Waterford Township Parks and Recreation Registration Software

Documents For
Waterford Township
RFP 26-09
Waterford Township Parks and Recreation
Registration Software
Charter Township of Waterford
5200 Civic Center Drive
Waterford, MI 48329
www.waterfordmi.gov
October 2026

CHARTER TOWNSHIP OF WATERFORD
Oakland County, Michigan
ADVERTISEMENT FOR
RFP NO. 26-09 WATERFORD TOWNSHIP PARKS AND RECREATION REGISTRATION SOFTWARE
Sealed RFPs for the project entitled "RFP NO. 26-09 WATERFORD TOWNSHIP PARKS AND RECREATION
REGISTRATION SOFTWARE" for the Charter Township of Waterford will be received at the Clerk's Office, 5200
Civic Center Dr., Waterford, Michigan 48329 on or before, but not later than 2:00 pm, local time on October 22, 2026.
All RFPs received will be publicly opened and read aloud at that time.
All RFPs shall be delivered to the Waterford Township Clerk's Office in sealed envelopes. The outside of the
envelope containing the RFP shall bear the name of the Bidder, their address, license number if applicable, and
the name of the project for which the RFP is submitted.
The scope of this contract shall include all professional services necessary to prepare design, engineering, permitting,
bid documents, and insurance by the Bidder for implementation of: RFP NO. 26-09 WATERFORD TOWNSHIP
PARKS AND RECREATION REGISTRATION SOFTWARE in accordance with these entitled specifications.
RFP documents may be obtained through Michigan Intergovernmental Trade Network (MITN) at
www.bidnetdirect.com/mitn or Waterford Township's website www.waterfordmi.gov on or after October 7, 2026. A
public viewing copy is available at the Waterford Township Clerk's Office, 5200 Civic Center Dr., Waterford, MI
48329.
A bidder will be permitted to withdraw their RFP unopened after it has been deposited, if such request is received
prior to the time specified for opening RFPs and provided that their identity is made known and the responsible party
signs for the RFP. No RFP shall be withdrawn after the opening of the RFPs without the consent of the Township for
a minimum of ninety days (90) from the scheduled time for closing RFPs.
The Township reserves the right: to accept any or all alternative RFPs; to award the Contract to other than the lowest
Bidder; to waive any irregularities of informalities, or both; to reject any or all RFPs; and in general, to make the
award of the Contract in any manner deemed by the Township, in its sole discretion, to be in the best interest of the
Township. Conditional RFPs will not be considered.
WATERFORD TOWNSHIP, MICHIGAN
BY ORDER OF:
Gary Allison, Township Clerk
THIS ADVERTISEMENT, AS WELL AS SPECIFICATIONS, MAY ALSO BE ACCESSED ON THE
WATERFORD TOWNSHIP WEBSITE AT WWW.WATERFORDMI.GOV

CHARTER TOWNSHIP OF WATERFORD
PROJECT RFP NOTICES AND DOCUMENTS
RFP Number: 26-09
Project Name: Waterford Township Parks and Recreation Registration Software
RFP Deadline: Thursday, October 22 at 2pm
Request for RFPs. The Charter Township of Waterford ("Township") is requesting sealed RFPs from
qualified contractors to perform the Project named above as described in these Notices and Documents.
For RFPs to be considered they must be prepared and include all information and documents specified and
be received at the Township Clerks Office, 5200 Civic Center Drive, 2nd Floor, Waterford, Michigan 48329
on or before the RFP Deadline stated above. LATE RFPS WILL NOT BE ACCEPTED OR
CONSIDERED. Immediately after that time all timely RFPs that have been received will be publicly
opened in the Township Hall Auditorium and be identified and summarized by reference to contractor
names and base RFP prices, and thereafter be subject to public disclosure under the Freedom of
Information Act.
RFP Validity and RFP Bond/Security. RFPs shall be valid for 120 days, and may not be withdrawn,
after the RFP Deadline. RFPs may be withdrawn by a signed written notice referencing the RFP and
delivered to the Township Clerk before the RFP Deadline.
Project Specifications. The Project for which RFPs are requested is described in the attached Project
Specifications. RFPs shall be based on the contractor providing, securing, and paying for all work, labor,
materials, equipment, supervision, administration, bonds, permits and insurance required for the timely
commencement, performance and completion of the Project in accordance with those Specifications.
Clarifications and Addendums. Clarifications of these Project RFP Notices and Documents, including
the Project Specifications, may be requested in writing from the Township's Project Representative
identified in the Project Specifications no later than seven (7) days before the RFP Deadline. If the
Township responds to a clarification request, it will do so by a Clarification or Addendum posting on the
Township's website for the RFPs on this Project. The Township may also issue Addendums regarding the
Project Specifications or any other aspect of these Project RFP Notices and Documents in the same manner.
Any Township Clarifications or Addendums posted to the website at least five (5) days before the RFP
Deadline shall be binding and considered applicable to all RFPs that are received. The Township will not
be responsible for any oral instructions or interpretations.
Project Contract. The submission of a RFP constitutes agreement by the Vendor to the terms and
conditions of the attached Contract and Contract Conditions, and to sign that Contract within 15 days of
being notified of contract award by the Township.
Insurance. With any modifications specified in the Project Specifications, or approved by the Township
Board (or other Township official authorized to accept a RFP and award a Contract), the attached
Insurance Requirements shall apply and be required by any Contract awarded for the Project. The
submission of a RFP constitutes a representation and agreement by the Vendor that it has the ability to and
will comply with the attached Insurance Requirements and provide proof of such insurance within 15
days of being notified of contract award by the Township.
Required RFP Documents. For a RFP to be considered complete one (1) original of the following that
shall be submitted:
1. The fully and accurately completed and signed Vendor Information Form.

