What the buyer needs
AI summaryOrange County, New York seeks a vendor to provide cloud-based tee time booking and management software accessible across multiple workstations. The requested software must include an online booking engine for the agency website, a visual tee sheet with real-time updates, multi-course and multi-sheet administrative capabilities, and tiered booking windows. Required tools also encompass variable pricing features, tournament and league organization, member administration, a customer database, unlimited staff logins with time tracking, and ongoing user support. Eligibility requires onshore USA entities to perform work offsite. The contract period lasts one year, and all inquiries must arrive by November 25, 2026. Applicants must submit costs on the provided bid form and may deliver responses digitally through email or online.
Scope of work
- Cloud-based tee time booking and management software accessible via modern web browsers and mobile devices
- Tee-sheet management with online booking engine embeddable on Agency website
- PCI compliant point of sale debit/credit card system supporting third-party payment processing integration
- Tournament, league, and member event organization and scheduling tools
- Customer database and administrative controls for multiple golf courses and tee sheets
- Variable demand-based pricing configuration and unlimited employee logins with time tracking
- Complete data migration of existing users from current system by March 1, 2027
- Ongoing technical support, training tools, incident response, and backup and disaster recovery
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Architecture, Security & Compliance of Software | 0-15 |
| Implementation, migration and launch schedule | 0-15 |
| Training and support program | 0-10 |
| Cost | 0-30 |
Minimum qualifications
- Properly registered to do business in the State of New York and furnish applicable certificates
- At least 3 years of experience providing similar tee time management software
- At least three (3) client references
Documents to include with your response
- Bid Form
- Offeror Qualifications and Experience statement
- Certificate of Experience (References)
- Cost Quote
- Proposed Timetable for Migration, Implementation, and Launch
- Ongoing Support Expectations documentation
- Software Demonstration details
- Backup and Disaster Recovery Plan
- Non-Collusion Certification
- Disclosure of Prior Non-Responsibility Determinations
How to submit
- Method
- Sealed hard copy
- Instructions
- Submit two (2) unbound sets (one containing original signatures) in sealed envelopes clearly marked with RCO-OC214-26 Tee Time Management Software to Renee Arnold-O'Regan, Commissioner, Department of General Services, 255-275 Main Street, Goshen, NY 10924.