Recreation Management Software System

Location:	Oklahoma
Posted:	Sep 2, 2026
Due:	Sep 23, 2026
Agency:	City of Tulsa
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services
Solicitation No:	RFP 27-909
Publication URL:	To access bid details, please log in.

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City of Tulsa

Finance Department

Request for Proposal

27-909

Professional Services for:

Recreation Management Software System

Department: Parks, Culture & Recreation

NIGP Commodity Code(s): 209-38; 209-31; 958-23

RFP Schedule

EVENT

RFP Issue Date

DATE

09/02/2026

Pre-Proposal Conference

No Pre-Proposal Conference

Deadline for Questions

Submit to assigned buyer via email.

Proposal Due Date

Mail or deliver to City Clerk address. Proposals are open

the day after the due date.

09/14/2026

10 Days prior to RFP due date

09/23/2026

If You have any questions or need additional information, contact the Assigned

Buyer:

Buyer Name: Donny Tiemann | dtiemann@cityoftulsa.org

All questions should be emailed with RFP 27- 909 in the subject line.

Submit proposals (sealed) to:

Office of the City Clerk

City of Tulsa

175 E. 2ND St.

Suite 260

Tulsa, OK 74103

RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026

I. OVERVIEW AND GOALS:

The goal of this Request for Proposal (RFP), is to secure professional services

to provide a Recreation Management Software System for the City of Tulsa’s

Parks and Recreation Department

We enthusiastically look forward to receiving your proposal.

II. TIMELINE:

The schedule below provides estimated dates for the RFP and contracting process.

The City may adjust this schedule as needed.

EVENT

DATE

RFP Issue Date

9/02/2026

Deadline for Questions

9/14/2026

PROPOSAL DUE DATE

9/23/2026

Begin proposal evaluations

9/25/2026

Interviews with proposers (If Needed)

10/01/2026

Negotiations with apparent successful proposer begin (anticipated) 10/08/2026

Execute contract (anticipated)

10/14/2026

Begin service delivery (anticipated)

TBD

III. SCOPE OF WORK:

The purpose of this RFP is to obtain a comprehensive Recreation Management

Software System that can meet the current requirements of the City of Tulsa

Parks and Recreation Department (“the City”) and is capable of expansion to

meet future needs. The City requires a hosted cloud-based solution with 99.9%

availability and with minimal local client (PC) software installation which provides

staff and customers the greatest flexibility in accessing the software. We require

access to all data, compliance with data retention/public record laws and

protection of sensitive data such as personal information (PII Compliance) and

payment information (PCI Compliance).

The Respondent’s solution/package should provide an intuitive, beautifully

designed user experience. Ideally, the solution will be consistent with the City’s

visual brand www.cityoftulsa.org and should be accessible for users with

disabilities under ADA Title II (see WCAG2 and section 508 for guidelines). The

Proposer’s tool should be available on any web browser or mobile device.

RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026

The ideal software solution will enable the City to provide excellent customer

service, both in person and online, for its main business activities. Additionally,

the solution should enhance internal operations and provide easy management,

allow for future growth, and extend easily to functional areas of the Parks and

Recreation Department. The City is committed to taking significant steps to

automate as many processes as possible and is interested in functionality that

will automate the basis, common services associated with the modules below:

• Account Management

• Marketing Communication

• Online Activity Registration

• Payment Processing

• Online Facility Reservations

• Instructor Management

• Onsite Activity Registrations

• Scholarship Programs

• Onsite Facility Reservations

• Smart Phone/Social Media Integration

• Reporting

• Point of Sale

• Customer Service Check-in

The Respondent selected (“Seller”) will be responsible for the implementation of all

selected components, project management, training, data migration (see Migration

Problem Statement below), and full installation that meet the requirements as

agreed to in the final contract.

If the Seller’s system performs the desired task differently than described in the RFP,

the Seller is encouraged to explain how their system can accomplish the desired task.

The City’s migration goal is to successfully migrate as much data from our existing

system (RecDesk) as possible while minimizing the outward facing impact. A

successful migration would be defined as the account history on the patron’s

account; user information like email addresses, mailing addresses, phone numbers,

etc.; if possible, migrate passwords and usernames. Ideally, all migration will be

performed by the Seller.

The Respondent shall;

1. Assure that a designated project team is used for this project.

Departure or reassignment of, or substitution for any member of the

designated project team shall not be made without the prior written

approval of the City.

RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026

2. Provide any technical requirements that must be met by the City to

implement the Recreation Management Software System. This

includes network (speed, ports, settings), client (OS, RAM, and

Processor), Server (OS, RAM, Processor and storage), database

(name, version, and storage), and software (browsers, .NET version,

and 3rd party applications). Identify any areas in which the proposed

system does not meet the City’s minimum technical requirements

explained in Attachment A. Additionally, provide information about any

necessary hardware and peripherals required for the recreation

software to operate effectively. Include pricing for additional hardware

and peripherals as part of the cost proposal.

3. Include samples of reports such as a payment receipt, detailed

transaction report, facility calendars, class rosters, brochures, or other

literature.

IV. DELIVERABLES:

The products, reports, and plans to be delivered to the City will include:

1. The designated project team will be expected to meet regularly with

the City employees and/or other representatives to discuss the

transition and provide progress reports. Detailed project timelines with

Gantt charts are expected that illustrate phases of installation, training,

testing, go-live, etc. The implementation goal of the City is to carry out

a new solution that includes extensive training and support throughout

the project’s lifecycle and continuously after go-Live. Ideally, the

project team will offer both in-person training and web-based training,

for new hires, after the initial deployment.

2. We require in-person or online training as part of the implementation,

using a “train-the trainer” model with electronic resources available

moving forward. The ability to conduct additional training in-house,

segmented by specific user groups (i.e., administrators, project

managers, contractors, etc.) is key. Ongoing support throughout the

deployment phases is also critical, as designated City staff will require

help desk support in order to escalate technical issues.

RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026

V. PERFORMANCE METRICS AND CONTRACT MANAGEMENT:

Performance Metrics

The City will develop performance metrics with the Respondent who is

awarded the contract. These performance metrics will highlight key

priorities that will be analyzed with the awarded Respondent

collaboratively during the life of the contract. The City looks forward to

working with awarded Respondent to define these important performance

metrics during contract negotiations.

The final set of performance metrics and frequency of collection will be

negotiated by the successful Respondent and the City prior to the

finalization of a contract between parties and may be adjusted overtime

as needed.

Performance

Metric

Data Source Data Collection

Frequency

Data Collection

Responsibility

Status Meetings

Respondent

Monthly

Vendor

Training

Respondent

As Needed

Vendor

Contract Performance Monitoring

As part of the City of Tulsa’s commitment to becoming more outcomes-oriented,

we seek to actively and regularly collaborate with awarded Respondents to

enhance contract management, improve results, and adjust service delivery

based on learning what works. Reliable and relevant data is necessary to drive

service improvements, ensure compliance, inform trends to be monitored, and

evaluate results and performance. During the regular meetings that occur

throughout the term of the contract, it is anticipated that the following topics will

be regularly discussed:

• Current status of performance metrics

• Topics of interest or concern to the Respondent

• Discussion and troubleshooting of challenges

• Review of activities on the horizon

• Review of budget and spending this year-to-date

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid ID:	RFP 27-909
Addendum:	0
Bid Due Date:	9/23/2026
Description:	Recreation Management Software System
Bid Document:	RFP 27-909 Recreation Management Software System.pdf
Attachments:

Recreation Management Software System

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See also