Item 4JCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
February 26, 2018
To: Shana K. Yelverton, City Manager
From: Chris Tribble, Director of Community Services
Subject: Reject all proposals for recreation and facility management software
(RFP1710C170DD170022)
Action
Requested: Reject all proposals for The Marq Southlake and Facility
Management Software (RFP 1710C170DD170022)
Background
Information: The purpose of this item is for City Council to reject all submitted
proposals for The Marq Recreation and Facility Management
Software RFP1710C170DD170022. The proposal was released in
October 2017 and closed November 2017 and three proposals
were received along with one “no-intent to bid”.
The scope of services included vendor responsibility of
implementation of all selected components, project management,
training, data migration solutions, and full installation to meet the
performance requirements of the contract.
After review staff determined none of the submissions are able to
meet the needs of the organization. Staff recommends City Council
reject all submissions.
Financial
Considerations: Not applicable
Strategic Link: This item is linked to the City’s Strategy Map related to the focus
area of Performance Management & Service Delivery and meets
the corporate objective to optimize use of technology and invest to
provide & maintain high quality public assets.
Citizen Input/
Board Review: City Council consideration March 6, 2018
Legal Review: Not applicable
Alternatives: Alternatives may include the following:
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Shana Yelverton, City Manager
Meeting Date – March 6, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Reject all proposals as presented
Supporting
Documents: RFP1710C170DD170022
Staff
Recommendation: Staff recommends City Council reject all proposals for The Marq
Southlake and Facility Management Software (RFP
1710C170DD170022)
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City of Southlake
REQUEST FOR PROPOSALS
Proposal Reference Number: RFP1710C170DD170022
Project Title: The Marq Recreation and Facility Management Software
Proposal Closing Date: 3:00 P.M.(CST), Friday, November 17, 2017
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TABLE OF CONTENTS
Table of Contents ................................................................................................................................ Page 1
Request for Proposals
(1) Introduction .............................................................................................................................. Page 2
(2) Definitions ................................................................................................................................ Page 3
(3) General Information ................................................................................................................. Page 3
(4) RFP Withdrawals and/or Amendments .................................................................................... Page 3
(5) Proposal Submittal Requirements ............................................................................................ Page 3
(6) Proposal Evaluation and Contract Award ................................................................................ Page 4
Appendix A – Scope of Services
(1) Project Title .............................................................................................................................. Page 6
(2) Scope of Services Contact ........................................................................................................ Page 6
(3) Special Conditions .................................................................................................................... Page 6
(4) Proposal Evaluation Factors ..................................................................................................... Page 6
(5) Brand Manufacture Reference .................................................................................................. Page 6
(6) Key Events Schedule ................................................................................................................ Page 7
(7) Scope of Services ..................................................................................................................... Page 7
Appendix B – Proposal
(-) Label Format for Submittal Packet’s Sealed Envelope ........................................................... Page 12
I Required Proposal Information
(1) Proposed Product ................................................................................................................... Page 13
(2) Cost of Proposed Product ....................................................................................................... Page 13
(3) Term of Contract and Option to Extend ................................................................................. Page 13
(4) Proposer’s Experience / Staff ................................................................................................. Page 13
(5) References .............................................................................................................................. Page 15
(6) Trade Secrets and/or Confidential Information ...................................................................... Page 16
(7) Federal, State and/or Local Identification Information ......................................................... Page 16
(8) Emergency Business Services Contact Notice ....................................................................... Page 16
(9) Cooperative Governmental Purchasing Notice ...................................................................... Page 17
II Contract Terms and Conditions
(1) Delivery of Products and/or Services .................................................................................... Page 17
(2) Miscellaneous ........................................................................................................................ Page 17
(3) Financial Responsibility Provisions ...................................................................................... Page 18
Appendix C – Form CIQ ................................................................................................................. Page 19
Appendix D – No Intent to Submit Form ....................................................................................... Page 21
Attachment A – Requested Functional and Technical Components Checklist .......................................
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Southlake, Texas
Request for Proposals
1. Introduction
A. Project Overview: The City of Southlake is requesting Proposals with the intent of awarding a
contract for the purchase of goods and services contained in Appendix A – Scope of Services.
B. Questions: Following are contacts for questions as identified.
i. RFP Clarifications: All questions related to requirements or processes of this RFP should
be submitted in writing to the Purchasing Manager identified in section 2 below.
ii. Scope of Service Questions: All questions related to the scope of services should be
submitted in writing to the contact person(s) noted in Appendix A – Scope of Services.
iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to
this RFP will be issued in writing by addendum posted to City website. All such addenda
issued by City prior to the submittal deadline shall be considered part of the RFP. The City
shall not be bound by any reply to an inquiry unless such reply is made by such formal
written addendum.
iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing
and returning such document(s) or by initialing appropriate area of the Proposal.
C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions,
ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City
shall not be responsible or liable for any errors and/or misrepresentation that result from the
solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.
D. Conflict of Interest Questionnaire (Form CIQ): A person or business, and their agents, who seek to
contract or enter into an agreement with the City, are required by Texas Local Government Code,
Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix
C. The form must be filed with the City Secretary no later than seven (7) days after the date the
person or business begins contract discussions or negotiations with the City, or submits an
application, response to a request for proposals or bids, correspondence, or other writing related to
any potential agreement with the City.
E. Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill
1295, which added section 2252.908 of the Government Code. The law states that a governmental
entity or state agency may not enter into certain contracts with a business entity unless the business
entity submits a disclosure of interested parties to the governmental entity or state agency at the
time the business entity submits the signed contract to the governmental entity or state agency. The
law applies only to a contract of a governmental entity or state agency that either (1) requires an
action or vote by the governing body of the entity or agency before the contract may be signed or
(2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into
on or after January 1, 2016. Please go to the Texas Ethics Commission webpage
(www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of
Form 1295. Once the form is completed online, printed and notarized please return the form with
your proposal submission.
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2. Definitions
Proposal: The signed and executed submittal of the entirety of Appendix B – Proposal.
Proposer: The Proposer and the Proposer’s designated contact signing the first page of the Proposal.
City of Southlake (“City”): The City of Southlake, Texas.
City Secretary’s Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite
#270, Southlake, Texas 76092. PH: (817) 748-8016; Fax: (817) 748-8270.
Inherent: A native or innate part of the system. Does not require customization of the application /
code level / or database scheme.
Project: The name of this Request for Proposals as identified on the cover sheet and first page of
Appendix A – Scope of Services.
Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB,
Phone: (817) 748-8312, E-Mail: tslifka@ci.southlake.tx.us; Fax (817) 748-8048.
Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda.
Scope of Services: The entirety of Appendix A – Scope of Services.
3. General Information
A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do
not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request.
B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act
(Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations,
and laws regarding the disclosure of RFP information. Proposals are not available for public
inspection until after the contract award. If the Proposer has notified the City, in writing, that the
Proposal contains trade secrets or confidential information, the City will generally take reasonable
steps to prevent disclosure of such information, in accordance with the Public Information Act.
This is a statement of general policy only, and in no event shall the City be liable for disclosure of
such information by the City in response to a request, regardless of the City’s failure to take any
such reasonable steps, even if the City is negligent in failing to do so.
4. RFP Withdrawals and/or Amendments
A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason.
B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written
Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential
Proposers that have registered with the City, but failure to notify shall impose no obligation or
liability on the City.
5. Proposal Submittal Requirements
A. Submittal Packet – Required Content: All proposals must be submitted electronically. The
Proposer must visit www.securebidusa.com and register. Once registered for this complimentary
service, the Proposer may submit Proposal Documents electronically by selecting the appropriate
Proposal Identification.
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B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page _12_
(twelve) of Appendix B-Proposal. It is the Proposer’s responsibility to have the Proposal
Documents correctly electronically submitted by the submittal deadline. No extensions will be
granted and no late submissions will be accepted.
C. Proposals Received Late: Proposers are encouraged to submit their proposals as soon as possible.
The time and date of receipt as recorded within the SecureBid electronic system shall be the
official time of receipt. The City is not responsible for late submission regardless of the reason.
Late Proposals will not be considered under any circumstances.
D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or
a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be
altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration,
amendment or withdrawal notice is approved in writing by the Purchasing Manager.
E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on
standard 8-1/2” x 11” vertically oriented pages, numbered at the bottom. The City only accepts
electronic submissions via www.securebidusa.com. Any other format (via telephone, fax, email,
etc.) may be rejected by the City at its discretion.
F. Validity Period: Once the submittal deadline has passed, any Proposal Document shall constitute
an irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at
the price(s) shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of
the expiration of ninety (90) days from the submittal deadline, or until a contract has been awarded
by the City.
6. Proposal Evaluation and Contract Award
A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or
services specified herein will be made using competitive sealed proposals, in accordance with
Chapter 252 of the Texas Local Government Code and with the City’s purchasing policy. The
City will evaluate all proposals to determine which proposers are reasonably qualified for the
award of the contract, applying the anticipated evaluation factors and emphasis to be placed on
each factor as identified in the Scope of Services. The City may, at its option, conduct discussions
with or accept proposal revisions from any reasonably qualified proposer. The City reserves the
right to determine which proposal will be most advantageous to the City.
B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of
the RFP, City alone will determine whether the variance is so significant as to render the Proposal
non-responsive, or whether the variance may be cured by the Proposer or waived by the City, such
that the Proposal may be considered for award.
C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non-
compliance by the Proposer with specifications, instructions and all conditions shall be construed
in the favor of the City. In the event of a conflict between these standard RFP requirements and
details provided in Appendix A – Scope of Services or Appendix B – Proposal, the Appendices
shall prevail.
D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may
accept the price most beneficial to the City, and the Proposer will be bound thereby.
E. Additional Information: City may request any other information necessary to determine Proposer’s
ability to meet the minimum standards required by this RFP.
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F. Partial Contract Award: City reserves the right to award one contract for some or all the
requirements proposed or award multiple contracts for various portions of the requirements to
different Proposers based on the unit prices proposed in response to this request, or to reject any
and all Proposals and re-solicit for Proposals, as deemed to be in the best interest of City.
G. Terminate for Cause: The occurrence of any one or more of the following events will justify
termination of the contract by the City of Southlake for cause:
i) The successful proposer fails to perform in accordance with the provisions of these
specifications; or
ii) The successful proposer violates any of the provisions of these specifications; or
iii) The successful proposer disregards laws or regulations of any public body having
jurisdiction; or
iv) The successful proposer transfers, assigns, or conveys any or all of its obligations or duties
under the contract to another without written consent of the City.
v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City
of Southlake may, terminate the contract by giving the successful proposer seven (7) days
written notice. In such case, the successful proposer shall only be entitled to receive
payment for goods and services provided before the effective date of termination. The
successful proposer shall not receive any payment on account of loss of anticipated profits
or revenue or other economic loss resulting from such termination.
vi) When the contract has been so terminated by the City of Southlake, such termination shall
not affect any rights or remedies of the City then existing or which may thereafter accrue.
H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving
vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually
performed; to the extent said services are satisfactory.
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Appendix A – Scope of Services
1. Project Title: The Marq Recreation and Facility Management Software
2. Scope of Services Contact
Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA,
Phone. 817.748.8312, e-mail: tslifka@ci.southlake.tx.us.
3. Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages. The Proposer
must meet the following requirements as inherent to the system requiring no additional customization
to the application, code level, or database scheme. If the proposer cannot answer YES- INHERENT to
these items, the Proposer will automatically be disqualified.
Software is able to process transactions and create journal entries from multiple sites for
multiple funds (fund accounting – GASB/GAAP).
Software is PCI compliant
Customer financial information is stored outside of POS module and subject to restriction
through software permissions
All requested software modules must be fully integrated with one another.
Process and maintenance audit trails with detailed date, time, user, program, old data, new
data, item identification
If hosted solution, the Company must be able to provide a SOC I or II compliance letter.
If hosted solution, the Company must be able to provide read-only API or other data access
methods.
Security requirements:
o Read, write and delete permissions are separately assigned
o At least one of the below (field level desired)
Ability to restrict user access to field level
Ability to restrict user access to page level
Ability to restrict user access to menu/function level
4. Proposal Evaluation Factors
Emphasis Factor
35 Ability to inherently meet the technical and functional requirements
20 Company experience performing similar work
15 Project Understanding and Approach
15 Key staff or Company personnel experience
10 Responsiveness to the RFP
5 Overall cost for services
5. Brand Manufacture Reference
The City has determined that any manufacturer’s brand defined in the Scope of Services meets the
City’s product and support need. The manufacturer’s reference is not intended to be restrictive, and is
only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured
products of like quality will be considered if the Proposal is fully noted with the manufacturer’s brand
name and model. The City reserves the right to determine products and support of equal value, and
whether other brands or models meet the City’s product and support needs.
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6. Key Events Schedule
Proposal Release Date October 29, 2017
Deadline for Submittal of Written Questions November 9, 2017
Sealed Proposals Due to and Opened by City Shown on First Page of this RFP
Anticipated Committee Evaluation Review Date December 2017
Anticipated Award Date January 2018
7. Scope of Services
The City of Southlake seeks proposals for a new Recreation Management Software (RMS) to meet the
growing business needs of the Community Services Department. The vendor selected will be
responsible for the implementation of all selected components, project management, training, data
migration solutions, and full installation that will meet the performance requirements as agreed to in
the final contract.
