BidNet Direct - Rocky Mountain e-Purchasing System


Carbon Valley Parks & Recreation District has partnered with BidNet Direct as part of the Rocky Mountain E-Purchasing Group and will post their bid opportunities to this site. As a vendor, you can register with the Rocky Mountain E-Purchasing System and be sure that you see all available bids and opportunities. By selecting automatic bid notification, your company will receive emails once Carbon Valley Parks & Recreation District has a bid opportunity that matches your company's business. In addition, the site handles bid opportunities, RFPs, and RFQs for other member governmental agencies throughout Colorado.

Carbon Valley Parks & Recreation District looks forward to providing you with more bid information and simplifying the entire bid, proposal, and quote processes for everyone involved. We appreciate your cooperation and welcome your participation. If you need help registering, please call the Rocky Mountain E-Purchasing System support department toll free 1-800-835-4603.

Link to Carbon Valley Park & Recreation District Open Solicitations:

Rocky Mountain E-Purchasing Group

Link to Vendor Registration Screen for Carbon Valley Park & Recreation District

Rocky Mountain E-Purchasing System


Request for Proposal - Recreation Software

Questions from Vendors and Responses from CVPRD

Question: For the questions in the table that are marked off in the “Must Have” column, just to clarify, if we do not offer the requested feature, does that disqualify us from submitting a response to the RFP, or can we still respond accordingly?

Answer: No, it will not disqualify you from submitting a response as we will look to see how it effects our operations and if we can make any adjust to make it work for us. We do ask that you make a comment on possible other solutions to help us decide if it will work for us.

Question: What is the annual revenue that will be going through the system that you want every bidder to base their pricing on?

Answer: The annual revenue that will be going through the system is $1,418,056.

Question: Can you confirm the method of submitting proposals? Specifically, can proposals be submitted solely electronically by email submission. Page 12 of the RFP states: “All proposals must be mailed and/or emailed directly to Kathy Lind to be received no later than 5:00 PM MST on August 14, 2020.” While in other parts of the RFP, it appears that hard copy submissions are required.

Answer: We will accept solely electronic submissions by email. If you choose to do hard copies, then you have to submit 5 paper copies.

Question: What problem are you trying to solve with the solution?

Answer: We are looking for a more user friendly and updated software that has a simplistic interface both internally and externally. We want to make sure that customer support is available during our operating times and experience a quicker turnaround response to reported issues. We want to have a universal system for all our district memberships, programs, leagues and rentals. We are trying to find a software that will interface with or at least export to our current financial system, Tyler Technologies Incode10 software.

Question: What problems are not solved by your current solution?

Answer: We are currently using multiple systems to make for our district memberships, programs, leagues and rentals. We are not experiencing a quick turnaround to reported issues. The system we currently have does not interface or export to our current financial system.

Question: What features do you rely on the most in your current solution?

Answer: Memberships, rentals and program registrations are the main features we rely on.

Question: Could you provide approximate dates for the following:

A: Implementation start date

Answer: We would start the implementation of the project around September 28, 2020.

B. Go live date

Answer: Go live date is January 4, 2021.

Question: Could you provide the approximate number of super administrator users, administrator users, front desk users, and other types of users?

Answer: 

A. Super Administrator – 5

B. Administrators – 12

C. Front desk users – 25

D. Other users – 10

Question: Based on your answer to question 5, approximately how many of these software users require training?

Answer: This depends on fi there are different types of training and if we have a train-the-trainer program. We will for sure need to have 12 staff trained as they are either in charge of a department or deal with finance/marketing. We would like to have 20 staff from the list about trained as . The others can be trained by our staff, but it would be beneficial to have a basic training for our front desk users.

Question: Do you have a number of records you would like to import to the new solution if chosen to do so?

Answer: Yes we would like for all of our current accounts to be imported in but no we don’t have a number to how many that is.

Question: If yes, how many clients need to be imported?

Answer: Not sure.

Question: If yes, what information do you need in the new system (contact information, membership information, etc.)

Answer: Contact information, membership information, balances on accounts, credits on accounts and scholarships on accounts.

Question: Does the District want a train-the-trainer program, have a super user on staff that will receive super user training program (superusers will train other staff members going forward), or multiple training options to choose from?

Answer: We would like to have a train-the-trainer program going forward that way our staff can train other staff members.

Question: Please share your common peaks and highest peaks seen during registration periods.

