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 — plus a rebuilt district website, already live in preview — 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. We start with a Flint Creek pilot, prove the model, then expand in two further phases to the remaining eight campgrounds.
Since our last conversation, we also went ahead and did something unusual: we rebuilt the District's public website — all nine parks, current rates, park pages, events, and closure alerts — and it is live for you to preview today (§3.5). Not a mockup or a wireframe: a working site built from the District's published information, ready to finish together and launch alongside the Flint Creek pilot. It is the clearest way we know to show how this engagement will run.
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 today, and from the new district website (§3.5) once it launches.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 District's public website is where every camping trip starts — and it is the part of this engagement we can show rather than describe, because we have already built it. Working from Pat Harrison Waterway District's published information, RoverPass rebuilt the full district web presence: a home page, a park finder, and a complete page for each of the nine parks with current rates, amenities, rules, maps, and phone numbers — plus district-wide events, closure alerts, an FAQ, and site search.
| Component | What it includes |
|---|---|
| Home & park finder | District home page with featured parks, active alerts, and upcoming events; a park finder that lets visitors filter all nine parks by what they want to do — camping, cabins, water-skiing, horse trails, primitive sites, day use. |
| Nine park pages | A complete page per property: current rate tables (camping, cabins & lodging, day use & boating, annual passes), amenities, park rules and activity policies, hours and seasons, an interactive location map, photo gallery, accessibility information, and phone numbers — with “Reserve” buttons wired into the booking flow in §3.1. |
| Campground detail pages | Individual pages for named campground loops within a park where useful (e.g., Flint Creek's Mohawk, Kahaka, and Seneca campgrounds), each with its own description, site types, and booking mode. |
| Events & alerts | District-wide events calendar (July 4 fireworks, Haunted Forest, and anything staff add) with recurring-event support, plus alert banners — site-wide or per-park — for closures, lake conditions, and weather. The Archusa lake-conditions notice is already live in the preview. |
| Supporting pages | Activities guide, FAQ, news & announcements, contact and about-the-District pages, accessibility statement, and privacy page. |
| Site-wide search | Instant search across every page — a visitor can type “cabin rates Maynor” and land on the right page. |
/admin address — District staff update rates, post alerts, add events, and swap photos in minutes. No vendor ticket, no HTML.phwd.net URLs plus a documented cutover plan for the current Google Sites pages.phwd.net cutoverThe District owns it. All site content is Pat Harrison Waterway District's property. If the engagement ever ends, RoverPass hands over a complete export of the site and its content at no cost, and the District may rehost it anywhere — the same data-ownership posture as §7.
Pricing is deliberately simple: the custom design and build fee is waived for this engagement, and the District pays a flat monthly rate for hosting, the content editor, and ongoing support (§8). No project invoice, no change-order economics. Content finalization (photography, per-park details, policy text) runs alongside Phase 1, with the new site going live in the same window as the Flint Creek public launch (§4–5).
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 |
| 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. The new district website (§3.5) finalizes content in parallel and goes live in the same window.
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 — Sep 2026 → May 2027 · 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.
For the reservation platform, 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.
The one recurring charge in this proposal is the district website (§3.5): the custom design and build are waived, and hosting, the content editor, and ongoing support run at a flat monthly rate — with a district-wide bundle rate contingent on all nine properties participating.
