Prepared for Pat Harrison Waterway District
A phased rollout of a unified reservation platform across all nine Pat Harrison Waterway District campgrounds, beginning with a Flint Creek pilot — delivered under a forward-deployed engagement model.
Where Pat Harrison Waterway District is, what we propose, and what changes if we do this.
Pat Harrison Waterway District operates one of the most distinctive recreation portfolios in the Southeast — nine campgrounds anchored to reservoirs and rivers across the Pascagoula Basin, serving Mississippi residents and visitors with cabins, RV camping, primitive sites, day use, and lodge halls. The recreation mission is healthy. The technology supporting it has not kept pace.
Today, cabin reservations flow through a central 1-800 number, RV and primitive sites are reserved by calling each park directly, and the District has no online booking funnel of any kind. There is no real-time inventory visibility across parks, and no centralized reporting tied to the recreation benchmarks Pat Harrison Waterway District publishes in its annual strategic plan to the Legislative Budget Office.
This proposal lays out a nine-month phased rollout that puts every Pat Harrison Waterway District campground on a single modern reservation platform with online booking, integrated payments, and a District-level reporting dashboard. The platform plugs into Pat Harrison Waterway District's existing web presence at phwd.net — we are not asking the District to rebuild its website. We start with a Flint Creek pilot, prove the model, then expand in two further phases to the remaining eight campgrounds.
A short, honest read of what Pat Harrison Waterway District is working with — and the cost of not moving.
Pat Harrison Waterway District's strategic plan to the Legislative Budget Office calls out the right benchmarks: visitor count, income at parks, and new amenities. The current operational stack is unable to report against those benchmarks in real time. This proposal closes that gap.
A unified reservation platform, embedded booking on Pat Harrison Waterway District's existing site, and a forward-deployed team to actually land it.
phwd.net wherever a visitor clicks “Reserve.”RoverPass does not hand Pat Harrison Waterway District a portal and disappear. We assign a Solution Engineer + a Product Specialist to Pat Harrison Waterway District for the duration of the rollout. Onboarding runs as a hybrid program:
This combination gets Pat Harrison Waterway District the consistency of remote training (every park learns the same workflow) with the credibility of in-person presence at the moments that matter (kickoff, training week, launch).
The core engagement above is everything Pat Harrison Waterway District needs to operate on day one. The following are available as paid add-ons Pat Harrison Waterway District can layer in at any time — none are required, none are bundled into the base pricing.
| Add-on | What it does | Status | Pricing |
|---|---|---|---|
| AI Front Desk Agent (inbound voice) | Voice agent that answers inbound reservation calls 24/7, books inventory, and handles common questions in English & Spanish. Routes to a human when needed. | Experimental — early-access program | $0.35 per minute of call time |
| Website rebuild | Full rebuild of phwd.net (or per-campground microsites) on the RoverPass website platform — custom design, content migration, SEO setup, ongoing hosting. | Productized — RoverPass website engine | Custom-scoped; typical one-time build + monthly hosting |
| Customer-support chatbot | Embedded chat widget for Pat Harrison Waterway District's web presence that answers visitor questions about parks, rates, rules, directions, and routes booking intent into the reservation flow. Trained on each property's specifics. | Productized — available for deployment today | $99 / property / month base. Includes core deployment; high-traffic properties may incur usage-based overage on API costs. |
| E-Signature — Waiver | Digital waiver signature securely linked to the reservation (liability, pet, watercraft, etc.). | Productized — available for deployment today | $0.99 per signature |
| Integrations Suite | Accounting, CRM, marketing, and channel integrations (QuickBooks, Mailchimp, partner platforms). | Productized — available for deployment today | Monthly subscription; opt-out |
| RoverPass Marketplace exposure | Standard distribution listing on RoverPass.com and partner channels. Opted out for this engagement — Pat Harrison Waterway District is excluded from the commercial marketplace and retains 100% direct-booking flow through phwd.net. |
Opted out | N/A |
| Managed call-center services | RoverPass-operated reservation desk staffed by trained CS reps (nearshore model), absorbing some or all of Pat Harrison Waterway District's inbound call volume on the 1-800 line. | Available on request | Custom-scoped monthly |
We are transparent about what is shipping in production today versus what is early-access. Early-access add-ons are real and available — pricing and scope are negotiated per-customer until they graduate into standard products.
