Recreation Software

The vendor is required to provide robust state-of-the-art parks and recreation management system must increase options for customers and help support a lean and efficient approach to delivering services.
- Required functions
1. General
•    System implementation is complete and live for customer use on December 2, 2026. 
•    System availability 24 hours, 7 days per week, except for scheduled maintenance times during off-peak hours. 
•    Allow different permissions based on user roles (i.e., Administrative, front desk, programmer). 
•    Allow multiple concurrent users. 
•    System must run on microsoft edge. 
•    City admin cannot use google chrome. 
•    System users must be able to be set up by city system administrators on an as needed basis. 
•    System user must be able to be set up by city administrator on an as needed basis.
2. Activity registration
•    Support establishment and management of a wide variety of offerings; including courses, camps and leagues. 
•    Payment plan for courses with % down and respite programs. 
•    Electronic participants check in/check out for instructors and attendance tracking.
•    Ability to add additional fees to courses during registration process with tracking (e.g., adding a league shirt fee at the time of registration, additional participants). 
•    Ability to attach custom questions to courses. 
•    Ability for answers to be saved for next registration or answered each time registering for a course. 
•    Ability to attach waivers to courses.
3. Facility reservation management
•    Support establishment and management of a wide range of facilities and reservation provisions. 
•    Online, in person and phone - book and pay – standard reservation. 
•    Online, in person and phone - request reservation that needs approval based on a series of question answers.
4. Memberships
•    Support efficient membership management to allow for a variety of membership types, including insurance-based memberships. 
•    Self-serve options include online memberships sales, click to cancel, digital pass cards and ability for customers to update payment information. 
•    Gate kicker and access control system.
5. Drop-in sales
•    Support efficient drop-in sales with resident and non-resident fees. 
•    System verifies residency to charge appropriate fees based on residency and age.
6. Customer account configuration and set-up for UI and CUI
•    GIS integration: streets file upload or API with GIS to verify residency curing account set up. 
•    The ability to collect and store electronic signatures in person and online.
7. Scholarship
•    Application, tracking and management. 
•    Ability for customers to apply for a scholarship online in their customer account or via a form within the system that is tied to their account. 
•    Ability for the customer to upload documents as part of the application process. 
•    Ability for customers to register online with scholarship award.
8. Marketing and communication
•    Marketing and communication tools are integrated into the system with a focus on CRM through electronic communication with e-mail, social media, SMS, etc.
9. System updates
•    Ability to schedule fee updates on memberships, courses, facilities, and pos.
•    Ability to make bulk and batch and individual updates to taxes, fees, GL coding, etc. as needed and scheduled.
10. System reporting capabilities
•    Supports generation, downloading, export and printing of various kinds of output reports in different formats (i.e., XLS, pdf, xml, doc, csv, excel tabular, etc.).
•    Built-in reporting on all data in the system.
•    Ad-hoc report creation by system users with drill down capability.
•    Ability to schedule all reports in the system.
•    Ability to email scheduled reports to non-system users.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: February 13, 2026