) • Gender • Specific activity or combination • Last registration date • Activity wait list status • Combinations of above ML -5 The system must provide a mechanism for individuals to opt out from all mailing lists, while still retaining an email address in the system. System should show staff that they have opted out. ML -6 Software must allow an unlimited number of mailing lists to be associated with a facility, registration, membership or league scheduling. ML -7 Software must allow mailing lists to be exported to a comma - delimited format with the following fields: • Last name • First name • Email address • Participant ID number • Mailing list name • User - definable field(s) Export must be compatible with ConstantContact or other export tool. ML -8 Mailing list functionality (i.e. ability to access email functionality, etc.) must be able to be restricted based on user security permissions. 46 City of Tukwila # Requirements Code Comments ML -9 Email marketing capability includes an email template editor, custom tags, and email customer filtering. ML -10 A SMS / Text messaging option for all customers. Describe how the messages are retained, how they can be produced for disclosure and in what form it will be. ML -11 Tracking of all text and email messages sent to a customer and display on their profile. ML -12 Software allows mailing lists to be generated by user defined geographic region or by using GIS tools. ML -13 Customer has ability to opt -in to customized mailing list by group or activity as set -up by staff. END OF SECTION 47 Recreation Management System RFP 5.9 Master Records # Requirements Code Comments MR -1 Maintain a master listing of all facilities available for class activities including a description, address, and directions. MR -2 Maintain a master list of all rooms within a facility including occupancy limits and description of room. MR -3 Maintain a master listing of instructor profiles including address, telephone, and certifications /qualifications. MR -4 Maintain a master listing of all participants and family account information. MR -5 Maintain a master listing of all leagues and teams. MR -6 Maintain a master listing of all memberships. MR -7 Maintain a master listing of classes /activities including detailed descriptions. MR -8 Ability to revise notes, comments, etc. for each activity by season (i.e. quarter). MR -9 Ability to update /revise master listings seasonally (by trimester) for any circumstances related to that season (trimester). END OF SECTION 48 City of Tukwila 5.10 Membership # Requirements Code Comments M -1 Membership data fields are to include all of the following elements: • Membership package number • Membership package name /type • Variety of membership package and extra fees (including taxes) • Discount • Duration (in days; can set for any amount) • Maximum number of uses • Expiration dates • Daily pass ID • Package description • Minimum /maximum age • General ledger account(s) and amount /percent breakdown • Areas for adding text for membership description, receipt notes, internal staff notes M -2 Software allows memberships to be renewed using the same /prior pass numbers. Software supports use of existing membership cards and barcodes without re- issue, at front desk or online. M -3 When card is scanned, it records the visit and brings up a picture of the cardholder, so identity can be verified. M -4 Software allows for programmable sounds for when card is expired, user birthday, etc. M -5 Software shows credits and refunds of memberships. M -6 Software handles sales of daily passes. M -7 Software allows pass numbers to be assigned to a customer either at the time of sale or at a later time. M -8 Software allows multiple memberships on a single card. M -9 Software supports use of bar code scanning. M -10 Software supports manual /keyboard member barcode /ID input in case of scanner failure. M -11 Software is compatible with creating membership cards with barcodes, using equipment that is either in place or optionally available. 49 Recreation Management System RFP # Requirements Code Comments M -12 Software is capable of interfacing with identification card production systems. M -13 When the bar code reader scans a membership card, it automatically verifies the card to be valid and updates the member's attendance record. M -14 Software produces a visual and audio warning if a scanned membership card is invalid. M -15 Software supports single membership for family on multiple cards. For each member their visit would be recorded regardless of the card used against the single membership. END OF SECTION 50 City of Tukwila 5.11 Integrated Point -of -Sale # Requirements Code Comments POS -1 Software has the ability to calculate and track customer balances and to accept customer payments on account. POS -2 Software has the ability to post adjustments to a customer's account balance. POS -3 Software allows collection of payments by cash, check, credit card, gift certificate, or from account if the customer has a credit balance. POS -4 Ability to make purchase at online POS without creating an account. Access for non - client transactions; i.e.: donations. POS -5 Incomplete payments can be accepted including "split" payments with part from different tender, part from account, etc. POS -6 System is able to apply multiple GL account to any POS button. POS -7 System is able to configure shortcut /function keys on screen that map to specific transaction types and business rule for processing. POS -8 System allows online payment, currently due and advanced payment, 24/7/365 (rentals, classes, etc.). POS -9 POS functionality will include mobile application integration and meet all current PCI, NFC (near field communication) technology (i.e., Apple pay or Google Wallet) and EMV standards. POS -10 Credit card reader allows customer to enter their email address if they prefer to have their receipt emailed to them. POS -11 System has the ability to map long GL codes to "Speedy Codes" that allow user to enter a shortcut code that represent a single, full GL code. POS -12 POS buttons and associated functionality are configurable per terminal and other functional groupings. POS -13 Software allows off -line transactions when network is down and to automatically upload the transactions when network is back up. POS -14 Ability to interface with IVR payment system. 51 Recreation Management System RFP # Requirements Code Comments POS 15 Ability to integrate with check scanning machine. POS -16 Automatically batch and settle credit cards at the end of the night without human interaction. POS -17 Speed keys available with assigned tendered amount (i.e., $5, $10, $20). POS -18 POS units must be able to connect to share a single receipt printer. POS -19 POS units must support multiple report printing of selectable reports. POS -20 Quick system response when ringing transactions into the system. POS -21 Ability to pull information from the system easily, either via exporting data to other systems or reports. POS -22 Ability to link transactions to customer ID, either directly in point -of -sale system or financial system to make retrieval of data easier. END OF SECTION 52 City of Tukwila 5.12 On Screen Viewing # Requirements Code Comments SV -1 Provide on- screen viewing for historical record of client registrations and financial information. SV -2 Provide on- screen viewing of course descriptions. SV -3 Provide on- screen viewing of instructor profile information. SV -4 Provide on- screen viewing of multiple activities simultaneously. SV -5 Provide on- screen viewing of historical record of any transaction previously generated. SV -6 Provide on- screen viewing of participation reports /statistics. SV -7 Provide on- screen viewing of reports, including financial reports. SV -8 Ability to query on- screen and view results. SV -9 Provide on- screen viewing of transaction receipt records. SV -10 Provide on- screen viewing of class /activity rosters. SV -11 User definable sort order for on -line viewing of class /activity lists. SV -12 During enrollment, the receipt number is displayed on screen for recording on customer's check even if the receipt is not printed. SV -13 All reports may be printed and /or viewed on- screen. If viewed on- screen, a zoom feature is provided to enable closer examination of the report. SV -14 Software allows inquiry by participant's name, and on screen review of all registered activities, current and historic, and the current balance of the