Start at Flint Creek. Prove it. Expand in two waves.
Full platform deployment at Flint Creek: cabins, RV, primitive, day use, water-slide ticketing, embedded booking, staff training, public launch by end of Month 3.
Three highest-volume remaining campgrounds brought live in parallel using the patterns proven at Flint Creek. District-level dashboard goes live with four campgrounds reporting.
Dry Creek, Dunn's Falls, Kemper Lake, Maynor Creek, and Turkey Creek brought live as a batch. Full District-wide cutover by end of Month 9.
Why Flint Creek first. Flint Creek sits on the I-10 corridor near Wiggins, draws Gulf Coast traffic, and has the full inventory complexity Pat Harrison Waterway District operates anywhere — cabins, RV, primitive, day use, and water-slide ticketing. If we can run Flint Creek cleanly, every other campground is a simpler version of the same configuration. It is the right pilot: meaningful enough to matter, contained enough to ship.
Visualized end-to-end — the program timeline at a glance, then week-by-week detail for the Flint Creek pilot. The pattern proven at Flint Creek repeats at every subsequent campground.
Program timeline — 9 months across 3 phases
Phase 1 detail — Flint Creek (12 weeks)
Phase 2 detail — Okatibbee + Big Creek + Archusa Creek (12 weeks)
Three parks brought live in parallel using the patterns proven at Flint Creek. Launches staggered by one week to spread risk and concentrate the launch-week support windows.
The honest list of what could go wrong during implementation — and exactly how we prevent it.
Implementing new reservation infrastructure at a multi-site state agency has known failure modes. The risks below are the ones that matter; ignoring them is how rollouts of this kind get into trouble. RoverPass plans against each of them from day one of the Flint Creek pilot.
| Risk | Why it matters | Mitigation |
|---|---|---|
| Staff adoption | Park managers and call-center staff are used to phone-and-paper workflows. If they don't trust the new system, they will revert. This is the #1 cause of failed platform rollouts in state agencies. | Hybrid training program: live remote sessions, recorded modules, written runbooks — plus one multi-day on-site training week at Flint Creek that also includes a centralized session for all nine park managers at Pat Harrison Waterway District HQ. Designated “super-user” per campground owns local adoption. Daily standups during launch week (remote). Parallel phone workflow stays operational until staff confidence is verified. |
| Cutover data integrity | Existing forward-dated cabin and RV reservations must move out of nine separate Campground Master desktop installations into a unified RoverPass database — without losing or double-booking a single guest. Customer records, rate codes, and site IDs are likely inconsistent across the nine installations. A double-book at a state campground is a guest-facing incident, not a technical one. | Pre-migration audit of each Campground Master export to identify schema inconsistencies before import. Two-week dedicated migration window with parallel-running systems. Reservation-by-reservation reconciliation against Pat Harrison Waterway District's existing call-center records and on-site paperwork. No public launch until reconciliation reaches 100% match. Migration owned by a named RoverPass engineer, not subcontracted. |
| Payment processor transition | Moving from phone-based payment collection to Stripe means a new merchant-of-record relationship, new bank reconciliation flow, and finance-team retraining. Errors here are visible to the State Auditor. | Stripe onboarding starts in Week 1 of Phase 1 so it never sits on the critical path. Pat Harrison Waterway District finance team trained on daily Stripe reconciliation reports before public launch. First 60 days of revenue reconciled jointly between RoverPass and Pat Harrison Waterway District finance. Audit-grade ledger exports available from day one. |
| Connectivity at remote campgrounds | Several Pat Harrison Waterway District campgrounds operate in areas with limited or intermittent internet. A reservation platform that fails when the WiFi flickers is worse than the system it replaces. | Connectivity audit during Week 1 discovery at each campground in scope. Cellular backup recommendations where needed. RoverPass mobile interface degrades gracefully under poor connectivity, and offline-capable check-in workflow is documented before any campground goes live. |