Champions Club is an award-winning, family-focused fitness and aquatic facility located within
Bicentennial Park in Southlake Texas. Spanning more than 83,000 square feet of indoor wellness
opportunities and more than 250,000 gallons of water – Whether you are looking to get in shape, find
an exciting class to participate in, learn a new skill, swim, or relax by the pool, Champions Club has
something for everyone. Champions Club is Southlake’s very own activity hub. Champions Club
offers fitness, group exercise, programs, indoor pool, private rentals, birthday party packages, various
special events throughout the year, and more! Day rates and affordable membership options get you
access to the following amenities and attractions:
A fitness center
A full gymnasium
An indoor walking track
An aquatics center
Activity and education classrooms
Fitness studios
Personal training
Programs and classes for all ages
Lil Champs Child Watch
Champ's Indoor Playground
Locker rooms and shower
Expected Revenue: FY18- $1.2 million per year building to 2.5 million during FY19 & FY20. FY20+
is $2.5-2.9 million annually
Expected number of transactions: FY18- with Apr 1 go-live- 20,000, Aug 1- 10,000, FY19/FY20-
50,000 FY20+ up to 75,000.
Expected number of users: 150 active users per year, we will have probably 75-100 users turn over
every year
Expected number of customers: FY18- 6,500, adding approximately 500- 1,000 customers every year
Expected number of trainers: FY18- 75 active instructors/trainers building to up to 100-125 active
users, again we will have turnover ~50 year to year
Expected number of POS: Up to 25, this will remain the same
Expected number of workstations: 150, again this will remain the same
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Expected number of programs / year: Fiscal Year 2018- with an Apr 1 go-live-225, Aug 1-100, Fiscal
Year 2019-550, Fiscal Year 2020- 650, Fiscal Year 2020+ 750-
1000
Percent of transactions via credit card: 90-95%
Percent of transactions via online payment/purchase (not including monthly billing): 80-85%
The purpose of this Proposal is to obtain a comprehensive Recreation Management System specific to
Parks and Recreation that can meet the current requirements of the City of Southlake (CoS), and is
capable of expansion to meet future needs. CoS is most interested in an on premise solutions with
minimal local client (PC) software install which provides staff and customers the greatest flexibility in
accessing the software. However, CoS will consider a fully hosted software solutions, especially if the
product meets the functionality requirements and has a more cost effective and/or secure solution. The
hosted solution must allow for full read-only external access via API or other direct access methods.
The ideal software solution will enable the CoS to provide excellent customer service both in person
and online for its main business activities including, but not limited to, daily recreation program
administration and registration, contract management, membership management including check-
in/check-out, customer relationship management, camp management, case management, digital
engagement, facility management, childcare, instructor management, personal training, league and
team management, point of sale, inventory management, payment processing and reporting. In
addition, the system should provide for efficient and effective business processes and management
tools to assist in programs administration. The system will provide integrated software solutions to
meet the preceding business areas, as further outlined in Attachment A, Requested Functional and
Technical Components.
The CoS anticipates completing a contract for this new software in January 2018 and anticipates
implementation by or before April 1, 2018 for the sale of memberships and program registrations. All
other modules are to be completed by June 30, 2018.
IMPLEMENTATION & TRAINING SERVICES
The CoS is requesting the following implementation and training services as part of the project
including:
Project Management Service
Proposer pricing shall include full project management services for the implementation of all the
components included in the vendor proposal. A designated/named “project manager” from the
awarded vendor will be available and responsible for all work with the CoS on implementation.
Implementation Strategy & Timeline
Proposer shall provide a recommended implementation strategy and timeline that best estimates
the installation of all components included in the vendor proposal according to the timelines
mentioned above.
Installation and Integration
Proposer shall be responsible to install and integrate all software/components to complete the
system to ‘final acceptance’ by CoS and this should be reflected in the proposed pricing. The
pricing for installation and integration services should be provided, if applicable.
Data Consulting
The CoS would desire that all existing customer accounts and a limited amount of other data,
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including customer financial information be extracted from the existing recreation management
software (CSI Spectrum NG) and imported into the new system. In addition, the CoS will need to
retain certain data for historical purposes. Proposer should recommend options for extracting and
saving data from the existing database and costs associated with these recommendations. Proposer
should estimate costs for each of the recommended options and this should be reflected in the
proposed pricing.
Integrations and Interface Development
Proposer shall provide discussion regarding their approach to data integrations and for interface
development and for testing of both, as it relates to this project. Solutions should provide any
experience with data conversion and integration with:
Munis Financial Software (General Ledger)
CSI Spectrum NG
Proposer should estimate costs for these services and include them in the proposed pricing.
Training
Proposer shall submit in the proposal a training program for all the components included in the vendor
proposal. The Proposer shall outline the types of training classes, number of participants, duration of
classes and total number of proposed training hours. Identify what training is conducted on-site and
what is recommended through remote methods. The training will include higher level training for
Information Technology personnel and system administrators. Training should be reflected in the
proposed pricing.
Maintenance and Support
Proposer shall submit maintenance & support structure. Proposer shall detail what the maintenance &
support contract covers including Proposer and CoS responsibility. If any third-party software is
required for use by the Proposer to support the applications, it must be identified and included with the
appropriate licensing in the proposal. In addition, the proposer’s software maintenance and support
plan should include the following components:
Procedures to resolve critical system problems
Emergency and 7x24 support options available
Policy regarding future enhancements and updates
Availability of tiered support options to handle potential escalations
Description of system availability during periods of scheduled maintenance
A description of change management process including development cycles (upgrades / bug fixes /
etc.)
Availability of online incident request, tracking, and knowledgebase.
A description of online knowledgebase functionality including form/field level help and access to
past webinars, articles, and quick reference guides.
A description of any other Service Level Agreements
Any costs for maintenance and support services should be reflected in the proposed pricing.
MERCHANT & TRANSACTION FEES
Proposer shall include in the proposed pricing a pricing structure/outline of all online and/or on
premise flat rates, transaction fees and/or service charges, including, but not limited to, registrations,
refunds, checks, cash, and/or credit card. In addition, any total minimum aggregate fee commitments
should be reflected in the proposed pricing.
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TEST AND PRODUCTION ENVIRONMENTS
The proposer shall provide a testing strategy as part of their response to the RFP to include thorough
testing of all transactions and processes used by CoS. The test strategy shall include, but not limited to,
unit testing of individual detailed processes, interfaces, and conversions. The test strategy should also
include method for verifying the accuracy of information relative to transaction processing, interfaces,
data conversion, reports, account history, notes, and ad-hoc reporting.
PROPOSAL CONTENT
The CoS requests that the proposer submit a concise proposal clearly addressing all of the requirements
outlined in this RFP. Proposals shall include the following:
Company Profile: A brief profile of the company (limit to 4 pages), including number of years in
the Recreation Software business and number of years in the overall software business. Include
language that reflects experience not only in providing software in the recreation field, but facility
management specifically.
Organization chart, senior management profiles, and management profiles of all staff assigned to
the project.
Financial Statements: Provide financial statements for the last two fiscal years. If the company is
publicly traded, please include this data from the company’s annual report and related SEC filings.
If a company is privately held, please provide, at a minimum, annual revenues for the previous two
fiscal years. Please indicate if the data is audited by an external CPA company. The financial data
presented should demonstrate that the company is not at substantial risk of failing to deliver what
they intend to deliver over the short, mid, and/or long-term due to their financial situation.
Resumes: A list of key personnel to be involved in the work for this project (limit to 8 pages).
Illustrative Work: A list and description of recent similar work performed for other municipalities
or agencies that most closely represent the type of software installation or services being proposed
herein and that are similar in size, scope, and complexity to the CoS. References should include a
current contact name and phone number for the municipality or agency (limit to 8 pages).
Project Understanding and Approach: (limit to 20 pages)
o A concise statement illustrating your understanding of the services required to successfully
deliver this project.
o Provide detailed responses to the RMS requirements, including scope of services,
implementation and training services, and test and production environments.
o Provide a summary of your company’s project approach and explain why the CoS would
benefit from selecting your company to do this work.
Additional Information or Resources: (limit to 6 pages)
o An estimate of the total time needed for your company to complete the work.
o Other information you believe is relevant.
o Provide responses to the Requested Functional and Technical Components
RFP EVALUATION
The following criteria will be used to evaluate the Proposals and to select a short list of proposers to
provide a demonstration of their software functionality:
Project understanding/approach: Does the project approach demonstrate an understanding of
the Scope of Services required by this project? Does the proposal demonstrate the company’s
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ability to complete the project within the project schedule? Does the proposal provide a
schedule showing milestones for completion of major tasks?
Company experience performing similar work: Is the company experienced in providing
services similar to that requested in the RFP? Does the proposal provide references for projects
listed? Does the proposal address the company’s involvement/responsibilities for each project
listed?
Qualifications of key personnel: Does the proposal provide the personnel with the experience,
background, and skills required by this project? Does the proposal include the specific key
personnel that will be assigned to CoS’s project? Does the proposal adequately describe the
specific project involvement of those persons noted in the proposal?
Responsiveness to the RFP: Does the proposal address all requested information required by
RFP?
Ability to inherently meet the technical and functional requirements specified in the RFP –
Attachment A
Overall cost of all services stated within this RFP.
EVALUATION METHOD
The proposals will be evaluated by an Evaluation Committee composed usually of CoS personnel.
Members of the Evaluation Committee will independently review and rate each proposal based on the
listed criteria. This scoring is determined by allocating points totaling 100, which are assigned to
evaluation criteria similar to the following:
Project understanding/approach
Company experience performing similar work
Key staff or Company personnel experience
Responsiveness to the RFP
Applicable resources and Schedule
Ability to inherently meet the technical and functional requirements specified in the RFP
Attachment A
Overall cost of all services
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Appendix B – Proposal
Submittal Checklist: (To determine validity of proposal)
______Appendix B (pages _12_ through _20_) must be included in the proposal submittal
______Appendix C Conflict of Interest Form (page _20_) must be included in the proposal submittal.
______Attachment A Requested Functional and Technical Components Checklist must be included in the proposal submittal.
______Form 1295 Certificate of Interested Party must be included in the proposal submittal. See page 2.
______HB89 and SB252 Check Boxes Completed. See page 18.
All proposals submitted to the City of Southlake shall include this page with the submitted Proposa l.
RFP Number:
RFP1710C170DD170022
Project Title: The Marq Recreation and Facility Management
Software
Submittal
Deadline:
3:00 P.M. (CST), Friday November 17, 2017
Submit electronically* to: www.securebidusa.com
* Requires email account login and password.
Proposer Information:
Proposer’s Legal Name:
Address:
City, State & Zip
Federal Employers
Identification Number #
Phone Number:
Fax Number:
E-Mail Address:
Proposer Authorization
I, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract
on behalf of the Proposer.
Printed Name and Position of Authorized Representative: ________________________________________
Signature of Authorized Representative: ____________________________________________
Signed this __________(day) of _________________________(month),________(year)
I learned of this Request for Proposals by the following means:
Newspaper Advertisement City E-mail Notification
Southlake Website Cold Call to City
Mailed Me a Copy
SecureBid
Other
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City of Southlake - RFP1710C170DD170022 - Page 13 of 21
Appendix B – Proposal (continued)
I. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE
CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE
CITY, PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION:
1. Proposed Products and/or Services
A. Product or Service Description: Proposers should utilize this section to describe the technical
aspects, capabilities, features and options of the product and/or service proposed in accordance
with the required Scope of Services as identified in Appendix A. Promotional literature,
brochures, or other technical information may be used.
B. Additional Hardware Descriptions: Proposers should also include in this section a detailed
description of what additional hardware and/or software, if any, would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Proposer with the Proposal submitted.
D. Project Schedule/Delivery Date: Proposer must provide a project schedule noting all projected
completion dates for segments of the Project, from start-up to completion, and all delivery dates for
goods covered by the RFP. The Proposal must show the number of days required to deliver and
install the product or equipment after the receipt of the City’s Purchase Order.
2. Cost of Proposed Products and/or Services
A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated
cost for delivery, labor, insurance, taxes, overhead, and profit.
B. Schedule of Pricing: Proposer shall include pricing information of products or contract segments
as stated in the Scope of Services.
3. Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective for twelve months from date of award. The
City anticipates that contract shall be automatically renewed on an annually basis pursuant to the
availability of funds and at the discretion of the City. The following clauses shall be included in the
contract:
A. Option Clause: It is agreed that City will have the option to automatically extend the contract
annually, in one-year intervals. The Option to Extend will not be considered if funding is
unavailable or if the Vendor’s past performance is not within the industry standard.
B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful
Vendor may submit documentation requesting permission to increase pricing no later than 90 days
prior to the date of any annual renewal. Escalation may only occur at the time of renewal and only
upon securing the approval of the City in writing. Requests for price adjustments must be solely
for the purpose of accommodating an increase in the Vendor’s cost, not profits.
4. Proposer’s Experience / Staff
A. Project Team: Identify all members of the Proposer’s team (including both team members and
management) who will be providing any services proposed and include information which details
their experience.
