Recreation Management Software

The vendor is required to provide recreation management software should provide the following key functionalities:
1. Program registration and scheduling
• Intuitive and user-friendly online registration.
• Seamless integration with public-facing calendars on parks website (WordPress).
• It would be ideal if programs and activities could be filtered down to individual park level.
• Notification of wait list availability.
• SMS and email messaging for alerts, reminders, and other important information.
• Document management with both uploading of documents and digital signatures.
• Survey or evaluation automation after program ends.
2. Pass (memberships) management
• Customizable creation, management, and sale of various pass types (e.g., weight room, open gym, swimming, etc.).
• Automated tracking for usage, renewals, and recurring passes.
• Digital pass compatibility with smart devices (phones, watches, etc.).
• Currently have barcode scanners, proposal should stipulate whether scanners will suffice or if new scanners are needed and recommended scanners.
3. Facility rentals
• Dynamic online reservation system for facilities, courts, shelters, and other amenities.
• Real-time availability tracking with automated confirmations.
• Smart scheduling to prevent double bookings.
• Ability to show when an amenity is booked, open, or outside online booking permissions.
• Electronic signature capability for permits.
• Form and document management for seamless storage and process.
4. Point of sale module
• Dynamic and ease of use
• Inventory tracking
• System should be compatible with Epson receipt printers and APG cash drawers
• System needs to provide remote device updates as well as real time updates made in pricing or inventory.
5. Secure payment solutions
• Software and vendor should provide payment processing. 
• Processing model and rates to be include in proposal.
• Contactless and tap-to-pay payment options.
▪ P2pe devices are required.
• Compliance with PCI-DSS security standards.
o Required vendor information:
▪ PCI DSS level 1 certification documentation.
o Evidence of ongoing PCI compliance.
• Explanation of transaction calculations and processing.
• Financial reporting capabilities and reporting to existing financial solutions.
6. Transaction security
• Encryption standards for all transactions.
• Fraud detection and prevention mechanisms.
• Measures to protect card data from interception.
7. Data management and reporting
• Real-time data synchronization with secure cloud-based storage.
• Comprehensive, customizable reporting tools for attendance, revenue, and financial tracking.
• Interactive dashboards with live reporting capabilities.
• Ability to export with specific parameters (filters) and to different mediums such as csv, pdf, html.
• Ability to integrate with real time dashboards.
- Contract Period/Term: 4 years
- Questions/Inquires Deadline: June 27, 2025