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i MUSKINGUM WATERSHED CONSERVANCY DISTRICT

1. 7 Fill Material Addition or Removal of B 21 a Filling Potable Water Tanks C 5 8 Fire Rings Removal of B 12 6 Fires Firewood B 10 5 Flowers Planting B 14 6 Gazebos Screen Houses Canopies B 6 4 Golf Carts 0 8 eerte ertet ua aa 9 Golf Carts Operation of D 6 8 Gray Water 19 6 Horseback Riding on MWCD Property E 3 10 Hunting Areas R6 coe ete iet eee ee rete ce 11 Impoundment of Personal Property 12 Landscape Ponds 24 7 Late Payments A 10 4 Leash Requirements Registration 10 Lighting External B 11 6 Location of Camping Unit on the Campsite C 1 7 Mail and Messages 7 11 Markers Removal of Campsite B 12 6 Messages and Mail F 7 11 Metal Detectors Use of G 5 12 Mopeds DI Jorien 8 Motor Vehicle Operation
2. 21 6 CURRENT CONDITIONS 6 01 6 02 6 03 6 04 MWCD CAMPGROUNDS vetus RE a RN HM eM EE 22 6 01 01 General Park Overview esses esee eene nennen nennen nnne nnne 22 6 01 02 Kokosing and Leesville Southfork 23 6 0103 Gate Operatlons ect ter irte ete XR Cn E Eng pea ERE dens 23 6 01 04 Ui 23 6 01 05 Day Use Facilities u uu tus n uat ol opes i asqa assaka NES 24 6 01 05 Point Of Sale eed des qu mp eu 24 6 01 06 Pump Qut Service eie tete tie iaiia VE Cea Rae ds 24 6 01 07 Winter Storage iere eme Sea ER ERES 24 6 01 08 Marine 25 MWCD OWNED AND OPERATED MARINAS 25 6 02 01 Marinas irte aaraa sayasqas ERES Eee ENS XE SEEN HERE 25 6 02 02 aun _______ 25 LEASE AND RENTAL PAYMENTS n 26 6 03 01 Cottage Site Leases mo ean TR Ve Pun NR VR a RR AE aq saus 26 6 03 02 Clubarid Camp Leases cic uo obi dr 26 6 03 03 Boat Docking Decals
3. 19 Refund Request FORM cee UL DE PHP Eod Un E EEE AE A 20 Trailer Transport Agreement and Release nennen nnn A 21 Released PU as e SE SIR RD EPA Di A 22 APPENDIX B Decal lo o0 s oC M B 1 CAMPING rr B 8 Camper Car Pass uu AS aaa 9 iii MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 1 EXECUTIVE SUMMARY 1 01 Purpose This is a Request for Proposals Proposals for a single vendor to provide operate and support a Central Reservation Campsite Management and Point of Sale System and this RFP is the result of that request If a suitable offer is made in response to this RFP the Muskingum Watershed Conservancy District the MWCD may enter into a contract with the selected vendor This RFP provides details on what is required to submit a Proposal how the MWCD will evaluate the Proposals and what will be required of the Vendor in performing the work This RFP also gives the estimated dates for the various events in the submission process evaluation and selection process and performance of the work While these dates are subject to change prospective vendors must be prepared to meet them as they curren
4. 16056 xO S ____________ Zs e UAE ee N X gt x UE 2 9 aus pc x ____ lt S GN x x e 2 6 _________________ Non ENO SEES DOK S o _ 2 APPENDIX 1 MUSKINGUM WATERSHED CONSERVANCY DISTRICT CAMPING PERMIT 398701 Muskingum Watershed Conservancy District GUEST INFORMATION LOT NO NO OF PERSONS EFFECTIVE DATE EXPIRES 4 3 PET INFORMATION AUTO AA AUTO 2 P AUTO 3 es 5 OF CAMPING UNIT BOAT REGISTRATION Ps I have read and understand the rules and regulations on the reverse side of this form and E agree to comply with these and the rules and e regulations of the M W C D ardi SIGNATURE OF APPLICANT AUTHORIZED AGENT M W C D PEPE P REFUNDS DUE WEATHER Camping is permitted only in authorized camp areas and upon the lot assigned as indicated on a camping permit Permits are not transferable Campers shall use the sanitary facilities provided for public use and shall not cause permit any nuisance or unsanitary act to be done in camp areas or on other District lands
5. 00001 to 03000 Shape em Triangle APPENDIX B 8 Muskingum Watershed Conservancy District DECAL SPECIFICATIONS FOR 2012 All decals must be pressure sensitive vinyl for OUTDOOR MARINE USE ON BOATS All decals must be resistant to fading Color of all decals is to be LIGHT GREEN with black lettering and black border except as noted 51 2 Peel decal from this sheet Decal must be displayed on the left transom back of watercraft in plain view above the waterline and not covered by any object Only the current year decal may be displayed 3 3 4 Runabout Pontoon ITEM NO 7 Quantity M 5 000 Serial Numbered 00001 to 05000 SISOS MN M Diamond APPENDIX B 9
6. The name phone number fax number email address and mailing address of a contact person who has authority to answer questions regarding the Proposal A list of all subcontractors if any that the Vendor will use on the project An Executive Summary of the Vendor s proposal Location of Data As part of its Proposal the Vendor must disclose the following e The location s where the Vendor and its subcontractors will perform all services e The location s where the Vendor and its subcontractors will maintain or make any data applicable to the project available and e The Vendor s and its subcontractors principal places of business Vendor Profile Each Proposal must include a profile of the Vendor s capability capacity and relevant experience providing services similar to the work The profile also must include the Vendors legal name address telephone number and fax number home office location date established ownership such as public firm partnership or subsidiary firm leadership such as corporate officers or partners number of employees number of employees and their level of experience the Vendor will engage in tasks directly related to the project and any other background information that will help the MWCD gauge the ability of the Vendor to complete the project 9 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale Sy
7. Trailers having plumbing fixtures will not be permitted in any District camping area unless drain lines are sealed so that no waste can be discharged in the camping area except that use of sealed holding tanks wil be permitted providing they have been approved in compliance with Section 3733 08 of the Ohio Revised code Bathing and washing dishes at drinking water outlets is prohibited Only one district owned picnic lable is permitiod on each camp site Campers shail observe quiet hours from 11 00 to 7 00 A M and no unnecessary noise is permitted during these hours Two motor vehicles shall be permitted on each campsite Both vehicles must be registered and carry pass for entrance must be confined to the campsite for which they are registered A maximum of three boats are permitied per lot boats must be registered and display a valid docking i decal Structural additions to camping equipment are not permitted Flies and awnings are permitted if quickly i removable Trailers must be kept on wheels and strictly mobile at all times Trailers and other camp shelters must not be left unoccupied in district camp areas for a period in excess of twenty four hours during the winter camping season from November 39 to March 1 i Dogs and other pets are permitted only in designated campground sections and only If confined to the camping structure or kept on leash and only if such animals do not creat
8. css e tt vans RESERVE diane CREAR RE nou adie 37 8 06 Financials a Desc aR P ME 40 8 07 Peontorsale cotes een doen ed ua 41 8 08 Data Management eee EROR RERRR assaka NERA RORRRE RARE RR ER ARURER SEN ERR CoA SCARE RES RERRK SUR 42 8 09 Gift Cail 2 nnn 42 8 10 Day Use Facility Reservations eai vd 43 8 11 Self Registration Kiosks MD Ra uu Da ugue 43 8 12 Customer Loyalty a n Cem Dici Du s Guide ipe kaba tp dn quias 44 8 13 Seasonal and Daily Boat Dock Management 44 APPENDIX A MWCD Park Campground Guidelines esee eene nennen A 1 2011 Seasonal Camping Registration Form A 15 Seasonal Camper Letter uice o edv eem ikke uou A 16 Emergency Relocation Release M ORA Pu ora Fete ER EP DEA RUD aan A 17 Camping Permit Transfer sxsecsseecccacescacdecucesagacceecnisecriaageased 18 Storage Agreement ee
9. fax or other electronic means are not acceptable and the MWCD may reject them Vendors must submit five 5 copies of their Proposal to VIA HAND DELIVERY Reservation POS RFP Muskingum Watershed Conservancy District 1319 Third Street NW New Philadelphia OH 44663 VIA U S POSTAL SERVICE Reservation POS RFP Muskingum Watershed Conservancy District P O Box 349 New Philadelphia OH 44663 The MWCD may reject any Proposals or unsolicited modifications that it receives after the deadline Once opened Proposals cannot be altered or withdrawn except as allowed by this RFP By submitting a Proposal the vendor acknowledges that it has read this RFP understands it and agrees to be bound by its requirements The MWCD is not responsible for the accuracy of 7 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System any information regarding this RFP that was gathered through a source other than the inquiry process described in the RFP The MWCD may reject any Proposal if the vendor takes exception to the terms and conditions of this RFP includes unacceptable assumptions or conditions in its Proposal fails to comply with the procedure for participating in the RFP process or fails to meet any requirement of this RFP The MWCD also may reject any Proposal that it believes is not in its interests to accept and may decide not to award a contract to any or all of
10. them before the Proposal due date No modifications or withdrawals will be permitted after the due date except as authorized by this RFP The MWCD is not liable for any costs a vendor incurs in responding to this RFP or from participating in the evaluation process regardless of whether the MWCD awards a contract through this process decides not to go forward with the project cancels this RFP for any reason or contracts for the project through some other process or through another RFP 8 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 3 REQUIREMENTS FOR PROPOSALS The Vendor must submit five 5 copies of their proposal by or before the due date Electronic copies will not be accepted Proposals shall contain the following 3 01 Proposal Format Each Proposal must include sufficient data to allow the MWCD to verify the total cost for the project and all of the Vendor s claims of meeting the RFP s requirements Each Proposal must respond to every request for information in this attachment and must contain the following 3 02 3 03 3 04 Cover Letter The Vendor must include a cover letter that includes the following e A statement regarding the Vendor s legal structure e g an Ohio corporation federal tax identification number and principal place of business e A list of the people who prepared the Vendor s Proposal including their titles
11. tour 8 01 03 Group Camps Required Attributes e Name of Park e Site Number e Status reserved registered available closed or held for administrative reasons e Type electric non electric walk in only etc e Maximum Occupancy e Cost Per Night e Distance to Certain Park Features shower house restrooms etc The software must provide the option of displaying facility availability in a grid format for the following attributes e All sites cabin on a grid format e From any starting date in the past to the maximum window in the future e For any date range within the maximum reservation window and e Indicate whether the site is Open Reserved Registered or Held e Operator must have the option to printout any portion of the grid The software will provide for an interactive map system for each park with the following minimum attributes e Amain park map showing the entire park Anaccurate detailed color map of the campground cabin areas The Call Center operator or Internet customer must be able to identify proximity of each site or cabin to park attributes including water restrooms playgrounds and other nearby recreation attractions 34 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 8 02 physical features such as lakes and trails entrance to the park and public roadways on this map e Clickable
12. N A No Systems None Indicates the system currently has access to the internet 27 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 7 FUTURE CONSIDERATIONS OF SYSTEM EXPANSION 7 01 7 02 Alive Festival The event is held at Atwood Park for four days in June and consists of camping and large production and live music The event which includes all promotions entertainment food vendors and merchandise vendors are managed by Northeast Productions For more information about this event please visit www alive org There are more than fifteen thousand attendees at the festival daily with approximately ten thousand attendees who stay on the property People who attend the festival have many options for ticket packages as well as accommodations Guests attending the event can choose to buy total event pass that also includes primitive camping for the entire event Atwood Park also designates 150 campsites with electric that attendees can reserve in advance The group camp area is designated as premium camping and can only be purchased in advance Attendees can also purchase single day tickets in advance or at the event MWCD is currently in year three of a ten year agreement with Northeast Productions for the Alive Festival This campground management and reservation system must be able to set aside camping vacation cabins and day use faci
13. Spillway Elevation It shall be the Owner s responsibility to remove or cause to be removed his Unit from storage immediately upon expiration of this agreement 2 Owner shall pay the District for specified services the following ___ AMOUNT 1 Season Storage 130 00 Owner JOHN HARRISON TAX E Address 105 SUNSET DR M City State Zip SCIO OH 43988 Storage Location Lot 57483 Description of Unit 33 08 Rockwood wht mrn Dated Tuesday November 22 2011 lt P ium Agent M W C D gt APPENDIX A 19 Muskingum Watershed Conservancy District REFUND REQUEST FORM Park Marina Date Facility Type PROCESSING FEES Permit Number Camping Name Camper Cabins Docking Address Patio Cabins Picnic Shelter Vacation Cabins Phone to be completed by guest THERE WILL BE A PROCESSING FEE FOR REFUNDS Circle one that applies Camping Docking Vacation Cabin Camper Patio Cabin Picnic Shelter Number of nights Reason for refund request Guest Signature Park Marina Employee Signature Park Marina Manager s Comments refund requested minus the fee total of refund requested Park Marina Manager Signature Coupons offered Dyes Recreation Coordinator Signature PARK MARINA OFFICE USE ONLY REIMBURSEMENT TYPE PARK MARINA OFFICE USE ONLY Number of Days Coupon Numbers Coupon Amount
14. age or older who shall be responsible for the conduct of all persons using the assigned campsite 2 CAMPING PERMIT OBTAINING DISPLAYING EXPIRATION Camping permits are issued on a first come first served basis A limited number of campsites are available for reservation Upon entering a campground the camper may select any vacant camp site that is not marked occupied by an OCCUPIED sign at tached to the campsite marker Campers should place their camp ing equipment unit on the selected site before registering for a camping permit If no camping equipment is to be set up at the time of site selection a vehicle or another individual should re main on the selected site to eliminate the possibility of another party setting up on the campsite while the original party is ob taining the camping permit The camping permit must be affixed to the campsite marker where provided or otherwise displayed in a conspicuous location upon a tent trailer or camping shelter at the time the site is occupied unless arrangements have been made for placement of an OC CUPIED sign see Guidelines A 3 Camping permits expire at 4 00 P M on the expiration date All personal property must be removed from the campsite by this time 3 OCCUPIED SIGNS AND THEIR USE If you wish to choose a campsite and hold it before actually placing your camping unit you may register for said campsite and request that an OCCUPIED sign be placed o
15. and integration testing of the Central Reservation Campsite Management and Point of Sale System System and integration testing must ensure that the system functions as designed and exchanges data correctly Additionally integration testing must verify that each software unit or module implemented will operate seamlessly as part of the Central Reservation Campsite Management and Point of Sale System The Vendor must test the accessibility and functionality of the various reservation and registration screens and all report functions They must also test the aspects of the Point of Sale module including new product set up pricing credit card processing bar code scanning inventory entry and other tests as defined by MWCD At parks with marinas the Vendor must test the dock management module The Vendor will provide the MWCD the ability to validate that the user requirements are met MWCD Users will verify the operability of the system all functional areas and output data System performance will also be evaluated The entire system must be tested before start of operations The MWCD must approve any modifications to the system The Vendor must support and assist MWCD during testing Data Conversion Prior to converting any existing MWCD data the Vendor must provide a Data Conversion Plan approved by the MWCD The Vendor must perform a pre conversion test designed to verify that the conversion program is reliable and accurately reflect the sou
16. areas may use a camper self registration procedure to issue camping permits Instructions will be posted regarding such procedure near the park entrance gate A 7 SEASONAL TRANSIENT CAMPER AND LOTTERY GUIDELINES A SEASONAL camper is one who maintains a seven 7 month camping permit Former prisoners of war and 100 disabled American veterans who maintain 30 day permits with an uninter rupted duration of seven 7 months also qualify seven 7 month seasonal permit begins April 1 and will end on October 31 There are advantages to becoming a seasonal camper which include camping rates that are discounted significantly over the regular nightly rate and the convenience of having first option at the same campsite year after year An early registration proce dure is in effect which gives seasonal campers wishing to return to the same campsite for the next season an opportunity to do so by making payment for the campsite no later than 4 00 pm on April 1 Mailings are sent out to seasonal campers after the first of the year which further explains the payment options available A Transient Camper is one who pays for a permit on a daily basis and brings their camping equipment with them each time Transient campers are permitted to camp on any unoccupied site of their choice unless designated as a park use campsite based upon availability Senior citizens receive a 10 discount from the daily rate Proof of a
17. camping permits will be written for a seven month period April 1 2011 to October 31 2011 Although every effort will be made to provide water service to all locations of the park in the event of freezing weather we cannot guarantee service at all locations prior to April 15 and after October 15 We are working to address this problem and have committed to continuing to add frost free hydrants at specific locations in an effort to increase the number of these hydrants at each camp area Enclosed you will find an Emergency Relocation Release which is required for the emergency relocation of your camping unit in the event of an emergency Please complete this form and return it with your registration form and payment You must complete this form or we will be unable to process your camping permit for the season If you have any questions please do not hesitate to contact me at the e mail address listed below or by calling me at 740 922 3649 extension 2703 Sincerely 4 7 Note If you someone that resides with you is hn R Birney Fireman Paramedic EMT First Responder or has any Tappan Park Manager specialized medical training and would be interested in jbirney mwcd org assisting with any emergencies or emergency exercises in the park please contact the park office Thank you glf APPENDIX A 16 EMERGENCY RELOCATION RELEASE Muskingum Watershed Conservancy District 1319 Third Street NW P O Box 349 N
18. customer loyalty program and self registration kiosks 3 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 1 03 Objectives The Central Reservation Campsite Management and Point of Sale System must at a minimum be comprised of the following fully integrated components e Call Center for the public to contact to make all specified reservations e Internet reservation capability to allow the public to make all specified reservations e Anin park reservation and registration system Alottery system to assign open seasonal campsites Seasonalboat docking decal management Acustomer loyalty program Self registration Residentiallease payments Sale and issuance of miscellaneous permits and licenses e desk operated by the vendor so MWCD staff can contact a knowledgeable individual to receive answers to technical or operational questions about the Central Reservation Campsite Management and Point of Sale System Acomprehensive point of sale function that is seamlessly integrated into the overall system including the sale of gift cards and the acceptance of gift cards for payments e All hardware software data storage capacity connectivity installation and technical support necessary to run the system and e n park training services of MWCD employees to operate said system e Reporting capabilities to provide MWCD ma
19. hotspots to bring up maps of smaller park areas such as camp loops Each map will have a north compass arrow and all maps for a particular park must be oriented in the same direction preferably north at the top e Each site cabin on the map at a minimum will display site cabin number type of site cabin pet or no pet and status through symbols color coding and or alphanumeric characters e Each site cabin will have a pop up table showing all site cabin attributes that is activated by clicking the site cabin on the map e Sites must be reservable directly from the map e The map must be easy to use by the public MWCD is able to provide base campground maps for all campgrounds in EPS PDF or SVG formats The Vendor will need to add the interactive functionality to the map Seasonal Camping Management The System must track seasonal campers and seasonal campsites for date specific time frames established by MWCD For each park with seasonal campsites the System must maintain a list of seasonal campers and their assigned lot number and park location Permit holder information must include name address phone number email address and any additional contact information cell phone secondary email The system must have the flexibility to allow the Park Manager to modify this information The System must allow each park to generate emergency relocation agreements which include name address phone number email address and any ad
20. is received by 4 00 p m on April 1 Shoreline Private Docks In those parks that offer our guests the opportunity to install a dock on the shoreline certain restrictions may apply The follow ing is a summary of the shoreline docking provisions Please stop by the park office for a complete handout e Location of dock must be approved by the Park Manager or Assistant Park Manager Docks must be used seasonally in order to remain Indi vidual usage constitutes the holding of one or more valid docking decals In the event that minimum usage is not met all portions of the docking facility shall be removed and the dock site will be made available to others e docks must be installed by May 15 unless water condi tions prohibit installation or an extension is granted by the Park Manager or Assistant Park Manager This will allow the Park Manager or Assistant Park Manager to verify that the shoreline is being used in a manner that maximizes avail able shoreline space e All docks hoists and racks must be removed upon the expi ration of the camping permit or November 1 e Dock location assignments are handled in the order that they are received Due to overcrowding and lack of dock spaces at some lakes the Park Manager or Assistant Park Manager will maintain a waiting list for available dock sites These lists are available to review by asking the Park Man ager or Assistant Park Manager Those individuals willing to share
