RFP - Recreation Management Software Application

Summary

The City of Los Altos, Santa Clara County, California, invites proposals for a Recreation Management Software Application as shown and delineated in the specifications.

The City is seeking an application that will manage all aspects of business in recreation and parks including but not limited to activity registration, online client registration and reservation portals, facility reservations, point of sale transactions, membership/pass management, sports league management, and financial reporting. Other desired functions shall include automated communications, automated billing, and instructor portal.

Please sign up to be on the Planholder List to download the Complete Request for Proposal (RFP) including the Technical Specifications and Scope of Services, and the draft Agreement for Professional Services.

The deadline for all written questions is now 3/31/2020.

Update 3/23/2020: Addendum No. 1

Status

Closed - no longer accepting bids and proposals

Due Date

Fri, Apr 10th, 2020 4:00pm

Planholder List

View Planholder List for this Bid/RFP

Public Files

application/pdf iconNotice to Consultants
application/pdf iconAddendum No. 1

Details and Notifications

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Questions for this Bid/RFP

Can companies from Outside USA apply for this? (like, from India or Canada)
Yes, a company outside the USA can submit a proposal.
Do we need to come over there for meetings?
It depends. Once the selection committee narrows down the proposals to the top candidates, we will host interviews/demonstrations. This can be done in-person or conference call/skype. Once the top proposal is selected, in-person meetings and trainings would be preferred.
Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)
Yes, tasks related to the RFP can be performed outside the USA as long as they meet the specifications as delineated in RFP Technical Specifications and Scope of Services.
Can we submit the proposals via email?
Yes, you can submit the proposal via email as long as it is received by the deadline of Thursday, April 2 at 4pm (PST).
Approximate number or Programs/Classes do you offer annually?
We offer an average of 1,100 programs/classes a year.
What are the approximate number of total registrations for your program/classes annually?
Annually we have 1,711 registrations. Of those registrations, 1,229 are unique registrations.
Number of facilities under management?
Our department currently manages 5 centers: Grant Community Center, Los Altos Youth Center, Garden House, San Antonio Club, and the Los Altos Community Center which is currently being constructed. Within those centers there are/will be 4 large multi-purpose rooms, 7 medium multi-purpose/classrooms, 2 pre-k rooms, 1 art room, 1 movement room, 1 teen room and 2 small meeting rooms. We also manage 2 gyms, 4 sports fields, 10 tennis courts, 1 nature preserve, and 11 parks.
Approximate number of annual reservations (scheduled activities) against these facilities annually? (Reoccuring reservations would count as 1, because it is built in one instance)
Annually there are 9,564 reservations.
Approximate number of total members who enroll in your memberships annually?
Annually, there are a total 1,485 memberships.
Approximately how many Teams do you manage/schedule games for across all league offerings?
We currently manage one adult sports league with approximately 6 teams.