Recreation Management System

Fairfax County, Virginia, through the Fairfax County Park Authority (FCPA) and the Department of Neighborhood and Community Services (NCS), is seeking a cloud-based, enterprise recreation management system via Request for Proposal (RFP) #2000004237. The comprehensive solution must support multiple recreation program operations, including activity registrations, memberships, facility reservations, retail sales, ticketing, activity permits, and customer account management across various physical locations. The system must be highly configurable, scalable, and capable of supporting both agencies' diverse recreational programs, which include 9 recreation centers, 14 community centers, senior centers, teen centers, and specialized programs like therapeutic recreation and adult day health care. Vendor evaluation will be based on company qualifications (15%), technical approach (5%), required proposal content (45%), demonstration (15%), and price (20%), with a mandatory pre-proposal conference scheduled for December 8 at 11:00 AM via Teams. Proposals are due electronically through the Bonfire portal by February 20, 2026, at 2:00 PM, and must meet stringent technical requirements including SOC 2, HIPAA, and PCI DSS compliance, integration with My Fairfax single sign-on, and support for up to 1,500 concurrent users.

The procurement does not specify specific set-aside designations for disadvantaged enterprises, but Fairfax County affirms its commitment to equal opportunity purchasing and non-discrimination. The current contract involves implementing a system to replace existing infrastructure, requiring integration with the County's Geographic Information System (GIS), public website, and SAP-based enterprise resource planning system (FOCUS). The initial contract term is five years with options for up to three additional five-year renewal periods, contingent upon mutual agreement and fund availability. While specific budget ranges are not explicitly stated, the cost proposal template requires detailed pricing across licensing, maintenance, support, and cloud hosting categories, with implementation costs to be itemized by service category. The county requires fixed-price proposals with costs separately itemized by agency and tied to deliverable-based milestones. Vendors must also provide cyber insurance of at least $1,000,000 per claim, workers' compensation insurance of $1,000,000, and commercial general liability coverage of $1,000,000 per occurrence.