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

Approximately how many players participate in your leagues across all teams?
Current number of players in our adult sports league is 90 players.
Estimated revenue total processed through new rec software system in year 1? What about year 2? Lastly the 3rd year of usage?
It is anticipated that the estimated revenue that will be processed through the new recreation software system in the first year will be $1,276,996 to match FY 18-19. For each subsequent year (year 2 and year 3), it is the expectation that we maintain or increase revenue.
In the General System Operations Section, there is the question "Company must have a proven history of platform changes". What is considered a platform change?
There are many elements that can be considered a platform change. The release of a new or an upgrade to a registration functionality, or a new reporting function can be considered a platform change. The intent of this question is to determine the vendor’s capability of enhancing the software to stay current with profession trends and user needs.
Will this RFP be extended in light of world affairs currently? Will that include extending the deadline for questions as well?
Yes, the new deadline to submit written questions is March 31, 2020. The new deadline to submit proposals is April 10, 2020 by 4pm. Proposals should be submitted electronically with a Read-Receipt or Deliver-Receipt. Proposals should be sent to jchew@losaltosca.gov and rec-info@losaltosca.gov.
In the Activity Registration area, the term "Mask" is mentioned in two of the requirements. What is a Mask?
In the first context, the mask refers to the ability to hide or conceal activities which are closed and to not allow registration into those activities. Only open activities should allow registration. In the second context, the mask refers to the system’s capability of ensuring proper activity number creation/generation/entry.
In the Vendor Value-Adds Beyond Application section there a question about providing "predictive and prescriptive offerings". Please give me some examples of what answers you are looking to receive here?
The intent of this question is to determine the vendor’s ability to continue to provide support and assistance after implementation and “go live” date. We are looking for intuitive and tailored options that will help us in increasing participation and attracting new customers.
Annual revenues FY 18-19 and projections for this year?
Annual revenue for FY 18-19 was $1,276,996. To date, FY 19-20 revenue is $963,081, and we were anticipating $1,100,000 prior to COVID-19.
What is the driving force behind the change?
Our current software is not cloud based which poses some accessibility challenges as staff needs to physically be in the office to access the system. We are also looking for robust technical support, in addition to automated communications and report generation capabilities.
Who is the current payment processor?
We currently utilize 2 payment processors – Plug n Pay for online transactions and Elavon for in-office transactions.
Current financial software provider?
Our current financial software provider is Sun Guard through Central Square.