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- RFQ GG000086,1
Proprietary and Confidential 7/22/2026 8:05 AM
RFQ GG000086,1
Title Parks Point of Sale Reservation and Registration (Onsite and Online) Platform
Preview Date Open Date 7/22/2026 8:03 AM
Close Date 8/12/2026 3:00 PM Award Date
Time Zone Central Standard Time
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Submit your response to the following contact.
Company Metropolitan Government of Nashville and Davidson County
Buyer Grace Wichert
Location PO Box 196301
Nashville, TN 37219
Davidson
United States
Phone
Fax
E-mail Grace.Wichert@nashville.gov
When submitting your response, include the following information.
Your Company Name
Company Site (Optional)
Address
Contact Details
Response Valid Until
(Optional)
This document has important legal consequences. The information contained in this document is proprietary of
Metropolitan Government of Nashville and Davidson County. It shall not be used, reproduced, or disclosed to others
without the express and written consent of Metropolitan Government of Nashville and Davidson County.
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Table of Contents1 Overview.......................................................................................................................................................................41.1 General Information..............................................................................................................................................41.2 Schedule................................................................................................................................................................41.3 Negotiation Controls.............................................................................................................................................41.4 Terms....................................................................................................................................................................41.5 Attachments..........................................................................................................................................................42 Requirements................................................................................................................................................................52.1 Section 1. RFP Solicitation (Selection) Method...................................................................................................52.2 Section 2. Waiver Process.....................................................................................................................................62.3 Section 3. Commodity Codes...............................................................................................................................62.4 Section 4. Multi-Round Solicitation.....................................................................................................................72.5 Section 5. Timeline...............................................................................................................................................82.6 Section 6. Solicitation Objective...........................................................................................................................82.7 Section 7. Scope Summary...................................................................................................................................82.8 Section 8. Scope Details.......................................................................................................................................92.9 Section 9. Equal Business Opportunity (EBO) Program Requirements.............................................................112.10 Section 10. Insurance Requirements.................................................................................................................112.11 Section 11. Standard Solicitation Requirements...............................................................................................122.12 Section 12. Information Security Agreement...................................................................................................192.13 Section 13. Solicitation Acceptance.................................................................................................................202.14 Section 14. Contract Acceptance......................................................................................................................202.15 Section 15. Evaluation Criteria.........................................................................................................................212.16 Section 16. Affidavits.......................................................................................................................................24
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1 Overview
1.1 General Information
Title Parks Point of Sale Reservation and Registration (Onsite and Online) Platform
Amendment Date 7/22/2026 8:03 AM
Amendment Description Amendment 1 to publish Pre-Offer Presentation and Pre-Offer Attendee List.
Buyer Grace Wichert Outcome Contract Purchase
Agreement
E-Mail Grace.Wichert@nashville.
gov
1.2 Schedule
Preview Date Open Date 7/22/2026 8:03 AM
Close Date 8/12/2026 3:00 PM Award Date
Time Zone Central Standard Time
1.3 Negotiation Controls
Response Visibility Sealed
1.4 Terms
Agreement Start Date Agreement End Date
Agreement Amount
(USD)
Payment Terms Net 30 Freight Terms SUPPLIER PREPAID
Shipping Method FOB DELIVERY
Negotiation Currency USD (US Dollar)
Price Precision 0
1.5 Attachments
File Name or URL Type Description
IT Environment File
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2 Requirements
*Response is required
Make sure to review the entire solicitation to gain an understanding of all the requirements and expectations
prior to creating and submitting a response.
2.1 Section 1. RFP Solicitation (Selection) Method
1.
Request for Proposal
Pursuant to Metropolitan Code of Laws (M.C.L.) Section 4.12.040, this solicitation document serves as the
written determination of the Purchasing Agent, that the use of competitive sealed bidding is neither
practicable nor advantageous to Metro. Therefore, this solicitation will facilitate the entering into of contract
(s) by the competitive sealed proposals process. The proposal process, flexibility and limitations are
governed by the Code and related Procurement Regulations.
The proposal selection method permits discussions with offerors who submit proposals determined to be
reasonably susceptible of being selected for award. Modifications in proposal content, comparative
judgmental evaluations of the proposals, corrections, and scope adjustments, may occur at the request of
the Purchasing Agent or their designee.
There may be one or more amendments to this solicitation. Solicitation amendments are included as
updates to the original solicitation. It is the offeror's responsibility to remain informed on all solicitation
amendments and submit the solicitation response incorporating all amendments.
Offers to Metro online solicitations are required to be submitted within the iSupplier online environment
unless otherwise stated. Hard copy offers will not be considered except as required by law.
Any response to this solicitation is a formal waiver of any claims of confidentiality regardless of what may be
stated, printed, or implied in the submission and/or attachments submitted. All information is made a Public
Record after an award is made.
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The only official position of Metro is found within this solicitation document including answers provided in
response to questions raised. The online discussion tool within iSupplier is the appropriate tool for all
questions or communications concerning this solicitation.
