6120-01-26 Recreation Management Software

Lee County Government, Parks & Recreation Department in North Carolina is soliciting proposals for a cloud-based Recreation Management Software system to replace its current RecDesk platform and support comprehensive administrative operations. The procurement encompasses software licensing, hardware compatibility, data migration, implementation services, training, and ongoing maintenance for a system that must facilitate program and class reservations, facility and field reservations, memberships, league scheduling, point of sale transactions, picnic reservations, payment processing, customized reporting, and document management. The software must support 12,500 active household and participant accounts across 12 facilities with 45 bookable locations, accommodate 24 staff users (12 full-time and 15 part-time), process approximately $700,000 in annual revenue, and be compatible with industry-standard hardware including touch screen computers, bar code scanners, cash drawers, mobile devices, and tablets. Critical deliverables include a mandatory go-live date of July 1, 2026 with no flexibility for phased rollouts, mobile application functionality included in base pricing, integration with the county's Revize website platform via embedded widgets, integration with Tyler Munis version 2024.7.5 financial software via scheduled batch file reporting, and migration of 12,500 existing accounts, 100+ programs, and three years of historical transaction data from RecDesk with data cleansing and normalization. Vendors must provide detailed cost breakdowns for software licensing, hardware, project management, data migration, implementation, training for a minimum of ten employees, and ongoing maintenance for the initial contract year and subsequent years, along with three references from similar local government recreation clients and comprehensive transition plans. The proposal deadline is April 21, 2026 at 2:00 PM, with questions due by April 7, 2026; proposals must be submitted as two sealed paper copies signed by authorized representatives. Evaluation criteria include functionality and software flexibility (25 points), company quality and experience (25 points), reputation with local government clients (15 points), commitment to ongoing maintenance (15 points), pricing (10 points), and proposal presentation (10 points), with interviews and demonstrations formally scored as part of the selection process.

The RFP does not specify any set-aside designations or restrictions limiting responses to particular types of organizations, disadvantaged enterprises, or minority-owned businesses. Lee County is currently using RecDesk as its incumbent system and Clover as its payment processor; however, the county welcomes proposals from vendors offering integrated payment gateway alternatives and requires demonstrated experience implementing similar systems for local government recreation departments. The software must be compatible with the county's existing Tyler Munis financial system (version 2024.7.5) and integrate with its Revize website platform, necessitating vendors with technical capabilities to support these integrations. Vendors must also provide cybersecurity protections and carry cyberliability insurance as required security standards. The RFP does not disclose a specific award value or budget range, though the county's annual revenue processing of approximately $700,000 and the comprehensive service requirements suggest a substantial contract; evaluation will prioritize best value pricing methodology alongside technical capabilities and vendor experience rather than lowest cost alone.