Recreation Registration and Booking Software

The Vendor is required to provide a proven Recreation Registration and Booking Software that is a Commercially Available Off-The-Shelf (“COTS”) Software as a Service (“SaaS”) solution, hosted in the cloud.
- The Solution will be used by the city’s recreation and culture services department to process program registrations, membership enrollments, issue facility rental permits, manage customers, and offer a robust reporting suite.
- The Solution shall be a Software as a Service (“SaaS”) solution fully hosted by the Supplier including all data storage and traffic needs, and all related security, support, and maintenance.
- The Solution must be accessible through all Commonly Used Devices (including but not limited to; computers, tablets, and smartphones), while utilizing all Commonly Available Browser Interfaces (including but not limited to; Microsoft Edge, Google Chrome, Apple Safari, and Firefox), without requiring the installation of any additional clients, plug-ins, or add-ons.
- The Solution shall be mobile friendly and be able to be viewed with a full and consistent experience across all common mobile devices (including iOS and Android) without limitation, including all accessibility features and settings.
- The hosting component of the Solution must have a full business continuity and disaster recovery plan in place, which includes regularly scheduled backups to prevent the loss of City data, and the ability to retain and restore data from backups as part of the restoration of services.
- The Solution shall provide the City with a means to extract data in order to provide data into the City's analytics solution (Microsoft PowerBI / Fabric).
- The Solution shall include the ability to utilize Single Sign-On through integration with Microsoft’s Azure Active Directory
- The Solution shall integrate with the City’s financial solution (SAP) for financial exporting and refund and cheque processing.
- The Solution shall support Application Programming Interface (API)/Web Services to allow for integration between the Solution and other applications.
- The Solution shall include a full Point of Sale (“POS”) system, including hardware integration, payment processing, and all necessary merchant services
- The Solution must be able to manage partial payments, split payments, deposits, refunds, and account adjustment.
- The Solution must be able to administrate and track daily cash and float-handling, including opening and closing balances.
- The Solution must be able to provide daily reports for POS, including but not limited to, cash balancing, sales reports by product and by sales category.
- The Solution must be able to customize POS layouts on a site-by-site basis in order to support the operational needs and sales requirements at each facility.
- The Solution must be able to sell and redeem gift cards.
- The Solution must be able to collect and gather supplemental information from customers at the time of sale through a series of prompts or questions, specifically on the receipt for the entire sale and for each individual product, as required.
- The Solution must be able to manage and administer the rental of facility spaces and equipment through calendar tools that draw data from the Activity Registration module and provides booking staff real-time availability of facilities/equipment.
- The Solution must promote rental availability, let customers see which facilities are available to rent and allow them to book directly online.
- The Solution must let staff review and approve some rental applications before booking, due to insurance or operational needs. It should also allow certain rental spaces to be booked instantly without staff involvement. The City must also be able to choose which facility rental requests require review and which don’t, based on event or facility type.
- The Solution must be able to manage the promotion, booking, and rental process in person and online.
- The Solution must enable facilities to be subdivided to rent for facility rentals and for programming (i.e., parent/child facilities, half gyms, individual pool lanes, etc.), including the management of lockers and dressing rooms.
- The Solution must allow each facility to be defined and bound by its individual operating hours.
- The Solution must be capable of processing facility rentals with batch functions such as repeat bookings, concurrent bookings, and rollover of bookings.
- The Solution must be capable of managing facility inventory (chairs, tables, etc.) including the reservation of these items.
- The Solution must include invoicing and payment options including EFT and payment plans.
- The Solution must have the ability for City staff to add waivers to activity registrations, membership sales, and facility rentals that customers agree to at the time they complete a permit, enrollment, or transaction. Waivers must also be able to be configured as mandatory or optional.
- The Solution must allow customers to digitally sign waivers and must also store signed waivers. This includes a means of collecting electronic signatures at the front desk, such as using an integrated solution like a digital signature pad that updates the customer record in-application
- The Solution must be able to provide a report of outstanding unsigned waivers and a method for staff and customers to complete waivers after the time of transaction for transactions that are not completed in person. For example, over the phone transactions and facility rental permits that were signed online.
- The Solution must be able to schedule programs, facilities and instructors with complete integration with the facility reservation / permitting features to prevent booking conflicts.

- Contract Period/Term: 5 years
- Pre-Proposal Date: November 27, 2025
- Questions/Inquires Deadline: December 04, 2025