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

Will you require data migration or would you like to start with a fresh database?
Preference is to start with a fresh database.
What data will you migrate over/how many years?
We are not currently looking to migrate information over from our current software system.
Required integrations?
At this time there are no required integrations, but if the system could integrate with our financial system, that would be preferred.
When is your desired go live date?
Construction on our new Los Altos Community Center is projected to be completed by December of 2020. We would prefer to go live in March of 2021 if possible, but we can be flexible.
When would you like to start implementation?
We would like to start the implementation process in the Fall of 2020.
Would you like onsite training or does remote training suffice?
We would like both options of onsite and remote training. Onsite training is preferred, but we can be flexible depending on the progression of the COVID-19 situation.
At the time of submission is any insurance/WCB required?
Submission of insurance is not required at the time of submitting your proposal. Submission of insurance would only be required by the chosen vendor at the time of executing the contract per the guidelines as outlined in the draft service agreement in the RFP.
How many references does the City of Los Altos require?
We would like a minimum of 3 references. California and/or Bay Area customers preferred.
Annual revenue?
Annual revenue for FY 18-19 was $1,276,996.
Excluding transactions from registrations, membership enrollments, and reservations; What is the estimated total of transactions processed through a POS feature annually?
Total estimated revenue through our POS feature is $87,902.