RFP Preparation/Submission Notices and Requirements.
1. Basis of RFPs. The submission of a RFP constitutes an affirmative representation by the Vendor that it
has: (i) complied, and its supplies, equipment, materials, and personnel will comply, with every
requirement of these Project RFP Notices and Documents, (ii) conducted the inspections and examination
of the Project Specifications and work sites and taken such other steps as may be reasonably necessary to
ascertain the nature and location of the proposed work, the general and local conditions which may affect
the work or the cost thereof, and other relevant matters concerning the work to be performed, (iii)
independently formed a judgment that the Project Specifications and Contract are sufficient in scope and
detail to indicate and convey an understanding of all terms and conditions for performance of the work, and
(iv) if awarded the Contract, will not unlawfully discriminate or allow unlawful discrimination against any
persons. Vendors are responsible for verifying the accuracy of all details which have been specified in the
Project Specifications and information obtained from an officer, agent or employee of the Township shall
not affect the risks or obligations assumed by the Vendor or relieve it from fulfilling the conditions of any
Contract it is awarded. Vendors are responsible for all costs incurred in preparing and submitting a RFP.
2. RFP Prices and Quantities. Any indications of quantities in the Project Specifications, although
estimated with as much accuracy as possible, are to be regarded as approximate only, being given for
general guidance and as a basis for comparing RFPs from all Vendors.
3. Signing of RFPs. If the Vendor is other than an individual person, the legal name of the Vendor and the
name, position and authority of the person signing on its behalf shall be legibly typed or printed, with that
position and authority to be confirmed by documentation that is attached to the Vendor Information Form.
If the Vendor is an individual, that individual shall sign the Vendor Information Form. Vendors are warned
against making any erasures or alterations of the RFP. RFPs which contain omissions, erasures, conditions,
alterations or additions not called for, may be rejected at the discretion of the Township. Each erasure or
change must be initialed by the person signing the RFP.
4. Submission of RFPs. Delivery by the RFP Deadline to the Township Clerk's office is the sole
responsibility of the Vendor. Delays in the mail will not be considered, and faxed or emailed RFPs will not
be accepted. Any RFP received after the RFP Deadline will be returned to the Vendor unopened. All RFPs
shall be delivered to the Township in a sealed envelope. The outside of the envelope containing the RFP
shall include the RFP Number, Project Name, name of the Vendor, and Vendor's address.
5. Withdrawal and Modification of RFPs. RFPs may be withdrawn by a signed written notice referencing
and identifying the RFP being withdrawn that is delivered to the Township Clerk before the RFP Deadline.
RFPs may be changed or modified before the RFP Deadline by a submission conforming to the above that
clearly and conspicuously identifies what part of the earlier RFP is being changed or modified and that also
includes the words "RFP Modification" on the sealed envelope.
6. Multiple RFPs and Collusion Prohibited. The submission of multiple RFPs by the same Vendor (under
the same or different names and considered to be any person or business entity that fully or partly owns or
controls, or is owned or controlled by, the Vendor) and collusion among or between Vendors are
prohibited, and if determined by the Township to have occurred, shall serve to disqualify all Vendors
involved from a contract award.
RFP Opening, Review, Evaluation and Contract Award Process, Criteria, Reservations and
Conditions
1. RFP Opening. Immediately after the RFP Deadline, all timely RFPs will be opened publicly in the
Township Hall Auditorium and be identified and summarized by a Township representative reading the

