Recreation Management Software System

City of Tulsa Finance Department
September 14, 2026
Request for Proposal 27-909
Addendum #2
Please note the following changes which have been made for clarification to this Request for
Proposal. This addendum must be listed as Addendum #2 on the ACKNOWLEDGMENT
OF RECEIPT OF ADDENDA/AMENDMENTS of the bid package as verification that you have
received and are aware of the information contained herein.
QUESTIONS/CLARIFICATION/CHANGES:
QUESTIONS:
1. How many users do you anticipate needing access to the system? Provide
break down as below:
1. Front desk (transaction processing only): 15
1. Back office (configuration and transaction processing): 25
1. Unique online visitors/month (website): Information not available
2. What is the target go live date of the new system?: 04/01/2027
3. What is your total transaction volume processed last year? 8500/year
4. What is the total value and number of credit card/ACH transactions processed
last year? $448,226.41 - 5901 transactions
5. What is the volume of online transactions? Information not available
6. How many physical credit card terminals will you require? How many need to
be wireless? 14 - no wireless units required
7. Are there any additional systems you are using in your department that you
would like to have integrated with the recreation management system? No
8. Why are you looking to change from your current provider? Our current
provider is ending integration with Paymentus, and we are looking for a
service with better reporting, online presence.
9. Is Paymentus integration mandatory or are you open to alternative
processors? Paymentus integration is mandatory.
10. When do you anticipate answers to questions being delivered? In the
addendum on either the 14th or the 15th. With the questions deadline of the
14th and submission deadline of the 23rd, there is a tight turnaround
time. Will you grant an extension to allow for printing and shipping time or
alternatively allow for electronic submission? No extension is anticipated at
this time.

RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026
1. What was the Parks & Recreation Department's total annual revenue for the
most recently completed fiscal year? $556,447.22
2. Can the City provide a high-level revenue breakdown by major category (e.g.,
registrations, memberships, facility rentals, POS/concessions, aquatics,
athletics, etc.)?
Registrations: $364,918.99
Memberships: $33,206
Facility Reservations: $67, 912.54
POS: $64849.69
3. Approximately how many active household records currently exist in
RecDesk? Information not available
4. Approximately how many active memberships are managed today? 34,000
5. What was the City's total credit card processing volume during the last 12
months? $456,946
6. Approximately how many credit card transactions were processed during the
last 12 months? 6,300
7. Will the City be evaluating payment processing/merchant services as part of
this procurement? No
8. If so, is the City seeking pricing for an integrated payment processing solution
or does it intend to continue using its current processor?
The city plans to use its current payment processor.
9. How many facilities, rooms, courts, pavilions, fields, and other reservable
assets will be managed in the new system? 354
10. Approximately how many program registrations are processed annually?
12500
11. Approximately how many facility reservations are processed annually? 1200
12. Approximately how many POS transactions are processed annually? 1200
13. How many years of historical data does the City wish to migrate from
RecDesk? 3 years
14. Is the City seeking migration of the following data?
* Household/account records: yes
* Membership records: yes
* Program registration history: yes
* Facility reservation history: yes
* Financial transaction history: yes
* Attached documents and waivers: yes
15. Does the City have a desired go-live date or target implementation
timeframe? 04/01/2027
16. Approximately how many staff users will require access to the system?
35-45
17. Approximately how many staff will require administrator-level training?
10-15
18. For the Munis integration, what financial data exchanges are expected (GL
exports, cash receipts, customer invoices, etc.)? GL Exports and cash
receipts
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RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026
19. Does the City currently utilize Paymentus, Tyler Cashiering, or another
payment gateway/merchant processor? Paymentus
20. Will the City require new hardware as part of this project?
* EMV credit card terminals yes
* Receipt printers yes
* Barcode scanners no
* Cash drawers no
* Membership card printers no
* Self-service kiosks yes
21. Does the City anticipate requiring on-site training, virtual training, or a
combination of both? Virtual training
22. Are there any anticipated implementation blackout periods or seasonal
operational constraints that should be considered during project planning? No
1. Does Section III. 2. - that references the City's minimum technical
requirements - does this requirement not apply to a cloud-based proposal?
