RFP PR-25-629 Final_updated.pdf

Recreation Management Platform | RFP - PR-25-629 | Template v3.14.25 | 1

City of

Long Beach Request for Proposals RFP PR-25-629

Recreation Management Platform

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Please read this entire document carefully as it contains important information essential to your proposal

Overview

Summary

The City of Long Beach, Parks, Recreation and Marine

Department is seeking proposals for a cloud-based

Recreation Management System (RMS) to support online program registration, facility reservations, payments, and administrative functions.

Key Dates

Release Date: March 18, 2026

Optional Pre-Proposal Meeting: 9:30 AM (PST), April 1, Questions Due to the City: 11:00 AM (PST), April 15, 2026

Proposals Due: 11:00 AM (PST), May 20, 2026

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information

Instructions for what to include in your proposal and how to submit it are detailed in Section 4.

Proposals must be submitted electronically via

LongBeachBuys.com.

This is a competitive process, and the City intends to award the opportunity based on the information submitted in the proposal that best meets the needs of the City.

Official Contact

Elisa Landeros rfppurchasing@longbeach.gov

All communication with the City related to this RFP must be directed to the contact listed above.

mailto:rfppurchasing@longbeach.gov

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Assistance & Resources For assistance using Long Beach Buys, please contact us directly

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach

BizCare

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

562-570-4BIZ (4249)

4Biz@longbeach.gov

Request Assistance Form file:///C:/Users/casinoh/Downloads/longbeachbuys.com https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u mailto:rfppurchasing@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ mailto:4Biz@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/

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Contents

BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

2.2.2 Contract Management

2.2.3 Contract Payment

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

3.3 Local Preference

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

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1 The Opportunity

1.1 Project Summary

The City of Long Beach, through its Department of Parks, Recreation and Marine (PRM), is seeking proposals from qualified vendors to provide a comprehensive, cloud-based

Recreation Management System (RMS) to support the full range of PRM’s operations. The selected RMS will manage online program registration, facility reservations, payments, customer account management, and back-end administrative functions. The ideal solution will improve operational efficiency, enhance the customer experience through a multilingual interface, and integrate with existing City financial infrastructure.

1.2 Background

PRM offers a broad range of public-facing recreational services, including hundreds of community classes, seasonal programs, facility rentals, youth camps, aquatic programs, and more. The City seeks a modern, user-friendly solution that improves web access for all residents, supports internal staff workflows, and meets City data, financial management, and cybersecurity requirements.

1.3 Goals

• Implement a mobile-responsive, ADA/WCAG-compliant, and Payment Card Industry

(PCI) compliant RMS that supports program registration, member check-in/out reservations, payments, third party integration and account management

• 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 Telephone Consumer

Protection Act -TCPA)

• Integrate with existing City financial systems and Bank of America Merchant Services

(BAMS) as a preference

• Migrate data from existing systems into the new RMS systems/devices/processes

• Provide RMS access for PRM staff, PRM Management, class instructors, class students, and customers via an online portal and/or mobile device

• 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

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• Ensure HIPAA-secure environment for modules that handle protected health information (PHI), or integrate with third-party HIPAA-compliant platforms

1.4 Award Terms

This contract will be for a period of two years with the option to renew for six additional one-year periods. The total contract term will not exceed eight years.

2 Scope of Work

2.1 Description of Services

The selected vendor will be responsible for the following key components:

2.1.1 Recreation Management System Implementation

• Design, install, configure, test, and deploy a secure, cloud-based RMS tailored to

PRM’s offerings, business rules, and workflows

• Migrate historical and current data (e.g., member records, enrollment history, financial transactions and permits from legacy systems)

• Develop public-facing registration and reservation portals that are multi-lingual, ADA/WCAG-compliant, PCI compliant, and mobile responsive

2.1.2 Functional Components and Support Modules

The system must, at a minimum, include the following capabilities:

PROGRAM/CLASS MANAGEMENT

• Program and Class Registration for individuals, families, organizations and instructors

