Active SLED Opportunity · ARKANSAS · CITY OF ROGERS
AI Summary
The City of Rogers seeks proposals for a cloud-based CRM and Recreation Management Software system to manage memberships, registrations, leagues, facilities, POS, communications, waivers, and financial reporting for its Parks and Recreation Department.
The City of Rogers Parks and Recreation Department is soliciting proposals for a comprehensive, cloud-based Customer Relationship Management (CRM) and Recreation Management Software system. The selected platform will serve as the department's single system of record for membership management, program and activity registration, league operations, aquatics admissions, facility reservations, point-of-sale transactions, communications, waiver management, and financial reporting.
The City currently serves a growing community and operates multiple facilities including an aquatics center, athletic fields, fitness areas, pavilions, and community recreation spaces. The selected system must be capable of supporting the full scope of the department's operations both at launch and as programming expands over time.
This document defines the technical specifications and functional requirements that the selected system must meet. Vendors are required to respond to each specification in their proposal, indicating compliance, partial compliance, or non-compliance, with explanatory notes where applicable.
The vendor’s ability to provide a reliable, fully cloud-hosted recreation management platform with strong mobile accessibility, seamless integrations with existing City systems, and proven scalability during high-demand registration periods. Vendors will also be evaluated on municipal recreation industry experience, client references, customer support capabilities, and overall organizational stability.
The vendor's capabilities for integrated public portal and self-service kiosk solution that supports touchscreen-optimized registration, payment processing, cart recovery for incomplete transactions, mandatory completion of kiosk-based memberships, and mobile POS functionality for off-site events and operations.
The vendor's ability to support comprehensive membership and registration management, including household accounts, multiple membership tiers, financial assistance programs, digital and physical member credentials, recurring billing, configurable custom registration fields, and required-field validation across all forms and program types.
The vendor's ability to support unified program registration and management for classes, swim lessons, and aquatics programs, including transfers, refunds, configurable cancellations, installment billing, automated waitlists, instructor assignment, aquatics-specific scheduling and waivers, competitive program management, and flexible admission pricing structures.
The vendor's ability to support comprehensive youth and adult league management, including registration, eligibility verification, team fee splitting, scheduling, standings, officiating, coach management, disciplinary tracking, and integrated communications throughout the full league lifecycle.
The vendor's ability to support role-based, multi-channel communications across email, SMS/text, and push notifications, including targeted audience segmentation, automated and scheduled messaging, coach-to-team communications, message analytics, and department-branded templates.
The vendor's ability to support comprehensive facility reservation and rental management across multiple facility types, including public and staff booking workflows, temporary holds, recurring reservations, conflict prevention, emergency overrides, and automated blocking for league and event scheduling, along with flexible payment structures, cancellation policies, installment options, and full document and internal record management.
The vendor's ability to support full point-of-sale operations across department facilities, including configurable product catalogs, cash and card payments, real-time transaction tracking, punch pass sales and management, automated balance alerts, and comprehensive reporting for sales, cash reconciliation, tax, and revenue by category, with export compatibility to the City’s financial system.
The vendor's ability to support fully integrated electronic waiver and agreement capture, including per-participant e-signatures, secure long-term storage, individual Code of Conduct acknowledgments, unique-link delivery for signing, and staff access to retrieve and manage complete waiver histories within participant records.
The vendor's ability to support fully configurable role-based access control, including department-defined staff permissions by function and area, temporary and event-based accounts with restricted access, non-technical staff management of roles, and supported implementation, training, and post-launch vendor support within defined timelines and escalation standards.
The vendor's ability to support comprehensive financial and operational reporting, including daily receipts, program revenue, scholarships and waivers, refunds, punch passes, memberships, deposits, and outstanding balances, along with benefit program tracking, and must include a flexible custom report builder with scheduling, sharing, full data access, and export compatibility with the City’s financial system.
Proposing Certification: I have carefully examined the Request for Proposals and any other documents accompanying or made a part of this Request for Proposals.
I hereby propose to furnish the goods or services specified in the Request for Proposals at the rates quoted in my Proposal. I agree that my Proposal will remain in effect for a period of up to one hundred eighty (180) days.
I agree to abide by all conditions of this Proposal and understand that a background investigation may be conducted prior to award.
I certify that all information contained in this Proposal is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to submit this Proposal on behalf of the Proposer as its act and deed and that the Proposer is ready, willing and able to perform if awarded the Contract.
I certify this Proposal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation submitting a Proposal for the same product or service. I further certify that no officer, employee or agent of City or of any other Proposer has a financial interest in this Proposal. I further certify that the undersigned executed this Proposer's Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.
Please download the below documents, complete, and upload.
Contract with Small and Minority Businesses, Women's Business Enterprises, and Labor Surplus Area Firms §200.321
The City is required to take all necessary affirmative steps to assure that minority business, women's business enterprises, and labor surplus area firms are used when possible. If contractors use subcontractors, they are required to take the following affirmative steps:
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The vendor certifies that their submission regarding the above section meets the specifications outlined in section 3.1 of General Platform Requirements.
Compliant - The system fully meets this specification as written.
Partially compliant - The system meets this specification in part. Vendor shall describe what is and is not met and any planned roadmap items.
Non-compliant - The system does not currently meet this specification, Vendor shall explain.
Compliant via integration - The specification is met through a certified third party integration. Vendor shall identify the integration partner and describe any additional cost.
The vendor certifies that their submission regarding the above section meets the specifications outlined in section 3.2 of General Platform Requirements.
Compliant - The system fully meets this specification as written.
Partially compliant - The system meets this specification in part. Vendor shall describe what is and is not met and any planned roadmap items.
