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

To view more information, respond to this opportunity, or receive email notifications of updates, you must be logged in.

Questions for this Bid/RFP

Breakdown of credit/debit card vs. cash/check revenue?
In FY 17-18, credit was $579,380 and cash/check was $766,297. In FY 18-19, credit was $657,316 and cash/check was $739,176. To date in FY 19-20, credit was $518,277 and cash/check was $617,069.
How many transactions do you run per year?
In FY 17-18, there were a total of 11,237 transactions. In FY 18-19, there were a total of 10,744 transactions. To date in FY 19-20, there were a total of 9,874 transactions.
When you mentioned the 800k in POS transactions, is that part of the 1.2 million or in addition to? So, the total would be 1.2 or 2 million?
Annual revenue includes the POS revenue so total would be $1.2 million. We will clarify the revenue for POS as there was a typo. Revenue posted to POS should have been listed as $87,902.
What is the revenue/budget that has passed through your current solution for 2019? (1) Memberships? (2) POS items? (3) Activities/events? (4) Registration? (5) Other?
(1) To date for FY 19-20, membership revenue is $3,938. (2) To date for FY 19-20, POS revenue is $87,902. (3) To date for FY 19-20, our event revenue is $6,205 through donations. (4) To date for FY 19-20, registration revenue is $325,477. (5) To date for FY 19-20, rental revenue is $651,132. Net revenue is $513,255 as deposits are refunded.
Excluding transactions from registrations, membership enrollments, and reservations; What is the estimated total of transactions processed through a POS feature annually?
In FY 17-18, there were 76 transactions processed through POS. In FY 18-19, there were 89 transactions processed through POS. To date, in FY 19-20 there have been 76 transactions processed through POS.