City of Tulsa Recreation Management Software System - RFP 27-909 (2)
City of TulsaCity · Tulsa, OK- Due
- Sep 23, 2026
- Deadline passed
- Posted
- Sep 2, 2026
- Contract term
- 1 year
- Primary contact
- Donny Tiemann
The 30-second brief
The City of Tulsa is seeking proposals for a comprehensive cloud-based Recreation Management Software System for its Parks and Recreation Department. The system will handle account management, online activity and facility reservations, instructor management, point of sale, membership processing, reporting, scholarship programs, and smart phone/social media integration. Key requirements include 99.9% availability, WCAG 2.1 Level AA accessibility, PII and PCI compliance, integration with Munis financial software and Paymentus payment processing, data migration from RecDesk, and hardware such as EMV terminals, receipt printers, and self-service kiosks. The proposal submission deadline is September 23, 2026, with a question deadline of September 14, 2026. Evaluation is based on firm experience, capacity and project organization, support, and pricing.
Firm Experience and History (30 points), Capacity and Project Organization (35 points), Support (15 points), Pricing and Cost Proposal (20 points)
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Summary
The City of Tulsa is seeking proposals for a comprehensive cloud-based Recreation Management Software System for its Parks and Recreation Department.
The system will handle account management, online activity and facility reservations, instructor management, point of sale, membership processing, reporting, scholarship programs, and smart phone/social media integration. Key requirements include 99.9% availability, WCAG 2.1 Level AA accessibility, PII and PCI compliance, integration with Munis financial software and Paymentus payment processing, data migration from RecDesk, and hardware such as EMV terminals, receipt printers, and self-service kiosks. The proposal submission deadline is September 23, 2026, with a question deadline of September 14, 2026. Evaluation is based on firm experience, capacity and project organization, support, and pricing.
EVALUATION CRITERIA
REQUIRED ATTACHMENTS
9- Cover Letter
- Proposal Narrative
- Respondent Information Sheet
- Functions Technical Requirements (Attachment A)
- Client References (Attachment B)
- Price Sheet Summary
- Data Rider
- Affidavit (Non-Collusion, Interest & Claimant)
- Acknowledgement of Receipt of Addenda
- Submit to
- Office of the City Clerk, City of Tulsa, 175 E. 2nd St., Suite 260, Tulsa, OK 74103
- Duration
- 60 months
- Scope location
- Tulsa, OK
Questions about this RFP
How do I respond to this RFP from City of Tulsa?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 23, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Office of the City Clerk, City of Tulsa, 175 E. 2nd St., Suite 260, Tulsa, OK 74103. For questions, contact Donny Tiemann.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Tulsa in OK, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Donny Tiemann. Questions and answers are typically shared with all prospective bidders.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Firm Experience and History (30 points), Capacity and Project Organization (35 points), Support (15 points), Pricing and Cost Proposal (20 points)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Tulsa?
All active and historical solicitations from City of Tulsa are tracked and searchable. As a city agency, City of Tulsa regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover Letter, Proposal Narrative, Respondent Information Sheet, Functions Technical Requirements (Attachment A), Client References (Attachment B), Price Sheet Summary, Data Rider, Affidavit (Non-Collu. Review the full document from City of Tulsa for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Tulsa, OK. Review the full solicitation for detailed scope requirements.