Appendix A - RFP Responses.xlsx

XLSX spreadsheet 46 KB Posted Feb 24, 2025

Attached to: Provo City - Parks and Recreation Management Software solution
Solicitation number: PROVOPM202529402
Issued by: Utah

About this file

Written by GovTribe AI · Feb 25, 2025

This is an Excel file template (Appendix A - RFP Responses) for vendor responses to Provo City's Parks and Recreation Management Software solution RFP. The document outlines requirements for a comprehensive recreation management system to replace their current ReCPro system by September 2025. The requirements cover 14 key functional areas including reporting, customer management, facility reservations, program management, membership administration, security protocols, support services, communication capabilities, payment processing, website functionality, mobile experience, data migration, third-party integrations, and general system requirements.

The template includes sections for detailed pricing structures covering implementation services, optional services, and operational costs over a five-year period. Vendors must provide fee schedules for transaction charges, user licenses, module costs, and SMS notifications. The document requires vendors to demonstrate integration capabilities with credit card processors, specify payment terms, and detail any applicable discounts. Companies must also provide three customer references, particularly highlighting implementations in similarly-sized municipalities to Provo City's population of 116,886 residents.

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Other files

File	Type	Posted
1295768-event.pdf	PDF	Feb 24, 2025
P&R Software Replacement RFP.pdf	PDF	Feb 24, 2025

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Section 1 sec 7.1.1

7.1.1 COMPANY INFORMATION

Company Name:

Brief Company Overview:

Address:

Year Company Founded:

Authorized Contact:

Phone:

FAX:

e-Mail

Product Name:

Brief Product Overview:

Current Release:

Current Release - Release Date:

Year of First Product Release:

Product Line Release Frequency:

Number of Customers currently utilizing the proposed solution:

Disclose details regarding staffing and training for your proposed solution:

Currently Under Investigation by Govt:	Y/N
If yes please describe
Currently in Litigation:	Y/N
If yes please describe
Any Conflict of Interest on this Project:	Y/N
If yes please describe

&F - &A

Section 2 sec 7.1.1

7.1.1 CONTINUED - PROJECT COMPARISONS

	This Project	Comparison One	Comparison Two	Comparison Three
City / Customer	PROVO CITY
Population Size	116, 886
Solution(s) / Modules Utilized
Project Total Cost
Project Overview:

Additional Information

Section 3 sec 7.1.2

7.1.2 GOVERNANCE INFORMATION

Confidentiality policies:

Continuity of service plans:

Audit request process:

Early termination penalties:

Data ownership policies:

Data disposal policies:

Data retention policies:

Data retreval procedures:

PCI-DSS compliance statements:

SOC 2 evidence:

Utah Data Privacy compliance:

Section 4 sec 7.1.3

7.1.3 TECHNOLOGY INFORMATION

Primary tools used to deliver services:

Service delivery methodology:

Integration Capabilities:

Section 5 sec 7.2

7.2 CUSTOMER BASE AND REFERENCES

	Reference One	Reference Two	Reference Three
Company Name
Address
City
State
Zip
Contact Name
Contact Title
Contact Phone
Contact e-mail
Duration of Engagement (Months)
Web Site Link

Section 6 sec 7.3

7.3 PRICING STRUCTURE

PRICING	Year 1	Year 2	Year 3	Year 4	Year 5	Total
IMPLEMENTATION SERVICES
License Fees (If Any)						$ - 0
Hosting Fees (If Any)						$ - 0
Disk Fees (If Any)						$ - 0
Training						$ - 0
Professional Services						$ - 0
Design Services						$ - 0
<insert rows as needed>						$ - 0
						$ - 0
OPTIONAL SERVICES
Credit card fees (If Any)						$ - 0
<insert rows as needed>						$ - 0
						$ - 0
OPERATIONAL COSTS
License Fees (If Any)						$ - 0
Hosting Fees (If Any)						$ - 0
Disk Fees (If Any)						$ - 0
<insert rows as needed>						$ - 0
						$ - 0
Total	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0

Pricing Overview:

ADDITIONAL FEES	Response	Explanation
Does the proposer charge a fee per transaction? If Yes, please describe.
Does the proposer charge a fee per user/license? If Yes, please describe.
Does the proposer charge a fee per module? If Yes, please describe.
Are there limits on amount of SMS notifications or additional fees?
PAYMENT PROCESSORS	Response
Which credit card processors are you integrated with?
Describe your fees regarding any accepted payment types.

