Web Based Recreation Management System

The Vendor is required to provide a web-based recreation management application system that will enable university to manage the following functions:
•    Memberships (Facility and Program)
•    Member Communication
•    Accounting
•    Registrations (Programs, Services, and Courses respectively)
•    Facility Reservations
•    Locker Rentals
•    Towel Services
•    Point-of-Sale
•    Equipment Check-out / Rental
•    Program marketing, registration, and reservation via smartphone app.
- The system should also increase the efficiency and improve the quality of the services provided to members at the various customer service desks within the agency.
- The system should improve member satisfaction by allowing members the option of using their smartphone as their form of membership ID/verification for entry into the facility. 
- The system should also allow administrators to run a wide array of reports, including, but not limited to, the following report themes: Accounting, equipment checkouts, facility access and usage (by individuals, and membership groups), facility scheduling, locker rentals, memberships, products sold, programs, sales reports, security, and statistics.
- Once implemented, the system will serve the following functions: management, accounting, and record-keeping for all membership sales, locker rentals, towel rental services, equipment rentals and check-outs, program and course registrations, and facility scheduling/reservations.
- The system will also provide point-of-sale capability, turnstile access control for individual members and groups of members - as determined by their membership status - through either Magstripe card readers capable of reading Atrium One-Card system cards – or – through a member’s smartphone application.
- The system should also allow registered members to perform the following functions through an online member web-portal: Renew and pay for memberships, view, register and pay for programs, courses, and services, and view facility availability and request facility reservations. 
- The system should provide agency the ability to market programs and services, and display program schedules, facility hours of operation, and push messages to members via an Android and iOS compatible smartphone app. 
- Members should be able to use this app to register for classes.
- User permissions and access to various system functions should be role-based, with users allowed in multiple roles. Role-based permissions govern each user’s rights to add, edit, and view information within the system. There should be the capability to accommodate tiered access based on roles.
- The System should be capable of generating a wide range of reports with user-defined parameters for data based on the following report themes: accounting, equipment checkouts, facility access and usage (by individuals and membership groups), facility scheduling, locker rentals, memberships, products sold, programs, sales reports, security, and statistics.
- The system should have the ability to create custom fields by select users and system administrators
- Capability to isolate monitoring/reporting by multiple factors for individualized monitoring as well as aggregating and summarizing monitoring activities.
- The system should use a tiered structure that allows authorized users to access data and reports for analysis, make changes to system settings, customize and configure application menus, add/delete users, create/delete user groups, and create, edit, and delete membership records.
- Web-based member portal allowing registered members to renew memberships, extend locker rental periods, register for programs and services, request facility reservations, and pay for these products and services via a PCI compliant, nelnet-based credit card processing system.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: December 10, 2025