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Campus Recreation Management Solution

VirginiaVirginia, USADue Friday, October 30, 2026
Client
Virginia
RFP Number
SW-120292
Posted
10/2/2026
Category
Software, System and Application
Budget
Looking for Proposals
NAICS
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Set-aside
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Contact
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Description

AI Generated

Virginia Commonwealth University requires a comprehensive, web-based campus recreation management solution to support operations offsite across five facility locations and approximately 50 workstations, as well as remote full-time staff. The requested scope includes procurement and implementation of the hosting system, disaster recovery, business continuity, a member web portal, and a mobile app supporting program registrations, membership renewals, guest pass purchases, and push notifications. Only United States organizations are eligible to bid on this procurement contract. Questions must be submitted by October 16, 2026, and proposals are due by 5:00 PM Eastern Time on October 30, 2026, exclusively via Smartsheet. The expected contract term is two years with options for up to three one-year renewals, and VCU will evaluate proposals through a competitive negotiation process.

Key solicitation details

AI-extracted from RFP216931312JC_-_Campus_Recreation_Management_Solution__1_.docx. Confirm against the original documents before bidding.

Virginia Commonwealth University is issuing this Request for Proposals to procure a comprehensive, web-based Campus Recreation Management Solution. The system will support operations across approximately 50 workstations at five facility locations, alongside remote access for full-time staff. Proposals are open to qualified vendors, with eligibility specified for US organizations.

Issued by
Virginia Commonwealth University
Issue Date of RFP
09/29/2026
Questions Due Date
10/16/2026
Proposal Due Date
10/30/2026 5:00 PM Eastern Time
Oral Presentations
12/10/2026 - 12/14/2026
Negotiations
12/09/2026 - 01/08/2027
Anticipated Agreement Award
02/17/2027
How to submit
Electronic via Smartsheet only
Submission details
Submit via Smartsheet form URL https://app.smartsheet.com/b/form/01a0b00e54e47761b289ecc78a90dc42. Paper, hand-delivered, or eVA submissions are not accepted.
Contract term
Two years, with the option of up to three (3) one-year renewals upon mutual signed agreement.
Place of performance
Offsite / Virginia Commonwealth University, Richmond, Virginia
Insurance and bonding
Workers Compensation with statutory amounts and Employers Liability limits of $500,000 per coverage part; Cyber Security Liability with minimum limits of $1,000,000 (or at least $5,000,000 if handling Protected VCU Data with A.M. Best rating of A- or higher).

Scope of work

  • Web-based recreation management software and hosting
  • Disaster recovery and business continuity capabilities
  • Web portal for member program registration and membership/pass purchases
  • Mobile app supporting program registration, membership purchases, and push notifications
  • Support across approximately 50 workstations at 5 facility locations and remote access
  • Cloud hosting, licensing, implementation, and integrations
  • Training, ongoing support, maintenance, and professional services

Minimum qualifications

  • US Organization Only (Onshore)
  • Firms must be properly qualified to carry out obligations and provide services
  • Pass reasonable and appropriate background screening for employees with potential access to VCU Data
  • Maintain an A.M. Best insurance rating of no less than A: VII

Documents to include with the bid

  • Signed acknowledgement of any published addenda
  • Pricing Schedule detailing all required cost elements
  • Certificates of Insurance and amendatory endorsements
  • Completed Higher Education Community Vendor Assessment Toolkit (HECVAT) Full Version questionnaire, if applicable

Source and verification

Original source

Craxy AI summarizes this opportunity from the original listing and available solicitation documents. Confirm submission instructions and amendments with the issuing source before responding.

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