Recreation Management Software System

City of Tulsa Finance Department
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

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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RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026
VII. EVALUATION OF PROPOSALS:
A panel consisting of not less than three City of Tulsa employees will conduct a
comprehensive, fair and impartial evaluation of all proposals received in
response to this RFP. The approval of the selected Respondent will be subject
to the final determination of the City and will be contingent on the successful
completion of a contract between the City and the selected Respondent(s).
All Bids will be evaluated using the following criteria:
Category Total Points
Firm Experience and History 30
Capacity and Project Organization 35
Support 15
Pricing and Cost Proposal 20
Evaluation Criterion 1 Firm Experience and History
Respondent shall demonstrate the experience of the firm considering the type of services
required. Recent experience of the firm and successful completion of services or work of
a similar type and complexity will be a material consideration.
Include information such as firm's past record of performance on contracts with other
government agencies or public bodies and with private industry, including such factors as
quality of work, ability to meet schedules, cooperation and responsiveness.
The City of Tulsa may also consider its own past performance information and experience
when evaluating proposals from firms that have performed work for the City of Tulsa.
Submittal Requirements
1. Provide a brief description of your company to include your length of
experience in performing the work described in Section III, Scope of Work.
2. Describe recent services provided by your company and any proposed
subcontractors that demonstrate the company's ability to perform the
requirements as indicated in the Scope of Work. Be sure to point out if the
services were of a similar size and if they were for a governmental entity.
3. Describe how well your company has been able to meet schedules and the
response times you have provided.
4. Provide four (4) client references that your firm has completed for projects
that are similar to the City's current RFP using the template contained in
Attachment B.
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RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026
Evaluation Criterion 2 Capacity and Project Organization
Respondent shall demonstrate the firm's capacity, available additional resources, and
ability to provide the City of Tulsa with the required services. This should be demonstrated
through the firm's understanding of City of Tulsa's needs, the scope of work to be provided
to manage and complete the work, and submittal of the following required information.
Submittal Requirements
1. Provide a detailed description of your company's methodology, work plan
and anticipated timeline for implementing the proposed scope of work.
Discuss any special considerations, challenges, or assumptions made.
2. Describe your training program/approach and options such as interactive
online courses, in-person/on-site training, handbooks/manuals, etc.
Include how agency personnel (both administrators and general users) will
be trained on the system and how training will be provided to new users
after deployment.
3. Describe what personnel would be assigned to this contract and describe
their qualifications, physical location and their knowledge of the Tulsa
metro commercial real estate market.
4. Describe your company's ability to communicate and complete necessary
paperwork to achieve project goals and benchmarks.
Evaluation Criterion 3 Support
Respondent shall demonstrate the firm's ability to provide support services after the
system is implemented.
Submittal Requirements
1. Describe your customer support hours. Describe what types of support
are available.
2. Describe the average response time for support. Explain different
response times as they apply to different levels of support (help running a
report or system crash).
3. Include a sample Service-Level Agreement for on-going support costs in
the Proposal.
Evaluation Criterion 4 Price
The City of Tulsa is not obligated to award a contract to the lowest priced proposal and
may accept the proposal that the City of Tulsa determines provides the best value to the
City of Tulsa based upon evaluation criteria described above.
The price in Exhibit A, Price Sheet Summary, must include all direct hourly rates, direct
costs including travel, parking, overhead, and profit. The City of Tulsa may, in its
discretion, pay for extraordinary, unanticipated costs, subject to the availability of funds
and prior written approval by the City of Tulsa.
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RFP 27-909 | Recreation Management Software System | Issue Date: Sept. 2, 2026
Submittal Requirements
Complete and submit Exhibit A, Price Sheet Summary, as contained in this RFP.
In your proposal, please include a response to the following:
A. Provide a total cost proposal for all products and services to be delivered.
Fixed fee is preferred. Provide details of a fee-based schedule. If any
portion of the project (such as implementation, data migration and/or
conversion, or training) is proposed at an hourly rate and not included in the
fixed fee, include a schedule of hourly rates for all proposed staff and the
amount of time each person will be devoted to the project.
B. Define any reimbursable expenses requested to be paid by the City. If you
provide both hosted and non-hosted service models, please provide quotes
for each model. Please provide costs and pricing for annual maintenance or
per transaction fees for the next five (5) years.
C. Indicate if any ongoing or annual costs for software licensing, support or
maintenance are required or recommended. If licensing is required, please
indicate if it is based on site, name, concurrent or machine.
D. Outline any hard or peripheral requirements of your system and include
itemized pricing if you provide this equipment.
E. Indicate if the proposed system can integrate with the City's contracted
payment processor (Paymentus) or if the vendor requires use of a specific
processor.
The City of Tulsa also reserves the right to evaluate based on the full list of eligible
criteria listed in Title 6, Chapter 4 of the Tulsa Revised Ordinances (TRO):
https://library.municode.com/ok/tulsa/codes/code_of_ordinances
VIII. MISCELLANEOUS
A. The City expects to enter into a written agreement (the "Agreement") with
the chosen Respondent that shall incorporate this RFP and your proposal.
Further, Respondent will be bound to comply with the provisions set forth in
this RFP. In addition to any terms and conditions included in this RFP, the
City may include in the Agreement other terms and conditions as deemed
necessary. Your response to this RFP will be considered part of the
Agreement, if one is awarded to you.
B. All data included in this RFP, as well as any attachments, are proprietary to
the City of Tulsa.
C. The City of Tulsa notifies all possible Respondents that no person shall be
excluded from participation in, denied any benefits of, or otherwise
discriminated against in connection with the award and performance of any
contract on the basis of race, religious creed, color, national origin,
ancestry, physical disability, sex, age, ethnicity, or on any other basis
prohibited by law.
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