OIT RFI Simons Rec Center Project - Addendum #3

Q. No. Question(s) Answers
* There should be an organizational account/profile.
Organization option for accounts and an option to identify
The event booking form in B1 captures an "Organization" value, while B33
who the organization admin is or POC.
requires organizational profiles for groups that book spaces. Is the
Organization field intended to reference a pre-registered organizational * The solution should have an option for both pre-registered
profile, or is it captured as free-text entry at the time of submission? May a organization profile and should be able to accept free-text
1 community user be affiliated with more than one organization, and may an entry.
organization designate multiple authorized bookers? Should booking history * If it's an organizational complaint, yes, but the system
under B32 be retained against the individual, the organization, or both? Do should also allow for the flag to be attached to the individual
behavioral flags and staff comments under B34 remain attached to the person.
organization independently of the individual who submitted the booking?
* Note: System should allow for individuals not affiliated with
an organization to submit permits or requests as well.
* Minors should not self-register.
Do youth program registration (B35-B37) and venue/permit booking (B1-B11)
* Individuals must be a minimum of 18 years old to create a
share a single user account and profile model, or are they intended to
profile and to register on behalf of a minor.
operate as separate registration flows? May a minor self-register, or must
2 * Register minors under one profile.
registration always be completed by a parent or legal guardian? Does the
system need to maintain a parent/guardian-to-minor household relationship * Yes, the system will need to maintain a parent/guardian-to-
in order to support the optional household income field in B36? minor household relation to support the optional household
income field.
The RFI identifies Simons Recreation Center as the subject site. Is the initial
implementation scope limited to Simons Rec, or is a multi-site deployment * Initial implementation is limited to Simons Rec Center due
anticipated? For requirement B49, how many PPR facilities are to the type of facility that is being built.
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contemplated in the eventual footprint, and over what timeframe? Should * Timeframe is unknown for scale to other sites.
the ROM cost estimate be provided for the pilot site, for a citywide * 300+ locations that might be included in future rollouts.
deployment, or for both?
To size licensing, infrastructure, and implementation effort accurately, can
* We want to flag when the request for recreation provided
the City provide estimated volumetrics: annual bookings/permits, number of
programming rises in volume. We want the system to track
4 named staff users by role (Site Director, coordinator, general staff,
these metrics on the backend for reporting purposes. Users
administrator), anticipated number of public and youth registrants, and
will increase.
expected peak concurrent users?
RFI Question Template Exhibit Page 1 of 6

Q. No. Question(s) Answers
Approximately how many inventory items are managed per facility today, and * Currently, this is not a metric that tracks this activity.
how are they distributed across the three categories defined in B25 (major * Include barcode/QR scanning hardware in the cost estimate
5 equipment, specialty items, general inventory)? Will the City supply as a separate line-item if this functionality can be included
barcode/QR scanning hardware, or should scanning devices be included in in the solution being proposed. The hardware would require
the respondent's cost estimate? a separate pathway to procure.
B47 states that credit/debit payment information cannot be processed or
* The city does expect direct API integration to Square, and
stored outside the existing Square POS infrastructure. Does the City expect
transactions should be reconciled in the venue
direct API integration to Square (e.g., Payments, Orders, Terminal APIs), or
6 management system.
transactions taken in Square POS and subsequently reconciled into the
* Note: electronic pay/POS system will be built into the venue
venue management system? Which Square products and merchant/location
management solution.
structure are currently in place?
Are online, self-service card payments by community users in scope, or will
* There should be an option to take payments online and in-
all card payments be taken in person at the recreation center? If online
7 person.
payment is in scope, is a public-facing payment page expected as part of the
* Yes, create a public-facing payment page.
solution?
* Yes, refunds should be issued back to the original tender via
For B21, must refunds be issued back to the original tender through Square?
Square.
How should cash and check payments and their associated refunds be
8 * Cash and check payments will follow the City's current
handled - recorded within the system only, or processed through City
internal process, and manual payments should be able to
Accounts Payable?
be entered into the system by staff.
Must booking and permit revenue post to a City financial system of record
* No, booking and permit revenue will not be posted to the
9 (general ledger / ERP)? If so, which system is in use, and is a file-based
City financial system
interface or an API integration expected?
* Single Sign On is for PPR staff and other City staff; how SSO
For B38, is Single Sign-On expected via Microsoft Entra ID using SAML 2.0 or
is accessed will be provided once the contract is conformed
OIDC? Should public/community users also authenticate through a City-
10 and awarded.
managed identity provider (e.g., Entra External ID), a separate City identity
* Public/Community users should authenticate through the
store, or the solution's native account management?
solutions native account management system.
RFI Question Template Exhibit Page 2 of 6

