Recreation Management Platform

The City of Long Beach, Parks, Recreation and Marine Department is requesting proposals for a cloud-based Recreation Management System supporting online program registration, facility reservations, payments, and administrative functions, with proposals due May 20, 2026 via LongBeachBuys.com. A local-vendor preference program awards up to 10 percentage points to businesses maintaining principal operations within Long Beach with current business licenses (5 points base; additional 5 points if operating from brick-and-mortar or non-residential locations). An Equal Benefits Ordinance applies to contracts valued at $100,000 or more, requiring compliance with domestic-partner benefits standards and advance certification.

The scope encompasses a comprehensive SaaS platform managing program and class registration, facility bookings, member check-in/out, attendance tracking, multi-session registration with wait-list functionality, instructor management, point-of-sale transactions, and flexible payment options (credit/debit cards, ACH, gift cards, scholarships, passes, donations). The system must integrate with Team Sideline (league management) and ePACT (emergency/medical information), support multilingual interfaces in English and Spanish, and integrate with existing City systems (Tyler Munis, ePact, Team Sideline, Azure AD). The City manages approximately 113,425 household accounts, handles roughly 290,576 annual transactions generating $5,049,413.26 in card revenue, and supports 250–300 internal staff users. Payment processing will use Bank of America Merchant Services (BAMS) as the preferred processor, though alternative PCI-compliant processors may be considered. The system must achieve 99.9% uptime, 100% payment processing accuracy, 24/7 portal availability, and 100% core data migration accuracy with less than 1% overall error. Support response times of 2 hours for high-priority issues and 1 business day for standard issues are required. Compliance is mandatory for PCI DSS, HIPAA (where applicable), and ADA/WCAG accessibility standards.

The contract term is two years with options to renew for six additional one-year periods, not to exceed eight years total. Target go-live is Fall 2027, with hard deadline early Spring 2028. Implementation is priced via itemized labor and parts in Excel format, with subsequent charges based on transaction fees per customer purchase. Contractors must maintain commercial general liability insurance of $1 million per occurrence and $2 million aggregate, plus cyberspace/online liability coverage of $1 million per claim.

Written questions are due April 15, 2026, with responses posted April 29. An optional pre-proposal meeting is scheduled April 1, 2026 at 9:30 AM PST; a video recording is available at https://youtu.be/4dYOriXaGz0. Evaluation occurs June–July 2026, with potential interviews or demonstrations in July–August 2026. Addendum 2 (Questions and Answers) was posted March 18, 2026 and supersedes language in the base RFP; proposers must acknowledge receipt of both Addendum 1 and Addendum 2 with their proposals. Proposals are firm for 90 days from submission. Vendors must submit the VISA Questionnaire (cloud security pre-qualification), Data Privacy Policy Attachment, Authorization & Certification, Local Preference Certification, and Equal Benefits Ordinance Certification along with the proposal narrative.