Vendor names and total base RFPs. After that all RFPs shall be subject to public disclosure under the
Freedom of Information Act.
2. RFP Review and Evaluation. After the RFP Opening, the Township Department responsible for the
Project will review, evaluate, tabulate, and prepare a synopsis of the RFPs; including extending the unit
prices for unit price Contracts. The review and evaluation may include checking the truth, accuracy, and
completeness of information submitted, contacting Vendor references, and performing any other
investigation of one or more Vendors or their RFPs that the Township determines to be appropriate,
including to establish the responsibility, qualifications and financial ability of Vendors and/or proposed
subcontractors to timely commence, perform and complete the Project.
The Township reserves the right to request additional information from one or more Vendors during the
RFP review and evaluation process, with any such information to be provided within five (5) days of the
Township's request.
3. RFP Synopsis, Tabulation and Recommendation. Once the RFP Review and Evaluation is completed,
the tabulation, synopsis, and a recommendation to the Township Board by the Township Department
responsible for the Project shall be filed with the Township Clerk and a copy of the tabulation shall be
provided. A recommendation to accept other than the lowest RFP shall identify the criteria listed below
that justify the recommendation. Once filed with the Township Clerk, the tabulation, synopsis and
recommendation shall be subject to public disclosure under the Freedom of Information Act.
4. RFP Review Criteria. The review, evaluation, recommendation, and decisions on the tentative,
conditional, or final acceptance of a RFP or RFPs and the award of a Contract shall be based on a
combination of factors that may include one or more of the following: (1) prices, (2) past performance on
work of a similar nature to the Project, (3) past performance of contracts for townships or other
municipalities or governmental agencies, (4) prior dealings and contracts with the Township, (5)
availability of personnel, equipment, facilities and financial resources necessary to timely commence,
perform, and complete the Project, (6) the skill, experience, and qualifications of a Vendor and its current
personnel, (7) the results of reference checks, (8) the use, identity and location of proposed subcontractors
and the portions of the Project they would perform, (9) the location of providers or quality or availability of
materials proposed for the Project, (10) the presence in, proximity to, and economic and community ties to
the Township of a Vendor through its offices, facilities, property ownership and Township residents
employed, (11) RFP errors, omissions, or discrepancies, (12) evidence of unfair labor practices by a Vendor
or its subcontractors, (13) evidence of Vendor collusion, (14) state or other governmental registrations or
licenses held by Vendor and/or Vendor personnel that are applicable to performance of work on the Project,
(15) legal existence and authority of Vendor to transact or conduct business in the State of Michigan, (16)
length of time Vendor has been in business, (17) length of time Vendor has been performing work of the
same type as Project, (18) length of time required by Vendor to perform, (19) ability and intention of
Vendor to timely satisfy all bond and insurance requirements upon Contract award, and (20) any other
factors considered by the Township to be in its best interest.
5. Township's Reserved Rights Regarding RFPs. The Township reserves the rights to reject any or all
RFPs, waive informalities, allow correction of errors or omissions, negotiate individually with one or more
Vendors, waive or modify one or more of these Project RFP Notices and Documents, request Supplemental
RFPs, and to tentatively, conditionally or finally accept one or more RFPs and award a Contract to a
Vendor determined to be a qualified and responsible contractor based on what the Township Board
determines to be in the best interest of the Township. A determination to accept other than the lowest RFP
based on price will identify the criteria that justify that determination, which may be the same or different
than those provided in a Township Department review recommendation.
6. Withdrawal of RFP Acceptance and Revocation of Contract Award. Any acceptance of a RFP and
Contract award shall not be binding on the Township and may be withdrawn for at least 15 days after the
date of acceptance and until the selected Vendor has submitted the signed Contract, proof of insurance, and

all required Bonds, and satisfied any other Township established RFP acceptance conditions. During that
period, the Township reserves the right to continue to review, evaluate, and investigate all RFPs and
Vendors, and for any reason determined to be in the best interest of the Township by the Township Board
(or other Township Official authorized to accept a RFP and award a Contract), to withdraw the acceptance
of a RFP and revoke a Contract award.
7. Conditional RFP Acceptance and Contract Award. The Township reserves the right to conditionally or
subsequently accept a RFP from and award a Contract to the next most qualified Vendor if the selected
Vendor does not submit the signed Contract, proof of insurance, and all required Bonds, and satisfy any
other Township established RFP acceptance conditions within the 15 days allowed for doing so.
October 7, 2026
Charter Township of Waterford
Holly Keway, Purchasing Agent

