The vendor is required to provide from qualified companies for a recreation management software solution which meets the needs of the department and is capable of expansion to meet further needs.
- This includes the design, install, support, and maintenance of a solution that meets department requirements detailed in this section.
- Solutions shall be intuitive and easy to learn and use by both staff users and public users.
- Background information
1. Pricing structure
• Department is interested in proposers providing subscription based and transaction-based pricing, when possible, for comparison. if proposer only operates one pricing structure, then that will be accepted.
2. Integration
• The solution shall provide information on integration capability with the city of accounting and financial software, work-day
3. Current system statistics
• Customer accounts: 50,000 (however this would need to be scrubbed for duplications and includes parent and child accounts.)
• Active department users: 105
• Of retired or archived department users: 350
• Of annual accounts receivable transactions (calendar 2023): 5,500
- General requirements:
1. Online access
• It is the goal of department to provide access to recreation services through a web-based platform with secure online registration and payment.
• The solution shall provide a single access point for the public to manage their recreation services and shall include all modules that are chosen.
• It shall be compatible with multiple browsers (chrome, edge, Firefox, etc.).
2. Mobile interface
• The solution shall provide an easy-to-use mobile interface for public users to view and manage profiles, schedules and registrations, register, process payments, and make changes to registered activities and programs.
3. Single sign-on access
• It is required that department staff’s access to the solution follow single sign-on (SSO) protocols that are authenticated through the city’s IT infrastructure.
4. User management
• The solution needs to allow for 105 active department users, be able to deactivate users in real-time, be able to manage seasonal users, manage and customize permissions (security roles) for role-based access control and archive non-active or retired users (roughly 350 archived users).
• The preferred solution provides a time-stamped history of user logins
5. Financial management
• All transactions for recreation services will be managed within the solution.
• This includes management of a point-of-sale interface, registrations with fees, receipt management, general ledger accounts, accounts receivable, refunds, credits, scholarship funds and manage tax exemptions by profile.
• Must be able to accept split payment types (i.e., credit cards, cash, checks, and scholarship).
• It is preferred that the solution include a financial dashboard for quick views on daily sales and revenues, outstanding receipts, chargebacks and other pertinent financial summaries.
• The solution must be able to split a transaction to multiple gl accounts.
6. Accessibility
• The solution shall meet all accessibility standards for web-based systems and follow the web content accessibility guidelines website
7. Reporting
• The solution shall have robust pre-designed reporting and be able to easily create queries and ad-hoc reports.
• Reports include but are not limited to:
o Detailed financials;
o Facility reservations;
o Program registrations;
o Program attendance;
o League and team rosters, schedules and standings.
• Proposal shall include examples of pre-designed reports (include the standard daily close report) and a sample of fields available for ad-hoc queries
8. Support
• The solution shall provide ongoing, 24x7 support and maintenance.
• Proposer shall be the licensor of the proposed system software and provide maintenance and support.
• Proposer must provide other components or equipment and supporting products and services either directly or through subcontractors.
• Proposer shall provide average outage times for the previous three years.
• The contract shall include required upgrades at no additional cost to department.
• A dedicated representative shall be assigned to department from the vendor to be a sole point of contact.
• Monthly catch-up meetings shall be included.
9. Implementation
a. Data cleanup
• Proposal shall include a data clean-up plan for existing data. (This may be an optional add-on.)
b. Data migration
• Proposal shall include a data migration plan with timeline. proposal shall include a plan for legacy data, for historical reporting.
c. System acceptance testing
• Proposer shall provide a full acceptance plan prior to implementation.
• Contractor and the city will agree upon an acceptance test that shall identify tests required to validate that the solution meets all requirements of the contract.
• This shall include a stability period post implementation of at minimum two weeks.
• Prefer to have a post implementation team for a period of no less than 6 weeks.
- Required features
1. Activity and program/league registrations and management
• Ease of creation for adding activities/programs/leagues;
• Duplicate existing activities and programs;
• Ability to have single date or multi-date options;
• Set fields in forms as optional or required;
• Create custom question fields (school or grade, shirt/uniform size, etc.);
• Ease for searching by keyword, date, location, recommended age, etc.;
• Schedule registration go live dates for both resident and nonresident;
• Ability for organization/group profiles to register for an activity/program/league;
• Assign registrants to location, class, team, etc.;
• Manage class and team capacities;
• Provide and sign waivers (health/photo/ etc.) and permission slips;
• Upload required documents for registrations by both staff user and public user;
• Ability to hold registrations for clearance and placement prior to acceptance and/or payments;
• Waitlist;
• Reserve registration spots for scholarship;
• Ability to attach class syllabus, weekly schedules of activities, team rosters, etc.;
• Ability for public user to download class syllabus, weekly schedules, program documents, etc.;
• Create rosters (must include: registrant name, emergency contact information, medical alerts);
• Generate sign in and sign out sheets (must include authorized adults for pick up);
• Attendance recording in the activity and program.
