Parks & Recreation Online Reservation and Registration System

The City of Kingman, Arizona is requesting quotations for a cloud-based Parks and Recreation Online Reservation and Registration System with responses due July 2, 2026 at 3:00 p.m. Arizona Time. A preference in purchasing provision prioritizes awards to City of Kingman resident bidders and, in case of identical offers, to vendors providing goods or services manufactured or produced in Arizona.

The system must support activity registrations (courses, classes, camps, drop-ins), facility reservations with customizable bundles, membership management, account management with CRM functionality, integrated point-of-sale capabilities, and marketing and email support with SMS and voice notifications. Required infrastructure includes secure data storage with PCI Level-1 compliance, 99.95% uptime availability, integration with the City's Tyler ERP accounting system, support for multiple payment types (cash, credit card, debit, EFT/ACH, mobile payments), audit trails, and disaster recovery planning. The system must also demonstrate data migration capabilities for membership information, transaction and participation history, customer profiles, and communications history. Respondents must provide three client references of similar scope currently live, and the City may request on-site or remote demonstrations.

The contract term is three years. Full system implementation and staff training are anticipated by mid-December 2026. Contracts exceeding $100,000 require City Council approval. All pricing must be submitted in USD with applicable Arizona Transaction Privilege Tax included.

An internal evaluation committee will score proposals on overall software quality and functionality (60 points), respondent experience and expertise (25 points), ongoing support and maintenance (15 points), project completion timeframe (15 points), references (15 points), and price (20 points), for a total of 150 possible points. Responding companies selected for award must complete vendor registration, submit a signed W-9 form, and obtain any required City of Kingman business licenses. Questions should be directed to Yvonne Cossio, Recreation Superintendent, at 928-692-3111 or ycossio@cityofkingman.gov.