10-RFP-9457 Parks Recreation Application System Evaluation.pdf

County of Allegheny

SARA INNAMORATO

COUNTY EXECUTIVE

DEPARTMENT OF MANAGEMENT AND BUDGET

DIVISION OF PURCHASING AND SUPPLIES

REQUEST FOR PROPOSAL

FOR

Parks & Recreation Application System Evaluation

SPECIFICATION NO. 9457

This Request for Proposal contains requirements for Vendors to assist the County in meeting M/W/DBE goals and our Veteran owned small business goals. Therefore, Vendors must document their plan or good faith efforts to meet those goals. Please see the Requirements and fill out the Participation Statement.

RFP DUE DATE: Wednesday, April 8, 2026, 11:30 A.M., Eastern Prevailing Time.

PROPOSAL SUBMITTAL: All proposals shall be submitted electronically. No proposals shall be accepted in person, by U.S. Mail, by private courier service, via oral or email communication, telephone, or fax transmission.

PERIOD OF CONTRACT: August 11, 2026, through August 11, 2030, with three (3) options to renew for one (1) year each

Chloe Wojcik Purchasing Agent

412-350-6179 Chloe.Wojcik@AlleghenyCounty.us mailto:Chloe.Wojcik@AlleghenyCounty.us

REQUEST FOR PROPOSAL

RFP NUMBER: 9457

TITLE: RFP for Parks & Recreation Application System Evaluation

DUE DATE: April 8, 2026 ADVERTISING DATE: February 26, 2026

DESCRIPTION: Proposal for Parks & Recreation Application System Evaluation to the County of Allegheny

The undersigned hereby offers to furnish and deliver the articles or services as specified in strict accordance with the RFP and scope of proposal, all of which are made a part of this request. This offer is not subject to withdrawal without permission of the County of Allegheny Chief Purchasing Officer.

FULL LEGAL COMPANY NAME: _____________________________________________________

STREET ADDRESS: __________________________________________________________________

CITY, STATE AND ZIP CODE: ________________________________________________________

AUTHORIZED SIGNATURE: _________________________________________________________

PRINT NAME: _______________________________________________________________________

TITLE OF AUTHORIZED SIGNER: ____________________________________________________

TELEPHONE #: ______________________________________________________________________

FAX #: ______________________________________________________________________________

E-MAIL ADDRESS: __________________________________________________________________

COMPANY INFORMATION

(This information is for tracking purposes only and has no role in the determination of the lowest, responsive, responsible proposer.)

[ ] check here if your firm is registered with the Allegheny County Department of Equity and Inclusion

[ ] check here if your firm is a “Minority Business Enterprise” or “MBE” as defined in the Small Business Act, 15 USC

[ ] check here if your firm is a “Women Business Enterprise” or “WBE” as defined in the Small Business Act, 15 USC

[ ] check here if your firm is a “Small Business” as defined by the Small Business Administration (13 C.F.R. 121.201, in most cases, this means a business with 500 or fewer employees)

NOTE: A COPY OF THIS PAGE FULLY COMPLETED MUST BE SUBMITTED WITH YOUR PROPOSAL.

TABLE OF CONTENTS

1. GENERAL INSTRUCTIONS TO VENDORS

1.1 Purpose of Request for Proposals

1.2 About this Document

1.3 Terminology

1.4 Issuing Office

1.5 Proposal Delivery, Time, Date and Place

1.6 Proposal Submissions

1.7 Clarification of Requirements & General Questions

1.8 Mandatory Pre-Proposal Meeting

1.9 Sustainable Procurement

1.10 Addenda, Clarification and Modifications

1.11 Examination of Documents and Requirements

1.12 Minority, Women or Disadvantaged Business Enterprise (MWDBE) Requirements

1.13 Veteran Owned Small Business Requirements

1.14 Conflict of Interest

1.15 Proposal Preparation Costs

1.16 Insurance

1.17 Option to Extend

2. SCOPE OF CONTRACT

2.1(a) Schedule of Events

2.1(b) Implementation Program and Schedule

2.2 Allegheny County and Allegheny County Parks Application Replacement Background

2.3 Scope of Services for the Allegheny County Parks Department

2.4 Technology

2.4(a) Existing Technology Platform

2.5 Key Contract Criteria Necessary for the County and the Parks Department

3. VENDOR QUALIFICATIONS AND REFERENCES

4. PRICE - PROPOSED TOTAL FEE SCHEDULE/ITEMIZED PRICING

5. EVALUATION PROCESS

5.1(a) Evaluation Criteria

5.1(b) Selection of Short-listed Vendors and Vendor Demonstration/Presentation

5.2 Selection and Notification of Successful Vendor

5.3 Award Process and Contract

6. INTERPRETATION OF RFP

6.1 Change Order

6.2 Term of Agreement

RFP for Parks & Recreation Application System Evaluation SPEC#9457 Section 1

1. GENERAL INSTRUCTIONS TO VENDORS

1.1 Purpose of Request for Proposals

The purpose of this document is to provide interested parties with sufficient information to prepare and submit a Proposal for the provision of Parks Application Replacement to the County of Allegheny, (the “County”). The County, as represented by its Division of Purchasing and Supplies, intends to use the results of this process to enter into an Agreement with a successful Vendor.

