Recreation Management Software

The vendor required to provide recreation management platform for activity registration, facility bookings, membership management, point-of-sale transactions, and rental reservations.
- Recreation management solution that aligns with the new facility's vision of excellence, scalability, and innovation while addressing current system limitations and supporting enhanced service delivery to the community.
- Objectives
•    Obtain comprehensive recreation management systems with a modern, scalable platform.
•    Implement enhanced user experience with mobile-first design principles.
•    Establish seamless integration with external systems and hardware.
•    Improve administrative efficiency through streamlined workflows.
•    Ensure comprehensive data migration without loss of critical information.
•    Provide staff adequate time for system adoption before facility opening.
- Functional requirements
•    Administrative workflows should include efficient tools for bulk editing, drag-and-drop schedule editing, secure data purging, reliable document management, and enforcement of data retention policies. 
•    All membership, registration, rental, reservation, and ticketing workflows must be centralized, streamlined, and support intuitive scheduling with an easy-to-navigate calendar including bulk, lottery-based, recurring, and multi-day bookings for staff and public users. 
•    Scheduling and resource management must include native ticketing, visual tools for room and layout setup or ability to attach pdfs to reservations, and integration with facility operations system.
•    Support flexible and efficient membership management, including enrollment, family-based memberships, renewals, billing, and integration with scheduling and payment workflows as well as external building access systems. 
•    The platform must enable customization including dashboards, color-coding, consistent terminology, layouts, and activity recommendations based on user type, supporting both branding and operational needs.
•    The system must provide robust support for automated communications—such as confirmations, notifications, and activity reminders using both email and SMS.
- Non-functional requirements
•    Integrated payment and point-of-sale management must securely handle multiple payment types, credit card information storage, bulk recurring, split payments, fast credit card processing, refunds (including payments made by check), gift cards, and automated invoicing and receipts. 
•    Seamless data integration with external systems and reliable data migration must be ensured for operational consistency and minimal risk of data loss. 
•    System operations and security must be resilient, offering dedicated test environments with no impact on users, minimal maintenance downtime, and clear audit trails for all system actions.
1. Authentication:
o    Support for single single-on (SSO) using SAML 2.0 or similar
o    Ability to enforce password complexity, expiration, and lockout policies
2. Data protection:
o    All data in transit must be encrypted
o    Ability to export and securely delete data upon contract termination
o    Data residency: specify where data is stored and processed
o    No data sharing with third parties without written consent
3. Security:
o    Support for SIEM integration via syslog or API
o    Provide security event and incident logs if available
o    Rate-limiting and velocity controls to prevent brute-force attacks or rapid
o    unauthorized actions, such as account creation, logins, or payment attempts
o    fraud detection and monitoring, with the ability to automatically block suspicious activity.
o    administrative console and customer portal access should allow for MFA
4. API integration and security
o    All APIS must require authentication and authorization (no anonymous endpoints)
o    Clear API documentation and version control
•    The system must support comprehensive, user-friendly reporting and actionable insights for informed decision-making across all functions. 
•    User interfaces and experiences must be intuitive, mobile-optimized, visually consistent, easy to use on any device, and minimize barriers to account creation. 
•    Provide comprehensive customer support services that include dedicated onboarding assistance within 5 business days of contract execution, structured training programs, and ongoing technical support with a maximum 4-hour response time for critical issues and 24-hour response time for standard inquiries throughout the entire contract duration. 
•    Provide a data dictionary consistent with the definition provided in DAMA-DMBOK 2nd edition or later.
- Beneficial functionality
•    System markets other activities available based on user history of participation. 
•    Supports automatic dynamic pricing based on level of registrations and time before activity begins. 
•    Supports automatic rest periods for facilities and resources. 
•    Supports weather monitoring to support staff decision-makers. 
•    System includes AI-assisted features to help build program elements. 
•    System supports HR related functions such as staff scheduling, clock-in and clock-out features.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: December 11, 2025