participant's account. END OF SECTION 53 Recreation Management System RFP 5.13 Reports /Printing # Requirements Code Comments RP -1 Software produces enrollment receipts either on demand or in printed batches. RP -2 Print instructor profiles. RP -3 Print equipment lists. RP -4 Print all standard reports saved in the system. RP -5 Print special instructions and comments. RP -6 Print ad hoc on- screen query results. RP -7 Print wait list reports. RP -8 Print activity attendance sheets. RP -9 Print client payment history. RP -10 Print facility location descriptions. RP -11 Print program schedules by day, week, or month for each facility or room. RP -12 System includes a built -in financial report engine common to all modules that allows the export of financial data to an external accounting system at least once per day. RP -13 Provide for customized agency logos to be printed on forms without the use of pre - printed forms. RP -14 Print or view activity /section rosters. RP -15 Print or view activity program descriptions. RP -16 Software is able to produce receipt printing based on user defined criteria. RP -17 Able to print receipts and reports on plain /standard paper. RP -18 Provide the ability to print month -end and season /quarter /trimester summary of financial records. RP -19 Provide the ability to print season /quarter /trimester end summary of activity participation. RP -20 Software is able to produce batch printing of client mailing lists based on user defined criteria. RP -21 User definition of titles /footers on forms. 54 City of Tukwila # Requirements Code Comments RP -22 Print program, league, facility and membership fee matrices. RP -23 Software produces net revenue reports, including a summary or detail format, and sorted by activity, season, category, facility, center, or revenue account. RP -24 Software allows rosters to be sorted and printed by a variety of queries from data fields. RP -25 Software produces attendance sheets that include actual session meeting date(s) and a capability to sign in and sign out. RP -26 Software produces rosters, including all of the following options and data elements: • Range of activity numbers • Specific site, revenue account, category, instructor, or supervisor • Activities starting within a specific date range • Detail or summary roster formats. • Printed rosters or mailing labels for participants on a roster • Inclusion /exclusion by enrollment type, such as wait list, etc. RP -27 Software will produce and print wait list confirmations. RP -28 Text to be included on receipts, vouchers, and wait list confirmations is user definable. RP -29 Software will produce and print all the following "End of Day" reports: • Net revenue by summary, by revenue account • Receipt payment report, listing all receipts processed, payment type, and totals • Payment distribution summary, showing all payment distributions • Account transfer report, showing funds flow among revenue accounts • Financial summary for "at a glance" executive review RP -30 Software produces monthly and yearly reports similar to the End of Day reports. 55 Recreation Management System RFP # Requirements Code Comments RP -31 Daily, monthly, and yearly reports can be specified by date range, starting and ending receipt numbers and starting and ending gift certificate numbers, etc. RP -32 Software produces summary and detail income, expense, and net revenue reports. Each of these reports can be sorted by activity, location, season (quarter /trimester), category (program area) or revenue account. RP -33 Software produces refund report, showing all refunds for a specified date range. RP -34 Software produces reports of all deposits coming due. RP -35 Software produces registration trend reports by user - defined criteria (i.e. 5 -year registration trend data for summer day camps for a specific date). RP -36 Software produces all of the following activity reports: • Master report listing all activities, descriptions, dates, times, etc. • Report listing all activities and all text descriptions, notes, etc. • Under minimum enrollment report • Over maximum enrollment report • Full activity report • Activity totals and statistics (registered, attended, historical comparisons) • Facility usage by activities and sessions report • Participants by school, age, area, city, zip code, etc. • Resident and non - resident participation • Duplicated and unduplicated participation • Online vs front desk registration RP -37 Print cash transaction report and receipts. RP -38 Print refund vouchers. RP -39 Print over /under payment report. RP -40 Print general ledger summary. RP -41 Compile and report statistics on types of and number of participants /clients. 56 City of Tukwila RP -42 Compile and report statistics on the number of registrants. # Requirements Code Comments RP -43 Compile and report statistics on the number and types of activities per session. RP -44 Display statistics using graphic representations (i.e., pie charts, bar graphs). RP -45 Software produces reports, by activity, for income, expenses, and net revenues. RP -46 Facilities module allows reporting rain -out occurrences. RP -47 Software will produce all of the following membership package reports: • Basic report on packages, showing package ID, name, and sales level • Text report on each package, showing package description • Sales report by package, including income, refund and net revenue totals • Voucher report by package, including refund information RP -48 Software produces reports of membership rosters of each membership package. RP -49 Software produces renewal and non - renewal reports. RP -50 Software produces membership usage reports. RP -51 Software produces population and demographics reports. RP -52 Software produces daily activity report. RP -53 Software produces credit card expiration report. RP -54 Software produces income reports by membership package. RP -55 Software allows end users and /or system administrators (via role -based permissions) to create custom reports for use by defined system users. RP -56 Provide a sample of every report the system produces. RP -57 Compile and report statistics on the revenue generated within a given time period by site, program, GL account, etc. 57 Recreation Management System RFP RP -58 System has a scheduler that allows reports and exports to be scheduled automatically and emailed to one or more individual or group email accounts. # Requirements Code Comments RP -59 Detailed report about transaction history over a user - defined time period. RP -60 Graphical display of busy and slow times of the day by terminal. RP -61 Software produces a refund report showing all refunds for a specified date range, center, or facility. RP -62 All reports have the ability to be previewed on screen, printed, saved to file, or output as Excel spreadsheet, HTML, CSV format, or PDF file. RP -63 Receipts can be printed from the computer to a standard printer (8.5 x 11 paper) in lieu of a specific receipt printing device. RP -64 Software to allow for management of and produce reports for all overlapping facilities, such as soccer field grassy area that overlaps the outfield area of a ball field. RP -65 Software to produce reports of all centers, facility types, and individual facilities. RP -66 Software will produce an instructor payment history report. RP -67 Software allows user the ability to create custom reports. Please specify report writer used, i.e. custom built? SQL Server Reporting Services? Crystal Reports? Other? RP -68 All reports have the ability to be emailed, with file attachment option, directly from the system (e.g. do not have to preview, export, save, then attach a report in order to email, but rather the ability to select an "email" option at the report screen to automatically prepare the report or receipt for sending via a system email account and /or a staff member's Outlook email account). END OF SECTION 58 City of Tukwila 5.14 Web Access # Requirements Code Comments WA -1 Web access registration must perform all functions as an operator assisted registration. This includes but is not limited to the following: • Enforcement of all constraints • Gathering information required for specific activities • Interfaces with other modules for automatic update of information based on the function performed • Creation of client account • Completion of transaction with option to print waivers, confirmations, and receipts WA -2 Software must utilize the information contained in the activity records to dynamically populate web pages for use in web -based activity registration. WA -3 Software must be capable of displaying an activity and its corresponding description through direct entry of the activity number or by use of a hyperlink menu system. WA -4 The software must dynamically utilize a hyperlink menu system based on the activities and categories in the activity registration system. WA -5 The software must accommodate linking directly to a parent and /or child activity, an activity type, activities occurring at a specific facility, or activities returned as part of a search. WA -6 The software must include search analytics, allowing system administrators to evaluate commonly used search terminology. WA -7 The software must include a search capability to query different aspects of the website and return hyperlink results for easy navigation based on the search results. Search capability must allow users to query courses based on one or more of the following criteria: • Location • Date • Time • Participant Age • Program Cost • Keyword Keyword searches must query entire parent and child activity title and description, and not be character limited. 