Request for Proposals: Recreation Software
| Agency: | City of Mailbu |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Nov 26, 2024 |
| Due Date: | Jan 8, 2025 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Title: |
Request for Proposals: Recreation Software
|
| Category: | Other Professional Services |
| Status: | Open |
|
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Request for Proposals
Recreation Management Software
Date Issued: Tuesday, November 26, 2024
Proposals must be received no later than 3:00 PM PST
Wednesday, January 8, 2025, at the following address:
City of Maiibu
Attn: Kate Manisco, Recreation Manager
23825 Stuart Ranch Road
Malibu, CA 90265
KManisco@malibucity.org
City of Malibu
Request for Proposals
Recreation Management Software
Release Date: November 26, 2024
Submissions Due: January 8, 2025, at 3:00 PM
Introduction
The City of Maiibu Community Services Department maintains six community parks and
coordinates various recreation and enrichment programs at Maiibu Biuffs Park, the
Michaei Landon Center, the Maiibu Community Pool, and Maiibu Senior Center. The
Department aiso manages facility rentals for meeting rooms, vacant parcels, and sports
fields throughout the year. Over 6,500 transactions are processed annually through the
current recreation management software (RecPro) and the City offers approximately 500
contract classes annually.
The City seeks proposals from qualified and experienced Contractors to provide a
recreation management software package. The selected Contractor will install and initiate
the application then provide training and support to City personnel during the
implementation stage and throughout its use.
Background
The City of Malibu is a coastal city in the northwestern portion of Los Angeles County,
California, with a population of approximately 10,654. The City hosts approximately 15
million visitors a year. The City is a general law city incorporated under California law in
1991. It operates under the Council/Manager form of government, is considered a
contract city, and offers a full range of municipal services. The five Members of the City
Council are elected at—large. They serve staggered four-year terms, with the Mayor
selected from among the Councilmembers. The City spans approximately 21 miles ofthe
Pacific Ocean coastline and extends inland less than a mile in most parts of that span
and slightly more than 2 miles at its widest span. The City currently has 102.5 full—time
employees and 12.69 full—time equivalent part—time employees. The City, organized into
seven departments, provides several services in-house, including management and
administrative services, building safety, community services, environmental
sustainability, planning, public works, and engineering. The City’s Adopted Fiscal Year
2024-25 totals $99.02 million and includes General Fund annual expenditures for ongoing
City operations of $60.02 million.
Scope ofWork
The recreation software (Software) must process program registrations, facility
reservations, memberships, attendance tracking, point of sale, ticketing, volunteer
management, marketing, and customizable reporting for programs. Upon
implementation, the City’s computers, auxiliary and peripheral equipment, and the
selected Software must be Payment Card Industry (PCI) compliant for processing
payments. The scope of service must include all necessary services, support, proprietary
equipment/hardware, and training necessary to implement the Software.
City of Malibu
RFP Recreation Management Software
Page 3 of 7
1. Genera! Specifications
1.1 Statement of Work — The Contractor shall provide recreation management
software that adequateiy addresses the City’s needs for onsite and oniine
program registration, facility reservations, memberships, point of sale,
ticketing, volunteer and contract instructor management, and marketing.
Reports must be customizable to capture specific data related to programs,
reservations, demographics, history, trends, etc. The City’s equipment,
hardware, and software must remain Payment Card lndustry (PCI)
compliant for payment processing. The scope must include all necessary
services, support, and training to implement the selected software
application. All materials are subject to the approval of the City of Malibu’s
Contract Administrator or their designated representative (Contract
Administrator).
1.1 Recreation Programs and Services - The Department uses recreation
management software to manage daily activities. Software modules
include program registration and maintenance, online registration for
classes and memberships, facility reservations and maintenance, point of
sale, membership access to facilities and programs, scheduled payments,
recreation guide export, custom reports, and database management. Key
elements include:
a) Aquatics (Lane Reservations, Memberships, Swim Lessons)
b) Contract Classes (Program Registration, Contract Instructor
Management, and Instructor Payments)
c) Facility Calendars and Reservations
d) Senior Center (Memberships)
e) Special Events (Point of Sale)
f) Sports Leagues (Rosters, Volunteer Coaches, Scheduling)
g) Volunteer Management
1.2 Hardware Requirements — Proposals shall identify any specific hardware
requirements for the proposed software applications. These may include
point of sale devices, card printers and readers, biometric devices, etc.
