RFP 26-08_Feb_16_26_solicitation_doc.pdf

This is a Request for Proposal issued by the Town of Groton, Connecticut, for the procurement and implementation of a comprehensive Golf Management Software solution. The solicitation, numbered RFP 26-08, seeks a complete, turnkey system that provides customer management, registration, point-of-sale processing, reporting, program management, and accounting functions. The system must be accessible via mobile and web interfaces and include tee time reservation capabilities with real-time availability updates, support for multiple payment methods, membership and season pass management, and detailed revenue metrics reporting. The proposal submission period runs from January 21, 2026, through February 13, 2026, at 12:00 p.m. EST, with sealed proposals requiring two hard copies plus one electronic copy submitted to Karl Klein, Purchasing Agent, at 45 Fort Hill Road, Groton, Connecticut 06340. The Town anticipates system go-live in 2026 with an initial contract term of five years and automatic annual renewal unless terminated by either party with 30 days' notice. One year of post-implementation support through April 2026 is required, followed by five additional years of support at pre-determined rates.

Vendors must comply with Web Content Accessibility Guidelines 2.1 AA standards, maintain PCI Data Security Standard compliance, and obtain SOC 2 Type II certification. Qualified vendors must demonstrate five years of continuous experience implementing golf management solutions for organizations of similar scope and size, provide at least three references from successful implementations at continental U.S. golf courses within the last three years, and ensure system availability of 99.995% with response times under one second 95% of the time. The system must integrate with the Town's existing Tyler Technologies Enterprise ERP platform. Pricing must be structured in payment milestones aligned with implementation phases rather than requiring prepayment, with all shipping, installation, training, consulting, and delivery charges included. The Town has implemented a local vendor preference policy allowing qualified local vendors within 5% of the lowest bid to match that price and receive the award. No estimated contract value has been disclosed, and vendors must certify compliance with Equal Employment Opportunity requirements, Americans with Disabilities Act standards, and confirm they are not delinquent on any Town property taxes or fees.