21. is unsuccessful in making a reservation because of established software parameters the reason why the reservation could not be completed The Call Center operators must also have the ability to explain to a customer why a requested reservation cannot be completed 32 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System The internet site must be easy to navigate and have the look and feel of an MWCD website with all content approved by MWCD e The internet site must have the capability of allowing clickable links to the MWCD website or other sites approved by MWCD e The internet site must allow users to search multiple parks for available campsites based on a customer s desired features Features must include park name location type of facility amenities ie electric full hook up etc and park features ie boating trails beach The software will provide reservation functionality for reservations for at least the following listed attributes These attributes must be visible to users of the internet reservation site and the information must be available to call center operators so the operators can provide the information to call center customers 8 01 01 Campsites Required Attributes e Park of park e Site Number the number assigned to the campsite within the park e Type Full Hookup sites Electric sites Non electric sites Ten
22. lottery e Ifacampsite is acquired in the second lottery campsite pay ment will be required that day e Only one person per family may sign up for the lottery Power of Attorney is required if the person interested can not be present e Permit holder or primary tenant must be the person to regis ter for the campsite e first number drawn will have first choice of any avail able campsite in the park e Anumbercan only be drawn once The number drawn can not be thrown back in to be drawn again No trading or swapping of campsites is permitted Once anew campsite is chosen and if another campsite was previously held then the old campsite must be vacated im mediately e After the end of the second lottery if the limit for seasonals is not reached then new seasonal campers will be accepted on a first come first serve basis not to exceed the seasonal camper limit for the year MWCD Park Campground Guidelines Page 2 APPENDIX A 2 Permit transfers can only occur during the duration of a valid camping permit Any campsites transferred during the camping season will be required to attend a transfer lottery held after the first lottery in April Transfers that occur during the duration of a valid camping permit will be guaranteed seasonal designation for the following year however not guaranteed the specific site on which the transfer occurred NOTE In the event a seasonal camper wishes to change ca
23. must notify the park office of transfer and the buyer must pay a transfer fee 2 Transfer must occur prior to the expiration of sellers camping permit 3 Thebuyer will assume the campsite for the current sea son ONLY and will not be guaranteed the option of renting that site the following year 4 Inthe event that the buyer has a current camping per mit he or she must pro rate that permit to reflect the current site rate 5 Intheeventthe buyer does not have a current camping permit the buyer must assume the seller s permit through the payment of the transfer fee Payment of this transfer fee will guarantee the buyer the option of a seasonal campsite the following year however will not guaran tee that specific site Any campsites transferred during the camping season will be required to attend a transfer lottery held after the first lottery on April 1 Transfers that occur during the duration of a valid camp ing permit will be guaranteed seasonal designation for the fol lowing year however not guaranteed the specific site on which the transfer occurred Failure to pay transfer fees prior to permit expiration will result in the loss of seasonal designation and will require buyer to par ticipate in the new seasonal lottery and may result in the inability to obtain a seven month seasonal permit the following year G1 ALCOHOL No person shall overtly and publicly consume or display the presence of any beer or intoxicating li
24. of in Campground 0 3 8 Motor Vehicles Operating and Parking Restrictions D 2 8 Mowing of Campsites F 2 sess 10 Obtaining a Dock Location B 8 5 Obtaining an Extra Refrigerator Permit A 4 1 Occupancy of Camping Unit C 3 7 Occupied Signs and Their Use 1 Operation of Motor Vehicles in Campground D 3 8 Operation of Snowmobiles Golf Carts ATV s D 6 8 Operation of Trail Bikes D 6 8 Parking Restrictions D 2 8 Personal Property Impoundment of GA 12 Personal Property Storage 3 12 Pets in Camp Areas Leash Requirements Registration E 1 10 Pets Removal of Problem E 2 10 PienieTable B I7 Uu tette 6 Planting Trees Flowers Vegetable Plants B 14 6 Ponds Landscape B 24 7 Porches Decks and Shoreline Steps B 5 4 Potable Water Tanks Filling C 5 8 Propane Tanks C0 8 Pump Out Service E 3 ati er t tes 10 Radio Antennas B 16 6 Radio Television and Satellite Anten
25. requirements must be met MWCD Parks Campgrounds 1 Aspecial use off road permit may be issued by the park manager or his or her designee to MWCD campground residents who qualify for and have obtained a disability placard from the BMV This permit will allow the appli cant to take the golf cart off of an MWCD public road way to specific locations and under certain conditions as detailed on the permit The applicant s permit must be kept with the cart and presented when requested by a law enforcement officer or MWCD agent Only one active permit per campsite is allowed 2 Inthe event the MWCD determines off road golf cart traffic is detrimental to ground conditions for example by increasing erosion it may require the applicant to cease cart operation relocate cart operation or make necessary improvements to remedy the problem 3 There are non public roadways typically service roads in MWCD parks and campgrounds accessible only to authorized MWCD personnel D 9 UTILITY VEHICLES Utility vehicles as defined by Ohio Revised Code may not be operated in the campgrounds or parks except by permit issued in conjunction with special events conducted pursuant to a written agreement 0 10 WASHING VEHICLES Washing of any vehicle boat camping unit or bike at a dump station is not permitted Use of a garden hose on the park water system for the purpose of washing a camping unit or other ve hicle is also not permitted Guid
26. the gate attendant A maximum of two 2 guest vehicles per campsite will be permit ted at any one time Visitors must park in designated parking areas where provided Parking in the areas provided for the shower house restroom facilities is prohibited Visitors bringing pets will be permitted in designated PET AR EAS only B 5 PORCHES DECKS AND SHORELINE STEPS Porches decks and shoreline access steps are allowed as long as certain requirements and limitations are met and maintained and permission is obtained from the park office Porches or decks shall be no wider than ten 10 feet and shall not exceed the length of the trailer box or living space and shall be constructed to be readily removed if necessary with NO sup porting structures below ground level 1 footers or posts Decks will be in sections 4 x 8 or 4 x 10 so that they may be temporarily and readily removable with minimal means Decks are the re sponsibility of the camper For storage of porches decks and or shoreline steps see Guide line A 8 Any porches or decks remaining on the campsite or shoreline steps remaining on the shoreline after the expiration of the camp ing permit will be removed from the campsite and dealt with as stipulated in Guideline G4 B 6 GAZEBOS SCREEN HOUSES CANOPIES STRUCTURAL ADDITIONS AWNINGS Gazebos screen houses canopies and tents are permitted in addition to the primary camping unit and mu
27. the vacant side of a dock with another camper are placed on a priority list over the individuals with only one watercraft and unwilling to share a dock e All private shoreline docks must display campsite numbers on each end of the dock so that they are readable from shore as well as from the lake B 9 REMOVAL OF BOATS AND DOCKS All boats and docks must be removed from the water before 4 00 on the expiration of the camping permit Ref MWCD Rule 3 12 and Rule 3 15 Failure to do so may result in an additional camping fee being charged to the original permit holder until the boat or dock is removed If the permit holder chooses to use an outside contractor to remove his her boat and or dock the per mit holder will be held responsible for the removal prior to the expiration of the camping permit B 10 FIRES FIREWOOD Campfires are permitted on campsites operated by MWCD but should only be ignited and maintained in an appropriate con tainer Charcoal fires are permitted only if confined to an appro priate container Ref MWCD Rule 2 05 No fire should be left unattended All fires must be extinguished before leaving the area No treated lumber OSB plywood or other materials that may emit hazardous fumes should be burned at MWCD campsites Wood should be free of hardware i e nails screws staples etc Firewood is offered for sale at the parks for a nominal charge Fallen limbs or branches may also be gathered from the gro
28. the vendors responding to this RFP All Proposals and other material that vendors submit will become the property of the MWCD and may be returned only at the MWCD s option Vendors should not include any proprietary information in a Proposal or other material submitted as part of the evaluation process because the MWCD will have the right to use any materials or ideas submitted in any Proposal without compensation to the vendor Atthe MWCD s discretion the MWCD may agree to treat any information that is clearly marked as a trade secret as Confidential Information Additionally all Proposals will be open to the public after the MWCD has awarded the Contract The MWCD will retain all Proposals or a copy of them as part of the Contract file for at least three 3 years After the three year retention period the MWCD may return destroy or otherwise dispose of the Proposals and any copies of them 2 04 Waiver of Defects The MWCD may waive any defects in any Proposal or in the submission process followed by an vendor but the MWCD will only do so if it believes that it is in the MWCD s interests and will not cause any material unfairness to other vendors 2 05 Multiple or Alternate Proposals The MWCD will not accept multiple Proposals from a single vendor or any alternative solutions or options to the requirements of this RFP 2 06 Changes to Proposals The MWCD will allow modifications or withdrawals of Proposals only if the MWCD receives
29. to meet the changing needs of MWCD and the individual parks over the term of the contract e The reservation system must conform to the business rules adopted by MWCD e system must be structured such that all fees including applicable taxes to be charged for overnight rentals will be calculated by the reservation system software e system must account for discount programs that may be added revised discontinued over the term of this contract e system must calculate and collect any additional fees that result from a change in a reservation or registration e system must calculate any refund owed to a customer as a result of a change in a reservation or registration e The reservation system will allow queries from the field workstations in order to determine the occupancy status of other campgrounds vacation cabins patio cabins camper cabins motel rooms and group camp areas in the system e system must be structured to allow for both site cabin standard and site cabin specific within a single calendar year e The total fees for internet based reservations must be displayed for the customer to review prior to proceeding to a check out screen Customers making reservations through the call center must be informed of the total cost of their reservation and asked to confirm that they want to continue with the reservation before being asked for payment The software will advise an Internet user who
30. tured for the primary purpose of transporting people and equip ment on a golf course and concluded that a golf cart may not lawfully be operated on public streets and highways unless it satisfies the statutory requirements that are applicable to motor vehicles For these guidelines the above descriptions of a golf cart will apply According to the Ohio Attorney General s office the National Highway Traffic Safety Administration NHTSA has observed that most unmodified golf carts can achieve a maximum speed of less than twenty miles per hour and the agency has declined therefore to develop Federal Motor Vehicle Safety Standards FMVSS with which such golf carts must comply There are other types of vehicles similar to golf carts designed to reach speeds of between twenty to twenty five miles per hour that are manufactured to meet FMVSS and are licensable from the fac tory without need for further modification These guidelines do not regulate such vehicles MWCD Public Roadways The operation of golf carts on public roadways within MWCD landholdings is a privilege and not a right All persons request ing a permit must execute a release waiver document The MWCD reserves the right to change the requirements for or the regula tion of such operation including this policy at any time based on the discretion of the Board of Directors In order for someone to operate a golf cart on an MWCD public roadway the follow ing requi
31. 01 07 Winter Storage MWCD parks currently offer winter storage for campers as well as boats Winter storage is November 1 until April 1 Winter storage is usually used by seasonal campers and allows them to usually leave their camper on their lot for storage Winter storage is available for both on lot and off lot storage Guests who wish to store off lot usually are located in areas that are restricted for storage for example below spillway elevation These guest can 24 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 6 01 08 reserve an off lot storage location on a fist come first served basis Park managers at their specific locations usually designate storage areas There are other types of storage throughout the district such as weekly storage This storage is only valid through camping season and is designed for those guests who have a specific set of circumstances Those would include but not limited to mechanical breakdown illness death in family etc This allows guest to make arrangements to remove their unit and not incur a nightly camp fee Boat storage is currently offered as well If guests wish to store their watercraft on their lot they may do so as long as they pay the winter storage fee Marine Events There are many marine events held on MWCD lakes These events include fishing tournaments sailboat races and regattas beach parties
32. 8 GOLF CARTS Policy The MWCD will allow the use of golf carts on MWCD public roadways and other approved areas within its landholdings in compliance with the direction of the Ohio Department of Public Safety Bureau of Motor Vehicles BMV the Ohio Revised Code Ohio Administrative Code OAC and MWCD rules For this policy MWCD public roadways include roads desig nated for public use in MWCD parks and campgrounds MWCD cottage site residential areas MWCD marinas and Atwood Re sort For this policy MWCD public roadways do not include dedicated Township County State or Federal roadways and or highways because use of golf carts on these roads is under the jurisdiction of the Township County State or Federal govern ments a copy of the MWCD Operational Policy entitled Use of Golf Carts is available upon request Guidelines Introduction These guidelines are intended to regulate the use of golf carts on MWCD land The Ohio Department of Public Safety Bureau of Motor Vehicles states that most golf carts are Underspeed Ve hicles USV and defines a US V as a four wheeled vehicle other than a truck that either is originally designed and constructed with a top attainable speed of 20 mph or less or is not originally designed and constructed for operation on a street or highway Also in 1990 the Ohio Attorney General described a golf cart as a four wheeled motorized vehicle that is designed and manufac
33. Contact Last Name Billing Address City StateProvince Postal Code Dear Seasonal Camper I hope that you and your family enjoyed a wonderful holiday season and looking forward to a happy new year And even though the winter season is now upon us the 2011 camping season is less than 100 days away To help prepare for the upcoming camping season as usual we have prepared a few items for you that are included in this mailing and want to take the opportunity to update you on other items As a returning camper your camping registration form is enclosed And again this year three 3 payment options are available to you for your campsite 1 Regular Payment in full Due no later than April 1 2011 2 Early Payment in full Receive a 5 discount by making your payment by February 28 2011 3 Installment Plan Four 4 payments due on February 1 April 1 June 1 and August 1 with the 5 finance fee waived on the final payment provided that all payments were made on time If you again are docking your boat at the park this summer you will still need to provide proof of ownership when purchasing your boat decals for 2011 Please include a copy of your boat registration with your boat number ex OH1234YZ and send it along with your payment The fee for the first boat decal is 65 00 and additional boat decals are 220 00 each Please be sure to include these fees in calculating your payment for 2011 All seasonal
34. E aSa egt I Location of DAba uuu pite ann RON Mite Un EM Uo EX bum UM MOL Vendor Profile References and Qualifications idee pere eterne oet e aeo npe daa ee oo xa taa Va ASsumptIi DS Proposed System Solution Mexx a RAM did Work nd TIERE Support Req uIFer ients UU aaa aasawa sasana wasa nnne tnn Conflict of Interest Statement Cost Alternative Methods of Compensation Option Demonstration Requirements 4 EVALUATION OF PROPOSALS 4 01 4 02 4 03 4 04 4 05 4 06 Disclosure Of Proposal Contents Evaluation of Proposals Generally Clarifications and Corrections n nn Initial Review crier Dre EE EP rap ter b rd i e aad EH Technical Evaluation nnns nsns Cost Evaluatio u u e huwa re a cesses eb EE en er PR ed i MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Ma
35. Hours B 3 4 Camping Permit Obtaining Displaying Expiration A 2 1 Camping Unit Occupancy of 7 Campsite Appearance 4 7 Campsite Markers Removal of B 12 6 Campsite Mowing F 2 10 Campsite Transfer Procedure F 10 11 Canopies BO RE TREE MEER 4 Clotheslines B 18 6 Comments G7 12 Complaints Comments and Suggestions G 7 12 Decks Porches and Shoreline Steps B 5 4 Decorative Fences B 23 7 Disposal of Gray Water and Wastewater B 19 6 Dock Location B 8 5 Dock Removal 9 5 Dock Structures and Requirements B 7 5 Drugs Use Possession and Consumption G 2 12 Electrical Connections B 20 7 Electronic Bug Killers B 15 6 Emergencies eret ettet ert ER 11 External Lighting 6 Extra Camping Units on a Campsite B 1 4 Extra Persons B 2 eir ERE RR ER 4 Fences Decorative B 23
36. INERAL CITY OH 44656 RELEASE In consideration of the assistance of the Muskingum Watershed Conservancy District and its employees and agents in voluntarily removing my motor vehicle mobile home or camping unit from snow mud ditch or other physical obstruction hereby agree to release Muskingum Watershed Conservancy District and its employees and agents from any legal liability for any damage to property or person that may result from such assistance Signature Lot Number Date Address City State Release Form 05 22 08 WORD P 2BARNHART FORMS RELEASE APPENDIX A 22 APPENDIX B MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System E CENTS 2 25 x o c GA Z Z NV S S Si lt CR Qu UE lt 85 SS lt 4 gt 5 CGE gt ss O x 2 is x ________ S gt n E Meee Z XS Z52629 Ge 2 lt
37. INGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 6 CURRENT CONDITIONS 6 01 MWCD CAMPGROUNDS 6 01 01 General Park Overview Currently the MWCD operates five major campgrounds There are approximately 2 750 campsites available within these parks and campgrounds The five major parks are Atwood Charles Mill Pleasant Hill Seneca and Tappan These facilities offer a full service campground as well as several other facilities available to the public These areas offer such amenities as e Picnic pavilions e Hiking trails e Public beaches e Rental cabins Activity centers e Picnic areas e Concessions e Campsites e Playgrounds These facilities also operate 24 hour entrance gates from Labor Day to Memorial Day The most prevalent aspect of these facilities is seasonal camping Among the five major campgrounds there are approximately 1 360 seasonal campers The definition of a seasonal camper is a person who acquires a permit from April 1 until October 31 of any year This rate is substantially discounted and can be paid in one lump sum or spread out over a longer period There are limits placed on the amount of seasonal campers permitted in each area this allows opportunities for transient campers to also have access to a variety of campsites Future plans may segregate the seasonal and transient camping populations Seasonal campers have the option to ren
38. January 15 2012 Pre Proposal Conference Date January 20 2012 Proposal Due Date u ayau aaa aasawa a asiya sa E us qu 5 00 pm February 6 2012 Vendor Presentations 229 aun ama sa used acr dtd Rau February 22 27 2012 Award March 23 2012 There references this RFP the Proposal due date Unless it is clearly provided to the contrary in this RFP any such reference means the date and time New Philadelphia Ohio local time that the Proposals are due and not just the date 5 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 2 GENERAL INSTRUCTIONS The following sections provide details on how to get more information about this RFP and how to respond to it All responses must be complete and in the prescribed format 2 01 Contacts The following person will represent the MWCD during the RFP Process Tom Fisher GIS Information Technology Manager 1319 Third Street NW P O Box 349 New Philadelphia OH 44663 2 02 Inquiries Vendors may make inquiries regarding this RFP anytime during the inquiry period listed in the Calendar of Events To make an inquiry Vendors must submit their inquiry by email to the RFP Process Representative at tfisher mwcd org A Vendor submitting an inquiry will receive an email acknowledging receipt Inquiries and responses will be posted on the MWCD s
39. Muskingum Watershed Conservancy District REQUEST FOR PROPOSALS CENTRAL RESERVATION CAMPSITE MANAGEMENT AND POINT OF SALE SYSTEM DATE ISSUED December 15 2011 INQUIRY PERIOD December 15 2011 to January 13 2012 PRE PROPOSAL CONFERENCE DATE January 20 2012 OPENING DATE AND TIME February 6 2012 at 5 00 p m OPENING LOCATION Muskingum Watershed Conservancy District 1319 Third Street NW New Philadelphia OH 44663 TABLE OF CONTENTS 1 EXECUTIVE SUMMARY 1 01 1 02 1 03 1 04 1 05 1 06 a a aa asas a aa Back8rogmnagu u Saga akaqa a Bum uu a Overview of Project Scope Calendar af EVents sais uec hai ater rue erit Dori x nez last akaqa PONI MR 2 GENERAL INSTRUCTIONS 2 01 2 02 2 03 2 04 2 05 2 06 CONMEACtS crdandevs cleaned Wi echenaieadate tad edaede iddenad ea cdacua taxes Proposal 50 Ra Sr Mal ERI UD Mu UR Waiver of DET n l ua c Multiple or Alternate Proposals Changes to Proposals 3 REQUIREMENTS FOR PROPOSALS 3 01 3 02 3 03 3 04 3 05 3 06 3 07 3 08 3 09 3 10 3 11 3 12 3 13 Proposal Format u u aa n naa Eaa