| Launch timing vs. peak season | Mississippi camping peaks April–October. Launching a campground in the middle of peak season puts maximum strain on a brand-new system and maximum visibility on any issue. | Phase 1 (Flint Creek) targets a shoulder-season public launch. Phase 2 and 3 launches scheduled to avoid the early-summer peak. If procurement timing forces a peak-season launch, RoverPass commits to additional on-site staffing for the launch window at no added cost. |
| Procurement & signature timing | State procurement processes can add weeks or months between proposal acceptance and contract signature. The longer that gap, the higher the risk of scope drift and stakeholder turnover. | RoverPass prepares both procurement paths in parallel — direct Pat Harrison Waterway District board approval and any applicable State of Mississippi technology vehicle — so the District picks whichever is fastest. Engagement letter is short-form (single-digit pages) to minimize legal review cycles. Phase 1 scope is locked at signature to prevent drift. |
| Public-facing communications at launch | Regular Pat Harrison Waterway District guests are accustomed to phone reservations. Without clear messaging, they will be confused at launch, call the wrong number, or assume the phone line is closed. | Communications plan drafted with Pat Harrison Waterway District HQ in Phase 1 Week 8. Public-facing FAQ, press release, and signage at every campground. The 1-800 line and all individual campground numbers remain fully operational. Call-center staff scripted for the transition period. |
| Scope creep mid-implementation | Multi-site rollouts attract feature requests from every campground (“can it also do X?”). Each one is reasonable in isolation; together they slip the timeline. | Phase gates: Phase 1 scope is locked at signature; new feature requests are logged but deferred to Phase 2 or 3 unless they are go-live blockers. Lightweight change-request process documented up front. RoverPass commits to a public Phase 2 / Phase 3 roadmap published to Pat Harrison Waterway District HQ. |
The things a state agency has to confirm before signing — and how we meet them.
| Requirement | How we meet it |
|---|---|
| Data ownership | All reservation, customer, financial, and operational data is and remains the property of Pat Harrison Waterway District. Full data export available at any time in standard formats. Termination clause includes a no-cost data return. |
| Payment compliance | PCI DSS Level 1 via Stripe. No cardholder data ever touches Pat Harrison Waterway District or RoverPass servers; tokenized end-to-end. SAQ-A scope for Pat Harrison Waterway District. |
| Mississippi Public Records Act | Standard exports designed to satisfy public-records requests: reservation logs, revenue summaries, visitor counts, and audit trails available on demand. |
| State Auditor reporting | Revenue and refund ledgers reconcile to the cent. Annual export package formatted for the Office of the State Auditor's standard review. |
| Uptime & SLA | 99.9% monthly uptime target on the booking platform. Pat Harrison Waterway District gets a dedicated escalation channel with 1-hour business-hours / 4-hour after-hours target response, on top of RoverPass's standard support (Monday–Friday 9 AM–5 PM CT phone & ticketing, 24/7 AI-powered assistance, typical 24-hour response during high-volume periods). Quarterly SLA report delivered to Pat Harrison Waterway District HQ. |
| Data residency & hosting | Hosted on DigitalOcean infrastructure in US regions, with object storage on AWS S3 (US). Backed up daily with 30-day point-in-time recovery. Disaster recovery plan documented and reviewed annually. |
| Procurement vehicle | RoverPass can engage under direct Pat Harrison Waterway District board approval or through any applicable State of Mississippi technology procurement vehicle the District prefers. We'll route through whichever path is fastest for Pat Harrison Waterway District. |
| Insurance | Standard commercial coverage maintained, including cyber liability and E&O. Certificates of insurance naming Pat Harrison Waterway District available on request. |
Structured to put the risk on RoverPass, not Pat Harrison Waterway District.
