Recreation Software

The City of Washington seeks a robust parks and recreation management software system with 24/7 availability, multi-user support, and role-based permissions for a five-year contract.

System implementation is complete and live for customer use on December 2, 2026
System availability 24 hours, 7 days per week, except for scheduled maintenance times during off-peak hours
Allow different permissions based on user roles
Allow multiple concurrent users
System must run on Microsoft Edge
System users must be able to be set up by city system administrators
Support establishment and management of a wide variety of offerings
Payment plan for courses with % down and Respite programs
Electronic participants check in/check out for instructors/attendance tracking
Ability to add additional fees to courses during registration process with tracking
Ability to attach custom questions to courses
Ability to attach waivers to courses
Support establishment and management of a wide range of facilities and reservation provisions
Online, in person and phone - book and pay – standard reservation
Online, in person and phone - Request reservation that needs approval based on a series of question answers
Support efficient membership management to allow for a variety of membership types
Self-serve options include online memberships sales, click to cancel, digital pass cards and ability for customers to update payment information
Gate Kicker/Access Control System
Support efficient drop-in sales with resident and non-resident fees
System verifies residency to charge appropriate fees based on residency and age
Viewable online calendars to include programs, internal and external rentals
GIS integration: Streets file upload or API with GIS to verify residency curing account set up
The ability to collect and store electronic signatures in person and online
Application, tracking and management of scholarship
Ability for customers to apply for a scholarship online
Ability for the customer to upload documents as part of the application process
Ability for customers to register online with scholarship award
Marketing and communication tools are integrated into the system
Optimized for user experience, with responsive design for mobile and desktop devices
Support multiple languages for all customer-facing text
Comprehensive and fully effective online services
Customizable online forms
Digital membership cards
Ability to register and withdraw
Accessible push notifications and banner alerts with the ability to disable notifications
Meets WCAG 2.1 AA and Section 508 standards for mobile applications
Responsive text resizing and dark mode support
Ability to schedule fee updates on memberships, courses, facilities, and POS
Ability to make bulk/batch and individual updates to taxes, fees, GL coding, etc
Supports generation, downloading, export and printing of various kinds of output reports in different formats
Built-in reporting on all data in the system
Ad-hoc report creation by system users with drill down capability
Ability to schedule all reports in the system
Ability to email scheduled reports to non-system users
City requires initial training for users and the technical staff
Indicate the implementation, data conversion, and training schedule
Trainer and/or Sandbox site
Expanded Pacific Time Zone customer support hours
Dedicated Account Manager
System Vendor's website includes comprehensive on-line help system
System Vendor communicates product news and updates
Demonstrate experience with successful service to large full-service municipal Parks and Recreation agencies in United States of America
Demonstrate experience deploying accessible, multilingual recreation management solutions for municipal clients
Demonstrate outstanding training and ongoing support
Demonstrate fully effective plan for conversion of existing accounts and programs
Demonstrate effective strategies and latest technologies for system and data security
Vendors must propose any required hardware peripherals
The vendor must host credit card data outside the city system
The system will need to have the ability to process recurring monthly membership renewals by a credit card batch
Financial accounting transaction data must be downloaded to the City
Each cashier must have a unique cashier number assigned to the daily receipt batches processed by the cashier
The POS system must have the ability to identify cash, checks, and credit/debit card transaction types by cashier
Each cashier will be responsible for balancing their own cash drawer at the end of each shift
The system will need the ability to provide a balancing routine, along with reports substantiating the financial transactions associated with the cash drawer
The software system needs to have the ability to track accounts receivable by customer account
The system needs to have the ability to reverse receipts due to insufficient funds
Each person logging on to the system must have their own unique logon and password
Responses should describe vendor status and annual review process for compliance with Verification of Payment Card Industry – Data Security Standards (PCI_DSS)
Data should be hosted at secure, Tier 4, SAS 70 Type II, hosting facilities
The system must maintain the integrity of the City's data through physical or logical separation between customers
City data shall be backed up automatically to off-site location on a frequent, scheduled basis
There shall be built-in redundancy for each component of our hardware infrastructure
The system must not require Administrative rights on the local machine to operate
Chargebacks: invoice City for customer chargebacks and include documentation citing the original transaction rather than “net” the chargebacks from the deposit they submit to us weekly
Accounting with multiple GL and tax options
Ability to allow for exceptions where a different tax rate may be needed
The Contractor’s services must offer single sign on (SSO) using Azure Active Directory
User provisioning: System for Cross-Domain Identity Management (SCIM) provisioning is preferred
Multifactor or two factor authentication for non-SSO accounts
Configurable roles and permissions
Log user access, important data changes, and other security-related activity
Maintain an information security program
Provides its SOC 2 Type 2 Report
Maintain geographically distinct data centers
Maintain data that is subject to HIPAA, PCI, PCII or CJIS laws, rules and regulations solely in compliant data centers located in the United States
Maintain data that is not subject to HIPAA, PCI, PCII or CJIS in data centers compliant with applicable laws, rules, regulations and provide name of country where City Data will be maintained
Maintain business continuity and disaster recovery plans
Include a mutually-agreed-upon data migration plan
Provide data mapping best practices
Provide a list of canned reports available and cost for customized report development
Ensure City can export data at any time without additional cost
Support the ability to purge City data at the individual record level
Application Programming Interface (API) with ePACT or ability for vendor to build
Provide professional services to implement and support data integrations between the Contractor’s system and City systems
Ability to integrate transactional level data into the City’s system of record (WorkDay)
The proposed system must integrate bi-directionally with Workday
Solution should support real time and/or scheduled batch processing integrations
The proposed system should be able to support the following Workday compatible mechanisms
The proposed solution must support configurable integration frequencies
The proposed solution must provide the following integration mechanism
Detailed Integration Design Documentation
Data Mapping Specifications
API and interface definitions
Provide Documentation of required changes as part of remediation
Indicate the type of documentation it makes available for users and technical staff
Contractor’s documentation should minimally reflect
Provide on-going functional and technical support
Indicate to City that its SLA meets the minimum requirements
Provide a consistent, user-friendly experience for customers and staff
Offer WCAG 2.1 Level AA compliant services

RFP Issued: January 23rd, 2026

Questions Due: February 13th, 2026

Final Addendum Issued: February 18th, 2026

Proposals Due: February 25th, 2026

System implementation is complete and live for customer use on December 2nd, 2026.

City of Vancouver

Organization overview and procurement intelligence available on paid plans.

The City of Washington is seeking a comprehensive parks and recreation management software system to enhance customer options and support efficient service delivery. The desired solution must be a robust, state-of-the-art platform with availability 24/7, excluding scheduled maintenance during off-peak hours. Multi-user access is required, with role-based permissions for administrative, front desk, and programming staff, ensuring that different users have appropriate access according to their responsibilities.

The system must support concurrent users and be fully compatible with Microsoft Edge, as city administrators are unable to use Google Chrome. Administrators should have the flexibility to set up and manage user accounts as needed. The awarded contract will span a five-year term, aligning with the city's long-term operational objectives.

Vendors should note that there is a deadline for question submission set for February 13, 2026.

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