Family Fitness Center Management Software

West Valley City is issuing a Request for Proposal to procure facility management software replacement for the Family Fitness Center, a 96,000 square-foot municipal recreation facility located at 5415 West 3100 South in West Valley City, Utah. The software solution must be web-hosted and include comprehensive modules for membership management, program and activity registration, facility reservations with equipment tracking, point-of-sale systems, inventory management, childcare and summer camp scheduling, locker rental, mobile app registration compatible with iOS and Android platforms, and league scheduling capabilities. Vendors must demonstrate advanced reporting features including customizable reports exportable in multiple formats, financial reporting across multiple general ledger accounts, program attendance rosters, and usage reports with automated distribution capabilities. The software must integrate with turnstile systems supporting biometric access, incorporate marketing features with email and text messaging capabilities, optimize for Chrome and Edge browsers, and include billing and invoicing functionality with data import capabilities from the current system. Proposals will be evaluated based on adherence to specifications (25%), price (20%), product quality (25%), warranty coverage (15%), and implementation timeline (15%), with pricing proposals requiring clear delineation of startup and conversion expenses from annual recurring fees. The deadline for proposal submission through the Bonfire platform (https://utah.bonfirehub.com) is February 23, 2026, at 12:00 p.m. local prevailing time, with interested vendors encouraged to contact Candace Whitaker at 801-955-4016 or candace.whitaker@wvc-ut.gov prior to submission to evaluate existing systems and assess data conversion concerns.

The City extends bidder preferences totaling up to 2%, including a 1% preference for vendors physically located within West Valley City limits and an additional 1% preference for vendors meeting criteria related to veteran hiring programs, active safety training, drug testing protocols, job training initiatives, health insurance offerings for full-time employees, and nondiscrimination policies. Selected vendors must carry commercial general liability insurance with minimum per-occurrence limits of $3,000,000 and aggregate limits of $5,000,000, plus commercial auto insurance with per-occurrence limits of $2,000,000 and employer liability coverage of $2,000,000. No specific incumbent vendor or budget range is identified in the available procurement documentation. The City reserves the right to reject any or all proposals, waive requirements, cancel the RFP, and negotiate with selected vendors prior to final award. Results will be made available on the City website following the proposal evaluation process. Additional details and full specifications are available through the Bonfire platform or directly from the City contact listed above.