Cloud-Based Recreation Management Platform

Overview

Business Systems (ERP, CRM & POS)

Long Beach, California, United StatesPosted about 2 months agoDeadline: May 20th, 2026

Fit Score

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SUMMARY

California seeks a cloud-based Recreation Management System supporting registrations, reservations, payments, and administration, with strong integration, payment, and accessibility features.

KEY REQUIREMENTS

Demonstrated experience deploying Recreation Management Systems (RMS) or similar SaaS platforms for large municipal or park/recreation departments
Proven ability to migrate data from legacy systems
Staff capacity to deliver implementation, training, and support
Secure cloud hosting infrastructure with documented certifications
Ability to integrate with external payment systems (e.g., Bank of America)
Qualification to conduct business in the City
Provide valid, current, and ongoing proof of PCI Compliance (to be approved by the City's Cybersecurity Team)
Not debarred by Federal, State, or local government
Implement a mobile-responsive, ADA/WCAG-compliant, and PCI compliant RMS
Support online program registration, facility reservations, payments, and administrative functions
Provide flexible, modern payment options (credit/debit, ACH, gift cards, scholarships, passes, donations) with upgrade-ability for tap-to-pay and contactless transactions
Offer messaging capabilities (email/texting compliant with TCPA)
Integrate with existing City financial systems and Bank of America Merchant Services (BAMS)
Ensure multilingual support across all public-facing portals (at minimum English and Spanish)
Enable robust analytics, real-time reporting, and audit-ready financial reconciliation
Deliver ongoing vendor support, training, system upgrades, and change management
Ensure HIPAA-secure environment for modules handling Protected Health Information (PHI)
Design, install, configure, test, and deploy a secure, cloud-based RMS tailored to PRM's offerings, business rules, and workflows
Develop public-facing registration and reservation portals that are multi-lingual, ADA/WCAG-compliant, PCI compliant, and mobile responsive
Include Program and Class Registration for individuals, families, organizations, and instructors
Include Instructor check-in/out and attendance tracking
Support Multi-session registration, wait list management, and flexible scheduling
Integrate with complementary recreation software (e.g., Team Sideline, ePACT)
Provide real-time facility booking with automated permits
Enforce blackout periods and rental rules, and tiered fee structures
Offer Point-of-Sale (POS) solution for in-person transactions
Payment card devices must be PCI certified Point-to-Point-Encryption (P2PE) devices and integrated with the RMS
Perform refunds to original payment methods, credits, balance transfers, and payment plans within the RMS
Ability to change to a different merchant services vendor
Provide user-friendly interface for account creation and updates, household and family linking, communication preferences, transaction histories, and multilingual support
Include role-based permissions, attendance tracking, scheduling, and workflow customization
Provide internal messaging, calendar, and scheduling functionality
Offer standard and ad-hoc reports, data exports, and dashboard analytics
Provide access to the backend reporting database for custom reports
Deliver accurate financial reconciliation tools
Deliver a Software-as-a-Service (SaaS) platform hosted in a secure, redundant cloud environment with 99.9% uptime Service Level Agreement (SLA)
Implement data encryption in transit, at rest, and during payment card processing
Ensure RMS systems/devices/processes do not impact City systems or subcontractor systems
Implement Multi-Factor Authentication (MFA)
Provide access controls and detailed audit logs
Comply with industry-standard frameworks (e.g., SOC 2, ISO/IEC 27001)
Provide annual PCI Attestation of Compliance (AOC) or equivalent documentation
Provide PCI Responsibility Matrix (RM) documentation
Maintain date retention and deletion policy aligned with City record keeping policies
Provide training tailored for multiple roles (Admins, Rec Staff, Supervisors)
Deliver training materials (manuals, quick guides, video tutorials)
Conduct 'train-the-trainer' sessions
Provide a mechanism to create and track tickets for issues and enhancement requests
Provide reports and hold regularly scheduled meetings to review reports and set expectations on ticket completion
Provide a fully functional sandbox test environment for staff training
Provide technical support under a defined Service Level Agreement (SLA) including dedicated contacts, defined response/resolution times, regular upgrades, and emergency patches
Assign a dedicated Project Manager to oversee planning and rollout
Develop and manage a project schedule with milestones, risk tracking, and reporting
Lead development of data migration strategy and plan
Assist with discovery and implementation of required integrations
Lead User Acceptance Testing (UAT) and provide stabilization support post-launch
Work with the City's Cybersecurity Team to ensure PCI and other regulatory compliance
Complete the City's Vendor Information Security Assessment (VISA) form
Integrate with financial software (e.g., Munis)
Integrate Single Sign-On (SSO) and Active Directory (Azure Active Directory)
Integrate with third-party payment gateways (e.g., Kubra)
Integrate with Control M, SQL, Epact Synch compatible (API)
Integrate with optional GIS or asset management tools (ESRI GIS Software)
Integrate with Bank of America account for POS Devices and P2PE
Provide on-boarding and go-live training for staff
MFA shall be enforceable for all system users, including administrative and privileged accounts
Integrate with the City's enterprise identity management platform (Microsoft Entra ID) using SAML 2.0 or OpenID Connect
MFA shall support time-based one-time passcodes (TOTP) and push-based authentication using Microsoft Authenticator
MFA shall not rely solely on SMS or email-based authentication factors
MFA shall be applied consistently across all access methods
Provide configurable MFA policies based on user role, access level, or security context
Provide logging and audit capabilities for authentication and MFA-related events
MFA shall not be user-optional and shall not be capable of being bypassed except through administrative configuration
Clearly document MFA capabilities, including supported authentication factors, enforcement options, and any third-party dependencies
Disclose any limitations, exclusions, or conditions related to MFA functionality
MFA capabilities shall align with applicable regulatory and security standards, including PCI DSS
Support centralized identity and access management controls through Microsoft Entra ID
Provide a dedicated account representative
Provide access to knowledge base and helpdesk support
Provide software updates, maintenance schedule, and server patching schedule
If handling Personally Identifiable Information (PII), complete the Data Privacy Policy Attachment
If providing Payment Card services, provide an unexpired Attestation of Compliance (AOC) signed by an authorized executive
AOC form must leverage current (i.e., PCI v4.0.1) requirements
If PCI Level 1 merchant, AOC must be signed by a Qualified Security Assessor (QSA)
Third-party contractors impacting the system shall submit individual AOCs
Submit a PCI v4.0.1 Responsibility Matrix with each AOC
Proof of compliance shall be performed by the City's PCI Compliance Team
Provide adequate security on all covered contractor information systems
Limit information system access to authorized users, processes, or devices
Verify and control/limit connections to and use of external information systems
Control information posted or processed on publicly accessible information systems
Identify and authenticate identities of users, processes, or devices
Sanitize or destroy information system media containing CLB Information or Data before disposal or release
Limit physical access to organizational information systems, equipment, and operating environments
Escort visitors and monitor visitor activity; maintain audit logs of physical access; and control and manage physical access devices
Monitor, control, and protect organizational communications at external and internal boundaries
Implement subnetworks for publicly accessible system components physically or logically separated from internal networks
Identify, report, and correct information and information system flaws in a timely manner
Provide protection from malicious code at appropriate locations
Update malicious code protection mechanisms when new releases are available
Perform periodic scans of the information system and real-time scans of files from external sources

