Recreation Management System

Recreation Management System RFPDC10202026 Closing Date: 11/04/2026 11:00:00 AM ET Detail: 1.Procurement Overview Durham College is inviting Proposals for the supply, implementation and ongoing support of a cloud-hosted recreation management system for its Campus Recreation and Wellness Centre (CRWC). The College currently uses Fusion Recreation Management Software, which is hosted on premises. The College is seeking a cloud-hosted solution to support the management of memberships, recreation programs, facility bookings, payments and other daily operations. The successful Supplier will provide a complete solution, including software licensing, hosting, setup, transfer of existing information, staff training, maintenance and technical support. Proponents may offer any recreation management system that meets the requirements outlined in this RFP. 1.1.Award Structure Durham College intends to award one contract to a single Supplier responsible for providing the complete solution and associated services. Durham College reserves the right to reject any or all Proposals or not to award a contract in accordance with the terms of this RFP. 1.2.Contract Term The anticipated term of the Resulting Contract is five years, beginning on April 1, 2027, and ending on March 31, 2032. 1.3.Volumes and Exclusivity Any quantities, volumes or estimates provided in this RFP are for planning and evaluation purposes only. Durham College does not guarantee any minimum usage or purchase volume under the Resulting Contract. 2.Scope of Work The Supplier will provide all software, licences, hosting and services needed to set up and maintain a cloud-hosted recreation management system for Durham College's Campus Recreation and Wellness Centre (CRWC). The work will include planning, setting up the new system, transferring information from the current Fusion system, testing, staff training, and ongoing maintenance and technical support. The Supplier will work with CRWC and Durham College's Information Technology department to ensure the system meets the College's needs and that the transition has as little impact as possible on daily operations. The proposed system should support the following: Managing memberships, including new memberships, renewals and cancellations. Managing member accounts and access to recreation facilities. Registering users for recreation programs, classes and activities. Scheduling facilities and managing bookings and reservations. Processing payments and maintaining transaction records. Preparing reports and accessing information needed for daily operations. Allowing students, employees and other authorized users to access recreation services online. Providing access to recreation services through a mobile application or mobile-friendly website. Allowing authorized College staff to manage the system and control who can access information. The Supplier will review the current Fusion system, including existing records, system settings, equipment and connections to other College systems. The Supplier will develop a plan to transfer the required information to the new system and confirm that the information has been transferred accurately. The proposed solution does not need to be Fusion, provided it meets the requirements of this RFP. Durham College will provide available information about its current system and assist with access to College staff and resources as needed. The Supplier must identify any additional software, equipment, services or costs needed to provide a complete and working system. 3.Deliverables The Supplier will provide the following deliverables for Durham College's review and approval. 3.1.General Requirements Project Plan: The Supplier will provide a project plan outlining the work to be completed, timelines and responsibilities. The plan must be submitted within 10 business days of the project start and approved by Durham College. Review of Current System: The Supplier will review the current Fusion system, including its functions, records, equipment and connections to other systems. The review must be completed and the requirements confirmed with Durham College before the new system is set up. System Setup: The Supplier will provide a fully operational cloud-hosted recreation management system, including online and mobile services and a separate system for testing and training. The system must be tested and meet the agreed requirements before it is put into use. Data Transfer: The Supplier will transfer the required records and information from the existing Fusion system to the new system. The transferred information must be checked for accuracy, and any outstanding issues must be corrected or approved by Durham College. System Testing: The Supplier will test the system's functions, equipment and connections to other College systems. All required functions and equipment must work as intended, with no unresolved issues that prevent normal operations. Security, Privacy and Accessibility: The Supplier will provide information about system security, privacy, accessibility, data storage, backups and recovery procedures. All required information must be provided and reviewed by Durham College before the system is put into use. Staff Training and Documentation : The Supplier will provide staff training, user guides and instructions for managing and supporting the system. Training must be completed and all required materials provided before the system is put into use. System Launch and Transition Support: The Supplier will launch the new system and provide additional support during the transition. The system must be working as intended, with any major issues resolved before Durham College provides final approval. Ongoing Maintenance and Support: The Supplier will provide ongoing software licences, hosting, maintenance, updates, backups and technical support. These services must be provided throughout the agreement and meet the agreed requirements for support and system availability. End of Agreement Support: The Supplier will assist with transferring College information to another system at the end of the agreement, if required. College information must be provided in an agreed format, and any required removal of College information must be completed. 