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Park and Recreation Business Management System

Charlotte, North CarolinaNew Mexico, USADue Monday, November 9, 2026
Client
Charlotte, North Carolina
RFP Number
SW-118846
Posted
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Category
Software, System and Application
Budget
Looking for Proposal
NAICS
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Set-aside
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Contact
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Description

AI Generated

The buyer requires a vendor to provide, implement, configure, host, maintain, and support a comprehensive, cloud-based Park and Recreation Business Management System. The requested scope includes supplying all software, professional services, project management, integration, testing, training, and deployment for the system. The solution must feature centralized customer account management, program and activity administration, online enrollment, automated scheduling, standings tracking, and email or text communications. Eligible vendors must be an onshore USA organization, and performance of the work will occur offsite. The buyer is looking for proposals to establish the budget and accepts digital submissions via email or online. Key dates include a pre-bid meeting on September 21, 2026, and a final question submission deadline of October 2, 2026.

Key solicitation details

AI-extracted from RFP_487-ML-PRK004029 Management System Solicitation Final 8272026.pdf. Confirm against the original documents before bidding.

Mecklenburg County is soliciting proposals from qualified vendors to provide, implement, configure, host, maintain, and support a comprehensive cloud-based Park and Recreation Business Management System. The system will provide public-facing self-service functionality and administrative tools for County staff. Participation is open to onshore USA organizations.

Issued by
Mecklenburg County
Issue Solicitation Notice
August 28, 2026 2:00
Form A BID/Solicitation Participation Acknowledgement Forms Due
September 21, 2026 Before 2:00pm
Pre-Proposal Conference
September 21, 2026 8:30am-9:00am
Vendor Questions Due
October 2, 2026 Before 2:00pm
Post County Response to Vendor Questions
October 12, 2026 Before 2:00pm
Vendor Registration and Submittal Training
September 9, 2026, September 23, 2026, October 28, 2026, 2:00pm
Proposals Due
November 9, 2026 Before 2:00pm
Demonstrations
TBD Between November 10, 2026 & December 7, 2026 8:00am to 5:00pm
Contract Anticipated Start Date
After July 2027
How to submit
Electronic via MECKProcure
Submission details
All proposals shall be submitted online via MECKProcure. Form A must be emailed to [email protected].
Contract term
Five-year total cost of ownership including two (2) additional consecutive one (1) year terms thereafter.
Place of performance
Offsite (vendor hosted, servers must reside in the United States)
Insurance and bonding
Evidence of adequate insurance or a letter from insurance provider stating ability to obtain required coverage must be provided. Mecklenburg County must be listed as Certificate Holder and Additionally Insured. State of North Carolina statutory requirements apply. Fidelity Bond and Workers Compensation requirements apply.

How proposals are evaluated

System Features and Compatibility50 Points
Project Approach and Timeline5 Points
Past Performance/Experience15 Points
Company and Staff Qualifications15 Points
Price15 Points

Scope of work

  • Provide, implement, configure, host, maintain, and support a cloud-based business management system
  • Centralized management of customer accounts, contact details, and demographic information
  • Program and activity creation, scheduling, online enrollment, waitlists, and pricing management
  • Facility reservation, rental management, and field or court conflict identification
  • Sports league management including standings, brackets, scores, and schedule generation
  • Membership and facility access management
  • Point-of-sale and payment processing with payment reconciliation and refunds
  • Data conversion, migration, training, and integration services

Minimum qualifications

  • Experience implementing recreation management or comparable business management systems
  • Experience with public-sector organizations, municipalities, or counties of comparable size and complexity
  • Experience with recreation registration, reservations, memberships, sports, POS, and financial functionality
  • Experience with data migration, interfaces, and enterprise integrations
  • Must create a vendor profile in MECKProcure prior to proposal submission
  • Vendor servers hosting the software must reside in the United States

Documents to include with the bid

  • Section 3.1 - Letter of Transmittal
  • Section 3.2 - Executive Summary
  • Section 3.3 - Proposal Content and Format / Statement of Work
  • Section 3.4 - Insurance
  • Section 3.5 - Permits and/or Licenses, if applicable
  • Section 3.6 - Audited Financial Statement, if applicable
  • Form A. BID/Solicitation Participation Acknowledgement
  • Form B. Pricing Worksheet
  • Form C. Contract Exceptions Form
  • Form D. Addenda Receipt Confirmation

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