1.3 Software Requirements The City desires a cloud-based software
application hosted by the Vendor. The Software shall be supported by all
major web browsers and shall be mobile responsive. The system must allow
an unlimited number of users to be licensed to use the software at any given
time. The software shall be ADA-compliant and shall remain compliant with
all future ADA requirements and regulations.
1.4 Implementation Timeline — Proposals shall provide the timeline required to
implement the proposed software solution by April 30, 2025. The
City of Malibu
RFP Recreation Management Software
Page 4 of 7
implementation methodoiogy shouid include, at a minimum, the following
tasks:
a) Project Management Services
b) implementation Planning and Sample Project Plan
c) Transition to New Software
d) Software Installation (if applicable)
e) initial Training of Project Team
f) Software Configuration
g) Data Migration and Integration Plan
h) Software integration with Springbrook Accounting System
i) System Testing Plan
j) Final Deployment and Go Live Support
1.5 Training Plan — Proposals must include a plan for City staff training before
launching the Software.
2. Duties and Responsibilities The City’s ContractAdministratorwill administer the
Agreement and manage, coordinate, and verify the efficiency of the operations
specified in the Agreement. They will also provide written notice of failure to
perform the Agreement.
3. Disclosure of Information
3.1 The Contractor agrees that it will not during or after the term of the
Agreement disclose any proprietary information or confidential business
information of the City, including but not limited to its costs, charges,
operating procedures, or methods of doing business to any person, firm,
corporation, association, or other entity or to the general public for any
reason or purpose whatsoever, without the prior written consent of the City.
Such confidential or proprietary information received by the Contractor shall
be used exclusively in connection with the performance of the services.
3.2 The Contractor shall not issue or release for publication any articles,
advertising, or publicity matters relating to the services performed by the
Contractor hereunder or mentioning or implying the name of the City or its
personnel without the prior written consent of the City.
4. Change Orders
4.1 The City may, on occasion, without invalidating the Agreement, by
modifying, adding, removing areas to the Agreement; by modifying, adding,
or removing space; by modifying, adding, or removing routine services; or
by modifying, adding, or removing specifications. All such changes shall be
ordered using a written change order. The City and the Contractor shall
City of Malibu
RFP Recreation Management Software
Page 5 of 7
agree upon any changes in the compensation to the Contractor resulting
from such change orders.
5. ContractAdministrators
5.1 The City shall designate the Community Services Director or their
designated representative as Contract Administrator, who shall act on
behalf of the City concerning all aspects of the Agreement.
5.2 The administration of the Agreement is vested wholly in the Contract
Administrator. The Contract Administrator shall have complete authority to
require the Contractor to comply with all provisions of the Agreement. The
Contractor shall strictly and promptly follow the instructions of the Contract
Administrator at all times. The Contract Administrator’s decision upon all
questions, claims, and disputes will be final and conclusive upon the parties
of the Agreement. The Contract Administrator shall exercise any
discretionary authority in a reasonable manner.
6. Contract Pricinq and Adiustments
6.1 The City reserves the right to reject any itemized bid in total if, in the opinion
of the Community Services Director, the price bid on any one or more
individual section(s) appears to be in error, unreasonably out of line with the
amount of work to be performed or may not be required.
THE PROPOSAL
Proposals should not include any materials to be returned to the Contractor and should
be concise. Each proposal must include the following information:
1. Organization, Credentials, and Experience
a. Provide a summary ofthe company’s qualifications, credentials, and related
expenence.
b. Describe the size of the company and indicate the Owner, company
official(s), and other personnel who will be assigned to work with the City.
C. Résumés of personnel assigned to Malibu’s program who will play critical
roles in the provision of service.
Provide a list of three references, either a municipality or a client, which
have hired the company to conduct similar services in the past three years.
References should include names, titles, phone numbers, and email
addresses of the appropriate representative that the City can contact
regarding current or recent work assignments.
2. Understanding ofthe Scope of Work
a. Provide a narrative of the company’s understanding of the Scope of Work
and a detailed proposal to meet the City’s goals and priorities.
This page summarizes the opportunity, including an overview and a preview of the attached documents.
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