Answer: Some of our common and highest peaks are during swim lesson and gymnastics registration. We also see a lot of memberships purchase in January as we do a membership sale during that time.

Question: Since PCI compliance is a significant piece of the RFP, as a level 1 compliant organization, should we provide our certificate of compliance, our attestation of compliance, or both documents to demonstrate compliance?

Answer: Please provide whatever document you have.

Question: Are there any current cost recovery calculations?

Answer: There are no current cost recovery calculations in our system as we used a third-party system in the past.

Question: How many program registrations are made per year?

Answer: In 2019, we had 9479 program registrations made.

Question: How many drop-in passes are purchased per year?

Answer: In 2019, we had 33,195 drop-ins purchased.

Question: How many private lessons are purchased per year?

Answer: We have approximately 416 private lessons purchased per year including gymnastics, swimming and personal training.

Question: How many memberships are purchased per year?

Answer: We have approximately 5,108 members enrolled in our memberships.

Question: How many punch cards are purchased per year?

Answer: We have approximately 767 punch cards purchase in 2019.

Question: How many facility bookings are made per year?

Answer: 334 facility bookings at our recreation center and gymnastics center combined.

Question: How many leagues occur each year?

Answer: We offer approximately 60 leagues each year.

Question: How many teams register for leagues each year?

Answer: We have 249 teams for all adult and youth leagues.

Question: Could you please provide a weighted evaluation criteria with a detailed breakdown of scoring for each of the evaluated elements in responses?

Answer: We have not come up with a specific point system at this time. As said in the proposal, lowest cost proposal does not guarantee the selection but we do have a budget to stay within and be financially responsible of our taxpayers money. We feel the following with rank in importance.

1. Specialized experience and technical competence

2. Meeting the District’s needs

3. Cost

4. References

5. Size and structure

6. Location

Question: What is your annual sales revenue?

Answer: The annual revenue that will be going through the system is $1,418,056.

Question: How much sales revenue are you collecting by revenue stream (e.g. activities, memberships, rentals, …)?

Answer:

A. Revenue for activities – $290,000

B. Revenue for memberships – $735,000

C. Revenue for rentals – $65,000

D. Revenue for point of sale – $6,000

Question: How much sales revenue are you processing annually by:

Answer: 

A. Credit card/Debit card - $1,160,500 +/-

B. ACH – Not sure

C. Cash – $112,300 +/-

D. Check – $52,000 +/-

Question: How many transactions are you processing annually by:

A. Credit card – We are not sure of how many.

B. ACH – We are not sure of how many.

Question: Is the District open to using the vendor’s level 1 PCI-compliant payment processor to process credit cards in lieu of Authorize.NET?

Answer: Yes, we open to using another vendor.

Question: Approximately what percentage of transactions are completed online without any assistance from staff?

Answer: Unsure of the percentage.

Question: Approximate number of Programs/Classes offered annually?

Answer: We have approximate 320 different programs/classes offered with multiple times or season they are offered.

Question: Approximate number of total registrations for the programs annually?

Answer: We have approximately 9500 total registrations for programs annually.

Question: Number of facilities under management?

Answer: We have 3 indoor facilities and several outdoor fields.

Question: Approximate number of annual reservations against these facilities?

Answer: For our indoor facilities, we see about 350 reservations per year.

Question: Approximate number of different Membership types offered annually?

Answer: We have five different membership types including 20-punch pass, monthly pass, quarterly pass, annual pass and Kidzone pass. In each of those pass types except KidZone, we offer a rate for youth, adult, senior/military, couple, senior couple and family. For KidZone passes, we offer an annual pass and a 20-punch pass.

Question: Approximate number of overall members enrolled in these memberships annually?

Answer: We have approximately 5,875 members enrolled in these memberships.

Question: How many teams across all leagues managed?

Answer: We manage 249 teams for all adult and youth leagues.

Question: How many players/participants across ALL teams?

Answer: We have approximately 2258 participants across all teams.

Question: Approximately how many transactions do you process through POS? (excluding transactions for registrations, membership enrollments, and facility reservations)

Answer: We process approximately transactions through POS.

Question: How much revenue will be processed through rec software in your first year of service?

Answer: We would estimate that $1,500,000 of revenue would process through the rec software in the first year of service.

A. Revenue estimate for second year?

Answer: We would estimate that $1,600,000 of revenue would process through the rec software in the second year of service.

B. Revenue estimate for third year?

Answer: We would estimate that $1,700,000 of revenue would process through the rec software in the first year of service.