Metro reserves the right to issue additional rounds as it deems necessary for the purposes of evaluation.
Additional rounds may include, but not be limited to, Offeror interviews.
Metro reserves the right to make multiple awards for a contract if it is deemed in the best interest of Metro.
2.2 Section 2. Waiver Process
1. Pursuant to Metropolitan Code of Laws (M.C.L.) Section 4.48.115 (Conflicts with Previous Metro Projects),
Non-Metro employees who provide services to the metropolitan government regarding the feasibility, cost,
design, implementation, or legislative adoption of a particular matter are prohibited from subsequent
participation in the procurement process or resultant contract(s) related to that particular matter.
Any offeror who may meet the standard of MCL 4.48.115 must disclose this potential conflict to the buyer
prior to the solicitation's deadline for questions. This disclosure must include reference to the offeror's prior
work on the particular matter, including the specific project and prospective offerors' participation, and the
timeframe services were rendered. If the offeror is requesting a waiver from MCL 4.48.115 this must be
explicitly stated in the disclosure.
Requests for a waiver will be reviewed by the Procurement Standards Board with final decisions published
in the news items section of purchasing.nashville.gov
2.3 Section 3. Commodity Codes
1. This solicitation is being published under the following UNSPSC (United Nations Standard Products and Services
Code) Commodity Codes:
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• 43230000 - Software
• 43231500 - Business Function Specific Software
• 43231507 - Project Management Software
• 43231513 - Office Suite Software
• 81112200 - Software Maintenance and Support
2.4 Section 4. Multi-Round Solicitation
1.
Solicitation Rounds
This is a multi-round solicitation that will consist of at least two (2) rounds. Metro reserves the right for additional
rounds if deemed necessary.
Round 1
Round 1 consists of Firm Experience and Qualifications, System Functionality and Integration, Implementation,
Training and Support, Security, Data Management and Reporting for a total of 100 Points. Offerors evaluated as
qualified and within the competitive range from Round 1 will be invited to the next round(s).
Round 2
Offerors evaluated as qualified and within the competitive range from Round 1 will be invited to Round 2, wherein
Offerors will have an opportunity to provide response to demonstrations and cost for a total of 150 points.
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Points from Round 1 and 2 shall be added together to determine the final score, for a maximum of 250 points.
2.5 Section 5. Timeline
1.
The following is the general, unofficial anticipated timeline for this solicitation. These dates represent a good
faith effort, accurate at the time of publication. They are non-binding and subject to change. They are for
informational purposes only and subsidiary to official dates/times contained elsewhere in the solicitation:
• 07/16/2026 - Round 1 Solicitation Opens
• 07/20/2026 - Pre-Offer Meeting
• 07/21/2026 - Amendment #1 Published with Pre-Offer PowerPoint and Attendee List
• 07/23/2026 - Deadline to Submit Questions in iSupplier
• 07/29/2026 - Amendment #2 Published with Response to Online Discussion Questions
• 08/12/2026 - Round 1 Solicitation Closes
• 08/13/2026 - Responsive Offers Provided to Evaluation Committee
• 08/18/2026 - Evaluation Committee Meeting
• 08/24/2026 - Publish Round 2 to shortlisted Offerors
• 08/27/2026 - Round 2 Deadline to Submit Questions in iSupplier
• 09/02/2026 - Round 2 Amendment Published with Response to Online Discussion Questions
• 09/14/2026 - 09/18/2026 - Round 2 Demonstration Period
• 09/24/2026 - Round 2 Solicitation Closes
• 09/29/2026 - Evaluation Committee Meeting
• 10/01/2026 - Intent to Award Issued
• 10/11/2026 - Protest Period Ends & Deadline for Awarded Supplier to Provide Outstanding
Documents
• 10/15/2026 - Contract Sent to Awarded Supplier for Review
• 10/20/2026 - Contract Routes for Signature
• 11/03/2026 - Sourcing Process Complete
2.6 Section 6. Solicitation Objective
1. The objective of this solicitation is to enter into a Metro contract. The awarded contract will be for a term not
to exceed five (5) years.
2.7 Section 7. Scope Summary
1. The Metropolitan Government of Nashville and Davidson County (Metro) is soliciting
proposals for a comprehensive, fully integrated Point of Sale (POS) and registration
software solution to support both onsite and online transactions across all Parks facilities.
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2.8 Section 8. Scope Details
1. Contractor shall provide all software, implementation, training, maintenance, production updates, support
and related services necessary to operate the system. The system must streamline daily operations,
improve customer experience, enhance financial accountability, and support departmental reporting needs.
At minimum, the system shall:
General Point of Sale Functionality- Facility Reservation and Program Management
• Process payments for admissions, rentals, programs, memberships, merchandise, registrations,
reservations, and other Parks services.
• Accept cash, checks, credit cards, debit cards, gift cards and split payments.
• Process refunds, voids, discounts, exchanges, deposits, and other transaction adjustments.
• Generate receipts and duplicate receipts.