1.2 About this Document

This document is a Request for Proposal, otherwise referred to as an “RFP.” It differs from an Invitation For Bid in that the County is seeking a solution, not a quotation meeting firm specifications for the lowest price. As such, the lowest priced Proposal shall not guarantee an award recommendation. The electronically received Proposals shall be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, experience in the field, availability or capability may be overriding factors. Price is not be determinative in the issuance of a contract award. The Proposal evaluation criteria should be viewed as a standard that measures how well a Vendor’s Proposal meets the desired requirements and needs of the County. The criteria are set forth in this RFP, including the Addendum or Addenda.

The County shall thoroughly review all Proposals received. The County shall also utilize its best judgment when determining which Vendors, if any, to invite to a Vendor Demonstration/Presentation after receipt and review of all Proposals. The RFP process allows the County to negotiate with Vendors before awarding a contract. A contract may be awarded to a qualified responsible Vendor submitting the best Proposal. The County reserves the right to select, and subsequently recommend for an award, the proposed service which best meets its required needs, quality levels, and budget constraints.

The issuance of this RFP does not obligate the County to enter into a contract for any services or equipment.

1.3 Terminology

”Addendum” means the Excel workbook, with multiple spreadsheets within the workbook, included with the RFP.

“Agreement” means the negotiated contracts between the County and the successful Vendor(s) to provide the Contract Services. This may include, but is not limited to, a professional services contract, a licensing contract, or a hosting contract, and shall include the RFP, and possibly parts of the successful Vendor’s Proposal, to the extent it is agreed to by the County.

“DIT” identifies the Department of Information and Technology, located at:

6th Floor County Office Building

542 Forbes Avenue Pittsburgh, PA 15219

“County” means the executive branch of the governmental of County of Allegheny, Pennsylvania.

“Deadline for Questions” means the date and time set forth in section 2.1(a) of this RFP as the deadline to submit questions, requests for clarifications, and other inquiries regarding this RFP.

“Point-of-Contact” means the person identified in section 1.4 of this RFP.

“Proposal” means the Vendor’s response to this RFP.

“Request for Proposals” means this request for proposal to provide a Program Management System to the County.

Request for Proposals may be abbreviated throughout this RFP as “RFP.”

“RFP” means the abbreviation for this Request for Proposals.

“Vendor” means the person, firm, or corporation that submits a Proposal to the County in response to this RFP, seeking to be selected as the Successful Vendor for the Program Management System.

“Short-listed Vendor” means a Vendor who has submitted a Proposal in compliance with this RFP and who the County has determined possesses the capacity to compete for this contract and is invited to do a Vendor Demonstration/Presentation and/or provide other information or engage in further negotiations.

“Successful Vendor” means the entity selected by the County to perform the Contract Services.

1.4 Issuing Office

This RFP is issued for the County by the Issuing Office. The Issuing Office is the sole point of contact in the County for this RFP. Please refer all inquiries in writing on Bonfire to the Point-of-Contact.

Point-of-Contact:

Chloe Wojcik/Purchasing Agent Chloe.Wojcik@AlleghenyCounty.US Phone 412-350-6179, Fax 412-350-5883

Under no circumstances is the Vendor to contact other County personnel directly or indirectly. All questions must be posted to Bonfire using the Q&A functions. Questions shall not be accepted by phone or email. Questions submitted after the Deadline for Questions shall not be addressed.

It is proposed that if an Agreement is entered into as a result of this RFP, it shall be a fixed price contract, unless otherwise stated, on a list of products or services. The Agreement shall incorporate by reference this RFP, any Addenda, and the General Conditions and Instruction to Vendors.

Vendors who have received the RFP from a source other than through Bonfire central notification are advised to contact the Point-of-Contact above to provide their company’s contact information. Vendors who have received the RFP by any method are responsible for checking the website to obtain any addenda.

1.5 Proposal Delivery, Time, Date and Place

Separate and sealed Proposals shall be received electronically until 11:30 A.M., Eastern Prevailing Time, Wednesday, April 8, 2026, for the Parks Application Replacement.

The County reserves the right to extend or postpone the date and time for accepting Proposals through an addendum.

All Proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all electronic media, reports, charts, and other documentation submitted by Vendor shall become the property of the County when received.

Nothing submitted shall be considered confidential or proprietary.

1.6 Proposal Submissions

Vendors are required to submit their Proposals electronically via https://alleghenycounty.bonfirehub.com/portal/?tab=openOpportunities. No Proposals shall be accepted in person, by U.S. Mail, by private courier service, via oral or e-mail communication, telephone, or fax transmission.

Proposals shall be submitted in the format described in this RFP. To be considered, the Proposal must respond to all requirements in the RFP. The contents of this RFP including any Addenda shall become part of any Agreement(s) entered into as a result of this RFP.