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City of Southlake - RFP1710C170DD170022 - Page 14 of 21
B. Removal or Replacement of Staff: If an assigned staff person must be removed or replaced for any
reason, the replacement person must be approved by City prior to joining the project.
C. Business Establishment: State the number of years the Proposer’s business has been established
and operating. If Proposer’s business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals, if different than present, must be provided;
State the number of years’ experience the business has: _______; and the number of employees:
_________.
D. Project Related Experience: All Proposals must include detailed information that details the
Proposer’s experience and expertise in providing the requested services that demonstrates the
Proposer’s ability to logically plan and complete the requested project.
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City of Southlake - RFP1710C170DD170022 - Page 15 of 21
5. References
Proposer shall provide four (4) references where Proposer has performed similar to or the same types
of services as described herein.
Reference #1:
Client / Company Name:
Contact Name:
Contact Title:
Phone:
Email:
Date and Scope of Work Provided:
Reference #2:
Client / Company Name:
Contact Name:
Contact Title:
Phone:
Email:
Date and Scope of Work Provided:
Reference #3:
Client / Company Name:
Contact Name:
Contact Title:
Phone:
Email:
Date and Scope of Work Provided:
Reference #4:
Client / Company Name:
Contact Name:
Contact Title:
Phone:
Email:
Date and Scope of Work Provided:
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City of Southlake - RFP1710C170DD170022 - Page 16 of 21
6. Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential Information: This proposal ___ (does) ___ (does not) contain trade
secrets and/or confidential information. If applicable, describe such trade secrets and confidential
information, and the basis for your assertion that such material qualifies for legal protection from
disclosure.
7. Federal, State and/or Local Identification Information
A. Centralized Master Bidders List registration number: ______________________________.
B. Prime contractor HUB / MWBE registration number: ______________________________.
C. An individual Proposer acting as a sole proprietor must also enter the Proposer’s Social Security
Number: #_______-_______-_______.
8. Emergency Business Services Contact Notice
During a natural disaster, or homeland security event, there may be a need for the City of Southlake to
access your business for products or services after normal business hours and/or holidays. The City
may request City employee pick up or vendor delivery of product or services.
For this purpose, a primary and secondary emergency contact name and phone number are required. It
is critical the vendor’s emergency contact information remains current. City shall be contacted by E-
mail with any change to a contact name or phone number of these emergency contacts. Updates may be
emailed to vendors@ci.southlake.tx.us.
All products or services requested during an emergency event are to be supplied as per the established
contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours
emergency opening of the business, if any. In general, orders will be placed using a City of Southlake
procurement card (Master Card) or City issued Purchase Order. The billing is to include the
emergency opening fee, if applicable.
The Vendor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours
emergency opening of the business listed below.
Business Name: _____________________________________________________________________
Contract #: _________________________________________________________________________
Description: ________________________________________________________________________
Primary Contact (Name):______________________________________________________________
Primary Contact Phone Numbers: Home: ___________________ Cell: ___________________
Secondary Contact (Name):____________________________________________________________
Secondary Contact Phone Numbers: Home: ________________ ___ Cell: ___________________
After Hours emergency opening fee, if applicable: $_________________________________________
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City of Southlake - RFP1710C170DD170022 - Page 17 of 21
9. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFP from the successful Proposer. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity’s debts. Each
governmental entity will place their own orders with the successful Proposer and be responsible for
ensuring full compliance with the RFP specifications. Prior to other governmental entities placing
orders, the City will notify the successful Proposer of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement
with the City.
[ ] Yes, Others can purchase [ ] No, Only the City can purchase
II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS
RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER
HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A
PROPOSAL:
1. Delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City, payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Products and Services: All products furnished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Proposal, to
the satisfaction of City and in accordance with the specifications, terms, and conditions of the
Scope of Services, and all services performed shall be warranted to be of a good and workmanlike
quality, in addition to, and not in lieu of, any other express written warranties provided.
C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such costs within ten days of invoice.
D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession,
and accepts the goods and the installation of such goods, has tested the system, and determined that
it is in good and acceptable working order.
2. Miscellaneous
A. Independent Contractor: Proposer agrees that Proposer and Proposer’s employees and agents have
no employer-employee relationship with City. Proposer agrees that if Proposer is selected and
awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act
(FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers
Compensation Insurance payments, or any other insurance payments, nor will City furnish any
medical or retirement benefits or any paid vacation or sick leave.
B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to
another without the written consent of the Purchasing Manager. Such consent shall not relieve the
assigner of liability in the event of default by the assignee.
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City of Southlake - RFP1710C170DD170022 - Page 18 of 21
C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and encumbrances
for all labor, goods, and services which may be provided to the City by Proposer or Proposer’s
vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of freedom from
liens shall be delivered to the City.
D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise,
were offered or given by the successful Proposer, or its agent or representative, to any City officer,
employee or elected representative, with respect to this RFP or any contract with the City, and that if
any such bribe is found to have been made this shall be grounds for voiding of the contract
E. Financial Participation: Proposer certifies that it has not received compensation from the City to
participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that
this contract may be terminated and/or payment withheld if this certification is inaccurate.
F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies
that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer
to any resulting contract.
H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and Proposer
will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations.
I. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time while
providing products or services to the City of Southlake.
[ ] Yes, we agree [ ] No, we do not agree
J. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan
or a foreign terrorist organization while providing products or services to the City of Southlake.
[ ] Yes, we agree [ ] No, we do not agree
3. Financial Responsibility Provisions
A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and shall
require any of its subcontractors to carry, at least the following insurance in such form, with such
companies, and in such amounts (unless otherwise specified) as City may require:
i. Worker’s Compensation and Employer’s Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the State of
Texas;
ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form
Property Damage, Personal Injury, Completed Operations/Products Liability, Premises
Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form
General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined
Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
($1,000,000) Combined Single Limit Bodily Injury and Property Damage.
B. Indemnification: Proposer agrees to defend, indemnify and hold harmless the City, all of its
officers, Council members, agents and employees from and against all claims, actions, suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys’ fees, court
costs and related expenses, arising out of, connected with, or resulting from any acts or omissions
of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or
performance of this contract without regard to whether such persons are under the direction of
City agents or employees.
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City of Southlake - RFP1710C170DD170022 - Page 19 of 21
Appendix C – Form CIQ
INFORMATION REGARDING VENDOR CONFLICT OF INTEREST QUESTIONNAIRE
WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an
employment or business relationship with an officer of the City that results in taxable income exceeding $2,500
during the preceding twelve – month period, or an officer or a member of the officer’s family has accepted gifts
with an aggregate value of more than $250 during the previous twelve – month period and the person engages
in any of the following actions:
1. contracts or seeks to contract for the sale or purchase of property, goods or services with the City,
including any of the following:
a. written and implied contracts, utility purchases, purchase orders, credit card purchases and any
purchase of goods and services by the City;
b. contracts for the purchase or sale of real property, personal property including an auction of
property;
c. tax abatement and economic development agreements;
2. submits a bid to sell goods or services, or responds to a request for proposal for services;
3. enters into negotiations with the City for a contract; or
4. applies for a tax abatement and/or economic development incentive that will result in a contract with
the City
THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:
1. Mayor and City Council Members;
2. City Manager;
3. Board and Commission me mbers and appointed members by the Mayor and City Council;
4. Directors of 4A and 4B development corporations;
5. The executive directors or managers of 4A and 4B development corporations; and
6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City.
EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was
a political contribution, a gift to a member of the officer’s family from a family member; a contract or purchase of
less than $2,500 or a transaction at a price and subject to terms available to the public; a payment for food, lodging,
transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or
agency.
WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a
“Conflict of Interest Questionnaire” (FORM CIQ) which is available online at www.ethics.state.tx.us and a copy of
which is attached to this guideline. The form contains mandatory disclosures regarding “employment or business
relationships” with a municipal officer. Officials may be asked to clarify or interpret various portions of the
questionnaire.
WHEN: The person or business must file:
1. the questionnaire – no later than seven days after the date the person or business begins contract discussions
or negotiations with the municipality, or submits an application, responds to a request for proposals or
bids, correspondence, or other writing related to a potential contract or agreement with the City; and
2. an updated questionnaire – within seven days after the date of an event that would make a filed
questionnaire incomplete or inaccurate.
It does not matter if the submittal of a bid or proposal results in a contract. The statute requires a vendor to file
a FORM CIQ at the time a proposal is submitted or negotiations commence.
WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance
Department. The Finance Department is required by law to post the statements on the City’s
website.
ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed
$500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business
days after the person received notice of a violation.
NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire.
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City of Southlake - RFP1710C170DD170022 - Page 20 of 21
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City of Southlake - RFP1710C170DD170022 - Page 21 of 21
Appendix D – No Intent to Submit Form
If your company has chosen not to submit a proposal for this procurement, please complete this
form and submit to:
City of Southlake
Purchasing Division, Department of Finance
1400 Main Street, Suite 440
Southlake, Texas 76092
Please check all items that apply:
Do not sell the item(s) required Cannot provide Insurance required
Cannot be competitive Cannot provide Bonding required
Cannot meet specifications highlighted in the attached
request
Cannot comply with Indemnification
requirement
Job too large Job too small
Do not wish to do business with the City of Southlake Other: _____________________
Cannot submit electronically
Company Name (Please print): _____________________________________________
Authorized Officer Name (Please print): _______________________________________
Telephone: (_____) __________________ Fax: (_______) ________________________
4J - 24
FIN01 Customer invoices/receipts are itemized with the Activity/Program/Item purchased, the
member enrolled and the payer
FIN02 Option to batch bill at multiple points throughout the week, month, year
FIN03 Option to bill individual customer/account/event at multiple points throughout the
week, month, year
FIN04 Bill reflects transactions since last bill and cumulative balance on account
FIN05 Adjustments to account/bills are made through a standalone process
FIN06 Billing process creates a separate transaction and journal entry
FIN07 Charge to Account is an option globally, by location or by customer type
FIN08 Charge to account amount can have a set maximum that can be control globally or by
member
FIN09 Refunds create a separate transaction in customer history with description of item
refunded
FIN10 Refund options include refund to account, to credit card used in transaction or by
check
FIN11 Software processes transactions as a Receivable Sub-ledger
FIN12 Software is able to process transactions and create journal entries from multiple sites
for multiple funds (fund accounting-GASB)
FIN13 Transfers from one camp/event/class generates a transaction on the customer’s history
and generates a transaction that moves the payment to the new camp/event/class.
FIN14 The general ledger journal entry produced by each transaction must be GAAP
compliant.
FIN15 The software provides a general ledger journal entry file export to upload into the City’s
financial software.
FIN16 The software offers full seamless integration with the Munis financial software
FIN17 The software provides an accounts payable file export to upload into the City’s
financial software.
FIN18 Customer ability to pay online
City of Southlake Functional Requirements
YES
(Inherent)
YES
(Custom)Billing / Invoicing / Financial Requirements NOID4J - 25
FIN19 Customer ability to store credit card or bank information on account for recurring
monthly payments
FIN20 Customer financial information is stored outside of POS module and subject to
restriction through software permissions
FIN21 Software allows partial payments
FIN22 Software provides a product inventory module
FIN23 Inventory module allows import and export of files to manage inventory balances
FIN24 Inventory is based on a transactional process
FIN25 System has ability to prorate a refund and leave the remaining amount and student on
roster to properly pay the instructor their commission amount
FIN26 System should allow for multiple payees and/or third party payees
FIN27 System must have the ability to create installment billing plans for any customer for
any transaction or limited transactions based upon system settings
FIN28 System has ability to process a refund back to the card used without the card being
present
FIN29
System has the ability to process a refund with the following options: full, partial or no
refund based upon system settings (i.e. class already started or occurred) system
users can override this setting based upon security access, refund to account, refund
to original form of payment, refund applied towards new purchase, Apply and track
surcharge fees and discounts, Apply split refund payment types (i.e., ability to process
a refund with portions applied to multiple refund payment methods), Refund "from cash
drawer now" to be limited to same day transactions only
FIN30 Software is PCI compliant
FIN31 System allows for the creation of a scholarship account that they system can charge
against for registrations
FIN32 Scholarship funds can be credited to a member's account in order to be used for
program/activity registration
ID Camp Management Requirements YES
(Inherent)
YES
(Custom)NO
Camp01 Ability to input notes and medical information on camper profile, no character limit
Camp02 Ability to create multiple camp groups and to assign a camper to a group
4J - 26
Camp03 System generated sign-in/sign out sheets and daily attendance sheets
Camp04 Database to store forms/reports for each camper with the ability for parents to
complete form online
Camp05 Ability to upload forms and attach them to a camper’s account
Camp06 Discipline/Incident tracking with signature tracking (i.e. when staff input incident and
parent acknowledges)
Camp07 Ability to create user defined fields or custom questions for registration (medical alerts,
special needs, etc.) with no character limit
Camp08 Ability to assign staff to a camper group
Camp09 Ability to access camper forms, reports, etc. remotely via a mobile device
Camp10 Camp portal for parents to view/receive updates, pictures, forms, reports, to send
messages or emails to, newsletters, reports, updates, schedules, etc.
Camp11 System can auto assign campers to a group based upon predetermined setting (i.e.
age, gender)
ID Case Management Requirements YES
(Inherent)
YES
(Custom)NO
Case01 Ability to track cases (i.e. complaints, injuries, compliments etc.)
