Online Activities Registration System

The Vendor is required to provide online activities registration system for include:
- Development and delivery model
• Must custom-develop oars specifically for rap, delivered as a cloud-based software-as-a-service (SaaS) solution (hereinafter referred to as “project”).
• Must be available with 100% parity across native mobile apps for both iOS and android and responsive browser-based services.
- Fixed compensation structure
• Rap shall provide fixed compensation not to exceed usd$1,000,000 for the development and delivery of the project
- Support and maintenance
• Mandatory support: the proposer must provide comprehensive support and maintenance for the project for the first 5 years post-production launch without additional compensation.
• Post-initial five-year production period: following the initial 5-year period in production, the proposer may provide support and maintenance for the project at a reasonable prevailing market price.
- Public user functional requirements for the online activities registration system
1. Account and household management: the project must offer robust functionality for managing user identities and associated households.
• Household configuration and attributes: project users must be able to create, view, modify, and deactivate their households, including managing demographic information, address, contact information, and emergency contact details for the households.
• Individual household member management: project users must be able to manage each household member, including their full name, date of birth, gender, medical information (e.g., allergies), and specific participant-level attributes necessary for activity enrollment (e.g., skill level, school grade).
• Multi-household membership: project must be designed to allow an individual member to be concurrently associated with multiple distinct households, facilitating enrollment by different guardians or family units as needed.
• Guardian role definition: for all minor participants, the system must clearly define and enforce primary guardian and secondary guardian roles, ensuring proper consent, communication, and access controls for enrollment and sensitive information.
• Secure document upload: project must provide secure storage for uploaded participant documentation, such as proof of residency, birth certificates, medical waivers, or other required forms. This upload and storage process must meet all relevant privacy and security standards.
• Real-time calendar access: project must provide users immediate, real time access to personalized calendars displaying all enrolled activities and confirmed facility reservations, including start/end times, locations, and any relevant pre-activity information.
• Comprehensive history tracking: project must maintain a permanent, searchable record of the user's entire history, including all past activities registered and participated in, reservations made, cancellations, and transfers.
• Tax documentation retrieval: project must provide a mechanism for users to easily retrieve standardized child care payment tax history statements (e.g., for irs form 2441) detailing eligible expenses for relevant licensed programs.
2. Activity and reservation management:
• Diverse activities registration support: project must accommodate a wide array of program offerings across more than 250 different geographic locations.
• Automated scheduling and conflict prevention: project users must be able to register for multiple activities simultaneously.
• The system is required to have a robust, automated schedule management feature that instantly checks for and prevents any time conflicts or overlaps between selected activities before a transaction is finalized.
- RAP staff and administrative user functions
1. Households, activities, reservations
• Tools to create, view, update, suspend, or deactivate households.
• Create activities with "reuse" functionality (parameter-based updates without recreating an activity).
• Capability to add and manage certified instructors, coaches, and referees.
• Mandatory activity tags (i.e., "child care") for activities to determine tax deduction eligibility.
• Roster management and customizable sign-in/sign-out sheets for each activity.
• Facility reservation workflows featuring mandatory approval checkpoints.
2. Financial and accounting controls
• Complex fee logic: project must support distributing fees into separate accounting line items simultaneously.
• Distribution logic can be determined by: activity type, recreation center, facility, group size, reservation purpose, age range, etc.
• Merchandise management: inventory and sales including sales tax integration and quick response (QR) code scanning.
• Point of sales support for chip card, tap, and mobile app payment terminals, cash, and checks.
• Payment rails: the architecture must be flexible and adaptable to support any PCI DSS-compliant payment provider and processor (acquirer) designated by the city.
• Transaction reporting: ability to run daily/weekly closeouts and daily cash receipts per individual location among other parameters.
3. Reporting and analytics
• Library of premade, configurable reports and a robust custom report builder tool.
• Business analytics dashboards for monitoring enrollment and reservation trends.