Project Information

Bid Title

Web-Based Recreation Management System.

Issuing Agency

Mississippi State University

Location

Mississippi

Published Date

Dec 18, 2025

Closing Date

Jan 8, 2026

Government Level

State & Local

Status

Closed

Ref. #

MSU2025037 2025037 Q&A

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Submission Deadline Thu January 8th, 2026 at 2:00 pm

MSU2025037 2025037 Q&A

Web-Based Recreation Management System.

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Mississippi State University

Request for Proposals (RFP) MSU2025037

Web-Based Recreation Management System

for Mississippi State University

ISSUE DATE: December 1, 2025

ISSUING AGENCY: Office of Procurement and Contracts

Mississippi State University

610 McArthur Hall

245 Barr Avenue

Mississippi State, MS 39762

Sealed Proposals, subject to the conditions made part hereof, will be received January 8, 2026,

at 2:00 PM in the MSU Office of Procurement and Contracts, same address above, for

furnishing services and potentially, optional services as described herein.

IMPORTANT NOTE: Indicate firm name, and RFP number on the front of each sealed

proposal envelope or package.

All inquiries concerning this RFP should be directed at:

Jennifer Mayfield

Office of Procurement and Contracts, (Same address above)

jmayfield@procurement.msstate.edu

662-325-2550

Any addendum associated with this RFP will be posted at

http://www.procurement.msstate.edu/procurement/bids/index.php located under RFP

MSU2025037. It is the respondent’s responsibility to assure that all addenda have been

reviewed and if applicable, signed and returned.

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1. UNIVERSITY OVERVIEW

Mississippi State University (MSU) is a comprehensive land grant university of 21,500+

students and approximately 5,000 faculty and staff. The main campus is located adjacent to the

community of Starkville in northeast Mississippi, with a remote campus located in Meridian

with an enrollment of around 700 students. Additionally, the university operates several remote

agricultural experiment stations and has an Extension office located in each of the eighty-two

Mississippi counties.

Additional information about MSU can be found on our website www.msstate.edu.

2. INVITATION TO SUBMIT PROPOSAL ON RFP

University Recreation (URec) at Mississippi State University seeks a web-based recreation

management application system that will enable URec to manage the following functions:

• Memberships (Facility and Program)

• Member Communication

• Accounting

• Registrations (Programs, Services, and Courses respectively)

• Facility Reservations

• Locker Rentals

• Towel Services

• Point-of-Sale

• Equipment Check-out / Rental

• Program marketing, registration, and reservation via smartphone app

The system should facilitate and improve the efficiency and communication capabilities of

University Recreation’s Member Services office by eliminating paper files and folders and

provide the staff with the capability to email all members, subsets of members, and individual

members. The system should also increase the efficiency and improve the quality of the

services provided to members at the various customer service desks within the Sanderson

Recreation Center. Additionally, the system should improve member satisfaction by allowing

members the option of using their smartphone as their form of membership ID/verification for

entry into the facility. The system should also allow administrators to run a wide array of

reports, including, but not limited to, the following report themes: Accounting, equipment

checkouts, facility access and usage (by individuals, and membership groups), facility

scheduling, locker rentals, memberships, products sold, programs, sales reports, security, and

statistics.

Once implemented, the system will serve the following functions: management, accounting,

and record-keeping for all membership sales, locker rentals, towel rental services, equipment

rentals and check-outs, program and course registrations, and facility scheduling/reservations.

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The system will also provide point-of-sale capability, turnstile access control for individual

members and groups of members - as determined by their membership status - through either

Magstripe card readers capable of reading Atrium One-Card system cards – or – through a

member’s smartphone application. The system should also allow registered members to

perform the following functions through an online member web-portal: Renew and pay for

memberships, view, register and pay for programs, courses, and services, and view facility

availability and request facility reservations. The system should provide URec the ability to

market programs and services, and display program schedules, facility hours of operation, and

push messages to members via an Android and iOS compatible smartphone app. Members

should be able to use this app to register for classes.

Due to URec’s 7-day/100 hours per week operations, 24/7 technical support is of paramount

importance.

