RFI - Recreation Management and Program Planning

Agency: City of Austin
State: Texas
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Jul 29, 2021
Due Date: Aug 26, 2021
Solicitation No: RFI 8600 GAZ6006
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Solicitation Details
Type: Request for Information (RFI)
Status: Open
Solicitation Number: RFI 8600 GAZ6006
Description: RFI - Recreation Management and Program Planning
Summary: RFI regarding the commercial availability of a cloud-based system(s) for recreation management and program planning to include migration of data from existing recreation management system.
Basic Information
Contact Information
Authorized Contact Names:
Solicitation Specific
Questions:
Gil Zilkha
(512) 974-2500
purchinfo@austintexas.gov
Small Minority Business
Resources Questions:
SMBR Main Office
(512) 974-7600
SMBRComplianceDocuments@austintexas.gov
Dates, Times & Locations
Important Solicitation Dates:
Solicitation Published: 07/29/2021 07:20 AM
Response Due: Prior to 08/26/2021, 02:00 PM
Purchasing Office, 124 W. 8th Street, Suite 308, Austin, TX 78701
Special Notes
Special Notes: Insurance is Required. Required
Attachments
Packet Download Files
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File Description Type Date
RFI pdf 07/29/2021 Download
Commodities
Associated Commodities
Description Code
Software Maintenance/Support 92045

