Provo City - Parks and Recreation Management Software solution

Provo City's Parks and Recreation Department is seeking a comprehensive, cloud-based management software solution to replace their current ReCPro system by September 2025. The procurement involves a Request for Proposal (RFP) for a robust recreation management platform capable of handling activity/class/event registration, facility reservations, membership management, and financial tracking. The solution must support significant operational volume, including the Provo Recreation Center's 1.8 million annual visits, 24,000 members, and over $5 million in annual revenue, as well as Peaks Ice Arena's 250,000 annual visits and $2 million in revenue. Evaluation criteria will prioritize technology solution and future scalability (40%), service performance (35%), total cost of ownership (15%), and vendor reputation (10%). Key proposal deadlines include March 7, 2025, for vendor questions and March 21, 2025, at 6:00 PM MST for final proposal submissions, with all documents to be electronically submitted through SciQuest. The selected vendor must provide comprehensive implementation services, including data migration, user training, system integrations, and ensure minimal operational disruption during the transition.

No specific set-aside designations or restrictions for disadvantaged enterprises were explicitly mentioned in the procurement documents. The current system being replaced is ReCPro, and the new solution must integrate with existing technological infrastructure while meeting stringent requirements, including PCI-DSS compliance and Utah Code 63A-19 Government Data Privacy Act regulations. Vendors must provide $3 million per occurrence in liability insurance coverage and demonstrate experience with municipal recreation management systems, particularly in cities similar to Provo's population of 116,886 residents. While a specific budget range was not disclosed, the RFP requires detailed pricing structures covering implementation services, optional services, and five-year operational costs, including transaction charges, user licenses, module costs, and SMS notification fees. Payment terms are requested at net 60 with a 2% net 10 option, indicating flexibility in financial negotiations. The commodity codes associated with this procurement include information technology services (81110), software (43230), and data/internet services (81112).