The vendor is required to provide robust state-of-the-art parks and recreation management system must increase options for customers and help support a lean and efficient approach to delivering services.
- Required functions
1. General
• System implementation is complete and live for customer use on December 2, 2026.
• System availability 24 hours, 7 days per week, except for scheduled maintenance times during off-peak hours.
• Allow different permissions based on user roles (i.e., Administrative, front desk, programmer).
• Allow multiple concurrent users.
• System must run on microsoft edge.
• City admin cannot use google chrome.
• System users must be able to be set up by city system administrators on an as needed basis.
• System user must be able to be set up by city administrator on an as needed basis.
2. Activity registration
• Support establishment and management of a wide variety of offerings; including courses, camps and leagues.
• Payment plan for courses with % down and respite programs.
• Electronic participants check in/check out for instructors and attendance tracking.
• Ability to add additional fees to courses during registration process with tracking (e.g., adding a league shirt fee at the time of registration, additional participants).
• Ability to attach custom questions to courses.
• Ability for answers to be saved for next registration or answered each time registering for a course.
• Ability to attach waivers to courses.
3. Facility reservation management
• Support establishment and management of a wide range of facilities and reservation provisions.
• Online, in person and phone - book and pay – standard reservation.
• Online, in person and phone - request reservation that needs approval based on a series of question answers.
4. Memberships
• Support efficient membership management to allow for a variety of membership types, including insurance-based memberships.
• Self-serve options include online memberships sales, click to cancel, digital pass cards and ability for customers to update payment information.
• Gate kicker and access control system.
5. Drop-in sales
• Support efficient drop-in sales with resident and non-resident fees.
• System verifies residency to charge appropriate fees based on residency and age.
6. Customer account configuration and set-up for UI and CUI
• GIS integration: streets file upload or API with GIS to verify residency curing account set up.
• The ability to collect and store electronic signatures in person and online.
7. Scholarship
• Application, tracking and management.
• Ability for customers to apply for a scholarship online in their customer account or via a form within the system that is tied to their account.
• Ability for the customer to upload documents as part of the application process.
• Ability for customers to register online with scholarship award.
8. Marketing and communication
• Marketing and communication tools are integrated into the system with a focus on CRM through electronic communication with e-mail, social media, SMS, etc.
9. System updates
• Ability to schedule fee updates on memberships, courses, facilities, and pos.
• Ability to make bulk and batch and individual updates to taxes, fees, GL coding, etc. as needed and scheduled.
10. System reporting capabilities
• Supports generation, downloading, export and printing of various kinds of output reports in different formats (i.e., XLS, pdf, xml, doc, csv, excel tabular, etc.).
• Built-in reporting on all data in the system.
• Ad-hoc report creation by system users with drill down capability.
• Ability to schedule all reports in the system.
• Ability to email scheduled reports to non-system users.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: February 13, 2026
