Recreation Management System

The City of Manhattan Beach (City) is seeking proposals from qualified and experienced solution providers in the selection of an off-the-shelf, turn-key configurable recreation management software package (Solution) for the purpose described in the Scope of this document. The Solution should include the ability for recreation program registration and payment as well as facility rental management processing, run standard reports, and the ability to interface on handheld mobile devices.

This Request for Proposals (RFP) describes the general rules for preparing and submitting proposals and the City’s requirements for the Recreation Management System.

Proposer shall submit a written proposal, which should be prepared simply and economically and should provide all the information that is considered pertinent to its qualifications for the project and respond to the Scope of Services and Evaluation Criteria listed herein. Emphasis should be placed on the completeness of services offered and the clarity of content.

Failure to comply with the RFP requirements or to complete any portion of the Proposer Response Pages may result in rejection of a proposal.

The City of Manhattan Beach (“City”) invites sealed proposals on the project described herein to be submitted via the City’s e-Procurement Portal, OpenGov. Proposals will be received until 3:00 pm on Thursday, June 25, 2026.

Background

The Parks and Recreation Department, consisting of 21 full-time and over 150 seasonal and part-time staff, provides a wide variety of innovative, collaborative, and impactful recreational, cultural, and educational programs and services for all ages. Department divisions include Administration, Recreation Services, Cultural Arts, Sports and Aquatics, Volunteers, Older Adults, and Transportation.

There are over 200 acres of parks and recreational facilities in the City of Manhattan Beach, including eleven parks, six community centers, and over 40 acres of recreational beach area along the coast of the Pacific Ocean.

Additional recreational amenities include 22 sports fields, 18 tennis courts, nine pickleball courts, eight basketball courts, 107 beach volleyball courts, 15 playgrounds, multiple walking trails and bike paths, one ceramics studio, a 9-hole golf course, and a community pool. The County of Los Angeles manages the beach and a public library.

The Parks and Recreation Department provides sports programs, fitness classes, after-school programs, older adult activities, art exhibits, and special community events for all ages in addition to overseeing the City’s parks and recreation facilities.

The City has utilized its current recreation management software platform for nearly two decades. During that time, the City’s programs, services, reporting needs, and customer expectations have evolved significantly. As part of the City’s commitment to responsible stewardship and continuous improvement, the City is conducting a comprehensive review of available recreation management software solutions to determine the platform that best supports current and future operational needs.

The City is seeking a modern, scalable solution that provides enhanced functionality, improved user experience for both customers and staff, robust reporting capabilities, mobile accessibility, and the flexibility to adapt to evolving service demands and technology standards.

Parks is currently utilizing two platforms.

ActiveNet software for the following functions:

• General registration

• Facility bookings

• Basketball Court bookings

• Memberships

• POS

• Rental reservations for indoor and outdoor facilities

• Online registrations

Kaizen software for the following functions:

• Tennis and Pickleball Court bookings

• Memberships

• POS

Project Details

• Reference ID: 1350-26
• Department: Purchasing Division
• Department Head: Mario Hernandez (Purchasing Supervisor)

Important Dates

• Questions Due: 2026-06-06T00:00:00.000Z

Evaluation Criteria

• System Functionality and Ongoing Support (50 pts) —

  System Functionality and Ongoing Support
      Capability of each software feature
      Software’s ease of use
      Proposed software includes all business and technical requirements as listed in Attachment B, Business and Technical Requirements
      Software/City’s computers/auxiliary and peripheral equipment must comply with the Payment Card Industry (PCI requirements for payment processing
      Availability and quality of ongoing training
      Technical support hours
      Maintenance and release cycles
      Support during releases
      Ability to comply with Americans with Disabilities Act (ADA) Web Content Accessibility Guidelines (WCAG) 2.1 Levels A & AA requirements regarding digital accessibility