40. Ref MWCD Rule 2 09 G6 SOLICITING FOR SALE SIGNS CAMPERS AND BOATS Selling vending peddling and distributing of any merchandise or property and the placing or distribution of advertising matter literature or other printed matter on MWCD property is prohib ited without the expressed written permission of the MWCD Ref MWCD Rule 1 05 This includes but is not limited to 1 Selling of craft items from your campsite 2 Yard sales 3 Placing of signs or advertisements on MWCD prop erty 4 Soliciting for donations or peddling items or propaganda Campers wishing to display personal identification signs may do so provided they are attached to the camping unit Campers wishing to sell their camping unit are permitted to place a for sale sign on the inside window of their camping unit G7 COMPLAINTS COMMENTS AND SUGGESTIONS We welcome your comments whether it is a suggestion a compli ment or a complaint Complaints We try to serve all our camping guests to the best of our abilities but sometimes we fall short of that mark Your com plaints serve as a reminder to us that we might not consistently be doing our best If your complaint is about something minor and can be easily corrected feel free to contact any member of the staff who can help you If you feel that you need to talk to someone with more authority you may want to talk to a department supervisor Park Manager or Assistant Park Manager If you are unc
41. S CITY STATE ZIP TRANSFERRED TO NAME ADDRESS CITY STATE ZIP TELEPHONE CHECK LIST Explained transfer procedure Attached copy of permit to form Changed information on green copy of permit to reflect new owner Changed information in computer to reflect new owner Completed form and signatures in all locations As buyer of a camping unit which is currently registered as a seasonal camper at an MWCD Lake Park have been advised and have read and understand the Camp Lot Transfer procedure as outlined above Signature of Party Transferred From Date Signature of Party Transferred To Date Agent Date APPENDIX A 18 Page Tappan Lake Storage Agreement WS 242 The Muskingum Watershed Conservancy District 1319 Third Street N W New Philadelphia Ohio 44663 hereinafter referred to as District and the undersigned hereinafter referred to a as Owner with intent to legally bound and in consideration of the mutual premises and obligation of the parties agree as follows 1 District shall store Owner s Trailer and approved structures hereinafter referred to as Unit on the campsite the owner occupied upon entering into this agreement or at another location designated by the Park Superintendent or his designee The period of storage shall be from 11 1 2011 to 4 1 2012 or for a lesser period within said dates at the option of the parties All storage MUST occur in designated areas ABOVE U S Army
42. Same Day Cash Amount Refunded Reimbursement Amount Requested MWCD Refund Request Form 02 04 2005 Revised 06 07 2011 APPENDIX A 20 Muskingum Watershed Conservancy District TRAILER TRANSPORT AGREEMENT AND RELEASE Permit No Owner Address City State Zip Phone Moving camping unit from Lot no or storage location Moving camping unit to Lot no or storage location Transfer to take place on date at time Amount paid Method of Payment Cash Check Credit Card The Muskingum Watershed Conservancy District 1319 Third Street NW New Philadelphia Ohio 44663 hereinafter referred to as District and the undersigned hereinafter referred to as Owner with intent to be legally bound and in consideration of the mutual premises and obligation of the parties agree as follows In consideration of the assistance of the District and its employees and agents in voluntarily moving my motor vehicle motor home or camping unit from snow mud ditch or other physical obstruction or assistance I hereby agree to release the District and its employees and agents from any legal liability for any damage to property or person that may result from such assistance Owner Applicant Signature Authorized Agent for MWCD Date Word P Barnhart trailer transport agreement and release 09 2005 km APPENDIX 21 ATWOOD LAKE PARK 4956 SHOP ROAD NE M
43. Vehicles may not be operated or parked on MWCD lands except where roads or parking areas are provided Ref MWCD Rule 2 07 A Vehicles in violation of this regulation may be removed in accordance with Rule 1 12 of the MWCD Rules and Regula tions D 3 OPERATION OF MOTOR VEHICLES IN CAMPGROUND Motor vehicles shall be operated in MWCD campgrounds for the purpose of transportation to and from the campsite only D 4 REMOVAL OF VEHICLES Any motor vehicle found by a duly authorized agent stopped parked standing or unattended in a lake park area after the daily closing hours of said area may be removed by said agent in accordance with Rule 1 12 of the MWCD Rules and Regulations D 5 BICYCLES MOPEDS SKATEBOARDS SCOOTERS AND ROLLER BLADES Bicycling skateboarding and roller blading is permitted through out the park Bike riding skateboarding and roller blading on park roadways is permitted but close attention must be paid to all other vehicle traffic Parents are urged to teach their children safe bicycle operating practices as well as to monitor their children s bicycling skateboarding and roller blading activities Bicycling skateboarding and roller blading are not permitted af ter dusk Mopeds are also permitted in the parks provided that the moped is operated pursuant to ORC 4511 521 and all applicable safety laws Bicycle riders as well as moped operators must obey the same traffic laws that apply to operators o
44. Website The MWCD does not consider questions asked during the inquiry period through the inquiry process as exceptions to the terms and conditions of this RFP Pre Proposal Conference The MWCD will hold a Pre Proposal Conference on Friday January 20 2012 at 10 00 a m by conference call or similar format to be announced Additionally prior to the Pre Proposal Conference the MWCD will provide a brief tour of representative facilities upon request Those interested should contact the MWCD RFP Representative to schedule such a tour Attendance at the Pre Proposal Conference or facility tour is not a prerequisite to submitting a Proposal Amendments to the RFP If the MWCD revises this RFP before the Proposals are due it will announce and list any amendments on the MWCD Website When an amendment to this RFP is necessary the MWCD may extend the Proposal due date through an announcement on the MWCD Website The MWCD may issue amendment announcements anytime before 5 00 p m on the day before Proposals are due and it is each Vendor s responsibility to check the MWCD website for announcements and other current information regarding this RFP 6 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System After the Proposal due date the MWCD will distribute amendments only to those vendors whose Proposals are under active consideration When the MWCD amends the RFP af
45. a 26 INFORMATION TECHNOLOGY CAPITAL ASSETS AND INFRASTRUCTURE 27 ii MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 7 FUTURE CONSIDERATIONS OF SYSTEM EXPANSION 7 01 Alive Festival M T 28 7 02 Atwood Area Fall Festival a o cen xa edd 28 7 03 LEASE Operations oon reda bte a can NEER 29 DIEI EE 29 ENN TAKOLO AT u u u 29 Camp Store Food Service Concessions 29 7 04 Information Technology Infrastructure 30 8 FUNCTIONAL REQUIREMENTS 8 01 Reservation System for Overnight Facilities 31 8 0101 Campsites o fee aoi n n in lua a QV VR Tun 33 8 01 02 E 33 8 01 03 Group Camps wis uu s u uuu n RU RR hasa odes aia canst RR sassa EE N MERE 34 8 02 Seasonal Camping Management errem neenon eek Xena Uo gna ped ausa baa uad 35 8 03 Security Levels uu uu 36 8 04 Call Center adecuar Dane vba ad pal pra due 37 8 05 Reports
46. ace or creating a nuisance Said agent may ar range for the removal of said animal s by the proper authorities Ref MWCD Rule 1 09 E 3 HORSEBACK RIDING ON MWCD PROPERTY Horseback riding on MWCD property is prohibited except on designated trails Horses are prohibited in non designated areas of the campgrounds without written permission Ref MWCD Rule 2 10 F 1 TRASH AND SOLID WASTE REMOVAL RECYCLING Scheduled pickup service is provided for all park provided trash receptacles To promote more sanitary conditions it is required that all trash be placed into plastic garbage bags before deposit ing into the trash receptacle Recycling programs are available at all MWCD parks Informa tion about these programs may be obtained from the park office 2 MOWING OF CAMPSITES Seasonal and 30 day permit holders are responsible for the ap pearance of their campsite This includes mowing and trimming of grass on the campsite MWCD staff will mow a seasonal campsite while mowing in the area if requested to do so Sea sonal campsites will be mowed provided that an occupant of the campsite is present during the mowing All personal property and belongings must be moved by the owner to a secure location prior to park staff mowing the campsite F 3 PUMP OUT SERVICE Tickets for trailer tank pumping may be purchased on a daily or seasonal basis Check with the park office or registration office to see if this service is offered in yo
47. agement and Point of Sale System 7 03 Leased Operations Marinas There are 10 marinas located on MWCD reservoirs Eight are owned and operated by private lease concessionaires A 14 year marina lease agreement is in place with each private owner with varying percentages of different revenue streams being paid to MWCD These privately owned and operated facilities provide seasonal and short term docking storage retail sales mechanic services boat sales and rentals food service and other amenities Privately Owned Marinas Lease Arrangement with MWCD e Charles Mill Marina Charles Mill Lake e Pleasant Hill Marina Pleasant Hill Lake e Atwood Lake West Marina Atwood Lake e Atwood Lake East Marina Atwood Lake Clow s Marina Leesville Lake e Tappan Lake Marina Tappan Lake Two marinas are owned and operated by MWCD These marinas offer the same facilities and services as those described above Boat sales may be offered in the future most likely through one of the privately owned marinas MWCD Owned Marinas e Piedmont Marina Piedmont Lake e Seneca Lake Marina Seneca Lake Campgrounds Two of the privately operated marinas also manage and operate through a lease agreement an MWCD owned campground These campgrounds are operated very similarly to those campgrounds described elsewhere in this RFP with a portion of revenues paid to MWCD through a separate campground lease Many of the owners have expressed interest in
48. amp areas for a period in excess of twenty four 24 hours during the winter season except as in accordance with a winter storage agreement 4 Campsites and camping units must be regularly maintained in order to present a clean and pleasing appearance Inoperable watercraft unlicensed or inoperable motor vehicles or other items which may be deemed a nuisance by the Park Manager or Assis tant Park Manager are not permitted MWCD Park Campground Guidelines Page 7 APPENDIX A 7 Failure to maintain the campsite in proper appearance may result in park staff performing said duties and assessing the permit holder for the actual cost of performance of said duties based upon the approved hourly rate 5 FILLING POTABLE WATER TANKS Campers wishing to fill the potable water holding tank s in their camping unit from the park water system may do so provided they make no changes or alterations to the park plumbing fix tures and provided that an approved anti siphon device is in stalled between the camping unit and the park water fixture It is strictly prohibited to attach a garden hose or similar device to a park water system for the purpose of rinsing wastewater or sewage holding tanks C 6 PROPANE TANKS No tank used to contain propane or liquefied petroleum gas may exceed a 50 pound rating There shall be no more than two 2 tanks attached to a camping unit at one time Propane tan
49. and Other support requirements The MWCD may not be able or willing to provide the additional support the Vendor lists in this part of its Proposal The Vendor therefore must indicate whether its request for additional support 15 a requirement for its performance If any part of the list 15 requirement the MWCD may reject the Vendor s Proposal if the MWCD is unable or unwilling to meet the requirements Conflict of Interest Statement Each Proposal must include a statement indicating whether the Vendor or any people that may work or benefit from the Work through the Vendor have a possible conflict of interest 2 employed by the Muskingum Watershed Conservancy District etc and if so the nature of that conflict The MWCD may reject a Proposal in which an actual or apparent conflict is disclosed The MWCD also may terminate the Contract for cause if it discovers any actual or apparent conflict of interest that the Vendor did not disclose in its Proposal Cost Summary Each Vendor must include a Summary of Costs in their proposal Alternative Methods of Compensation Option MWCD may be interested in alternative methods of compensating the Vendor for this Project in order to spread the cost over a broader base of system users to include point of sale users If the Vendor has any methods of compensation not included in the Cost Summary this information should be included in the proposal Any alternative method of compensating t
50. ated once the Central Reservation Campsite Management and Point of Sale System is accepted by the MWCD Requirements Analysis The Vendor must perform a detailed review of the functional requirements of the new Central Reservation Campsite Management and Point of Sale System MWCD technical staff will provide an overview of the existing reservation system and history files including reference files and payment processes The Vendor must work with MWCD staff to fully understand the scope purpose and implications of each requirement by holding joint application design sessions site visits or interviews with the stakeholders and MWCD subject matter experts Design The Vendor must develop a System Design Specification Document for the customization of the Central Reservation Campsite Management and Point of Sale System The Vendor must provide an Information Security Plan detailing how the Vendor will maintain confidentiality of customer data This plan must include a comprehensive Risk Analysis The Vendor must detail the settlement distribution process between the Vendor and MWCD 16 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 5 05 5 06 5 07 Customization and Testing The Vendor must be able to customize the Central Reservation Campsite Management and Point of Sale System software to meet the needs of MWCD The Vendor must conduct system
51. ays after the final day of the reservation Reports The system must allow MWCD staff to access and run reports on a daily basis that includes limited variations of the following information Detailed Operator Report This report must provide all sales transactions that a specific user completed for a specified park all parks and date range The report must include Date Item Number Item Description Discount and Method of Payment Operators Collection Report This report must provide a summary of all sales transactions that all users completed for a specified park all parks and date range 37 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System This report will must include Date Item Number Item Description Discount and Method of Payment This report must also include a park designed end of shift count sheet that will be used when closing out a terminal POS Report This report must provide a summary of all sales transactions by category and sub category for a specified park all parks and date range Tax Report Summary This report lists by park all state sales local and county taxes collected for a specified park all parks and date range Revenue Transmittal Report This report must list all revenue by revenue account and shows totals by category of account This report can be run by park all parks and date range This report can be
52. being part of a new reservation management POS system Privately Owned Marinas With Campgrounds Lease Arrangement with MWCD e Leesville Petersburg Marina Leesville Lake e Clendening Marina Clendening Lake Camp Store Food Service Concessions has two 2 park locations Atwood and Tappan which currently have leased camp stores and food service operations Both sites are currently under lease agreements between the MWCD and a private concern to operate inside activity centers owned by MWCD The leases are generally structured so that the lessee pays MWCD a percentage of their gross sales These camp stores offer various camping 29 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 7 04 supplies basic food items as well as a food service operation In the future MWCD may be adding more privately owned Camp Store Food Service concessions Information Technology Infrastructure The future of reliable high speed broadband in Appalachian Ohio is looking good because of the introduction of Connecting Appalachia CA CA is a partnership between the National Telecommunications and Information Administration and Horizon Telcom that will fill broadband coverage gaps in 34 rural southeastern Ohio counties with a 1 960 mile fiber optic network The MWCD has been in preliminary discussions with Horizon Telcom regarding a Point to Point Wide Area Network for
53. bject Only the current year decal may be displayed MWCD 3 3 4 Runabout 2012 Pontoon ITEM NO 2 girl 1 000 Serial Numbered 00001 to 01000 SHAPE TT Round APPENDIX B 4 Muskingum Watershed Conservancy District DECAL SPECIFICATIONS FOR 2012 All decals must be pressure sensitive vinyl for OUTDOOR MARINE USE ON BOATS All decals must be resistant to fading Color of all decals is to be LIGHT GREEN with black lettering and black border except as noted 51 2 Peel decal from this sheet Decal must be displayed on the left transom back of watercraft in plain view above the waterline and not covered by any object Only the current year decal may be displayed MWCD EXP NOV 1 M 2012 Pontoon ITEM NO 3 Q 2 000 Serial 00001 02000 Shape Oval APPENDIX B 5 Muskingum Watershed Conservancy District DECAL SPECIFICATIONS FOR 2012 All decals must be pressure sensitive vinyl for OUTDOOR MARINE USE ON BOATS All decals must be resistant to fading Color of all decals is to be LIGHT GREEN with black lettering and black border except as noted 51 2 Peel decal from this sheet Decal must be displayed on the left transom back of watercraft in plain view above the waterline and not covered by any object Only the current year decal may be displayed 3 3 4 Ru
54. d valleys of southeastern Ohio are limit to mobile phone air card technology and WiMax We do not currently employ any static network topology Our park locations work independently to make reservation manage campground operations and conduct point of sale transactions and inventory The following is a breakdown of current Information Technology capital assets and internet connection capabilities TABLE 6 04 Park Name Activity Center Park Marina Office Concession Stand Gate House Campground Office Appoximate Internet Speed 2 Registration Verizon Aircard Atwood Systems 1 Registration System 1 Point of Sale System No Systems N A 0 90 Mbps down 0 10 Mechcom Wireless Charles Mill Park Side N A 1 Registration System N A 1 Registration System N A 2 00 Mbps down 0 50 Charles Mill Eagle Point N A N A N A N A 1 Registration System None 1 Registration System Verizon Aircard Piedmont N A 3 Point of Sale N A N A N A 1 00 Mbps down 0 25 Mechcom Wireless Pleasant Hill 1 Registration System 1 Registration System N A No Systems N A z 1 50 Mbps down 0 50 Verizon Aircard Seneca Park Side N A N A 1 Point of Sale System 1 Registration System N A z 1 00 Mbps down 0 45 Seneca Marina Point N A N A N A 1 Registration System N A None Omnicity Wireless Tappan 2 Registration Systems N A N A No Systems N A z 1 00 Mbps down 0 50 Kokosing N A N A N A N A 1 Registration System None Leesville South Fork N A N A N A
55. ditional contact information cell phone secondary email which allows MWCD to move or relocate their unit in case of emergency The system must be able to produce cover letters and camping registration forms that can be sent to seasonal campers at that park to remind the customer that the renewal is due The system must also have the flexibility to add new campsites as they are constructed The System must be able to track seasonal campers whose camping privileges expired due to non or late payments For each park the System must maintain a log of annual camping registrations that are mailed those that have been paid and campsites that are awaiting payment The log must be viewable and printable from the park office The System must calculate the appropriate fees for each campsite and account for any discount programs Golden Buckeye Payment Plans etc 35 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 8 03 The System must accept annual payments for campsites online using a credit card and allow the customers to print a receipt from their home computer The receipt must include the campsite number s covered by the payment The System must require the permit holder to accept the terms of the camping agreement and campground guidelines online prior to paying for the camping permit The System must also allow a permit holder to pay for a renewal at the pa
56. e access levels without the use or involvement of the Vendor Central Office Level This level must have access to all functions of the system for all parks from the MWCD Offices in New Philadelphia Additionally Central Office Level users must be able to log on to each park individually Call Center Operations The Call Center must be operated during the following hours 7 00 a m to 7 00 p m Eastern Standard or Daylight Savings Time each day seven days a week The Call Center must only accept checks money orders gift cards bank affiliated debit cards or credit cards as payment for any reservations made through the call center The Call Center must meet the minimum standards as outlined in the Standards section of this RFP The Call Center must be able to direct any incoming calls from customers seeking particular facility Call Center operators must be able to explain information about agency policies to the customer The Call Center operators must also have information supplied by MWCD on special events or other park specific information to them to respond to questions from customers If no sites are available in a customer s requested MWCD facility Call Center operators must refer guests to other nearby MWCD facilities State Parks or local private campgrounds Operators should offer the MWCD facilities before offering private or state campgrounds All calls to the Call Center must be recorded and retained for a minimum of 30 d
57. e noise or nuisance gt Upon termination of the camping permit the premises shall be yielded up in good order and condition For a complete overview of park regulations see Park Campground Guidelines Booklet i NOTE NO REFUNDS DUE TO WEATHER APPENDIX B 2 Muskingum Watershed Conservancy District DECAL SPECIFICATIONS FOR 2012 All decals must be pressure sensitive vinyl for OUTDOOR MARINE USE ON BOATS All decals must be resistant to fading Color of all decals is to be LIGHT GREEN with black lettering and black border except as noted 51 2 Peel decal from this sheet Decal must be displayed on the left transom back of watercraft in plain view above the waterline and not covered by any object Only the current year decal may be displayed 3 3 4 Runabout E X P O C T Pontoon ITEM 1 an su 3 500 Serial 00001 to 03500 SARS TOR Square APPENDIX B 3 Muskingum Watershed Conservancy District DECAL SPECIFICATIONS FOR 2012 All decals must be pressure sensitive vinyl for OUTDOOR MARINE USE ON BOATS All decals must be resistant to fading Color of all decals is to be LIGHT GREEN with black lettering and black border except as noted 51 2 Peel decal from this sheet Decal must be displayed on the left transom back of watercraft in plain view above the waterline and not covered by any o
