Recreation Management Software

The City of Gainesville, Florida's Parks, Recreation and Cultural Affairs Department (PRCA) is seeking proposals for a comprehensive Recreation Management software solution through an Invitation to Negotiate (ITN). The procurement aims to acquire an intuitive, web-based and mobile platform capable of managing online registrations, event ticket sales, facility rentals, memberships, point of sale transactions, fee assistance, and volunteer management. The software must support 105 active PRCA users and 50,000 customer accounts, integrate with the City's WorkDay accounting system, and meet PCI compliance standards. A mandatory pre-proposal meeting is scheduled for April 15, 2025, at 1:00 pm via Zoom, with questions due by April 22, 2025, and proposals due on April 29, 2025, at 3:00 pm. The evaluation process will assess technical qualifications, written proposals, and potentially include presentations/interviews, considering factors such as bidder experience, personnel qualifications, project understanding, and ability to meet time and budget requirements.

The solicitation includes several set-aside and compliance requirements, including local preference considerations and small business participation opportunities. Vendors must complete multiple compliance documents, including an Anti-Human Trafficking Affidavit, Foreign Countries of Concern Prohibition form, Drug-Free Workplace certification, and E-Verify compliance documentation. Bidders are required to provide three professional references and verify they do not have connections to specified foreign countries of concern. The software solution must offer 24x7 support, include a dedicated representative, and provide monthly catch-up meetings. While a specific budget range is not explicitly stated, the system will handle approximately 5,500 annual accounts receivable transactions, suggesting a significant but not enormous technological investment. The contract term will be determined with potential for future extensions, and the city anticipates an award date of June 1, 2025, with flexibility for future module additions and system expansions.