Case02 Ability to assign a case type and status
Case03 Ability to assign a case to staff member(s)
Case04 Ability to attach a member to a case
Case05 Ability to assign a priority level to case and specified start date and due date
Case06 Ability to send alert to staff if a case is past the due date
ID Check-in/out Requirements YES
(Inherent)
YES
(Custom)NO
Check01 Must be able to track check ins & outs separately
Check02 Must alert staff with audio & pop-up window if there is an alert on a member’s account
when they check in (i.e. late payment, 1st visit, etc.)
Check03 Allow for audio difference for valid & invalid check-in
4J - 27
Check04 Allow for guest passes that expire after a certain number of check-ins
Check05 System allows for a variety of check-in methods, ID card barcode scan, key FOBS,
mobile check-in with ID card on phone, magnetic stripe, etc.
Check06
When a member checks-in their member profile, with photo, should display. The
system should automatically check for a valid membership, play the appropriate audio
sound (valid, invalid, birthday, etc.) and then allow for the optional entry of a purpose
visit or to check-in to an activity they are registered for.
Check07 Allows for minimum times between check-ins in order to track individual & separate
check-ins
Check08 Ability for staff with appropriate security level to override invalid check-ins, the override
is tracked in the system
Check09 Systems maintain a check in/out log so that current members in the facility are
displayed as well as everyone who has checked-in that day.
Check10 System allows for a predetermined visit length for members (i.e. after 2 hours a
member is automatically checked out)
Check11 Visits are tracked by day, dates & time (AM/PM) and can be pulled in reports based on
member, or above criteria
Check12 System automatically updates the member check-in history upon check-in
Check13 System tracks lost ID cards and automatically deactivates the old ID card once a new
one is made
Check14 System allows for member check-in in any window (passive check-in). I.e. staff can be
completing activity registration and member check-in will be logged
Check15 System check-in will automatically check the member in if they are registered for an
activity that is starting within a predetermined amount of time
Check16 Ability for mobile check-in with a tablet
Check17 Ability to select if a guest must check-in with a member
Check18 Ability to restrict member check in by location, time of day or day of week
ID Childcare Requirements YES
(Inherent)
YES
(Custom)NO
Child01 Ability to check in/out a child and maintain a record of who signed in/out child with
emergency contact information
Child02 Ability to set a min and max age for children
4J - 28
Child03 Ability to maintain an authorized pick-up list for each child
Child04 Ability to input a guardian location within facility for each visit
Child05 Ability to collect fingerprint at drop-off/pick-up for identification verification
Child06 Ability for staff to input notes on a child’s account that are only viewable to staff
Child07 Ability to include child care with a member’s monthly fees but charge a fee for non
members
Child08 Ability to set maximum amount of time (days per week, minutes per day, visits per day,
etc..) that a child can attend
Child09 Track time child is in childcare & notification and Audio alert when time is up.
Child10 Ability to print labels with contact information for child-1 wristband for parent and 1
label for child
Child11 Ability to reserve a child care spot online
Child12 Ability to reserve a child care spot in person.
Child13
Ability to set a grace period for reserved spots, after the grace period has expired spot
reopens (i.e. if 2pm reservation after 15min grace period the spot will become open
again)
Child14 Ability to restrict how far in advance a spot can be reserved
Child15 Ability to restrict how many spots can be reserved within a specific time frame (i.e.
cannot reserve more than 3 spots within a 5 day period)
Child16 Ability to set child care hours separate from facility hours
Child17 Ability to restrict members from reserving spots if they continually no-show
Child18
Ability to set a variable capacity based upon the age of children currently checked in
(i.e. capacity is 20 with only children ages 2-10 but drops to 15 if a child under 2 is
present)
Child19 Ability to purchase child watch spot at one POS station and check child in at a different
station
Child20 Ability for members to scan member card in order to check in/out child
ID Contract Management Requirements YES
(Inherent)
YES
(Custom)NO
4J - 29
Cont01 Allow for electronic signature via a signature capture pad
Cont02 Allow for new contracts to be put into a pending status until approved by a specified
staff. Members still have full functionality while in pending status.
Cont03 Contracts & addendums are stored on a member’s account and viewable to members
via the online portal
Cont04
Contracts can be customized with City’s verbiage and show the member’s name,
contract terms and payment information in addition to any additional
terms/waivers/agreements as specified by the City
Cont05 Unique contract is created for each new member, any changes to membership type/due
requires an addendum to the contract
ID Customer Relationship Management Requirements YES
(Inherent)
YES
(Custom)NO
CRM01 Customer may view and print receipts from online profile
CRM02 Ability for prospect member database and tracking
CRM03 Ability to track tasks, such as phone calls, site visits, emails, etc. for a prospect and
attach a staff member and notes to each task
CRM04 Ability to have a member retention aspect that tracks renewals, expiration dates, check
ins, amount spent with club, etc.
CRM05 Ability to set triggers and reminders that send staff emails regarding a prospect (i.e.
staff get a reminder to follow up with prospect 3 days after visit)
CRM06 Ability to create a member from a prospect account
CRM07 Ability to assign a status to a prospect
CRM08 System will create a prospect account when someone submits a request for more
information from online or app
ID Digital Engagement Requirements YES
(Inherent)
YES
(Custom)NO
Dig01
Ability to generate system notifications (email or text) based upon predefined triggers
(i.e. send email on member’s birthday, report of new members for previous month, new
prospect created, etc.)
Dig02 Ability to send auto generated emails (receipts, confirmations, reminders) to members
4J - 30
Dig03
Ability to send emails based upon variety of filters (Beginning and ending name range,
last active date, Zip code range, age range, grade range, gender, resident status,
database demographic codes, program enrollments, facilities reserved, membership
types held, items purchased, items rented, trips reserved, lockers rented, last visit, etc.)
etc. both automatically through system and generated via staff
Dig04
Ability to send text messages based upon variety of filters (Beginning and ending name
range, last active date, Zip code range, age range, grade range, gender, resident status,
database demographic codes, program enrollments, facilities reserved, membership
types held, items purchased, items rented, trips reserved, lockers rented, last visit, etc.)
etc.
Dig05 Mobile App to allow member check-in, registration, view member account, etc.
Dig06 Ability to have a self-service kiosks where a member can check-in, purchase a
membership, view account, register for program, etc.
Dig07 Ability to upload files that can be used as attachments for system generated emails
Dig08
Ability to attach files to specific program/class that have option to print at end of
registration process (i.e. required medical forms print at end of camp registration so
parents can bring to camp)
Dig09 Ability to opt-out of marketing emails but still receive important informational emails
Dig10 System website and emails are compatible with mobile devices and display
Dig11 System identifies unique email addresses and does not send duplicate emails (I.e. if a
parent has two children registered in same class only one reminder email is sent)
Dig12 Ability to pre-schedule emails (not auto-generate) for a future date based upon variety
of filters
Dig13 Ability to customize email templates
Dig14 Ability to input data fields for emails (i.e. member name, program name, program
location, etc.)
Dig15 Ability for system to send waitlist request payment emails
Dig16 Waitlist request emails includes a link to a unique registration site for only that waitlist
member
Dig17 System has a feature online or on app where guest can input their contact information
to receive more information and/or to be contacted by a staff
Dig18 Ability to customize online registration site to reflect look of City/Marq website
4J - 31
Dig19 Ability to create unique web links that go directly to a specific program
Dig20 Website integrate with current COS & The Marq websites. (i.e. software website is
embedded in City page, City pages utilize Civic Plus)
ID Employee Management Requirements YES
(Inherent)
YES
(Custom)NO
Emp01 Forgot Password reset link sent to City issued email (i.e. System Admin does not have
to reset forgotten passwords)
Emp02 Software must be designed for multi-user system and allow for unlimited number of
users.
Emp03 System tracks all changes made by users
Emp04 System edit audit report can be generated based upon user and will show all edits and
when made to system.
ID Event Management Requirements YES
(Inherent)
YES
(Custom)NO
Event01 Deposits shall be accounted for separately from other charges
Event02 Deposits on file should be applied to outstanding balance on account or refunded
Event03 Deposit on file can be rolled-over toward future event reservation
Event04 Ability to issue equipment automatically for an event if requested on set-up.
Event05 Ability to keep track of the equipment items used for a rental.
Event06 Ability to return equipment automatically once an event is over.
Event07
Ability to allocate equipment for upcoming events, such as the number of chairs,
tables, balls for a sporting event. This will reserve the items so they will be available on
the day of the event.
Event08 Ability to charge for equipment items used on a reservation.
Event09 Ability to create event packages (i.e. party package that includes cake, ice cream,
decorations etc.
Event10 Event packages can be created with different pricing levels (basic, premium, select,
etc.)
Event11 A-la-cart items can be added to party packages
Event12 Ability to add a guest list to an event
4J - 32
Event13 Ability to have other charges calculated for a rental. For example, a selling fee for an
event, rental of other items, equipment, inventory costs, and personnel cost, etc.
Event14 Ability to keep up with different types of people associated with reservation. For
example, renter, payee, bride, florist, etc.
Event15 Ability to maintain the type of person, such as bride, caterer.
Event16 Ability to have a list of requirements that are required for an event. This should be
based on the type of event.
ID Facility Management Requirements YES
(Inherent)
YES
(Custom)NO
Fac01 Must provide reservation capabilities for a variety and unlimited amount of facility types
Fac02 Facilities are managed on a hierarchy based upon facility set-up (i.e. entire gym cannot
be reserved if Court 1 already has a reservation)
Fac03 Software does not allow for double-booking
Fac04 Ability to set specific facilities hours for an entire facility or based upon each
designated separate space
Fac05 Ability to have hours and days for which the facility cannot be scheduled
Fac06 Ability to have dates such as holidays for which facility spaces cannot be scheduled
Fac07 Ability to put comments on a date. For example, the building will close at 12:00pm on
Christmas Eve.
Fac08 System allows for unique maintenance comments which show on the maintenance
schedule. System allows for maintenance set-up
Fac09 System allows for pieces of equipment to be assigned to the facility space and
equipment can be reserved for a specific class assigned to that space
Fac10 Can assign a capacity to each space
Fac11 User can book multiple locations at once
Fac12 User can input the current utilization (i.e. capacity is 20 but current 15 participants in
space)
Fac13
Facility management module must be integrated with other modules (Group X, Activity
Registration, Leagues, etc.) so that when an activity is booked in those modules it
automatically reserves the facility space in the overall schedule
Fac14 Ability to produce a facility schedule listing based on the time frame entered. Able to
view entire facility with all spaces or a specific facility space
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Fac15 Ability to produce a calendar for an individual facility or a group of facilities.
Fac16 Facility calendar integrates with Google calendar
ID General/Misc Requirements YES
(Inherent)
YES
(Custom)NO
Misc01 Ability to update data centrally that automatically pushes to modules (i.e. price
changes, new products, etc.)
Misc02
Ease of use for staff and customers. Limited amount of clicks, extra steps, things to
remember, easy to search and locate classes, reservations, membership etc. online &
in system for purchase
Misc03 Compatibility with iPad for POS, program registration, check-in, child care, personal
training and rentals
Misc04 Ability of system to feed the room schedule into a digital room scheduling system
(Reach TV or others)
Misc05
More than one operator may update the database at the same time, in the same
program. A record locking feature must prevent the loss of data when two or more
users are updating the same record.
Misc06 Provides for multi language capabilities
ID Group X Requirements YES
(Inherent)
YES
(Custom)NO
Grp01 Allow for a combination of registration options (drop-in only, free, paid, included in
membership, etc.)
Grp02 Ability for participants to check-in to class by swiping ID card at class entrance (or
similar check-in method that is not manual entry by staff)
Grp03 Ability for weekly schedule to be posted online
Grp04 Ability to restrict registration to walk-in only for basic classes. Premium classes require
preregistration that can be a daily, monthly or annual pass.
Grp05 Ability to track attendance for every class date including classes that are labeled as
drop-in only
Grp06 Ability to assign instructors to classes
Grp07 Ability to create different class types
Grp08 Ability to assign a location to each class, location can be adjusted for a specific class
day as needed (i.e. outdoor class moved to gym due to weather)
Grp09 Can control how far in advance a member can register for a class and can vary based
upon membership type
4J - 34
ID Instructor Management Requirements YES
(Inherent)
YES
(Custom)NO
Instr01 Remote (web access) login with ability to view programs/classes, roster, class
enrollment numbers & participant contact information
Instr02 Ability to pay on variety of commission levels (%, per hr, per class, per participant, etc.)
Instr03 Ability to manage class via online login. i.e. record attendance, input notes, etc.
Instr04 Ability to assign instructors to multiple activities/programs/classes
Instr05 Ability to double book instructor but system alerts user (i.e. Bowmen Sports can teach
at 5pm in Court 1 & 5pm Court 2 as they have multiple coaches to teach)
Instr06 Ability to generate a commissions report that includes the instructor, activity/classes
taught, total revenue generated and commissions amount
Instr07 When partial refunds are processed, instructor still receives commissions on partial
amount unrefunded and commission report will show this.
Instr08 Instructors are managed separately from system users
Instr09 Instructor Commission report must show any updates and corrections made to classes
and correctly calculate instructor’s commission
Instr10 Ability to retain background check information for Instructors.