59 Recreation Management System RFP # Requirements Code Comments WA -8 The software must allow system administrators to edit style sheets and templates. WA -9 The software must allow dynamic display of images associated with courses and facilities. WA -10 All dynamically created pages must be capable of easily incorporating user defined information while maintaining their dynamic nature. Example: Changing the standard heading, title, or footer information while the page content is dynamically generated. WA -11 The software must be capable of handling an unlimited number of simultaneous internet connections. WA -12 The software must be capable of simultaneous participant registration on different internet connections. WA -13 The software must accept and verify credit card payments. WA -14 The system must utilize secure connections for accepting and transmitting all participant information. WA -15 The software must provide the same functionality and security when accessed from any of the current versions of Microsoft Internet Explorer, Google Chrome, or Firefox. WA -16 The software must dynamically generate web pages based on information contained in the facility scheduling records. WA -17 The software must process facility booking application and mark the facility occupied pending approval /denial of the responsible staff member. WA -18 The system must allow facilities, courses, memberships, leagues, etc., to be marked "unavailable" for web access or booking. WA -19 The software must provide internal mechanisms for protections against unauthorized access to website information. WA -20 The software must allow the inclusion of user generated web pages. 60 City of Tukwila # Requirements Code Comments WA -21 Software must meet PCI requirements. Describe how software meets obligations under applicable regulatory requirements, including, but not limited to: Payment Card Industry Data Security Standards (PCI DSS); Criminal Justice Information System (CJIS); Health Insurance Portability and Accountability Act (HIPAA); and /or other applicable state /federal laws. Please provide certifications. WA -22 Software must allow non - client account POS transactions. WA -23 Software should interface with current City's financial system or provide the ability to export data in a format that can be imported to the City's financial system. WA -24 Customers already registered for programs or leagues can click a button and invite people to the program by entering in the friend or teammate's email address. WA -25 New registrants can create their online account with Facebook Connect, so input of new email and password is unnecessary at registration. WA -26 Team members can message other members of the team and staff can track all messages for later access. WA -27 From the public web access portal, customers can RSVP to upcoming events they are scheduled for. WA -28 From the public web access portal, customers can view schedules generated by staff and view standings and game results in real time. WA -29 Ability to link Program dates, Events, Facility Reservations to a customer's calendar. WA -30 From the public web access portal, customers can view their AR balance for each member of a family account and can pay that balance. WA -31 From the public web access portal, customers can register and pay for all programs. WA -32 From the public web access portal, team managers can see how much each teammate has paid towards the team fee. 61 Recreation Management System RFP # Requirements Code Comments WA -33 A responsive staff interface exists that adapts to phones and tablets for use in the field or from home. WA -34 A mobile iOS app exists for staff use on both phones and tablets. WA -35 A mobile Android app exists for staff use on both phones and tablets. WA -36 A mobile iOS online web app exists for use by customers on both phones and tablets. WA -37 A mobile Android online web app exists for use by customers on both phones and tablets. END OF SECTION 62 City of Tukwila Optional Bid Section 6 - City -Wide Point of Sale System # Requirements Code Comments OPT -1 Ability to fully integrate with multiple systems around the city including but not limited to: Tyler Technologies (Eden Financial System), TRAKiT (SunGard /FIS), sZensoft, and Laserfiche RIO. OPT -2 System should have user friendly reporting capabilities. Canned reports need to be available to report by transaction type, division, or department, as well as all transactions across entire city. Additional user - friendly report builder for customizing reports by individual users is an added benefit. Ability to export data in multiple formats for additional analysis. OPT -3 System allows online payment of services; currently due and advance payment, 24/7/365; Ability to integrate with existing online payment sites and /or provide alternative online services that would integrate with the cities back -end business applications, with payments posted to interfaced system as completed transactions. Must meet PCI compliance. OPT -4 Ability to provide or interface with IVR payment system. OPT -5 POS functionality will include mobile application integration and meet all current PCI, NFC (near field communication) technology (i.e., Apple pay or Google Wallet) and EMV standards. OPT -6 Software has the ability to calculate and track customer balances andaccept customer payments on account. OPT -7 Software has the ability to post adjustments to a customer's account balance. OPT -8 Software allows collection of payments by cash, check, credit card, gift certificate, or from account if the customer has a credit balance. OPT -9 Ability to make a payment at online POS without creating an account. Access for non - client transactions; i.e.: donations. OPT -10 Incomplete payments can be accepted including "split" payments with part from different tender, part from account, etc. 63 Recreation Management System RFP # Requirements Code Comments OPT -11 System is able to apply multiple GL account to any POS button. OPT -12 System is able to configure shortcut /function keys on screen that map to specific transaction types and business rule for processing. OPT -13 System should allow the City to choose the provider for credit card payments. If the system requires a specific vendor, please identify the vendor and the reason(s) for the requirement. OPT -14 Credit card reader allows customer to enter their email address if they prefer to have their receipt emailed to them. OPT -15 System has the ability to map long GL codes to "Speedy Codes" that allow user to enter a shortcut code that represent a single, full GL code. OPT -16 POS buttons and associated functionality are configurable per terminal and other functional groupings. OPT -17 Software allows off -line transaction when network is down and to automatically upload when network is back up. OPT -18 Ability to integrate with check scanning machine. OPT -19 Automatically batch and settle credit cards at the end of the night without human interaction. OPT -20 Speed keys available with assigned tendered amount (i.e., $5, $10, $20). OPT -21 POS units must be able to connect to share a single receipt printer. OPT -22 POS units must support multiple report printing of selectable reports. OPT -23 Quick system response when ringing transactions into the system. OPT -24 Ability to pull