League Management Platform

The Vendor is required to provide a hosted, cloud-based league management platform for administration of athletic programs, leagues, tournaments, participant registration, scheduling, communications, and integrated payment processing, including licensing, hosting, maintenance, and technical support.
- Provide a secure, user-friendly, and fully supported system that enables the County and its stakeholders—including parents, coaches, and team managers — to register, communicate, schedule, process payments, and manage all aspects of sports program operations.
- The platform must:
• Be accessible via modern web browsers and mobile-responsive interfaces.
• Require no software installation or local hosting by the County.
• Support secure, role-based access for County administrators, staff, and members of the public.
• Provide continuous operational reliability and meet all requirements
- Must provide a turnkey web-based platform, including hosting, licensing, maintenance, updates, support, and all associated services necessary to ensure continuous system availability and reliable operation.
- System Access and Licensing
• Provide secure access to the platform for all authorized County personnel and program participants.
• Issue and manage unique user identities for each individual user.
• Provide licensing that allows County use of the platform but prohibits unauthorized modification, redistribution, or reverse engineering of proprietary system components.
• Support administrative capabilities for account creation, suspension, access control, audit logs, and enforcement of system policies.
- Participant Registration & Program Management
• The system must enable online registration for individuals and teams; collect forms, waivers, consents, demographic information, and documentation; configure fees, discounts, age brackets, and eligibility requirements; manage waitlists, capacity limits, and automatic notifications including required privacy notices and consent acknowledgments.
• The system must ensure all collected data is stored, transmitted and processed in accordance with applicable data security and privacy requirement including encryption in transit and at rest.
• The platform must enable registration and financial data to be exported to other applications such as Microsoft Excel and Adobe PDF.
• The platform must enable a publicly available website that facilitates registration payments and allows for content to be published.
- Communication Tools
• The platform must include integrated communication capabilities that allow administrators and coaches to send bulk and targeted email and SMS messages, deliver automated reminders for events, registration deadlines, and schedule changes, and communicate with parents and teams from within the platform.
• These communication features must incorporate role-based access controls to ensure that users can only view, initiate, and manage communications that align with their assigned roles and permissions.
• The platform must restrict access to contact information, message distribution lists, and communication history based on user roles, and must allow administrators to configure, modify, and audit these permissions.
• The platform must support role-based access controls to ensure that only authorized users may view, edit, or export participant information.
- Scheduling & Team Administration
• must provide tools to create and publish game, practice, and event schedules; automated functionalities to build and manage rosters, team assignments, and coach assignments; display schedules and roster information to authorized users; support automated updates and mobile-accessible calendars.
- Payment Processing
• The platform must include fully integrated, secure payment processing services that comply with all applicable Payment Card Industry Data Security Standard (PCI DSS) requirements.
• The platform must accept major credit and debit cards and other supported payment methods.
• The Contractor must process all registration, event, and program-related payments through the platform using encrypted, PCI-compliant transaction methods and ensure that the County does not store, transmit, or process raw cardholder data.
• The Contractor must collect and hold funds in accordance with applicable laws and industry security standards, until remitted to the County via ACH; deduct applicable vendor fees, taxes, or governmental charges before remittance.
• The platform must provide the County with full, auditable reporting of all charges, payments, refunds, and chargebacks.
• The platform must also allow authorized County personnel to issue full or partial refunds directly within the platform without exposing cardholder data.
- Must notify the County of any chargeback or disputed transaction; facilitate communication between the County and the end user involved in the dispute; debit applicable chargeback or dispute fees from County reimbursements; support County efforts to challenge or resolve disputes.
- Must provide tools to correct or manage imported data, while the County retains responsibility for accuracy of data provided for import.
- Must notify the County of any actual or suspected security incident or data breach and cooperate fully in all investigative, remedial, and reporting activities.