3. SCOPE OF SERVICES REQUIRED

a) Technical Requirements

Platform/System – should support a minimum of:

• SaaS (Software as a Service)

• Integration with Ellucian Banner (Ethos integration preferred)

• Application will need to be capable of interfacing with the IMLeagues intramural

registration website.

• Single sign-on via SAML 2.0

• Web-based interface supporting modern browsers and mobile devices

• Vendor shall submit a completed HECVAT questionnaire detailing the product's

compliance with security standards

• Vendor shall submit a completed VPAT report detailing the product's conformance to

accessibility requirements

b) Users

c) There should be no restrictions on the number of users.

d) User permissions and access to various system functions should be role-based, with

users allowed in multiple roles. Role-based permissions govern each user’s rights to

add, edit, and view information within the system. There should be the capability to

accommodate tiered access based on roles.

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e) Reporting/Forms, Custom Fields, Files

• The System should be capable of generating a wide range of reports with user-defined

parameters for data based on the following report themes: accounting, equipment

checkouts, facility access and usage (by individuals and membership groups), facility

scheduling, locker rentals, memberships, products sold, programs, sales reports,

security, and statistics.

• Reports should be provided in multiple formats. Most reports, if not all, should be

viewable on screen with options to download in Excel XLS, Excel XLSX, HTML, PDF,

CSV, MHT, RTF, XPS, IMG Image File, TXT Text File,

• The system should have the ability to create custom fields by select users and system

administrators

• The bidder should explain in detail the reporting function of the system.

• Capability to isolate monitoring/reporting by multiple factors for individualized

monitoring as well as aggregating and summarizing monitoring activities.

• Flexibility for partners to upload and monitor multiple reports regarding data or

compliance.

f) Functions

The system should use a tiered structure that allows authorized users to access data and reports

for analysis, make changes to system settings, customize and configure application menus,

add/delete users, create/delete user groups, and create, edit, and delete membership records.

The system should provide the following capabilities for each of the functions listed below:

Memberships, Registrations, Reservations, Locker Rentals

• Intuitive, Windows-based touch-screen-enabled user interface.

• Customizable membership offerings, short- and long-term locker rentals

• Member record-keeping and management

• Must be capable of creating and managing family memberships with parent/child

hierarchical relationships and age/activity restrictions

• Must be capable of importing and integrating all Innosoft Fusion database information

• Must be compatible with IM-Leagues intramural registration website.

• Turnstile access control interfaced through Schlage Biometric Hand-scanners and

member smartphone app

• Must be capable of regularly importing data fields from MSU’s Ellucian Banner

system.

• Ability for administrative users to create, schedule, manage programs, courses, and

classes

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• Web-based member portal allowing registered members to renew memberships, extend

locker rental periods, register for programs and services, request facility reservations,

and pay for these products and services via a PCI compliant, Nelnet-based credit card

processing system.

Point of Sale

• Intuitive, Windows-based touch-screen-enabled user interface.

• Customizable image-based product and service menus with the ability for administrators

to populate the menus with custom photos.

• Must be PCI compliant

• Must be Nelnet compatible

Equipment Check-out / Rental

• Intuitive, Windows-based touch-screen-enabled, customizable image/icon-based user

equipment menus

• Member data populated via MSU-ID card swipe

Facility Reservations

• Intuitive interface

• Customizable facility definitions

• Capability for registered members to view non-descript facility availability and request

reservations through a web-based member portal.

Documents and files submitted through the application should be easily downloadable by

any user with the required authorization. The system should allow users to track reports and

requests, monitor progress, and stay up to date on compliance and reporting requirements.

g) System Maintenance and Support

• University Recreation requests the bidder to provide installation, setup, and

configuration training. URec requests a train-the-trainer approach where the bidder will

be asked to train URec staff who will then train partners.

• Due to University Recreation’s 7-day/100 hours per week operations, 24/7 technical

support is required.

• University Recreation award will cover 60 months. Bidders shall provide details on

licensing requirements and all ongoing expenses for maintenance and support, and

application updates.

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Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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