6120-01-26 Recreation Management Software
| Location: | North Carolina |
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| Posted: | Apr 9, 2026 |
| Due: | Apr 21, 2026 |
| Agency: | State Government of North Carolina |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | 10476120-01-26 |
| Publication URL: | To access bid details, please log in. |
| Solicitation Number: | 10476120-01-26 |
| Project Title: | 6120-01-26 Recreation Management Software |
| Description: | Lee County Government, Parks & Recreation is currently soliciting proposals for Recreation Management Software with real-time internet registration, to support the processes managed by the Parks & Recreation Department, including but not limited to; the daily management of administration tasks, such as program and class reservations, facility reservations, field reservations, memberships, league scheduling, point of sale, picnic reservations, payment processing, customized reporting, exporting of program information for guide creation, ability to upload and store Adobe documents and any related professional services required to implement/train new users on the software. The Recreation Management Software must support industry open standard touch screen computers, bar code scanners, cash drawers, programmable keyboard or keypads, magnetic stripe readers, customer displays, mobile smart phones, tablets, and other peripheral hardware. |
| Opening Date: | 4/21/2026 2:00 PM |
| Posted Date: | 4/9/2026 |
| Status: | Open |
| Department: | COUNTY OF LEE |
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Solicitation Number
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10476120-01-26
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Department
COUNTY OF LEE
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Status Reason
Open
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Opening Date
2026-04-21T14:00:00.0000000
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Posted Date
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2026-04-09T13:40:03.0000000Z
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Primary Commodity Code
Software
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Mandatory Conference/Site Visit
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Special Instructions
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Solicitation Type
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Select RFP IFB RFI
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Owner
Tammy Gill
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Description
Lee County Government, Parks & Recreation is currently soliciting proposals for Recreation Management Software with real-time internet registration, to support the processes managed by the Parks & Recreation Department, including but not limited to; the daily management of administration tasks, such as program and class reservations, facility reservations, field reservations, memberships, league scheduling, point of sale, picnic reservations, payment processing, customized reporting, exporting of program information for guide creation, ability to upload and store Adobe documents and any related professional services required to implement/train new users on the software. The Recreation Management Software must support industry open standard touch screen computers, bar code scanners, cash drawers, programmable keyboard or keypads, magnetic stripe readers, customer displays, mobile smart phones, tablets, and other peripheral hardware.
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Attachment Preview
Lee County Government
Parks & Recreation Department
Request for Proposals (RFP) for
Recreation Management Software
1
I. Introduction
Lee County Government, Parks & Recreation is currently soliciting proposals
for Recreation Management Software with real-time internet registration, to
support the processes managed by the Parks & Recreation Department,
including but not limited to; the daily management of administration tasks,
such as program and class reservations, facility reservations, field
reservations, memberships, league scheduling, point of sale, picnic
reservations, payment processing, customized reporting, exporting of program
information for guide creation, a b i l i t y t o u p l o a d a n d s t o r e A d o b e
d o c u m e n t s and any related professional services required to
implement/train new users on the software. The Recreation Management
Software must support industry open standard touch screen computers, bar
code scanners, cash drawers, programmable keyboard or keypads, magnetic
stripe readers, customer displays, mobile smart phones, tablets, and other
peripheral hardware.
II. Background
Lee County is located in North Carolina, with an approximate population of
68,000. Its residents are educated, family oriented, involved in the community
and actively participate in the recreation programs and facility rentals available
to them through the Parks & Recreation Department.
III. Project Schedule
Advertise RFP
RFP submittal Questions Deadline-April 7th,2026
Statement of Proposals Submittal Deadline-April 21st 2026
Conduct Interviews and Demonstrations
Selection of Vendor
County Commissioners Award Contract
Start of Contract
Training & Testing Period
IV. Minimum Software Objectives
The Parks & Recreation Department is interested in recreation management
software that will create efficiencies, conveniences, and accessibility to
accurate real-time information for both employees and patrons. We strive to
provide the highest levels of service to patrons. Users who prefer online
interaction should be able to sign up for recreation programs, special events,
leagues, parties and facility rentals with ease and have access to all
programs with minimal inconvenience. We want patrons to have easy access
to information in a searchable, easy-to-navigate format on a variety of
devices. The software will further enhance and innovate the department’s
quality customer service by taking advantage of the conveniences offered by
newer improved technology. Documents should be able to be uploaded in
scanned or PDF form.
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Requirements – Functional:
The following are considered baseline requirements:
• User friendly registration system for both front desk staff and patrons
through an online interface accessible on a variety of devices
• The ability to export data from the software system for the purpose of
producing printed and web-based program brochures
• Point-of-sale system that provides for internal cash controls and allows
for payment intake at multiple locations
• Responsive design – Smart phone/tablet style capabilities for viewing
and registration on a variety of devices as well as compatibility with
various internet browsers
• Training – User/Administrative training for a minimum of 10 employees.