Pat Harrison Waterway District pays $0 from operating funds. No software license. No per-campground fee. No implementation cost. No charge for the dashboards, the booking embed, or the forward-deployed team. The standard $3.50 booking fee is passed through to the camper as a clearly disclosed reservation fee (the typical model for state and public-sector operators), and card processing is the camper's transaction. RoverPass earns nothing from Pat Harrison Waterway District's appropriated budget — only from the guests who use the platform to book.
| Component | Cost to Pat Harrison Waterway District | Notes |
|---|---|---|
| Platform license (all 9 campgrounds) | $0 | No per-campground or per-user software fee. |
| Hosted booking pages (one per campground) | $0 | RoverPass-hosted, linked from phwd.net. Maintained by RoverPass. |
| Set-Up Fee (RoverPass platform) | WAIVED | Standard one-time platform setup fee. Waived for this engagement. |
| Interactive Map Design (one per campground) | WAIVED | Custom interactive map design + build for each of the 9 properties. Standard rate applies per property — waived for this engagement. |
| Implementation (all phases) | $0 | Forward-deployed Solution Engineer + Product Specialist included across Phase 1, 2, and 3. |
| Booking fee | $3.50 per reservation | Flat fee on every reservation made through the platform — online and in-person / phone bookings keyed in by staff. Passed to the guest as a clearly disclosed reservation fee, or absorbed by Pat Harrison Waterway District — District's choice. |
| Payment processing | 2.9% + $0.25 per transaction | Standard card-processing rate. No markup from RoverPass. |
| Mass SMS | $0.08 per SMS sent | Outbound SMS for confirmations, arrival reminders, severe-weather alerts, post-stay surveys, and marketing to opted-in guests. Usage-based; enable or disable at will. |
| CRS Minimum Monthly Fee | WAIVED | Standard $99/month-per-property minimum on combined transactional fees. Waived entirely if all nine Pat Harrison Waterway District campgrounds participate. If the scope is reduced below nine properties, $99/month applies per participating property (e.g., 5 properties = $495/month minimum). |
| Optional add-ons (see §3.5) | Per add-on | AI Front Desk Agent, website rebuild, chatbot, e-signature waiver, integrations suite, marketplace exposure, managed call center. Priced individually; none required. |
The $3.50 booking fee, 2.9% + $0.25 card processing rate, $0.08 mass-SMS rate, and $99 monthly-per-property minimum are RoverPass's standard published rates and apply uniformly to all customers. The waivers above (Set-Up Fee, Interactive Map Design, CRS Minimum) are specific to this Pat Harrison Waterway District engagement. Full contract terms below in §9.
The full legal and commercial framework — consolidated in one place for procurement review.
| Topic | Term |
|---|---|
| Initial term | One year, commencing on go-live for Phase 1 (Flint Creek). |
| Cancellation & renewal | Either party may cancel with 90 days written notice prior to expiration. Auto-renews in 90-day terms in perpetuity until cancelled or replaced by a new agreement. |
| Engagement-specific waivers | The Set-Up Fee waiver, Interactive Map Design waiver (×9 properties), and CRS $99/month-per-property minimum waiver hold for the duration of the initial term and any renewal, contingent on all nine Pat Harrison Waterway District campgrounds remaining in scope. |
| Billing cadence | Monthly billing on the same day each month based on subscription start date. Transactional fees ($3.50 booking, 2.9% + $0.25 processing) billed monthly in arrears. Usage-based products (Mass SMS, e-signature, etc.) billed per use. |
| Payment method | Payments due on receipt and charged to the card on file. If a card cannot be processed, balances are withheld from reservation payouts. |
| Refunds & late fees | All fees are non-refundable. Balances unpaid for 30 days past due accrue a 1.5% monthly late fee. |
| Annual reservation review | At the one-year mark, RoverPass reviews reservation volume processed. Standard minimums apply going forward only if the engagement has dropped below nine participating properties at that point. |
| Pricing changes | RoverPass may modify services or standard pricing upon notice. Engagement-specific waivers (above) hold through the initial term regardless. |
| Pat Harrison Waterway District obligations | Provide complete park information (rates, sites, inventory, amenities, policies, current and future availability); provide billing & business information including a signed W-9; complete the initial onboarding call; maintain a valid payment method on file. |
| Data ownership & exit | All reservation, customer, financial, and operational data remains the property of Pat Harrison Waterway District. Full export available on demand in standard formats. No-cost data return at contract termination. |
| Governing terms | Subject to RoverPass's Terms of Service at roverpass.com/terms-and-policies. This Service Agreement prevails in the event of conflict with the standard Terms of Service. |
Short version: we built this for exactly this customer.
A small number of decisions, in a defined order.