City of Tulsa Recreation Management Software System RFP 27-909 2026
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 Parks, Culture & Recreation Department is soliciting proposals for a comprehensive, cloud-based Recreation Management Software System under RFP 27-909. The required solution must provide 99.9% availability and include modules for account management, online/onsite activity registration, payment processing (PCI compliant), facility reservations, instructor management, scholarship programs, and point of sale. The selected vendor will be responsible for implementation, project management, training, and data migration from the existing RecDesk system. Proposals must be submitted in a sealed envelope containing one unbound original, three bound copies, and one digital copy. A pre-proposal conference will not be held. Evaluation criteria include firm experience (30 points), capacity and project organization (35 points), support (15 points), and pricing (20 points).
Project timelines, Gantt charts, Progress reports, Training plan, Service-Level Agreement, Data dictionary, Access logs
Firm Experience and History, Capacity and Project Organization, Support, Pricing and Cost Proposal
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Summary
The City of Tulsa Parks, Culture & Recreation Department is soliciting proposals for a comprehensive, cloud-based Recreation Management Software System under RFP 27-909.
The required solution must provide 99.9% availability and include modules for account management, online/onsite activity registration, payment processing (PCI compliant), facility reservations, instructor management, scholarship programs, and point of sale. The selected vendor will be responsible for implementation, project management, training, and data migration from the existing RecDesk system. Proposals must be submitted in a sealed envelope containing one unbound original, three bound copies, and one digital copy. A pre-proposal conference will not be held. Evaluation criteria include firm experience (30 points), capacity and project organization (35 points), support (15 points), and pricing (20 points).
EVALUATION CRITERIA
4- Firm Experience and History
- Capacity and Project Organization
- Support
- Pricing and Cost Proposal
REQUIRED DELIVERABLES
7- Project timelines
- Gantt charts
- Progress reports
- Training plan
- Service-Level Agreement
- Data dictionary
- Access logs
REQUIRED ATTACHMENTS
7- Respondent Information Sheet
- Attachment A - Functions Technical Requirements
- Attachment B - Client References
- Exhibit A - Price Sheet Summary
- Data Rider
- Affidavit
- Acknowledgment of Receipt of Addenda
REQUIRED STAFFING
proposed staff
- 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. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. 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.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: proposed staff. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Project timelines, Gantt charts, Progress reports, Training plan, Service-Level Agreement, Data dictionary, Access logs. Proposals should clearly address how each deliverable will be met.
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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, Capacity and Project Organization, Support, Pricing and Cost Proposal" 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: Respondent Information Sheet, Attachment A - Functions Technical Requirements, Attachment B - Client References, Exhibit A - Price Sheet Summary, Data Rider, Affidavit, Acknowledgment of Receipt of Ad. Additionally, proposals should address staffing requirements as outlined in the solicitation. 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.