Recreation Management and Point of Sale (POS) System

*THIS IS A SOURCES SOUGHT* 

1.0 Introduction

This is a Sources Sought Notice for market research purposes only. This is not a Request for Proposal (RFP) or Request for Quotation (RFQ). Please submit all information to erick.boswell@us.af.mil, if you have any questions you can email or call at (229) 257-1502. The 23d Force Support Squadron (23 FSS), Moody Air Force Base, Georgia, is seeking information from qualified vendors capable of providing a modern, fully integrated, and scalable Recreation Management and Point of Sale (POS) system.

The Government’s objective is to identify vendors capable of delivering 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 be capable of supporting 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

Interested vendors must be capable of providing a complete solution that includes software and, if applicable, hardware. The system must function as a unified platform rather than separate, disconnected applications.

3.1 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

• Be compatible with the Air Force-approved credit card processing system

3.2 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 Vendor Capabilities Submission

Interested vendors are requested to submit the following information:

1. Company name, CAGE code, UEI, and business size.

2. Description of relevant experience providing similar recreation management and POS systems.

3. Description of system capabilities that meet the requirements outlined above.

4. Hosting environment and cybersecurity approach.

5. Ability to integrate with existing government payment processing systems.

6. Estimated implementation timeline.

7. Any available product literature or capability statements.

5.0 Disclaimer

This Sources Sought Notice is for informational and planning purposes only and does not constitute a solicitation. The Government is not obligated to award a contract as a result of this notice. Please submit all information to erick.boswell@us.af.mil, if you have any questions you can email or call at (229) 257-1502.