Recreation Management and Point of Sale (POS) System

Request for Quotation (RFQ)

Solicitation No: FA483026Q0010

Requirement: Recreation Management and Point of Sale (POS) System RFQ

Due Date: 23 March 2026, 8:00 AM EST

1.0 Introduction

The Government intends to solicit and evaluate quotes in accordance with applicable Federal Acquisition Regulation (FAR) procedures. Please submit all quotes via email to erick.boswell@us.af.mil or hand delivered to the Contracting Office 23 CONS/PKB 4380 Alabama Rd., Bldg. 932 Moody AFB, GA 31699-1794. It is the contractor’s responsibility to confirm receipt of the proposal prior to the solicitation or amendment closing date and time.

The 23d Force Support Squadron (23 FSS), Moody Air Force Base, Georgia, is seeking a modern, fully integrated, and scalable Recreation Management and Point of Sale (POS) system. The Government's objective is to obtain an enterprise-wide solution that supports recreational program management, facility reservations, customer registration, retail sales, and financial reporting within a single, integrated platform. The system must support multiple facilities and a high volume of simultaneous transactions, including
in-person POS sales and online registrations, without performance degradation.

2.0 Background and Current Environment

The 23 FSS currently operates a recreation management environment consisting of: A back-office management platform used by staff A public-facing web portal used by customers Integrated POS functionality used across multiple facilities The system
supports: Program and activity registrations Membership management Facility rentals and reservations Retail sales and admissions In-person and online payment processing The new solution must support all of these capabilities within a single,
cohesive platform.

3.0 Scope of Work and System Requirements

The Contractor shall provide a complete solution that includes software and, if applicable, hardware. The system must function as a unified platform rather than separate, disconnected applications. Core Functional Requirements:

3.1.1 Customer Sign-In and Data Management

The system must be capable of: Capturing and storing customer information at the point of entry or service Recording visit history and usage statistics Generating management reports and statistical data Supporting secure data storage and retrieval. The solution must allow management personnel to pull usage statistics and operational data for reporting and decision-making purposes.

3.1.2 Activity & Program Registration

The system must: Allow staff to create and manage programs (classes, camps, courses, events) Support detailed descriptions, schedules, and pricing structures Support flexible pricing rules (e.g., different user categories, discounts, pro-rated fees) Provide real-time roster tracking and waitlist functionality Allow simultaneous registrations from both staff workstations and a public-facing web portal

3.1.3 Facility & Rental Management

The system must: Provide centralized scheduling for reservable facilities (parks, rooms, fields, etc.) Prevent double-booking through real-time conflict detection Support rental permits, documentation management, and fee tracking Allow customers to view availability and submit reservation requests online

3.1.4 Integrated Point of Sale (POS)

The system must include a fully integrated POS module capable of: Processing retail sales, admissions, rentals, and activity registrations Supporting modern POS hardware, including touchscreen terminals, barcode scanners, EMV/NFC card readers,
receipt printers, and cash drawers Tracking retail inventory and generating usage reports Processing sales, returns, and voids efficiently in a multi-user, multi-location environment.

3.1.5 Financial & Reporting Module

The system must: Capture and record all transactions within a centralized financial module Support payments by credit card, ACH, cash, and check Support end-of-day reconciliation Provide detailed financial and revenue reporting Be PCI DSS compliant
Facilities and Staff Requirements: Facilities: The system will manage 6 distinct facilities. Staff: 6 staff members will require back-office access to the system. Timeframe for Use: The system is intended for use for a period of 6 months. Technical
and Security Requirements: Hosting: A cloud-based Software-as-a-Service (SaaS) solution is preferred. Scalability: The system must support high volumes of concurrent users without performance issues. Security: The system must follow industry-standard
cybersecurity best practices. Vendors must describe data protection, encryption, and privacy measures. All payment components must be PCI DSS compliant.

4.0 Disclaimer

This Request for Quotation does not obligate the Government to award a contract. The Government reserves the right to cancel this RFQ at any time.

EVALUATION FACTORS FOR AWARD

The Government will issue a purchase order to the responsible offeror whose quotation, conforming to the solicitation, is determined to represent the best value to the Government, price and other factors considered. The following factors shall be
used to evaluate offers:

Price: The price evaluation will follow a Lowest Price Technically Acceptable (LPTA) approach. The award will be based on the Lowest Price Technically Acceptable (LPTA), where the total price will be evaluated to determine the best value to the Government.

Technical Capability: The contractor must provide documentation that demonstrates the ability to meet all technical requirements in the solicitation. The offer must meet all technical requirements stated in the solicitation.

Past Performance: The Government will assess the offeror's past performance based on an integrated performance quality assessment. The Government will evaluate how well the offeror has performed on past contracts that are both recent and relevant and will assign a rating of "Acceptable" or "Unacceptable."

Acceptable: Based on the offeror's performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror's performance record is unknown. Unacceptable: Based on the offeror's performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the
required effort.

INSTRUCTIONS TO OFFERORS:

Solicitation No: FA483026Q0010

Requirement: Recreation Management and Point of Sale (POS) System

RFQ Due Date: 23 March 2026, 8:00 AM EST

Interested parties shall submit there quotes via email to erick.boswell@us.af.mil or hand delivered to the Contracting Office 23 CONS/PKB 4380 Alabama Rd., Bldg. 932 Moody AFB, GA 31699-1794. It is the contractor’s responsibility to confirm receipt of the proposal prior to the solicitation or amendment closing date and time. All questions/concerns must be submitted in writing via email to erick.boswell@us.af.mil and CC nasir.smith.1@us.af.mil no later then 19 MARCH 2026 AT 8:00AM EST.

All companies must be registered in the System for Award Management at https://www.sam.gov/portal/public/SAM/ to be considered for award. The Government will not provide contract financing for this acquisition. Invoice instruction will be provided at the time of award.