UT Procurement BU - RecSports Recreation Management Software - RFP BID1000320 (2026)
The University Of Tennessee System OfficeHigher Ed · Knoxville, TN- Due
- Oct 15, 2026
- Deadline passed
- Posted
- Sep 16, 2026
- Contract term
- 2 years
- Primary contact
- Logan Hurt
- (865) 974-3626
The 30-second brief
The University of Tennessee, Knoxville RecSports Department is seeking a comprehensive campus recreation facility and program management software system to modernize and centralize core operations. The required solution must support facility access, membership management, program registration, equipment checkout and rentals, facility reservations, point of sale, locker management, inventory, accounting, reporting, communications, and related administrative workflows. Named assets and integrations include Banner student data, LDAP/Active Directory, CBORD CS Gold credential verification, VolCard infrastructure, Alvarado SU5000 turnstiles, TouchNet, and Bluefin payment processing. The system will support approximately 40,000 students, 8,000 faculty/staff, 500-600 staff users, 10 facilities, and 10 POS locations. The submission deadline is October 15, 2026 at 2:00 PM Eastern Time. Evaluation criteria consist of Technical Proposal (700 points) and Cost Proposal (300 points).
Recreation management software system, Implementation, Configuration, Data migration/import support, Training, Project management, Ongoing technical support, Software updates, Hosting services, And maintenance
Technical Proposal (700), Cost Proposal (300)
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Summary
The University of Tennessee, Knoxville RecSports Department is seeking a comprehensive campus recreation facility and program management software system to modernize and centralize core operations.
The required solution must support facility access, membership management, program registration, equipment checkout and rentals, facility reservations, point of sale, locker management, inventory, accounting, reporting, communications, and related administrative workflows. Named assets and integrations include Banner student data, LDAP/Active Directory, CBORD CS Gold credential verification, VolCard infrastructure, Alvarado SU5000 turnstiles, TouchNet, and Bluefin payment processing. The system will support approximately 40,000 students, 8,000 faculty/staff, 500-600 staff users, 10 facilities, and 10 POS locations. The submission deadline is October 15, 2026 at 2:00 PM Eastern Time. Evaluation criteria consist of Technical Proposal (700 points) and Cost Proposal (300 points).
EVALUATION CRITERIA
Technical Proposal (700), Cost Proposal (300)
REQUIRED DELIVERABLES
10- Recreation management software system
- Implementation
- Configuration
- Data migration/import support
- Training
- Project management
- Ongoing technical support
- Software updates
- Hosting services
- Maintenance
REQUIRED ATTACHMENTS
5- Tennessee Procurement Protection Act Certification
- HECVAT
- VPAT
- SOC 2 report or equivalent third-party security assessment
- Certificate of Insurance
- Submit to
- https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000014275456
- Duration
- 36 months
- Scope location
- Knoxville, TN
- Reported agency
- The University of Tennessee
Questions about this RFP
How do I respond to this RFP from The University Of Tennessee System Office?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 15, 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: https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000014275456. For questions, contact Logan Hurt.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including The University Of Tennessee System Office in TN, 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 Logan Hurt at (865) 974-3626. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Recreation management software system, Implementation, Configuration, Data migration/import support, Training, Project management, Ongoing technical support, Software updates, Hosting services, And maintenance. 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: "Technical Proposal (700), Cost Proposal (300)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from The University Of Tennessee System Office?
All active and historical solicitations from The University Of Tennessee System Office are tracked and searchable. As a higher ed agency, The University Of Tennessee System Office 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 2 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: Tennessee Procurement Protection Act Certification, HECVAT, VPAT, SOC 2 report or equivalent third-party security assessment, Certificate of Insurance. Review the full document from The University Of Tennessee System Office for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Knoxville, TN. Review the full solicitation for detailed scope requirements.