• Instructor check-in/out, attendance tracking

• Multi-session registration, wait list management, and flexible scheduling

• Integration with complementary recreation software and systems including Team

Sideline (for league and team management) and ePACT (for emergency and medical information management)

FACILITY REGISTRATION

• Real-time booking with automated permits

• Enforcement of blackout periods and rental rules, and tiered fee structures

• Point-of-Sale solution for in-person transactions at community centers, pools and other facilities that support merchandise sales, concessions, passes and fees

PAYMENT PROCESSING

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• Accept multiple forms of payment (credit/debit , cash, gift cards, contactless payment when implemented

• PCI compliant payment processing and related activities (ex. refunds, charge backs, etc.)

• Payment card devices (if utilized as part of the RMS system) must be PCI certified

Point-to-Point-Encryption (P2PE) devices and integrated with the RMS

• Refunds to original payment methods, credits, balance transfers, and payment plans shall be performed in the RMS (and/or follow the City Accounting refund requirements which take precedence)

• Compatibility and optional integration with Bank of America with City Treasury systems, Merchant Services (BAMS) accounts.

• Integration with the City’s merchant services vendor (BAMS) to perform payment processing

• Ability to change to a different merchant services vendor if the City changes to a new payment processing vendor

CUSTOMER ACCOUNT MANAGEMENT

• User friendly interface for account creation and updates, household and family linking, communication preferences, transaction histories, multilingual support

ADMINISTRATIVE TOOLS

• Role-based permissions, attendance tracking, scheduling, workflow customization

• Internal messaging, calendar and scheduling functionality

REPORTING AND ANALYTICS

• Standard and ad-hoc reports, data exports, dashboard analytics.

• Access is needed to the backend reporting database so that the City of Long

Beach can independently build custom reports.

• Accurate financial reconciliation tools. System Hosting and Security (Subject to input from Technology & Innovation Department)

• Deliver a Software-as-a-Service (SaaS) platform hosted in a secure, redundant cloud environment with 99.9% uptime Service Level Agreement (SLA)

• Security must include:

• Data encryption in transit, at rest, and during payment card processing

• RMS systems/devices/processes must not impact City systems

• RMS subcontractor systems/devices/processes must not impact City systems

• Multi-factor authentication

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• Access controls and detailed audit logs

• Compliance with industry-standard frameworks (e.g., SOC 2, ISO/IEC 27001)

• Provide annual Payment Card Industry (PCI) Attestation of Compliance (AOC) or equivalent documentation for the RMS systems/devices/processes and any related systems which store, transmit, process and/or impact payment card data as well as

PCI AOCs for any subcontractor systems/devices/processes

• Provide PCI Responsibility Matrix (RM) documentation for the RMS systems/devices/processes including any subcontractor systems/devices/processes

• HIPAA compliance for modules that store or processes any PHI such as medical conditions or special accommodations requests or integrate with third-party HIPAA-compliant platform system such as ePACT

• Date retention and deletion policy aligned with City record keeping policies

2.1.3 Training and Change Management

• Provide training tailored for multiple roles including Admins, Rec Staff, and

Supervisors

• Deliver training materials: manuals, quick guides, video tutorials

• Conduct “train-the-trainer” sessions to build in-house capability

• Provide the City a mechanism to create and track tickets for reporting issues and requesting changes/enhancement requests

• Provide reports and hold regularly scheduled meetings to review the reports as well as set expectations on ticket completion for City staff

• Provide a fully functional sandbox test environment for staff training and hands-on practice prior to go-live, including access for various user roles (e.g. admin, instructor, front desk, and public used)

2.1.4 Ongoing Support and Maintenance

• Provide technical support under a defined Service Level Agreement (SLA)

• Support must include:

• Dedicated support contacts

• Defined response and resolution times based on issue severity

• Regular system/software/hardware/network upgrade schedules

• Emergency patches with bug fixes and documentation

2.1.5 Project Management and Implementation Services

• Assign a dedicated Project Manager to oversee planning and roll out

• 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 integration's

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• Lead User Acceptance Testing (UAT) and provide stabilization support post-launch

• Work with the City’s Cybersecurity Team to ensure implementation, support, and maintenance meets PCI and other regulatory compliance requirements

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Awarded Contractor during the contract. This list is an indication of the performance metrics of interest to the City, and is not exhaustive or final. As a part of a response to this

RFP, Proposers may propose additional or alternative performance metrics to be tracked on a regular basis. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and the City prior to the finalization of an agreement between parties, and may be adjusted over time as needed.