Attachment Preview

C I T Y O F A U S T I N, T E X A S
Purchasing Office
REQUEST FOR INFORMATION (RFI)
COVER SHEET
____________________________________________________________
SOLICITATION NO: RFI 8600 GAZ6006
DATE ISSUED: July 29, 2021
COMMODITY CODES: 92045
RESPONSES DUE PRIOR TO: 2PM CST, August 26, 2021, to
Michael.Strycharske@austintexas.gov
The undersigned, by his/her signature, acknowledges that he/she is authorized to
represent the organization below. The Respondent, by submitting and signing below,
acknowledges that this request is not a solicitation, will not result in a contract award,
and the information provided may be utilized in possible future solicitations.
_______________________________ __________________________________
Signature of Person Authorized to Sign Signer's Name and Title: (please print)
Company Name: _______________________________________________________
Address: ______________________________________________________________
City, State, Zip Code: ____________________________________________________
Phone No. (________) _______________
Email Address: _________________________________________________________
CONTENTS
1.0 PURPOSE ..................................................................................................................3
2.0 BACKGROUND INFORMATION .................................................................................4
3.0 CAPABILITIES REQUIRED FOR PARK MANAGEMENT ............................................5
4.0 RFI RESPONSE.......................................................................................................13
4.1 KEY CONTACTS ......................................................................................................13
4.2 RFI RESPONSE DUE DATE ......................................................................................13
4.3 RFI RESPONSE DELIVERY INSTRUCTIONS ...............................................................13
Request for Information Recreation Management
Page 2 of 13
1.0 PURPOSE
The City of Austin seeks information from interested parties regarding the commercial availability of a
cloud-based system(s) for recreation management and program planning, to include migration of data
from existing recreation management system.
The Parks and Recreation Department (PARD) is seeking information and cost estimates on system
capabilities, features, implementation, hosting services, training, and support. The solution will need to
support a staff of 100+ users, support Point-of-Sale, and provide a public facing web
interface for citizens to digitally sign-up for PARD programs and to digitally make reservations for: a)
pool entries, b) golf tee times, c) special events, and d) facility and campsite reservations. The
City recognizes one system may not be able to meet all capabilities desired, but it seeks to
learn what system(s) may meet the needs of PARD and recreation management functions.
The City seeks to discover information regarding system capabilities as they apply to:
1. program planning
4. event/class registration
5. facilities/amenity/campsite reservation
6. Point-of-Sale
7. reporting
8. mobile capability
8. integration capability
9. security and reliability
10. scalability during peak reservation times
Areas of Recreation Management:
Aquatics
Golf
Special Events
Programs for all ages and abilities
Facility/amenity/campsite reservations
Operations
Finance
THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for the purpose of
gathering information and planning. This RFI is not a solicitation, nor does it constitute a promise of
issuing a solicitation in the future.
Request for Information Recreation Management
Page 3 of 13
2.0 BACKGROUND INFORMATION
The Parks and Recreation Department (PARD) is the steward for City of Austin’s public
lands. The Department protects and maintains parkland and urban forests, as well as preserving trails. The
department provides a variety of sports, recreation, educational enrichment, art programs, cultural
opportunities, nature and aquatic activities.
The Department currently uses RecTrac from Vermont Systems, which has been in place since 2010. In
2012 the online user interface was upgraded to include the addition of online reservations and payment
capabilities. Approximately 2 years ago the Department upgraded to RecTrac’s cloud-
hosted solution. The system provides for Point-of-Sale transactions integrated with a third-party gateway
payment provider called Plug & Pay for citizens to pay for the programs and passes with associated fees.
The Department uses RecTrac to process registrations, reservations, Point-of-Sale, reporting and similar
functions for the following primary areas:
Recreational Programs for all ages and abilities
Aquatic
Golf
Special Events
Facility and campsite reservations
Finance
Operations
Staff and citizens experience frequent downtimes and lag times during high volume registration
periods. During those high-volume registration periods citizens cannot enter the registration
page. In addition, the user interfaces for both the public and staff are not user-friendly nor
intuitive. The payment component is also not user-friendly for the public and staff. RecTrac is used by
nearly every business unit at PARD and it is highly critical that the department obtains a system(s) that
meets staff and citizen needs.
Using the responses to this RFI, the Department would like to determine the expected total cost for
moving to a new system(s), while exploring the following improvements:
Performance and reliability improvements, especially during high volume registration times
Recreational program lifecycle management from planning to evaluation
Financial management for reporting, processing refunds, and projecting revenue and
expenses
Advanced digital capabilities for: membership and single passes with photos/barcodes,
signing contracts, payments and refunds, dynamic email/text messaging
Advanced golf management capabilities for managing tournaments and membership fees
based on age and/or other criteria
Retail inventory management and payment processing
Ability to schedule staff hours, track staff time, and track staff hourly pay for
programs and pools (lifeguards)
Highest industry standards for information security and standardization
Advanced capability for managing data and reporting
Request for Information Recreation Management
Page 4 of 13
3.0 CAPABILITIES REQUIRED FOR PARK MANAGEMENT
The City of Austin’s Parks and Recreation Department manages the various aspects of park management
to ensure the City is a good steward of the public lands: a) protecting and maintaining parkland, b)
preserving trails, c) offering sports, recreation, educational enrichment, arts programs, cultural
opportunities, nature and aquatic activities.
A. Recreational Programs for all ages and abilities
1. Manage the entire program planning life cycle (see attached excel workbook for example
of the information collected; this is used to evaluate individual programs, which can then
roll-up to see information across a large swath of programs):
i. Planning
ii. Budget
1. Estimated
2. Actual
3. Variance
iii. Approval
iv. Implementation
v. Attendance
vi. Customer Evaluation
2. Support multiple types of programs:
i. Sports (adult and youth)
1. Leagues
2. Tournaments
ii. Fitness
iii. Early Childhood
iv. Nature-based
v. Arts & Cultural
vi. Aquatics
vii. Senior Citizen
viii. Summer Camp
ix. Continuing Education
3. Provide registration portal for citizens to register for programs identified in item 2 above:
i. Signup and pay for programs
1. Search for programs by: a) age, b) activity, c) location, and d) key words
a. Easy to read display to see all information without searching
b. Easy to read display to see all information associated with search
criteria
2. Search for programs via map by: a) park and b) program activity type
a. From the map a user can click a link to go to the registration
page
ii. Allow users to sign up and pay for multiple programs at once
1. Allow users to sign-up multiple members of their household at same time
iii. Ability to see available programs in real-time during the registration process
1. When programs hit registration capacity, a user will no longer see the
program as available
iv. Ability to see history of past programs and payment
v. Ability for users to digitally access and sign electronic waivers required for
program participation, see section G.15 for additional details
4. See sections F, G, H, I for additional requirements
B. Aquatics
1. Support more than 20 municipal pools and share data between them
2. Provide registration portal for citizens to:
i. Signup and pay for: a) swim classes, b) swim team, and c) other aquatics
programming
Request for Information Recreation Management
Page 5 of 13

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