| 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). |
| District website — custom design & build (§3.5) | WAIVED | Complete rebuild of the District's public web presence — all nine parks, events, alerts, staff content editor. Already built and live in preview. Standard custom build fee waived for this engagement. |
| District website — hosting, content editor & support | $199 / month district-wide | Flat monthly rate covering hosting, the staff content editor, automated publish checks, and ongoing support for the full nine-park site. Standard rate is $65/property/month ($585); the $199 district bundle rate is contingent on all nine properties participating. Month-to-month with the same cancellation terms as §9. |
| Optional add-ons (see §3.6) | Per add-on | AI Front Desk Agent, 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, $99 monthly-per-property minimum, and $65/property/month website rate are RoverPass's standard published rates and apply uniformly to all customers. The waivers above (Set-Up Fee, Interactive Map Design, CRS Minimum, Website Design & Build) and the $199 website bundle rate 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), CRS $99/month-per-property minimum waiver, Website Design & Build waiver, and $199/month website bundle rate 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. |
| District website | Website service (§3.5) bills monthly alongside the platform. All site content is the property of Pat Harrison Waterway District. On termination, RoverPass delivers a complete export of the site and its content at no cost, and the District may rehost it with any provider. |
| Governing terms | Subject to RoverPass's published Terms of Service and Privacy Policy, incorporated by reference in §12. 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.
The governing legal documents for this engagement, incorporated by reference, plus the engagement-level legal terms.
The following RoverPass policies are incorporated into this proposal by reference and form part of the agreement upon acceptance:
| Document | Location |
|---|---|
| Terms of Service | software.roverpass.com/terms-and-policies/terms-of-services |
| Privacy Policy | software.roverpass.com/terms-and-policies/privacy-policy |
| Sales Policy | software.roverpass.com/terms-and-policies/sales-policy |
| All policies (index) | software.roverpass.com/terms-and-policies |
In the event of any conflict among the governing documents, the order of precedence is: (1) the executed Service Agreement / engagement letter, (2) this proposal including the contract terms in §9 and the engagement-specific waivers, (3) RoverPass's standard Terms of Service and policies above.
RoverPass's standard Terms of Service specify Texas governing law, Travis County venue, and binding arbitration. RoverPass acknowledges that, as a Mississippi state agency, Pat Harrison Waterway District may be unable to accept out-of-state governing law, venue, or binding arbitration. For this engagement, RoverPass will accommodate Mississippi governing law and venue, and waiver of binding arbitration, in the executed Service Agreement as required by Mississippi law and the District's procurement requirements.
| Topic | Term |
|---|---|
| Independent contractor | RoverPass is an independent contractor. Nothing in this proposal creates a partnership, joint venture, or employment relationship between RoverPass and Pat Harrison Waterway District. |
| Insurance | RoverPass maintains commercial general liability, cyber liability, and errors & omissions coverage. Certificates of insurance naming Pat Harrison Waterway District as certificate holder provided prior to kickoff. |
| Force majeure | Neither party is liable for delay or failure to perform caused by events beyond its reasonable control (natural disaster, severe weather, utility or network outage, governmental action), provided the affected party gives prompt notice and resumes performance as soon as practicable. |
| Assignment | Neither party may assign this agreement without the other party's written consent, except to a successor in connection with a merger or sale of substantially all assets. |
| Notices | Formal notices in writing to the signatory contacts in §13, with email sufficient for operational matters. |
| Electronic signatures | This proposal may be executed electronically and in counterparts. Electronic and PDF signatures are valid and binding under the federal E-SIGN Act and the Uniform Electronic Transactions Act as adopted in Mississippi (Miss. Code Ann. § 75-12-1 et seq.). |
| Entire agreement | This proposal, the documents incorporated in §12.1, and the executed Service Agreement constitute the entire agreement and supersede prior discussions. Amendments must be in writing and signed by both parties. |
Signing below accepts this proposal and authorizes RoverPass to begin Phase 1 scoping.
By signing, Pat Harrison Waterway District accepts this proposal — including the pricing in §8, the contract terms in §9, and the legal terms and incorporated documents in §12 — and authorizes RoverPass to proceed with the next steps in §11. The parties will memorialize these terms in a short-form Service Agreement; until then, this signed proposal governs. Each signatory represents that they are authorized to bind their respective party.
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Execute by hand on the printed PDF, or electronically per §12.5. Return the signed copy to ravi@roverpass.com. Signed counterparts delivered by PDF are originals.