METRIC DESCRIPTION TARGET DATA SOURCE

1. System

Availability

The percentage of time the RMS is operational and accessible to users

99.9% uptime System performance logs, uptime monitoring reports

2. Payment

Processing

Accuracy

Successful completion of customer payments and refunds without error

100% accuracy Transaction logs, reconciliation reports

3. Customer

Portal

Availability

Availability of the public-facing registration and reservation portals across desktop and mobile devices

24/7 access with no major outages

Web monitoring tools, user feedback

4. Data Migration

Success

Accuracy and completeness of historical and active data migrated into the new system

100% accuracy for core data;

<1% error rate overall

Data migration validation reports

5. Support

Response Time

Time taken to respond to

High priority:

within 2 hours;

Helpdesk system or support ticket tracking

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Standard: within

1 business day

6. SLA

Compliance

Adherence to service level agreement terms for support, uptime, and response times

100% SLA

compliance

SLA performance dashboard, vendor reports

7. Accessibility

Compliance

RMS platform compliance with

ADA and multi-lingual requirements

Full ADA and language access compliance

City accessibility audits, third-party testing

8. PCI

Compliance

RMS platform

(including RMS systems/devices/ processes, RMS subcontractor systems/devices/ processes and

P2PE

devices/interfaces) meet PCI compliance requirements

0 PCI findings Integrates SLA performance results, reviews of RMS system/devices/processes with vendor, City’s third-party testing, City’s internal vulnerability scans, City’s third party external vulnerability scans, PCI AOC, PCI RM, and other evidence as requested

2.2.2 Contract Management

The City and Contractor shall work collaboratively during the contract period. City staff will actively and regularly work with Contractor to track progress, help troubleshoot challenges, and provide guidance when needed. The Contractor shall be proactive in communicating any program delivery challenges to the City.

2.2.3 Contract Payment

The City of Long Beach issues payment based upon services rendered. After a contract is finalized, work is performed, and PCI compliance is confirmed by the City’s Cybersecurity

Team, the Contractor should invoice the City. The City will remit payment within 30 calendar

Recreation Management Platform | RFP - PR-25-629 | Template v3.14.25 | 11 days of being billed. After software has been implemented, the City will pay the vendor through the fees they charge with every purchase a customer makes

3 How We Choose

3.1 Minimum Qualifications

• Demonstrated experience deploying 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 as specified

• Secure cloud hosting infrastructure with documented certifications

• Ability to integrate with external payment systems, including Bank of America or equivalents

• 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 on an ongoing basis) before the RMS and any of its peripheral devices or system elements are considered for review/purchase/implementation

• Not having been debarred by Federal, State or local government

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience

• Demonstrated experience with completing projects of a similar type;

• Knowledge of local, state and federal regulations and requirements;

• Expertise and availability of key personnel; and

• Financial stability

30%

2. Method of Approach

• Conformance with terms of the RFP;

• Demonstrated understanding of PRM’s project needs; and

• Ability to work effectively with City staff

40%

3. Communications & Reporting

• Proven ability to communicate any issues and provide project resolution; and

• Ability to meet project deadlines in a timely and thorough manner

20%

4. Reasonableness of Cost 10%

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4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC)

& DATE LOCATION / ADDITIONAL INFORMATION

Release date March 18, Optional Pre-Proposal

Meeting

9:30 AM

(PST),

April 1, Microsoft Teams:

https://teams.microsoft.com/meet/224598189520

50?p=9sW54n8bO9Fq5w5uOt

• Meeting ID: 224 598 189 520 50

• Passcode: Zg98PR2m

• Dial in by phone: 213-279-1690

• Phone Conference ID: 609 997 607#

• Objective of the meeting:

o Provide a general overview and explain the scope of services.

