RFP 26-2996-8ARA Recreation Management Software System

Henrico County Government is seeking a qualified firm to provide a comprehensive, secure, and scalable Recreation Management Software Solution for Henrico County Recreation and Parks. The objective is to implement a modern, fully web-based, and mobile-accessible platform to manage core business functions, including facility and shelter rentals, program and activity management, and membership services. The solution must ensure real-time data synchronization and adhere to strict regulatory standards, including PCI DSS, GDPR, HIPAA, and ADA/WCAG 2.1 AA accessibility compliance. The contract is structured for an initial two-year term with options for four additional two-year renewals, not to exceed a maximum duration of ten years. Award selection is based on best value, with evaluation weights focused on project management approach, timeline, and milestones (25%), experience and qualifications (25%), and the quality of the proposal or oral presentation (5%), alongside detailed technical sub-factors. Pricing consists of one-time implementation costs—covering professional services, project management, customization, and data conversion—and recurring subscription or maintenance fees, with renewal increases capped at 3% annually. Proposals must be submitted electronically via eVA by October 23, 2026.