Recreation Management Software Application

Post InformationPosted At:Tue, Mar 14, 2023 3:00 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No1. Introduction1.1. SummaryThe City of Santa Monica, founded in 1875, is one of the nation's premier municipalities and is one of California's most visited cities. Santa Monica covers approximately 8.3 square miles, has more than 90,000 residents, approximately 2500 employees, and an annual budget of nearly $800 million.The Santa Monica Community Services Department oversees 20 lighted multi-purpose athletic fields (baseball / softball and soccer), 2 gymnasiums, 3 aquatic facilities, the Annenberg Community Beach House, Virginia Avenue Park, Santa Monica State Beach, and many other recreational venues. These facilities provide over 150 amenities that generate over 10,000 visitors per day, over 140,000 hours of facility use permits, and attracts over 80,000 hours of programming annually.The City of Santa Monica, (referred to hereafter as "the City") is inviting

proposals from contractors interested in providing, installing, training, and supporting City staff in the use and implementation of Parks & Recreation Management Software solutions for a term of 3 years.1.2. BackgroundThe proposed solution will replace the current recreation management software, is expected to deliver process improvements, and promote the most effective use of City resources. The new software should provide intuitive navigation, be cost effective and assist City staff in managing and providing a wide variety of valuable services to members of the Santa Monica community. The ideal system will include competitive, flexible pricing and a payment structure that will allow the City to tailor a plan best suited to meet its current, as well as future, operational needs.Product. The City prefers cloud-based Web-enabled or Web-based native systems that offer the greatest flexibility for staff and customers to access the system; Solutions that are hosted on City’s on-premises servers may be considered if the Vendor has a clearly defined Web strategy for all or parts of its solutions, and the solution provides a cost effective and / or secure method for facilitating payment processing. The product must keep credit card information separate from the City’s network and computers. A City hosted solution must be capable of running in a VMWare virtual environment.Security. It is expected that the new software platform will have tight security controls which meet regulatory compliance (such as Payment Card Industry-Data Security Standards (PCI-DSS) and audit standards. Preference is for role-level security; security should flow through to standard, as well as 3rd Party reporting tools. Microsoft Active Directory is required for single sign-on and global security administration is preferred. Bidders are required to complete and return the attached Vendor Information Security Assessment (VISA) Questionnaire and return it as part of their proposals.Integration. The City is interested in integration with existing systems including Tyler Munis for financial information, Tableau for business intelligence, SharePoint for document management and ServiceNow for technology trouble tickets. Prior experience with integration to the City’s existing applications is considered a positive differentiator. The solutions providing OpenAPI capabilities will be preferred.Systems that become slow or unstable during times of peak network use or at a remote location with limited connection speed will be problematic.Workstations. City staff use approximately 150 computers that will need access to the proposed software system. Most computers run Windows 10 with Microsoft Office, some computers are Mac OSX with Microsoft Office. The proposed solution should be device and browser agnostic.Accessibility. The selected vendor is responsible for meeting accessibility requirements set forth in the Web Content Accessibility Guidelines (WCAG), 2.1 Level AA Standards; Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. Section 794d); and California's web accessibility requirements set forth in California Government Code Section 11546.7 (collectively and in each case as in effect as of the effective date of the Certification, the “Accessibility Requirements”).Cashiering. The City expects that the system will be able to accept multiple payment types at multiple locations and will maintain a third-party contract for credit card processing within the system. Cash, checks, and credit card must be collected, reconciled and batched at the end of each business day. The system must be capable of Integrating with the City’s current credit card payment processor (Paymentus)Customer Portal. The City prefers a solution that can provide an intuitive customer portal that allows external users to view facility availability, reserve facilities, register for classes and / or leagues. The solution needs to work seamlessly with the City’s existing website. The ability to access City services via mobile devices for both citizens and staff is expected, as well as the ability to capture electronic signatures.Reporting. The City requires user-friendly ad hoc query and reporting tools that are intuitive to the user community.1.3. Contact InformationThe City has designated Aaron Orozco, as its contact (the “City Contact”) for this request for proposals (this “RFP”). The City Contact’s information is listed below: Any inquiries or requests regarding this procurement should be submitted via ProcureNow. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.Aaron OrozcoCommunity Recreation Adminstrator 2600 Ocean Park Blvd Santa Monica, CA 90405 Email: aaron.orozco@santamonica.govPhone: (310) 458-8300 Ext: 2081Department:Community Services DepartmentDepartment Head:Danielle Noble Assistant Director Community Services1.4. TimelineProposal Calendar The following is a list of key dates:Release Project Date:March 14, 2023Question Submission Deadline:April 14, 2023, 5:00pmQuestion Response Deadline:April 28, 2023, 5:00pmProposal Submission Deadline:May 15, 2023, 5:00pmProduct Demonstration:Week of June 5, 2023 TBD