San Mateo County Parks Dept. Central Reservation and Point of Sale System RFP

San Mateo County Parks Department is seeking a comprehensive Central Reservations and Point of Sale System (CRPSS) through a competitive Request for Proposal (RFP) process. The procurement targets a web-based, cloud-hosted system capable of managing park reservations across 23 parks and recreation areas, covering over 16,000 acres and 190 miles of trails. The system must support approximately 60 unique users with up to 30 simultaneous logins, be PCI-DSS compliant, mobile-friendly, and integrate with the existing department website. Key system requirements include online payment processing, customizable maps, multi-language support, online check-ins, reservation modifications, role-based access, fee management, and comprehensive reporting capabilities. The evaluation will be points-based, with 40% weight on project approach, 30% on firm qualifications, 15% on team qualifications, and 15% on fee proposal. Proposals are due on April 24, 2025, with an anticipated contract award date of May 29, 2025. The contract term is three years with potential two-year extensions, and proposers must have at least five years of experience developing reservation and point-of-sale systems, preferably for park systems of similar size.

While no specific set-aside designations are explicitly mentioned, the RFP suggests a competitive procurement open to qualified technology vendors with demonstrated park reservation system experience. The system must integrate with existing county infrastructure and support various payment methods, handling both online reservations and walk-in transactions. The technology solution will need to meet stringent security requirements outlined in the Technology Security Assessment document, including comprehensive administrative controls, cloud service protocols, and compliance with county data protection standards. Proposers must also adhere to intellectual property terms, with the County retaining full ownership of all work products and developed materials. The RFP indicates that while a specific budget is not disclosed, the contract will be structured to accommodate a comprehensive reservation system with robust functionality. Potential vendors should be prepared to demonstrate their ability to provide a scalable, secure, and user-friendly solution that can handle the diverse recreational opportunities offered by San Mateo County's park system, including activities ranging from hiking and biking to sailing and tidepooling.