RFP 26-2996-8ARA Recreation Management Software System

Henrico County, Virginia is requesting proposals for a comprehensive Recreation Management Software System to support core business functions of Henrico County Recreation and Parks under RFP 26-2996-8ARA, with proposals due October 15, 2026 at 2:00 PM and technical questions due September 24, 2026.

The County encourages participation from minority-owned, woman-owned, military family-owned, and service-disabled veteran-owned small businesses but identifies no set-aside or mandatory preference program.

The scope encompasses a modern, fully web-based, mobile-accessible platform supporting 15 functional areas: program management, facility reservations, membership administration, financial processing and payments, reporting and analytics, and related core operations. The solution must support secure cloud, hybrid, or on-premises deployment with real-time updates. Key technical requirements include PCI DSS Level 1 compliance for payment processing, WCAG 2.1 AA accessibility, Microsoft SQL Server 2025 or equivalent database integration, Single Sign-On and Active Directory authentication, comprehensive audit trails, and robust custom and ad-hoc reporting. The vendor must provide implementation support including discovery, configuration, data migration with trial runs, multi-modal training, a dedicated project manager, distinct development/test/production environments, and post-implementation hypercare with multi-channel support.

The initial contract term is two years with prices remaining firm, followed by up to four additional two-year renewal periods at prices not to exceed 3% annual increases, for a maximum term of ten years. Phase-in/phase-out services up to 90 days after expiration are required. The contractor must maintain commercial general liability insurance of $1 million per occurrence / $2 million aggregate, professional liability insurance of $2 million per occurrence, and cyber liability insurance of $2 million per occurrence.

Evaluation weighs technical approach and capability (30 points), project management approach and timeline (25 points), experience and qualifications (25 points), price (15 points), and proposal quality and presentation (5 points). Thirteen technical criteria are weighted at 100 percent total, including CUI and mobile functionality (12%), merchant services and payment capabilities (12%), security and compliance (12%), total cost of ownership (12%), reporting capabilities (12%), and six additional functional areas (5% each).

The County anticipates oral interviews with selected offerors in October 2026, contract award in October or November 2026, and service start in November 2026. Addendum No. 1 confirmed the October 15, 2026 submission deadline.