5200 Civic Center Drive
Waterford, Michigan 48329-3773
Telephone: (248) 674-3111
www.waterfordmi.gov
RFP FOR REGISTRATION SOFTWARE IMPLEMENTATION AND SUPPORT
Waterford Township Parks and Recreation is seeking quotes from qualified vendors to provide a
cloud-based recreation management software solution. The selected vendor will be responsible
for software implementation, system configuration and staff training. Contractual agreement for
ongoing support and services will be required.
BACKGROUND
The Waterford Township Parks and Recreation Department is located at the center of Oakland
County, Michigan and operates a multi-park system with one main recreation center. Activities
at these various locations include multiple sports team events of various ages, building and park
shelter rentals, daily drop-in programs and point of sale business, memberships, as well as many
registered events and classes. There are approximately 15,000 customers utilizing our programs
and services, both as residents and non-residents of the township.
INTRODUCTION
In the fall of 2025, the citizens of Waterford Township passed a bond to purchase a large parcel
of land and buildings at a college campus within the township, to be utilized as a new community
center. This affords the Parks and Recreation Department the ability to offer even more
programs, activities and events for the residents of Waterford, as well as non-residents in the
surrounding communities. Because of this, staffing felt that we should refer our current
processes and recreation software and move to a more robust system with more features than we
currently have. This RFP is part of that process.
It is the intent of Waterford Township to select a contractor to provide the requested Recreation
Management Software Services. Further, the Township reserves the right to accept or reject any
or all responses received in response to this Request for Proposal (RFP). The Township also
reserves the right to waive any informality, technical defect or clerical error or irregularity in any
response. The Township's potential selection of the successful Proposer will not be based on
any single factor, nor will it be based exclusively on the lowest cost proposal. If a contract is
awarded, it will be awarded to the Contractor who in the judgement of the Township has
presented an optimal balance of relevant experience, price, quality of service, work history and
other factors which the Township may consider relevant and important. Additionally, the
Township may, for any reason, decide not to award an agreement based on this RFP. The
Township reserves the right to cancel this RFP. The Township shall not be obligated to respond
to any responses submitted, nor be legally bound in any manner by the submission of the
response. The Township reserves the right to negotiate deliverables and associated costs.

Page 2
PROJECT TIMELINE
RFP Posted- October 7, 2026
Questions submitted deadline- Noon on October 15, 2026
Addendums posted by 5 p.m., October 17, 2026
Final Bids Due- 2 p.m., October 22, 2026
DESCRIPTION OF SERVICES
This solution will serve as the primary platform for managing recreational programs, facility
rentals, revenue, expense tracking within programs and online registration and communication
with the public.
The purpose of this solicitation is to obtain a product that can:
* Streamline registration and scheduling processes.
* Provide a user-friendly public interface for residents to register and pay online.
* Centralize program management, staff access and reporting tools.
* Replace our legacy system with a modern, secure cloud-based solution.
* Create demographic, financial and other reports for regular presentations to Township
Board Trustees.
* Be compatible with our current financial management system MUNIS (distributed by
Tyler Technologies).
SUBMITTAL
Should you or your firm be interested in submitting a proposal, please include three (3) copies of
the following:
* Three references of similar work performed by your company for a government or non-
profit agency.
* List what municipalities currently use your product.
* A proposed project scope for the planning, implementation and upkeep components of
the project. The scope must include a detailed pricing structure for the services,
including any discounts or packages available. All items must be itemized in detail and
must include an "Annual Not to Exceed" amount which shall be applicable to the initial
2- year term and the optional three 1-year extensions. Pricing should be based on the fee
for service rather than a per transaction fee.
The Township's acceptance of any proposal submitted to this solicitation shall not constitute any
implied intent to enter in to a contract for services. Furthermore, the Township has no obligation
to reimburse responding Proposers for any expenses incurred in the preparation of proposals,
including travel and personnel costs. Finally, prospective firms shall not contact any township
Trustee members regarding this solicitation, as engaging with them may be grounds for
disqualification.
CONTACT INFORMATION-WATERFORD TOWNSHIP REPRESENTATIVES
Chrissy White Administrative Assistant cwhite@waterfordmi.gov
Terri Chapdelaine Project Manager tchapdelaine@waterfordmi.gov

