Apex Park and Recreation District is soliciting proposals from qualified vendors to implement a comprehensive Recreation Management System (RMS) that will meet the District’s needs for scheduling, registration, financial management, and reporting functions. This RFP outlines the technical and functional requirements expected from the proposed system.
Apex is seeking a user-friendly RMS solution that supports mobile and desktop platforms and integrates smoothly with existing systems, particularly Team Sideline and E-Pact. The system should provide seamless registration for multiple family members, flexible scheduling on the back end, and financial reporting functionalities. Apex prioritizes accessibility and compliance with the Americans with Disabilities Act (ADA) and WCAG.
The selected vendor will provide and implement a cloud-based RMS with the following capabilities:
1. Scheduling and Facility Management
- Integrated scheduling grid for facility booking and availability management.
- Support for event scheduling across multiple locations.
- Real-time facility availability display for staff and public users.
2. Flexible Registration
- Ala carte options for registering participants in multiple programs, including camps, lessons, and recurring activities.
- Capability for multiple family member registrations in a single session.
- Simplified registration management for recurring events, camps, and facility rentals.
3. ADA Compliance
- The RMS must meet or exceed WCAG 2.1 Level AA requirements for web accessibility.
- Vendors must provide documentation of ADA compliance, either through a third-party accessibility evaluation or a Voluntary Product Accessibility Template (VPAT).
4. Mobile Application
- The system should include a mobile app compatible with both iOS and Android.
- Functionality to support on-the-go scheduling, registration, and payment processing for both users and administrators.
- Preference is with a native application.
5. Financial Reporting and Integration
- Comprehensive financial reporting tools, including customizable reports for revenue, expense tracking, and cost analysis.
- Integration capability with the District’s financial management systems.
- PCI-DSS compliance for secure payment processing.
- Ability to integrate with Power BI
6. Integration with Team Sideline and E-Pact
- Seamless connectivity (or API) with Team Sideline for coordinated scheduling, registration and management of sports leagues.
- Seamless connectivity (or API) with E-Pact for coordinated camp documents.
7. Other capabilities if possible
- Integration with a GIS map to confirm residency status.
- Strong communication tool: auto reminders, easy-to-use templates and list builders (preferably HTML), access and list control from Managers, ADA compliant, etc.