58. e of the unit s do not exceed 32 square feet The units must be commercially manufactured of a plastic or composite material Some parks may offer a pre manu factured park approved storage unit Please contact the park office for details B 23 DECORATIVE FENCES Decorative fences that do not exceed six 6 feet in length are permitted 24 LANDSCAPE PONDS Landscape ponds located above or below ground are prohib ited LOCATION OF CAMPING UNIT THE CAMPSITE The manner in which recreational vehicles are located on a camp site is governed by the Ohio Administrative Code 3701 25 and enforced by the Ohio Department of Health In addition to the Department of Health Regulations the MWCD also enforces specific rules and guidelines on the location of camping units on the campsite Most of the campsites in the park were designed to accommo date a camping unit as illustrated in the diagram available at the park office When placing your camping unit on the campsite the following guidelines shall be followed A You must maintain 15 feet from the side of your recre ational vehicle to the next campsite line B When recreational vehicles are located on campsites that are back to back then they are required to main tain only 10 feet distance from the rear of each camping unit C You may place a recreational vehicle and one 1 tent on the same campsite provided that you maintain 5 feet distance between the recreati
59. e year in advance and lock in the current rate A standard 100 00 non refundable deposit is required at the time of the reservation and guests must pay the balance the following year Guests are only able to reserve a maximum of two vacation cabins for the weekend of the annual Atwood Area Fall Festival Patio Cabins are more rustic and have one bedroom with electricity heat and air conditioning but no running water kitchen or bathroom They are available at the following locations Number of Units Atwood 3 Charles Mill 2 and Pleasant Hill 2 Reservations for patio cabins are currently reserved on the first business day of the reservations calendar year 23 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System Camper Cabins are the most rustic cabin available at the MWCD They are 10 x 12 salt box style shed with one electrical outlet and one light Currently they follow the same reservation period as the patio cabins 6 01 05 Use Facilities There are picnic shelters and activity centers available for our guest to reserve for a fee Picnic shelters are available at the five major parks and activity centers are at the following locations Atwood Tappan and Pleasant Hill Picnic shelters are reserved for the day 8 a m to 9 p m and include space for 75 to 100 guests Shelters also include electricity and lighting Reservation fees do not include par
60. eadings date and time report was generated on all pages Financials System must allow all MWCD retail outlets to accept cash credit cards checks or gift cards as payment e Software must be capable of handling credit card payments at the call center at all in park sites and over the Internet and will have the following attributes Real time on line verification to avoid customer callbacks Payment may be made by Visa MasterCard Discover Card American Express or bank debit cards Any fees for the use of the cards must be paid by the Vendor For all workstations in the Parks the credit card system must utilize the credit card processor designated by the MWCD The system may utilize another processor for transactions handled through the Call Center or website Acceptance of credit cards through a swipe capture feature If the swipe feature of the credit card module does not work the system must allow for the capture of personal information including name on the card credit card number expiration date address and zip code for fraud protection The system must also capture the CVV number when accepting credit card information at the call center or manual credit card transactions in the parks for all card types The system must be secured so that personal information of customers is protected Software must integrate credit card transactions with reservation and transaction data More specifically if the processor decl
61. echnical evaluation phase described in the next section The proposed system is commercially available Reservation and Point of Sale System that can be customized to meet the needs of the MWCD 13 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 4 11 The proposed system must use real time technology to transmit data between the parks internet site call center and the 5 data storage system Proposed call center must be located in the continental United States Scored Criteria In the technical evaluation phase the MWCD will rate the technical merits of the Proposals based on the following requirements 4 12 Within the past five 5 years the Vendor must have operated a call center and internet reservation system which takes and tracks reservations for overnight accommodations Vendor or its proposed subcontractors must have successfully completed the installation of hardware and software for a minimum of three 3 system implementation projects of significant complexity minimum of 25 workstations The system implementation projects must have been completed for an organization with needs similar to the MWCD Vendor must have successfully implemented and managed three 3 point of sale related projects Within the past five 5 years the Vendor must have operated a call center and internet reservation system which takes and tracks res
62. eive mail they should acquire a post office box in the area The MWCD will not be responsible for mail that arrives at the park it will be returned to the sender F 8 EMERGENCIES When a situation of an emergency nature occurs it is important to contact a member of the park staff immediately Most MWCD vehicles and stations have two way radios that facilitate con tacting outside emergency help Many of our staff members are trained to administer emergency first aid and public telephones in our park areas have the telephone numbers for the park ambulance service fire department and the county sheriff s department Remember when reporting an emergency state your name the nature and severity of any injury and location of the emergency F 9 CAMPER ASSISTANCE PROGRAM The Camper Assistance Program CAP is designed to provide a means of involving people with special interests or skills or who just want to be involved in park operations and activities Any one interested in participating in the program should contact the park office for more details and an application F10 CAMPSITE TRANSFER PROCEDURE Camping permit holders at MWCD parks occasionally desire or have need to sell their camping units for various reasons At times it would be advantageous for the buyer seller and the MWCD to be able to transfer the camping permit to the buyer Transfers may be permitted under the following circumstances 1 Seller and Buyer
63. elines set forth by the Ohio State Health Department places limitations on use of garden hoses on campground water supplies other than for filling of drinking potable water tanks These guidelines are to safeguard against the chance of a foreign liquid being siphoned into the water system and polluting it Certain parks permit camper washing on designated days Contact park office for information 0 11 SPEED LIMIT IN PARK Motor vehicles shall not be operated at speeds greater than the posted speeds in camp areas and lake park areas Ref MWCD Rule 2 06 E 1 PETS IN CAMP AREAS LEASH REQUIREMENTS REGISTRATION Pets are permitted in designated areas ONLY and shall be con fined to the camping unit or kept on a leash attached to the camping unit or held in hand Said leash shall not exceed six 6 feet from hand camping structure to the animal Ref MWCD Rule 1 09 Pets should never be tied to a tree Owners are re sponsible for the actions of their pet s Owners must clean up after their animal s Pets must be registered on the camping permit as to name breed and date of last rabies vaccination No pet shall be allowed to cause any nuisance No dangerous or vicious dogs are permitted on MWCD proper ties as defined in Ohio Revised Code Section 955 11 E 2 REMOVAL OF PROBLEM PETS A duly authorized agent may direct that any animal s be re moved from MWCD property if said animal s is menacing dis turbing the pe
64. entation about their Proposals or demonstrate their products or services Typically these presentations provide a Vendor with an opportunity to do one or more of the following Clarify its Proposal and ensure a mutual understanding of the Proposal s content Showcase its approach to the Work and Demonstrate the professionalism qualifications skills and work knowledge of its proposed candidates The MWCD will schedule the presentations demonstrations and interviews at its convenience and discretion The MWCD will determine the scope and format of any such presentations demonstrations and interviews and may record them Additionally these presentations demonstrations and interviews may vary from one Vendor to the next depending on the particular issues or concerns the MWCD may have with each vendor s Proposal 4 08 Demonstration Criteria The following criteria will be evaluated during the demonstration TABLE 4 08 Demonstration Criteria Meets Does Not Meet Reservation System Internet Site Point of Sale System Reports and Revenue Tracking Customer Loyalty Program Seasonal Boat Dock Management 4 09 Reference Checks The MWCD may conduct reference checks to verify and validate the vendor s past performance 4 10 Mandatory Requirements If the Vendor s Proposal meets all the mandatory requirements the Vendor s Proposal may be included in the next part of the t
65. equipment at each park location A fee will be assessed for this service Arrangements should be made with park staff at least 24 hours prior to the relocation date in order to schedule the transfer F 6 HUNTING AREAS Public hunting is permitted on MWCD property Lake maps may be obtained through the MWCD s main office in New Philadel phia Ohio or at the nearest lake park office These maps are color coded showing water areas residential areas and public hunting areas State hunting regulations prevail on MWCD prop erties and are enforced by the Ohio Division of Wildlife MWCD Rangers Duck blinds may be constructed on MWCD grounds no earlier than two 2 weeks before the opening of waterfowl season and shall be removed by March 1 Each duck blind must have the owner s name address and telephone number displayed in a conspicuous place in a waterproof container Ref MWCD Rule 3 16 Falconry is permitted on MWCD lands in accordance with the regulations of the State of Ohio Division of Wildlife F 7 MESSAGES AND MAIL Park staffs are trained to handle the receipt of phone messages as well as the follow up on the delivery of the message to the park guest Messages that are expressed as being of emergency nature with the emergency stated will be handled with immediate attention Any message received that is not a stated emergency will be delivered at the earliest convenient opportunity by park staff If campers wish to rec
66. ermit Campers are discouraged from using vinyl covers as they can cause a retention of moisture in the wood and lead to premature wood decay B 18 CLOTHESLINES Clotheslines are permitted on campsites provided they are only temporarily attached and are taken down when not in use or when the campsite is not occupied If a clothesline is attached to a tree it must be tied to the trunk and not to a branch or tree limb No metal hardware or fastener may be used to attach clotheslines to trees B 19 DISPOSAL OF GRAY WATER AND WASTE WATER Drains are located throughout the campgrounds for emptying the gray water or dishwater tanks These drains are usually labeled for wastewater and are not to be confused with a dump ing station They are for disposing of dishwater only not black water Located along with most of the dishwater drains are fresh water faucets The RV tank may be filled from these faucets by tempo rarily attaching a hose or by transferring the water into a con tainer from these faucets to the RV All black water tanks must be emptied at the trailer dumping stations or by the trailer pumping service MWCD Park Campground Guidelines Page 6 APPENDIX A 6 B 20 ELECTRICAL CONNECTIONS Only one 1 grounded connection between the camping unit and the electrical post supplied by the MWCD is permitted All electrical fixtures and appliances must be connected to the camp ing unit Multiple taps on the MWCD post and
67. ervations for campsite cabin or other overnight outdoor recreational accommodations Vendor Evaluation Matrix e Reservation Functionality e Point of Sale Functionality e Gift Card Functionality e Reports e Revenue Collection and Tracking Functionality e System Security e Seasonal Boat Dock Management e Customer Loyalty Program Self Registration Kiosks e Technical Requirements e Plans and Approach e Staffing Plan Work Plan See Section 5 Work Requirements Project Management Requirements Analysis Design Customized and Testing Data Conversion Training Implementation Operations CO Ur P bD F gt 14 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 5 WORK REQUIREMENTS This section describes the Work and what the Vendor must to get the job done It also describes what the Vendor must deliver as part of the completed Work the Deliverables 5 01 5 02 Scope of Work The following tasks represent all the work the Vendor must complete to successfully implement and operate the MWCD Parks Central Reservation Campsite Management and Point of Sale System The Vendor must propose an existing system that will be customized to meet the needs of MWCD The system must be a fully integrated real time Central Reservation Campsite Management and Point of Sale System that allows for on line telephone and in person reservat
68. established minimum stan dards No metal drums shall be used for flotation purposes of any dock watercraft or any floating device on MWCD waters Docks must be identified with the owner s campsite number Iden tification must be posted in a manner easily visible from the lake and from shore If an occupied campsite must be crossed to access the shoreline foot traffic should be limited to the outer boundary of the occu pied site All docks ramps steps or any access structure will be the per sonal responsibility of the owner Campers wishing to tie up watercraft overnight on the shoreline without a dock structure may do so only in designated areas B 8 OBTAINING A DOCK LOCATION RENTAL OF SLIP ON CLUSTER Some parks offer Cluster Docks with individual slip rental avail able to park guests These slips are rented on a first come first served basis many times with a waiting list for an available dock The rental dock waiting list is located at the park office Assign ment of specific docks is handled through a dock lottery Cluster Dock Guidelines e Cluster docks are available for rental only to guests with a valid camping permit e Fishing from the docks is prohibited e Dock slips may be assigned by the park staff based upon boat size Only one 1 watercraft per slip is permitted e Guests who rent a dock slip for the season will have first option at the same slip for the following season provided that full payment
69. etc In any given year there may be upwards of two hundred such events Each event requires a permit application and permit and most have fees attached A letter to prospective event applicants outlining fees and requirements is attached as are the actual permit application and instructions This is handled out of the MWCD Main Office 6 02 MWCD OWNED AND OPERATED MARINAS 6 02 01 6 02 02 Marinas MWCD owns and operates two marinas at Piedmont Lake and Seneca Lake Piedmont Marina contains a campground rental docks rental cabin five room motel small restaurant and retail sales area Seneca Marina contains rental docks a small restaurant and retail sales area Both of these MWCD operated marinas provide mechanic services boat rentals over night and seasonal docking and off season storage Motel Cabin Piedmont Marina currently has a one story motel that has six rooms and one 1 cabin All of the rooms in the motel are relatively the same size offering two full size beds bathroom TV linens and storage area The cabin has one full size bed bathroom TV linens and a full kitchen Reservations are made through the marina by phone or in person There is a minimum required stay of two nights Reservations can be made a year in advance There are currently daily weekly and monthly rates available 25 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale Sy
70. ew Philadelphia OH 44663 0349 The reservoirs of the Muskingum Watershed Conservancy District hereafter referred to as MWCD were created in 1933 for the primary purpose of flood protection For that reason fluctuation in water elevation may occur and affect the recreational facilities and activities conducted at these reservoirs In cooperation with the MWCD and its employees and designated agents in maintaining flood protection activities and in consideration of being granted a camping permit hereby agree to release and hold harmless MWCD and its employees or designated agents from any liability for any damage to property or person that may result from the EMERGENCY relocation of my motor vehicle mobile home camping unit or watercraft from areas impacted by flood protection activities or any other situation deemed an emergency by the Park Manager Owner Signature Representative Lot Number Relocated to Lot Number Address Date Relocated Daytime Phone Number Evening Phone Number Work Phone Number Cell Phone Number E mail Address APPENDIX A 17 CAMPING PERMIT TRANSFER PARK CONTROL NO Camping permit holders at MWCD parks occasionally desire or have need to sell their camping units for various reasons Attimes it would be advantageous for the buyer seller and the Conservancy District to be able to transfer the camping permit 10 the buyer Transfers may be permitted under the followi
71. ew their campsite year after year as long as payments are received on or before established dates and fall within established criteria Because of limits placed on the amount of seasonal campers we permit there are strict guidelines in place to regulate how vacant lots are acquired who can acquire them and how they go about acquiring them This is done through a lottery system that is conducted annually at the beginning of April This system is designed to handle three tiers of seasonal campers 1 Returning seasonals from previous year 2 Transfers those who acquired a campsite through a direct purchase from another individual and transfered the permit to their name and 3 New seasonals The detail for this process is attached This process allows for a fair and equitable means to acquire campsites for all levels of seasonal campers 22 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 6 0102 Kokosing and Leesville Southfork Currently MWCD operates two 2 smaller campgrounds Kokosing and Leesville Southfork These campgrounds consist of approximately 50 to 90 campsites and provide limited amenities These campgrounds offer electric hook ups as well as the availability of water Both campgrounds have a picnic shelter that is available to the current camping population No fees are charged for the use of the shelter facility There is usually seasonal staff at t
72. f motor vehicles including obeying traffic signs and signals traveling in the same direction as the rest of the traffic signaling turns and yielding the right of way Motorized scooters powered by gas or electric engines are strictly prohibited from the park campground areas 0 6 OPERATION OF SNOWMOBILES GOLF CARTS ATV S AND TRAIL BIKES These rules shall be in addition to and supplement the state traffic laws which are in force and which are incorporated herein and made a part hereof Ref MWCD Rule 2 08 Snowmobiles golf carts all purpose vehicles and trail bikes may not be operated on MWCD property without the written permis sion of the MWCD Ref MWCD Rule 2 08 D 7 WHEELCHAIRS Wheelchairs and motorized wheelchairs as defined in R C 4511 01 EEE are permitted anywhere in the park where foot traffic is permitted Motorized wheelchair means any self pro pelled vehicle designed for and used by a handicapped person and that is incapable of a speed in excess of eight 8 miles per hour Special permits for the use of golf carts for mobility will no longer be issued but may be used in accordance with Guideline D 8 Persons with existing permits for the use of golf carts may continue using those vehicles until September 1 2010 so long as they maintain compliance with the terms of those permits There after all such permits are cancelled MWCD Park Campground Guidelines Page 8 APPENDIX A 8 D
73. for both on lot as well as off lot System must be able to produce work orders for moving trailers or boats to and from storage lots Work order must include name address phone number of permit holder and also list what items are being moved from location to location and date to be completed System must have the ability to allow daily camping on seasonal lots if vacated prior to the camping season System must also allow daily camping on designated storage lots prior to them being occupied The system must export seasonal camper lists specifically Lists must include first name last name home mailing address and seasonal camping lot number Security Levels The system must provide for a minimum of four 4 levels of user authorities as follows 36 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 8 04 8 05 Customer Service Level This level must have access to all registration reservation and point of sale functionality This level will also need access to the reports or functions necessary to close out a cash drawer Supervisor Level This level must have access to all of the Customer Service Level functions as well as the ability to access all reports and inventory functions Park Manager Level This level must have access to all Customer Service and Supervisor Level functions as well as the immediate ability to assign staff to appropriat
74. g the online payment option The Vendor must build all costs for the scope of into the per reservation fee the cancellation fee the per night fee and or the online dock license fee The total fees will be comprised of the per reservation fee cancellation fee the per night fee and the online dock license fee and will be used for the cost evaluation The proposed hourly rate will be charged to MWCD for any requested upgrades or enhancements to the Central Reservation Campsite Management and Point of Sale System outside the scope of the contract Before any programming begins the Vendor must provide a change request that indicates the number of programming hours necessary to complete a requested upgrade MWCD must approve any change request prior to the beginning of any programming work TABLE 5 10 Per Reservation Fee 5 Per Night 5 Cancellation 5 Online Dock License 5 Additional Programming Fees hour 5 The Vendor will expected to retain any fees from monies collected behalf of MWCD prior to remitting these funds to the MWCD 5 11 Location of Data All data collected by the Vendor as part of this contract is the sole property of MWCD and it must be stored in the continental United States Data includes but is not be limited to reports documents pamphlets advertisements books magazines surveys studies computer programs films tapes and sound reproductions 21 MUSK
