Recreation Management Software

The Vendor is required to provide recreation management software (solution) to manage its recreation-related transactions, activities, and reporting, including, but not limited to, class registrations, memberships, facility and park rentals, and point-of-sale transactions.
- Solution is expected to have been successfully implemented and in use with other public sector entities and should provide an attractive, contemporary, robust, and user-friendly means for the public to access and the city to manage its recreation and community services
- Solution Requirements:
•The Solution shall be fully vendor hosted, cloud-based, and browser-agnostic, and must operate efficiently on currently supported browsers, including, but not limited to, Microsoft Edge, Apple Safari, and Google Chrome at a minimum.
•Solution must include the following:
•Childcare Management
•Customer Communication System- direct email, direct mail, text
•Facility Reservations
•League Scheduling
•Memberships
•Intuitive entry procedures that include class and session cloning functionality
•Remote Activity Registration with Payment Processing
•Online Activity Registration
•Onsite Activity Registration
•Payment Processing, including payment plans
•Point of Sale
•Reporting:
ooff the shelf standard reports
ocustom reports
oscheduling and auto-delivery of reports
•Scholarship Accounting
•Marketing incentive options, i.e. coupon codes
•Custom questions on transactions
•Test environment (in addition to production)
- Solution must include a public-facing interface that includes, but is not be limited to, the following:
•Attractive interface, customizable to City’s existing branding
•Phone, tablet, laptop-friendly, cross-platform interface
•Easy navigation with variety of search options for customers
•Easy self-setup accounts for customers
•Staff verification required prior to activation of resident accounts
•No vendor or third-party advertising or upselling to City customers
•Clear procedure for disputed charges that provides timely notification to the City in writing and fair consideration of City documentation before a chargeback is issued
•Transaction “time remaining” notice to customers
•Calendar
- It is highly desired that the Solution also include the following:
•Asset Management
•Donation/Sponsorship Management
•Event Ticketing Software
•Locker Rentals
•Notifications
oAutomatically notify a designated user of changes to class enrollment, rental, etc.
oauto-reminders
•Volunteer Management
•Waitlist Management
•Capability for contracted instructors to access Solution to access class rosters, and potentially upload course curricula, class materials, etc.
•ISO/IEC27001 Certification/Compliance
- Integration and Security Requirements:
•Tyler ERP (Required)
•JP Morgan Payment tech for online and over-the-counter (retail) payment processing
•(Required)
•Civic Plus (Desired)
•Adobe Creative Suite (Required)
•Microsoft (Desired)
•Hootsuite or Meta (Desired)
•Software as a Service (SAAS) model (Required)
•Exclusive U.S. Data Residency (Required)
- All professional services as required to ensure a successful implementation, ongoing system maintenance and support, and continual system improvements.
- Professional services shall include, but not be limited to, the following:
•Project Management
•Business Analysis, Requirements Documentation, and Planning
•Software implementation, development, and configuration
•Reports/Forms Design and Development
•GIS Setup
•Integration
•Staff onboarding, training, and knowledge transfer
•Go-Live Preparation and Transition
•Post-Go-Live Support
•Unlimited, On-Demand Refresher Courses and/or Training Videos

- Contract Period/Term: 3 years