Payment and Program Management Software Platform

The Hillsborough County Board of County Commissioners is issuing a competitive sealed proposal (RFP-26-00210) to procure a cloud-based payment and program management software platform for a three-year contract term. The solution must support fiscal and operational transaction processing, reporting, and management for the Parks and Recreation Department and the Conservation and Environmental Lands Management Department, encompassing functional areas including parks, recreation, athletics, league management, facilities, permitting, camping, passes, ticketing, concessions, and kiosk-based transactions. The software must be accessible via desktop computers, iPad tablets, credit card pin pads, and smartphones while integrating with existing systems and processing over 200,000 annual transactions valued at more than $6 million. Required qualifications include demonstrated experience and a proven track record providing similar cloud-based solutions, with proposers expected to provide comprehensive training for administrators, backend staff, and end users, along with United States-based vendor support available seven days per week from 8:00 a.m. to 5:00 p.m. Eastern Standard Time, with additional support available outside normal hours. Proposals must include detailed pricing breakdowns for professional services (implementation, testing, and training), support services, and software solution subscriptions for years one, two, and three. The evaluation criteria are weighted as follows: Proposer's Experience and System Quality (50 points), Proposer's Organization Qualifications (25 points), Understanding of Scope and Technical Approach (15 points), and Cost (10 points), with cost scoring calculated using a formula where the lowest-cost proposal receives maximum points. Proposals must be submitted electronically through the County's Euna Procurement system by May 1, 2026, at 2:00 p.m. Eastern Time.

Proposers must comply with extensive regulatory and compliance requirements as conditions of contract eligibility, including submission of a Substitute W-9 Form for tax identification purposes, an Affidavit of Compliance certifying non-involvement with designated Foreign Countries of Concern (China, Russia, Iran, North Korea, Cuba, Venezuela, and Syria), and a Drug-Free Workplace Certification in accordance with Florida Statute 287.087. The County requires comprehensive insurance coverage from Florida-authorized providers with A.M. Best ratings of A- or better, including Commercial General Liability ($500,000 to $2,000,000), Automobile Liability ($300,000 to $1,000,000), Professional Liability ($1,000,000 per claim), and Cyber Liability ($1,000,000 per claim or incident). Vendors must demonstrate compliance with rigorous security standards including NIST SP 800-53 Revision 4 compliance for moderate systems, annual third-party security audits conducted under SSAE16 SOC 2 or equivalent standards such as FedRAMP, exclusive data storage and processing within the continental United States, and compliance with applicable federal regulations including HIPAA, FERPA, and CJIS. The current environment utilizes RecTrac by Vermont Systems for fiscal and operational management, which the selected vendor must integrate with appropriately. The estimated project value is $555,000.00 for the three-year contract period, with the County reserving the right to request Best and Final Offers from top-scoring proposers and not obligated to award to the lowest-cost proposer.