75. g the reservation The system must also collect the name and contact information of the person responsible for the organization or function if different from the person making the reservation and number of visitors expected The system must assign a unique reservation number to each day use facility reservation MWCD must maintain the ability to place day use facilities on hold for MWCD events When reserving a day use facility by phone the customer must be provided with information such as facility type maximum capacity of the facility and any amenities such as water or electricity available at This information must also be available on the internet site Any fees for the rental of the day use facility must be calculated by the system at the time of reservation The system must also be able to collect any necessary fees or deposits for the day use facility The system must be able to allow both half day and full day reservations for these day use facilities Some facilities may be designated by MWCD as available for full day reservations only The day use reservation system must have the flexibility to conform to the business rules adopted by MWCD Business rules for day use facility rental have not been developed yet MWCD will provide a list of day use facilities that are available for reservation Self Registration Kiosks The self registration kiosks will be located in a secure location selected by the MWCD Kiosks will allow a cus
76. ge or Golden Buckeye Card required Former POW s and 100 Disabled American Veterans Adminis tration certification is required Seasonal Camper Limit In order to maintain a balance in seasonal and transient campers a limit is sometimes imposed on the number of seasonal campers that are accepted each year Lottery The lottery was developed to make obtaining a seasonal camp site fair for everyone The lottery is held for everyone every year on various dates in April Please consult the park office for dates and times First Lottery The first lottery is for the previous years seasonal campers They will have first option at any available campsites Transfer Lottery The transfer lottery is held for anyone who was not a seasonal camper the previous year but purchased a camper and com pleted permit transfer paperwork during the prior camping sea son Any guest who completed permit transfer paperwork dur ing the previous season will be guaranteed the option of a sea sonal campsite but will not be guaranteed the specific site on which the camper may be currently located on Second Lottery The second lottery is for guests wishing to become a new sea sonal camper Tokens will be drawn at random until the seasonal camper limit has been reached Lottery Guidelines Campsite payment for returning seasonal campers must be re ceived by 4 00 pm on April 1 Those campsites that are not paid for will be made available in the
77. ger or Assistant Park Manager Modifi cations made to any awning must be approved by the Park Man ager or Assistant Park Manager Commercially manufactured hard awnings designed for specific use on campers are permitted with the approval of the Park Manager or Assistant Park Manager Commercially manufactured hard awnings used as the primary awning that are self supported on all four 4 corners cannot be attached to the camping unit in any way Awnings may not ex ceed a width of ten 10 feet measured from the camping unit to the outside of awning The total width of the awning if it overhangs the roof of the camping unit may not exceed twelve 12 feet Awnings may not exceed the length of the camping unit Prior approval of the Park Manager or Assistant Park Manager is required MWCD Park Campground Guidelines Page 4 APPENDIX A 4 No structure with self supported awning or roof which is closed on all sides with screen or other material and or con structed on a deck or flooring shall be located closer than fifteen 15 feet to a camping unit or flammable structure This shall include gazebos and screen houses B 7 DOCK STRUCTURES AND REQUIREMENTS The construction of docks and dock access structures is permit ted in designated areas of the shoreline Campers wishing to place a dock or any access structure on the shoreline must first obtain a permit from the park office All docks must be constructed to meet
78. he Vendor for this Project will not be used for the cost evaluation of the proposal If an Vendor chooses to provide an alternate method of compensation it will be at the discretion of MWCD to determine which compensation method is utilized Demonstration Requirements The MWCD may select the highest ranking Vendors to provide demonstrations of their solutions s Any special needs for the demonstration must be made clear in this section of the 5 proposal 11 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 4 EVALUATION OF PROPOSALS 4 01 Disclosure of Proposal Contents The MWCD will seek to open the Proposals in a manner that avoids disclosing their contents Additionally the MWCD will seek to keep the contents of all Proposals confidential until a contract is awarded The MWCD will prepare a registry of Proposals that contains the name of each vendor The public may inspect that registry after the MWCD opens the Proposals 4 02 Evaluation of Proposals Generally The MWCD reserves the right to accept the lowest and or best bid and to reject any or all bids The evaluation process may consist of the following phases 1 Initial review 2 Technical evaluation 3 Evaluation of costs 4 Requests for more information 5 Vendor presentation 4 03 Clarifications and Corrections During the evaluation process in the MWCD s sole discretion i
79. heck on the status of any reservation at any time from any workstation in the system Any changes in campsite vacation cabins patio cabins camper cabins motel rooms and group camp areas status as a result of a reservation a reservation cancellation or a reservation change must be immediately available for the effected campground workstation and the public website to view MWCD must maintain the ability to place any sites designated as reservable sites on hold for administrative purposes Sites that are placed on hold must be removed from the available site inventory and must not be subject to reservations during the hold period until released by the park The reservation system must allow for reservations to be accepted up to the time of arrival for all campground cabins in the system The system must be structured to prevent overbooking of any particular facility The reservation system must collect a customer name address phone number email address and vehicle license number For campsites the system must also collect information about equipment type such as camper tent or motor home Also for group camps the system must collect the name of the group and the contact information for a responsible party if different from the person making the reservation The reservation system will not permit a customer to make consecutive or overlapping reservations for the same person in the same campground The reservation system must be
80. hese locations from April until October and usually consists of a seasonal manager and a clerical worker Leesville Southfork offers three 3 camper cabins thirteen 13 primitive campsites playground dump station as well as flush toilets Leesville Southfork is overseen by Atwood Lake Park Kokosing campground offers a shower house playground primitive sites and pit toilets Both sites also offer public boat launch facilities Kokosing campground is overseen from the Charles Mill Pleasant Hill region 6 0103 Gate Operations Currently at Atwood Charles Mill Pleasant Hill Seneca and Tappan we operate gatehouses at the entry point of the campground These operations are usually staffed twenty four hours a day from Memorial Day until Labor Day A gate attendant collects a daily gate entrance fees and to check car passes for their validity some gate operations also sell propane ice firewood etc The gate also acts as an information center about the park and surrounding area and to register campers after the registration office closes 6 01 04 Cabins The MWCD offers various types of cabin rentals at seven locations Atwood Seneca Tappan Leesville Southfork Charles Mill and Pleasant Hill Family Vacation Cabins have two bedrooms with kitchen and bath and are available at the following locations Number of Units Atwood 10 Pleasant Hill 6 Seneca 5 and Tappan 11 The MWCD allows our guests to reserve their vacation cabin on
81. ines a credit card transaction the system must require the user to choose another credit card number before allowing completion of reservation and provide a reason code for the declined transaction Vendor s credit card processor must guarantee funds from credit card transactions transmitted directly through the call center and Credit card number and expiration dates must be encrypted No more than the last four 4 digits of the credit card number must be displayed on transaction receipts and the expiration date must also be masked The system must data capture all payments including transaction number reservation number name and location where reservation or point of sale is taken e The system must be able to be easily adjusted to reflect changes in tax rates and tax laws The reservation system will allow for variations in campsite cabin fees within the same park between parks and for certain days of the week and certain time periods during the calendar year 40 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 8 07 system must allow each park to make appropriate and necessary price adjustments for guests of that park for site changes extended stays early departures and no shows e system must allow for each park to provide price adjustments to guests for up to 60 days after the departure date when the customer provides pro
82. ions of MWCD facilities The System must also include a real time point of sale module a gift card module a seasonal boat dock management module an on line merchandise sales module and a customer loyalty program module that meets all of the requirements set forth in this RFP The Vendor must also provide the specified hardware and provide training to MWCD employees for the operation of the system The Vendor must work with MWCD to ensure that the Central Reservation Campsite Management and Point of Sale System satisfy all functional and informational requirements of MWCD The system must be thoroughly tested prior to implementation and operation Project Management The Vendor must provide a Project Manager The Vendor must employ the proposed Project Manager as a regular fulltime employee on the Proposal submission date and throughout Implementation The Project Manager must spend sufficient time in Ohio so that the Project Manager understands the operations of the MWCD and the expectations for this Project The Vendor and MWCD will conduct a Kick Off meeting within 5 working days of starting work The MWCD will provide oversight for the Work but the Vendor must provide overall Work management for the tasks under this Contract including the day to day management of its staff The Project schedule submitted with the Vendor s proposal must be updated and submitted in electronic and paper form to the MWCD for approval within seven 7 ca
83. it to have the unit transferred back to the seasonal campsite prior to April 1 of the following season Storage will then continue on the seasonal campsite up to the beginning of the next seasonal camping permit Failure to make this transfer by April 1 will make an individual responsible for payment of a second campsite The permit holder must obtain and sign for the storage agreement in person When a camping unit is placed in storage whether on a campsite or in a designated storage area the permit holder may also store the following items one 1 porch deck one 1 boat dock one 1 shoreline steps two 2 storage boxes maximum 32 square feet and or a maximum of five 5 cubic foot of firewood No other camping gear should remain unless it is stored inside the camping unit The camping unit must also be unplugged from the park s electrical system while in storage A camping unit may be visited during the storage period at no charge provided that no electrical hook up is made onto the park electrical system or no overnight use of the camping unit takes place Use of the camping unit for electric or camping purposes will require a daily camping permit being obtained for such use 9 USER FEE REFUNDS The desires to maintain guest friendly refund policy The in keeping the guest satisfied 15 to facilitate return visits and positive word of mouth promotion The guidelines for ad ministering this policy are as f
84. ivers license is required for any operation of a motor vehicle on any public or private property used by the public ORC 4507 02 A 1 6 Thecart may then be operated on MWCD public road ways and other approved areas within MWCD land holdings in accordance with Ohio Revised Code ORC Chapter 4511 MWCD rules and with the equipment required by ORC Chapter 4513 Off Road The granting of a special use off road permit to operate a golf cart off of public roadways within MWCD landholdings is a privilege and not a right The MWCD reserves right to change the requirements for or the scope of such permits or this policy at any time based on the discretion of staff and the Board of Directors All persons requesting a permit must execute a re lease waiver document Any permit may be revoked for failure to follow the limitations prescribed for the permit or for reckless or negligent operation of an off road permitted vehicle or the loss of viability of the underlying disability placard that is required for permits issued in MWCD parks or campgrounds or other MWCD Park Campground Guidelines Page 9 APPENDIX A 9 reason for cause in the discretion of management of the MWCD A valid drivers license is required for any operation of a motor vehicle on any public or private property used by the public ORC 4507 02 A 1 In order for someone to operate a golf cart off of a public road way within MWCD landholdings the following
85. k admission fees There are two gate admission options available at the time of reservation these include each vehicle pays at the gate or each vehicle signs in at the gate and the group rate admission is billed to the reservation and the account is settled at the close of the business day Activity centers are reserved for the day 8 a m to 9 p m but are also open to public use during the reservation These centers vary in size and capacity and are generally reserved by park patrons for social events that require an escape from the elements Reservation fees do not include park admission fees and gate admission is handled in the same way as picnic shelters 6 01 05 Point of Sale Systems All of our parks and Piedmont Marina currently have a POS system in place Some of these systems are stand alone and some are integrated into our current camping registration software The stand alone systems are the sole operating systems at the Atwood and Seneca beaches as well as Piedmont Marina The stand alone systems are used for sales inventory bar coding 6 01 06 Pump Out Service There is a trailer pump out service available at all of our campgrounds The service is provided by park staff and is scheduled for certain days of the week Guest simply go to the park or registration office and purchase a ticket for the pump out Park guests can purchase individual tickets or fifteen ticket plan at a reduced rate and use the service at their convenience 6
86. ks must be attached to the trailer or camping unit in the manner specified by the manufacturer or in a cradle specifi cally designed to hold propane tanks to camping units Free standing tanks are not permitted D 1 BOATS All watercraft anchored tied or stored overnight upon MWCD property shall display a decal furnished by the MWCD This decal shall be affixed upon the stern of the watercraft in such a location that only a valid decal is visible at all times Said decal shall be valid for the duration of the camping permit or from April 1 to October 31 of the year issued whichever applies Boats must be registered to the camping permit holder or immedi ate family member Proof of ownership is required prior to receiv ing a boat decal No boat decals shall become effective prior to the effective start ing date on the camping permit nor shall the effective ending date exceed the expiration date on the owner s camping permit Campers with a second boat are required to purchase a second boat decal Short term and seasonal decals are available at an additional fee Decals will not be issued for more than three 3 boats per campsite Third boat decals may be purchased on a daily or seasonal basis and the watercraft must be less than 11 and docked on a campsite or approved area Boats are to be stored on a campsite or at an area designed for such storage by the parks 0 2 MOTOR VEHICLE OPERATING AND PARKING RESTRICTIONS
87. kup of the Central Reservation Campsite Management and Point of Sale System every day The Vendor must provide storage of the data backup tapes at a secure offsite location The Vendor must ensure that the system immediately recovers any data lost due to system or network failure The Vendor must notify MWCD immediately in the event of data recovery The Vendor must have a Business Resumption Plan for the Central Reservation and Point of Sale System describing how critical business operations will continue in 19 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System the event of disruption or complete system failure If requested test results of the plan must be made available to MWCD The plan must meet the Disaster Recovery DR requirements of the MWCD The Vendor must apply recognized industry standards governing disaster preparedness and recovery including the ability to continue processing in the event that the primary hosting facility is rendered inoperable The Vendor must prevent unauthorized access to the Central Reservation Campsite Management and Point of Sale System The Vendor must apply recognized industry standards to address system vulnerability to theft mischief and efforts at tampering The Vendor must be responsible for controlling personnel access to the facility Preventive measures against catastrophic damage fire flood etc must also be pro
88. l info mwed org Revised 5 20 2011 MWCD Park Campground Guidelines Page 1 APPENDIX A 1 pass However no more than one 1 vehicle may use a pass at a time Vehicles must be confined to the campsite for which they are registered Parking on vacant campsites is prohibited Friends and Family passes are available for seasonal campers at designated parks A seasonal camper may purchase up to four 4 of these passes There is a nominal fee for these passes and they are good for the duration of the camping permit Permit holder must be present to purchase Friends and Family passes Third car passes are available for a third car on a daily basis at an additional fee and must be recorded on the camping permit Third vehicles must be parked in a designated parking area and are not permitted to remain on the campsite overnight Any changes required on car passes can only be authorized by the permit holder or his her spouse and must be performed by an authorized park employee Any unauthorized alteration of a car pass will be cause for revocation of the pass Golf carts are exempt from this requirement due to the fact that in most cases they cannot leave the park gate area due to restric tions set forth by the Ohio Revised Code traffic laws Golf carts will be permitted to remain on the campsite overnight with no additional passes required 6 SELF REGISTRATION PROCEDURE After Labor Day and prior to Memorial Day some camp
89. lendar days of the Kick Off meeting date The Vendor must provide periodic reporting and attend status meetings The Vendor must submit a hardcopy and electronic status report which is due to MWCD by the close of business the second working day following the end of each 15 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 5 03 5 04 month during the Project Monthly status reports must contain at a minimum the following A complete set of updated and current output from the latest version of Microsoft Project including an updated Gantt chart along with a copy of the corresponding Project schedule files in electronic version A description of the overall completion status of the Project in terms of the approved Project schedule The plans for activities scheduled for the next month The Deliverable status with percentage of completion and time ahead or behind schedule for particular tasks Identification of Vendor employees assigned to specific activities Problems encountered proposed resolutions and actual resolutions analysis of risk anticipated proposed mitigation strategies and resolved risks Any updates required in the change management process Testing status and test results and Proposed changes to the Project schedule if any The need for and frequency of meetings and reports will be reevalu
90. lities for Northeast Productions to reserve and manage prior to and during the four day festival This festival is a possible future expansion of our campground management and reservation system The MWCD must negotiate terms with Northeast Productions prior to any inclusion of the ALIVE Festival into a new system Atwood Area Fall Festival The Atwood Area Fall Festival AAFF is held at Atwood Lake Park and should be considered an area of future expansion of the MWCD reservation system The event is held each year during the first weekend in October Under a signed agreement with the Muskingum Watershed Conservancy District the festival is sponsored and coordinated by the AAFF Committee Inc this committee is comprised of volunteer representatives from local community civic organizations Conservancy staff campers and interested individuals The festival consists of craft and food vendors live entertainment and displays of antique engines remote control airplanes and a car show The MWCD currently sets aside a portion of the Atwood campground for the festival which includes campsites and public use areas These areas as well as vendor booths are currently reserved and managed by the AAFF Committee In the future reservations for the festival may be better served by an MWCD managed system and accounting handled annually after the festival 28 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Man
91. ls that offer the facilities and services listed above plus boat and motor sales These may or may not be part of this project issues annual docking decals for approximately 3 000 privately owned boat docks on MWCD shorelines MWCD administers over 1 200 cottage sites around its reservoirs Cottage sites are lots owned by MWCD and leased to private individuals to erect homes that they own The cottage site lessee pays an annual lease rate to MWCD MWCD also administers leases with youth camps sportsmen s clubs and conservation associations for use of MWCD property These groups pay an annual lease fee to MWCD Additional information about MWCD parks campgrounds and marinas can be found at www MWCD org In order to best serve our customers and to provide real time data to park management staff MWCD desires a Central Reservation Campsite Management and Point of Sale System that combines and integrates reservation management and point of sale functionality MWCD is seeking an integrated system that provides the existing system functional requirements Shown in Section 8 and is also looking to expand the existing functionality to include such items as reservation of day use facilities and group camps a lottery system for the assignment of seasonal campsites expansion to a gift card program residential lease payments the sale and issuance of miscellaneous permits and licenses seasonal boat docking decal management capabilities a
