Lathrop Municode #RFP #2025RECREATION SOFTWARE FUNCTIONAL / TECHNICAL REQUIREMENTS

City of Lathrop Seeks Recreation Registration Software Management System and Implementation Services

The City of Lathrop Parks and Recreation Department is seeking proposals for a Recreation Registration Software Management System to modernize and streamline its operations. - Government Buyer: - City of Lathrop Parks and Recreation Department - Contact: Melissa Stathakopoulos, Parks and Recreation Manager - OEMs and Vendors: - Clubessential Holdings (current system: REC DESK) - No specific OEMs mandated for the new system; open to all qualified recreation management software providers - Products/Services Requested: - Recreation Registration Software Management System - Must support: program/class registrations, facility and shelter reservations (fields, gyms, community centers, picnic shelters), memberships, league scheduling, point of sale, payment processing, customized reporting, and senior programs - Integration with municipal financial software (New World Systems by Tyler Technologies) - Support for at least 30 concurrent users - Robust security, user management, and backup protocols - AI usage and data protection features - Professional Services - Implementation and data migration from current system - Project management and technical configuration - On-site and web-based training for staff and IT - Ongoing technical support and business continuity - Unique/Notable Requirements: - System must be live by the start of the summer registration quarter - Preference for a single vendor solution, but subcontracting is allowed for specific functions - Must comply with security and data protection standards - Long-term vendor relationship desired, with highly responsive customer service - Comprehensive reporting and integration with existing municipal systems

Description

The City of Lathrop is soliciting proposals for a new Recreation Registration Software Management System with real-time Internet Registration capabilities. The system should support program and class registrations, facility and shelter reservations, memberships, league scheduling, point of sale, senior programs including trips, payment processing, customized reporting, and related professional services such as implementation and user training. The City currently uses REC DESK software and aims to establish a long-term relationship with a vendor who can keep up with industry trends and provide responsive customer service. The selected vendor must provide comprehensive services including training, technical support, security, and backup protocols, with preference for a single vendor but consideration for subcontracting arrangements.

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