ID Inventory Management Requirements YES
(Inherent)
YES
(Custom)NO
Inv01 Must automatically maintain inventory data such as quantity on hand, reorder point,
normal stocking level, cost and quantity on order and provide report for each.
Inv02 Ability to generate barcode labels for inventory. Can track inventory receiving by bar
code
Inv03 Each inventory item must maintain a last sold date.
Inv04 Maintain average cost of inventory items and last cost for items.
Inv05 Inventory system operates as a first-in, first-out system
Inv06 Inventory pricing allows for adjustments in default price based on time of year and time
of day— automatically.
4J - 35
Inv07
Must allow linking an inventory item to sub inventory items, in order to accurately
manage inventory quantities while selling items that are made up of smaller stocked
inventory parts. Example: If a hamburger is sold, the system automatically reduces the
inventory levels of 1 patty, 1 bun, 1 pickle, 1 slice of cheese, etc.
Inv08 Ability to conduct inventory count update in real-time and batch mode via PDA. Must
offer UPC scanning capability for PDA count update.
Inv09 Ability to view inventory per item for any given date range.
Inv10 Ability to make adjustments to inventory reflective of the physical count. All
adjustments are tracked in the system
Inv11
Ability to receive new inventory on a per item or bulk basis, for bulk receiving must
automatically maintain inventory data such as quantity on hand, reorder point, normal
stocking level, and quantity on order and provide report for each.
Inv12 Ability to track inventory sales for any given date range
Inv13 System must generate an inventory listing with item numbers, descriptions, unit of
measure and current inventory levels.
Inv14 The system must provide an inventory price list.
Inv15 The system must provide an exception re-order report that lists all inventory that is at
or below normal stock levels.
Inv16 System will not allow inventory items to be sold if there are none in stock
Inv17 Software must provide physical count worksheets, including item number and
description, with Bin location and room for physical count to be entered.
Inv18 System automatically updates inventory amount as items are sold
Inv19 Ability to make specific inventory items hidden or visible without loss of data
Inv20 Must be able to link default price and sale quantity to each unique transaction code.
Inv21 Must have the ability to link a storage location identifier (Bin) to each inventory item
and one step transfer between locations.
Inv22 Option to set retail price manually, or automatically by flat markup % based on cost, or
by margin.
Inv23
System must allow for the return of an item, which then automatically adds the item
back into inventory with option to not add returned inventory back to system, (i.e.
consumable items that were bad - bananas).
4J - 36
Inv24 PDA or wireless scanner/handheld option must be able to receive inventory, physical
inventory or merchandise/services sales.
ID League/Team Management Requirements YES
(Inherent)
YES
(Custom)NO
Leag01 Ability to create teams and assign players to team
Leag02 System can auto draft players to teams once friend/coach requests have been assigned
Leag03 Ability to create user defined fields or custom questions for registration (jersey size,
Coach/friend requests, coaching interest, etc.)
Leag04 Ability to create filtered, detailed reports based on age, and response to customs
registration questions (jersey size, friend request, etc.)
Leag05 Ability to schedule practice times
Leag06 Ability to create score sheets
Leag07 Ability to auto-generate team members into uploaded roster template
ID Membership Management Requirements YES
(Inherent)
YES
(Custom)NO
Memb01 Allow for unlimited user-defined, additional fields to track customer information
Memb02
Ability to keep a history of the transactions, rentals, registrations, services, notes,
account changes, etc. for a customer. System also tracks when changes are made to a
member’s account and by which staff member
Memb03 Allow for associated scanned documents to be attached to each customer record
Memb04 Allow for customer database that is separate from member database (i.e.. do not need
to join a free membership in order to register for programs or reserve rentals)
4J - 37
Memb05
Ability to collect & edit customer/membership information: ID number, which can be
assigned automatically or manually (unique only), Member name, payer name, status,
gender, birth date (system automatically calculates and displays age), school grade,
email address(s), phone number, residency, address, track waiver signatures, user
defined fields, allow for special needs tracking, store photo, unlimited number of user
defined family member code/associated accounts, primary guardian & secondary
guardian name, address, phone number & email, email address, emergency contact
name, address, phone number(unlimited)--including order of contact, resident/non-
resident status, unlimited household type, status, tracks date customer added to
database, tracks user & date for all customer/system interactions (emails sent,
transactions, account status changes, account edits, etc.) allow restricted payment
types, unlimited comments that are viewable to staff only, ID card- lost card tracking
Memb06 Fields listed above can set to be required or not required for entry
Memb07 System must allow for checking for duplicate accounts when entering new customer
information and warn operator about duplicate prior to continuing
Memb08 System allows for merging of duplicate accounts in system and maintains all customer
history for both accounts
Memb09
System should allow drop down box that is a required field, with the selection of street
name values of: Street, Lane, Court, Circle, Road, Parkway, etc. This way it ensures
there are not multiple entries for Street or St., Parkway or Pkwy. This option should
reside on both the Internet side and the System User's side.
Memb10 Ability to have a member (i.e.. child) on multiple accounts as one member record. For
instance if a child is on both parent accounts if parents are divorced
Memb11 System allows for tracking of family, company or household. Member may be individual
member or member of family household
Memb12 System allows for search of customer by name, payer, status, membership type,
member ID number
Memb13 Ability to remove/purge inactive accounts & history with sufficient security clearance
Memb14 Allow for unlimited types of memberships, both paid and free
Memb15 Memberships can be valid for a set date range or number of visits or combination of
both
Memb16 Visitations can be limited by pass type, day of week and time of day. Use restrictions
may be placed on membership types.
4J - 38
Memb17 Membership status can be changed at anytime to frozen, cancelled, suspended,
expired, etc. and the membership dues are updated to correspond with the status
Memb18 Allow for multiple due terms for the same membership (annual, month to month, etc.),
these may also vary based upon renewal or new members or resident/non-resident
Memb19 Allow for annual memberships to automatically renew to a month-to-month terms
Memb20 Must be able to track visit history & statistics for each member
Memb21 Must be able to set the number of months in advance the membership will expire or the
date the membership expires
Memb22
Memberships must be able to be sold in advance and become active on a specific date,
month to month charges will also being on that date. (I.e. membership purchased in
July but does not become active until October)
Memb23
Members may access their account online at any time. They can view all
payment/registration/reservation history, current program registration & reservations,
contracts, automatic payment types, monthly dues, check-in/outs, have ability to
update preset contact & financial parameters, etc.
Memb24 Can restrict membership types by age and residency and system will auto filter to
correct membership type based upon member's information
Memb25 Memberships are discountable (i.e. military discount)
Memb26
Member registration can be completed online via member or in-person via staff. If
completed online member’s must come in-person to verify membership residency;
however, system will continue to process billing if residency never verified
Memb27 System must allow for storage of member photo and printing of plastic ID cards
without having to use 3rd party software
Memb28 Membership ID cards graphics can be customized on both sides.
Memb29
System tracks membership suspensions and membership automatically becomes
active at end of suspension. System also allows for manual entry of suspension status
(i.e. no expiration until staff reactivates)
Memb30 System gives user option to continue to charge monthly dues while membership in
suspension status
Memb31 System allows for member renewals and member cancellations (with refund if
applicable)
Memb32 Allows for membership transfer, both between membership types and a membership
from one member to another
4J - 39
Memb33 Ability to inactivate a member for any reason
Memb34 Ability to store a member’s credit card or bank information on file for monthly billing
and/or charge to card on file for POS payments in compliance with PCI.
Memb35 Ability to track member referrals (amount of and who) and credit member’s account
after a set number of referrals.
Memb36 Ability to restrict/flag member’s account because of a late balance or returned payment
with options to restriction purchases/attendance until flag cleared
Memb37 Ability to maintain a “Friends” file. These members can get a discount, a free rental
etc. during a specific time period.
Memb38 Ability to have ‘guest’ accounts that track guest check ins. Guest accounts re-set on an
annual basis.
Memb39 Auto generate email when membership expires that includes an easy one click re-
enrollment link
Memb40 System has ability for members to add money to account to be used at POS
Memb41 System allows for scholarship amount to be added to member’s account that can be
applied to a specific registration
Memb42 Must provide a method for manually posting attendance and revenue data from remote
locations that are not "real time" to the central database.
Memb43 Option to assign pass/membership numbers automatically or manually.
Memb44 System must be able to sell a family pass in one step, with separate passes for each
member.
Memb45 Both limited and unlimited membership types are allowed for each member. Example,
we have members who belong to Senior Center, and fitness center.
Memb46 Unique waiver/contract is required for each pass/membership type, is generated and
can be signed via electronic signature pad
Memb47 Ability to scan driver’s license during registration process and member information will
auto populate
Memb48 Ability to resend email receipt from customer transaction listing
Memb49 Inquire about an individual's medical record (password protected).
Memb50 Allow for a discount to be applied to a specific monthly payment. Ability to adjust end
dates to annual memberships.
Memb51 Allow 'bulk' discount in case of facility closure, etc. to all memberships without having
to apply individual discounts.
4J - 40
ID Online Management Requirements YES
(Inherent)
YES
(Custom)NO
On01
System allows for real-time access directly to database. Transactions are completed in
one operation with rosters, financials, schedules, demographics and statistics updated
automatically
On02
System will ‘hold’ a participant's spot on the roster during the online registration
process or if it is put in their shopping cart. If registration is not completed the spot is
released after a specified amount of time
On03 Display online maps/photos of facility space for online rentals/reservations
On04 Each member is issued a unique username and password in order to access the
database and their account online
On05 Members can reset their online password remotely via a ‘forgot password’ link/email
On06
System controls what database information is allowed online for viewing/processing.
System online functions are controlled via the central database and are automatically
updated when database is edited.
On07 System allows for a minimum of 1000 simultaneous web transactions
On08
Members may access their account online at any time. They can view all
payment/registration/reservation history, current program registration & reservations,
contracts, automatic payment types, monthly dues, check-in/outs, have ability to
update preset contact & financial parameters, etc. They can also reprint receipt.
On09 System allows for customer to update file information (address, phone, emails, etc.)
and pay off existing balances.
On10
System allows for employee login for general system functions such as reporting,
inquires and daily processing. Software must allow for employees with nothing more
than internet access the ability to work with the software
On11
Allows for online program registration, reservations, rentals, memberships, group
fitness, personal training and child care. System users may restrict online registration
based upon each module
On12
System must include a detailed facility search function allowing for customers to
search for available facilities online. Search criteria include types, locations, amenities,
keywords, dates, times, headcounts, and day(s) of the week.
On13 System must control which facilities are allowed/available for online booking.
On14 Online rentals system can put restrictions on dates/times and/or how far in advance
according to membership type
4J - 41
On15 Facilities may be set-up to allow for on-line schedule viewing only - no online
reservations allowed.
On16 System allows for on-line membership processing/sales.
On17 System must allow for on-line membership renewal processing.
On18 System must control which memberships are allowed/available for online registration.
On19 System allows for detailed membership information to be displayed including
description of membership, fees, age criteria, and valid membership dates.
On20 System allows for detailed information about each program/rental/reservation to be
viewed (date, time, description, ages, instructors, cost, etc.)
On21 Ability to purchase and redeem gift cards online
On22 Ability to obtain electronic signature for waivers with online registration for all
modules, If waiver is not obtained registration is not completed
On23 Ability to have images, videos, and graphics display on the website.
On24
System must allow for controlling the number of registrations that are allowed via the
Internet. Example: If the program has a max count of 25, must be able to set the max
number of enrollees via the Internet to 15 (reserving 10 slots for walk-ins/mail-ins).
On25 System must control the dates and times allowed for online registrations by program,
and by customer residency type.
On26 System must include a detailed program search function allowing for customers to
search for programs online. Flexible keyword search capability is required.
On27 System will present custom program questions during the online enrollment process.
On28 Detailed program registration receipts are provided both onscreen and directly e-
mailed to the customer's e-mail address.
On29 Current members may view existing memberships and expiration dates
On30 System allows for on-line locker reservations.
On31 System allows for detailed locker information to be displayed including locker location,
linked locker room, type of locker, and fees.
4J - 42
On32 System must allow for customer to enter desired locker type (full size, half size, keyed,
combo) and will return valid locker options based on search criteria.'
On33 System must allow for controlling what lockers are allowed/available for online
registration and viewing.
On34 System allows for online personal trainer scheduling with a specified trainer
On35 System will sync with member’s calendars (i.e. register for program, program dates are
now automatically added to members personal calendar)
On36 Link to social media so members can share activities/classes/programs as they view or
register
On37 Ability to purchase daily passes that can be redeemed at a later date and removed from
account. Online daily passes printed with barcode for quick access to facility.
On38 Ability to purchase birthday party packages online, while making purchase a la carte
party package items are shown during checkout process
On39 System recommends similar classes or programs of interest based upon member's
shopping cart, programs viewed and/or past purchases
On40 System allows for enrollment to waitlist online without payment required
On41 Ability to request a reservation on-line with immediate or pending approval. Once
approved, the renter should be notified by email or phone.
ID Personal Training Requirements YES
(Inherent)
YES
(Custom)NO
PT01 Ability for staff to input trainer availability schedule and with correct access personal
trainer can update schedule
PT02 Ability to have unlimited number of personal trainers all with different availability
schedules
PT03 Trainers only have access to view their schedule and client information (email, phone
only)
PT04 Ability to input notes into personal training reservations that only staff can view (i.e.
medical information, session goals, etc.)