The County reserves the right to request additional information which, in the County's opinion, is necessary to assure that the Vendor’s competence, business organization, and financial resources are adequate to perform in accordance with this RFP and any resultant Agreement.

The County may make such investigation as it sees fit to determine the ability of the Vendor to perform the work, and the Vendor shall furnish the County all such information and data for this purpose as requested by the County. The County reserves the right to reject any Proposal if the evidence submitted by, or investigation of, such Vendor fails to satisfy the County that such Vendor is properly qualified to carry out the obligations of the Agreement and to satisfactorily perform the work specified.

When asked, Vendors shall also include their answers to the questions listed in this RFP using the same answering sequence as put forth in the RFP.

Proposals should be prepared simply and economically, providing a straightforward, concise description of the Vendor’s ability to meet the requirements of the RFP.

Any other information thought to be relevant, but not applicable to the enumerated questions, should be provided as an appendix to the Proposal.

1.7 Clarification of Requirements & General Questions

It is the intent and purpose of the County that this RFP permit competitive Proposals. It shall be the Vendor’s responsibility to advise the Point-of-Contact if any language, requirements, or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notifications and general questions regarding this solicitation must be submitted electronically via the Bonfire system https://alleghenycounty.bonfirehub.com/portal/?tab=openOpportunities and must be received no later than the Deadline for Questions. A review of such notification and questions shall be made and a timely response shall be posted on the Bonfire site.

1.8 Mandatory Pre-Proposal Meeting

A mandatory pre-proposal meeting shall be held on Thursday March 12, 2026, at 1:00PM ET. Please RSVP to Chloe Wojcik at Chloe.Wojcik@AlleghenyCounty.US by 3:00PM ET on Wednesday March 11, 2026.

The Pre-Proposal Meeting shall be held on Microsoft Teams. Meeting information shall be sent by email to all Vendors who RSVP in a timely fashion.

https://alleghenycounty.bonfirehub.com/portal/?tab=openOpportunities https://alleghenycounty.bonfirehub.com/portal/?tab=openOpportunities mailto:Chloe.Wojcik@AlleghenyCounty.US

1.9 Sustainable Procurement

Allegheny County passed a Sustainable and Socially Responsible Procurement amendment to the county’s procurement and contracting code, which supports our ongoing efforts to integrate sustainable best practices in all county activities. Potential vendors must complete a Vendor Internal Sustainability Profile, demonstrating a commitment to sustainable business practices including actions and/or policies that address preservation of the environment, minimizing carbon impact, and protecting local and global communities. This could include energy and water efficiency efforts, greenhouse gas emission reductions, waste diversion practices, environmental responsibility, and awareness as part of investment decisions or in the development of goods and services, and more.

Suppliers shall comply with all applicable environmental laws, regulations, and standards. Contracted vendors should be prepared to provide this information about their own sustainable business practices, along with annual reporting requirements concerning the sustainable practices related to their goods and/or services provided to the county. These reporting requirements will be specified in each bid.

Waste Management

Supplier must practice responsible waste management and disposal. Supplier should take back shipping material or packaging that can be reused for future deliveries, including but not limited to pallets, plastic wrap, and cardboard boxes. Suppliers should provide the county will information on any take-back programs available to reuse or recycle spent or unused items.

Packaging

Supplier shall eliminate packaging or use the minimum amount necessary for product protection, including reductions in cardboard boxes, when possible, elimination of all Styrofoam packaging and minimizing plastic packaging. Supplier shall use where possible recyclable or compostable materials for packaging.

Transportation

Deliveries will occur on agreed upon days, 1-2 days a week, to reduce trips and carbon footprint.

1.10 Addenda, Clarification and Modifications

Any changes, additions, deletions, or clarifications to the RFP are made by amendments (addenda). All addenda shall be posted by the County on the Bonfire system. It is the responsibility of the Vendor to access the addenda. Any Vendor in doubt as to the true meaning of any part of the RFP documents may request any interpretation thereof from the Issuing Office, Point-of-Contact. At the request of the Vendor, or in the event the Issuing Office deems the interpretation to be substantive, the interpretation shall be made by written addendum issued by the Issuing Office.

Such addenda issued by the Issuing Office shall become part of the RFP package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations shall be binding. In order to have a request for interpretation considered, the request must be submitted in writing and must be received by the Issuing Office by the Deadline for Questions.

All addenda, amendments, and interpretations of this solicitation shall be in writing. Any amendment or interpretation that is not in writing shall not legally bind the County. Only information supplied by the County in writing or in this RFP shall be used in preparing Proposals. All contact that a Vendor may have had before or shall have after receipt of this RFP with any individuals, employees, or representatives of the County and any information that may have been read in any news media or seen or heard in any communications facility regarding this RFP shall be disregarded in preparing Proposals.

The County does not assume responsibility for the receipt of any addendum posted on Bonfire or sent directly to Vendors. All addenda issued must be signed via Bonfire along with the Proposal.

