Recreation Management and Point of Sale (POS) System

*THIS IS A SOURCES SOUGHT* The purpose of this post is seeking sources for market research purposes and no contract or obligation from the government will come of it. Please submit all information to erick.boswell@us.af.mil, if you have any questions you can email or call at (229) 257-1502.

The 23rd FSS at Moody AFB is looking to purchase a Sign In System (RecTrac) capable of recording customer information and storing it for the management to pull statistics.

RecTrac is hardware/software to increase efficiency and productivity, while
providing their team with extensive reporting statistics to track and control inventory and usage data

The system must be RecTrac or capable to work in seemlessly in an infustructure already trained and set up for RecTrac

1.0 Introduction

23 FSS is seeking proposals from qualified vendors to provide a modern, fully integrated, and scalable Recreation Management and Point of Sale (POS) system. Our organization supports a wide variety of recreational programs, memberships, retail sales, and facilities across multiple locations at Moody AFB, serving a large and active customer base.

The goal of this effort is to acquire one enterprise-wide system that replaces fragmented processes with a single solution that improves day-to-day operations, enhances the customer experience, and strengthens financial accountability. The system must be able to support a large number of users and transactions at the same time, including in-person POS transactions and online registrations, without delays or system interruptions.

2.0 Background and Current Environment

The current environment consists of two main components: a back-office Core Management Platform used by staff and a Public-Facing Web Portal used by customers for self-service. These two components work together to manage programs, memberships, rentals, and payments.

A key function of the current system is the Point of Sale (POS) capability, which is used across all facilities. The POS supports in-person sales such as merchandise, daily admissions, and rentals, as well as online payments made through the customer portal for registrations and memberships. The system also relies on standard POS hardware, including cash drawers, receipt printers, and payment card readers.

The new system must support all of these functions within a single, integrated platform.

3.0 Scope of Work and System Requirements

The selected vendor will be responsible for delivering a complete solution that includes software and, if applicable, hardware. This includes system setup, configuration, and ongoing support. All components must work together as one unified system rather than separate or disconnected tools.

3.1 Core Functional Requirements

The proposed solution must include, at a minimum, the following fully integrated modules.

3.1.1 Activity & Program Registration

The system must allow staff to create and manage programs such as classes, camps, courses, and special events. This includes the ability to add detailed descriptions, schedules, and pricing.

The system must support flexible pricing rules, including different rates for civilian and Government users, early registration discounts, and pro-rated fees. It must provide real-time roster tracking, waitlist management, and, if available, automated notifications to participants. The system must also support multiple users registering participants at the same time, both from staff workstations and through the public website.

3.1.2 Facility & Rental Management

The system must provide a centralized scheduling tool for managing the reservation of facilities such as parks, rooms, fields, and other rentable spaces. It must prevent double-booking by checking availability in real time across all locations.

The system must support rental permits, fee tracking, and required documentation. Customers must be able to view availability online and submit reservation requests through the public-facing portal.

3.1.3 Integrated Point of Sale (POS)

The system must include a fully integrated POS module that supports both retail transactions and activity-related sales such as admissions and registrations.

The POS must work with modern hardware, including touchscreen terminals, barcode scanners, EMV and NFC card readers, and receipt printers. It must include inventory tracking and reporting for retail items and allow staff to quickly process sales, returns, and voids in a high-volume environment with multiple users operating at multiple locations at the same time.

3.1.4 Financial & Reporting Module

The system must include a centralized financial module that captures all transactions across the platform. This includes in-person and online payments made by credit card, ACH, cash, and check.

The system must support end-of-day reconciliation and provide detailed financial reports for all revenue sources. Payment processing must be PCI DSS compliant and compatible with the Air Force payment credit card system.

3.2 Technical and Security Requirements

• Hosting: A cloud-based Software-as-a-Service (SaaS) solution is preferred to reduce local infrastructure requirements and support system availability.

• Scalability: The system must reliably support a high number of concurrent staff and public users without reduced performance.

• Security: The system must follow industry-standard security practices. All payment components must be PCI DSS compliant and compatible with the Air Force payment credit card system. Vendors must clearly describe how customer and financial data is protected.

4.0 Vendor Responsibilities

The selected vendor will be responsible for the following services throughout the life of the contract:

• Project Management: Provide a dedicated project manager and a clear implementation timeline.

• System Implementation & Configuration: Set up and configure the system to meet all requirements outlined in this RFP/RFQ.

• Data Migration: Support the transfer of key data from the current system, such as customer accounts and upcoming registrations.

• Training: Provide training for administrative staff and end-users to ensure effective system use.

• Ongoing Support & Maintenance: Provide a Service Level Agreement that outlines technical support services, response times, help desk access, and system updates.