Request for Proposals - Recreation Registration Software Management System for Parks & Recreation
| Agency: | City of Lathrop |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Jun 24, 2026 |
| Due Date: | Jul 6, 2026 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Request for Proposals - Recreation Registration Software Management System for Parks & Recreation
Bid/RFP Status:
Open - accepting bids and proposals
Bid/RFP Due Date:
Monday, July 6, 2026 - 3:00pm
The City requests proposals for a new Recreation Registration Software Management System with real-time Internet Registration to support: program, classes, facility reservations (e.g. fields, gyms, community centers, picnic shelters), memberships, league scheduling, point of sale, shelter reservations, senior programs (including trips), payment processing, customized reporting and any related professional services required to implement/train new users on the software.
The City currently uses REC DESK software from Clubessential Holdings for business needs including class registration, facility bookings, and point of sale transactions.
The City's objective is to establish a long-term relationship with a vendor capable of keeping current with recreation management industry trends and best practices. The vendor should be capable of supporting the City's current and future needs and committed to a highly responsive customer service approach and to the constant evolution of the proposed Recreation Registration Software Management System. The new system should strengthen the relationship between the City, our community members, and community partners.
The selected vendor must be capable of providing all services, including training and user support, technical support and security, and back up and business protocols. The City desires a single vendor for all services identified in the RFP. However, the City will consider alternates such as a prime vendor subcontracting with a third-party service provider for a specific function.
TO:
CITY OF LATHROP
PARKS AND RECREATION DEPARTMENT
ATTN: MELISSA STATHAKOPOULOS
390 TOWNE CENTRE DRIVE
Phone: (209) 941-7364
Email:
mstathakopoulos@ci.lathrop.ca.us
Supporting Documents
Attachment Preview
REQUEST FOR PROPOSALS
Recreation Registration Software Management System
for
Parks and Recreation
Proposals Due: July 6, 2026 @ 3:00 p.m.
TO:
CITY OF LATHROP
PARKS AND RECREATION DEPARTMENT
ATTN: MELISSA STATHAKOPOULOS
390 TOWNE CENTRE DRIVE
Phone: (209) 941-7364
Email: mstathakopoulos@ci.lathrop.ca.us
Page 1 of 20
City of Lathrop
Request for Proposals
for
Recreation Registration Software Management System
NOTICE OF REQUEST FOR PROPOSAL
1. NOTICE IS HEREBY GIVEN that the City of Lathrop (hereinafter “City”) requests proposals
(hereinafter “Proposal”) for a new RECREATION REGISTRATION SOFTWARE MANAGEMENT
SYSTEM and will receive proposals in the office of PARKS AND RECREATION, 390 Towne Centre
Drive, Lathrop, CA 95330, up to 3:00 p.m. on July 6, 2026. ATTN: MELISSA STATHAKOPOULOS,
PARKS AND RECREATION MANAGER.
2. The services to be performed by the successful proposer(s) are described in the Request for
Proposals (RFP) which is included herein. RFPs are available from the City website: Bids and RFPs |
City of Lathrop CA.
3. Proposals shall be submitted and clearly marked as follows: “Sealed Proposal for Recreation
Registration Software Management System” – “DO NOT OPEN WITH REGULAR MAIL”
4. Entities interested in submitting a proposal should contact Melissa Stathakopoulos at
mstathakopoulos@ci.lathrop.ca.us with the name of the representative, phone number and e-mail
address to ensure receipt of further communications relaying to this RFP, including, but not limited to,
Addendums.
5. For general questions, contact Melissa Stathakopoulos, Parks and Recreation Manager
electronically at mstathakopoulos@ci.lathrop.ca.us. Responses to questions will be e-mailed to all who
have provided a representative’s information pursuant to the above #4.
6. All responsive proposals shall be reviewed and evaluated by the City in order to determine which
proposer best meets the City’s needs by demonstrating the competence and professional qualifications
necessary for the satisfactory performance of the required services. The criteria by which the City shall
evaluate Proposals are set forth in the RFP.
7. The City Reserves the right to reject any and all Proposals or waive any irregularities in the
Proposal, the RFP or the proposal process.
1.1 GENERAL INFORMATION
The City requests proposals for a new Recreation Registration Software Management System with real-
time Internet Registration to support: program, classes, facility reservations (e.g. fields, gyms,
community centers, picnic shelters), memberships, league scheduling, point of sale, shelter reservations,
senior programs (including trips), payment processing, customized reporting and any related
professional services required to implement/train new users on the software.
Page 2 of 20
The City currently uses REC DESK software from Clubessential Holdings for business needs including
class registration, facility bookings, and point of sale transactions.
The City's objective is to establish a long-term relationship with a vendor capable of keeping current
with recreation management industry trends and best practices. The vendor should be capable of
supporting the City's current and future needs and committed to a highly responsive customer service
approach and to the constant evolution of the proposed Recreation Registration Software Management
System. The new system should strengthen the relationship between the City, our community members,
and community partners.
The selected vendor must be capable of providing all services, including training and user support,
technical support and security, and back up and business protocols. The City desires a single vendor for
all services identified in the RFP. However, the City will consider alternates such as a prime vendor
subcontracting with a third-party service provider for a specific function.
1.2 BACKGROUND
The City of Lathrop is located in the Northern San Joaquin Valley, east and west of the San Joaquin
River. Interstate 5, Interstate 205 and State Route 120 intersect within the City. Lathrop was
incorporated in 1989, with its first General Plan adopted in 1991.