1.11 Examination of Documents and Requirements

Vendors shall carefully examine all RFP documents and thoroughly familiarize themselves with all requirements before submitting a Proposal to ensure that the Proposal meets the intent of this RFP.

Before submitting a Proposal, each Vendor shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements effecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the Vendor from an obligation to comply, in every detail, with all provisions and requirements of the RFP.

1.12 Minority, Women or Disadvantaged Business Enterprise (MWDBE) Requirements.

MWDBEs shall receive equal opportunities to submit proposals and shall not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award.

A MWDBE is defined as a small business concern that is at least 51% owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51% of the stock of which is owned by one or more socially and economically disadvantaged individuals.

Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian-Pacific Americans, and subcontinent Asian Americans.

A listing of MWDBEs certified by the County and the Pennsylvania Unified Certification Program can be found at www.paucp.com or https://www.alleghenycounty.us/Projects-and-Initiatives/Equity-and- Inclusion/Pennsylvania-Unified-Certification-Program%C2%A0PA-UCP.

1.13 Veteran Owned Small Business Requirements

Allegheny County has an annual goal of not less than five (5) percent participation by veteran-owned small businesses in all contracts. The participation goal shall apply to the overall dollar amount expended with respect to contracts. The County, therefore, requires that all Vendors demonstrate good faith efforts to obtain the participation of veteran-owned small businesses in work to be performed under County contracts. In order to demonstrate this good faith commitment, all Vendors are required to complete and submit with their Proposals an MBE/WBE/Veteran Owned Solicitation and Commitment Form, which details the efforts made by the Vendor to obtain such participation. Failure to submit an MBE/WBE/Veteran Owned Solicitation and Commitment Form shall result in rejection of the Proposal.

A. Veteran-owned small business is defined by the County as a business having one hundred (100) or fewer full-time employees and not less than fifty-one (51) percent of which is owned by one (1) or more veterans, or in the case of any publicly owned business, not less than fifty-one (51) percent of the stock of which is owned by one (1) or more veterans, and the management and daily business operations of which are controlled by one (1) or more veterans. Vendor MUST provide proof of veteran ownership including percentage & name and address of business.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.paucp.com%2F&data=05%7C02%7CNina.Morris%40AlleghenyCounty.US%7Ceffc80c0d47d4abda02908dd510b7a1a%7Ce0273d12e4cb4eb19f708bba16fb968d%7C0%7C0%7C638755831940722059%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=6ZrPSRZ1fwSM8QdKWoTlHhcDpq44EJwB1OAPexUhJzY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.alleghenycounty.us%2FProjects-and-Initiatives%2FEquity-and-Inclusion%2FPennsylvania-Unified-Certification-Program%25C2%25A0PA-UCP&data=05%7C02%7CNina.Morris%40AlleghenyCounty.US%7Ceffc80c0d47d4abda02908dd510b7a1a%7Ce0273d12e4cb4eb19f708bba16fb968d%7C0%7C0%7C638755831940699778%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Ne%2B5y8oJiq64jApJtSBGO3QCNGVReaFfO5GBK3fRWSM%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.alleghenycounty.us%2FProjects-and-Initiatives%2FEquity-and-Inclusion%2FPennsylvania-Unified-Certification-Program%25C2%25A0PA-UCP&data=05%7C02%7CNina.Morris%40AlleghenyCounty.US%7Ceffc80c0d47d4abda02908dd510b7a1a%7Ce0273d12e4cb4eb19f708bba16fb968d%7C0%7C0%7C638755831940699778%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Ne%2B5y8oJiq64jApJtSBGO3QCNGVReaFfO5GBK3fRWSM%3D&reserved=0

B. For Agreements under one hundred thousand dollars ($100,000.00), veteran-owned small businesses shall be exempt from all bonding requirements.

C. THE ATTACHED FORMS (VETERAN OWNED SMALL BUSINESS PARTICIPATION

STATEMENT AND VETERAN OWNED SMALL BUSINESS-WAIVER REQUEST) MUST BE

COMPLETED AND SUBMITTED WITH ALL PROPOSALS. FAILURE TO SUBMIT THESE

DOCUMENTS MAY RESULT IN THE REJECTION OF YOUR PROPOSAL.

D. Attach a copy of Vendor(s) DD 214 discharge form to participation statement.

1.14 Conflict of Interest

The Vendor shall not accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the County.

By signing their Proposal, the Vendor certifies and represents to the County that the Vendor has not offered, conferred, or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantaged information, recipient’s decision, opinion, recommendation, vote, or any other exercise of discretion concerning this

RFP.

1.15 Proposal Preparation Costs

Issuance of this RFP does not commit the County, in any way, to pay any costs incurred in the preparation and submission of a Proposal. The issuance of this RFP does not obligate the County to contract for any services or equipment. All costs related to the preparation and submission of a proposal shall be paid by the Vendor and are not the responsibility of the County.

