RFP 9457 - Parks & Recreation Application System Evaluation

RFP 9457 is a Parks & Recreation Application System Evaluation issued by the Allegheny County Parks Department in Pennsylvania through the County's Department of Management and Budget, Division of Purchasing and Supplies. The County seeks a comprehensive vendor solution to consolidate program and event management, facility reservations, golf course management, point-of-sale operations, inventory management, and reporting functionality into a single integrated platform accessible via web and mobile interfaces. Required deliverables include a fully functional parks and recreation management system capable of supporting user management, program registration, event management, membership administration, golf course reservations, real-time inventory tracking with dynamic pricing, facility reservations, and advanced reporting analytics compatible with both internal staff and external customers; the solution must comply with ADA accessibility standards, HIPAA requirements, and include security controls such as data encryption and multi-factor authentication, with integration capabilities for existing systems including Office 365, JD Edwards, and Microsoft BI or Tableau. The vendor must provide a detailed response addressing functional fit, technical requirements, implementation costs across five-year terms (with separate SaaS and on-premises pricing options), support and maintenance services, and three reference examples from similar clients; the evaluation committee will assess proposals based on functional fit (40%), technical requirements (25%), vendor strength and viability (15%), maintenance and support (15%), and MWDBE participation (5%), with price considered as a factor but not the sole determining criterion for award. Critical project dates include a mandatory pre-proposal meeting on March 12, 2026, at 1:00 PM ET via Microsoft Teams (RSVP required by March 11, 2026), a question deadline of March 18, 2026, at 3:00 PM ET, a proposal due date of April 8, 2026, at 11:30 AM ET via the Bonfire platform, vendor demonstrations scheduled for April 20-22, 2026, and a target award date of May 22, 2026; the contract term runs from August 11, 2026, through August 11, 2030, with three optional one-year renewal periods, and all proposals must remain firm for 180 days with fixed pricing throughout the contract and renewal terms.

The County has established mandatory MWDBE participation goals requiring 13% minority business enterprise (MBE) and 2% women business enterprise (WBE) participation, with vendors required to document good faith efforts to engage certified MWDBE firms from the Pennsylvania Unified Certification Program database or submit waiver requests if goals cannot be achieved; vendors must also complete required compliance documentation including EEO Requirements Forms, DEI Instructions, MWDBE checklists, Veteran-Owned Small Business certifications (if applicable), Anti-Sweatshop Provisions, Buy American Certificates, and Internal Sustainability Profile questionnaires. The proposed solution must successfully integrate or migrate data from the County's existing systems, including ActiveNet, ActiveWorks, JD Edwards, and Lightspeed platforms, with all data migration and implementation costs to be detailed by the vendor. Comprehensive insurance coverage is mandatory, including commercial general liability ($1,000,000 per occurrence), commercial auto liability ($1,000,000), workers' compensation, umbrella/excess liability ($5,000,000), cyber liability ($5,000,000 per occurrence/$10,000,000 aggregate), and professional liability ($5,000,000 per occurrence/$10,000,000 aggregate). While the RFP documentation does not specify an explicit contract award value or budget range, the five-year scope of services combined with the detailed costing requirements and comprehensive system requirements suggests a substantial professional services engagement; vendors should expect that pricing will include software licenses, data migration, training, project management, and ongoing support services, with all travel and meal expenses borne by the vendor and not reimbursable by the County.