Recreation Management System

The Vendor is required to provide enterprise recreation management system will be cloud-based, highly configurable, and scalable along with all related implementation, hosting, maintenance, and support services.
- Provide for the management of the following recreation programs:
•    Activity registration- a robust, flexible, and customer-friendly registration system for various activities, including classes, drop-ins, and custom sessions, with real-time availability updates.
•    Facility reservation - an intuitive booking system for facilities ranging from hourly to multi-day rentals, complete with calendar integration and availability tracking. 
•    Memberships - a dedicated module for managing multiple membership types (time-based, fixed visit, etc.), including check-in and check-out features and recurring payments. 
•    Ticketed events - a scheduling feature for timed admissions to attractions, ensuring smooth operations and customer satisfaction. 
•    Also includes a mobile or web-based app for scanning and verifying tickets, streamlining the entry process. 
•    Retail sales -an integrated POS system supporting multiple payment types for seamless transactions, including barcode-enabled system for tracking inventory in gift shops and concessions. 
•    Activity permits -a streamlined system for managing and processing activity and facility permit requests. 
•    It should include tools and automated workflows for tracking applications, communicating with applicants, and routing approvals.
•    Therapeutic recreation – a system for the registration of participants into therapeutic recreation programs with tracking of staff certifications and robust customer communication. 
•    Adult day health care – a system for the registration of participants into the adult day health care program with tracking of caregiver information, care plans, transportation, and meals.
- Special system requirements
1. System performance during peak periods:
•    Quarterly class and camp registrations which have a high demand for a limited number of offerings. 
•    This generates a significant amount of traffic through the system when compared to normal operations, particularly within the first few hours of registration opening. 
•    The prospective solution must be capable of scaling to meet this demand while providing reliable and fair access to all customers.
2. Fee reductions and applications for assistance:
•    The process of applying for and verifying eligibility for discounts must be centralized so that a customer must only apply once for financial assistance, with eligibility information being available to both agencies. 
•    County does not currently have an automated system for receiving and verifying applications for financial assistance. 
•    Offerors may propose either; an application and verification process that is fully within the proposed solution, an application and verification process that uses a third-party process integrated into the proposed solution by the offeror, or an application process within the proposed solution that integrates with a customer provided verification system. 
•    The application and verification process be fully available within the proposed solution, there must be appropriate separation of agency specific customer account data. 
•    The application and verification process happen outside the proposed solution (via third-party software or solution), a method of linking the customer account within each agency’s solution to the third-party solution must be proposed.