Recreational Management Software as a Service

The Vendor is required to provide for a modern, cloud-based recreational management SaaS solution that replaces the current system with enhanced features as well as support stable, scalable operations; minimize service interruptions; and provide a responsive platform to support secure facility access control, equipment checkout and inventory tracking, reservations and calendar management, reporting, and mobile application functionality for patrons and staff.
- Facility Access & Patron Management
•    Supports controlled, real-time access to recreational facilities based on configurable patron eligibility rules
•    Accommodates multiple patron types and credentials while maintaining accuracy and performance during peak usage periods
- Equipment Checkout & Inventory Management
•    Enables efficient equipment check-out and check-in with real-time availability tracking 
•    Supports due dates, condition status, historical usage, and inventory accountability to reduce delays and errors
- Scheduling, Reservations & Calendar Management
•    Provides a centralized, intuitive calendar for managing space, court, and equipment reservations
•    Supports patron-initiated requests and staff review, approval, and modification workflows
•    Maintains consistency and reliability across concurrent users and high-demand scheduling scenarios
- Reporting, Analytics & Data Access
•    Delivers flexible reporting tools to support operational, financial, and usage-based insights
•    Enables staff to access, export, and analyze data such as facility utilization, participation trends, and accounting information without manual workarounds
- Mobile Application & User Experience
•    Includes native mobile application functionality and/or mobile-responsive web design that enhances day-to-day engagement for and to support patrons and staff across commonly used devices
•    Provides consistent access to core functions—such as access verification, reservations, notifications, and administrative tasks—regardless of device or platform
•    Delivers an intuitive, accessible, and reliable user experience aligned with the core system functionality
- Waivers & Digital Forms
•    Supports electronic waiver management integrated into patron workflows
•    Streamlines completion, storage, and retrieval of waivers to improve user experience and administrative efficiency
- System Reliability, Scalability & Performance
•    Operates on a secure, cloud-based platform designed for high availability and scalability
•    Designed to minimize service interruptions and deliver a responsive, reliable user experience across varying usage levels.
•    Maintains consistent performance during periods of high activity and supports future growth and evolving operational needs
- Implementation, Transition & Training
•    Supports a low-risk, seamless transition from the current system with minimal service disruption
•    Includes implementation planning, configuration, and training to ensure staff awareness and effective use of system capabilities
- Support, Maintenance & Continuous Improvement
•    Provides responsive vendor support, documentation, and training resources
•    Includes ongoing maintenance, updates, and enhancements aligned with University needs and informed by client feedback
- System Requirements
•    Security provisioning and permission definition capabilities, including role-based and userbased access controls
•    Data encryption for information at rest and in transit, and secure user session management
•    Incident response, breach notification, and remediation practices
•    Security controls and protocols aligned with industry standards
•    Compliance with Family Educational Rights and Privacy Act (FERPA) requirements
•    Website and payment functionality must meet PCI Compliance standards, if applicable
•    Compliance with Americans with Disabilities Act (ADA) Standards for Accessible Design
•    Compliance with Web Content Accessibility Guidelines (WCAG) 2.1 AA
•    Integration with industry-standard authentication environments (e.g., Duo, Okta)
•    Support for SAML 2.0-based Single Sign-On (SSO) across all modules and screens
•    Account lockout, session termination, and authentication monitoring functionality
•    Support for access control hardware and credential technologies commonly used in higher education environments
•    Device-, operating system-, and browser-independent functionality
•    Capability to configure workflows, reports, and user interfaces without custom code
•    Ability to integrate inbound and outbound data feeds and interface with other University systems and applications (if applicable)
•    Robust database backup, recovery, and restoration functionality
•    Batch archive and purge capabilities for inactive accounts and historical data
•    Audit logging and activity tracking for administrative, access, and transactional actions
•    Data ownership and portability, including the ability to export University data in standard, nonproprietary formats
•    High availability architecture with defined uptime commitments and maintenance practices
•    Disaster recovery and business continuity capabilities, including documented recovery time and recovery point objectives
•    Capability for scalability and configuration to support growth, evolving technology, and changing operating procedures
•    Low-risk implementation that integrates seamlessly with current and future campus systems (if such integration is applicable)
•    System administrator and end-user support services, including documentation and training resources
•    Vendor upgrade processes that preserve configuration settings, customized fields, and stored data without negatively impacting user activity or system jobs
•    Mobile application support for iOS and Android platforms aligned with core system functionality.