• Allow for unofficial general questions and answers. Answers will be issued to all prospective proposers via an addendum only to written questions received by the deadline for questions.

Questions due to the

City

11:00 AM

(PST), April

15, 2026

• Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A April 29,

• Responses to the questions will be posted on

LongBeachBuys.com.

Proposals due 11:00 AM

(PST), May

20, 2026

• Proposals should be submitted electronically via LongBeachBuys.com.

• Late proposals, or proposals submitted through other channels will not be accepted.

• Proposers are responsible for submitting their proposals completely and on time.

o Proposers will receive an e-bid confirmation number with a time stamp from LongBeachBuys.com indicating that the proposal was submitted successfully.

https://teams.microsoft.com/meet/22459818952050?p=9sW54n8bO9Fq5w5uOt https://teams.microsoft.com/meet/22459818952050?p=9sW54n8bO9Fq5w5uOt mailto:rfppurchasing@longbeach.gov file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com

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The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the

City during normal business hours at

LBPurchasing@longbeach.gov or (562)

570-6200.

Evaluation of Narrative

& Cost Proposals

June-July • An Evaluation Committee will review Narrative

& Cost Proposals to select the proposal that best meets the needs of the City.

• Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 3.2.

Interview/Demos July -

August

• The City shall interview or request demos from none, one, some or all Proposers.

Negotiation &

Contractor Selection

TBD • Selected Contractor(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached.

Estimated Contract

Execution

TBD

Proposer Debrief After

Contractor is Selected

• Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal. The intent of the debrief is to provide the Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

mailto:LBPurchasing@longbeach.gov

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4.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal. Please note proposals that are NOT complete will NOT be considered for the opportunity and will be deemed non-responsive.

PROPOSAL

☐ Narrative

Proposal

The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP. Guidance on preparing a Narrative Proposal is detailed in Section 4.3.

☐ Cost Proposal The Cost Proposal should be prepared using:

• Itemization: Proposers itemize based on unit costs and broken down by labor and parts.

• The format should be in Excel.

PROPOSAL APPENDICES

☐ Financial

Stability

Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the Proposer and subcontractor.

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

Colored displays, promotional materials, and other collateral are not necessary or desired. However, if a complete response cannot be provided without referencing supporting documentation, it may be provided as an addendum clearly cited in the Narrative or Cost Proposal.

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

Beach Buys. They must be signed by the individual legally authorized to bind the

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

☐ C. Local Preference Program

D. Privacy Policy Attachment: If Proposer is providing a technology, information system, application, data collection mechanism, or rulemaking that handles or collects Personally Identifiable Information (PII), the Proposer must complete the

Privacy Policy Attachment.

E. Vendor Information Security Assessment (VISA): If Proposer is providing a cloud based software solution, the Proposer must complete the VISA form.

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Attachments Which May be Submitted Upon Award | Upon award, Awarded

Contractors will be required to submit the following. We encourage you to take note of these requirements, and where possible, include available information as part of your proposal to expedite processing.

☐ D. W-9

☐ E. Business License

☐ F. Proof of Registration with the California Secretary of State

☐ G. Certificates of Insurance: See Section 5.3.2

☐ H. Security Certification (SOC 2, ISO or equivalent), PCI AOC and RM

☐ Contact Information | Ensure your organization’s profile is up to date in Long Beach

Buys, including an email address, phone number, and for any classifications you may qualify for.

☐ Conformation of Attachments | Ensure you have checked ALL the attachments in

Long Beach Buys and have confirmed that all the required documents have been uploaded and labeled correctly.

