Recreation Management Software

The vendor is required to provide recreation management software (RMS) that will support program registration, facility rentals, and transactions processed at the center.
- The solution must be intuitive and easy to use for both staff and clients. 
- The solution can integrate with the following municipal software systems:
•    Cattails (accounting) 
•    City wide (asset mgmt.) 
•    Civic center and civic plus (website, communications) 
•    The municipality requires API access for the purposes of displaying facility mgmt. schedules on existing digital screens, coordinated through a third party.
- RMS can support the following services, at minimum:
•    Activity registrations like courses and classes, programs offered, custom sessions and events, and drop-in admission for members and non-members 
•    Facility amenity registrations for different amenities, including registrations made under joint use agreements, and equipment reservations for events 
•    Membership management and account management, with unused “punches” from active punch cards on the current system being transferred to the new RMS 
•    An integrated and customizable point of sale program, with all transactions complying with PCI 
•    Ability to support multiple forms of tendering payment, like cash, credit and debt, gift cards, and cheque. 
•    Gift cards purchased on the current software system must be transferrable to the new RMS solution and this is to be coordinated and ensured by the successful proponent as part of their project management duties. 
•    Support municipal accounting, auditing, and year end with multiple general ledger (GL) support and integration; the municipality is also transferring to cattails, and proponents must speak to their ability to integrate with this software
o    Reports generated from the new RMS should be feasible for download in both pdf and excel formats
•    Support communications with clients, including online registrations and purchases; if pricing for online program registration differs from what it would be at the counter in the rec center, proponents must include this in their pricing table. 
•    Self-serve options for customers to reduce the demand on staff
o    Online registrations must not include an additional processing fee imposed by the RMS. 
o    If this is not possible, then in any event of a refund required by a client that paid a separate, additional RMS-specific fee, such fee should also be eligible for refund.
•    Support, training, secure data storage with encryption, a disaster recovery plan and regularly communicated maintenance schedule 
•    Ability to generate reports supporting data collection on users, revenues, etc. for council reporting purposes and downloadable in formats of pdf and excel 
•    Proponents should also speak to key challenges anticipated for this project and their mitigation strategies.
- Communications and municipal socials:
•    Allowing residents to submit questions or inquiries online that generate a ticket;
•    Safely storing customer and prospect data;
•    Provide standardized workflows and processes associated with facility maintenance, complaint resolution, and customer support;
•    Provide customer analytics with customizable dashboards, documents, templates and reports;
- Bookings:
•    Side by side facility viewing capabilities;
•    Online availability viewing;
•    Facility booking, scheduling and allocation;
•    Block bookings;
•    Reoccurring bookings; with a copy paste feature that makes it simple to do a continuous or block booking;
•    Contract management;
•    Deposit management;
•    Capacity management;
•    Dependent facility management (i.e., banquet hall booked - kitchen now unavailable);
•    Maintenance management (which would include regular scheduled maintenance as well as set-up, take-down times, rink flooding, etc.);
•    The ability to generate additional documentation to users based on their booking needs (waivers, insurance requirements and questionnaires, protocols, etc.);
•    Rental management and other equipment add-ons (such as tables, chairs, linens, etc.) and should include inventory control;
•    The ability to auto-generate invoices which could be viewed by customers;
•    The ability to apply appropriate rates and requirements for identifiers such as age, nonprime and prime times and residential status, and commercial and nonprofit rates or any other rates as determined in the municipal bylaw;
•    Different levels of authority and access rights such as administrator, user, guest user, read only.
•    An audit trail: a chronological record that provides documentary evidence of the sequence of activities that have affected at any time a specific operation, procedure, or event.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 10, 2025