Section 7 sec 7.4

7.4 INVOICING

Fee Schedule & Payment Terms:

Applicable Discounting:

Acceptance Period:

Section 8 sec 6.1

6.1 Scoped Services
ID	Requirement Description	Proposer Response Score	Is Functionality Included in proposal? (Yes or No)	Name of The solution or Module That Provides This Functionality	Version	Proposer Notes
1	Reporting
	Real-time and historical reporting. (All history is accessible)
	Activity registrations by program, facility, and time period.
	Facility reservations by location, type, and usage data.
	Membership sales and attendance tracking.
	Financial reports, including revenue breakdown by category.
	Daily Cash Out Summary Report to balance by user.
	Daily Cash Balance Report which produces end of day financial report by location/facility.
	Customize receipts by facility location or program type.
	Can run membership usage reports by a specific membership (ie insurance reports).
	Customer participation history and demographics.
	Ability to print or email receipts.
	Customizable ad-hoc reporting.
2	Customers
	Online self-service portal for registrations, reservations, and payments.
	Ability to manage family accounts with multiple members.
	Customer history tracking for classes, memberships, and payments.
	Manage duplicate accounts, ability to easily combine.
	Staff facing notes or alerts can be placed on members accounts.
	Can add photos to customer account.
	Customer has the ability to upload documents to accounts.
	Secure document/data lifecycle management.
	Staff can limit which fields can be edited by customer (such as age or grade).
	Customer accounts can be searched from a variety of fields including name, phone, email.
3	Facility Reservations
	Real-time facility availability and scheduling.
	Customer ability to reserve facilities, fields, courts, and meeting rooms.
	Ability to have online reservation requests reveiwed by staff before they are booked. Staff can determine which facilities can be scheduled outright and which ones need approval.
	Abilitly for staff to save search views and/or templates.
	Configurable rental policies, including deposit and refund options.
	Callouts for internal scheduling conflicts and ability to skip individual conflicting events.
	The system recognizes rooms/spaces as part of a larger facility and will not allow an individual room/space to be booked if the larger encompassing facility is already booked, nor allow the facility to be booked if an individual room/space within is booked.
	Ability for staff to easily book reoccuring facility rentals without a fee, and update/edit individual days of the reservation.
	Can limit customer reservations per day, per facility type. (1 pickleball reservation a day).
	Reservations have a place to add internal setup notes. These would show on a weekly listing of reservations.
	System tracks changes to reservations including user and date and invoices.
4	Classes & Programs
	Support for different types of programs (drop-in, session-based, private lessons, camps).
	Partial refund and partial payment options.
	Ability to collect participant waivers.
	Attendance tracking and reporting in programs.
	Waitlist and automated notifications for open spots.
	Registration can be done by age or grade.
	Grade is tracked and automatically advanced each year.
	Ability to copy season classes and programs.
	Ability to register multiple participants and/or programs in the same transaction.
	Event ticketing that produces a qr code or barcode, preferably with a guest login option.
	Ask program registration questions that have fees associated with them.
	Parents can volunteer to coach during registration, and later be assigned to a specific team.
	Ability to email coaches their roster with participant contact information.
	Ability to separate participants into teams or different groups after registration closes.
	Can charge different fees based on multiple requirements (resident/non-resident, member/non-member, etc.)
	Rosters can be exported with different chosen fields showing (phone, email, age, etc.)
	Programs can be listed in groups such as swim lessons, youth sports, etc.
	System can set override limits per user (age, grade, max numbers, etc.)
	Staff can transfer a registration from one program to another and the system will process a fee difference to take a payment or issue a refund.
5	Membership Management
	Support for different membership levels and pricing structures.
	Reoccurring payment options that include automatic renewals.
	Can limit facility access based on set parameters of membership, including limits to rooms or entire facilities.
	Attendance tracking and member activity reports that are available for the customer to view for their account.