PT05 Ability to input notes that customers can view in member online portal on personal
training reservations (i.e. session wrap-up, items to work on, etc.)
PT06 System generates notification to personal trainer & customer when reservation is
created/deleted/canceled
PT07 Ability to control refund amount when a session is canceled or rescheduled (i.e. no
refund if within 24 hr)
4J - 43
PT08
Ability to sell a session package that is credited as the sessions are scheduled and
occur (i.e. purchase a 10 pack of sessions, only 10 sessions are allowed to be
scheduled/rescheduled and are removed from package as they occur
PT09 Ability to discount personal training reservations
PT10
System does not allow for double booking on personal trainer calendars but does
accommodate for small group personal training reservations that credit against a
client's package (i.e. trainer cannot book two clients at the same time unless those
clients have a purchased a small group personal training package)
PT11 Staff have view and schedule personal training reservations on any trainers calendar
PT12 System tracks cancellation & reschedule reasons and whether it was by the client or
personal trainer
PT13 Ability to set-up multiple personal training package pricing that vary based on the
instructor, schedule time, package size, etc.
ID POS Management Requirements YES
(Inherent)
YES
(Custom)NO
POS01 System must allow for the sale of inventory items (with full inventory control),
miscellaneous sale items, tickets, and services
POS02 System must allow for the completion of transactions in multiple modules resulting in
one receipt.
POS03 Receipt shall be automatically generated for cash payment type printed or emailed.
POS04 Receipt shall contain camp/event/class detail
POS05
Operator is able to update and make changes to any part of transaction at any point in
process prior to printing the receipt and do not have to restart process if changes need
to be made.
POS06 Ability to accept/process gift certificates, coupons, vouchers and discounts with
reporting on usage
POS07 Supervisor override shall be assigned to specific users for specific transaction types,
dollar amounts, percentages
POS08 User ability to record internal notes by transaction
POS09 Daily processing cut off time in software is flexible to match cut off on credit card
processor
POS10 Batch posting end of day process that allows cashier to step away from the terminal
and balance transactions with drawer balance at a different terminal
4J - 44
POS11 Product sales made at POS shall automatically update inventory of item sold
POS12 Closing process allows users to enter beginning and ending coins, currency, checks
and credit cards in drawer
POS13 Closing process automates balancing by comparing drawer count with transactions
posted
POS14 Credit card terminal integration that allows customer to swipe card and attach to
customer account for future use (credit card does not leave customer’s possession)
POS15 Credit card terminal allows customer to sign electronically and store receipt image with
signature in software with number redaction
POS16 System allows for multiple payment types including card on file and charge to account.
Charge to account will be collected at next billing cycle
POS17
A drop in item (e.g. adult swim) can be tagged as an attendance item. This attendance
can be reported on individually or as a consolidated attendance report for programs,
rentals, memberships and drop ins.
POS18 Ability to reprint receipts or email.
POS19 Ability to assign particular sales to preset keys.
POS20 System can print UPC/SKU/barcode labels for items.
POS21 System can scan UPC/SKU/barcode and pull up the associated item for purchase
POS22 Any items sold in point of sale must be able to be linked to any revenue account
number.
POS23 System allows for an unlimited number of category/transaction/product codes
POS24
Must be able to have 'no sale' option to open the drawer without completing a
transaction and have that added to the transaction list. Option can be limited based
upon staff system access
POS25 System has key buttons. (e.g. Main page has a concession button that when selected
displays all concessions options.)
POS26
POS and other modules have access to the same account balance. (e.g. Parent can put
a $200 credit on account and the student can use that credit through POS.) Option to
use or not use for monthly membership draft payment.
POS27 System accommodates reporting on a centralized basis (e.g. system-wide totals) as
well as on a local basis (e.g. totals for a particular station only).
POS28 Ability to display cash transactions including balance owing and change to be
returned.
4J - 45
POS29 Ability to search payment transactions by a customer, company payer, payment type
(i.e. cc number, check number), date, workstation or user
POS30 System must allow for customer/household credit balances, with the ability to apply
multiple ways.
POS31 System must allow for split payments among multiple payment methods.
POS32 Must track sales history for at least 24 months.
POS33 Allow for a sale date range with an associated sales price to automatically apply during
dates entered.
POS34 Capable of creating and tracking unlimited number of tickets.
POS35 Ability to link each ticket type to its own revenue account code.
POS36 Ticket printing feature with customizable ticket layout options.
POS37 A begin and end sale date range may be associated with each ticket type.
POS38
Each of the following types of commission types may be associated with the ticket
sales. Each ticket type may he assigned a commission type for remittance of ticket
revenue to the vendor: flat amount of sale price, percentage of sale, flat cost remittal
POS39 The system must allow for the sale of an unlimited number of line items for each
transaction.
POS40
Must allow for the selection of the item/service/ticket to be sold by each of the
following methods: Selecting the item from a list, Barcode (UPC or other) scanning,
Programmable keyboard or keypad, Touch screen sales interface. Touch Screen layout
must be customizable.
POS41 Must allow for an assigned global discount, which would then automatically discount
all items for a given day.
POS42
Sales menus must allow for unlimited number of drill-down screen layouts, to
accommodate any number of inventory items at the point of sale as well as substitute
items sold within combos.
POS43 POS sales screen must allow for user-defined buttons—size, color, Function, type.
POS44 System must provide the option to print or not print receipts.
POS45 System must have the ability to sell and redeem gift cards. System must maintain gift
card balance and all transaction history associated with each card.
4J - 46
POS46 System must allow for the deletion (void) of a single item during a transaction, without
having to start the transaction over again.
POS47 System must provide the option to link a transaction to a customer for reporting and
statistical purposes.
POS48
System must provide for coupons or discounts, with the ability to discount a flat dollar
amount or a percentage amount. In the case of a percentage, must be able to take
percentage of last item sold (in the current transaction) or all previous items sold (in
the current transaction).
POS49 Ability to resend email receipt from transaction listing
POS50 Ability to retrieve daily close reports at a later date
ID Registration Management Requirements YES
(Inherent)
YES
(Custom)NO
Reg01 System must allow for registration into any type of program (summer camps, athletic
leagues, swim lessons, preschool programs, etc.)
Reg02 Ability to sell annual passes for some programs, such as premium group X.
Reg03 System allows for multiple program fees to be charged based upon member criteria
(i.e. resident vs non-resident)
Reg04 Program numbers must allow for a minimum of six (6) digits, and be completely user-
defined.
Reg05 System Allows for linkage to a user-defined program type/group code.
Reg06
System allows for program to be associated with an activity sub-type code and
category designation. These associations are then used for report sorting (e.g., show
all youth classes) and search options (e g,, find all soccer category programs).
Reg07 Programs may be linked to a unique, user-defined waiver letter.
Reg08 Must allow for multiple sections/sessions to be associated with a program number.
Each session is a unique item in the system with unique program session data tracked.
Reg09 Programs must be able to be associated to multiple facilities (locations), and the
system must he able to reserve those facilities automatically.
Reg10
Program facility set-up/maintenance needs must be able to be linked for each the
program. These set-up comments are to be included on facility set-up schedules and
reports.
Reg11 Designate minimum and maximum age range.
4J - 47
Reg12 Ability to set registration based upon age at program start or age as of a specific date
(i.e. age as of Sept 1, 2017)
Reg13 Designate minimum and maximum grade range.
Reg14 Ability to assign program meeting days & times – days on which the program will be
held.
Reg15 Minimum number of registrants
Reg16
Maximum number of registrants. System must allow for a max number of residents and
max number of non-residents separately. Example: Only 5 non-residents allowed in
program.
Reg17 System allows for multiple program fees to be changed
Reg18 System must allow for separate Resident and Non-resident begin and end enrollment
dates and times.
Reg19 Display the number of registrants currently enrolled (with breakdown by resident and
non-resident count).
Reg20
System must handle full program waitlist enrollments. Display the number of
registrants currently on the waiting list. System allows for a maximum number of
waitlist entries per program-session.
Reg21 Ability to place a requester on a waitlist if the activity/program is filled and fill from the
waitlist without reopening program registration
Reg22
If a spot becomes available for a sold-out program, the spot is held if there is a wait list
(i.e. since the program has a waitlist, someone trying to register will be added to the
waitlist even though a spot is open)
Reg23 System must include an option for requiring a valid pass membership for program
enrollment.
Reg24
System must allow for a customer receipt note/comment to be associated with each
class. Comment must be reusable (assigned to multiple programs), unlimited in length
and be able to print out on customer receipt.
Reg25 System must allow a unique comment/note for a particular program-section (e.g., only
print on receipt if section C is selected for enrollment).
Reg26 System should allow for recording program attendance and reporting.
Reg27
System allows for unlimited brochure comments for a class to be created. These
comments will print in brochure generator report and also viewed on screen in system
searches.
Reg28 Programs must be able to be flagged as Child Care activity/programs, for IRS deduction
statement purposes. System must produce the IRS childcare statements on-demand.
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Reg29 Need the ability to prorate programs based on remaining class dates.
Reg30 Allow input of budget information by activity section level.
Reg31 Program keywords may be associated for each program session, allowing for program
search functions by keywords.
Reg32 System allows for multiple registration discounts/pricing (i.e. first child is $10, second
is $8, etc.)
Reg33 Program skip days-System allows for entry of at least ten dates on which the program
will not be held. Skip date information will also appear on customer receipt.
Reg34 System allows for separate refund fees to be assigned to each program. User can
choose to charge fee at time of refunds based upon system access
Reg35 System allows for program fees to be assigned to more than one GL account
Reg36 Ability to maintain miscellaneous information, such as school, T-Shirt size, etc. for
each participant.
Reg37 Provide an option to discount fees.
Reg38
The system will automatically select and apply the appropriate customer type fee
(Resident, Non-Resident, Senior Citizen, Non Profit, etc.) based on the information in
the customer's record.
Reg39
System allows cloning of classes or sessions when entering programs (i.e. Fall 2016
session with programs can be cloned and all program dates adjust for Fall 2017
automatically)
Reg40 Multiple instructors may be linked to each class/program section
Reg41 System allows for prerequisites to be required before registering
Reg42 System includes ability to calculate instructor pay. Feature allows designating only
certain program fees to be included in instructor pay processing calculation.
Reg43 Multiple pay rates (hourly, percentage, per enrollee, flat fee) can be linked to an
instructor.
Reg44 System must provide for a "Reminder Notes" area for each activity and section.
Reg45
System must allow for a user-defined enrollment questions page allowing for any data
fields/questions to be set up and tracked for the program. During the enrollment
process the questions defined here will be presented for input. Example: T-shirt size? --
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Reg46
System must allow rosters to be transferred to history, while being able to access this
data for inquiry and reports for up to five (5) years. After transferring the rosters to
history, the activities may then be updated with new dates, times, etc. for the following
season/year processing (using the same number).
Reg47
Bulk program field adjustment feature, allowing for across-the-board adjustments to
existing program offerings, such as beginning ending days of the program, days of the
week, comments, fees, etc.
Reg48 Allow for the transfer of enrollees from one activity to another (and properly handle the
financial data even when fees are not the same)
Reg49 System allows for entering of pass/fail for prerequisites (i.e. Swimmer cannot take
Level 3 without passing level 2)
Reg50 System allows for batch rollover of program participants to a new program (i.e. all
participants from Level 2 swim are moved to Level 3)
Reg51 Allow an individual to register in multiple classes/programs without having to reselect
the individual for each program selected.
Reg52
Allow for the registration of multiple family members into multiple classes at the same
time, without having to reselect the household. All transactions must print on a single
receipt.
Reg53 Allows for multiple household members to be selected at once and enrolled into
multiple programs at the same time.
Reg54 Allow for bulk registration, whereby the class/program is selected once to register any
number of participants.
Reg55 When an individual cancels from a program, a slot becomes free and the system must
remind the operator at the time of cancellation that there is waitlist for program
Reg56 System allows user to select check boxes when registering multiple family members in
multiple programs
Reg57 Ability to set registration rule to prevent child being registered without adult when
class requires it
Reg58
During registration system should warn the operator if a registration does not meet the
age, grade, gender, or buddy list, etc. requirements for the activity section. Registration
cannot be completed unless override approval is granted
Reg59
During registration system must be able to select an individual by name, guardian
name, ID number, telephone numbers, or bar coded card to process a registration or
other type of transaction.
Reg60 During registration system provides the ability to override or adjust class fees, with
proper rights.
Reg61 Must provide for automatic late fee calculation.
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Reg62
Must provide for late registration fees to be calculated automatically with different
costs associated based on the type of registration processed (i.e. adult late registration
fees and youth late registration fees)
Reg63 System overrides that require appropriate system override access- age, grade, gender,
over enrollment, late registration, refund past deadline
Reg64 Ability to set early registration dates that are restricted to specific membership types
and/or resident/non-resident
Reg65 Ability to set early registration discount dates, prices automatically adjust once
discount period has ended
Reg66 System automatically checks to see if a member is already enrolled in current
program/activity during registration
Reg67 System checks if a member is already registered for another program/activity that
occurs at the same time, will alert user/member before continuing
Reg68 System must have a method for calculating automatic enrollment discounts for the
enrollment of second or third child into the same session or program type.
