CRM Software System for Parks and Recreation Department

Background

The City of Rogers Parks and Recreation Department is seeking proposals for a comprehensive, cloud-based Customer Relationship Management (CRM) and Recreation Management Software system. This system will serve as the department's single system of record for various operations including membership management, program registration, league operations, aquatics admissions, facility reservations, point-of-sale transactions, communications, waiver management, and financial reporting. The goal is to support the department's growing community and multiple facilities effectively.

Work Details

The selected CRM software must include the following functionalities: 1. **Platform Architecture & Access**: Fully cloud-hosted SaaS platform with a public-facing portal for residents to access services like registrations and payments. Must include mobile applications for iOS and Android. 2. **Integration Capability**: Must integrate with existing financial systems and support third-party platforms for background checks and benefits verification. 3. **Membership Management**: Support household accounts, multiple membership types, digital credentials, recurring billing, and custom registration fields. 4. **Program Registration**: Unified registration workflows for classes and leagues with waitlist management. 5. **Facility Management**: Online reservation capabilities with payment structures that can be customized per facility type. 6. **Point of Sale Operations**: Support for concessions and admissions with real-time transaction recording. 7. **Waivers & Agreements**: Electronic collection of waivers with secure storage. 8. **Communications**: Multi-channel communication capabilities including email and SMS notifications. 9. **Financial Reporting**: Comprehensive reporting tools to track revenue across various categories.

Period of Performance

The expected implementation timeline shall not exceed twenty (20) weeks from contract execution to go-live.

Place of Performance

The services will be performed at the City of Rogers Parks and Recreation Department facilities located in Rogers, Arkansas.

Bidder Requirements

Vendors must have a minimum of ten (10) years of experience providing recreation management software to municipal organizations. They must maintain an active client base of at least 1,000 organizations, provide references from similar departments currently using their platform, and ensure dedicated customer support during business hours.