Parks and Recreation Online Reservation and Registration System

The Vendor is required to provide for a cloud-based parks and recreation management system to be both cost-effective and fully capable of meeting the operational needs of the department.
- A system that enhances efficiency, streamlines processes, and reduces redundancies across all areas of use.
- A key priority is a more intuitive and robust facility reservation interface that simplifies scheduling and improves the overall user experience for both staff and the public.
- The selected software must be scalable, reliable, and equipped to handle the department’s high volume of users, particularly during peak seasons, without service interruptions.
- The system must demonstrate an ability to stay current with evolving technology standards, ensuring long-term functionality and alignment with the department’s commitment to excellence in service delivery.
- Solutions should include the following functionality and service:
• Activity registrations including courses, classes, flex days camps, drop-ins, and custom sessions
• Facility reservations that include:
o Photos and details of each location
o Customizable reservation bundles such as group parties utilizing more than one area of a facility. Prices auto populate to accommodate appropriate rental settings.
o Simplified ability for public to reserve ramadas online
o A customizable facility rentals solution that supports custom registration questions and prevents customer registration submission when a response requires administrative approval.
• Membership management
o Ability to provide deduct option to an organization account for individuals (i.e. employers that pay for memberships, etc.)
• Account management and Customer Relationship Management (CRM) functionality
• Integrated point of sale
o Solution for in the field POS transactions
o Responsive design
• Supports multiple payment types including cash, credit card, debit, EFT/ACH, and Google/Apple Pay.
• Supports automatic payment plans with the ability to automatically deduct from customer checking accounts, debit/ credit cards.
• Supports ability to issue refunds and user credits
• Supports a convenience fee model for processing debit and credit card transactions.
• Accounting with support for multiple general ledger accounts
• Ability to integrate with third-party accounting system (Tyler ERP), if possible
• Marketing and email support, including SMS and voice notifications without requiring users to enter cell phone carrier.
• An online registration portal is required that allows customers to create and manage their own accounts, update personal information, and complete purchases.
• Website must align visually and functionally with the City main website, adhering to the City’s administrative branding and design standards
• Built-in reporting with ad-hoc report creation
• Secure data storage and encryption
• PCI Level-1 compliance
• Audit trails and disaster recovery plan
• User-friendly interface for both staff and customers
• 24/7/365 Customer Support
• Dedicated Account Manager
• Respondents must provide implementation services, comprehensive training, ongoing support, and regular software updates for the proposed solution.