1.16 Insurance

Vendor as Cloud Provider and Hosting Insurance Requirements Successful Vendor, at its sole cost and expense, shall purchase insurance coverage (as more specifically described below) and maintain it in full force and effect during the term of this Agreement for the benefit of both Successful Vendor and the County. If any coverage described below is written on a claims-made basis, the Successful Vendor also agrees to maintain such coverage for at least five (5) years following the end of the Agreement. Such insurance shall protect from claims that may arise out of or result from Successful Vendor’s performance of the Contract Services performed under this Agreement whether such work be performed by Successful Vendor or by any subcontractor or by anyone directly or indirectly employed by any of them. Successful Vendor’s insurance policies are more specifically described below.

Insurance Requirements

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury, and personal & advertising injury, with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: Commercial Auto Insurance covering Code 1 (any auto), Code 8 (hired autos), and Code 9 (non-owned autos), with minimum limits of $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation: Part I workers’ compensation insurance as required by applicable law, with Statutory Limits, and Part II Employer’s Liability Insurance with limit of no less than $500,000 per accident for bodily injury or disease.

4. Umbrella/Excess Liability: A “follow form” policy with minimum limits of $5,000,000 per occurrence over the underlying policies, which at minimum must include CGL, Commercial Auto, and Workers’ Compensation Part II.

5. Cyber Liability Insurance: Third-Party Liability coverage with limits not less than $5,000,000 per occurrence or claim, $10,000,000 aggregate. Coverage shall be sufficiently broad to respond to claims involving infringement of intellectual property, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, network damage, data loss, business interruption damages, contingent business interruption damages, alteration of electronic information, extortion/ransomware events, contractual violations, and network security loss. The policy shall provide coverage for breach response costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations.

6. Professional Liability (Errors and Omissions): Insurance appropriate for the Services to be performed under this Agreement, with limits no less than $5,000,000 per occurrence or claim, $10,000,000 aggregate. The Parties expressly agree that Vendor may procure Cyber Liability Insurance and Professional Liability Insurance under this section on a combined form, technology professionals/hosting company policy.

Additional Insured Status Successful Vendor shall endorse, specifically or by blanket terms, each policy identified above to name the County as an additional insured on Successful Vendor’s policies with respect to liability arising out of Successful Vendor’s performance of the Contract Services. Successful Vendor must ensure its third-party contractual liability shall respond to security incidents and violations of this Agreement that relate to third-party networks connected to, interfacing with, and/or are also customers of Successful Vendor for cloud or hosting services.

Primary Coverage Successful Vendor’s policies shall be the primary coverage for any claims arising under this Agreement. The County’s policies, if any exist, shall be non-contributory and sit as excess to Successful Vendor’s policies.

Cancellation and Material Change Each insurance policy required above shall state that coverage shall not be canceled, except with thirty (30) days’ notice to the County*. Similarly, Successful Vendor, for each insurance policy required above, shall notify the County* of any material change and/or coverage dilution to the applicable policy.

* Notice to the County for purposes of this provision shall be made to:

1) Allegheny County Manager, 436 Grant Street, Ste. 119, Pittsburgh, PA 15219, and,

2) Allegheny County Solicitor, 445 Fort Pitt Commons, Ste 300, Pittsburgh, PA 15219.

Waiver of Subrogation Successful Vendor hereby grants to the County a waiver of any right to subrogation which any of Successful Vendor’s insurers may acquire against the County by virtue of the payment of any loss under such insurance. Successful Vendor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether the County has received a waiver of subrogation endorsement from the insurer.

Deductibles and Self-Insured Retentions Successful Vendor must identify to the County any deductibles and/or retentions exceeding $25,000 for any policy listed above. The County may require Successful Vendor to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or the County.

Quality of Insurers Insurance is to be placed with insurers authorized to conduct business in the state (Pennsylvania) with a current A.M.

Best’s rating of no less than A:VII, unless otherwise acceptable to the County.

Claims-Made Policies If any of the required policies provide coverage on a claims-made basis:

a) The Retroactive Date must be shown and must be before the date of this Agreement.

b) Insurance shall be maintained, and evidence of insurance must be provided for at least five (5) years after completion of the Contract Services.

c) If coverage is canceled or non-renewed and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, Successful Vendor shall purchase “extended reporting” coverage (a Tail Policy) for a minimum of five (5) years after completion of the Contract Services.

Certificates Successful Vendor shall furnish the County with certificates of insurance evidencing the in-force policies complying with the above provisions in favor of Allegheny County. The Successful Vendor also agrees to provide updated certificates within thirty (30) days of any renewal and/or change in coverage. The failure to obtain the required certificates prior to the beginning of the performance of Contract Services shall not waive Successful Vendor’s obligation to provide them. The County reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Subcontractors Successful Vendor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Successful Vendor shall ensure that the County is an additional insured on insurance required from subcontractors.

Deductibles The County shall be exempt from, and in no way liable for any sums of money, which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of Successful Vendor and/or subcontractor providing such insurance.

Successful Vendor shall be responsible to require their sub-contractors to comply with all of the insurance requirements of this Agreement.

The Issuing Office’s Chief Purchasing Officer may waive or modify any of the insurance requirements at their discretion.

