Club management software (RE-SOLICIT)

The Medical University of South Carolina (MUSC) is seeking a comprehensive Club Management Software solution for its Wellness Center through a Request for Proposal (RFP) issued on 03/19/2025. The procurement targets a Software as a Service (SaaS) platform capable of managing approximately 3,100 paid and 2,500 student members, with extensive functionality including member registration, profile management, point of sale processing, payment management, scheduling, personal training management, gate access control, group exercise registration, and online membership capabilities. Proposals are due by 04/11/2025 at 11:00 AM ET, with a non-mandatory pre-proposal conference scheduled for 03/26/2025 via Microsoft Teams. The contract will span seven years, consisting of an initial three-year period with four one-year renewal options from 05/15/2025 to 05/14/2032. Critical evaluation criteria include robust reporting capabilities, PCI and FERPA compliance, mobile app accessibility, automated customer relationship management, and comprehensive communication tools. Vendors must demonstrate ability to handle approximately 2,500 monthly transactions and provide detailed information about their company, key personnel, references, and past performance.

The RFP does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. The solicitation requires vendors to provide a comprehensive security assessment through a detailed Service Provider Security Assessment Questionnaire, which evaluates information security practices including access control, employee vetting, disaster recovery, physical and digital security, encryption practices, and incident response protocols. While no incumbent vendor is mentioned, the new software must integrate with existing systems while maintaining high standards of data security and privacy. The proposal requires vendors to submit both technical and business proposals electronically, with a single line item representing the seven-year total cost. Although specific budget ranges are not detailed, the comprehensive requirements suggest a complex and potentially significant investment in technology infrastructure for the MUSC Wellness Center. The contract award is expected to be posted on 05/01/2025, with the successful vendor providing a fully integrated, secure, and comprehensive club management solution.