Recreation Management Software

1 Lee County Government Parks & Recreation Department 6120-09-23 Request for Proposal (RFP) for Recreation Management Software 2 I. Introduction Lee County Government, Parks & Recreation is currently soliciting proposals for Recreation Management Software with real-time internet registration, to support the processes managed by the Parks & Recreation Department, including but not limited to; the daily management of administration tasks, such as program and class reservations, facility reservations, field reservations, memberships, league scheduling, point of sale, picnic reservations, payment processing, customized reporting, exporting of program information for guide creation, and any related professional services required to implement/train new users on the software. The Recreation Management Software must support industry open standard touch screen computers, bar code scanners, cash drawers, programmable keyboard or keypads, magnetic stripe readers, customer displays, mobile smart

phones, tablets, and other peripheral hardware. The expectation is that the system will interface with the County’s financial system software, Enterprise ERP. II. Background Lee County is located in North Carolina, with a population of 64,000. Its residents are educated, family oriented, involved in the community and actively participate in the voluminous of recreation programs and facility rentals available to them through the Parks & Recreation Department. III. Project Background The Parks & Recreation Department currently uses RecPro software for recreational needs including class registration, facility bookings, and point of sale transactions. As RecPro has been acquired by DaySmart, the Parks & Recreation Department hopes that this RFP will provide an alternative recreation software to meet current and future needs while maintaining the desired levels of integration between the two systems to facility efficient operations that are not limited to redundant data entry. IV. Project Schedule  Advertise RFP  Statement of Proposal Submittal Deadline  Interview Notifications if needed  Conduct Interviews and Demonstrations if needed  Selection of Vendor  Start of Contract  Training & Testing Period V. Minimum Software Objectives The Parks & Recreation Department is interested in recreation management software that will create efficiencies, conveniences, and accessibility to accurate real-time information for both employees and patrons. We strive to provide the highest levels of service to patrons. Users who prefer online 3 interaction should be able to sign up for recreation programs, special events, leagues, parties and facility rentals with ease and have access to all programs with minimal inconvenience. We want patrons to have easy access to information in a searchable, easy-to-navigate format on a variety of devices. The software will further enhance and innovate the department’s quality customer service by taking advantage of the conveniences offered by newer improved technology. Requirements – Functional: The following are considered baseline requirements:  User friendly registration system for both front desk staff and patrons through an online interface accessible on a variety of devices  The ability to export data from the software system for the purpose of producing printed and web-based program brochures  Point-of-sale system that provides for internal cash controls and allows for payment intake at multiple locations  Responsive design – Smart phone/tablet style capabilities for viewing and registration on a variety of devices as well as compatibility with various internet browsers  Training – User/Administrative training for a minimum of 10 employees. Requirements – Technical: The selected software must meet the following criteria:  Content Management System – preference will be given to a mature, proven well-known CMS that supports multiple secure user accounts that enable specific view/report/add/edit permissions  Software should be reliable, secure and robust, in accordance with industry standards and practices. The software must be cloud based (software as a service) platform  Ability to integrate with other software solutions via an API or other methods that would allow the potential for CRM and Web Site interfaces  Software will contain an accurate and complete audit trail that ensures efficient processing  Software must be able to identify and itemize all fees; such as program, rental, transaction, and convenience fees. With the ability to provide total program costs to client  Preference will be given to the solutions provider able to best integrate with the County’s financial software, Enterprise ERP.  Software shall include the ability to implement different security access levels, and elevated admin privileges to appropriate staff.  Launch Live Date – Targeted for Early Fall 2023 Specific Requested Features: The following are some features that staff would like to see included in the software:  Specific Registration features including but not limited to: Sport team roster management, sport team schedule management, and priority 4 registration  Financial features including but not limited to: Ability to withdraw a student at a prorated amount.  