Recreation Registration SaaS Platform

Background
The City of Berkeley's Parks, Recreation, and Waterfront Department (PRW) is seeking proposals for a Recreation Registration SaaS Platform to enhance its management of recreational facilities, programs, classes, and events. The department oversees a diverse range of recreational assets, including parks, community centers, swimming pools, sports fields, and various event venues.

In FY 24, the department processed $5.6 million in revenue through 71,007 transactions and anticipates an increase in FY 25. The goal is to implement a reliable and comprehensive solution that integrates with existing systems while improving efficiency in handling registrations and facility reservations.

Work Details
The contractor will provide a turnkey solution for managing registrations for camps and recreational programs across Berkeley. Key requirements include:

1. An online reservation system allowing public registration and payment via the City’s URL with real-time availability for programs and facilities.
2. Integration of the official Recreation Registration System URL (www.rec.berkeleyca.gov) into the platform.
3. Accurate tracking of revenue, taxes, fees collected with reporting capabilities on usage and financial reconciliation.
4. Functionality to set up fees in advance based on annual schedules.
5. Automation of business rules to reduce human error.
6. Support for online payment processing compliant with PCI standards.
7. Help Desk support for troubleshooting issues.
8. Features for managing various reservation processes including cancellations, refunds, account credits, etc.
9. A user-friendly interface for both staff and customers with search functionality and visual aids like maps.

Period of Performance
Implementation is scheduled to begin in February 2026 with online registration going live on October 1, 2026.

Place of Performance
The services will be performed within the City of Berkeley.

Bidder Requirements
Proposals must demonstrate experience in software implementation within the Municipal Recreation/Camps Management Solution markets. Compliance with ADA standards is required along with PCI Level 1 compliance for all card transactions.