BUDGET

Estimate

$1,000,000 – $5,000,000

CONTRACT DURATION

96 months

TIMELINE

Release Date: March 18th, 2026

Optional Pre-Proposal Meeting: April 1st, 2026

Questions Due to the City: April 15th, 2026

Posting of the Q&A: April 29th, 2026

Proposals Due: May 20th, 2026

Evaluation of Narrative & Cost Proposals: June-July

Interview/Demos: July-August

Negotiation & Contractor Selection: TBD

Estimated Contract Execution: TBD

Proposer Debrief: After Contractor is Selected

QUESTION DEADLINE

April 15th, 2026

Issuing Agency

City Of Long Beach

Organization overview and procurement intelligence available on paid plans.

See Issuer Research

DESCRIPTION

A government agency in California is seeking a vendor to provide a comprehensive, cloud-based Recreation Management System (RMS) to support its full range of operations. The solution must manage online program registration, facility reservations, payments, customer account management, and back-office administrative functions. The ideal RMS will enhance operational efficiency, offer a streamlined and multilingual customer experience, and integrate seamlessly with the city’s financial infrastructure.

The RMS should accommodate a variety of modern payment methods, including credit/debit cards, ACH, gift cards, scholarships, passes, donations, with upgrade capabilities for tap-to-pay and contactless payments. Migration of data from existing systems is required, ensuring real-time booking, automated permits, and support for multiple payment forms including cash. The solution should include a Point-of-Sale (POS) system for in-person transactions at various community facilities.

Further requirements include compatibility with mobile and desktop browsers (iOS, Android, Windows 11), and the development of public-facing registration and reservation portals that are multi-lingual, ADA/WCAG-compliant, PCI-compliant, and mobile responsive. The contract term is set for two years, with an optional pre-proposal meeting available and a deadline for vendor questions prior to final submission.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.