Reg69 Ability to control max registration based upon member status (i.e. only 20 spots open
for non-resident out of 30 total spots)
Reg70
The system must produce a printed receipt, with class name, dates, times, locations,
descriptive comments, payment information, date/time of transaction, operator and
payment method. Additional comments may be selected just prior to printing.
Reg71 Must have the ability to process transfers and cancellations for individuals or the entire
class, in a single transaction
Reg72 System must allow for updating charges, payment reversals, refunds, partial refunds
and credit balance refunds.
Reg73 During a registration, a special needs note may be entered for the registrant, which
would then show upon the class roster.
Reg74 During a registration, a referral code (e.g., How did you find out about this class?) can
be assigned to the transaction far analysis purposes.
Reg75
During registration, system must allow for a custom questions to be asked (e.g., Do
you need shin guards for this soccer program?) and apply any additional associated
fees. (e.g. $10 for shin guards). If a fee applies to a Question and the customer orders
more than one, then the system must be able to calculate the amount ordered and
charge.
Reg76
Program registration receipts must include city/department logo on the standard
receipt print. System must allow for multiple logos based on location (option for
different logo for each Recreation Center/location).
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Reg77
System must provide for a customer/patron schedule print (preferably in calendar
format) that displays all program registrations for a customer/family with enrollee
name, date, and location of the program.
Reg78 Software must include on-screen, information-based viewing capability. The ability to
inquire (no changes allowed) about program information is required.
Reg79 Inquire/View by roster date or name for current and previous year program roster
entries.
Reg80 Inquire/View about miscellaneous income and expense postings for activities.
Reg81 Inquire as to activity status, view activity set-up parameters, comments, notes, and
enrollment information.
Reg82 Inquire about household data, addresses, phone numbers, transactions history, current
enrollments and family member details.
Reg83
System must include a search function—enabling system operators to easily and
quickly find program details and information based on program criteria such as dates,
times, ages, grades, locations, and codes.
Reg84 Inquire /search based on program keywords (user defined).
Reg85 Inquire/view program data based on program groupings—categories, types, sub-types,
and/or supervisor.
Reg86 Inquire/view program instructor details and information.
Reg87
Inquire/view/print custom questions. Be able to create a report by each question,
showing the question, answer, customer contact information, totals. Example: If a
question reads "Will you be a head coach? If customer answers YES, then a report can
be printed to extract all customers that answered yes to this question.
ID Rental Management Requirements YES
(Inherent)
YES
(Custom)NO
Rent01 Must provide scheduling/reservation capabilities for any facility type, such as gyms,
fields, courts, shelters, rooms, auditoriums, rinks, pools, pavilions, parks, etc.
Rent02
Must provide the capability to manage any number of facilities by a hierarchy of facility
type, location, and unique identifier as described by the user. System should provide
for reporting and analysis of reservations by each of the hierarchy types (by location,
by type, by specific facility).
Rent03
Customer data must be shared with the activity registration, membership, league
scheduling and other system modules. A single file for customer data that is accessed
by all parts of the software is required.
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Rent04 Must allow for comments to be attached to a specific reservations that are viewable to
staff only
Rent05 Software must manage facilities with overlapping areas rooms (not allow double
bookings in overlap situations).
Rent06 System must allow for multiple fees for each facility, each of which is linked to a unique
City revenue account code and general ledger account number.
Rent07 Software must allow for tracking, billing and collecting of billable services such as staff
costs, custodial fees, lighting, clean-up, and security.
Rent08 Software must allow for premium billing, where rate differences are automatically
calculated based on season, time of day, day of week, or holidays.
Rent09
Fees must adjust automatically based on time/dates of the reservation, membership
type and the fee being a daily rate, hourly rate, flat rate, flat rate plus, or weekly rate fee
type.'
Rent10 Software must allow for fee discounting at the time of the reservation.
Rent11 Must allow for future payments, partial payments, payment reversals, credit balance
refunds, and deposit payments and returns.
Rent12 Ability to rent out a group of rooms together and to have a price for the grouping.
Rent13 Ability to have a minimum charge for a rental. For example, a 3 hour rental minimum.
Rent14 The system will allow reservations at least ten (10) years in the future.
Rent15 Ability to have a wait list for a specific time for a facility that is booked.
Rent16 Ability to notify the operator when there is a wait list if an event is canceled and to
review the wait list
Rent17 Ability to restrict how far in the future members can reserve facility based upon
membership type and/or facility space
Rent18
System allows for minimum time prior to bookings and maximum advanced reservation
times. Example: Ability to allow reservations six months out, with no reservations
allowed within three days of reservation date.
Rent19 The system will store facility images (pictures) for access/display, including display on
the Internet and receipts._
Rent20
System must allow for unique facility questions to be set up for prompt during facility
reservations process. These questions, defined when setting up the facility, will be
presented for input during the reservation. Example: Do you need on-site security?
Rent21 Ability to link facilities into facility groups to allow for reserving multiple facilities in
one step.
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Rent22
System must allow the user to maintain as much history as desired. Reservations may
be kept in database indefinitely. This requires that data purges include the option for
the user to select the date ranges and types of reservations to be removed.._
Rent23 Software should allow tracking of attendance by both room/field and building/complex,
and report if adding an event will exceed allowable attendance.
Rent24
The system should be flexible enough to handle equipment rentals, birthday party
rentals, pool rentals, pavilion rentals and gymnasium rentals, as well as any other
items that can be signed out for a period of time.
Rent25 Ability to assign a rental code of up to ten (10) alphanumeric characters to each rental
item.
Rent26 Ability to assign make, model, serial number, and description to rental item.
Rent27
Ability to link a rental item to a rental classification, which provides for the collection of
additional information from the customer based on what is being rented. For instance,
if certain data is required for a rental, the system will request this user-defined data
such as the number of attendees, tables, etc.
Rent28 System will track revenue and number of times rented YTD, as well as hours rented
YTD. Ensure YTD is customizable for October 1.
Rent29 Allow unique comment text linked to the rental item which would then print out on the
customer receipt.
Rent30
Ability to link multiple rental items together as a rental group, allowing for a single
package rental to be processed. Example: Pool rental, concession items, additional
hours.
Rent31
Ability to assign a capacity or headcount allowed to each rental item. This feature
allows for a single item to be created, with a capacity entered (number of units).
Reservations are then processed and tracked against the number of units available.
Example: 500 chairs; rent 300, then 200 are still available.
Rent32 Ability to search for a facility based on criteria. For example, a room that will hold 100
people on a Saturday in November.
Rent33 Be able to identify amenities/unique features of each rental item—for use with search
functions.
Rent34 Allow multiple fees to be assigned to each rental item, which then default at the time of
the rental.
Rent35
Multiple customer fee types may be created and associated to the fees linked to each
rental item. Fees will automatically be charged based on the customer type. Examples:
resident, non-resident, commercial, non-profit, employee, member, non-member, etc.
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Rent36 System must allow for the rental and advanced reservations of items with or without
fees.
Rent37
Must allow for the following types of reservations: One time reservations—one day
only, Pattern reservations—every Tues. and Thurs. for the next four months (in one
process), Random Pattern reservations — any combination of any date sequence (in
one process), Internal reservations—reservations not linked to a household or
organization, Activity reservations, League schedule reservations, Personal Trainers,
Rent38 Software must allow for a customer to reserve multiple facilities, for date ranges in
single transaction.
Rent39
The system must provide capability to maintain (make changes to) current reservations
(i.e., system does not require deletion of current reservation and reentry of a new
reservation to make a change).
Rent40
The system should automatically prompt to generate a contract with customer
name/address with details of bookings; charges; and special requirements. Contract
generation can be controlled based upon facility space or rental type
Rent41 Software must warn operator, if a conflict exists prior to the completion of a
reservation.
Rent42 Software must allow for the booking of rain dates while booking the main reservation.
Rent43 The system must allow for the transfer/cancellation of a reservation, with the
appropriate transfer/ Cancellation fees.
Rent44
The system must provide for updating charges, partial payment processing, damage
deposit payments and refunds, payment reversals, transfer/cancellation fees, and
credit balance refunds.
Rent45 The system must allow for reprinting receipts and batch printing of receipts.
Rent46 The system must create and track invoices.
Rent47 System must print statement/invoices for rentals by event or customer.
Rent48 Ability to attached approval documents (insurance, permit, etc.) to a reservation
Rent49
Must have the ability to schedule multiple weeks without having to enter the user
information into each time slot. Must also be able to exclude specific time slots during
the scheduling process.
Rent50 System most allow for bookings past midnight (over 2 days) without having to make
multiple reservations (24 Hour reservations).
Rent51 System must show changes/booked events as they happen in real time.
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Rent52 System must show a calendar view of available rooms, facilities, etc.
Rent53 System must show Permit/Contracts arranged first by dale, then room and time, or
facility and time.
Rent54 System should show payment process by color code.
Rent55 System has the ability to set payments weekly, monthly, etc., and have the ability to
apply a payment by how a customer pays (i.e., weekly, monthly, etc.).
Rent56 System should allow turn-on and turn-off of the ability to do on-line internet
reservations, as allowed by operator's security the status.
Rent57 Auto generate email with confirmation, reservation policies & procedures and park
rules
Rent58 Ability to track correspondence on the activity/reservation. Phone Calls, emails, etc.
This should include the date/time and comments.
Rent59 Track rental changes made by who/when
Rent60 Must allow for comments to be attached to a specific reservations that are viewable to
customers & prints on their receipts/reservation confirmation
Rent61 Deposits shall be accounted for separately from other charges
Rent62 Deposits on file should be applied to outstanding balance on account or refunded
Rent63 System must be able to accept and track damage deposits.
Rent64 Rentals can be set to book without a fee (i.e. staff meetings) with ability to track no fee
rentals.
Rent65 System has ability to offer another similar facility if desired facility already booked or
offer other dates the desired facility is available
Rent66 Automatically account for set-up/tear-down time before & after rentals
Rent67 System prevents double booking if reserving same location online and in-person at
same time
Rent68 Reservation policies are automatically sent to customer via email with receipt
Rent69 Ability to do a quick reservation with no fee directly from facility calendar
Rent70 Ability to track reservations into user-defined statistics and reporting groups. Example:
All reservations that were for weddings.
Rent71 The rented item/slot/equipment/campsite may be selected using a pick list, barcode
reader, programmable keyboard, or magnetic stripe reader.
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Rent72 The out date and time defaults to the current date and time, but may be changed by the
operator to a future date or time for future reservations.
Rent73
System must include a fully customizable, Touch Screen, graphical rental interface that
can be used for viewing and processing Rental reservations. Example would be a
graphic/visual representation of gymnasium that is touch screen based and allows for
viewing and processing of reservations.
Rent74 Must be able to rent to a customer/organization or directly to an individual member.
Rent75 The system must warn the operator of any conflict when attempting to rent a facility or
an item, and allow the operator to search for another facility and/or item.
Rent76 While showing the default fees associated with the rental when making the reservation,
the operator is allowed to add additional fees at the time of the rental,
Rent77
Must be able to rent multiple items while producing only one receipt. Rental groups
must be allowed to link multiple items into a single group allowing rental of packages.
Examples: Birthday party packages and add additional guests or extra cake.
Rent78 Custom questions must be tracked during rental reservation process. If applicable,
answers to custom questions will automatically update fees charged.
Rent79
Must print a receipt showing the rented item, renter information, date/time out,
date/time to return, amount due, unique comment, fee information, payment method,
date and lime of transaction, and operator.
Rent80 System must provide ability to assign and track a condition code to the item at the time
of the rental and upon return.
Rent81 The system must provide for rental returns. Return process tracks rental items as they
are returned.
Rent82 Must allow for the updating of charges during the return, to take into account early
returns, late returns, and damages to equipment.
Rent83
Must be able to return an item without knowing who rented the item. Example: If an
item was returned during closed hours, the system should be able to select the item,
then display the last renter name.
Rent84 Must allow for a rental reservation change without having to cancel the original rental
and then re-rent the item.
Rent85
Must allow for a Quick rental capability that is touch screen based. Check-out of
equipment (e.g., weight belts, balls) with no fees, in a completely customizable touch-
screen process.
Rent86 Must allow for installment billing. Example: If an ongoing rental be able to bill monthly.
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Rent87 Ability to reprint contracts, amendments, receipts/permits at any time.
Rent88 The system must allow for the printing of rules and regulations letter at the time the
reservation receipt/confirmation is printed or emailed.
Rent89 Facility/Rental availability calendar, showing rented and open times for Facility/rental
items in calendar format.
Rent90 Inquiry of all outstanding rentals by rental item type (category).
Rent91 Must allow facility schedule inquires by date (i.e., see schedules for any date/date
range).
Rent92 Ability to view reservations for a specific facility in calendar format.
Rent93 Inquiry by any level of the facility hierarchy—view reservations by type, location, and/or
ID.
Rent94 Software must provide for viewing of all reservation details for a given facility, such as
who made the reservation, the purpose, when, for any given date range.
Rent95 Software must allow for viewing schedules for multiple facilities at the same time.
Rent96 Inquire reservation information by customer/organization name or reservation number.
