Statement of Purpose
The City of Alameda invites proposals from qualified vendors to provide a cloud-hosted, Software-as-a-Service (SaaS) Recreation Management Software System for the Recreation and Parks Department. The City is seeking a vendor-hosted and vendor-maintained subscription platform, not an on-premises installation, that is efficient, cost-effective, and user-friendly for both the public and City staff, offered by an innovative, solution-oriented company that will meet the current and future needs of the Department.
The Department processes an estimated $5 million in annual transactions.
Scope of Work
The Scope of Work outlined in this Request for Proposals (RFP) provides a framework for the services to be performed and is intended to allow the City to compare proposals.
Submittal Requirements
To be deemed responsive and passed to the evaluation phase, all vendors must submit proposals containing the following elements to arpd.rfp@alamedaca.gov:
Cover Letter, Executive Summary , Proposed Solution, Implementation Approach, Pricing , Related Experience , References (x3), Contract, Insurance, and Business License Requirements.
Attachment A – The completed Attachment A, with a YES or NO response to every item in Section and any required explanation in the Comments and Exceptions column. Items must not be left blank.
Selection Process
The City will evaluate proposals based on functional fit, implementation and support capability, technical and security compliance, finance integration, references, and proposed timeline. The anticipated schedule is:
RFP Issued: August 19, 2026
Questions Due: August 26, 2026, by 5:00 PM PT
Responses to Questions: August 31, 2026, by 5:00 PM PT
Proposals Due: September 4, 2026, by 5:00 PM PT
Proposal Review: September 8 – September 11, 2026
Communicate with Finalists and Coordinate Demonstrations: September 10 – September 14, 2026
Vendor Demonstrations (Proof of Capabilities): September 15 – September 17, 2026
Selection of Awardee: September 21, 2026
City Council Approval: October 20, 2026
Contract Execution and Project Kickoff: Early November 2026
Target Go-Live Date: February 1, 2027 (dates subject to change)
The City reserves the right to negotiate with the selected vendor, reject any or all proposals, or modify the solicitation schedule as necessary. Questions regarding the RFP must be submitted in writing by the specified deadline.
The City will not discriminate against any interested firm or individual on the grounds of race, creed, color, sex, age, disability or national origin in the contract award. The City reserves the right to reject any and all proposals at its discretion, including not awarding the contract to any firm.
Submittal Instructions
All proposals must be submitted electronically to arpd.rfp@alamedaca.gov on or before 5:00 P.M. PT on September 4, 2026. All submissions become the property of the City of Alameda.
Submittals shall be clearly marked in the email subject line "Response to Request for Proposals: Recreation Management Software System."
Late submittals not actually received by the City by this date and time will not be considered, regardless of when they were sent.
Download the RFP Documents
Download the full ARPD RFP(DOCX, 166KB) (Word), Attachment A – Specification Checklist(XLSX, 31KB) (Excel), and the Service Provider Agreement(DOCX, 105KB) (Word). For an accessible version please contact arpd.rfp@alamedaca.gov.
Addenda and Responses to Questions
Please direct any questions on this RFP to arpd.rfp@alamedaca.gov. Questions must be submitted electronically by email and received on or before 5:00 P.M. PT on September 4, 2026.
Request for Proposals Recreation Management Software System(DOCX, 166KB)
Attachment A - Specifications Checklist(XLSX, 31KB)
City of Alameda Service Provider Agreement(DOCX, 105KB)
August 26, 2026 by 5:00 pm (PT)
Friday, September 4, 2026 by 5:00 pm (PT)
Submit your proposal via email by September 4, 2026, 5:00 pm (PT) to arpd.rfp@alamedaca.gov
Written Responses to Questions(PDF, 137KB)
Public Works Department