City of West Hollywood Recreation Management Software RFP 2026
City of West HollywoodCity · West Hollywood, CA- Due
- Mar 27, 2026
- Deadline passed
- Posted
- Feb 26, 2026
- Contract term
- 3 years
The 30-second brief
The City of West Hollywood is seeking proposals from qualified vendors to provide, implement, and support a modern, comprehensive recreation management software system. The selected solution will manage recreational facilities, programs, classes, events, and services, replacing the current ActiveNet platform. Key requirements include data migration of customer accounts and financial history, integrated payment processing (Apple Pay, Google Pay, PayPal, ACH), PCI-validated P2PE encryption, and compliance with WCAG 2.1 Level AA standards. Desired features include a native mobile app for iOS/Android, AI-powered virtual assistants, and integration with Tyler EERP (Munis) and TimeAnywhere (NovaTime). Proposals are due March 27, 2026, at 5:00 p.m. PST via the PlanetBids portal. A contract term of three years with two one-year renewal options is anticipated, starting July 1, 2026.
Proposal Profile, Description of Services, Financial Capacity, Transition/Implementation Plan, Exceptions to RFP, Non-Collusion Declaration, Proposal Cost Worksheet, Functional Requirements, Proposer Terms and Conditions
Vendor Information (25%), Cost of Services (25%), Functional Requirements (25%), Proposer Interview/Demonstration (25%)
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Summary
The City of West Hollywood is seeking proposals from qualified vendors to provide, implement, and support a modern, comprehensive recreation management software system.
The selected solution will manage recreational facilities, programs, classes, events, and services, replacing the current ActiveNet platform. Key requirements include data migration of customer accounts and financial history, integrated payment processing (Apple Pay, Google Pay, PayPal, ACH), PCI-validated P2PE encryption, and compliance with WCAG 2.1 Level AA standards. Desired features include a native mobile app for iOS/Android, AI-powered virtual assistants, and integration with Tyler EERP (Munis) and TimeAnywhere (NovaTime). Proposals are due March 27, 2026, at 5:00 p.m. PST via the PlanetBids portal. A contract term of three years with two one-year renewal options is anticipated, starting July 1, 2026.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
9- Proposal Profile
- Description of Services
- Financial Capacity
- Transition/Implementation Plan
- Exceptions to RFP
- Non-Collusion Declaration
- Proposal Cost Worksheet
- Functional Requirements
- Proposer Terms and Conditions
REQUIRED ATTACHMENTS
5- Exhibit A (Sample Contract)
- Exhibit B (Exceptions)
- Exhibit C (Non-Collusion Declaration)
- Exhibit D (Cost Worksheet)
- Exhibit E (Functional Requirements)
- Submit to
- PlanetBids submittal portal
- Scope location
- West Hollywood, CA
Questions about this RFP
How do I respond to this RFP from City of West Hollywood?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is March 27, 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. Submissions should be delivered to: PlanetBids submittal portal.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of West Hollywood in CA, 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.
What are the key deliverables?
The solicitation specifies the following deliverables: Proposal Profile, Description of Services, Financial Capacity, Transition/Implementation Plan, Exceptions to RFP, Non-Collusion Declaration, Proposal Cost Worksheet, Functional Requirements, Proposer Terms and Conditions. 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: "Vendor Information (25%), Cost of Services (25%), Functional Requirements (25%), Proposer Interview/Demonstration (25%)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of West Hollywood?
All active and historical solicitations from City of West Hollywood are tracked and searchable. As a city agency, City of West Hollywood 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 3 years. 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: Exhibit A (Sample Contract), Exhibit B (Exceptions), Exhibit C (Non-Collusion Declaration), Exhibit D (Cost Worksheet), Exhibit E (Functional Requirements). Review the full document from City of West Hollywood for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: West Hollywood, CA. Review the full solicitation for detailed scope requirements.