Requirements – Technical:
The selected software must meet the following criteria:
• Content Management System – preference will be given to a mature,
proven well-known CMS that supports multiple secure user accounts
that enable specific view/report/add/edit permissions
• Software should be reliable, secure and robust, in accordance with
industry standards and practices. The software must be cloud based
(software as a service) platform
• Ability to integrate with other software solutions via an API or other
methods that would allow the potential for CRM and Web Site
interfaces
• Software will contain an accurate and complete audit trail that ensures
efficient processing
• Software must be able to identify and itemize all fees; such as
program, rental, transaction, and convenience fees. Must have the
ability to provide total program costs to client.
• Software must be compatible with the County’s financial software,
Tyler Munis, and post transactions to the General Ledger
• Software shall include the ability to implement different security access
levels, and elevated admin privileges to appropriate staff.
• Launch Live Date – Targeted for July 1, 2026
• Software must have a comprehensive storage procedure to store all
documents and records in a manner that is easily retrievable by County.
• Software must have cybersecurity protections and company must provide
cyberliability insurance coverage.
Specific Requested Features:
The following are some features that staff would like to see included in the
software:
• Specific Registration features including but not limited to: Sport team
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roster management, sport team schedule management, and priority
registration
• GIS residence integration
• Financial features including but not limited to: Ability to withdraw a
student at a prorated amount
• Ability to run a range of customizable reports based on target
demographics, such as age, grade, previous program registration,
resident, non-resident and other software fields
• Robust search features for both staff and patrons
• Ability to communicate with patrons including emailing, texting
receipts, registration confirmations, promotions, special events and
membership information
• An online feature for indoor and outdoor facility and picnic reservations
(such as athletic fields, food trucks, and programmable rooms) that
includes the ability to view and/or reserve facilities online, preferably in
a calendar-based format that will automatically block reservation slots
from future reservations to prevent double bookings
• Ability for patrons to print and upload documents, waivers, parent
manuals, facility use permits, and other forms with the options for
online signature for acknowledgements, waivers and other forms
• Ability to schedule and process automatic monthly electronic transfer
transactions from participants to programs such as memberships and
drop in passes
• Ability for attendance tracking of programs, with possible functionality
for secure sign-in/sign-out of children from programs such as summer
camp and early childhood pre-school
• Ability to have user/admin defined login modules (contract instructor
portal) that allows only certain aspects of registration to be viewed by
authorized individuals (class rosters, supply fees, etc.)
• Ability to send facility reservation contracts from system to client and
client reply returns via outlook email
• Ability to communicate with the County website
• Participant profiles to streamline inclusion process (ie: once the
accommodation box is checked the appropriate staff is notified.)
Additional Wish List Feature:
• Integrated mobile app feature for both iOS and android
• Integrated with Musco Lighting for field lights.
V. Contract for Services
The County and the chosen vendor shall enter into a written Contract for
Services with terms agreed to by County.
Statement of Proposals Requirement
a) Proposal Preparation
Lee County Government will consider only written responses submitted in
email, and all responses to the RFP must be made in accordance with the
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specifications as set forth herein.
b) Ability to Perform
To participate in the selection process, the following is required to
demonstrate satisfactory evidence indicating the ability to meet the scope
of services detailed in this request for qualifications. The submission must
include the following information:
1. The name, address, email address, and telephone number of
your company.
2. The names, business address and telephone numbers of your
company’s officers, directors, and associates.
3. A listing of your company’s experience related to work included
in this RFP.
4. A detailed work plan for meeting the Minimum Software
Objectives outlined in Section IV. While it is recognized that
specific deliverables are dependent on your unique
company, the work plan should include as much detail as
you determine appropriate to allow evaluation of your overall
approach and expertise to deliver these services. Describe
any requested features or specifications that cannot be met
by your company and your company’s options to fill those
needs.
5. Costs associated with providing requested services. The
estimate should include an outline of costs and/or description
of cost elements for the Minimum Software Objectives and all
other services available. It should also include the following:
a. All aspects of fees associated with software
b. Hardware
c. Project Management
d. Data Migration
e. Implementation
f. Training
g. Any other pertinent expenses for the initial year
h. If any components of the proposal are “optional” and not
included in the summary or total price, those features
must be clearly labeled as “optional” in the proposal. All
“optional” items not included in the total price must
identify a price separately
i. Ongoing maintenance
j. Additional customization
k. Future upgrades
l. Detail timeline, including milestones and payment
schedule
m. If your company works with a payment processing
company, please include information about that company
including the name and relationship with your company.
n. Any taxes
6. Three references from clients utilizing the company’s recreation
software, preferably similar in scope and nature to Lee County
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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