4.3 Narrative Proposal Template

An editable version of the template below has been posted to Long Beach Buys. Proposers should complete the editable template and submit it as their narrative proposal.

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization

Company Name

Company Address

Federal Tax ID Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

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☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time the organization has been providing the services described in this RFP (1-3 sentences).

How many employees does the organization have in total and residing in Long Beach?

Where are the representative(s) that would service the City’s account located?

Who are the key staff involved in the project?

For each, please a name, title, and resume either as an attachment or 1 paragraph description.

REFERENCES

Reference 1

Company

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

Reference 3

Project Manager

Phone Number

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Project Description

Reference 4

Project Manager

Phone Number

Project Description

Reference 5

Project Manager

Phone Number

Project Description

SUB-CONTRACTOR CONTACT INFORMATION

Does the proposal include subcontractors?

☐ Yes

☐ No

If applicable, provide the following for all subcontractors included in this proposal.

Organization Company Name

Company Address

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

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☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Which specific requirements of this RFP will the subcontractor perform?

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time the organization has been providing the services described in this RFP (1-3 sentences).

How many employees does the organization have nationally, locally, and residing in Long

Beach?

Where are the representative(s) that would service the City’s account located?

Who are the key staff involved in the project?

For each, please a name, title, and resume either as an attachment or 1 paragraph description.

For each subcontractor, provide a list of systems/devices/integration points/documentation which may store, transmit, process, or impact payment card data within the RMS

For each subcontractor system/process, provide PCI AOC and PCI RM documentation approved by the City’s Cyber Security Team

For each subcontractor system/process, provide proof of integration or plans for integration to City’s merchant services vendor (BAMS)

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Method of Approach

1. Please briefly summarize your proposed solution.

2. Please explain the model for how you will achieve the outcomes of this RFP.

3. Workplan: Please summarize your proposed workplan with timelines for key milestones.

4. How will your proposal meet the objectives listed in Section 2 of this RFP?

5. For any risks or challenges that have been identified in the RFP, explain how your proposal will address these challenges.

6. Please outline what you will need from the City in order to implement the project.

Communications & Reporting

1. Please briefly describe any key performance indicators and project monitoring guidelines you will be using to ensure the project meets the requirements of this

RFP.

2. Please explain how employees responsible for front-line service delivery will be supervised.

3. Please explain how they will report on performance to the City and coordinate with the City to meet the objectives of the RFP.

4. The City requires that the awarded Contractor provide proof of payment of any subcontractors used for this project. If the proposal includes subcontractors, please describe the plan for how the City will be notified of such payments.

5. The City requires that the Awarded Contractor provide proof of payment of any subcontractors used for this project. If the proposal includes subcontractors, please describe the plan for how the City will be notified of such payments.

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5 Terms & Conditions

5.1 Acronyms/Definitions

1. Awarded Contractor: The organization/individual that is awarded a contract with the

City of Long Beach, California for the services identified in this RFP.

2. City: The City of Long Beach and any department or agency identified herein.

3. Contractor / Proposer: Organization/individual submitting a proposal in response to this RFP.

4. Department / Division: City of Long Beach, Parks, Recreation and Marine.

5. Evaluation Committee: An independent committee comprised solely of representatives of the City established to review proposals submitted in response to the RFP, evaluate the proposals, and select a Contractor.

6. May: Indicates something that is not mandatory but permissible.

7. RFP: Request for Proposals.

8. Shall / Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement will result in the rejection of a proposal as non-responsive.

9. Should: Indicates something that is recommended but not mandatory. If the

Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

10. Subcontractor: Third party not directly employed by the Proposer who will provide services identified in this RFP.

11. ADA: Americans with Disabilities Act. A federal law that ensures accessibility to programs and services for individuals with disabilities.

12. API: Application Programming Interface. A set of rules and protocols allowing different software applications to communicate with each other.

13. MFA: Multi-Factor Authentication. A security measure that requires more than one method of authentication to verify a user’s identity.

