2025-008 - Recreation Management Software for CRPA

The Cherokee County Board of Commissioners Purchasing Department is seeking competitive sealed proposals for a comprehensive, cloud-based Recreation Management Software system to support the Cherokee Recreation and Parks Agency (CRPA). The procurement aims to replace an existing contract and requires a solution that supports multiple functionalities including program registration, payment processing, point-of-sale operations, league management, facility reservations, and integration with the PlayCherokee.org website. The system must accommodate up to 5,000 youth league participants, 500 teams, and 30 facilities, with capabilities to train 30 internal users. Evaluation criteria will be comprehensive, with 35% focused on system functionality and technical architecture, 15% on implementation and vendor experience, 15% on support and training, 15% on system performance, and 20% on overall cost and total cost of ownership. Key dates include a proposal due date of January 10, 2025 at 10 am, with vendor questions due by December 16, 2024 at 5 pm, and anticipated answers provided by December 18, 2024. The county anticipates awarding the contract on February 18, 2025, with a desired go-live date before September 25, 2025.

The software solution must be hosted in U.S.-based, federally compliant data centers and meet stringent security requirements including HIPAA and PCI-DSS standards. While no specific set-aside designations were mentioned, vendors must provide detailed pricing for licensing, implementation, data migration, training, ongoing support, and related services. The contract will have a five-year term with automatic annual renewals. Proposals must include comprehensive pricing structures detailing both one-time costs and annual fees over the contract period. Though no specific budget range was explicitly stated, vendors should be prepared to provide a complete solution that includes POS functionality, league management modules, and hosting services. The technical requirements suggest that only sophisticated, enterprise-level recreation management software providers with robust cloud-based platforms and extensive experience in municipal parks and recreation systems will be competitive in this procurement.