1.17 Option to Extend

The Issuing Office reserves the right, upon notice to the Vendor, to extend the Agreement or any part of the Agreement for up to 120 days, upon the same terms and conditions after the indicated expiration date as described in the Agreement. This shall be utilized to prevent a lapse in Agreement coverage for the services indicated in the Agreement, and only for the time necessary to enter into a new agreement. When applicable, an extension notice shall be issued defining the exact extension of the Agreement; all other terms and conditions of the Agreement shall remain in full force and effect.

RFP for Parks & Recreation Application System Evaluation

SPEC#9457

Section 2

2. SCOPE OF CONTRACT

2.1(a) Schedule of Events

The following table is the tentative schedule governing this RFP. Dates may change in accordance with the County’s needs or unforeseen circumstances at the sole discretion of the County.

Issuance of RFP Thursday, February 26, 2026 Pre-Proposal Meeting Thursday March 12, 2026 1:00PM Last Date for Submitting Questions Wednesday March 18, 2026 3:00 PM Proposal Due Wednesday April 8, 2026 11:30 AM Evaluation Committee Review April 8-15, 2026 Vendor Demonstrations April 20-22, 2026 Final Award Date (Target) May 22, 2026 (Tentative)

*All questions must be submitted through Bonfire. Questions shall not be accepted by email or phone. Any questions submitted after 3:00 p.m. ET on the Deadline for Questions date shall not be addressed.

2.1(b) Implementation Program and Schedule

Vendors shall provide a comprehensive narrative statement that demonstrates their understanding of the requirements of the County and illustrates how their methodology shall serve to accomplish the work. Vendors must set forth how they shall approach the implementation of the Parks Application Replacement and describe the methods and frequency of interface between the Vendor’s project team and County personnel. A detailed narrative and graphical description of the proposed implementation process and work schedule shall also be included. The proposed implementation description shall be thorough in describing the methodology for the entire process from “notice to proceed” through on-going support and maintenance after launch. All information must also be completed in the Parks Application Replacement Vendor Response – “Vendor Information” tab.

2.2 Allegheny County and Allegheny County Parks Application Replacement Background

Allegheny County sits in south-western Pennsylvania with the city of Pittsburgh as its largest municipality. As of the 2020 census, its population was 1,250,578, making it Pennsylvania’s second-most populous county (after Philadelphia County). The county seat is the city of Pittsburgh.

The County Parks Department is the manager of county-owned properties designed to be used as parkland. The department operates nine public parks that span more than 12,000 acres and offer a wide array of sporting, leisure, cultural and entertainment opportunities. Various seasonal and year-round programs, activities and amenities provide residents and visitors with educational and recreational opportunities, while also contributing to the economic vitality of the region. The Parks Department is charged by the County Executive to guarantee the integrity of park property through thoughtful planning and management, and promoting programs, activities, services, and facilities. The executive branch consists of 23 distinct departments:

Administrative Services Economic Development Information & Technology Budget & Finance Emergency Services

- 911

- Emergency Medical

- Emergency Fire

Kane Community Living Centers (4 facilities)

- Fire Marshal Jail Equity and Inclusion Law Children Initiatives Facilities Management Medical Examiner County Executive Health Parks County Manager Human Resources Police Court Records

- Civil/Family

- Criminal

- Wills/Orphans

Human Services

- Children Youth & Families

- Aging

- Behavioral Health

Public Defender

Sustainability Public Works

The executive branch of Allegheny County employs a work force of approximately 5,000 people, making it the seventh largest employer in the County.

2.3 Scope of Services for the Allegheny County Parks Department

The Allegheny County Parks Department is seeking a new, comprehensive Parks and Recreation application that consolidates all needed functionalities into a single platform. This application will support program and event management, facility reservations, golf course management, point of sale (POS) operations, inventory management, robust reporting, and analytics. The solution will include both web and mobile access, ensuring users can interact with the system from any device. The new system will be scalable to accommodate future growth and adaptable to evolving needs.

2.4 Technology

2.4(a) Existing Technology Platform

The Allegheny County Parks Department utilizes four applications. ActiveNet is used for program registration, event management, facility reservations, POS (Point of Sale) operations, and reporting. ActiveWorks is used for event ticketing and reporting. Lightspeed is used for tee time reservations. JD Edwards is used for financial reporting and integration with new systems.

• ActiveNet: Utilizes a REST API with JSON responses.

• ACTIVEWorks: Utilizes a REST-based API structure.

• JD Edwards (EnterpriseOne): Utilizes REST APIs via the AIS (Application Interface Services) Server. Also supports SOAP for legacy enterprise integrations and low-level JDB API’s (C-based).

• Lightspeed (Golf): Utilizes REST API architecture. Uses Oauth 2.0 for authentication and returns all data in

JSON format.

The Vendor should explain in its proposal the ability of the proposed solution/technology to accomplish this.

The Proposal should include information as to the cost and methodology of migrating the existing data maintained in ActiveNet, ActiveWorks, JD Edwards, and Lightspeed, or other existing systems into the proposed product or technology.