Q. No. Question(s) Answers
* Outlook should be bi-directional.
* Information regarding the City's environment (Exchange
For B12 and B31, is the Outlook requirement one-way publishing of events to
Online, Hybrid, and Microsoft Graph API access for
staff calendars, bidirectional synchronization, or the use of Exchange
integration) will be provided once a contract is conformed
11 resource/room mailboxes for each field, space, and room? Is the City's
and awarded. Once onboarded OIT's Information Security
environment Exchange Online or hybrid, and will Microsoft Graph API access
Group, Platform Engineering, and Infrastructure Engineering
be approved for this integration?
teams will provide guidance on permissions and access
required for the new system integration.
B40 requires that dashboard visibility be "integrated with Microsoft Suite."
* The solution should have a dashboard for reporting
Does this mean embedded Power BI reports, a Microsoft Teams application,
purposes built in.
12 SharePoint publishing, or export to Excel? If Power BI is expected, will the
* If Power BI is a requirement of this, then we will discuss
City provide the required Power BI licensing, and who is responsible for
internally whether the City will provide Power BI licensing.
report development and ongoing maintenance?
B6 states that the system must "restrict events and permit submissions to 2
weeks from the current date." Please clarify whether this is a maximum
* There is a minimum advance notice requirement
booking horizon (no event may be booked more than two weeks in advance)
13 (submission must be received at least two weeks before the
or a minimum advance-notice requirement (submissions must be received
event date).
at least two weeks before the event date). These represent opposite system
configurations.
How should the B6 restriction be reconciled with B9 recurring booking
submissions (e.g., season-long weekly league reservations)? Is the Site * The Site Director can override for both the series level and
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Director override applied once to an entire recurring series, and is approval individual occurrence.
under B3 granted at the series level or for each individual occurrence?
* The option to store uploaded documentation and manually
For B7, is the system expected to integrate with an external clearance source
track validity and expiration dates (this documentation
(e.g., Pennsylvania Child Abuse History Clearance, PA State Police criminal
should be retained and stored in the system for up to 5
record checks, FBI fingerprinting), or to store uploaded documentation and
15 years).
track validity and expiration dates with automated reminders? To whom do
* The background check requirements apply to the Requestor
background check requirements apply - the requestor, the requesting
(organization), the requesting organization's staff, and
organization's staff, volunteers, or all of these?
volunteers.
RFI Question Template Exhibit Page 3 of 6

Q. No. Question(s) Answers
* 1 year is the minimum for active retention (when these items
For B8, is one (1) year the active retention period after which records move to
are archived, where do they get stored? How will PPR staff
archive, and what is the total archive retention period before permitted
16 access?).
disposition? Can the City provide the applicable PPR / City records retention
* The City or PPR would not be able to provide applicable
schedule referenced in this requirement?
records retention at this time.
How are "Qualified Youth programming" (B19) and "qualifying groups" such
as City agencies, nonprofits, and youth organizations (B20) determined? Is * This does not need to be defined. Internal PPR staff can flag
17 there an authoritative eligibility list or verification source the system should the profile with comments and next steps when applicable.
reference, or will these designations be applied manually by authorized * Designations will be applied manually by authorized staff.
staff?
* This will not integrate with the City's (Philadelphia Parks &
Recreation) timekeeping or payroll system. We are
B30 notes that staff scheduling alongside venue scheduling is a desired
interested in seeing the staff scheduling functionality
capability with "scope to be finalized." Should respondents include staff
included within the overall solution.
18 scheduling within the base scope and ROM estimate, or price it as a
* If this is an add-on (separate functionality), we'd prefer to
separately identified option? If in scope, must it interface with the City's
pay for it up front, even if it's not used right away, so it's
existing timekeeping or payroll system?
available when we're ready to transition to this new
workstream/workflow.
For B35, will the school ID be validated against a School District of
Philadelphia data feed, or captured as an unvalidated entry? For B36, is the * B35: Capture as an invalid entry.
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optional household income field used to drive fee or eligibility * B36: This feature is solely for reporting purposes.
determinations, or collected solely for reporting purposes?
Which cloud platforms does the City currently support and prefer for hosted
applications (for example, Microsoft Azure, Amazon Web Services, or Google
Cloud Platform)? Does the City require the solution to be deployed within the
City's own cloud tenant or subscription, or is a vendor-hosted, multi-tenant
20 * This information will be shared at a later date.
SaaS environment acceptable? If deployment within the City's environment
is required, will the City provide the subscription and landing zone, and
which party is responsible for infrastructure administration, monitoring, and
patching? Are there U.S. data residency requirements?
RFI Question Template Exhibit Page 4 of 6