• Ability to do one-time or recurring payments (for afterschool must be able to choose weekly, monthly or semester payments);
• Ability to apply various discounts;
• Email confirmation and/or receipt.
2. Event ticket sales
• Ease of creation for events;
• Duplicate existing events;
• Ability to set ticket prices and ticket packages (including multiday or multi weekend);
• Ability to set prices for or selections for multiple activities within one program;
• Allow sales in-person (pos) and online;
• Track sales and refund requests;
• Tickets shall be provided as tickets by email receipt;
• Note: we will not be requesting ticket-printing capabilities.
3. Facility/field rentals and reservations
• Ability to have multiple locations and types (ex. room, building, field, pavilion, etc.)
• Ability to group locations and types in one rental or reservation;
• Ability to add a-la-carte items to a rental or reservation (ex: a/v equipment, podium, etc.);
- Availability calendar by location, type or date with full search functionality and ability to add blackout dates;
• Calendar can be color coded for location or type;
• Ability to link program/activity to facility to show unavailable for rental or reservation;
• Generate rental quotes;
• Convert quotes to rental contracts and generate invoices;
• Generate reservation agreements;
• Ability to attach rental or reservation rules for signature;
• Ability to upload required documents to rental or reservation (i.e., certificate of insurance, approved special event permit from the city, etc.)
• Ability to manage refundable and non-refundable deposits;
• Customizable email confirmation and/or receipt;
4. Point of sale
• Must be able to work with cash drawers, that change by shifts;
• Must come with all pos equipment required for the system (i.e., touch screen monitors, credit card merchant machines, bar code readers, receipt printers), and work with automatic cash drawers;
• Must be able to track inventory;
• Ability to have custom data gathering at beginning of pos transaction (i/e. zip code data).
5. Membership and annual passes
• Department uses membership and annual passes for aquatics and the wellness center, and annual parking passes at one park location.
• Ability to assign program specific numbers to passes;
• Memberships can be monthly, quarterly, seasonal, or annual;
• Ability to assign member types (i.e. family, child, adult, senior, etc.);
• Ability for profiles to have multiple member or annual passes concurrently, (ex. pool pass and wellness center pass);
• Ability to pull reports for renewal reminders;
• Capable of producing membership cards or annual passes, with scannable barcodes;
• Provide all equipment needed for printing or producing membership cards or annual passes.
6. Fee assistance and scholarships
• Ability to set up multiple fee assistance programs;
• Ability to assign a fee assistance program to an activity/program/league/event and set limits to number allowed;
• Ability to assign variable limits to customer profiles for scholarships (ex. xx customer can use up to $xx from xx date to xx date);
• Tracking and reporting of available fee assistance or scholarship dollars with expiration dates by type or by customer profile;
• Ability to apply funds accepted through donations into a
scholarship fund;
• Ability to apply scholarship fund dollars to activity/program/league/event/membership or passes on behalf of a customer.
7. Communications and marketing
- Email or text activity and registrant reminders, important information and survey links;
• Email public users regarding upcoming opportunities;
• Opt-out option for email, text and calls separately;
• Have the ability to generate QR codes.
• Preferred features
1. Activity, program and league registrations
• Activity and program dashboard;
• Provide ability for electronic sign in and sign out, either by mobile app or kiosk
2. Event ticket sales and management
• Scan tickets at events using mobile app;
• Track on-site attendance through ticket redemption for safety requirements and reporting;
• Ability to register for camping, booths at events, etc. and note size needs (i.e., camp site type, or booth size).  3. Donation tracking
• Ability to set up users as donors;
• Ability to enter donation amounts as a record (not as a financial transaction);
• Ability to apply funds accepted through donations into a scholarship fund;
• Ability to code donations by campaigns;
• Ability to pull reports on donation campaign goals.
4. Volunteer management
• Ability to assign volunteer status to user profiles;
• Ability for organizations and group profiles to sign up to volunteer for different activities, programs and leagues (i.e., a group to sign up to work a booth at an event);
• Ability to track volunteer assignments;0
• Ability to track and report on volunteer hours by month, quarter, annual and program, activity, league and event;
• Ability to pull reports on donation campaign goals.
• Provide ability for electronic sign in/sign out, either by mobile app or kiosk.
5. Post implementation considerations
• Proposal shall include pricing and features for modules that could be added on later.
- Contract Period/Term: 1 year
- Pre-Proposal Meeting Date: April 15, 2025
- Questions/Inquires Deadline: April 22, 2025