14. PCI: Payment Card Industry. Refers to the security standards for organizations that handle credit cards, such as PCI-DSS (Data Security Standards).

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15. PCI AOC: PCI Attestation of Compliance. Refers to the documents showing evidence an organization has achieved PCI compliance which may be witnessed by a Qualified

Security Assessor.

16. PCI RM: PCI Responsibility Matrix. Refers to the documents showing a RACI chart for the system in terms of which person/team/organization is Responsible, Accountable, Consulted, Informed for each of the 12 main PCI requirements.

17. PROD: Production system environment where the data is utilized for real accounting and data reports (vs. a TEST environment)

18. RMS: Recreation Management System. The cloud-based platform to be implemented for recreation program registration, facility reservations, payments, and administration.

19. SaaS: Software as a Service. A cloud-hosted software model provided and maintained by the vendor, typically accessed through the internet.

20. SLA: Service Level Agreement. A contractual agreement that defines the level of service, response times, and responsibilities of the vendor.

21. SOC 2: Service Organization Control 2. An industry-standard security certification focused on data management practices for cloud-based services.

22. SSL: Secure Sockets Layer. A standard encryption protocol used to secure data transferred between systems, such as during online transactions.

23. TEST: Test system environment where the data is utilized for testing purposes to ensure functionality is working as expected but the data and functionality are not in production

24. UAT: User Acceptance Testing. A phase in system implementation where end users validate that the system meets functional and business requirements.

5.2 Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

2. The City reserves the right to request clarification of any proposal term from

Proposers.

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3. The City may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

4. The level and term of documentation required from the Proposer to satisfy the City will be commensurate with the size and complexity of the contract and Proposers should submit accordingly. If the information submitted by the Proposer, or available from other sources, is insufficient to satisfy the City as to the Proposer’s contractual responsibility, the City may request additional information from the Proposer or may deem the proposal non-responsive.

5. The City reserves the right to waive informalities and minor irregularities in proposals received.

6. The City reserves the right to reject any or all proposals received prior to contract award.

7. The City’s determination of the Proposer’s responsibility, for the purposes of this RFP, shall be final.

8. Unless otherwise specified, the City prefers to award to a single Contractor but reserves the right to award contracts to multiple contractors.

9. The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City of Long Beach after all factors have been evaluated.

10. If the City receives a single responsive, responsible proposal, the City may request an extension of the proposal acceptance period and/or conduct a price or cost analysis on such proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by the City to assist such analysis. By conducting such analysis, the City shall not be obligated to accept the single proposal.

The City reserves the right to reject such proposal or any portion thereof.

11. Any irregularities or lack of clarity in the RFP should be brought to the Purchasing

Division designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

12. Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, Recreation Management Platform | RFP - PR-25-629 | Template v3.14.25 | 23 lease purchase agreements and the Proposer’s standard contract language. The omission of these documents may render a proposal non-responsive.

13. Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.

14. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

15. Proposals may be withdrawn by written notice received prior to the proposal opening time.

16. The price and amount of this proposal must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other

Contractor or prospective Contractor.

17. No attempt may be made at any time to induce any firm or person to refrain from submitting a proposal or to submit any intentionally high or noncompetitive proposal.

All proposals must be made in good faith and without collusion.

18. Prices offered by Proposers in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The Awarded Contractor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the Awarded

Contractor for implementation of their proposal.

19. The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

20. In the event a Proposer received assistance from City staff or a representative of the City (technical assistance provider), the City is not responsible for any mistakes, inaccuracies, delays, or any other impact that the assistance provided did to impact the Proposer’s final product. Available technical assistance support services are only intended to provide advice and does not constitute a basis for any protest to this contract opportunity. It is solely the Proposer’s responsibility to prepare and submit a response to the RFP.

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21. Proposal will become public record after the Notice of Intent to Award has been posted and the protest period has closed unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

22. A proposal submitted in response to this RFP must identify any subcontractors, and outline the contractual relationship between the Proposer and each subcontractor.