	Membership discounts based on family and various family dynamics.
	Memberships can have age registrictions (senior membership 60+)
	Corporate discount options for memberships.
	Printable membership cards with photos as well as digital options that include a barcode that can be scanned at entrance gates.
	Member discounts on programs and classes.
	Online membership submissions.
	Ability to require online membership submissions to be reviewed by staff before finalized.
	Online membership renewals, for memberships designated by staff.
	Each member has a unique membership number.
	Staff are able to type in a membership number of their choosing.
6	Security
	Secure credit card processing with PCI Level 1 compliance.
	Role-based access controls for system administrators and users.
	Encryption of customer data at rest (min. AES-256) and in transit (min. TLS 1.2).
	Audit logs for user activities and transactions.
	Security logs for compliance with Utah Code 63A-19-405.
	Ability to track changes made to schedules or memberships by employee.
	Multi-Factor Authentication (MFA).
	Secure Software Development Life Cycle (SDLC), including vulnerability, patch management, and third-party testing.
	Service Organization Control Type 2 (SOC 2) compliance.
7	Support
	24/7 customer support via phone, chat, and email.
	Knowledge base and self-service help options.
	Support for on-premises devices.
	Data backup and recovery options.
	User defined maintenance windows.
	Regular software updates and security patches.
8	Communication and Marketing
	Email and SMS notifications for registrations, cancellations, schedule changes, and equipment rentals.
	Preschedule notifications for items like class registration reminders.
	Ability to segment customer lists for targeted communication.
	One button push and form fill email with team and coach information, class or program details.
	Receipts for program registrations, purchases and memberships.
	Push notifications for mobile app users.
	Memberships on recurring payments will receive an automated email when their payment declines.
	Customer ability to opt in/out of communications.
9	Transactions & Payments
	Support for multiple payment types (credit/debit card, ACH, cash, checks, tap, apple pay, store credit).
	Automatic invoicing and payment reminders.
	Flexible refund and credit options.
	Payment reversals and reconciliation for all services.
	Point-of-sale (POS) system compatibility for on-site transactions.
	Ability to include or waive taxes.
	Taxes can be calcuated into the final cost of the item, or added on top of the cost.
	Receipts showing itemized taxes in the transactions.
	Ability to do tax exempt sales.
	Fees can be adjusted or overridden based on user's security permissions.
10	Website & Online Experience
	User-friendly, mobile-responsive interface.
	Online event and program calendar with filtering options.
	Integrated search functionality for programs and facility reservations.
	Customer self-service portal for account management.
	Customers can cancel classes themselves (for specific classes designated by staff).
11	Mobile Experience
	The software has a fully native app that can be downloaded from the iOS and Android Stores.
	A class check-in option where customers can check themselves into the class via an iPad.
	Patrons can book drop-in classes, courts, child watch, etc. and view a weekly schedule.
	Personal trainers can book sessions for clients.
	Ability to send SMS notifications for things like class cancellations or rainouts.
	Mobile experience has all the same functionallity as the web experience.
12	Data Migration
	Provides data migration and transformation of existing recreation management data.
	Additional costs associated with data migration.
13	Integrations
	Integration with city website (CivicPlus) and branding compliance.
	Integration with third-party applications (GIS, finance).
	Integration with marketing email solutions (e.g., MailChimp, Constant Contact).
	Integration with access control systems (gate kicker). Different facilities or gates can be accessed, or denied, depending on membership type.
	Integration for Single Sign On (SSO) for staff (SAML, OAUTH 2.0)
	Integration with Facility reservation calendar(s) on city website (CivicPlus) with real-time updates.
14	General
	Scalability to support high-volume registrations and reservations.
	Cloud-based solution with high availability.
	Customizable workflows and forms.
	Accessibility compliance with ADA and WCAG standards.
	Proposer Response Scores should be on a scale between 0 and 10, where 0 represents requirements not included, and 10 represents a requirement that is fully included.

File details come from the government source that posted it. Updated Feb 25, 2025.