92. mp sites or move to another campsite during the camping season and the campsite they are moving to did not have seasonal des ignation they will be guaranteed that site for the following sea son provided that payment is made by 4 00 p m on April 1 The campsite which is vacated will be included in the following years lottery Changing seasonal campsites will only be permitted once during the camping season April October In the event that a seasonal camper moves more than once in a camping season then partici pation in the camper lottery the following spring will be required in order to obtain a campsite for the season A 8 TRAILER STORAGE OBTAINING A SEASONAL STORAGE PERMIT Campers who have occupied a campsite that lies above spillway elevation may be permitted to store their camping unit on the campsite A storage permit must be acquired on or before the expiration date of the permit and will become effective upon expiration of the camping permit A five 5 month storage permit may not begin before October 31 and will expire on the corre sponding date the following April Campers who have occupied campsite that lies below spillway elevation are not permitted to store on their campsite but may store in a designated storage location or on a designated unoccupied campsite that lies above spillway elevation Storage on a designated unoccupied camp site further requires that arrangements be made by the owner of the stored un
93. mpsite Management and Point of Sale System An electronic copy of the final version of the Central Reservation Campsite Management and Point of Sale System s user manual must be provided to MWCD The Vendor must update the user manual when there is a change in the program that impacts the operation of the program in the field The manuals will become property of MWCD and MWCD must have the ability to copy the manuals as needed The manuals must be provided to the parks prior to implementation and operation Operations The Vendor and MWCD will assess the operational readiness of all required system components including interfaces and required communications links This will result in the establishment of the operational production environment in which all reservations and POS transactions will be accurately and reliably processed Once the MWCD accepts the final Central Reservation Campsite Management and Point of Sale System the Vendor must provide maintenance and support coverage for the system throughout the entire life of the contract The Vendor must host the Central Reservation Campsite Management and Point of Sale System The Vendor must provide the facility computer hardware software telecommunication equipment Internet access and services required for the operation of the Central Reservation Campsite Management and Point of Sale System Ata minimum the Vendor must provide the following The Vendor must make a complete bac
94. n that site Be sure to inform the registration office when you register that you do not have a camping unit at that time When you register for that campsite you will be charged the standard daily camping fee as if you were actually staying on that site If you are in a motor home and plan to leave your campsite but will return before your expiration date you are strongly urged to request placement of an OCCUPIED sign to prevent another camper setting up camp on what appears to be a vacant camp site It is strictly prohibited for anyone other than park person nel to place remove or otherwise tamper with an OCCUPIED sign A 4 OBTAINING AN EXTRA REFRIGERATOR PERMIT Any refrigerator exceeding 8 cubic foot not in the primary camp ing unit will require a permit Permits may be obtained on a seasonal basis There are no discounts on the refrigerator fees A 5 REGISTERING VEHICLES OBTAINING CAR PASSES Only two 2 motor vehicles are permitted on each campsite passes for which are issued with each camping permit These passes must be displayed on the rearview mirror in the windshield at all times to allow free access at the entrance gate For those people with more than two 2 vehicles requiring free access to the camp site up to three 3 vehicle license numbers may be listed on each 1319 Third Street NW P O Box 349 New Philadelphia OH 44663 0349 330 343 6647 or Toll free 877 363 8500 www mwcd org Emai
95. nabout Pontoon ITEM NO 4 girl 1 400 Serial Numbered 00001 to 01400 Shape mu NN Rectangle APPENDIX B 6 Muskingum Watershed Conservancy District DECAL SPECIFICATIONS FOR 2012 All decals must be pressure sensitive vinyl for OUTDOOR MARINE USE ON BOATS All decals must be resistant to fading Color of all decals is to be LIGHT GREEN with black lettering and black border except as noted 51 2 Peel decal from this sheet Decal must be displayed on the left transom back of watercraft in plain view above the waterline and not covered by any object Only the current year decal may be displayed 3 3 4 Runabout Pontoon ITEM NO 5 1 000 Serial 00001 to 01000 SISOS MN M Diamond APPENDIX B 7 Muskingum Watershed Conservancy District DECAL SPECIFICATIONS FOR 2012 All decals must be pressure sensitive vinyl for OUTDOOR MARINE USE ON BOATS All decals must be resistant to fading Color of all decals is to be LIGHT GREEN with black lettering and black border except as noted 5 1 2 Peel decal from this sheet Decal must be displayed on the left transom back of watercraft in plain view above the waterline and not covered by any object Only the current year decal may be displayed 3 3 4 Runabout 2012 EXPIRES 10 31 2011 rod ITEM NO 6 QUQ sua 3 000 Serial Numbered
96. nagement and Point of Sale System 4 07 4 08 4 09 4 10 4 11 4 12 Requests for More 13 Demonstration 13 Reference ERES 13 Mandatory Regulrements 13 Scored u au uu MEM 14 Vendor Evaluation MatriXx eene enne nennen esee enne ene een 14 5 WORK REQUIREMENTS 5 01 5 02 5 03 5 04 5 05 5 06 5 07 5 08 5 09 5 10 5 11 Scope of Works iriri sasa 15 Project 15 Requirements Analysis fadi d eed ege naa 16 bI DTE 16 Customization and vx SER UD RN a 17 br cuenten E 17 M 17 liplementatlofi ue tee que Im yuna CUM I ULM ME DID QN MM MI NM UM E RI M IM LUE 18 uu ER 19 Vendors Fee SiO 21 Location of Data
97. nagers with comprehensive financial and facility information The Central Reservation Campsite Management and Point of Sale System must be a centralized real time system using proven technologies that will allow a customer to view available locations and make a same day reservation for an MWCD facility through Internet portal call center or in person Batch systems will not be acceptable The MWCD Central Reservation Campsite Management and Point of Sale System must also include point of sale functionality that allows for the sale of food and merchandise boat rentals collection of fees tracking of inventory and generation of specific reports 1 04 Overview of Project Scope The Vendor must propose an existing system that can be customized to meet the system functional requirements of MWCD At a minimum the Vendor must implement and operate the System Call Center and Help Desk The System must have the ability to allow for on line telephone and in person reservations The System must also contain a point of sale module a gift card module a docking decal management module an on line store a customer loyalty program self registration kiosks and residential lease payment capability The MWCD does not want to own the Point of Sale System Ownership of the system will remain with the Vendor 4 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System Mandatory Req
98. nas B 16 6 Recycling ELT iiie ee 10 Registering Vehicles Obtaining Car Passes 5 1 MWCD Park Campground Guidelines Page 13 APPENDIX A 13 Registration Restrictions 1 Relocation of Trailer F 5 11 Removal of Boats and Docks B 9 5 Removal of Campsite Markers and Fire Rings B 12 6 Removal of Problem Pets E 2 10 Removal of Trash and Waste F 1 10 Removal of Vehicles D 4 8 Rental of Slip on Cluster B 8 5 Roller Blades 10 9 i e tont t rent 8 Satellite Antennas B 16 6 Scooters and Roller Blades D 5 8 screen Houses B 6 ers 4 Seasonal Transient Camper and Lottery Guidelines A 7 2 Self Registration Procedure 2 Sewage Disposal 4 eene 10 Shoreline Steps Porches and Decks B 5 4 Skateboards D S L 8 Snowmobiles Operation of D 6 8 Soliciting For Sale Signs Campers and Boat
99. ng circumstances 1 Seller and Buyer must notify the park office of transfer and the buyer must pay a 125 00 transfer fee 2 Transfer must occur prior to the expiration of sellers camping permit 3 The buyer will assume the campsite for the current season ONLY and will not be guaranteed the Option of renting that site the following year 4 In the event that the buyer has a current camping permit he or she must pro rate that permit to reflect the current site rate 5 in the event the buyer does not have a current camping permit the buyer must assume the sellers permit through the payment of the transfer fee Payment of this transfer fee will guarantee the buyer the option of a seasonal campsite the following year however will not guarantee that specific site Any lots transferred during the camping season will be required to attend a transfer lottery held after the first lottery on April Transfers that occur during the duration of a valid camping permit will be guaranteed seasonal designation for the following year however not guaranteed the specific site on which the transfer occurred Failure to pay transfer fee prior to permit expiration will result in the loss of seasonal designation and will require the buyer to participate in the new seasonal lottery and may result in the inability to obtain a seven month seasonal permit the following year LOT NUMBER PERMIT NUMBER DATE TRANSFERRED FROM NAME ADDRES
100. of that they were eligible for a discount but did not use a discount during the stay or for other customer service related circumstances such as power outages Post departure adjustments must be approved by a user at the Supervisor level and the system must provide a data field that requires the supervisor to note why the adjustment was made e In order to address credit card disputes the system must include a component that will allow MWCD central office staff to research all credit card transactions that originate from a point of sale location e The system must allow a search of credit card transactions based on date of transaction last four 4 digits of the credit card number amount of transaction or customer last name The search must return at a minimum receipt number for the transaction and park where transaction occurred e system must be capable of applying up to ten 10 tax codes that are specific to the park by type of rental structure or equipment and for point of sale items e system must be able to identify funds due to the MWCD the day following the transaction e system must allow for revenue data from small concession operated facilities to be manually entered into the system These will be non revenue and non cash transactions that will only be included in the system for reporting purposes e The system must identify revenue by source using an alphanumeric naming convention that identifies park f
101. ollows Entrance Fee Refunds Refunds for park entrance fees will be given upon proper application at the park entrance in the form of free admission coupons only If the guest has been in the park for two hours or longer no on site refund will be issued If the guest requests a refund after two hours the request must be made on a refund request form that will be forwarded upon rec ommendation of the Park Manager or Assistant Park Manager to the main office for processing Camping Fee Refunds Cash refunds for camping may be issued for problems that occur on the day of registration Cash refunds may be issued upon proper application and authorization at the park until 8 00 p m Sunday through Thursday 10 00 p m Friday and Saturday or until the registration office s daily closeout is completed If the guest paid with a check the check will be returned Under no circumstances will cash be refunded to a guest who paid with a check The hard copy of the camping permit must be returned with the refund request before any re fund can be issued On site camping fee refunds other than same day cash refunds will be in the form of free camping coupons only The coupons will be issued for the remaining nights of the guest s permit If the guest 15 not satisfied with free camping coupons they may complete a refund request form and submit it to the park office The park staff must inform the guest that refunds not guaran
102. omfortable voicing your complaint to any of the park staff feel free to con tact our main office however we do ask that you make every attempt to resolve your complaint on the level closest to the source of the problem Comments In an effort to make it easy for you to express your comments about our facilities you will find comment cards lo cated at most sales counters or registration windows Cards are pre addressed and postage paid for your convenience Revised 2 19 2010 Atwood Lake Park 330 343 6780 atwood mwcd org Charles Mill Lake Park 419 368 6885 charlesmill mwcd org Pleasant Hill Lake Park 419 938 7884 pleasanthill mwcd org Seneca Lake Park 740 685 6013 seneca mwcd org Tappan Lake Park 740 922 3649 tappan mwcd org MWCD Park Campground Guidelines Page 12 APPENDIX A 12 Addition or Removal of Fill Material 21 7 Aleohol GI usasapa tes mu tete tt 1 Antennas Radio Television Satellite B 16 6 Appearance of Campsite C 4 7 ATV s Operation of D 6 8 Awnings lan l s leere ete sahi 4 Bicycles Mopeds Skateboards 0 5 8 Boat Removal B 9 5 Boats D ase eee Wadena eee 8 Bug Killers Electronic B 15 6 Camper Assistance Program 9 Campgrounds Quiet
103. onal vehicle and the tent and the camping units are 15 feet from the next campsite line D When placing your unit on the campsite you must do so without crossing another campsite You may not remove a campsite post to place your camp ing unit on the campsite The camping unit must be located on the campsite in such a manner that the tongue of the unit is toward the roadway and can be pulled out without crossing or ac cessing an adjacent campsite Camping units may be positioned parallel to the roadway on campsites large enough to accommodate provided that they are in com pliance with the specifications A F above Camping units may be placed back onto permanent campsites which are located below spillway elevation anytime after March 1 providing a current storage agreement is in effect The MWCD reserves the right to direct the location of the camp ing unit where conditions require C 2 TRAILER SIZE AND ACCESSIBILITY Trailers must be kept in a readily moveable state on wheels and roadworthy i e tires inflated on rims towable at all times Trail ers exceeding thirty five 35 feet in length are permitted only in specific areas Trailers must be leveled in a safe manner subject to approval by the MWCD Pick up units may be set on the ground only if the campsite is above spillway elevation and the unit is properly secured C 3 OCCUPANCY OF CAMPING UNIT Trailers and other camp shelters must not be left unattended in MWCD c
104. or fire ring removal is not required to place or remove the camping unit 813 TREE TRIMMING The trimming or cutting of trees on MWCD lands is strictly pro hibited In the event you feel that a particular tree or limb is a hazard you may contact the Park Manager or Assistant Park Manager to request an evaluation of the situation If the Park Manager or Assistant Park Manager deems necessary removal or trimming will be handled as soon as practical Ref MWCD Rule 1 08 814 PLANTING TREES FLOWERS VEGETABLE PLANTS Trees Campers wishing to plant tree s on their campsite are permitted and encouraged to do so however prior approval from the MWCD is required in regard to species and planting loca tion Any trees planted on a campsite become the property of the MWCD and the MWCD assumes the responsibility for their care and maintenance Flowers Campers wishing to plant flowers on their campsite are permitted to do so All dead plant material must be removed at the end of the growing season or upon vacating the campsite Transplanting wild flowers from the MWCD property is prohib ited Vegetables Campers wishing to plant vegetable plants may do so only if the total area planted covers no more than one 1 square yard 3 x 3 All dead plant material must be removed at the end of the growing season or upon vacating the campsite B 15 ELECTRONIC BUG KILLERS Electronic bug killers are permitted provided that the location is a
105. or connecting to more than one 1 MWCD electric service box is not permitted Use of electric generating equipment is not permitted without the expressed written approval by annotation on the camping per mit by authorized park personnel The use of 3 wire grounded weatherproof cable with a 3 prong plug is required for the con nection to an MWCD electric service Alteration or tampering with MWCD electric service is strictly prohibited Such alteration will be cause for immediate cancella tion of the camping permit and possible criminal prosecution Campsites are rated at specific amperage It is the camper s re sponsibility to stay within the supply available Damage to the camper s equipment and or the MWCD s electrical system will be the responsibility of the camper B 21 ADDITION OR REMOVAL OF FILL MATERIAL Campers will not be permitted to add or remove fill material from their campsite without the expressed written consent of the Park Manager or Assistant Park Manager If fill is added it will become the property of MWCD Any approved fill which may become disturbed by MWCD staff in order to make improvements or repairs will be the responsibility of the camper to replace Every effort will be made to minimize any damage done to the campsite B 22 STORAGE UNIT A maximum of two 2 storage units are permitted on the campsite provided that the wall height does not exceed six 6 feet in height and the combined square footag
106. or longer docking privileges are available to campers in MWCD campgrounds to cottage site lessees to those docked at a privately operated or MWCD operated marina to members of docking associations camps and clubs and to a handful of grand fathered individual dockers not associated with any of the above Docking decals are issued and sold to MWCD campers through the office of each park Docking decals are issued and sold to cottage site lessees members of docking associations clubs camps and to the grand fathered individuals 26 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System through the MWCD Main Office Docking associations clubs and camps submit a request and payment in lump sum for all of the docking decals that they are requesting Docking decals for boaters docked at both private and MWCD operated marinas are issued through the marinas and are included with the cost of docking A list of issued decals is provided to MWCD by each marina With the exception of those issued at the park level all docking decals are administered out of the MWCD Main Office 6 04 INFORMATION TECHNOLOGY CAPITAL ASSETS AND INFRASTRUCTURE The Muskingum Watershed Conservancy District parks are located rural Ohio and largely in the Appalachian region of the state High speed reliable network connectivity options in the hills an
107. orporate on line help on line policy and procedure manuals and hard copy user manuals for the delivery of training and all electronic source documents and graphics used in the development and presentation of all aspects of training All supplies and locations required for training The training environment A training schedule identifying the number of training sessions offered and the length of the training course The training schedule must include at least one 1 train the trainer session and at least five 5 sessions at various locations chosen by the Vendor around the MWCD All training materials including training guides speaker notes and course curricula including training objectives and outcomes All training materials must be reviewed and approved by the MWCD prior to the start of the training The Vendor must update all training materials as needed The Vendor must provide an electronic copy of all training materials that is accessible by MWCD Staff The Vendor must complete all training sessions prior to implementation and operation of the system Once trainees have been trained and begin using the system the Vendor must provide performance support to ensure proper and effective use of the system by the trainees Implementation The Vendor must implement the Central Reservation Campsite Management and Point of Sale System prior to January 1 2013 The System presented for final acceptance must account for all
108. our organization We believe this network infrastructure will greatly enhance any Central Reservation Campsite Management and Point of Sale System system the MWCD employs 30 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 8 FUNCTIONAL REQUIREMENTS 8 01 Reservation System for Overnight Facilities With the exception of 10 15 of the camping sites at each campground which are held for walk ins only all campground sites vacation cabins patio cabins camper cabins motel rooms and group camp areas in the MWCD Park system must be reservable through the internet web page or the park office Any site that is reservable and not occupied must be available to walk in customers The reservation system must use real time technology to transmit data between the parks the internet site the call center and the 5 data storage system so that users can see a continuously up to date inventory of available campsites vacation cabins patio cabins camper cabins motel rooms and group camp areas The reservation system must be capable of electronically loading historical data so that no reservation or customer data will be lost The system must allow reservations to be made at any time of day via the internet The system must also allow for modifications or cancellations of existing reservations through the internet The system must provide the ability to c
109. pecific location It is used for recording a physical inventory e Inventory Snapshot This is a report of all inventories on hand at a retail location This report must be able to print a complete inventory or a user must be able to select a particular inventory item category and run the report for only that category e County Sales Tax Report This report will show the amount of sales tax collected by county over a period of time The user will be able to designate the time period Housekeeping Report For Cabin Parks only the Housekeeping Report will be utilized to determine cleaning schedules For all cabins the report must show by day when a cabin is vacant or occupied and if there is a check out check in or both on that day The report must be available from the current day to 15 days in the future Seasonal Camper Report This report will be used for correspondence with seasonal campers at their home mailing address and must include first name last name mailing address and seasonal camping lot number The system must have the ability to produce other reports as needed by MWCD Reports must be downloadable into Microsoft Excel without additional data fields being added 3 9 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 8 06 All reports must have the ability to be printed All printed reports must include the report title column h
