This bid is for a recreation management software system serving parks and recreation facilities throughout Henrico County, Virginia.
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What the job is
Platform: Fully web-based, mobile-responsive system for registrations, memberships, facility and shelter reservations, household accounts, waivers, communications, and reporting. Native mobile app preferred.
Capacity: Approximately 175–200 staff users, 55 concurrent users, 57 facilities, and 140,135 annual transactions.
Hosting and security: Cloud hosting within the continental United States with high availability, disaster recovery, encryption, role-based access, staff SSO/MFA through Microsoft AD/Entra ID, and WCAG 2.1 AA accessibility.
Integrations: ESRI ArcGIS residency verification and CSV/Excel financial exports for Oracle.
Payments and check-in: PCI DSS Level 1 processing supporting cash, check, credit cards, and tokenized recurring payments; 11 payment terminals, preferably wireless, and support for 13 existing barcode scanners. Annual credit-card volume is approximately $572,103.
Implementation: Configuration, reservation-data migration, customer-account rebuilding, testing, staff training, and ongoing support with 24/7 critical-incident coverage. Target go-live is mid-first quarter 2027; phased rollout considered.
Pricing: Itemize one-time implementation, integration, training, and hardware costs, plus licensing, hosting, maintenance, and processing fees for the initial two-year term.
XL Eagle