An official of each proposed subcontractor must sign, and include as part of the proposal submitted in response to this RFP, a statement to the effect that the subcontractor has read and will agree to abide by the Proposer’s obligations.

23. If the Contractor elects to use subcontractors, the City requires that the Awarded

Contractor provide proof of payment of any subcontractors used for this project.

Proposals shall include a plan by which the City will be notified of such payments.

24. Each Proposer must adhere to the City’s Vendor Code of Conduct, including, but not limited to, disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed.

The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest. The Vendor Code of Conduct can be found at https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

25. Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the

Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

26. The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the Awarded Contractor’s proposal, together with any https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023 https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

Recreation Management Platform | RFP - PR-25-629 | Template v3.14.25 | 25 modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the Awarded Contractor’s proposal, and the

Awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

27. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

28. Any contract resulting from this RFP shall not be effective unless and until approved by the City Council / City Manager, as applicable.

29. The City will not be liable for Federal, State, or Local excise taxes.

30. Execution of Attachment A of this RFP shall constitute an agreement to all terms and conditions specified in the RFP, including all contract terms and conditions therein, except such terms and conditions that the Proposer expressly excludes.

31. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal. Any

Proposer misrepresentation shall be treated as fraudulent concealment from the City of the true facts relating to the proposal.

32. Proposals shall be kept confidential until the Notice of Intent to Award has been posted and the protest period has closed.

33. No announcement concerning the award of a contract as a result of this RFP may be made without the prior written approval of the City.

Proposers are advised that any contract awarded pursuant to this procurement process that exceeds $100,000 shall be subject to the applicable provisions of Long

Beach Municipal Code Section 2.73 et seq, the Equal Benefits Ordinance.

34. All Proposers shall complete and return, with their bid, the Equal Benefits Ordinance

Compliance form contained in Attachment B, if applicable. Unless otherwise specified in the procurement package, Proposers do not need to submit with their bid supporting documentation proving compliance. However, supporting

Recreation Management Platform | RFP - PR-25-629 | Template v3.14.25 | 26 documentation verifying that the benefits are provided equally shall be required if the proposer is selected for award of a contract.

35. Independent contractors or employees of a third-party employer who are CalPERS retirees are subject to provisions of the Government Code. A CalPERS retiree is an employee of a CalPERS employer who terminates active employment and receives a monthly CalPERS retirement allowance. Any individual qualifying as a CalPERS retiree doing business as an independent contractor or employee of a third- party employer is required to submit a CalPERS determination to ensure the services provided are considered that of a true independent contractor position. All third-party employers are required to notify any individual they are having work for the City of Long Beach of this requirement. You may reach out directly to CalPERS at membership_reporting@calpers.ca.gov for a determination.

5.3 Contract Terms & Conditions

1. The Awarded Contractor will be the sole point of contract responsibility. The City will look solely to the Awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the Awarded

Contractor shall not be relieved for the non-performance of any or all subcontractors.

2. The Awarded Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Work on the contract shall not begin until after the Awarded Contractor has submitted acceptable evidence of the required insurance coverages. As a condition precedent to the effectiveness of this contract, Contractor shall procure and maintain at Contractor’s expense for the duration of this contract from an insurance company that is admitted to write insurance in the

State of California or that has a rating of or equivalent to an A:VIII by A.M. Best and

Company the following insurance:

a. Commercial general liability insurance equivalent in coverage scope to ISO CG

00 01 10 93 naming the City of Long Beach and its officials, employees, and agents as additional insureds on a form equivalent in coverage scope to ISO

CG 20 10 11 85 from and against claims, demands, causes of action, expenses, costs, or liability for injury to or death of persons, or damage to or loss of property arising out of activities or work performed by or on behalf of the

Contractor in an amount not less than One Million Dollars (US $1,000,000) per occurrence and Two Million Dollars (US $2,000,000) in general aggregate. Such mailto:membership_reporting@calpers.ca.gov