information from the system easily, either via exporting data to other systems or reports. OPT -25 Ability to link transactions to customer ID, either directly in point -of -sale system or financial system to make retrieval of data easier. NOTE: All technical requirements listed in Section 4 — Technical Requirements apply to the Optional Bid as well. END OF SECTION 64 City of Tukwila Section 7 - Proposal Evaluation and Vendor Selection 7.1 Evaluation Procedures Proposals will be evaluated by the Selection Committee. The Committee will consider the completeness of a vendor's proposal and how well the proposal meets the needs of the City. In evaluating the proposals, the City will be using a criteria evaluation process. Evaluations will be based on criteria as outlined in Section 7.2. All proposals will be evaluated using the same criteria and possible points. During the evaluation process, the Selection Committee and the City of Tukwila reserve the right to request additional information or clarification from firms responding to this RFP. 7.2 Scoring and Evaluation Factors The evaluation factors reflect a wide range of considerations. While cost is important, other factors are also significant. Consequently, the City may choose not to select the lowest cost proposal. The objective is to choose the vendor capable of providing quality vendor services that will help the City achieve the goals and objectives of the requested services within a reasonable budget. Proposals will be evaluated based on criteria defined on the following page. All proposals will be evaluated using the same criteria and possible points. Evaluation Criteria Possible Points Responsiveness /Completeness of Proposal The response adequately addresses all the requirements of the RFP including formatting, number of copies, software /hardware requirements, pricing proposal, project schedule, inclusion of attachments, etc. 5 Experience /Qualifications The response demonstrates vendor's experience implementing software solutions over the past five years. The experience should focus on municipal /government agencies of similar size and scope with emphasis on the specific requirements desired by Tukwila. References adequately support the vendor's ability to deliver what it has proposed. The quality /level of customer service and timeliness of support provided prior, during, and post implementation as experienced by the references will be considered. The vendor's project team will be considered as well as their commitment to research and development. 15 Technical How well does the vendor meet the requirements of the technical environment? 15 Integration How well does the solution integrate with the City's othersoftware? 10 Functionality How well does the solution meet the functional requirements, goals, and objectives? 25 Budget Does the budget seem reasonable for the proposal and provide the City good value? Response shows total price, what's included in the price, and identifies any "optional" items with price. 15 Implementation Feasibility, timeliness, and quality of software implementation schedule. The vendor should demonstrate that the proposed schedule is realistic. The vendor addresses the resources and time commitment required (by position type) by Tukwila personnel to complete the project within the proposed time frame. The response also demonstrates that the services such as software implementation, data conversion, applicable hardware procurement, training, support, etc. — are adequately addressed. 15 Total Points Possible 100 65 Recreation Management System RFP 7.3 Selection Process After the proposals are evaluated, the Selection Committee will determine whether formal presentations (product demonstration) and interviews are necessary and, if so, which vendors may be invited to make a formal presentation and /or sit for a panel interview with the Selection Committee. These vendors will receive a scripted demonstration document from the City of Tukwila in an effort to direct the vendor's presentation to focus on what is considered most important to Tukwila. The software demonstrations will be scored and will complete the overall evaluation process. At this time, the City may choose to contact officials from other jurisdictions regarding the vendor, their prior work experience, and their ability to successfully complete the scope of services. The City may request clarification or additional information from a specific vendor in order to assist in the City's evaluation of the proposed solution. At the City's option, finalists may be invited back for follow -up demonstrations and questions. The Selection Committee will then formulate their recommendation for award of the Contract. 7.4 Contract Award & Execution The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the vendor can offer. The City may require changes in the scope of services as deemed necessary by the City before execution of the contract. The City shall not be bound or in any way obligated until both parties have negotiated and executed a vendor contract. The general conditions and specification of the RFP and the successful vendor's response, as amended by contract between the City and the successful vendor, including email or written correspondence relative to the RFP, will become part of the Contract documents. Additionally, the City will verify vendor representations that appear in the proposal. Failure of a vendorto perform services as represented or any misrepresentations may result in elimination of the vendor from further competition or in cancellation or termination of the contract. If the selected vendor fails to sign the Contract within ten (10) business days of delivery of the final contract, the City may elect to cancel the award and award the contract to the next - highest ranked vendor. No parties may incur any cost chargeable to the proposed contract before the date of execution of the contract. END OF SECTION 66 City of Tukwila Form #1 - Proposal Form Vendor Name Vendor Address City, State, Zip Code Telephone Email Address 1. Response In response to the City's Request for Proposal, we offer the following: I. Cover Letter Signed by vendor representative authorized to bind the proposing firm contractually. II. Table of Contents III. Executive Summary A one -page high -level overview of the solution being proposed. IV. Responses to Form 2 - Vendor Information Requirements A. Including the following sections: 1) Company Information 2) Office Information 3) Project Staff B. Provide an answer to each requirement. If the requirement does not pertain to your proposal, enter "N /A" in the table. If there is no table, provide the documentation requested. Leaving a requirement blank may deem the vendor non - responsive. V. Responses to Form 3 - Client References VI. Responses to Section 5 - Technical and Functional Requirements A. Provide an answer to each requirement and provide accompanying documentation (as required). If the requirement does not pertain to your proposal, enter "N /A" in the table. If there is no table, provide the documentation requested. Leaving a requirement blank may deem the vendor non - responsive. You are encouraged to include comments and provide exhibits, as needed. Recreation Management System RFP VII. Attachments Please provide the following as attachments to your proposal: "A" Non- Collusion Certificate This certificate must be notarized and signed "B" Insurance Requirements Provide evidence of insurance in the required amounts or a statement indicating your firm will obtain the required coverages and amounts if awarded the contract. "C" Non - Disclosure Agreement Complete and sign the Non - Disclosure Agreement "0" Pricing Provide a cost proposal for your solution "E" Copy of your software Please provide as an attachment to your licensing agreement. proposal 2. Exceptions Except as noted below, the undersigned hereby agrees to comply with all the terms and conditions put forth in the City's Request for Proposal. Signed: Dated: Title: City of Tukwila Form #2 - Vendor Information Company Information Question Vendor Answer Type of Proposal being submitted (please circle one) On- Premise Hosted Company Name Legal status of business (partnership, corporation, etc.) Home Office Address Washington State Business Address Website Address Contact person regarding proposal: Name Title Address Telephone Number Fax Number Email Address Name of parent company, if applicable Home Office Address Telephone Number Website Address Describe