York County Parks and Recreation Management Software RFP - 3022 (2025)
York CountyCounty · York, SC- Due
- Dec 15, 2025
- Deadline passed
- Posted
- Nov 6, 2025
- Contract term
- 3 years
- Primary contact
- Bryant Cook
- (803) 684-8520
The 30-second brief
York County is seeking sealed proposals from qualified firms to provide a turnkey software solution for the implementation, deployment, and ongoing support of a Parks and Recreation Management Software. The solution must support operations across 10 properties including Ebenezer Park, Allison Creek Park, Bethel-Lake Wylie (Goat Farm, Thistle Park, Woodend Park), Field Day Park, and Catawba Bend Preserve, handling entrance fees, annual park passes, night access cards, golf cart permits, kayak rentals and tours, park stores, RV sites, tent campsites, rentable shelters, and vendor applications. Key requirements include a user interface with authentication and unlimited accounts, real-time access and availability, administrative reporting, interactive maps with a 10-second refresh rate, financial transactions and PCI DSS compliance, customer notifications, and mobile compatibility. The contract term is three years with two optional annual renewals. Proposals are due by December 15, 2025, and questions must be submitted by December 3, 2025.
SOFTWARE FUNCTIONALITY (20% of Score), TECHNICAL APPLICATIONS (20% of Score), PROGRAM IMPLEMENTATION & TRAINING (15% of Score), SOFTWARE MAINTENANCE & SUPPORT (15% of Score), QUALIFICATIONS OF THE FIRM (10% of Score), QUALIFICATIONS OF STAFF (10% of Score), COST PROPOSAL (10% of Score)
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Summary
York County is seeking sealed proposals from qualified firms to provide a turnkey software solution for the implementation, deployment, and ongoing support of a Parks and Recreation Management Software.
The solution must support operations across 10 properties including Ebenezer Park, Allison Creek Park, Bethel-Lake Wylie (Goat Farm, Thistle Park, Woodend Park), Field Day Park, and Catawba Bend Preserve, handling entrance fees, annual park passes, night access cards, golf cart permits, kayak rentals and tours, park stores, RV sites, tent campsites, rentable shelters, and vendor applications. Key requirements include a user interface with authentication and unlimited accounts, real-time access and availability, administrative reporting, interactive maps with a 10-second refresh rate, financial transactions and PCI DSS compliance, customer notifications, and mobile compatibility. The contract term is three years with two optional annual renewals. Proposals are due by December 15, 2025, and questions must be submitted by December 3, 2025.
EVALUATION CRITERIA
7- SOFTWARE FUNCTIONALITY (20% of Score)
- TECHNICAL APPLICATIONS (20% of Score)
- PROGRAM IMPLEMENTATION & TRAINING (15% of Score)
- SOFTWARE MAINTENANCE & SUPPORT (15% of Score)
- QUALIFICATIONS OF THE FIRM (10% of Score)
- QUALIFICATIONS OF STAFF (10% of Score)
- COST PROPOSAL (10% of Score)
REQUIRED ATTACHMENTS
5- SIGNATURE PAGE
- Exhibit A (Functional Requirements & Check List)
- Exhibit B (Technical Applications)
- Cost Proposal Form/Fee Schedule
- W-9
- Submit to
- https://www.yorkcountygov.com/217/Procurement
- Duration
- 60 months
- Scope location
- York, SC
Questions about this RFP
How do I respond to this RFP from York County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 15, 2025. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://www.yorkcountygov.com/217/Procurement. For questions, contact Bryant Cook.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including York County in SC, 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 Bryant Cook at (803) 684-8520. 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: "SOFTWARE FUNCTIONALITY (20% of Score), TECHNICAL APPLICATIONS (20% of Score), PROGRAM IMPLEMENTATION & TRAINING (15% of Score), SOFTWARE MAINTENANCE & SUPPORT (15% of Score), QUALIFICATIONS OF THE FIR..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from York County?
All active and historical solicitations from York County are tracked and searchable. As a county agency, York County 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: SIGNATURE PAGE, Exhibit A (Functional Requirements & Check List), Exhibit B (Technical Applications), Cost Proposal Form/Fee Schedule, W-9. Review the full document from York County for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: York, SC. Review the full solicitation for detailed scope requirements.