Lathrop is centrally located within a 30-minute commute of Tracy, Manteca, Stockton, Lodi, Modesto,
Livermore and Pleasanton. Lathrop’s population as of January 1, 2026, reported by the State of
California Department of Finance, is 40,942, which represents a 5.5% growth from 2025. The City of
Lathrop continues to make headlines as one of California’s fastest growing communities.
The Recreation Registration Software Management Systems is used to manage registrations and
memberships for leisure, seniors, sports, teens and youth enrichment programs, to manage facilities and
rentals, and to track associated accounting and customer contact information for these programs.
1.3 SCOPE OF SERVICES
The scope of services should include all software, hardware and services required to support the
implementation, data extraction and migration, and ongoing system functions.
At a minimum, the vendor’s services and software capabilities are required to include the following:
• Must be a previously established Registration Software System
• Onsite and Online Activity Registration, with associated transaction accounting
• Facility Management and Reservations, with associated transaction accounting
• Membership Management and Pass Validation, with associated transaction accounting
• Individual, Family and Organizational Account Management
• Cashiering and Point of Sale, with associated transaction accounting
• All inclusive, No additional fees
• Team sports scheduler
• Operational analytics
Page 3 of 20
• System Security, Redundancy and Ongoing Maintenance and Support
• Accounting and Finance coordination with City policies, including integration with New World
Systems Software from Tyler Technologies
• Instructor Management
1.4 IMPLEMENTATION TIMELINE
The City expects to begin implementation with contract execution in preparation for the Summer 2027
registration quarter. The system should be in place and live for summer registrations beginning May
1, 2027. Vendors should be prepared to propose a singular solution and approach that addresses this
timeline.
1.5 RFP SCHEDULE OF EVENTS
Table 1, RFP Schedule of Events, identifies the City’s best estimate of the schedule that will be followed.
The City encourages vendors to carefully consider and plan according to the presented schedule of
events.
Table 1 – RFP Schedule of Events
RFP Event
Deadline for Written Questions and Comments
City Issues Responses to Written Questions and Comments
Deadline for Submitting a Proposal
City Completes Review, Demos and Ranking
City Council Approves Contract
Project Implementation Start Date
Go Live Date
Date
June 19, 2026
June 24, 2026
July 6, 2026, by 3:00 PM
July 30, 2026
September 14, 2026
September 2026 through May 2027
No Later than May 1, 2027
Proposers should be aware that short-listed vendors may be required to perform a full (possibly up to
two (2) days) proof-of capabilities (“POC”) demonstrations to allow staff to fully understand the
proposed solution. The POC is not intended to be a generic demonstration of the application, but rather
a demonstration of specific product functionality deemed most critical to the City using scenarios
provided by the City. Proposers must be prepared to invest the time and resources in the POC to
be successful in this procurement.
Time is of the essence with respect to any of the deadlines set forth above. Notwithstanding the
foregoing, the City reserves the right, at its sole discretion, to adjust this schedule, as it deems necessary.
Notifications of any adjustment to the RFP Schedule of Events will be provided to all vendors that
submitted a Letter of Intent to Propose.
Page 4 of 20
1.6 EVALUATION CRITERIA
The City will review all proposals received as part of a documented evaluation process. The sole purpose
of the proposal evaluation process is to determine which solution best meets the City’s needs. The
criteria that will be used to evaluate proposals may include, but are not limited to the following:
• Understanding of City’s business purpose and needs
• Total cost, including application software, licenses, training, installation, support, maintenance,
hardware, hosting or server costs, and annual fees
• Software features
• Seamless integration of system modules
• Ease of use by the customer, including mobile applications
• Implementation approach
• Technical compatibility, including integration with New World Systems Software
• Security, compliance, and risk management maturity, including alignment with NIST
Cybersecurity Framework (CSF), NIST SP 800-53 security controls, vulnerability management
practices, incident response capabilities, logging and monitoring capabilities, independent
security assessments, and overall cybersecurity program maturity
• Commitment to ongoing customer support
• Future technology direction
• Past experience with similar organizations
• Client references, including satisfaction of prior/current clients
The City may evaluate and score vendor responses related to cybersecurity, privacy, compliance, and
risk management as part of the overall proposal evaluation process. Security-related evaluation factors
may include, but are not limited to:
• NIST CSF and NIST SP 800-53 alignment
• Security certifications and attestations
• Vulnerability management and patch management practices
• Logging, monitoring, and audit capabilities
• Incident response and breach notification procedures
• Disaster recovery and business continuity capabilities
• Third-party security assessments and penetration testing
• Data protection and privacy controls
The City’s ultimate acceptance of any proposal and its award of any contract will be based on a
combination of the above-referenced evaluation criteria and a determination of the best overall value for
the City.
1.7 RFP COORDINATOR & QUESTIONS PERTAINING TO THE RFP
All communications concerning this RFP must be submitted in email to the RFP Coordinator, Melissa
Stathakopoulos, Parks and Recreation Manager, at mstathakopoulos@ci.lathrop.ca.us. The RFP
Page 5 of 20
This page summarizes the opportunity, including an overview and a preview of the attached documents.
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See Also
Request for Proposals - Recreation Registration Software Management System for Parks & Recreation
City of Lathrop
Bid Due: 7/06/2026
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Los Angeles County
Bid Due: 7/01/2026
RFB-IS-26201051 - VIRIMA IT DISCOVERY CMDB RENEWAL (BRAND ONLY) - Closing: 7/1/2026 12:00
City of Los Angeles
Bid Due: 7/01/2026