the parent company's relationship with the vendor. Is your firm in negotiations that could impact its current status (e.g. — is planning to be sold)? Does the person signing the proposal have the authority to sign on behalf of the vendor? Names of companies that will share significant and substantive responsibilities with the vendor in performing the scope of services under the Contract. Length of time in business. Length of time serving municipal /government agencies. Recreation Management System RFP Question Vendor Answer Number of years providing recreation management software. Relevant industry awards received in the last five years. Describe the data conversion tool(s) and processes you propose to use to efficiently convert data from the current application to the proposed system. Describe the implementation tool(s) and processes you propose including the processes in place for communicating changes etc. Describe how your proposed system meets the specifications outlined in Section 4 — Technical Environment. Provide a technical architecture diagram(s) documenting the key components of the solution and their inter - relationships. Gross revenue for the prior 3 fiscal years (in US dollars). Percentage of gross revenue generated by implementation and licensing or use of proposed software. Total number of clients with the proposed solution currently installed or in use and how long they have been in 'live' production mode. Total number of clients with the proposed solution installed or in use serving a customer base greater than 20,000. Total number of other Washington City clients with the proposed solution installed or in use. How many are within a 100 -mile radius of Tukwila? Have you had a contract terminated for default during the past five (5) years? Describe. Distribute your total number of employees into the following functional areas: Total number of employees Customer and software support Installation and training Product development Technical programming and customization Other professional services Customer Service /Tech Support Sales, marketing, and administrative support City of Tukwila National, Regional, & Local Office Information Question Vendor Answer Location of national office Location of regional office nearest to Tukwila, WA Location of local office nearest to Tukwila, WA Identify the number of personnel at each location that would provide support for the proposed software (add lines as necessary) Job Title Location # of Employees Recreation Management System RFP Project Staff Information Please duplicate table below as necessary and complete the following table for each of the key project staff members (including subcontractors) who will be assisting the City with implementation and training: Question Vendor Answer Staff member name Position in the company Length of time in position Project position and responsibilities Hours dedicated to project onsite Hours dedicated to the project remotely Education Certifications Previous work experience Technical skills and qualifications for the project Experience installing proposed system: Client name Contact person and phone # Client size (population or customers served) Project Position /responsibilities Start date Scheduled end date Actual end date City of Tukwila Recreation Management System RFP Form #3 - Client References Please duplicate form and provide five (5) client references that closely represent the type of software installation and /or services you are bidding herein. References that are similar in size, scope, and complexity to Tukwila are preferred. The City of Tukwila may contact these organizations for reference validation purposes should the vendor be elevated in the proposal process. Organization Contact Name Title Address Phone Number Email Address Description of the recreation management software implemented Type of services provided Services provided similar to the Tukwila's requirements? ❑ ❑ Yes — Explain similarities: No — Explain differences: Implementation start date "Go Live" date Partners utilized City of Tukwila Attachment "A" - NON - COLLUSION CERTIFICATE STATE OF ss. COUNTY OF The undersigned, being duly sworn, deposes and says that the person, firm, association, co- partnership or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competition in the preparation and submission of a proposal to the City of Tukwila for consideration in the award of a contract on the improvement described as follows: RFP — RECREATION MANAGEMENT SOFTWARE SYSTEM (Name of Firm) CORPORATE SEAL: By: (Authorized Signature) Printed Name: Title: Date: Subscribed and sworn (or affirmed) to before me this day of 2016. NOTARY SEAL: Notary Public Name as commissioned My appointment expires Recreation Management System RFP Attachment "B" — INSURANCE REQUIREMENTS The Contractor shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance ofthe work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be paid by the Contractor. Insurance shall meet or exceed the following unless otherwise approved by the City. A. Minimum Insurance 1. Commercial General Liability coverage with limits not less than $1,000,000 per occurrence / $2,000,000 annual aggregate. 2. Commercial Automobile Liability coverage with limits not less than $1,000,000 per accident forany auto. 3. Stop Gap /Employer's Liability coverage with limits not less than $1,000,000 per accident /disease. 4. Workers' Compensation coverage as required by the Industrial Insurance Laws of the State of Washington. 5. Consultant's Errors and Omissions or Professional Liability with limits not less than $1,000,000 per claim and as annual aggregate. 6. Network Security & Privacy Liability coverage with limits not less than $1,000,000 per occurrence and as an annual aggregate. B. Self- Insured Retentions Self- insured retentions must be declared to and approved by the City. C. Other Provisions 1. Commercial General Liability policies shall be endorsed to: a. Include the City, its officials, employees and volunteers as additional insureds, b. Provide that such insurance shall be primary as respects any insurance or self-insurance maintained by the City, 2. Contractor or its Insurance Agent /Broker shall notify the City of any cancellation or reduction in coverage or limits of any insurance within seven (7) days of receipt of insurers' notification to that effect. D. Acceptability of Insurers Insurance shall be placed with insurers with a rating acceptable to the City. E. Verification of Coverage Contractor shall furnish the City with certificates of insurance required by this clause. The certificates are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies at anytime. F. Subcontractors Contractor shall require subcontractors to provide coverage which complies with the requirements stated herein. City of Tukwila Attachment "C" - NON - DISCLOSURE AGREEMENT (STANDARD RECIPROCAL) This Non - Disclosure Agreement (the "Agreement ") is made and entered into as of the later of the two signature dates below by and between CITY OF TUKWILA, a Municipal corporation and corporation ( "Company ") and is entered into for software and implementation of a registration and scheduling system . IN CONSIDERATION OF THE MUTUAL PROMISES AND COVENANTS CONTAINED IN THIS AGREEMENT AND THE MUTUAL DISCLOSURE OF CONFIDENTIAL INFORMATION, THE PARTIES HERETO AGREE AS FOLLOWS: 1. Definition of Confidential Information and Exclusions. (a) "Confidential Information" means non - public information that a party to this Agreement ( "Disclosing Party ") designates as being confidential to the party that receives such information ( "Receiving Party ") or which, under the circumstances surrounding disclosure ought to be treated as confidential by the Receiving Party. "Confidential Information" includes, without limitation, information in tangible or intangible form relating to and /or including released or unreleased Disclosing Party software or hardware products, the marketing or promotion of any Disclosing Party product, Disclosing Party's business policies or practices, and information received from others that Disclosing Party is obligated to treat as confidential. For purpose of this agreement, this confidential information also includes but is no limited to the following types of information, whether in writing or not: all documentation, other tangible or intangible discoveries, ideas, concepts, drawings, specifications, techniques, data or any other information including any information the Disclosing Party obtains from another party which the Disclosing Party treats as proprietary or designates as confidential information whether or not it is owned by the Disclosing Party. Except as otherwise indicated in this Agreement, the term "Disclosing Party" also includes all Affiliates of the Disclosing Party and, except as otherwise indicated, the term "Receiving Party" also includes all Affiliates of the Receiving Party. An "Affiliate" means any person, partnership, joint venture, corporation or other form of enterprise, domestic or foreign, including but not limited to subsidiaries, that directly or indirectly, controls, are controlled by, or are under common control with a party. (b) Confidential Information shall not include any information, however designated, that: (i) is or subsequently becomes publicly available without Receiving Party's breach of any obligation owed Disclosing Party; (ii) became known to Receiving Party prior to Disclosing Party's disclosure of such information to Receiving Party pursuant to the terms of this Agreement; (iii) became known to Receiving Party from a source other than Disclosing Party other than by the breach of an obligation of confidentiality owed to Disclosing Party; (iv) is independently developed by Receiving Party. 