Recreation Management Software

The Vendor is required to provide recreation management platform to procure a modern, cloud-based software-as-a-service (SaaS) solution that improves the resident and non-resident experience, streamlines staff operations, strengthens financial controls, and ensures long-term system interoperability.
- Requirement:
1. Platform and architecture
•    The system shall be delivered as a multi-tenant or city-dedicated cloud-based SaaS platform with high availability, multi-datacenter hosting, cross-browser and cross-device compatibility, and minimal on-premises hardware requirements. 
•    The platform must be architected to support multi-department and multi-line-of-business operations and must meet WCAG 2.1 AA digital accessibility standards system-wide.
2. Core recreation operations
•    The system shall provide end-to-end management of all city recreation business functions, including program registration, facility and field reservations, admissions and memberships, athletic league management, camp enrollment (by day and by week), preschool registration, museum ticketing and tiered membership management, campground reservations with graphical mapping, point of sale, and large-group and event registrations of 50 or more seats. 
•    The system shall include automated waitlist, lottery, and conflict detection features with resident-facing click-to-register notifications.
3. Public user and staff experience
•    The system shall provide an accessible, household-based public portal supporting divided households, role-based access, multimember registration workflows, digital passes and memberships, self-service account and payment management, kiosk mode, and emergency and automated notifications. 
•    Staff interfaces must include role-based dashboards, visual scheduling tools, audit logging, photo capture, internal communications, marketing communications, and emergency communication.
4. Payments, POS and financial management
•    The system shall include a fully PCI-compliant, unified payment processing platform supporting online and in-person transactions, tokenized card storage, recurring billing, refunds, fee pass-through, multi-merchant accounts, POS hardware, retail, concession and inventory management with multiple tax tables, GL routing with customizable account mapping, donation processing, scholarship workflow, tap-to-pay functionality, and online invoice payment.
5. Communications, reporting and analytics
•    The system shall provide WCAG 2.1 aa-compliant email, SMS, and automated notification tools with accessible templates and audit history, emergency and marquee notifications, custom multi-table reporting and dashboards, and full data export capabilities. 
•    Power bi integration is preferred.
6. Integrations and data migration
•    The system shall provide certified integrations with Tyler ERP pro, city GIS and residency validation services, city-approved payment gateways, and e-signature and document management platforms. 
•    An open API is required. 
•    The vendor shall execute a full migration of household data from the city's existing RecTrac system. 
•    Integration with epact or replacement capabilities are required. 
•    Digital signage integration with reach is preferred.