If the proposed solution requires any licensed software (other than Microsoft Office products and Microsoft Teams) to have full Functionality, the Vendor must explain this fully in its Proposal.

The Vendor’s proposed licensing model must be described in its Proposal.

2.5 Key Contract Criteria Necessary for the County and the Parks Department

Please refer to the Addendum – “Parks & Recreation Application System Evaluation Vendor Response – Business Requirements” and “Technical Requirements” tabs and complete the Excel spreadsheets to include with your Proposal.

We require a clear understanding if each feature is a system capability, or it is provided by a Third-Party vendor.

Regardless, all these items shall be provided under one contract. Based upon the needs of the County, including funding availability, the County may need to implement the requested features in a phased approach during the Agreement, or elect to exclude certain modules, workflows, or functions from the Agreement. Initial price and maintenance costs shall be a consideration after Functionality. Additionally, the cost, availability, and comprehensiveness of technical support and training (both initial and ongoing) shall be factors under consideration.

2.5.(a) Functional Requirements

The Addendum “Technical Requirements” tab discusses specific categories of criteria. Below is information relevant to the County’s overall requirements.

The Allegheny County Parks Department requires an Application Replacement that has an intuitive design, be easy to use, require little training with structured and secure access that shall support complete user adoption. The proposed solution shall not be complex. It should simplify and streamline event management, program registration, facility reservations, golf course management, point of sale actions, and inventory management.

The proposed solution shall eliminate redundancy and provide greater overall efficiency. The proposed solution shall deliver on the Functionality outlined in the Addendum with few disparate systems and integration points.

The Parks Application Replacement shall provide robust reporting functionality that is flexible, easy to use, intuitive, and customizable. This includes the ability to generate reports based upon specific requests generally needed by Allegheny County Parks Department staff and management.

Vendor’s Proposal shall fully describe the security levels of the proposed solution, including what security tools are included with the solution. Vendor’s Proposal must comply with the County’s terms and conditions, including applicable insurance requirements set forth in the Insurance section of the RFP, and with the Addendum “Technical Requirements." The Parks Application Replacement shall be secure and have sufficient safeguards to prevent non-authorized users from viewing, altering, stealing, or destroying any of the data, or using the proposed solution to access other County systems.

2.5(b) Maintenance and Support

The Parks Application Replacement Vendor Response - “Support” tab discusses specific support criteria. Below is information relevant to the County’s overall requirements.

The Vendor shall perform all related professional services (e.g., best practices guidance, business process reengineering, training, project management, content and data migration assistance, implementation, integration, and report development) in a timely and professional manner. Services shall be provided by experienced application experts who have successfully implemented the proposed solution at comparable governmental departments with similar requirements to those of the County as set forth in this RFP.

The RFP process seeks to find the best and most suitable partner for the County for this investment. Any award shall be made to the qualified Vendor whose Proposal is most advantageous to the County with price and other factors considered. Other factors that may contribute to being awarded the contract include, but are not limited to, the specific considerations set forth within this RFP, including the Addendum.

2.5(c) County has Preference for Cloud-Based Solution

The County has stated a preference for a cloud-based (as opposed to an on-premises) platform for the proposed solution.

However, Vendors are encouraged to bid their best fit system for the County regardless of platform. Vendors may bid both (and either) platforms for the proposed solution if the functionality is the same. Vendors shall explain in their Proposal why they recommend a particular platform. The County shall retain ownership of all its data regardless of what platform is selected for the successful solution implementation.

Section 3

3. VENDOR QUALIFICATIONS AND REFERENCES

Vendor shall provide information on their company and qualifications for their Proposal to be considered. All information shall be completed in the Parks & Recreation Application System Evaluation Vendor Response – “Vendor Information” tab. In this section we ask that the Vendor provide information about the company and the services offered by the Vendor. The Vendor shall submit a list of references and previous comparable work performed for those references. It is important that the Vendor provide evidence of having worked with county and/or municipal governments on projects of similar size and scope. More recent comparable work (within the past thirty-six months) is preferred. References shall illustrate the Vendor’s ability to provide the services outlined in the Scope of Contract (section 2, above). References shall include name, point-of-contact, telephone number, nature of reference (type of entity, number of users), nature of services, dates of services performed, and the reference must be willing to speak privately with a County representative. All partnerships and third parties proposed as part of software, services, or support of the proposed solution shall be disclosed in the Proposal and include a detailed company profile, qualifications, and references for each entity.

The Proposal may be disqualified if the County is unable to verify qualification and experience requirements from the Vendor’s references. The County’s Evaluation Committee shall be the sole judge of references.

Section 4

4. PRICE - PROPOSED TOTAL FEE SCHEDULE/ITEMIZED PRICING

The Parks & Recreation Application System Evaluation Vendor Response - “SaaS Costing” tab provide pricing worksheets. Below is information relevant to the County’s overall requirements.

