Specifications include, but are not limited to: The vendor(s) shall have the capacity and capability to provide a Recreation Software System. Richland County Recreation Commission requires a comprehensive solution that would include implementation, training, and a complete support program. The vendor will be required to provide on-site training for the agency’s Recreation, Community Relations, Finance and Administrative division employees on the system proposed as well as on‐going support and service including all system upgrades, fixes, and enhancements to the system. Proposals should specify all software and hardware required for the system to function in the manner described. The existing agency application with which the system must integrate or be compatible are listed within this document. Richland County Recreation Commission prefers that the Solution provide all functions described in this RFP as a fully integrated solution and may not consider proposals suggesting a combination of various modules that individually address the requirements described in this RFP. C. The objectives in implementing the solution are: 1. Maximize efficiency, accuracy, effectiveness, and minimizing cost of administering recreation services. 2. Provide management with computerized access to membership, programs, and services and the capability to generate fully customizable management reports. 3. Provide customers with computerized access to the system to enhance the customer experience and achieve administrative efficiencies. 4. Provide a flexible system that is widely compatible and can easily integrate with current systems but are compatible with the widest possible use of information captured by and stored within the system. 5. The Agency will accept solutions listed below; however, Offerors must propose only one of the three solutions based on what the Offeror feels to be the best solution for Richland County Recreation Commission. Again, Offerors must only propose one of the three solutions listed below for evaluation purposes. Server(s) hosted at a site provided agency by the vendor (Vendor Offsite). 1. Unlimited membership types. 2. User defined fields. 3. Email capabilities including HTML and attachments. 4. Take / store photos. 5. Track history of use. 6. Ability to track and maintain notes. 7. Ability to use signature capture. 8. Ability to track member activity reports. 9. Ability to report member demographics by any user defined field. 10. Payments integrated with access control for immediate updating. 11. Minimum of daily updates of student/member information and status – current data feed originates on the mainframe – future integration will be with Banner or other designated data source. 12. Ability to send member letters via email automatically as set by user. 13. Ability to automatically generate and send reports in csv format. 14. Device must be capable of reading from track 1 or track 2 of a magnetic stripes badge. 15. Ability to display notes and pending expiration dates for renewal. 16. Ability to check in members by swiping or scanning ID card. 17. Ability to integrate or control entry gates. 18. Ability to handle biometric check-ins. 19. Functionality for customers to access their account online, showing all activity including program registration, participation, and payments. 20. Selective encryption of certain fields according to role-based security levels. 21. Ability to update member data with managerial override. 22. PDA Remote validation (Methods for participation tracking). 23. Guest Pass Management (determine # of visits, # per member, etc). 24. Ability to capture waiver and/or registration forms with each customer / program (strongly prefer online option for capturing signatures).
