Recreation Software for Parks, Recreation and Cultural Services
ID: RFP 11-26
• State: Washington
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Description
Background
The City of Vancouver is seeking proposals from qualified firms or individuals for a state-of-the-art Parks and Recreation management system. The goal of this system is to enhance customer options and support a lean and efficient approach to service delivery. Vancouver Parks, Recreation and Cultural Services manages 82 parks over 2,246 acres, with significant community engagement through events and programs. The department employs both permanent and temporary staff to facilitate its operations.
Work Details
The selected vendor will provide a robust Parks and Recreation management system with the following key functionalities:
- System implementation must be completed by December 2, 2026, with 24/7 availability except during scheduled maintenance.
- User role permissions, concurrent user access, and compatibility with Microsoft Edge are required.
- Activity registration capabilities must support various offerings including courses, camps, leagues, payment plans, electronic check-in/check-out for attendance tracking, custom questions for registrations, and waivers.
- Facility reservation management must allow online booking and approval requests based on specific criteria.
- Membership management should include self-service options for online sales and updates.
- Integrated point of sale system for drop-in sales with residency verification for fee structures.
- Comprehensive reporting capabilities including ad-hoc report creation and scheduled reports.
- Marketing tools integrated into the system for customer relationship management (CRM).
- A white-label mobile app that supports digital membership cards and notifications.
- Training for users and technical staff is required along with ongoing customer support.
Period of Performance
The contract will commence upon award and is expected to be fully operational by December 2, 2026.
Place of Performance
The services will be performed in Vancouver, Washington.
Bidder Requirements
Proposers must demonstrate experience with large municipal Parks and Recreation agencies in the U.S., provide a plan for data migration from the current system (ActiveNet), ensure compliance with security standards (PCI DSS), and offer training for users. Vendors must also propose any necessary hardware peripherals.
The City of Vancouver is seeking proposals from qualified firms or individuals for a state-of-the-art Parks and Recreation management system. The goal of this system is to enhance customer options and support a lean and efficient approach to service delivery. Vancouver Parks, Recreation and Cultural Services manages 82 parks over 2,246 acres, with significant community engagement through events and programs. The department employs both permanent and temporary staff to facilitate its operations.
Work Details
The selected vendor will provide a robust Parks and Recreation management system with the following key functionalities:
- System implementation must be completed by December 2, 2026, with 24/7 availability except during scheduled maintenance.
- User role permissions, concurrent user access, and compatibility with Microsoft Edge are required.
- Activity registration capabilities must support various offerings including courses, camps, leagues, payment plans, electronic check-in/check-out for attendance tracking, custom questions for registrations, and waivers.
- Facility reservation management must allow online booking and approval requests based on specific criteria.
- Membership management should include self-service options for online sales and updates.
- Integrated point of sale system for drop-in sales with residency verification for fee structures.
- Comprehensive reporting capabilities including ad-hoc report creation and scheduled reports.
- Marketing tools integrated into the system for customer relationship management (CRM).
- A white-label mobile app that supports digital membership cards and notifications.
- Training for users and technical staff is required along with ongoing customer support.
Period of Performance
The contract will commence upon award and is expected to be fully operational by December 2, 2026.
Place of Performance
The services will be performed in Vancouver, Washington.
Bidder Requirements
Proposers must demonstrate experience with large municipal Parks and Recreation agencies in the U.S., provide a plan for data migration from the current system (ActiveNet), ensure compliance with security standards (PCI DSS), and offer training for users. Vendors must also propose any necessary hardware peripherals.
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Overview
Agency
Opportunity Type
RFP
Opportunity ID
RFP 11-26
Response Deadline
Feb. 25, 2026
Past Due
Date Posted
Jan. 23, 2026
Source
Est. Value Range
Experimental
$500,000 - $2,000,000
(AI estimate)
Agency Distribution
High
On 1/23/26 City of Vancouver in Washington issued RFP Recreation Software for Parks, Recreation and Cultural Services with ID RFP 11-26 due 2/25/26.
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Posted documents for Recreation Software for Parks, Recreation and Cultural Services
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