Project Information

Bid Title

Recreation Management System

Issuing Agency

City of West Sacramento

Location

California

Published Date

Nov 13, 2024

Closing Date

Dec 13, 2024

Government Level

State & Local

Status

Closed

Ref. #

24-078-RFP

Original Source

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Bid Documents

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Project Description

Project ID: 24-078-RFP

Title: Recreation Management System

Addenda: 0

Release Date: 11/13/2024

Due Date: 12/13/2024

Post Information

Posted At:Wed, Nov 13, 2024 10:54 AMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

STATEMENT OF PURPOSE

The City of West Sacramento is soliciting proposals from qualified firms ("Proposer") to provide the Parks & Recreation Department with a comprehensive Software Management Solution that provides registration, point of sale, reporting, program management, membership management, permitting, and accounting functions. More details on the City's needs for this work are provided in the Scope of Work .

Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal ("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor."

SYNONYMOUS TERMS

Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous:

a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror

b. Purchase Order, Contract, Agreement

c. Services, Work, Scope, and Project

d. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet

Background

West Sacramento is a vibrant riverfront community centrally located in Northern California. West Sacramento shares the Sacramento River with neighboring Sacramento, with the deep water ship canal serving the Port of Sacramento. Incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 55,000. The City of West Sacramento operates under a Council/Manager form of government consisting of the Mayor and four Council Members who each serve four year terms. The City is full-service with nine (9) departments and over 400 full-time employees. The City provides the full range of municipal services including police and fire protection, park, street, fleet, and facility maintenance, economic development and housing, community development, capital projects, and parks and recreation. The City also provides water, wastewater, and solid waste services. In addition, the City maintains port, water, wastewater, and solid waste enterprise funds. Other activities and related entities include the West Sacramento Redevelopment Successor Agency, Reclamation District 900 and the West Sacramento Area Flood Control Agency.

The Parks & Recreation Department overview:

The City’s Parks & Recreation Department offers a diverse range of services and programs designed to meet the needs of our community. Below is an overview of the department’s current operations:

• Accounts/Users : 6,700+ active users annually, with a total of 70,000 users in the current system.

• Active Memberships : 3,000 active memberships per month.

• Program Offerings : Over 2,500 unique activities offered annually, catering to all age groups and interests.

• Program Registrations : More than 17,000 program registrations processed each year.

• Facilities : The department manages 30+ individual locations, with over 100 reservable spaces.

• Revenue : $2,135,760 in annual fees collected in 2023.

• Peak Registration Periods : High-demand programs, such as summer camps and swim lessons, open for registration in March.

• Online Registration : 50% of program registrations are processed online.

Timeline

Project Release Date:

November 13, 2024

Question Submission Deadline:

November 19, 2024, 5:00pm

Question Response Deadline:

November 28, 2024, 5:00pm

Proposal Submission Deadline:

December 13, 2024, 5:00pm

Prospective Interview Date :

Week of 1/15/25

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services

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