2. Obligations Regarding Confidential Information (a) Receiving Party shall: (i) Refrain from disclosing any Confidential Information of the Disclosing Party to third parties for two (2) years following the date that Disclosing Party first discloses such Confidential Information to Receiving Party, except as expressly provided in Sections 2(b) and 2(c) of this Agreement; (ii) Take reasonable security precautions, at least as great as the precautions it takes to protect its own confidential information, but no less than prevailing standard of reasonable care in the Receiving Party's industry, to keep confidential the Confidential Recreation Management System RFP Information of the Disclosing Party; (iii) Refrain from disclosing, reproducing, summarizing and /or distributing Confidential Information of the Disclosing Party except in pursuance of Receiving Party's business relationship with Disclosing Party, and only as otherwise provided hereunder; and (iv) Refrain from reverse engineering, decompiling or disassembling any software code and /or pre - release hardware devices disclosed by Disclosing Party to Receiving Party under the terms of this Agreement, except as expressly permitted by applicable law. (b) Receiving Party may disclose Confidential Information of Disclosing Party in accordance with judicial action, federal or state public disclosure requirements, state or federal regulations, or other governmental order or requirement of law, provided that Receiving Party either (i) gives the undersigned Disclosing Party reasonable notice prior to such disclosure to allow Disclosing Party a reasonable opportunity to seek a protective order or equivalent, or (ii) obtains written assurance from the applicable judicial or governmental entity that it will afford the Confidential Information the highest level of protection afforded under applicable law or regulation. In the event the Disclosing Party elects to obtain a protective order or equivalent, or legally contest and avoid such disclosure, the Receiving Party shall fully cooperate with the Disclosing Party. (c) The undersigned Receiving Party may disclose Confidential Information only to Receiving Party's employees and consultants on a need -to -know basis. The undersigned Receiving Party will have executed or shall execute appropriate written agreements with third parties sufficient to enable Receiving Party to enforce all the provisions of this Agreement. (d) Receiving Party shall notify the undersigned Disclosing Party immediately upon discovery of any unauthorized use or disclosure of Confidential Information or any other breach of this Agreement by Receiving Party and its employees and consultants, and will cooperate with Disclosing Party in every reasonable way to help Disclosing Party regain possession of the Confidential Information and prevent its further unauthorized use or disclosure. Upon discovery of an inadvertent or accidental disclosure, the Receiving Party shall promptly notify the Submitting Party of such disclosure and shall take all reasonable steps to retrieve the disclosure and prevent further such disclosures. If the foregoing requirements are met, Receiving Party shall not be liable for inadvertent disclosure. (e) The restrictions herein shall not apply with respect to Confidential Information which: (i) is or becomes known to the general public without breach of this Agreement; or (ii) is or has been lawfully disclosed to a Receiving Party by a third party without an obligation of confidentiality; or (iii) is independently developed by a Party without access to or use of the Confidential Information; or (iv) at the end of the period of confidentiality set forth in this agreement. All tangible information, including drawings, specifications and other information submitted hereunder, by the Receiving Party to the other shall remain the property of the Disclosing Party. The Receiving Party promptly shall return Confidential Information, including all originals, copies, reproductions and summaries of Confidential Information and all other tangible materials and devices provided to the Receiving Party, and shall cease any further use thereof, upon the first to occur of the following events: (i) written request of the Submitting Party; or (ii) termination of this Agreement; or (iii) completion of the purpose for which the Confidential Information was disclosed. In lieu of the foregoing, the Receiving Party, upon mutual consent, may destroy all copies of the Confidential Information and certify to the Submitting Party in writing that it has done so. The receiving Party shall not export, directly or indirectly, any Confidential Information or any products utilizing such data unless it first complies with any applicable laws and regulations (f) (g) City of Tukwila pertaining thereto, including, but not limited to, U.S. export laws or traffic in arms regulations. 3. Remedies The parties acknowledge that monetary damages may not be a sufficient remedy for unauthorized disclosure of Confidential Information and that Disclosing Party shall be entitled, without waiving any other rights or remedies, to such injunctive or equitable relief as may be deemed proper by a court of competent jurisdiction. 4. Miscellaneous (a) All Confidential Information is and shall remain the property of Disclosing Party. By disclosing Confidential Information to Receiving Party, Disclosing Party does not grant any express or implied right to Receiving Party to or under any patents, copyrights, trademarks, or trade secret information except as otherwise provided herein. Disclosing Party reserves without prejudice the ability to protect its rights under any such patents, copyrights, trademarks, or trade secrets except as otherwise provided herein. Except as expressly herein provided, no rights, licenses or relationships whatsoever are to be inferred or implied by the furnishing of Confidential Information specified above or pursuant to this Agreement. (b) The terms of confidentiality under this Agreement shall not be construed to limit either the Disclosing Party or the Receiving Party's right to independently develop or acquire products without use of the other party's Confidential Information. Further, the Receiving Party shall be free to use for any purpose the residuals resulting from access to or work with the Confidential Information of the Disclosing Party, provided that the Receiving Party shall not disclose the Confidential Information except as expressly permitted pursuant to the terms of this Agreement. The term "residuals" means information in intangible form, which is retained in memory by persons who have had access to the Confidential Information, including ideas, concepts, know -how or techniques contained therein. The Receiving Party shall not have any obligation to limit or restrict the assignment of such persons or to pay royalties for any work resulting from the use of residuals. However, this sub - paragraph shall not be deemed to grant to the Receiving Party a license under the Disclosing Party's copyrights or patents. (c) This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof. It shall not be modified except by a written agreement dated subsequent to the date of this Agreement and