The vendor is required to provide a comprehensive, web-based recreation management software system to meet the current and future business needs of the parks department.
- Parks currently uses rectrac software for the following functions:
• General registration
• Facility bookings
• Court bookings
• Memberships
• Pos for concessions
• Rental reservations for campgrounds and garden plots
• Online registrations
- The system will be a gateway used by staff and the public to provide recreation services including:
• Account/membership management
• Activity/course registration
• Facility reservations
• League management
• Marketing/communication
• Instructor management
• Ticketing
• Point of sale
• Robust reporting capabilities
• Financial accounting
• Payment processing compliance
- Software system should be up to date with changing technological trends and cybersecurity protocols.
- Cloud based system with a company who can host our server (required)
- Software has a mobile module so we are able to take registrations or sell pos items in remote locations
- Automated system for password and log in retrieval and update
- Ability to easily register or book securely in person and online through a cloud base web portal accessible through a computer, tablet, mobile phone and/or mobile phone app.
- Any changes in the system are live and viewable both internally and online
- Ability to author and review content before displaying it to the public
- Ability to talk with the city’s finance software spring brook to be able to do a interface
- User-friendly search function
- Ability to register for activities, book facilities or rental items, purchases day passes, view past transactions all from one screen in customer account
- Ability to have address information for each of the parks, fields, and facilities.
- Also have the ability to add extra detail of each location such as floor plans, pictures and layouts.
- Ability to upload required documents (one or many) as it pertains to the recreation and parks activity by staff member and/or customer.
- Waitlist functionality, displaying the waitlist functional to the public optional or have the ability to turn on depending on the program, class and or facility.
- Ability to automatically send out emails and SMS messages to targeted groups
- Easy to use email functionality
- Ability to update transactions (date, pay type, drawer number, user)
- Ability to do payment reversal
- User alerts
- Master calendar besides facility sub calendar
- Ability to dump raw data from the system to an excel file and have canned and custom reporting capabilities.
- Ability to restrict by user profile access to certain information.
- Integrate with epact or campdoc.
- Account/household management:
• Ability to manage an individual, family, or organization's past and present facility rentals, activity registrations, memberships, payments, and all other participation data.
• ability for customers to apply for a new household online and modify household members and Information through an online account.
• Ability to suspend member accounts for any reason, including past due balances, address verification, or other participation violations.
• Ability to display custom messages regarding account information with options to display internal only, public or both.
• Ability for accounts to be personal, business or organizations and can set up custom classifications
• Ability to have more than one contact email address associated with an account.
• Ability for customers to communicate directly with appropriate staff using registration information.
• Ability to display household credits and manage the credits.
• Ability to inactivate a household or member within a household
- Membership management:
• Ability to create and customize a variety of memberships and passes.
• Sell or renew memberships and passes in-person or online.
• Scan members in and out of facilities or classes.
• Renew active/silver sneakers.
• Alarm noises when a member checks in and when a bad check-in happens.
• Tickler/notes section for households must appear when the member checks in.
• Ability to take photos for memberships
- Activity/course registration:
• Ability to ask questions when signing up for programs/events
• Ability to reserve facilities while creating programs
• Ability to attach waivers during the registration process for certain activities/events
• Waitlist for programs
• Activity set-up that allows for a main category with subsets (i.e. youth classes with subsets of arts and culture, sports and personal fitness).
• Registrations to be linked to other classes or restrictions, such as age, that are required before registration in a particular class are allowed.
• Tracks attendance electronically by course and/or location.
• Ability for participants to enroll by day based on calendar and charge appropriate fee.
• Ability for registrants to be able to complete forms or answer questions linked to activity. information stored on account.
• Ability to dump raw registration data into MS excel or at a minimum a csv file
• Ability to clone activity data in order to create new and updated class offerings.
• Ability to email next in line on waitlist for an activity
- Facility reservations
• Super grid to view all facilities at once (able to select profiles based on location)
• Reservations are available in a calendar format for staff and customers
• The scheduling function should allow staff to easily find and see available space based upon specific search criteria or by calendar.
• It should also allow for automatic scheduling of space based upon the program schedule information and allow for scheduling of maintenance time by city staff
• Ability to have re-occurring reservations.
• Ability to do a pattern reservation
• Ability for in house account to not have fees associated with rentals
• Staff can reserve spaces in facilities when entering activity and program information into the system
- League management
• Ability to enter, track and manage sports leagues, including field reservations,
scheduling game times, standings, tracking teams, and communicating with players.
• Ability to send scores, schedules, rosters, cancellations, and league information directly to coaches, officials, and teams.
• Ability to print off scoresheets
• Ability to display end of league(s) playoff brackets
• Ability for the team captain and coaches to register the team.
• Free agent board for interested individuals who are interested in signing up for sport leagues but not on a team.
- Point-of-sale
• Ability to give discounts based on needs
• Touchscreen menu options for selling concessions
• Ability to have multiple screens for concessions (screen for main items, drinks, chips, candy)
• Ability to do daily drop in passes through pos and link to household
- Reporting/analytics
• Produce rosters, monthly memberships, financial, etc. reports.
• Facility reports
• Ability to send a mass email to patrons signed up for specific activities or rentals.
• Document center to view reports/receipts.
• Ability to view and reprint receipts.
• Credit card reporting
• Ability to customize reports.
• Ability to run reports from programs sent to history or that have been archived.
- Payment processing compliance
• Run all transactions through card connect or different companies as long as they are compliant with central bank being our merchant.
• Ability to integrate credit card processing for all payments.
• Optional: set recurring billing and streamline automatic payments.
• Must work with cash drawers, barcode readers, receipt printers and credit card readers.
• Ability to have a variety of payment tiers, such as a discount payment code, early registration pricing, pricing based on age brackets, group discounts, or late registration fees.
• Accepts multiple payment types (cash, check, credit, ach) in person and online.
• Ability to do a split payment for in person transactions.
• Ability to refund customers from software directly, including credit cards.
• Ability to integrate credit card machines for in-person transactions.
• Ability to add peripherals including cash drawer and receipt printers.
• All online transactions meet all PCI compliance standards.
• Automatic billing retries failed transactions.
• Automatic billing communicates failed payments to customers and staff.
• Ability to process payments at computers without a credit card terminal.
• Ability to refund online transactions back to customers’ credit cards. - Contract Period/Term: 1 year
- Pre-Proposal Conference/Questions Date: February 13, 2025