• Implementation Plan and Support (20 pts) —

      Proposer's schedule for deliverables and installation
      Feasibility, timeliness and level of detail of implementation schedule
      Proposer's data migration plan
      Acceptance test plan
      Comprehensiveness of initial training proposed
      Support assistance to be provided to City

• Proposer’s Experience, Capability and Customer Focus (20 pts) —

      Experience and technical expertise of staff assigned to this project, to include demonstrated ability to successfully implement the proposed solution at comparable local government agencies
      Proposer’s demonstrated ability within the past two (2) years to successfully implement at least two (2) implementations of off-the-shelf for comparable requirements described in this RFP, in municipal or county governments, colleges and universities or school districts (preferably within California)

  References will be checked and may affect the award of the contract. The City of Manhattan Beach reserves the right to contact any of the organizations or individuals listed or any others that may stem from the inquiry.

• Cost (10 pts) —

      Cost will be evaluated, based on a five-year life cycle, including one-time purchase, implementation costs, and ongoing maintenance and support costs 

Submission Requirements

• Authorized Person(s) (required) —

  Please provide the following information for each person(s) authorized to submit a response on behalf of your organization:

  Name
  Title
  Phone Number
  Email Address

• Type of Business (required) —

  Please provide how your business is categorized.

• Type your Legal Company Name here (required) —

  Please enter your Legal Company Name in the associated link and attach a copy showing "Active" status. This will be verified against the State's database.

• Warranty (required) —

  Please provide any warranties on product(s) and/or service(s).

  If you do not provide a warranty, please type "N/A".

• Performance and Payment Bond (required) —

  Only the successful bidder, upon contract award, will be required to submit performance and payment bonds, each in a sum equal to the Contract Price. Please confirm your acknowledgement.

• Warranty or Maintenance Bond (required) —

  Only the successful bidder, upon contract award, will be required to submit warranty or maintenance bond, each in a sum equal to the Contract Price that is valid for one year from Project acceptance in the amount of ten percent of the Contract Price. Please confirm your acknowledgement.

• Contractors State License Board (CSLB) Number (required) —

  Please enter State Contractor’s License No.

  This will be verified against the state database.

  (Business and Professions Code Section 7028.15)

  It is a misdemeanor for any person to submit a bid to a public agency in order to engage in the business or act in the capacity of a Contractor within this state without having a license therefor, except" as provided in the referenced section.

• California Department of Industrial Relations Registration (required) —

  Please enter your Public Works Contractor Registration Number. This will be verified against the state database.

• Federal Debarment (required) —

  Is your company on the Federal debarment list?

• Proposal Submission (required) —

  Please upload all documents pertaining to your proposal here, including but not limited to Appendix A-1, Business and Technical Requirements excel sheet, and narratives.

• Professional Services Agreement (required) —

  Please confirm you have reviewed the sample professional services agreement.

• Pre-Proposal Meeting (required) —

  Will there be a Pre-Proposal Meeting?

• Contrator License Needed (required) —

  Is a contractor's license needed for this project?

• Contractor License Types (required) —

  Please enter the Contractor License or licenses needed for this project. For example, "C33 - Painting and Decorating, C33 - Painting and Decorating Contractor". If none are needed, please type "N/A".

• Bid Security (required) —

  Does this project require bid securities (bid bond, payment bond, performance bond, material bond)?

• Proposal Opening (required) —

  What is the bid opening date?

  Use the following format: Wednesday, February 10, 2021

• Prevailing Wage (required) —

  Will this project require Prevailing Wage?

• Construction Project (required) —

  Is this solicitation for a construction project?

• Engineering Project (required) —

  Is this solicitation for an Engineering Project?

• Initial Term (required) —

  What is the initial term of the contract resulting from this solicitation?

  Use the following format: three (3)

• Extension Options (required) —

  Willl there be extension options for the contract resulting from this solicitation?

• Extension Term (required) —

  What is the extension term for the contract resulting from this solicitation? If there will be no extensions, please type "N/A".

  Use the following format: two (2)

• Delivery (required) —

  Is there a delivery requirement for this project?