Recreation Management Platform | RFP - PR-25-629 | Template v3.14.25 | 27 insurance shall not exclude coverage for liability resulting from cross liability protection.

b. Workers’ compensation coverage as required by the Labor Code of the State of California and Employer’s liability insurance with minimum limits of One

Million Dollars (US $1,000,000) per accident or occupational illness. The policy shall be endorsed with a waiver of the insurer’s right of subrogation against the City of Long Beach and its insurers, officials, employees, and agents.

c. If use of a vehicle is part of the scope of services, commercial automobile liability insurance equivalent in coverage scope to ISO CA 00 01 06 92 in an amount not less than Five Hundred Thousand Dollars (US $500,000) combined single limit (CSL) covering Symbol 1 (“any auto”).

d. Cyberspace/online liability, including, but not limited to, electronic data processing liability and electronic errors and omissions liability, in an amount not less than One Million Dollars ($1,000,000) per claim.

Any self-insurance program or self-insurance retention must be approved separately in writing by City and shall protect the City of Long Beach and its officials, employees, and agents in the same manner and to the same extent as they would have been protected had the policy or policies not contained retention provisions. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, or canceled by either party except after thirty (30) days prior written notice to City, and shall be primary and not contributing to any other insurance or self-insurance maintained by City.

Any subcontractors which Contractor may use in the performance of this contract shall be required to indemnify the City to the same extent as the Contractor and to maintain insurance in compliance with the provisions of this section.

Contractor shall deliver to City certificates of insurance and original endorsements for approval as to sufficiency and form prior to the start of performance hereunder. The certificates and endorsements for each insurance policy shall contain the original signature of a person authorized by that insurer to bind coverage on its behalf. “Claims-made” policies are not acceptable unless

City Risk Manager determines that “Occurrence” policies are not available in the market for the risk being insured. If a “Claims-made” policy is accepted, it must provide for an extended reporting period of not less than three (3) years. Such insurance as required herein shall not be deemed to limit Contractor’s liability

Recreation Management Platform | RFP - PR-25-629 | Template v3.14.25 | 28 relating to performance under this contract. City reserves the right to require complete certified copies of all said policies at any time. Any modification or waiver of the insurance requirements herein shall be made only with the approval of City Risk Manager. The procuring of insurance shall not be construed as a limitation on liability or as full performance of the indemnification provisions of this contract.

3. The Long Beach Municipal Code (LBMC) requires all businesses operating in the City of Long Beach to pay a business license tax. In some cases, the City may require a regulatory permit and/or evidence of a State or Federal license. Prior to issuing a business license, certain business types will require the business license application and/or business location to be reviewed by the Development Services, Fire, Health, and/or Police Departments. Additional information is available at www.longbeach.gov/finance/business_license.

4. All work performed in connection with construction shall be performed in compliance with all applicable laws, ordinances, rules and regulations of federal, state, county or municipal governments or agencies (including, without limitation, all applicable federal and state labor standards, including the prevailing wage provisions of Sections 1770 et seq. of the California Labor Code), and (b) all directions, rules and regulations of any fire marshal, health officer, building inspector, or other officer of every governmental agency now having or hereafter acquiring jurisdiction.

5. Awarded Contractor shall indemnify, protect and hold harmless City, its Boards, Commissions, and their officials, employees and agents (“Indemnified Parties”), from and against any and all liability, claims, demands, damage, loss, obligations, causes of action, proceedings, awards, fines, judgments, penalties, costs and expenses, including attorneys’ fees, court costs, expert and witness fees, and other costs and fees of litigation, arising or alleged to have arisen, in whole or in part, out of or in connection with (1) Awarded Contractor’s breach or failure to comply with any of its obligations contained in this Contract, including any obligations arising from the

Awarded Contractor’s compliance with or failure to comply with applicable laws, including all applicable federal and state labor requirements including, without limitation, the requirements of California Labor Code Section 1770 et seq. or (2) negligent or willful acts, errors, omissions or misrepresentations committed by

Awarded Contractor, its officers, employees, agents,…