North Carolina eVP #274-IT2026-06

Participant form management platform integrated with Vermont Systems RecTrac

The City of Raleigh’s Parks, Recreation and Cultural Resources Department seeks a participant form management platform that works with its RecTrac recreation system. - Government buyer: City of Raleigh — Parks, Recreation and Cultural Resources Department (PRCR), Raleigh, North Carolina. - Named OEM: Vermont Systems, maker of RecTrac, the registration system that must remain the authoritative source for participant and program information. Microsoft Entra ID is specified for single sign-on. - Requested service: A centralized, commercial off-the-shelf SaaS solution to create, assign, distribute, complete, sign, review, track, retain, and report on participant forms, waivers, and related documentation. No part numbers or fixed purchase quantities are specified. - Initial coverage: Summer Camp, School Programs (Before/After School and Track Out), and Specialized Recreation and Inclusion Services. The initial population is approximately 5,500 participants, expected to grow to approximately 7,000; future department-wide expansion could reach approximately 50,000. - Integration and workflow: Integrate with RecTrac; support automated form assignment and distribution, mobile completion, electronic signatures, multilingual forms, reminders and alerts, reuse of valid forms, status tracking, reporting, and dashboards. - Security and accessibility: Meet ADA, Section 508, and WCAG 2.1 AA requirements; support ESIGN and North Carolina UETA; provide privacy protections, Microsoft Entra ID single sign-on, least-privilege role-based access, encryption in transit and at rest, audit logs, and SOC 2 Type II or equivalent. - Delivery scope: Include implementation, configuration, integration, testing, training, documentation, hosting, maintenance, and ongoing technical support. - Performance period: Intended to align with the Department’s current RecTrac agreement, anticipated through 2030. The solution’s specific term and renewal options are not stated.

Description

The City of Raleigh Parks, Recreation and Cultural Resources Department is seeking a participant form management solution that interfaces with RecTrac (Vermont Systems), its recreation management system. The solution should provide a centralized, secure, accessible, mobile-friendly platform for managing participant forms, waivers, and related documentation. Required capabilities include form creation and assignment, distribution and completion, electronic signatures, review and approval, status tracking, retention, and reporting. It should automate form assignment, improve visibility into completion status, reduce manual effort, and support applicable retention, accessibility, language, privacy, and electronic signature requirements.

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