Rent97 Ability to print 'permits' for individual to print and show as proof on-site. (i.e. pavilions,
etc.)
Rent98 Ability to limit number of reservations in a given time (no more than 4 indoor turf
rentals in a two month period or no more then 3 consecutive weeks in a month).
ID Reports Management Requirements YES
(Inherent)
YES
(Custom)NO
Rpt01 System must provide standard reports
Rpt02 System allows for reports to be printed to a selected printer by user or exported to
PDF/Excel or Word (for brochure purposes)
Rpt03 All reports must include an option to view on screen prior to printing
Rpt04 Direct e-mail feature from system reports with file attachment option
Rpt05 Ability to print sign in/out sheets/report for all activities/programs/camps/classes.
Ability to upload sign in/out sheets once completed for course record purposes.
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Rpt06
Standard reports should have multiple selection criteria allowing for customization of
reports. Operators can create unique reports without requiring technical assistance or
manipulation of report writer
Rpt07 Ability to schedule reports for automatic output. Once scheduled, at predefined
intervals reports will run without requiring operator input
Rpt08 A report writer must be available to produce ad-hoc & customized reports. System must
also support a third party report writer
Rpt09 System has a simple to use, natural language customer reporting tool that allows for
non-technical employees to create custom report
Rpt10
Customer history shall reflect charges, deposits, cancellations, transfers, payments,
refunds, date each transaction occurred, member associated with each transaction,
user, amounts
Rpt11 Customer history inquiry contains links to original transaction source
Rpt12 Financial reports shall include daily transactions such as payments, charges, deposits,
cancellations, refunds, transfers detailed and summary
Rpt13 Financial reports shall include transactions by general ledger account code detailed
and summary
Rpt14 Financial reports shall include sales by product category detailed and summary
Rpt15 Cashier reports shall include collections by payment type detailed and summary
Rpt16 Financial reports shall include balance on account with the option of excluding zero or
negative balances and report by detail and summary
Rpt17 Reports shall include customer information and user information associated with the
transactions
Rpt18 Inventory records can be reported by category
Rpt19 Inventory reports shall have period selection options and reflect beginning balance,
additions, deletions, sales and ending balance at a point in time.
Rpt20 Daily drawer balancing and billing shall generate error reports that guide the user to
location correction should occur
Rpt21 Ability to create a report for the revenue received based on variety of parameters such
as date ranges, product sold, membership type, specific customer, discount used, etc.
Rpt22 Ability to produce a report of members which have not renewed their membership.
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Rpt23
System should allow for the creation of comparison reports based on a variety of
multiple criteria, including but not limited to: Activity, Activity Category, Activity Status,
Facility, Facility Type, Resident/Non-resident, City, Membership Type, Zip Code,
Membership Status, Gender, item(s) Purchased, User,
Rpt24 Pass visit history report, with summary or detail option, showing visits by individual
and/or in total, by type or by date with graph option.
Rpt25 Unique family pass report, showing the number of unique families that are registered
for memberships, by type.
Rpt26 Membership analysis report, showing how many new and renewed members, how
many expired, total revenue by pass type, and membership retention percentage.
Rpt27 Membership fee analysis reports must be provided that show revenues for any
membership sales date range, by membership type or member.
Rpt28 Daily visit/entry report, showing the number of visits by hour, by membership type for
any date range.
Rpt29 Membership comparative report, showing monthly attendance and revenue totals by
membership type for current and previous year with variance included.
Rpt30 Provide a listing of all members with a balance - credit or debit.
Rpt31
Provide marketing reporting feature to target specific demographic groups by creating
labels and personalized letters for mailing. This capability must provide multiple
selection criteria, such as membership type range, pass number range, membership
dates, expiration date, minimum balance owed, demographic codes to include/exclude.
Must include direct e-mail capability.
Rpt32 Software must include on-screen, information-based viewing capabilities.
Rpt33
The ability to inquire about membership information - but not make changes - is
required. Inquiry view of all pass members on screen, to include name, membership
type, membership expiration dates, age, gender, etc.
Rpt34 System allows for report of scans during a particular timeframe or a membership pass.
Rpt35 Activity revenue reports, must be available to display revenues/fees for each
activity/program/class
Rpt36
Sales history report for any inventory item or range of items for any date or date range
showing sales information including receipt ii, sale amount, margin and cost of goods
sold.
Rpt37 Sales history by item, showing all transactions affecting an individual item.
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Rpt38
System must include a cost of goods sold report that shows quantity sold, average sale
amount, average cost, total sales, margin and COGS for any date range and inventory
item range.
Rpt39 System must provide a sales report with a list items in order of sales both number of
items sold and total sales amount.
Rpt40 Hourly sales reports must be provided, which display sales information for inventory
based on the time of the transaction.
Rpt41 Household inventory sales report showing purchases by each customer—if sales have
been associated to the customer at the time of receipt.
Rpt42 Software shall provide a count of items sold per day/week/year by user, workstation,
facility and/or center
Rpt43 System must provide a report that flags suspicious changes in inventory.
Rpt44 Must provide an inventory valuation report that shows cost value, sales value and
margin value.
Rpt45 Software must provide inventory sales comparison report that shows year to date sales
versus last year to date sales, with differences, broken out by month.
Rpt46 Customizable program/activity rosters to show name, age, grade, contact, dietary
needs, etc.
Rpt47 Run roster with sorting capabilities such as age, dietary needs, grade, camp group etc.
Rpt48 Ability to run a report of cased based upon a variety of filters such as assigned staff,
priority level, date, case type, status, date range, member, etc.
Rpt49 Ability to print an activity listing, in summary or detail, by selecting a range of activities
with start dates, including proofing report version for program set-up check.
Rpt50
Program rosters in alphabetical order, order of entry, all enrollees, or only those added
since the last print, with or w/out addresses, with or w/out comments, with or w/out
fees, and with or w/out demographic codes. Option to include photos of enrollees on
roster. Full customization of standard system report output (i.e., fields included on
report) and multiple contact work and home phone numbers and e-mail addresses.
Option to create rosters to Excel — directly from the proposed application.
Rpt51
Standard system program/activity reports must be available that provide demographic
and statistical information for program sessions, categories, types, ages, genders, etc.
Analysis reports must be able to produce graphs and be exportable to Excel and able
to compare across seasons, years, etc.
Rpt52 Print report showing activities not meeting minimum enrollment.
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Rpt53 Print report showing all activities that have reached the maximum enrollment count.
Rpt54
Print instructor rosters, including attendance rosters. Class attendance worksheets
with either signature lines check boxes, or session dates to track attendance. Must be
able to e-mail instructor reports (such as rosters or attendance worksheets) directly for
the proposed application.
Rpt55 Print refund/cancellation report with details of all cancellations (for any date range).
Rpt56 Print detailed fee report that shows fees processed per activity (with graphical output
option for easy analysis of revenues).
Rpt57 Report listing all current program enrollments by customer (in statement/mailer/email
format).
Rpt58 Instructor pay history report, showing all payment history as processed for instructors.
Rpt59
Ability to print program information in standard file format for use in creating program
brochures. Report includes all program information including title, fees, dates, times,
description, instructor, location, codes, ages/grade, etc.
Rpt60 Print a net revenue report, showing all revenue, expense, refunds, instructor pay - with
a net income/loss by activity, with graph option.
Rpt61 Ability to produce a monthly report for each facility of the rentals/revenue collected and
number of attendees.
Rpt62 Ability to produce a report of all rentals for a facility for a specified time period.
Rpt63 Facility schedule report by date included, with option for individual locations or
facilities.
Rpt64
Numerous standard facility schedule report formats, listing, calendars and block
reports (all with multiple print options). Include address and/or zip code and
demographic information.
Rpt65
Ability to run marketing report listing all customers with reservations for user-defined
search range. Example: All customers who reserved gym or SCR rooms in the last
month.
Rpt66 Location schedule (all individual assets/facilities at a single location — together) by
date included.
Rpt67 Customer-based reservation report that will show for the customer all reservations that
they have made for a specific date range (churches, chamber bookings).
Rpt68 Reservation calendars by specific facility, location, or supervisor/program.
Rpt69 Maintenance reports by facility and/or date, showing any reservations, special needs,
and set-up requirements (with set-up photo include option).
4J - 62
Rpt70 Facility usage report, showing usage statistics is required, with graph option.
Rpt71 Rental item listing report, displaying rental item detailed information.
Rpt72 Rental schedule by date, showing rental item schedules by date.
Rpt73 Rental usage and usage percent report (including yearly option) with graph option.
Rpt74 Rental item revenue report, showing fees and revenue generated by rental item.
Rpt75 Rental statements - to send the customer for outstanding balances due.
Rpt76 Ability to run marketing report listing based on items rented, customer demographic
information, and/or specific groups of both.
Rpt77 Outstanding rental items report, showing those items not returned on time, with name
and phone number of renter.
Rpt78 The system should be able to report on facility use by activity category in list and in
calendar view.
4J - 63
ID
Sys01 Hardware: Virtualization - Citrix XenServer 7.1
Sys02 Software: Windows Server 2012 R2
Sys03 Database: SQL Server 2012
Sys04 Client: Windows 7, Windows 10 Web Client: HTML 5; Chrome, IE 11, Edge, Safari
Sys05 NO plug-ins are required (Java, Silverlight, Flash)
Sys06 Multiple Environments available (Production, Test, etc.)
Sys07 If hosted: Access to data real-time web services or other API
Sys08 System availability - 24/7/365 operations (99.999%)
Sys09 If hosted, Coordination of environment changes (change management)
Sys10 If hosted - SOC II and report provided
Sys11 Mobile device access
Sys12 Integration with Microsoft Office products
Sys13 Customer financial information is stored outside of POS module and subject to
restriction through software permissions
Sys14 Software must provide charge code configuration that allows association to multiple
sites, general ledger accounts, taxable/non-taxable, discounts/no discounts
Sys15 System allows user to reset their own password
City of Southlake System Requirements
Additional System Requirements YES NO4J - 64
Sys16 Active directory verification for employee users
Sys17 Multiple users can be assigned to a single role
Sys18 Read, write and delete permissions are separately assigned
Sys19 1-Ability to restrict user access to field level
Sys20 2-Ability to restrict user access to page level
Sys21 3-Ability to restrict user access to menu/function level
Sys22 Controlled numbering schema for invoices, receipts, customers, batches, users, etc.
Sys23 Process and maintenance audit trails with detailed date, time, user, program, old data,
new data, item identification
Sys24 Ability to restrict user access to discounts, credits, refunds, voids, transfers,
adjustments, modifying charges
Sys25 Reason codes for various transaction types are configurable
Sys26 Zip Codes are configurable to validate residency
Sys27 Copy, check box and drop down box selection options for managing users and roles
Sys28 Availability of Test Environment
Sys29 Ability to establish a workflow for transaction approvals in the absence of granular
access permissions
Sys30 Tracks user and date when changes made to database
Sys31
System integrates computer with full range of peripherals including: cash drawers,
credit card scanners, signature capture device, UPC scanners, receipt printers, ID card
printers, web cams.
4J - 65
Sup01 Business hour coverage (7am-11pm Mon-Sat, 8am-8pm Sun)
Sup02 Service Levels: Critical < 4 hours, High - same day
Sup03 Change mgmt process documentation including dev cycle (upgrades / bug fixes / etc.)
Sup04 Emergency level support - outside normal bus hours
Sup05 Access to online knowledge base
Sup06 Access to past and current incident tracking system
Sup07 Responsive software technical support via toll free telephone number for a minimum
of eighteen (18) business hours daily, seven (7) days a week
Sup08 Responsive after-hours support options are available for support beyond standard
hours provided. Please Explain after-hour support
Sup09 Provides remote internet access to diagnose and provide solutions
Sup10 On-line help is available from all screens
Sup11 Online help includes field level definitions and explanations
Sup12 On-line help includes reports samples for all system standard reports
Sup13 On-line help may be modified by the user
City of Southlake Support Requirements
Additional Support Requirements YES NOID4J - 66
Train01 Trainer site/database that allows us to fully train staff (i.e. able to complete registration,
create new member, etc.)
Train02 Support site to view past webinars, articles, quick reference guides etc.
Train03 Trainer site syncs with database so trainer information is up to date with current
offerings/members
Train04
Provide reference manuals that document step-by-step of typical system functions
(adding a member, registering for program, printing roster, editing member account,
etc.)
Train05 Training site configuration is transferred from production and includes system access
Train06 Training for system administrator, finance includes a comprehensive overview of all
software processes
Train07 Train the trainer sessions offered during implementation and at regular intervals so
that staff have the competency to train part-time staff
Train08 User conference /summit offered once per year
Train09 Webinars & comprehensive release notes for each system update, release notes
available prior to release date
Train10 Annual/Semi Annual onsite visits that provide training & technical support (including in
software cost)
Train11 Implementation and training objectives are clearly identified prior to implementation
start to ensure system is properly set-up for our needs and trainings are productive
Train12 Vendor is responsible for the development of training for each feature of the proposed
system. To the greatest extent reasonable, the Training
Train13
Plan shall leverage off supplied manuals. This will contribute to validating these
essential manuals and also encourage users to trust them.The Vendor shall provide all
training materials in hard copy form for each student.
City of Southlake Training Requirements
Additional Training Requirements YES NOID 4J - 67