It does apply to Cloud-based services. That way, if there are any specific
scanners or card reading equipment we need to operate, it should be
included in the RFP.
2. In item 167 - the Payment Processing specifies Paymentus/Tyler as
acceptable third-party processors. Is this a requirement, or is the City willing
to do an in-house payment processor with the software? This is a
requirement.
3. Is your current annual revenue expected to grow more than 20% in the
upcoming year? We do not expect annual revenue to grow more than 20%
in the coming year.
4. In the Data Rider (Exhibit B) - the specification of SOC2 Type 2 required at
the time of proposal submission, or only during contract negotiation with the
selected software vendor? The Data Rider is to be submitted with your bid
packet.
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RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026
September 4, 2026
Request for Proposal 27-909
Addendum #1
Please note the following changes which have been made for clarification to this Request for
Proposal. This addendum must be listed as Addendum #1 on the ACKNOWLEDGMENT
OF RECEIPT OF ADDENDA/AMENDMENTS of the bid package as verification that you have
received and are aware of the information contained herein.
QUESTIONS/CLARIFICATION/CHANGES:
CHANGES:
PAGE 10: Submittal Requirements, # E - has been revised to now read as follows;
E. Indicate if the proposed system can integrate with the City's contracted payment
processor or if the vendor requires use of a specific processor.
PAGE 29 & 33: Attachment A FUNCTIONS TECHNICAL REQUIREMENTS
#167 Was: Ability to have an open API for payment processing or third-party
payment processors, Paymentus and/or Tyler Cashiering
#167 Changed to: Ability to have an open API for payment processing through the
City's contracted payment provider.
#168 WAS: If a third-party payment processor is used, there must be some identifier
that helps identify which transaction in the recreation system ties to which payment in
the third-party payment system.
#168 Changed to: This Information has been removed.
#169 Was: Third party interface for PCI compliance will not store any credit card
payment information on servers or network
#169 Changed to: Interface for PCI compliance will not store any credit card
payment information on servers or network
#227 WAS: If a third-party payment processor is used, ability to generate and print
financial reports from payment processor.
#227 Changed to: This Information has been removed
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RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026
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 DATE
RFP Issue Date 09/02/2026
Pre-Proposal Conference No Pre-Proposal Conference
Deadline for Questions 09/14/2026
Submit to assigned buyer via email. 10 Days prior to RFP due date
Proposal Due Date 09/23/2026
Mail or deliver to City Clerk address. Proposals are open
the day after the due date.
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
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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.
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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.
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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.
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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 Data Source Data Collection Data Collection
Metric Frequency 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
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RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026
VI. INSTRUCTIONS FOR SUBMITTING A PROPOSAL:
A. Proposals must be received by 5:00 p.m. on
Wednesday, September 23, 2026, Central Daylight
Time. Please place proposals in a sealed envelope or box
clearly labeled "RFP 27-909, Recreation Management
Software System".
Proposals received late will be returned unopened.
B. Interested Respondents should submit:
One (1) unbound original and three (3) bound copies of
the proposal plus one (1) digital copy (USB drive).
C. Proposals shall be delivered and sealed to:
Deputy City Clerk
City of Tulsa
175 E. 2nd St.
Suite 260
Tulsa, OK 74103
D. All interested Respondents (Sellers) are required to register with the
Buyer in order to receive updates, addenda or any additional information
required. You can learn more about the registration process on the
following website:
https://www.cityoftulsa.org/government/departments/finance/selling-to-
the-city/register-as-a-vendor/.
The City is not responsible for any failure to register.
E. Inquiries or questions to the Buyer requesting clarification regarding the
Request for Proposal must be made via e-mail and must be received prior
to the end of the business day on Monday, September 14, 2026
Donny Tiemann, Project Buyer
dtiemann@cityoftulsa.org
Any questions regarding this RFP will be handled as promptly and as
directly as possible. If a question requires only minor clarification of
instructions or specifications, it will be handled via e-mail. If any
question results in a substantive change or addition to the RFP, the
change or addition will be forwarded to all registered Respondents as
quickly as possible by addendum.
F. Proposals will be opened on the morning after the due date, at 8:30am, at
the:
Standards, Specifications, and Awards Committee Meeting
175 East 2nd Street, 2nd Floor
City Council Chamber
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