Non-compliant - The system does not currently meet this specification, Vendor shall explain.
Compliant via integration - The specification is met through a certified third party integration. Vendor shall identify the integration partner and describe any additional cost.
The vendor certifies that their submission regarding the above section meets the specifications outlined in section 3.3 of General Platform Requirements.
Compliant - The system fully meets this specification as written.
Partially compliant - The system meets this specification in part. Vendor shall describe what is and is not met and any planned roadmap items.
Non-compliant - The system does not currently meet this specification, Vendor shall explain.
Compliant via integration - The specification is met through a certified third party integration. Vendor shall identify the integration partner and describe any additional cost.
The vendor certifies that their submission regarding the above section meets the specifications outlined in section 3.4 of General Platform Requirements.
Compliant - The system fully meets this specification as written.
Partially compliant - The system meets this specification in part. Vendor shall describe what is and is not met and any planned roadmap items.
Non-compliant - The system does not currently meet this specification, Vendor shall explain.
Compliant via integration - The specification is met through a certified third party integration. Vendor shall identify the integration partner and describe any additional cost.
The vendor certifies that their submission regarding the above section meets the specifications outlined in section 3.5 of General Platform Requirements.
Compliant - The system fully meets this specification as written.
Partially compliant - The system meets this specification in part. Vendor shall describe what is and is not met and any planned roadmap items.
Non-compliant - The system does not currently meet this specification, Vendor shall explain.
Compliant via integration - The specification is met through a certified third party integration. Vendor shall identify the integration partner and describe any additional cost.
The vendor certifies that their submission regarding the above section meets the specifications outlined in section 3.6 of General Platform Requirements.
Compliant - The system fully meets this specification as written.
Partially compliant - The system meets this specification in part. Vendor shall describe what is and is not met and any planned roadmap items.
Non-compliant - The system does not currently meet this specification, Vendor shall explain.
Compliant via integration - The specification is met through a certified third party integration. Vendor shall identify the integration partner and describe any additional cost.
The vendor certifies that their submission regarding the above section meets the specifications outlined in section 3.7 of General Platform Requirements.
Compliant - The system fully meets this specification as written.
Partially compliant - The system meets this specification in part. Vendor shall describe what is and is not met and any planned roadmap items.
Non-compliant - The system does not currently meet this specification, Vendor shall explain.
Compliant via integration - The specification is met through a certified third party integration. Vendor shall identify the integration partner and describe any additional cost.
The vendor certifies that their submission regarding the above section meets the specifications outlined in section 3.8 of General Platform Requirements.
Compliant - The system fully meets this specification as written.
Partially compliant - The system meets this specification in part. Vendor shall describe what is and is not met and any planned roadmap items.
Non-compliant - The system does not currently meet this specification, Vendor shall explain.
Compliant via integration - The specification is met through a certified third party integration. Vendor shall identify the integration partner and describe any additional cost.
The vendor certifies that their submission regarding the above section meets the specifications outlined in section 3.9 of General Platform Requirements.
Compliant - The system fully meets this specification as written.
Partially compliant - The system meets this specification in part. Vendor shall describe what is and is not met and any planned roadmap items.
Non-compliant - The system does not currently meet this specification, Vendor shall explain.
Compliant via integration - The specification is met through a certified third party integration. Vendor shall identify the integration partner and describe any additional cost.
The vendor certifies that their submission regarding the above section meets the specifications outlined in section 3.10 of General Platform Requirements.
Compliant - The system fully meets this specification as written.
Partially compliant - The system meets this specification in part. Vendor shall describe what is and is not met and any planned roadmap items.
Non-compliant - The system does not currently meet this specification, Vendor shall explain.
Compliant via integration - The specification is met through a certified third party integration. Vendor shall identify the integration partner and describe any additional cost.
The vendor certifies that their submission regarding the above section meets the specifications outlined in section 3.11 of General Platform Requirements.
Compliant - The system fully meets this specification as written.
Partially compliant - The system meets this specification in part. Vendor shall describe what is and is not met and any planned roadmap items.
Non-compliant - The system does not currently meet this specification, Vendor shall explain.
Compliant via integration - The specification is met through a certified third party integration. Vendor shall identify the integration partner and describe any additional cost.
Neither the entity nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.
By clicking confirm below, the vendor hereby certifies that they will:
Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.
Inform employees about the dangers of drug abuse in the workplace; the business's policy of maintaining a drug-free workplace; any available drug counseling, rehabilitation, and employee assistance programs; and the penalties that may be imposed upon employees for drug abuse violations.
Give each employee engaged in providing the commodities or contractual services that are proposed a copy of the drug-free workplace statement.
In the statement specified in drug-free workplace statement, notify the employees that as a condition of working on the commodities or contractual services that are under bid the employee will abide by the terms of the statement and will notify the employer of any conviction of or plea of guilty or nolo contendere to any violation of any controlled substance law of the United States or any state for a violation occurring in the workplace no later than five (5) days after such conviction.
Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by any employee who is so convicted.
Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.
Vendor certifies that, to the best of their knowledge and belief, that:
1. No Federally appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
2. If any funds other than Federally appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instruction.
3. The undersigned shall require that the language of this certification be included in the award document for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31 U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
The Contractor certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees with the provisions of 31 U.S.C. Chap 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.
In the performance of this contract, the Contractor shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired:
Information about this requirement, along with the list of EPA-designated items, is available at EPA's Comprehensive Procurement Guidelines web site: https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program.
The Contractor also agrees to comply with all other applicable requirements of Section 6002 of the Solid Waste Disposal Act.
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SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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