RFP 25-12 Parks & Recreation Electronic Records Software

Background
The Town of Vienna, located in Northern Virginia and approximately 14 miles from Washington D.C., is an incorporated town within Fairfax County. The Town is home to around 17,088 residents and is adjacent to several notable areas including Tysons Corner and Reston.

The Town of Vienna aims to enhance its Parks & Recreation services by procuring a web-based electronic records software system that will collect and store essential information about camp participants, including health-related data.

Work Details
The contractor will provide a web-based electronic records software system that includes the following functionalities:

1. Collection and storage of information about camp participants, including health information such as allergies, medications, immunizations, behavioral health management, illness and injury logs.
2. Integration with RecTrac, Vermont Systems software.
3. Compliance with legislative privacy requirements including HIPAA in the US.
4. Support for Single Sign-On (SSO) or Two-Factor Authentication (2FA) with SSL Encryption for security.
5. Digitalization of paper forms and eSignature waivers.
6. Capability to generate customized reports for critical member details such as allergy reports and authorized pick-up lists.
7. Support for multiple users, mobile access, and customizable dashboards.

Period of Performance
The contract will cover a period of one year from the date of award until June 30, 2026, with the possibility of renewal for an additional fourteen years in one-year increments based on mutual agreement.

Place of Performance
The services will be performed at locations designated by the Town of Vienna in Virginia.