3.2.Specifications and Standards The proposed system must be a current product that is actively maintained and supported by the Supplier. It must be suitable for regular use in a post-secondary recreation facility. The system should provide the functions needed to manage memberships, recreation programs, facility bookings, payments, reporting and online services. It must also allow authorized College staff to manage the system and access the information needed for daily operations. The Supplier must provide all software, licences and services needed for the system to operate properly. Any additional equipment, software or services required must be identified in the Proposal, along with the associated costs. The system must meet all applicable Canadian and Ontario laws and relevant industry standards. 3.3.Implementation and Transition The Supplier will provide a detailed schedule showing how and when the new system will be set up and put into use. The schedule must include the main activities, timelines and responsibilities for transferring existing information, testing the new system and training staff. The Supplier must work with Durham College to schedule the transition at a time that minimizes disruption to CRWC operations. The Supplier must also have a plan to address any problems that may occur when moving from the current system to the new system. This plan must explain how the Supplier will address problems with the transfer of records, system functions or connections to other systems. Any information that cannot be transferred must be identified and discussed with Durham College before the new system is put into use. 3.4.Accessibility The proposed system must meet applicable accessibility requirements, including the Accessibility for Ontarians with Disabilities Act (AODA). Websites, mobile applications and electronic documents should meet the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA, where applicable. Proponents must explain how their system meets accessibility requirements and provide any available documentation showing compliance with these standards. If there are accessibility limitations, the Proponent must identify these limitations, explain how users will be supported and provide a plan and timeline for correcting the issues. Training materials and support services must be available in accessible formats upon request. 3.5.Privacy and Information Security The Supplier must protect Durham College's information and ensure it is stored and managed securely throughout the agreement. The system must include security measures that protect personal information, financial information and other College records from unauthorized access, loss or misuse. Proponents must explain: Where College information will be stored and backed up. Who will have access to College information and how access will be controlled. How information will be protected when it is stored or transferred. What measures are in place to protect the system from security threats. How often information will be backed up. How information will be restored if the system fails or information is lost. How the Supplier will respond to security incidents and privacy breaches. Whether other companies will be involved in hosting or managing College information. The Supplier must comply with all applicable privacy laws, Durham College policies, Appendix B - Mandatory Terms and the DC Standard Data Protection Addendum (DPA). College information must be stored, accessed and handled in accordance with the requirements of these documents. Durham College may require a Privacy Impact Assessment (PIA), security questionnaire, security risk assessment or other security reviews before the new system is put into use. The Supplier must provide the information and assistance needed to complete these reviews and address any concerns identified by Durham College. The Supplier must also provide any available independent security reports or other documentation requested by Durham College to confirm that the system meets the College's security and privacy requirements. 3.6.Warranty, Support, Maintenance and Training The Supplier will provide ongoing maintenance and technical support throughout the agreement to keep the system working properly, secure and up to date. The Supplier will be responsible for software updates, security updates, monitoring the system, backing up information, resolving technical problems and providing technical assistance. Proponents must provide details about their support services, including: The days and hours when support is available. How College staff can contact technical support. How quickly the Supplier will respond to reported problems. How urgent problems will be handled. How and when software updates and maintenance will be completed. How the Supplier will inform Durham College about planned service interruptions. How often the system is expected to be available and what happens if it becomes unavailable. How information will be recovered following a system failure. Technical support for urgent problems that prevent normal operations should be available 24 hours a day, seven days a week. The Supplier must provide additional technical support during the initial transition period to help resolve any issues that arise after the new system is put into use. The Supplier must provide training for designated CRWC staff and system administrators before the new system is put into use. Training must cover the main system functions, daily operations, reporting and managing user accounts. The Supplier must also provide user guides, training materials and information about where staff can get help. The Supplier will be responsible for correcting any problems with the software or its setup that prevent the system from meeting the agreed requirements, in accordance with the contract. 3.7.Durham College Responsibilities and Assumptions The following responsibilities will apply unless otherwise agreed during project planning: Durham College will assign a project lead and make appropriate CRWC and Information Technology staff available to assist with planning, testing and approvals. Durham College will provide available information about the existing Fusion system, including records, equipment and connections to other systems. The Supplier must identify any additional information or assistance needed from Durham College or the current software provider. Durham College will review and approve the main stages of the project before the new system is put into use.