Recreation Program Registration and Facility Rental Software

The Vendor is required to provide to procure a modern, user-friendly, and mobile-accessible software solution for program registration, facility rentals, and league management.
- Provide a comprehensive software solution that supports program registration, facility rentals, and league management.
- The ideal solution will be intuitive, highly customizable, mobile-accessible, and capable of integrating with existing payment systems. 
- It must also include robust reporting and analytics tools to support data-driven decision-making.
- User-Friendliness
•    Intuitive interface for both internal staff and external users
•    Streamlined workflows for registration, rentals, and league management
•    Accessibility features for users of all abilities
- Customer Support
•    Fast, responsive, and accessible support via phone, email, and chat
•    Dedicated account manager or support representative
•    Clear escalation procedures and defined Service Level Agreements (SLAs)
- Customization and Flexibility
•    Configurable workflows, forms, and user roles
•    Support for custom fields, branding, and user permissions
•    Customizable screens and views
- Mobile Accessibility
•    Fully responsive web interface or dedicated mobile app
•    Mobile-friendly registration, payment, and scheduling
- Training and Onboarding
•    Comprehensive training for staff (live and recorded sessions)
•    Access to user guides, FAQs, and a knowledge base
•    Ongoing training for new features or updates
- Integration with Payment Systems
•    Secure online payments (credit/debit cards, ACH)
•    PCI-compliant payment processing
•    Integration with existing financial systems or third-party gateways
- Reporting and Analytics
•    Customizable dashboards and reports
•    Exportable data formats (CSV, Excel, PDF)
•    Real-time insights into registrations, revenue, and facility usage
- League Management
•    Team registration and roster management
•    Scheduling of games and practices
•    Score tracking and standings
•    Communication tools for teams and participants
- Activity Registration
•    Maintain customer accounts
•    Manage all aspects of activity registration, including prerequisites, restrictions, financial tracking, waitlist management, and receipt generation
•    Billing and refund options
•    Generate class lists, rosters, participant history, and mailing lists
•    Generate receipts and invoices for both external and internal use
•    Recognize non-city residents using city GIS data
- Facility Reservations
•    Manage facility reservations and scheduling
•    Prevent double booking with real-time conflict detection
•    Maintain attendance records, staff assignments, and extra pay records
•    Display availability and track usage
•    Track payments and deposits; send final payment notices via email
•    Generate reports, receipts, invoices, and facility alerts
•    Public-facing calendar or availability view for real-time browsing
- Membership Management
•    Manage membership types and pass restrictions
•    Track membership billing and usage
•    Provide alerts for membership expiration or renewal
•    Update addresses and flag non-city residents
- Hosting & Compatibility
•    The system must be fully cloud-hosted (SaaS) and not require on-premises infrastructure.
•    It must be compatible with major operating systems (windows, MACOS, android, iOS) and web browsers (chrome, Firefox, safari, edge).
•    The system must integrate seamlessly with the city’s existing website.
- Customization & Data Management
•    The system must allow for the design and modification of screens, forms, and reports.
•    It must support import/export of index data for database population and reporting.
•    The City must retain full ownership of all data. Upon contract termination, all historical data must be made available in a usable format at no additional cost.
•    The system must include an audit log feature to track user activity and system changes.
- Security & Compliance
•    The system must be PCI-DSS compliant and capable of acting as the city’s merchant of record.
•    The vendor must notify the city of all software updates, patches, and new feature releases.
•    The system’s data center must be located within the country.

- Contract Period/Term: 1 year
- Pre-Bid Meeting Date: October 14, 2025
- Questions/Inquires Deadline: October 22, 2025