signed by both parties. None of the provisions of this Agreement shall be deemed to have been waived by any act or acquiescence on the part of Disclosing Party, the Receiving Party, their agents, or employees, but only by an instrument in writing signed by an authorized employee of Disclosing Party and the Receiving Party. No waiver of any provision of this Agreement shall constitute a waiver of any other provision(s) or of the same provision on another occasion. (d) If either Disclosing Party or the Receiving Party employs attorneys to enforce any rights arising out of or relating to this Agreement, the prevailing party shall be entitled to recover reasonable attorneys' fees and costs. This Agreement shall be construed and controlled by the laws of the State of Washington, and the parties further consent to exclusive jurisdiction and venue in the federal courts sitting in King County, Washington, unless no federal subject matter jurisdiction exists, in which case the parties consent to the exclusive jurisdiction and venue in the Superior Court of King County, Washington. Company waives all defenses of lack of personal jurisdiction and forum non - conveniens. Process may be served on either party in the manner authorized by applicable law or court rule. (e) This Agreement shall be binding upon and inure to the benefit of each party's respective successors and lawful assigns; provided, however, that neither party may assign this Agreement (whether by operation of law, sale of securities or assets, merger or otherwise), in whole or in part, without the prior written approval of the other party. Any attempted assignment in violation of this Section shall be void. Recreation Management System RFP (f) If any provision of this Agreement shall be held by a court of competent jurisdiction to be illegal, invalid or unenforceable, the remaining provisions shall remain in full force and effect. (g) Either party may terminate this Agreement with or without cause upon ninety (90) days prior written notice to the other party. All sections of this Agreement relating to the rights and obligations of the parties concerning Confidential Information disclosed during the term of the Agreement shall survive any such termination. (h) This Agreement is not intended to constitute, create, give effect to, or otherwise recognize a joint venture, partnership or formal business entity of any kind and the rights and obligations of the Parties shall be limited to those expressly set forth herein. Any exchange of Confidential Information under this Agreement shall not be deemed as constituting any offer, acceptance, or promise of any further contract or amendment to any contract which may exist between the Parties. Nothing herein shall be construed as providing for the sharing of profits or losses arising out of the efforts of either or both Parties. Each Party shall act as an independent contractor and not as an agent of the other for any purpose whatsoever and neither shall have any authority to bind the other. Moreover, this Agreement shall create no obligation by either Party to disclose any particular kind or quantity of information to the other. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. COMPANY: CITY OF TUKWILA ADDRESS: 6200 Southcenter Blvd Tukwila, WA 98188 By: By: Name: Name: Title: Title: Date: Date: City of Tukwila Attachment "D1" - PRICING Recreation Management Software (RMS) system Vendor Name Vendor Address City, State, Zip Code Telephone Email Address We offer this submittal in response to the City's RFP. The prices below are fully- burdened, including direct labor cost, overhead, profit, any materials, and all applicable taxes. As per the awarded contract, the vendor agrees to provide the City of Tukwila all products and services at a cost not to exceed the stated costs listed below. All costs must be fixed and in writing and guaranteed for no less than 365 days from the submittal of this proposal. The City will not be responsible for any costs not fully disclosed in this attachment. Vendor must address pricing, including but not limited to, the following considerations: Recreation Management Software (RMS) system # Service* Quantity Lump Sum Price 1 Annual software license cost 1 Lot 2 Professional service fees for implementation, training, project management and related services 1 Lot 3 Professional service fees for integration 1 Lot 4 Travel and expenses 1 Lot 5 Hardware costs 1 Lot 6 Miscellaneous /Other (describe) 1 Lot 7 TOTAL (for first 12 months) TOTAL 8 Annual software license cost 1 Lot 9 Annual on -going maintenance /support costs 1 Lot 10 TOTAL (annual on -going cost) TOTAL 11 Transaction Fee *Description of Service 1 Software License Costs (for 30 concurrent users if applicable to fee structure). This is the cost for the system for the first 12 months. 2 Fees associated with implementing a new system including training staff, project management, data conversion, and other related services. Please itemize. 3 Fees associated with system integration (specify the integrations required, if applicable). 4 Travel and other expenses (airfare, hotel, per diem, etc.) Please itemize. 5 Hardware costs for necessary equipment (POS receipt printers, credit card scanners, membership card scanner, etc., to implement your system. Please itemize. 6 Miscellaneous and other fees not included elsewhere. Please itemize. 7 Total cost to implement and integrate RMS system for first 12 months. 8 Cost of annual software license after first 12 months (i.e. on -going annual cost) 9 Cost of maintenance /support after first 12 months (i.e. on -going annual cost) 10 Total annual on -going cost 11 Transaction Fee — not including cost for processing credit card from the bank Recreation Management System RFP Attachment "D2" — PRICING (OPTIONAL BID) City -Wide Point -of -Sale System Vendor Name Vendor Address City, State, Zip Code Telephone Email Address We offer this submittal in response to the City's RFP. The prices below are fully- burdened, including direct labor cost, overhead, profit, any materials, and all applicable taxes. As per the awarded contract, the vendor agrees to provide the City of Tukwila all products and services at a cost not to exceed the stated costs listed below. All costs must be fixed and in writing and guaranteed for no less than 365 days from the submittal of this proposal. The City will not be responsible for any costs not fully disclosed in this attachment. Vendor must address pricing, including but not limited to, the following considerations: City -Wide Point -of -Sale system # Service* Quantity Lump Sum Price 1 Annual software license cost 1 Lot 4 2 Professional service fees for implementation, training, project management and related services 1 Lot 6 3 Professional service fees for integration 1 Lot 8 4 Travel and expenses 1 Lot 10 5 Hardware costs 1 Lot 6 Miscellaneous /Other (describe) 1 Lot 7 TOTAL (for first 12 months) TOTAL 8 Annual Software License Cost 1 Lot 2 9 Annual on -going maintenance /support costs 1 Lot 4 10 TOTAL (annual on -going cost) TOTAL 6 11 Transaction Fee *Description of Service 1 Software License Costs (for 15 concurrent users if applicable to fee structure). This is the cost for the system for the first 12 months. 2 Fees associated with implementing a new system including training staff, project management, data conversion, and other related services. Please itemize. 3 Fees associated with system integration (specify the integrations required, if applicable). 4 Travel and other expenses (airfare, hotel, per diem, etc.) Please itemize. 5 Hardware costs for necessary equipment (POS receipt printers, credit card scanners, etc., to implement your system. Please itemize. 6 Miscellaneous and other fees not included elsewhere. Please itemize. 7 Total cost to implement and integrate point -of -sale system for first 12 months. 8 Cost of annual software license after first 12 months (i.e. on -going annual cost) 9 Cost of maintenance /support after first 12 months (i.e. on -going annual cost) 10 Total annual on -going cost 11 Transaction Fee — not including cost for processing credit card from the bank City of Tukwila Attachment "E" - TECHNOLOGY RESOURCE USAGE POLICY 1. Confidentiality 1.1. The vendor agrees that they will not access any City of Tukwila records, logs or systems without the specific authorization of a City Technology Services Department (TS) staff member and then only for the performance of duty assignments. The vendor agrees to maintain full confidentiality of any and all information and knowledge learned, not to divulge, publish or otherwise make known to anyone orally or in writing, any information gained through access to Tukwila records and /or systems. 