Q. No. Question(s) Answers
Can the City make available, prior to the response deadline, (a) the OIT IT
Security Standards referenced in B44 and (b) the cloud security review
* Please find the Additional IT Standards_v5.1 uploaded to the
21 criteria or questionnaire referenced in B54? Does the City require FedRAMP,
portal located here.
StateRAMP, SOC 2 Type II, or a City-specific security assessment, and is a
penetration test or third-party attestation expected prior to deployment?
For B46, what is the target accessibility conformance standard - WCAG 2.1 * City digital standards can be accessed here.
Level AA, WCAG 2.2 Level AA, or Section 508? Is a VPAT / Accessibility * Additional information will be provided if an RFP is posted
22
Conformance Report required with the RFI response, or only at the time of and will only be distributed to selected Applicants
contract award? determined at the City's sole discretion.
To satisfy COPPA under B45, is a parental consent capture and management * Yes, we will need parental consent for youth. Parent
workflow expected within the system for registrants under the age of 13? accounts will be the ones registering for programs online.
23 With respect to FERPA, will the City be receiving School District of * We do not yet have a data sharing agreement with the
Philadelphia education records, and does a data sharing agreement school district. The collection of school information is
currently exist or would one need to be established? intended to move towards forming that agreement.
The Non-Functional Requirements state that the system must support
multiple languages. Which specific languages must be supported at go-live? * The system should include the following languages: English,
24 Does the City require professionally translated content, or is platform- Espanol, Chinese (Simplified), Arabic, Haitian Creole,
provided machine translation acceptable for the public-facing portal French, Swahili, Portuguese, Russian and Vietnamese.
referenced in B57?
Please confirm that the deadline for questions is August 26, 2026, at 5:00 PM
Local Philadelphia Time, rather than September 21, 2026, as stated in
25 * Addendum has been posted with revised dates
Section III, and confirm that the completed RFI Question Template should be
emailed to both listed project managers.
Please provide anticipated counts for internal staff users, community user * This can be revisited later; the usage will increase with the
profiles, annual booking requests, annual payment transactions, inventory new programming that will be rolled out.
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assets, and facilities, and indicate whether ROM pricing should only address * ROM pricing should address Simons Rec Center and include
Simons Recreation Center or also include optional citywide expansion tiers. optional citywide expansion. See response to Q3.
RFI Question Template Exhibit Page 5 of 6

Q. No. Question(s) Answers
* City will not provide licensing except for City staff; however,
Please identify the required Microsoft components and integration patterns we would like the solution to have the dashboard visibility
for Outlook scheduling, staff SSO, and "Microsoft Suite" dashboard visibility, built into the solution while having the public front facing
27 including whether the City expects Microsoft Graph, Exchange Online, Entra calendar integrated with the City's Microsoft Outlook
ID, Power BI, or another service and whether development sandboxes will be calendar.
available. * If this will reflect an additional cost, please include that cost
in your proposal.
Please describe the required Square integration and historical-data scope,
* We can source the current data from Square since it is used
including the Square products and APIs currently used, responsibility for
28 as its own standalone service. There is currently no
payment and refund processing, available spreadsheet or electronic source
integration/API in place with other systems at this time.
formats, record volumes, and the retention period to be migrated.
Please provide or identify the City IT Security Standards applicable to the
cloud solution and clarify required audit reports or certifications, hosting or
29 data-residency restrictions, encryption standards, incident-notification * Please refer to Q 21.
periods, recovery objectives, availability SLA, and the City's anticipated
COPPA/FERPA responsibilities for youth data.
RFI Question Template Exhibit Page 6 of 6