Vendors shall complete the cost breakdown for the servicing, licensing, hosting, and support of their Parks Application Replacement Proposal. The prices provided shall reflect all costs associated with the proposed solution, including optional services and all supplies associated with a successful implementation.

The Vendor’s Proposal, including all pricing in the Proposal, shall remain firm and effective, subject to the County’s review and approval for a period of 180 days from the due date of RFP submissions, as well as fixed pricing for the duration of the Agreement term and subsequent renewal options.

Section 5

5. EVALUATION PROCESS

All Proposals shall be evaluated by an Evaluation Committee. The Evaluation Committee shall be composed primarily of staff from the Allegheny County Parks Department. Also, one or more staff from Allegheny County’s Department of Information Technology shall be on the Evaluation Committee.

The specific evaluation criteria to be used by the County shall include such criteria as the County may determine in its sole discretion. As part of the evaluation process, the County may request that some or all Vendors provide additional information or details for clarification, which may include supplying samples, providing demonstrations, and/or furnishing additional technical data.

5.1(a) Evaluation Criteria

Evaluating Criteria Weight Functional Fit Satisfaction of Key Criteria outlined in §2.5, and in the Addendum Required/Preferred Criteria.

40%

Technical Requirements Includes usability, integration, security, data management, mobility, searches/reporting

25%

Vendor Strength & Viability Includes size, market value of Vendor, product roadmap, references, local government experience

15%

Maintenance & Support Ongoing upgrades/enhancements and patches. Help desk and support service levels/response times

15%

MWDBE 5%

While the cost of the Parks & Recreation Application System Evaluation is a factor in the final decision, the County shall assess the overall value of the Proposal and not look at the discrete proposal price in isolation. The County reserves the right to select Short-listed Vendor(s) for reasons other than the score received from the Evaluation Criteria.

5.1(b) Selection of Short-listed Vendors and Vendor Demonstration/Presentation

Shorted-listed Vendors shall be advised by email that they have been selected to participate in a “Vendor Demonstration/Presentation” with the Evaluation Committee. The County shall provide the demonstration scripts and demonstration dates to the Short-listed Vendors as per the schedule outlined above (see § 2.1(a) above). Demonstration scripts shall be included with the short list notification email.

Vendors invited to do a Vendor Demonstration/Presentation shall be required to provide an in person oral presentation or Remote presentation which shall include a demonstration of the proposed solution and a question-and-answer session.

The number of Short-listed Vendors has not been determined. However, the number is not expected to exceed three (3). All Vendor Presentation/Demonstrations shall be at no cost to the County. The Vendor Demonstration/Presentation may be recorded or videotaped. At the end of the Vendor Demonstration/Presentation process, further follow-up questions may be submitted to the Short-listed Vendor.

For Short-listed Vendors, the Vendor Demonstration/Presentation and client reference checks shall be incorporated into the evaluation criteria to conduct a final evaluation of the proposed solution.

5.2 Selection and Notification of Successful Vendor

Following the Vendor Demonstration/Presentation and any follow-up, the Evaluation Committee shall score the Short-listed Parks Application Replacement vendor. Successful Vendor(s) shall be moved into the negotiation phase of this process. Written notification shall be sent to the Successful Vendor(s) by email. The County reserves the right to select a Successful Vendor(s) for reasons other than the score received from Evaluation Criteria.

All Vendors are not to inflate prices in the initial proposal as cost is one of the factors in determining who may receive an award or be invited into formal negotiations.

The County reserves the right to award in part, to reject all Proposals in whole or in part, and to waive technical defects, irregularities, and omissions if, in its judgment, the best interests of the County would or would not be served.

5.3 Award Process and Contract

The Evaluation Committee may decide to accept the Proposal (or parts thereof) of one or more Short-listed Vendors. It may decide to reject all Proposals. The County retains the right to reject all Proposals, without explanation. It may select a Successful Vendor based on reasons other than raw highest score in Evaluation Criteria. Once a Proposal is accepted, the contracting process shall commence. The County may enter negotiations with one or more Successful Vendors during the 180-day period from the due date of RFP submissions during which all Proposals and pricing shall remain in effect. The purpose of such negotiations shall be to address questions and identify issues as the Parties move toward the finalization of an Agreement including:

• Equipment List all costs associated with the proposed solution, including by not limited to:

1. All up-front initial costs that shall be required for success implementation.

• Software The Successful Vendor shall list all costs associated with their proposed solution, including but not limited to:

1. All software licenses (including third-party) that shall be required.

2. The price for the proposed solution to be run on either a premises-based platform, or a cloud-based platform. Include a breakdown in costs associated with a cloud-based platform hosted by the County and/or a cloud-based platform hosted by Successful Vendor or a third-party.

3. The County has the right to ask about pricing for the software during renewal years and after during the negotiation phase.

• Project Management List all costs associated with project management. Include the estimated hours and hourly rates required by each personnel. These hourly rates shall be held through the entirety of the Contract and should not increase.

• Module-Based Services If your proposed solution has add-on services, modules, or discrete components, breakdown and list all costs associated with such items.

• Data Migration List…