2. Ownership of Data 2.1. The City owns all data, files, information, and communications created on, stored on, transmitted, received or exchanged via its network, communications systems, equipment and devices (including email, voicemail, text messages and Internet usage logs even if such communication resides with a third party provider) and reserves the right to inspect and monitor any and all such communications at any time, for any business purpose and with or without notice to the employee. The City may conduct random and requested audits of employee accounts (including accounts with commercial or other third party providers if used in the course of conducting City business) in order to ensure compliance with policies and requirements, to investigate suspicious activities that could be harmful to the organization, to assist Departments in evaluating performance issues and concerns, and to identify productivity or related issues that need additional educational focus within the City. Internet, email, voicemail, text message communications and Internet usage logs may be subject to public disclosure and the rules of discovery in the event of a lawsuit. The City's Internet connection and usage is subject to monitoring at any time with or without notice to the employee. There is no right to privacy in the use of City technology resources. 3. Network Access and Usage 3.1. The Technology Services Department (TS) must approve connecting devices to the City's network. This includes PCs, network hubs and switches, printers, handhelds, scanners, remote connections, and wireless or wired devices. The use of personal routers and wireless access points on the City network is not allowed. 3.2. The installation, removal, or altering of any software on City -owned equipment is prohibited without authorization from TS. 3.3. Smart phones (Internet and /or email capable cell phones) must meet and adhere to the current standards for those devices as established by TS. Recreation Management System RFP Attachment "F" - INFORMATION SECURITY REQUIREMENTS Contractors with access to City data or systems shall provide their services in a manner consistent with the City's Information Security policies. If contractors have remote access into systems with City data, Contractors shall ensure that the remote access is conducted from IT systems which have the latest security patches, anti - virus, and malware signatures. Contractors are required to protect City data per the following table: If Contractor is responsible for providing managed hosting services (such as hosting a website on behalf of the City), the Contractor shall ensure that website, access control systems, and supporting Operating Systems and Applications are secure. At a minimum, this includes an annual review of all users with access to the systems, applications, and code provided by Contractor, an annual independent security assessment which includes vulnerability scans, network and application layer penetration tests, and code reviews. Independent shall mean that the persons conducting the security assessment will be independent of the design, installation, or maintenance of the systems. Contractor shall have a centralized logging, monitoring, and alerting system in place such as an Intrusion Detection System (IDS) or Log Management Server. All systems which store, process, or transmit City data shall have updated anti -virus and updated security patches for all software that is no later than 30 days old. These requirements are not substitutes for the Contractor's obligations to provide solution that meets applicable regulatory requirements, including, but not limited to: Payment Card Industry Data Security Standards (PCI DSS); Criminal Justice Information System (CJIS); Health Insurance Portability and Accountability Act (HIPAA); Department of Justice's Section 508 of the Disability Act; and /or other applicable State /Federal laws. Please provide certifications. If Contractor has access or retains data that is considered critical or confidential by the City, Contractor acknowledges that it will properly turn over or destroy all data upon termination of the contract. The most private and restricted type of data stored, processed or transmitted by the City (e.g. credit card data, individually identifiable health information, social security numbers). This type of data must be strictly monitored and controlled at all times. When in electronic form, such data must be stored and transmitted in encrypted form. The data also must be version controlled, and must not be sent or taken Critical outside of the City without explicit permission of a City department manager or the data owner. Such data must only be sent to business partners who have executed an approved non - disclosure agreement (NDA) with the City. Unauthorized disclosure or use of such data would violate laws, regulations or standards and /or cause a significant adverse impact to the City, its citizens, or business partners. Data that is private and restricted (e.g. detailed information about the City's security controls or computer network, citizen account information, employee performance reviews). This includes data which by statute is specifically exempted from public disclosure. Such data must be restricted to those having a need for specific access in order to accomplish a legitimate task. When in electronic form, such data may be stored and transmitted in encrypted form. The data must not be sent or Confidential taken outside of the City without explicit permission of a City department manager or the data owner. Such data must only be sent to business partners who have executed an approved non- disclosure agreement (NDA) with the City. Unauthorized disclosure or use of such data may violate laws, regulations or standards and /or would likely cause a significant adverse impact to the City, its citizens, or business partners. If Contractor is responsible for providing managed hosting services (such as hosting a website on behalf of the City), the Contractor shall ensure that website, access control systems, and supporting Operating Systems and Applications are secure. At a minimum, this includes an annual review of all users with access to the systems, applications, and code provided by Contractor, an annual independent security assessment which includes vulnerability scans, network and application layer penetration tests, and code reviews. Independent shall mean that the persons conducting the security assessment will be independent of the design, installation, or maintenance of the systems. Contractor shall have a centralized logging, monitoring, and alerting system in place such as an Intrusion Detection System (IDS) or Log Management Server. All systems which store, process, or transmit City data shall have updated anti -virus and updated security patches for all software that is no later than 30 days old. These requirements are not substitutes for the Contractor's obligations to provide solution that meets applicable regulatory requirements, including, but not limited to: Payment Card Industry Data Security Standards (PCI DSS); Criminal Justice Information System (CJIS); Health Insurance Portability and Accountability Act (HIPAA); Department of Justice's Section 508 of the Disability Act; and /or other applicable State /Federal laws. Please provide certifications. If Contractor has access or retains data that is considered critical or confidential by the City, Contractor acknowledges that it will properly turn over or destroy all data upon termination of the contract. City of Tukwila Contractor agrees at reasonable times to provide to the City or to its assignees, the auditrights for all physical locations, systems or networks that store, process, or transmit data on behalf of the City, and will provide access to the independent security assessments within one (1) business day. Contractor shall provide prompt notice to the City of any confirmed or suspected security breach affecting the City's data or informational infrastructure that supports the City's contracted services. Prompt notice shall mean within four (4) hours of discovery of the confirmed breach. Notice will be provided by email and telephone to the City's primary technical contact and primary business contact.