RFP Recreation Management Software System

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The City of Walnut Creek (City) is soliciting proposals from qualified vendors or service providers (each a “respondent”, “vendor”, or “proposer”) for a Recreation Management System with mobile-optimized online registration to support the programs managed by Arts + Rec. These services and programs include but are not limited to: program and class reservations, facility reservations (e.g. fields, gyms, community centers, picnic areas), memberships, league scheduling, aquatics management, point of sale, picnic reservations, senior programs, payment processing, customized reporting and any related professional services required to implement/train new users on the software.

Proposals are due no later than 5:00 p.m. PDT on Friday, April 17, 2025. See Table 7 in Section 4 ("PROJECT TIMELINE") of the RFP for the complete timeline.

Proposals shall be submitted by email to:
Elizabeth Sheets Orcutt, Arts + Rec Community Relations Manager, at orcutt@walnutcreekca.gov .

Questions:
Specific questions concerning the RFP must be submitted via email to the RFP Coordinator (Elizabeth Sheets Orcutt at orcutt@walnutcreekca.gov ) by April 3, 2026 . Vendor questions should clearly identify the relevant section of the RFP and the page number(s) related to the question.

Content of all questions and the City’s responses will be emailed to all vendors notifying the City of their intent to submit a proposal and published on this webpage by April 10, 2026.

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Download the attachments from Section 9. "ATTACHMENTS" (linked in the RFP ). Attachments to this RFP are hereby incorporated by this reference as if fully set forth herein.

A. Functional and Technical Requirements
B. Consultant Services Agreement with Insurance and Indemnification Requirements