CHARTER TOWNSHIP OF WATERFORD
BIDDER/RFP INFORMATION FORM
RFP No: Project Name:
Bidder Legal Name:
Assumed names under which Bidder does business:
Registered office address:
City: State: Zip Code:
Local office address (if different):
City: State: Zip Code:
Name, position/title and authority of person to sign Contract if awarded to Bidder:
Name, position/title and authority of Bidder Representative signing this Bidder Information Form and
Affidavit and the Bid Price/Schedule Form:
Bid Contact Person Name and Position:
Bid Contact Person Phone No(s): Bid Contact Person Email:
Type of business organization or entity:
Individual
Partnership Limited Partnership Limited Liability Company
Corporation
Other. Please describe:
Year Bidder established as organization identified above:
State in which Bidder was established as organization identified above:
Attached is a list with the names, titles/positions and addresses of the Bidder's corporate officers,
limited liability company managers and members, general partners or persons that own and/or control
the Bidder, as applicable to the form of business organization.
If applicable, attached is documentation from the State of Michigan and/or a State of Michigan
County Clerk confirming that Bidder is registered or licensed and in good standing and authorized to
do business in the State of Michigan.
Descriptions and numbers of licenses and registrations held by Bidder and/or its identified
personnel that are applicable to Bidder's performance of work for this Project:
Number of full time employees: Number of part time employees:

CHARTER TOWNSHIP OF WATERFORD
BIDDER/RFP INFORMATION FORM
Length of Time required by Bidder to complete Project:
Bidder has been providing work of the same type as this Project for _____ years.
Attached is a list of the three (3) most recent projects similar to this Project that Bidder has
performed, describing the work and when it occurred and the name, address and contact person
information for whom the work was performed.
_____ [Initial if applicable] Attached is a separate list of work on this Project that Bidder intends
to subcontract with the names and addresses of the subcontractors and general percentage of that
work in relation to the overall Project. PLEASE NOTE, the maximum percentage of the Project that
may be subcontracted has been established by the Township at 49%.
1. In submitting this Bid, which consists of the information in and attached to this form, the Bid
Price Form, the required Bid Bond or Bid Security, and Certificate(s) of Insurance, Bidder
acknowledges receipt and a full and complete understanding of the Township's Project Bid Notices
and Documents and any Township Clarifications and/or Addendums to those Notices and
Documents that were posted to the Township's website and states that this Bid has been prepared
in full compliance with those Project Bid Notices and Documents, Clarifications and Addendums.
2. The information in or attached to this Bidder Information Form is true, accurate and complete.
3. The prices proposed and offered by Bidder in its Bid Price Form are based on Bidder providing,
securing, and paying for all work, labor, materials, equipment, supervision, administration, bonds,
permits, and insurance required for the timely commencement, performance, and completion of
the Project if Bidder is awarded the Contract, with any costs incidental to doing so included in
those prices even though not specifically delineated in the Project Specifications.
4. Bidder and its personnel have not collaborated, colluded, or communicated, directly or indirectly,
with any competitor, business entity, or potential bidder on this Project regarding the contents
of this or another's Bid as to proposed prices, terms, or conditions, or to have such competitor,
business entity or potential bidder refrain from bidding on this Project, and has not otherwise
conspired or agreed with any person or entity to do or refrain from doing anything that would be
contrary to or in conflict with the Township's sealed competitive bidding process.
5. Bidder and its intended subcontractors, if any, are not named on the register of employers that
have engaged in unfair labor practices compiled and maintained by the State Department of Labor
pursuant to Public Act 278 of 1980, as amended, being MCL 423.321 through MCL 423.324, and
Bidder is not an Iran linked business as defined in the Iran Economic Sanctions Act, Public Act
517 of 2012, as amended, being MCL 129.311 through MCL 129.316.
6. Bidder acknowledges the Township's reserved rights under the Project Bid Notices and Documents
and that Bidder has no property right or interest that requires the Township to accept, review,
consider, or award a contract based on this Bid, regardless of whether it is the lowest price bid
or not.
Signature: Date:
Name: Title/Position: