Web-Based Recreation Management System. Q&A. Q&A#2.

Mississippi State University
Request for Proposals (RFP) MSU2026108
Web-Based Recreation Management System
for Mississippi State University
ISSUE DATE: September 28, 2026
ISSUING AGENCY:
Office of Procurement Services
Mississippi State University
610 McArthur Hall, 245 Barr Ave
Mississippi State, MS 39762
Sealed Proposals, subject to the conditions made a part hereof, will be received October 20,
2026 at 2:00 PM in the MSU Office of Procurement Services, same address above, for
furnishing services and potentially, optional services as described herein.
IMPORTANT NOTE: If you are physically mailing your response, indicate firm name, and
RFP number on the front of each and every sealed proposal envelope or package.
All inquiries concerning this RFP should be sent via the instructions in Section 4.
Any addendum associated with this RFP will be posted at
http://www.procurement.msstate.edu/procurement/bids/index.php located under the RFP
number. It is the respondent's responsibility to assure that all addenda have been reviewed and
if applicable, signed and returned.
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1. UNIVERSITY OVERVIEW
Mississippi State University (MSU) is a comprehensive land grant university. The main campus
is located adjacent to the community of Starkville in northeast Mississippi, with a remote
campus located in Meridian. Additionally, the university operates several remote agricultural
experiment stations and has an Extension office located in each of the eighty-two Mississippi
counties.
Additional information about MSU can be found at our website www.msstate.edu.
2. INVITATION TO SUBMIT PROPOSAL ON RFP
University Recreation (URec) at Mississippi State University seeks a web-based recreation
management application system that will enable URec to manage the following functions:
* Memberships (Facility and Program)
* Member Communication
* Accounting
* Registrations (Programs, Services, and Courses respectively)
* Facility Reservations
* Locker Rentals
* Towel Services
* Point-of-Sale
* Equipment Check-out / Rental
* Program marketing, registration, and reservation via smartphone app
The system should facilitate and improve the efficiency and communication capabilities of
University Recreation's Member Services office by eliminating paper files and folders and
provide the staff with the capability to email all members, subsets of members, and individual
members. The system should also increase efficiency and improve the quality of the services
provided to members at the various customer service desks within the Sanderson Recreation
Center. Additionally, the system should improve member satisfaction by allowing members the
option of using their smartphone as their form of membership ID/verification for entry into the
facility. The system should also allow administrators to run a wide array of reports, including,
but not limited to, the following report themes: Accounting, equipment checkouts, facility
access and usage (by individuals, and membership groups), facility scheduling, locker rentals,
memberships, products sold, programs, sales reports, security, and statistics.
Once implemented, the system will serve the following functions: the management, accounting,
and record-keeping for all membership sales, locker rentals, towel rental services, equipment
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rentals and check-outs, program and course registrations, and facility scheduling/reservations.
The system will also provide point-of-sale capability, turnstile access control for individual
members and groups of members - as determined by their membership status - through either
Magstripe card readers capable of reading Atrium One-Card system cards - or - through a
member's smartphone application. The system should also allow registered members to
perform the following functions through an online member web-portal: Renew and pay for
memberships, view, register and pay for programs, courses, and services, and view facility
availability and request facility reservations. The system should provide URec the ability to
market programs and services, and display program schedules, facility hours of operation, and
push messages to members via an Android and iOS compatible smartphone app. Members
should be able to use this app to register for classes.
Due to URec's 7-day/100 hours per week of operations, 24/7 technical support is of paramount
importance.
3. SCOPE OF SERVICES REQUIRED
A) Technical Requirements
* Platform/System - should support a minimum of:
* Application will be hosted on remote/off-site servers
* Application will need to be able to import data from Ellucian Banner on a scheduled
basis
* Application will need to be compatible with the IMLeagues intramural registration
website.
* FOR ITS INPUT
* SaaS (Software as a Service)
* Web-based interface supporting modern browsers and mobile devices
* Support for Single Sign-On (SSO) via SAML
* Support for Multi-Factor Authentication
* Vendor shall submit a completed HECVAT questionnaire detailing the product's
compliance to security standards
Security and Compliance
* System must be secure and meet all local, state, and federal data security standards.
* Provide applicable certifications such as SOC2 documentation.
* Provide a statement stating whether your company is compliant with FERPA, GDPR,
GLBA, NACH and Red Flag Regulation requirements.
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* All data in transit and at rest shall be encrypted using industry-standard encryption
protocols.
* Role-based access controls and configurable user permissions maintain a complete audit
trail for all user and data interactions.
* The solution shall support redaction and secure deletion capabilities for sensitive
information.
Accessibility and Usability
* Supply Voluntary Product Accessibility Template (VPAT) that covers all software user
interfaces.
* WCAG 2.1 AA compliance across all user interfaces
B) Users
* There should be no restrictions on the number of users.
* User permissions and access to various system functions should be role-based, with
users allowed in multiple roles. Role-based permissions govern each user's rights to
add, edit, and view information within the system. There should be the capability to
accommodate tiered access based on roles.
C) Reporting/Forms, Custom Fields, Files
* The System should be capable of generating a wide range of reports with user-defined
parameters for data based on the following report themes: accounting, equipment
checkouts, facility access and usage (by individuals and membership groups), facility
scheduling, locker rentals, memberships, products sold, programs, sales reports,
security, and statistics.
* Reports should be provided in multiple formats. Most reports, if not all, should be
viewable on screen with options to download in Excel XLS, Excel XLSX, HTML,
PDF, CSV, MHT, RTF, XPS, IMG Image File, TXT Text File,
* The system should have the ability to create custom fields by select users and system
administrators
* The bidder should explain in detail the reporting function of the system.
* Capability to isolate monitoring/reporting by multiple factors for individualized
monitoring as well as aggregating and summarizing monitoring activities.
* Flexibility for partners to upload and monitor multiple reports regarding data or
compliance.
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D) Functions
* The system should use a tiered structure that allows authorized users to access data and
reports for analysis, make changes to system settings, customize and configure
application menus, add/delete users, create/delete user groups, and create, edit, and
delete membership records.
* The system should provide the following capabilities for each of the functions listed
below:
Memberships, Registrations, Reservations, Locker Rentals
* Intuitive, Windows-based touch-screen-enabled user interface.
* Customizable membership offerings, short- and long-term locker rentals
* Member record-keeping and management
* Must be capable of creating and managing family memberships with parent/child
hierarchical relationships and age/activity restrictions
* Must be capable of importing and integrating all Innosoft Fusion database information
* Must be compatible with IM-Leagues intramural registration website.
* Turnstile access control interfaced through Schlage Biometric Hand-scanners and
member smartphone app
* Must be capable of regularly importing data fields from MSU's Ellucian Banner
system. Integrations via Banner ETHOS APIs are preferred.
* Ability for administrative users to create, schedule, manage programs, courses, and
classes
* Web-based member portal allowing registered members to renew memberships, extend
locker rental periods, register for programs and services, request facility reservations,
and pay for these products and services via a PCI compliant, Nelnet-based credit card
processing system.
Point of Sale
* Intuitive, Windows-based touch-screen-enabled user interface.
* Customizable image-based product and service menus with the ability for administrators
to populate the menus with custom photos.
* Must be PCI compliant
* Must be Nelnet compatible
Equipment Check-out / Rental
* Intuitive, Windows-based touch-screen-enabled, customizable image/icon-based user
equipment menus
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* Member data populated via MSU-ID card swipe
Facility Reservations
* Intuitive interface
* Customizable facility definitions
* Capability for registered members to view non-descript facility availability and request
reservations through a web-based member portal.
* Documents and files submitted through the application should be easily downloadable
by any user with the required authorization. The system should allow users to track
reports and requests, monitor progress, and stay up to date on compliance and reporting
requirements.
E) System Maintenance and Support
* University Recreation requests the bidder to provide installation, setup, and
configuration training. URec requests a train-the-trainer approach where the bidder will
be asked to train URec staff who will then train partners.
* Due to University Recreation's 7-day/100 hours per week of operations, 24/7 technical
support is required.
* The University Recreation award will cover 60 months. Bidders shall provide details on
licensing requirements and all ongoing expenses for maintenance and support, and
application updates.
* has context menu
When applicable for Software/IT requests only:
Cloud-Based Infrastructure & Security - The system must be cloud-based, with a strong
data security and backup plan. Vendors should provide applicable security certifications, such
as SOC2 and HECVAT Lite, to ensure compliance with industry standards.
Accessibility Standards - Vendors should provide a completed Voluntary Product
Accessibility Template (VPAT) that covers all software user interfaces. Web interfaces must
meet WCAG 2.1 AA requirements.
4. INQUIRIES ABOUT RFP
Prospective respondents may make written inquiries concerning this request for proposal to
obtain clarification of requirements. Questions should be submitted either via a Word
document or plainly typed in the email itself. Responses to these inquiries may be made by
addendum to the Request for Proposal (RFP). Please send your inquiries to Jay Rester via email
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at jrester@procurement.msstate.edu. All inquiries must be in writing no matter how minor
they seem.
All inquiries should be marked "URGENT INQUIRY. MSU RFP MSU2026108"
5. ADMINISTRATIVE INFORMATION
a) Issuing Office
This RFP is issued by the following office:
Office of Procurement Services
Mississippi State University
Mississippi State, MS 39762
b) Schedule of Critical Dates
The following dates are for planning purposes only unless otherwise stated in this RFP
progress towards their completion is at the sole discretion of the university.
RFP Posted September 28 , 2026
Questions from Vendors Due October 7, 2026
MSU Q&A Response Due October 9, 2026
Proposal Submission Deadline - 2:00 p.m. October 20, 2026
Award Date (Estimated) November 15, 2026
Contract Effective Date (Estimated) December 15, 2026
6. PROPOSAL CONTENTS
This is a two-step RFP process. The technical proposals and the cost proposals are to be
submitted in separate sealed envelopes. Indicate firm name, RFP# and word "Technical
Proposal" on the front of the sealed technical proposal envelope or package. Indicate the firm
name, RFP# and the word "Cost Proposal" on the front of the sealed proposal envelope or
package.
At a minimum, the following items should be included in the contents of the Technical
Proposal:
* Cover letter, indicating the scope of the proposal. The letter should include an overview
of the services being offered. The letter should include a statement of exceptions to any
of the terms and conditions outlined in this RFP. (Cover letter should be no more than 3
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pages in length.)
* Corporate Structure and Credentials
Number of years of experience
o
Staffing levels and support proposed
o
Examples of similar previous work.
o
* Operations and Ability to Perform
Provide operation plan. This should include, but not be limited to,
o
acknowledgement and agreement with all requirements as well as explanations,
where applicable, of the intended plan to achieve the requirements.
Describe how services will be provided to MSU.
o
At a minimum, the following items should be included in the contents of the Cost Proposal:
* Fees for initial purchase of software/items/service (including all preparation,
installation, rollout, training and first year maintenance and support)
* Annual Maintenance Costs after initial purchase.
7. DISCUSSIONS/EVALUATION CRITERIA/AWARD PROCESS
MSU reserves the right to conduct discussions with any or all respondents, or to make an award
of a contract without such discussions based only on evaluation of the written proposals. MSU
reserves the right to contact and interview anyone connected with any past or present projects
with which the respondent has been associated. MSU likewise reserves the right to designate a
review committee to evaluate the proposals according to the criteria set forth under this section.
MSU may make a written determination showing the basis upon which the award was made
and such determination shall be included in the procurement file.
MSU reserves the right to award this contract in whole or in part depending on what is in the
best interest of MSU with MSU being the sole judge thereof.
The evaluation factors set forth in this section are described as follows:
* The Vendor's ability to deliver an application meeting the overall objective and
functions described in the RFP
* Competitive fees
* Availability and access technical support
* Vendor's experience with similar systems
* Compliance with applicable State and Federal laws and regulations
* The committee may invite finalists for interviews and/or presentations
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Failure to attend a requested interview presentation before the committee may result in a
proposal not being considered.
Upon award of contract(s), successful respondent(s) will be asked to provide a transition plan
and timeline and obtain MSU's input and concurrence before moving forward.
Proposals will be scored based on the following weights (100 points total):
* Corporate Structure/Years of Experience/References - 20 pts
* Operation Plan/Ease of Use/Services Offered - 30 pts
* Fees - 50 pts.
8. PROPOSAL SUBMISSION
Responses Submitted Electronically in Bully Buy:
If you did not receive an invitation to reply in Bully Buy, contact the person on page one and
request an invite.
Technical Proposal: Proposal must be submitted in PDF format and state "Technical Proposal"
in the title of the document. This document must be separate from the cost proposal or the
response may be considered non-responsive.
Cost Proposal: Cost proposal must be submitted in PDF format and state "Cost Proposal" in
the title of the document. This document must be separate from the technical proposal or the
response may be considered non-responsive.
Responses Submitted Physically:
Proposals shall be submitted in two packages (envelopes or boxes) as set forth in Section 7.
Please make sure that the RFP number is clearly visible on the outside of the package.
Technical Proposal - One (1) original and one (1) electronic copy (of the complete technical
proposal in one pdf file on a flash drive) of parts 7(b)(i) (Cover Letter), 7(b)(ii) (Corporate
Structure and Credentials), and 7(b)(iii) (Operations and Ability to Perform) should be sealed in
a package with "Technical Proposal" in the lower left-hand corner. Each submitted package
should be a complete copy.
Cost Proposal - One (1) original and one (1) electronic copy (of the complete cost proposal in
one pdf file on a flash drive). Should be sealed in a package with "Cost Proposal" in the lower
left-hand corner. Each submitted package should be a complete copy.
The proposal package must be received on or before the date/time listed on Page 1. It is the
responsibility of the respondent to ensure that the proposal package arrives at Mississippi State
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University on time. The proposal package should be delivered or sent by mail to the address
listed on Page 1.
Your response must include the signature page included in this RFP (See Appendix A) and
contain the signature of an authorized representative of the respondent's organization. The
signature on the "Original" signature page can be electronic.
MSU reserves the right to reject any or all proposals and to waive informalities and minor
irregularities in proposals received and to accept any portion of a proposal or all items bid if
deemed in the best interest of the University to do so.
Proposals received after the stated due date and time will be returned unopened. RFP
submissions via facsimile or email are not acceptable. Responses will only be valid if mailed
and received by the due date/time or if submitted through an approved electronic system.
9. PCI COMPLIANCE ISSUES (IF APPLICABLE)
The vendor must provide a PCI compliant processing environment using one of the approved
options below. If the vendor is unable to fully adhere to one of these options, the proposal will
be removed from consideration.
* Option 1 - Integrate with MSU's existing third-party solution (NelNet Business
Solutions - Commerce Manager), because all hardware, software and back-end
processing have been vetted and credit/debit card payments are automatically posted to
Banner.
* Option 2 - Use alternative third-party solution. Use a different MSU Merchant ID but
same bank account.
Work with members of MSU's PCI Council and third-party PCI Compliance
o
consultant to review business needs and proposed solution.
Ensure card transactions processed by university personnel are performed using
o
a PCI-validated point to point encrypted (P2PE) solution. The solution must be
listed on the PCI council's website (https://www.pcisecuritystandards.org), must
not be expired, and devices to be used with the solution must have a PIN
transaction security (PTS) expiration date at least 3 years past the date of
installation.
Obtain the following solution information
o
Attestation of compliance (AoC) from all parties involved in handling or that
o
affect the security of cardholder data.
Verify that all devices have a current PTS certification and have an expiration
o
date at least 3 years past the installation date of the solution.
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