Ability to run a range of customizable reports based off of target demographics, such as age, grade, previous program registration, resident, non-resident and other software fields  Robust search features for both staff and patrons  Ability to communicate with patrons including emailing, and or texting receipts, registration confirmations, promotions, special events and membership information  An online feature for indoor and outdoor facility and picnic reservations (such as athletic fields and programmable rooms) that includes the ability to view and/or reserve facilities online, preferably in a calendar- based format that will automatically block reservation slots from future reservations to prevent double bookings  Ability for patrons to print and upload documents, waivers, parent manuals, facility use permits, and other forms with the options for online signature for acknowledgements, waivers and other forms  Ability to schedule and process automatic monthly electronic transfer transactions from participants to programs such as memberships and drop in passes  Ability for attendance tracking of programs, with possible functionality for secure sign-in/sign-out of children from programs such as summer camp and early childhood pre-school  Ability to have user/admin defined login modules (contract instructor portal) that allows only certain aspects of registration to be viewed by authorized individuals (class rosters, supply fees, etc.)  Ability to send facility reservation contracts from system to client and client reply returns via outlook email  Ability to communicate with the County website  Participant profiles to streamline inclusion process (ie: once the accommodation box is checked the appropriate staff is notified.) Additional Wish List Feature:  Integrated mobile app feature for both iOS and android  Integrated with Musco Lighting for field lights. VI. Agreement for Services The County and the chosen vendor shall enter into a written Agreement for Services that includes the entire general terms and conditions of the County’s standard service agreement as shown in Exhibit A. Statement of Proposal (SOQ) Requirement a) Proposal Preparation The County of Lee will consider only written/typed responses submitted by 5 mail, and all responses to the RFP must be made in accordance with the specifications as set forth herein. b) Ability to Perform To participate in the selection process, the following is required to demonstrate satisfactory evidence indicating the ability to meet the scope of services detailed in this request for Proposal. The submission must include the following information: 1. The name, address, email address, and telephone number of your company. 2. The names, business address and telephone numbers of your company’s officers, directors, and associates. 3. A listing of your company’s experience related to work included in this RFP. 4. A detailed work plan for meeting the Minimum Software Objectives outlined in Section V. While it is recognized that specific deliverables are dependent on your unique company, the work plan should include as much detail as you determine appropriate to allow evaluation of your overall approach and expertise to deliver these services. 5. Anticipated costs associated with providing requested services. The estimate should include an outline of costs and or description of cost elements for the Minimum Software Objectives and all other services available. It should also include the following: a. All aspects of fees associated with software b. Hardware c. Project Management d. Data Migration e. Implementation f. Training g. Any other pertinent expenses for the initial year h. If any components of the proposal are “optional” and not included in the summary or total price, those features must be clearly labeled as “optional” in the proposal. All “optional” items not included in the total price must identify a price separately i. Ongoing maintenance j. Additional customization k. Future upgrades l. Detail timeline, including milestones and payment schedule 6. Three references from clients utilizing the company’s recreation software, preferably similar in scope and nature to Lee County Parks & Recreation. References must include name, position, telephone number, email, and internet address of the contact person for each listed account. 7. Propose process for working with the Parks & Recreation Department to transition from the current software, RecPro, to 6 the new software and associated timeline for completing the work. Detail how the company will, with input from the Parks & Recreation team, create/import the course listings, facility lists, general ledger accounts, employee user groups and other client information. 8. Describe how the company will manage the beta testing for the recreation registration software both onsite at the employee desktops and on Lee County Government website – 9. Detail the training and support for the Parks & Recreation staff. 10. Describe any other relevant information. VII. Selection Process and Evaluation Criteria a) Evaluation Criteria The submissions will be reviewed by County staff. In soliciting Proposal, the County’s intent is to have the best possible recreation registration software. Therefore, selection of system will be based upon, but not limited to, the following considerations and criteria:  Functionality and flexibility of the software system to meet the Parks & Recreation Department’s needs  Quality and experience of the proponent’s company, implementation project team, service and support  Reputation of the company in serving other municipal clients similar to the Parks & Recreation Department  Commitment to ongoing maintenance and improvement of proposed system  Pricing of software and services including total costs projected over the proposed initial contract year and ongoing costs in subsequent years. This contract for software and related services is a contract for professional services. The cost of the proposed system, while a major consideration, will be one of several criteria in the selection of the system which best meets the needs of the department. b) Selection/Evaluation Process All proposals will be evaluated based on the above criteria. As part of the evaluation process, the company may be required to attend one or more interviews with the Parks & Recreation Director. The final selection will be recommended by the Parks and Recreation Director after review from the selection committee. The selection process will involve identifying the most qualified proposal who will be provided an opportunity to further refine the scope of work and 7 pricing prior to preparation of a service agreement. The County reserves the right to not recommend any company for award. Once awarded, a written agreement will be drafted regarding specific program requirements. VIII. RFP Submission A. Two copies of the RFP shall be mailed, or hand delivered and sealed in an opaque envelope to Lee County Government: Finance Department. B. RFP’s shall be signed by an individual or individuals authorized to execute legal documents on behalf of the vendor and shall contain a declaration to the effect that the proposed project team will remain in effect for a minimum of sixty days after the submittal date. C. Sealed RFP’s must be received no later than 2:00pm local time on June 22nd, 2023, Submit to: Lee County Finance Office, Attn: Purchasing Agent 408 Summit Drive Sanford, NC 27330 D. RFP’s are to be submitted with the following information written on the outside of the envelope: a. Name of Vendor b. Consultant Project Manager’s email and phone number E. Proposals received after the hour and date specified above will not be considered. F. All proposals shall be submitted according to the specifications set forth in the RFP. Failure to adhere to these specifications may cause for rejection. G. Once submitted, proposals, including the composition of the vendor staff, shall not be changed without prior written consent. H. The County will publish an advertisement in the local paper, the state HUBSCO website, as well as the County website. The right is reserved to reject any or all proposals, any part of a proposal, or to waive informalities and technicalities in the bidding procedure. No proposal may be withdrawn for a period of thirty (30) days from the date of opening. Thank you for your interest in contracting opportunities with the Lee County Government, Parks & Recreation Department. Vendor Application PURCHASING DIVISION LEE COUNTY PO Box 1968Please fill out this form and send by e-mail to jwaterhouse@leecountync.gov or fax to (919) 718-4631. Your business will be added to our new vendor list. Sanford, NC 27330 Phone: (919)-718-4600 Fax: (919)-718-4631 Please Type or Print Legibly Federal ID # SS# For Finance Use Only Vendor # Vendor Name Date ORDER ADDRESS PAY ADDRESS Street Street Street PO Box City City State Zip Code State Zip Code CONTACT PERSON TELEPHONE NUMBER FAX NUMBER CONTACT PERSON E-MAIL ADDRESS TERMS DISCOUNT CONTRACTOR'S LICENSE # (if applicable) SIGNATURE This firm certifies that it is a : (if applicable) Disabled Minority Business Enterprise Women Business Enterprise To qualify for MWBE status, 51% of the company must be owned and controlled by minority groups or women. For the purpose of this definition, minority group members are Black Americans, Hispanic Americans, American Indians and/or American Women. To qualify for Disabled status, 51% of the company must be owned and controlled by disabled persons. Product(s) and/or Service(s) Please list the type product(s) and/or Service(s) that your company can provide. Form W-9 (Rev. October 2018) Department of the Treasury Internal Revenue Service Request for Taxpayer Identification Number and Certification ▶ Go to www.irs.gov/FormW9 for instructions and the latest information. Give Form to the requester. Do not send to the IRS. P ri nt o r ty p e. S ee S p ec ifi c In st ru ct io ns o n p ag e 3. 1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank. 2 Business name/disregarded entity name, if different from above 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes. Individual/sole proprietor or single-member LLC C Corporation S Corporation Partnership Trust/estate Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) ▶ Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that is disregarded from the owner should check the appropriate box for the tax classification of its owner. Other (see instructions) ▶ 4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3): Exempt payee code (if any) Exemption from FATCA reporting code (if any) (Applies to accounts maintained outside the U.S.) 5 Address (number, street, and apt. or suite no.) See instructions. 6 City, state, and ZIP code Requester’s name and address (optional) 7 List account number(s) here (optional) Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later. Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter. Social security number – – or Employer identification number – Part II Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later. Sign Here Signature of U.S. person ▶ Date ▶ General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. • Form 1099-INT (interest earned or paid) • Form 1099-DIV (dividends, including those from stocks or mutual funds) • Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) • Form 1099-B (stock or mutual fund sales and certain other transactions by brokers) • Form 1099-S (proceeds from real estate transactions) • Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) • Form 1099-C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN. If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later. Cat. No. 10231X Form W-9 (Rev. 10-2018) Vendor Electronic Payment Authorization Form For your convenience and benefit, the Lee County is now processing all vendor payments electronically, rather than by check. Your payments will be deposited into the checking or savings account of your choice. In addition to having the money deposited electronically, you also will be notified of the deposit by email. This notice will provide you with all the information that would normally be on your check stub. In order for us to complete the process of udpating your information, please provide a bank verfication letter or a voided check. This information is used to verify the account number that you have provided below. In the event that you change banks, bank account numbers, or email addresses, you must notify the County with the necessary changes and include a new bank verification letter or a voided check. Failure to notify us of these changes will cause delayed payments to you. Send changes to: jwaterhouse@leecountync.gov. Please print the following information: ■ Vendor Name: Vendor Address: Street: City, State, ZipCode: Phone Number: Name of Bank: Bank Routing Number: Bank Account Number: Checking or Savings: Authorized Signature: Printed Name: Title: Telephone number: ■ Notification of payment e-mail address: Contact Jen Waterhouse at jwaterhouse@leecountync.gov or (919) 718-4600 ext 5504 with questions or changes to above information. Checking Account Savings Account Tel: (919) 718-4600 P.O. Box 1968 Sanford, NC 27331-1968 DEPARTMENT OF FINANCE dcoggins Highlight The County of Lee North Carolina Vendor/Contractor Name: IRAN DIVESTMENT ACT CERTIFICATION REQUIRED BY N.C.G.S. 147-86.59 As of the date listed below, the Vendor/Contractor listed above certifies that they are not on the Iran Final Divestment List ("List") created by the North Carolina State Treasurer persuant to N.C.G.S. 147-86.58. Contractor/Vendor shall not utilize any subcontractor that is identified on the list. E-VERIFY CERTIFICATION REQUIRED BY N.C.G.S. 143-48.5 & 147-33.95(g) As of the date listed below, the Vendor/Contractor listed above and all Vendor/Contractor's subcontractors certify that they are in compliance with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. The undersigned hereby certifies that he/she is authorized by the entity listed above to make the foregoing statement. Signature Date Printed Name Printed Title Lee County, North Carolina Terms and Conditions By acceptance of this purchase order, the vendor or contractor, (referred to as the Seller), declares that the supplies, materials, equipment, apparatus, or services will be furnished according to the following terms and conditions: 1. QUESTIONS CONCERNING THE PURCHASE ORDER: Contact the Ship To Department shown. 2. PURCHASE ORDER NUMBER: The purchase order number must appear on all invoices, packing slips, correspondence and bill of lading. 3. PRICE: If prices or terms do not agree with your quotation, you must notify the ordering Department immediately. All prices are quoted F.O.B. DESTINATION unless specifically indicated otherwise. 4. INVOICES: All invoices are to be mailed to the Ship To Department. Each purchase order must be invoiced separately. Invoices for partial shipments will be accepted and final invoices should indicate completion of order. The Purchase Order Number must be referenced on all invoices. 5. CASH DISCOUNTS: All cash discounts will be effective from the date of actual receipt of a correct and approved invoice by the ordering department. 6. PAYMENT TERMS: The County agrees to pay all approved invoices Net Thirty (30) days from the date received and approved. The County does not agree to the payment of late charges or finance charges assessed by the Seller for any reason. Invoices are payable in U.S. funds. 7. TAXES: Lee County is not Tax-Exempt. Prices shown on the County’s purchase order may not include tax; however, all applicable taxes shall be paid by the County. Seller shall itemize taxes on the Seller’s invoice. It should be noted that the County is exempt from Federal Excise Tax except as required to be paid by law. 8. QUANTITY: The specific quantity ordered must be delivered in full and will not be changed/increased without the Purchasing Director’s written consent. Any unauthorized quantity is subject to rejection and return at Seller’s expense. 9. FREIGHT AND PACKAGING: Price quotations shall include freight, transportation, shipping, handling and similar charges. Collect freight shipments will be refused. The Seller shall absorb any increase in rates becoming effective after the date hereof. The seller agrees to assume and pay all extra expense occurring on account of improper packaging. 10. SERVICES PERFORMED: All services rendered under this agreement will be performed at the Seller’s own risk and the Seller expressly agrees to indemnify and hold harmless Lee County, its officers, agents, and employees from any and all liability, loss or damage that they may suffer as a result of claims, demands, actions, damages or injuries of any kind or nature whatsoever by or to any and all persons or property. 11. APPLICABLE LAWS: By the acceptance of this order, Seller represents that the goods covered by this order are in full compliance with all applicable local, state or federal laws and regulations and agrees to indemnify and defend Lee County against any loss, cost, liability or damage by reason of Seller’s violation of any laws. 12. CANCELLATION: Lee County reserves the right to cancel this order, or any part thereof, at any time without penalty. Such cancellation may be based upon failure of the Seller to comply with the terms and conditions of this transaction, failure to perform the work with promptness and diligence, failure to make shipment within the time specified, or for any other reason which causes the Seller not to perform as agreed. 13. ACCEPTANCE AND INSPECTION: All goods shall be subject to the County’s right of inspection and rejection. Risk of loss and title to all goods shall remain with the Seller until acceptance has been made by the County. If goods are rejected, they will be returned at Seller’s risk for credit or replacement at the County’s option and all handling and transportation expenses both ways shall be assumed by the Seller. When goods have been rejected, the County shall have the right to cancel any unshipped portion of this order. Payment for supplies shall not constitute acceptance and is without prejudice to claims that the County may have against the Seller. 14. WARRANTY: The Seller expressly warrants that goods covered by this order will conform to the specifications, drawings, or samples furnished by the County, be suitable for the purpose intended, and shall be free from defects in material and/or workmanship and shall be merchantable. This warranty shall survive any inspection, delivery acceptance or payment by the County. The Seller also warrants that the goods do not infringe any patent, registered trademark or copyright, and agrees to hold Lee County harmless in the event of any infringement or claim thereof. Additionally, Seller warrants that the goods are free and clear of all liens and encumbrances, and that Seller has a good and marketable title to the same. 15. HAZARDOUS CHEMICALS: The Seller shall ensure that each container of a hazardous chemical is labeled, tagged or marked with information required by OSHA’s Hazard Communication Standard, Department of Transportation requirements, and any applicable EPA requirements. 16. MATERIAL SAFETY DATA SHEETS (MSDS): The Seller shall ensure that Lee County is provided an appropriate current MSDS with or prior to the initial shipment of a hazardous chemical, and with or prior to the initial shipment after the MSDS is updated. 17. NON-DISCRIMINATION POLICY: Lee County does not discriminate on the basis of race, color, sex, national origin, religion, age or disability. 18. VERBAL AGREEMENT: This purchase order, including all references and/or insertions, with the stated terms and conditions thereon shall constitute the complete agreement between the County and Seller. The terms and conditions of this order shall not be modified by any verbal understanding and shall only be binding if agreed to in writing by the County. 19. INDEPENDENT CONTRACTOR: It is mutually understood and agreed that the Seller is an independent contractor and not an agent of Lee County, and as such, Seller and his or her agents and employees shall not be entitled to any county employment benefits, including but not limited to vacation, sick leave insurance, worker’s compensation, pension or retirement benefits. 20. GOVERNING LAW: This agreement shall be governed and interpreted pursuant to Laws of the State of North Carolina. Any legal actions arising from default of this contract shall be brought only in the County of Lee, State of North Carolina. 21. E-VERIFY: For purchase orders that include construction or services, employers and their subcontractors with 25 or more employees in North Carolina as defined in Article 2 of Chapter 64 of the NC General Statutes must comply with E-Verify requirements to contract with the County. E-Verify is a Federal program operated by the US Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hire employees pursuant to federal law. 22. IRAN DIVESTMENT ACT CERTIFICATION: By acceptance of this purchase order Seller certifies that: (i) Seller is not listed on the Final Divestment List created by the State Treasurer pursuant to N.C.G.S. § 147-86.58 (the “Final Divestment List”), and (ii) Seller will not utilize any subcontractor performing work under this Purchase Order which is listed on the Final Divestment List. The Final Divestment List can be found on the State Treasurer’s website at the address www.nctreasurer.com/Iran and should be updated every 180 days.