110. pproved by the Park Manager or Assistant Park Manager Bug killers are not to be hung from vegetation or an MWCD installed post or structure except with specific approval to do so The electrical supply for the appliance must come directly from the camping unit If electronic bug killers cause a nuisance by sight sound or odor the park reserves the right to request the camper to remove or unplug the bug killer B 16 RADIO TELEVISION AND SATELLITE ANTENNAS External radio television and satellite antennas are permitted only if they are directly attached to the camping unit and do not ex ceed a total height of ten 10 feet above the camping unit Ex ceptions will be made when there is poor reception due to terrain surrounding the camping unit In any case the external antenna must be located within the boundaries of the campsite All excep tions need to be approved by the Park Manager or Assistant Park Manager Tree removal or trimming to improve television or radio reception is prohibited Antennas or satellites may not be attached to electric boxes or campsite posts 17 gt PICNIC TABLE Only one 1 MWCD owned picnic table is permitted on each campsite In the case of a special event or gathering where more tables may be needed temporarily contact the park office to de termine what arrangements may be made to provide additional tables Table coverings are permitted as long as they are removed upon expiration of the camping p
111. quor as defined in O R C Section 4301 01 in any unauthorized area administered by the MWCD No person under the influence of alcohol shall enter remain on MWCD property Ref MWCD Rule 1 06 MWCD Park Campground Guidelines Page 11 APPENDIX A 11 G2 DRUGS USE POSSESSION AND CONSUMPTION No person shall possess use or consume a drug of abuse as defined in O R C Section 3719 011 in any area administered by the MWCD No person under the influence of a drug of abuse shall enter or remain on MWCD property Ref MWCD Rule 1 07 G3 PERSONAL PROPERTY STORAGE OF No private property shall be stored on MWCD property except with written permission from the MWCD Any property found stored on MWCD property without written permission shall be deemed abandoned and handled in accordance with MWCD Rule 1 11 G4 PERSONAL PROPERTY IMPOUNDMENT OF Any personal property impounded by the MWCD shall be held by the MWCD for a period of fourteen 14 days Said property may be claimed by the owner during this period upon payment of a storage fee set by the MWCD plus the actual cost incurred in the removal of said property If property is not claimed at the end of fourteen 14 days said property will be disposed of in accor dance with MWCD policy Ref MWCD Rule 1 12 Impound fee will be 10 00 per day G5 METAL DETECTORS USE OF The use of metal detectors on MWCD property is prohibited unless a permit has been obtained
112. r at the field locations system must be able to handle the hourly daily rental of items such as boats or bicycles The system must be able to handle the sale of items that can be sold in varying quantities such as gasoline The system must seamlessly integrate historical data such as previously issued Gift Cards and POS transaction history The system must only allow field users with a Supervisor security level to change prices on items and authorize discounts e The point of sale component must allow for a single transaction for payment for rental of a facility and purchase of retail items The system must have the ability to calculate and distribute refunds to a customer e The system must also be able to provide any refund of overpaid camping fees along with a purchase in a single transaction The system must allow items to be added to the cart by various methods including use of barcode scanning and one touch keys The system must allow for a unique bar code to be printed so the barcodes can be placed on items with no barcodes The name of the park where the transaction occurred must be printed on all transaction receipts e System must allow for point of sale functionality to take place if connectivity is lost temporarily Transaction data must be transferred to the system database when connectivity is restored Data Management e system must be structured as to limit the possibilities
113. rce data through the review of random batches and ensures that the data conversion process completely imports the converted historical data Training The Vendor must create maintain and update as required the approved Training Plan and develop and provide training materials Training must be coordinated with MWCD to ensure that training meets the objectives The Vendor must provide performance support once trainees complete training At a minimum the Training Plan must Contain an overview of the training methods used and identify the training sessions and associated objectives including the format and content of all training material to be developed by the Vendor Include a training schedule approved by MWCD Be tailored for employees who are responsible for daily activities such as checking in campers registering campers processing point of sale transactions and performing physical inventories and counts e Include sessions for staff and management training 17 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 5 08 Identify all hardware software and supplies required for the training environment and Provide for evaluation of training sessions and feedback to MWCD Hands on instructor led training in conjunction with written manuals and demonstrations of the Central Reservation Campsite Management and Point of Sale System Inc
114. rements must be met 1 The MWCD chief law enforcement officer or his or her designee provides the applicant a certificate of inspec tion regarding the inspection requirements of the Ohio Administrative Code OAC Chapter 4501 2 1 The of ficer also provides an inspection sticker indicating the date the cart was inspected and that it passed inspec tion The sticker is to be placed on the cart in a location approved by the MWCD The cart must have Rear taillight ORC 4513 05 A light to illuminate the license plate so that the plate is legible from a distance of 50 feet ORC 4513 05 Two or more stop lights ORC 4513 071 Two headlights ORC 4513 04 A horn ORC 4513 21 A rear view mirror ORC 4513 23 A windshield glass or safety glass ORC 4513 24 Directional signals ORC 45 13 261 i Twolicense plates ORC 4503 21 mE EB 2 The applicant takes the inspection certificate to the Clerk of Court s title office in any Ohio county The clerk will verify that the inspection certificate accompanies the title evidence and the vehicle inspection requirements of OAC 4501 2 1 If verified and everything else is in order the clerk should issue the title 3 The applicant obtains insurance for the cart Proof of insurance is required per ORC 4509 101 4 applicant will take the title to a deputy registrar in any county If all is in order the deputy registrar will issue license plates 5 A valid dr
115. required functionality training conversion documentation and any other requirements of this RFP for that particular phase The Vendor must produce and update the Implementation plan as necessary to reflect all Project changes that directly impact implementation During implementation the Vendor must establish a help desk and call center The Vendor must provide and install all hardware and software at all Central Reservation Campsite Management and Point of Sale System sites including the MWCD Central Office all park sites and all hosting and disaster recovery facilities There are currently eighteen 18 workstations at ten 10 locations throughout the MWCD Current workstation locations and connectivity at each location are listed in the Table 6 04 18 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 5 09 MWCD will supply electrical power and a physical structure at the MWCD Central Office andall park sites The in park systems will be used by MWCD employees to register guests make change or cancel reservations view and print reports report on such activities at the park level and function as a point of sale cash register The Vendor must provide a user manual to MWCD at the time the system is implemented however the user manual must be updated throughout Operations The user manual must describe all user functions for the Central Reservation Ca
116. ribe in detail how its proposed system meets the Functional and Technical Requirements of the RFP It is not acceptable to simply state that the proposed system will meet or exceed the specified system requirements A narrative must be written describing the functionality and security of the proposed system This section of the Vendors proposal must specifically address how the 5 proposed solution meets both the technical and functional requirements of the Central Reservation Campsite Management and Point of Sale System Work Plan The MWCD encourages responses that demonstrate a thorough understanding of the nature of the project and what the Vendor must do to get the work done properly To this end the Vendor must submit a Work Plan with staffing requirements and schedule and benchmark dates that the Vendor will use to create a consistent and coherent management plan for the project 10 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 3 09 3 10 3 11 3 12 3 13 Support Requirements The Vendor must describe the support it wants from the MWCD other than what the MWCD has offered in this RFP Specifically the Vendor must address the following Nature and extent of MWCD support required in terms of staff roles percentage of time available and so on Assistance from MWCD staff and the experience and qualification levels required
117. rk office The System must generate a report that provides information on which campsites have been paid The information must include permit holder information campsite number payment date and payment type and confirmation that the camping agreement and campground guidelines were accepted The System must allow camping agreements and permits to be viewed printed from a field workstation at the park where the agreement applies The System must be able to maintain a list of entrants in a park specific annual camper lottery The System must record name address phone number After the lottery drawing this information must then be easily accessed to notify lottery winners and send them the appropriate camping agreements The System must maintain park specific waiting lists for vacant campsites The Park Manager must be able to add names to the waiting list The System must allow campsites to be put in a hold status by the Park Manager for administrative purposes The System must follow any applicable Business Rules adopted by MWCD The system must be able to write various types of storage agreements both long and short term The storage agreements must list the name address and phone number of the permit holder The storage agreement must also list the lot number where the camper is being stored and lot number if other than the camper s seasonal campsite ie Seasonal Lot 225 Storing on 336 The system must be able to manage winter storage
118. rs available for the public to utilize Currently these day use facilities are available for rent only through the individual parks MWCD would like to make many of these facilities reserveable through the Central Reservation Campsite Management and Point of Sale System 2 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System In addition to these facilities MWCD also operates numerous retail locations within the parks These retail operations offer a variety of items for sale to the general public including candy and snacks and camping equipment Within the parks there are 3 camp stores There are four 4 concession stands at beaches within four 4 of the parks Boats are currently available for rent at one park beach From Memorial Day through Labor Day there is a fee charged to enter five 5 of the major parks These fees are collected at an entrance gate facility At other times of the year there are no entrance fees MWCD owns and operates two 2 marinas one of which contains a campground rental docks rental cabin five 5 room motel small restaurant and retail sales area The other contains rental docks a small restaurant and retail sales area Both of these MWCD operated marinas provide mechanic services boat rentals over night and seasonal docking and off season storage There are eight 8 additional marinas owned and operated by private individua
119. s 12 Speed Limit in Park D 11 10 Steps Shorelme B 5 4 Storage of Personal Property 3 12 Storage Unit B 22 7 Structural Additions Awnings 6 4 SUSPESTONS GT ens 12 Table Picnic 17 6 Television Antennas B 16 6 Trail Bikes Operation of D 6 8 Trailer Relocation E5 11 Trailer Size and Accessibility C 2 7 Trailer Storage Obtaining a Seasonal Storage Permit 8 3 Transfer Campsite 10 11 Trash and Solid Waste Removal Recycling F 1 10 Tree Trimming B 13 6 Trees Planting 6 Trimming of Trees 13 6 User Fee Refunds A 9 3 Vegetable Plants Planting B 14 6 Vehicles Removal of D 4 8 Vehicles Utility 0 9 i eese her ten to eher 10 Vehicles Washing D 10 10 Visitors to Campground Hours Obtaining Pass B 4 4 Washing Vehicle
120. s D 10 10 Waste Removal Recycling 10 Wastewater Sewage Disposal F 4 10 Water and Wastewater Disposal B 19 6 Water Tanks Filling of Potable C 5 8 Wheelchairs D T 8 MWCD MISSION STATEMENT Responsible stewards dedicated to conservation recreation and flood control in the Muskingum River Watershed striving to enhance the quality of life in the region MWCD Park Campground Guidelines Page 14 APPENDIX A 14 2011 SEASONAL CAMPING REGISTRATION FORM PARK LOT NAME ADDRESS CITY STATE ZIP PHONE NUMBER PERMIT WILL START ON APRIL 1 2011 AND END ON OCTOBER 31 2011 PET INFORMATION IS YOUR TRAILER PRESENTLY IN STORAGE YES NO ONSITE OFFSITE venicewiuicense i BOAT 1 e FOR CREDIT CARD PAYMENT ONLY CJ MASTERCARD AVISA DISCOVER EXPIRATION DATE NAME ON CARD CODE 3 digit PARK USE ONLY RECEIVED BY PERMIT NUMBER CHECK NUMBER AMOUNT DATE APPENDIX A 15 Muskingum Watershed Conservancy District 1319 Third Street NW 349 New Philadelphia Ohio 44663 0349 Phone 330 343 6647 Toll Free 877 363 8500 Fax 330 364 4161 Email info mwcd org www mwcd org January 7 2011 Contact First Name
121. se will be made by MWCD in consultation with the Vendor The System must maintain a cumulative record of each person s account that will roll over from year to year The System must be able to deduct points dollars when a customer redeems the award or awards for which they are eligible The System must be able to allow customers to check on the status of their loyalty account either through the Internet Call Center or the field The System must be able to notify a customer when they have achieved a benefit level The System must be able to print out any reward coupons for which the customer may be eligible Seasonal and Daily Boat Dock Management The System must track the boat dock decals administered by MWCD for seasonal boat docks This will include both MWCD owned and privately owned docks For each park with docks the System must maintain a list of dock holders and their assigned dock number and dock location Dock holder information must include name address phone number boat make and boat registration number The system must have the flexibility to allow the Park Manager to modify this information The System must allow each park to generate docking agreements decals and cover letters that can be sent to dock holders at that park to remind the customer that the renewal is due The system must also have the flexibility to add new docks as they are constructed The System must be able to track dock holders whose dock privileges e
122. sorted to show either cash check transactions or credit card transactions Cancellation Adjustment Report This report is used to capture refund information for reservations and POS transactions for shopping carts that are no longer accessible Arrival Report This report must show all arrivals for a specific date The report must include occupant name reservation ID site or cabin number Group Camp area or Day Use Facility number in party equipment departure date balance due for cabins any discounts and name of person making reservation Once a camper has fully checked in that camper must no longer appear on the Arrival Report The report must be printable and be able to be run for a period of up to 14 days The user must be able to select start and end dates for the report The report must be structured so that the user can run a report for campsites only cabins only Group Camps only Day Use facilities only or any combination of these Sales and Commission Summary This report lists sales and nights for a specified park all parks and date range It categorizes the sales by internet field park location and call center This report must show gross sales by cash check credit card and gift cards cancellations voids and adjustments to get to a net sales and nights figure This report will list sales from campsites Cabins Group Camps and Day Use Facility rentals and point of sale items by revenue area Total Park S
123. st meet the State Health Department spacing requirements as stated in the Ohio Administrative Code In addition to the primary camping unit you mjay choose up to two 2 additional structures but only one of which can be a canopy or dining fly LE In addition to the primary camping unit on your campsite you can add one tent and one canopy or a canopy and a gazebo or any approved combination thereof The location and size of these structures must be approved by park management prior to installation Canopies are permitted provided that they are commercially manu factured easily disassembled and utilize a flexible cover made of canvas or similar material Rigid coverings are not permitted Canopies can be a maximum size of 24 feet in length and 12 feet in width Since not all campsites will accommodate the maximum size be sure park management approves the size for your par ticular campsite prior to purchasing or installing this structure These structures must be erected with no below ground sup ports such as footers or posts The Park Manager or Assistant Park Manager must approve plans for all such structures All structures must be removed by the owner upon the expiration of the camping permit Said structures shall not become a part of or be included in a winter storage agreement Rigid patio and deck enclosures are prohibited Canvas or screen material used to enclose a patio deck is permitted with the ap proval of the Park Mana
124. st of all campsites cabins Group Camps and Day Use Facilities and indicates whether the site is vacant occupied or held and if the site is local sale or reservable The report can be run for a period of time up to 14 days with the start date and end date determined by the user The report can be run for both dates in the future and dates in the past Also the report must be structured so that the user can run a report for campsites only cabins only Group Camps only Day Use facilities only or any combination of these e Occupancy Report This report shows reservation number occupant name site cabin number or Group Camp area or Day Use Facility any discounts number of people on site equipment arrival date and departure date The report can be sorted by any of the categories listed above The report can be run for a single day or for up to a period of 14 days The report can be run for both dates in the future and dates in the past The report must be structured so that the user can run a report for campsites only cabins only Group Camps only Day Use facilities only or any combination of these e Equipment Requisition Form This is an order form that allows a park to order system supplies such as receipt printer paper toner for Vendor supplied printers etc When an order is placed the requested supplies must be sent to the specific park Physical Recording Form This is a report listing all items entered as inventory at a s
125. stem 3 05 3 06 3 07 3 08 References and Qualifications The Vendor must provide three references to demonstrate that it has the experience needed to meet the RFP s mandatory requirements Refer to Table 1 on Page 5 For each reference the Vendor must provide the following information e Contact Information The Vendor must provide a client contact name title phone number email address company name and mailing address e Project Name The Vendor must provide the name or title for the work such as a project name from which it obtained the mandatory experience e Dates of Experience The Vendor must provide a beginning month and year and an ending month and year to show the length of time the Vendor performed the work e Description of the Related Service Provided The Vendor must include a description of the experience including the capacity in which the work was performed and the role of the Vendor It is the Vendor s responsibility to clearly substantiate the qualification Description of how the related service shows the Vendor s experience capability and capacity to complete this project for MWCD Assumptions The Vendor must list all the assumptions the Vendor made in preparing the Proposal If any assumption is unacceptable to the MWCD the MWCD may reject the Proposal No assumptions may be included regarding negotiation terms and conditions or requirements Proposed System Solution The Vendor must desc
126. stem 6 03 LEASE AND RENTAL PAYMENTS 6 03 01 6 03 02 6 03 03 Cottage Site Leases There are over 1 200 lots called Cottage Sites MWCD owned property on MWCD lakes Cottage Sites are leased on a long term basis to individuals who build homes for their own residential use Each lessee pays an annual lease fee to MWCD Annual lease fees vary by lake and proximity to waterfront In addition to the annual lease payments described above fees are collected when a lease is transferred and or sold and when a lessee is required by a bank to move from MWCD s older 14 year lease to a new 40 year lease Club and Camp Leases 26 clubs and camps lease MWCD owned property MWCD lakes These clubs and camps include church camps boy and girl scouts local sportsmen s associations hunting and fishing clubs etc Each group pays an annual lease fee MWCD owns several residences on MWCD owned property These residences are offered for rent through standard rental agreements with rental payments due on a monthly basis A Lease Assistant administers all of the lease and rental payments described above out of the MWCD Main Office Boat Docking Decals Any boater docking a boat over night or longer on an MWCD lake must obtain a docking decal for their boat Fees are attached to docking decals based on boat type and length where the boat is docked and the number of docking decals requested by an individual These over night
127. structured to allow multiple reservation periods in any separately administered campground 31 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System Each reservation will have its own unique identification number Any extension of an existing reservation must be considered part of the original reservation and must have the same reservation identification number as the original reservation e The system must be capable of registering walk in customers e The system must be able to easily check in customers who have made reservations e The system must be capable of allowing the check in of multiple sites in a single transaction even if reserved under different reservation numbers or names e The system must show any outstanding balances due when checking in a customer The system must be able to print camping permits e system must be able to generate email confirmations for all reservations cancellations or modifications completed via the internet e The system must have the ability to allow customers to view their reservation histories on the internet Reservation histories must include park name dates of visit reservation ID number and site or cabin number e system must have the flexibility to deal with unique conditions or requirements at the individual parks i e minimum stays in cabins e system must also have the flexibility
128. t may request clarifications from any vendor under active consideration and may give any vendor the opportunity to correct defects in its Proposal if the MWCD believes doing so would not result in an unfair advantage for the vendor and it is in the MWCD s interests 4 04 Initial Review The MWCD will review all Proposals for their format and completeness 4 05 Technical Evaluation The MWCD will then evaluate each Proposal that it has determined is timely complete and properly formatted The evaluation will be scored according to the level and extent to which the vendors Proposal meets or exceeds the system functional requirements identified in this RFP 4 06 Cost Evaluation Once the technical merits of the Proposals are considered the MWCD may consider the costs of one or more of the highest ranking Proposals But it is within the MWCD s discretion to wait until after any interviews presentations and demonstrations to evaluate costs Also before evaluating the technical merits of the Proposals the MWCD may do an initial review of costs to determine if any Proposals should be rejected because of excessive cost The MWCD may reconsider the excessiveness of any Proposal s cost at any time in the evaluation process 12 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 4 07 Requests for More Information The MWCD may require some Vendors to interview make a pres
129. t sites Premium sites or other types as may be designated by the MWCD e Site Status reserved registered available closed or held for administrative reasons e Pet or Non Pet Site Identify each site to determine if a pet is permitted on the site and e Cost per Night e Shade Full partial none e Pad Grade level slight moderate severe e Total vehicle pad length Length in feet e Vehicle pad surface asphalt stone grass other e Tent pad size e Site Dimensions and e Distance to certain park features shower house beach etc Other items may be included as well 8 01 02 Cabins Required Attributes e name of park e vacation patio camper other e Cabin Number the number assigned to the cabin within the park 33 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System e Cabin Status reserved registered available closed or held for administrative reasons e Included Items list of what equipment is provided with the cabin cookware linens fireplace bunk beds etc e Pet Friendly Identify each cabin to determine if a pet is permitted on the site Cost per Night e Minimum Stay Requirements 1 week in season and 2 nights out of season ADA accessibility distance to certain park features shower house beach etc Other items may be included as well like a virtual 360
130. teed and that the park s recommendation will also be forwarded For accountability and trend identification purposes the guest regardless of the type of refund reimbursement requested must complete a refund request form All cash refunds other than same day refunds will be processed through the main office e guest must complete a refund request form for any refund e The Park Manager or Assistant Park Manager will re view the request and make a recommendation for ap proval or disapproval then forward the request to the main office for processing Refunds for Reservation Cancellations of Camper Cabins Patio Cabins Group Camping and Picnic Shelters If the cancellation is made at least fourteen 14 days prior to the reservation date a refund will be issued with no explanation needed If the cancellation is made after the fourteen 14 day grace pe riod a request for refund form must be completed by the guest reviewed by the Park Manager or Assistant Park Manager and forwarded to the main office MWCD Park Campground Guidelines Page 3 APPENDIX A 3 A 5 00 processing fee will be collected for all cash refunds given that are not due to MWCD employee error NO REFUNDS DUE LATE PAYMENTS Penalties will apply to late payments A copy of the operational policy pertaining to late payments is available upon request B 1 EXTRA CAMPING UNITS ON A CAMPSITE Only one 1 camping
131. ter the Proposal due date the MWCD will permit vendors to withdraw their Proposals within five business days after the amendment is issued This withdrawal option will allow any vendor to remove its Proposal from active consideration should the vendor feel that the amendment changes the nature of the transaction so much that the vendor s Proposal is no longer in its interests Alternatively the MWCD may allow vendors that have Proposals under active consideration to modify their Proposals in response to the amendment If the MWCD allows vendors to modify their Proposals in response to an amendment the MWCD may limit the nature and scope of the modifications Unless otherwise provided in the MWCD s notice vendors must make any modifications or withdrawals in writing and submit them to the MWCD within five business days after the amendment is issued at the address and in the same manner required for the submission of the original Proposals The MWCD may reject any modification that is broader in scope than the MWCD has authorized in the announcement of the amendment and treat it as a withdrawal of the vendor s Proposal 2 03 Proposal Submittal Each vendor must submit a technical section describing in detail how system functional requirements will be met and a cost section as part of its total Proposal before the opening time on the Proposal due date Proposals are due no later than 5 00 pm on the Proposal due date Proposals submitted by email
132. that one individual has multiple customer records in the database e system must have the ability to periodically check the database for duplicate customer records for the same individual Multiple records for the same customer must be merged into a single record so that when a customer search is performed the system only returns one record for the individual Gift Card e system must be capable of issuing gift cards which must be supplied by the Vendor MWCD will approve the design of the cards e Gift Cards should be sold at all Park locations MWCD Central Office and through the website and Call Center e Gift cards must be accepted by the system for payment at all MWCD retail outlets and at Concession operated facilities where gift card reading equipment is installed 42 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 8 10 8 11 Revenue from the sale of gift cards must be recognized by the system when the gift card is sold Day Use Facility Reservations The system must allow for the reservation of day use facilities including picnic shelters The day use facilities must be available to reserve via the Internet Call Center or through the park The reservations must be made in real time so that there are no double bookings The system must collect at a minimum the name address email address and phone number of the customer makin
133. tly stand The MWCD may reject any Proposal if the vendor fails to meet a deadline in the submission or evaluation phases of the selection process or objects to the dates for performance of the work or the terms and conditions in this RFP 1 02 Background The MWCD founded in 1933 is a political subdivision of the State of Ohio with flood reduction conservation and outdoor recreation as its mission MWCD manages over 16 000 acres of water in 10 permanent reservoirs and 38 000 acres of land for public benefit and use in 18 counties of the state MWCD offers numerous recreational opportunities ranging from hiking to boating to camping Within MWCD there are ten 10 permanent reservoirs with MWCD or lessee operated campgrounds consisting of almost 3 000 campsites These sites include primitive non electric electric 20 30 and 50 amp and full hook up electric water and sewer sites The types of sites vary by individual campground Off season storage options are available for camping units Situated within some of the MWCD campgrounds are additional camping options for those who do not have tent RV These options include various forms of cabins There total of 13 of these camping options available for overnight rentals to customers MWCD also operates 37 large cabins that accommodate up to 10 people located in five 5 different parks Located throughout MWCD Parks there are also approximately fifteen 15 picnic shelte
134. tomer to register for any available campsite in the campground or check in to a previously reserved site For registrations Kiosks will collect the same information collected during a registration at a workstation Kiosks will also allow a customer to cancel extend or change sites in compliance with the MWCD business rules and provided the original reservation or registration was paid for with a credit card 43 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 8 12 8 13 Kiosks will only accept credit cards or gift cards as payment for camp fees Kiosks will be user friendly so that a customer may use a kiosk with minimal instructions Instructions must be provided at the kiosk site Kiosks may also contain general information maps special event information etc for the specific park Customer Loyalty Program The system must be able to track each overnight stay and or point of sale transaction by customer The system must utilize a unique customer ID number or a phone number as a means of tracking purchases by a specific customer At certain milestone levels that are yet to be determined the customer will be eligible for a promotional award which could be a discount on an overnight stay or purchase or some other benefit The tracking may be done in either a point based system or a record of actual amount spent The decision of which method to u
135. uirement Overview Table 1 below contains mandatory system functionality requirements that will be evaluated on an accept reject basis Failure to meet any of the following mandatory requirements may be grounds for disqualification Table 1 04 Mandatory Requirements proposed system must be a commercially available Central Reservation Campsite Management and Point of Sale that can be customized to meet the needs of the MWCD proposed system must use real time technology to transmit data between the parks internet Proposed call center must be located in the continental United States 1 05 Calendar of Events The MWCD may change the following schedule at anytime If the MWCD changes the schedule before the Proposal due date it will do so through an announcement on the MWCD Website www mwcd org camprfp The Website announcement will be followed by an amendment this RFP also available through the MWCD s Website After the Proposal due date and before the award of the Contract the MWCD may make schedule changes through the RFP amendment process A tour of representative MWCD facilities will be provided to prospective Vendors upon request 1 06 Dates FIRM DATES REP ISSU CC December 15 2011 Inquiry Period a Eug addon ina December 15 2011 Inquiry Period Eds uu aaa Eeb p Er baee nesai NiE na reu zr D Hd Map eg aqa E
136. umber and boat information After the lottery drawing this information must then be easily accessed to notify lottery winners and send them the appropriate docking agreements The System must maintain park specific waiting lists for vacant docks The Park Manager must be able to add names to the waiting list e The System must allow docks to be put in a hold status by the Park Manager for administrative purposes e System must follow any applicable Business Rules adopted by MWCD These have not yet been developed The System must generate and track work orders for boats and trailer transport storage and mechanic service orders at MWCD owned marinas 45 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System APPENDIX MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System MWGD PARK GAMPGROUND GUIDELINES IN ORDER TO MAXIMIZE YOUR ENJOYMENT WHILE STAYING WITH US THE FOLLOWING GUIDELINES WERE ESTAB LISHED TO HELP YOU UNDERSTAND WHAT IS PERMITTED IN MWCD LAKE PARKS IT IS ALWAYS BEST TO CONSULT WITH THE PARK MANAGER PRIOR TO STARTING ANY PROJECTS ON YOUR CAMPSITE A 1 REGISTRATION RESTRICTIONS Campers must personally register for a camping permit and may not register for other persons Permits are issued only to per sons eighteen 18 years of
137. ummary Report This report must include all information from the Sales and Commission Cash Refund Report A detailed report by park and date range listing the names and address of customers owed a refund via a check This report must also list the reservation identification number customer number and amount for each refund This report is used to provide refunds to customers that originally paid via cash or check e Distribution Report This report lists the number of nights sold and number of refunds This report will also show the distribution of sales collected by cash check and credit card It also lists any fees and taxes paid Totals for all the above will be listed by call center park locations and internet Sales and Commission Summary by Camp This is a detailed report by park all parks and specified date range This report shows sales by campsite type cabin type Group Camp and Day Use Facility type as well as all POS sales for the period 38 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System These sales will be sectioned off by credit card cash check and gift cards Any commissions or adjustments made will be listed as well POS Detail Report This report will provide all sales transactions by category sub category and product for a specified park all parks for a specified date range e Availability Report This report shows a li
138. und on MWCD property for use as firewood Cutting of standing trees or green limbs is strictly prohibited The use of chainsaws 15 prohibited without written permission of the Park Manager or Assistant Park Manager The MWCD has the right to regulate the size and location of campfires and to ban campfires when conditions warrant MWCD Park Campground Guidelines Page 5 APPENDIX A 5 B 11 EXTERNAL LIGHTING Campers are permitted the use of external lighting provided such lighting is directly attached to the primary camping unit or at tached awning Electrical supply for the lighting must come di rectly from the camping unit and is not permitted to be on during daylight hours Timers or electric eyes are encouraged to control lighting The use of spotlights or reflective shades are not per mitted when such use creates a hazard or nuisance to pedestrian boat or motor vehicle traffic The reserves the right to limit the location wattage and number of lights allowed on an individual basis as it deems nec essary Bulbs will be limited to 50 watts Total bulb usage shall not exceed 120 combined wattage Light bulbs should only be di rected at the owner s camping unit campsite B 12 REMOVAL OF CAMPSITE MARKERS AND FIRE RINGS Removal of any campsite marker and or fire ring by anyone other than park personnel will NOT be permitted for any reason Trail ers must be positioned in such a way that campsite marker and
139. unds and settlement date using MM DD YY Point of Sale System e system must have a fully integrated point of sale function that allows for the sale of merchandise and feature cash management controls including cash drawer close out features e system must have a fully developed inventory feature to track resale product inventories including a method of tracking vendor returns and write offs e system must provide for processing of POS transactions a manner that has the following attributes o Assigns product numbers and corresponding revenue source of at least 6 numeric characters that correspond to a UPC code o Provides an itemized receipt for the purchase or rental of goods and services with a unique transaction number for each receipt o Displays POS products on screen Descriptor fields must be a minimum of 25 alpha and numeric characters o Allows for in park additions of inventory using multiple entry methods o Methods must include use of bar code technology in entering inventory and performing physical inventories with a scanning device 41 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System 8 08 8 09 o Allows for Gift Card technology to be used for refunds returns in place of cash or as a replacement for MWCD issued gift certificates This technology must be tied to the Vendor s database and operate off of the bar code scanne
140. unit with wheels is permitted on a camp site A camping unit is any motor vehicle watercraft or other camping equipment to be used for sleeping and or for the pur pose of occupying a portion of MWCD property for transient and or temporary outdoor living Pick up campers vans and camper trailers are regarded as wheeled camping units One 1 tent may be erected in addition to a wheeled camping unit or a maximum of two 2 tents per campsite B 2 EXTRA PERSONS There is a maximum of six 6 people permitted per campsite un less an exception is authorized by a duly authorized agent or the group consists of immediate family members B 3 CAMPGROUNDS QUIET HOURS Quiet hours are from 11 00 P M until 7 00 A M Please be consid erate of others No loud radios music singing or voices between these times will be permitted Minors must be at their campsite during these hours Loud and or abusive behavior will not be tolerated B 4 VISITORS TO CAMPGROUND HOURS OBTAINING PASS Visiting hours are from 8 00 A M to 10 00 however visitors arriving after 9 00 will not be admitted without a valid car pass The normal daily entrance fee will be charged Visitors passes may be used in certain park areas to fit the need of that particular area and may be obtained at the entrance gate The visitor s name date of visit campsite being visited number of people and license plate number will be recorded on the visi tor pass by
141. ur park and or to determine the pumping schedule 4 WATER SEWAGE DISPOSAL Campers shall use sanitary facilities provided for public use and shall not cause any nuisance or unsanitary act upon MWCD property Ref MWCD Rule 1 04 Trailers or other camp shelters having plumbing fixtures will not be permitted in any MWCD camping area unless drain lines are sealed so that no waste can be discharged in the camping area The use of unsealed containers for the collection of wastewater or sewage is prohibited Wastewater dishwater or wash water MWCD Park Campground Guidelines Page 10 APPENDIX A 10 may be disposed of in drains that are identified by signs for that use Raw sewage or any liquid containing septic material may only be disposed of at trailer dumping stations or other locations de signed specifically for that use Please note that water fixtures located at dumping stations are designed for flushing holding tanks drain lines etc These fixtures should never be used to fill potable water holding tanks Drains with signs indicated fresh water only are not designed to receive wastewater or sewage and should never be used for that purpose F 5 TRAILER RELOCATION A trailer relocation service is available through the park for those individuals requiring assistance in the transfer of their camping unit to another location within the park This service may be limited due to the availability of
142. vided Physical security for each facility must include the lockable areas gates doorways server racks etc and other security measures as necessary Staff and visitors must be immediately discernable identification badges All visitors must be required to sign in and out The Vendor must equip staff and operate a Help Desk to support system operations The Help Desk must respond to questions and problems regarding system operations within two 2 business hours of notification of a problem The Vendor must equip staff and operate a call center to serve customers of MWCD Parks who want to make reservations for campsites cabins Group camps day use facilities or any other reservable facilities The Call Center should also be able to sell gift cards The Call Center must appear to the general customer as being operated exclusively for MWCD The Call Center must accept credit cards gift cards checks money orders and bank affiliated debit cards The Vendor must supply a sufficient number of fully trained operators knowledgeable of MWCD facilities rules and regulations fees customer types use patterns Ohio geography and routes to parks The Vendor must supply all required information systems and telecommunications to perform these Call Center operations All Call Center operations must be physically located within the continental The Vendor must propose only one candidate to be dedicated to the Project unless otherwise approved b
143. xpired 44 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System e For each park the System must maintain log of annual docking decals that are mailed those that have been paid and decals that are awaiting payment The log must be viewable and printable from the park office The System must calculate the appropriate fees for each dock and account for any discount programs Golden Buckeye etc The System must accept annual payments for dock rentals online using a credit card and allow the customers to print a receipt from their home computer The receipt must include the dock number s covered by the payment The System must require the dock holder to accept the terms of the docking agreement online prior to paying for the docking decal The System must also allow a dock holder to pay for a renewal at the park office e The System must generate a report that provides information on which docking decals have been paid The information must include dock holder information dock number payment date and payment type and confirmation that the docking terms were accepted The System must allow docking agreements and decals to be viewed printed from a field workstation at the park where the agreement applies e System must be able to maintain a list of entrants in a park specific annual dock lottery The System must record name address phone n
144. y MWCD for the position of Project Manager and that candidate must be identified by name The Project Manager will on a full time basis manage the daily operations of the contract staff work with MWCD personnel and network vendors and be responsible for establishing and enforcing quality assurance standards for the Project The Project Manager must be responsible for all aspects of the system customization and implementation of the proposed Central Reservation Campsite Management and Point of Sale System including resource planning scheduling and status reports to MWCD The Project Manager must be available for all Project meetings and be available within 24 hours of notification by MWCD if 20 MUSKINGUM WATERSHED CONSERVANCY DISTRICT Request for Proposals Central Reservation Campsite Management and Point of Sale System necessary The Project Manager must be available to MWCD by telephone during regular business hours The Project Manager may also be named as the Operations Manager 5 10 Vendor s Fee Structure Each Vendor must complete a cost proposal for this Work The cost proposal must include any combination of a reservation fee cancellation fee per night fee and an online dock license fee The reservation fee will apply to all reservations The per night fee will apply to each night a campsite cabin and Group Camp is occupied The online dock license fee will apply to all dock license transactions conducted by the customer utilizin

i MUSKINGUM WATERSHED CONSERVANCY DISTRICT

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