• Allow authorized users to retrieve, review, and reprint transaction records and receipts.
• Require unique user credentials and support role-based security permissions across system functions.
• Support supervisory approval of designated transactions.
• Maintain a complete audit trail of all transactions by user ID, date, and time.
• Support multiple pricing structures based on location, customer type, membership type, activity, date or
time.
• Support multiple membership types, lengths, and overlapping memberships rules, as needed.
• Maintain pricing history and effective dates for pricing changes.
• Calculate discounts, fees, penalties, and applicable taxes.
• Support barcode scanning and manual SKU entry.
• Support inventory tracking across multiple locations, inventory transfers, adjustments, purchase orders,
sales, discounts, and inventory counts.
• Support issuance, redemption and balance tracking of gift cards and gift certificates.
• Support Standard POS hardware, including receipt printers, cash drawers, barcode scanners, card readers
and payment devices.
• Support scheduling and reservation of shelters, rooms, athletic fields, courts, pools, and other reservable
facilities in increments of 15 minutes.
• Support reservations, holds, blocks, cutting/pasting of reservations, and mass reservation/multi-select and
at-a-glance of customer name for all reservations.
• Provide real-time facility availability calendars for staff and synced to Online view.
• Support payment for multiple bookings in one transaction.
• Support program and activity creation and management.
• Ability to create new sessions from previous session and create multiple sessions.
• Support enrollment tracking, waitlists, attendance tracking, and roster management.
• Support instructor assignment and capacity management.
• Support reservation add-ons, supplemental fees and related charges.
• Support validation of member check-in running in the background of other programs with audible
confirmation or decline.
• View to see recently checked in members and visual cues for valid or expired memberships.
• Store and reference all customer signed waivers electronically.
Customer Portal and E-Commerce
• Allow customers to create and manage online accounts.
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• Maintain customer account history, receipts, balances, track application status, memberships and
renewals.
• Allow customers to register for programs, purchase memberships and passes, reserve facilities, and
submit payments through integrated payment processing.
• Support integration with a Metro-approved payment gateway and Metro's accounting or financial
systems to support payment processing and accurate financial reconciliation.
• Support online applications for permits, facility use requests, special events, vendor applications, facility
reservations/bookings, upload documents, and similar processes.
• Support configurable forms, document uploads, and electronic signatures.
• Provide workflow functionality for routing, review, approvals, history and notifications.
• Support customer communication preferences, including email and text message notifications.
• Comply with current required accessibility standards for public-facing services.
Financial/Administrative Tools
• Support General Ledger mapping and configurable accounting code structures.
• Provide updated versions of the system user guide to the Parks point of contact as production updates
occur.
• Support operational, financial, inventory, audit, tax, revenue, reconciliation, and profit and loss reporting.
• Generate both summary and detailed reports with filters for location, date range, transaction type,
revenue category, and other user-defined criteria.
• Provide administrator tools to create custom reports as needed.
• Allow requests for new report development through the Contractor's support team, as needed.
• Options to filter, export, and save reports in commonly used formats.
• Comparative reporting across user defined reporting periods.
Technical Requirements
• Provide a cloud-hosted or hybrid-hosted solution.
• Support integration with Metro-approved merchant service providers and maintain PCI-DSS compliance
throughout the term of the contract.
• Solution must accept chip, swipe, and contactless payment options, including card-present and card-not-
present options (ex. Apple Pay, Google Pay).
• Provide implementation, configuration, training and on-going support services.
• Provide all integrations necessary to support Metro-approved third-party systems including, but not
limited to, golf driving range equipment, merchant services (if applicable), and other Metro-approved
third-party software currently in use or implemented during the term of the contract.
• Maintain documented security controls for the storage and transmission of data.
• Provide back-up, data retention and disaster recovery capabilities.
• Support common Microsoft operating systems and commonly used web browsers.
• Comply with Metro Information Security requirements.
• Provide a technical support point of contact available 24/7, via telephone or ticket submission system
with proposed response times.
• Designate an account representative and escalation point of contact for emergency issues with proposed
response time.
• System shall allow Individual credit card batch amounts to be downloaded from the POS system directly
into Oracle Cloud System or any successor financial system designated by Metro Finance.
• Support full or partial refunds after the original transaction date, including applicable service fee
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processing.
• Provide configurable search and data sorting based on custom queries.
• Provide built-in dashboards with real-time KPIs for administrators.
2.9 Section 9. Equal Business Opportunity (EBO) Program Requirements
1. EQUAL BUSINESS OPPORTUNITY (EBO) GOAL
2. Pursuant to the Metro Code of Laws Section 4.46.060 B, no Equal Business Opportunity Program
Goal is established for this solicitation.
2.10 Section 10. Insurance Requirements
1.
Insurance Requirements
Any offeror receiving an intent to award letter shall be required to provide a Certificate of
Insurance within seven (7) calendar days of receiving the notification in order to proceed
with award and execution of a contract.
The Description section must read as follows: Metropolitan Government of Nashville
and Davidson County, its officials, officers, em
