- Doc Url
- /marketplace/api/blob?p=nashville%2F300001229669372%2FGG000107_SUPPLIER.pdf&fn=GG000107_SUPPLIER.pdf
- Address
- PO Box 196301 Nashville, TN 37219 Davidson United States
- Pdf Text
- RFQ GG000107
Proprietary and Confidential 9/24/2026 4:01 PM
RFQ GG000107
Title Parks Point of Sale (POS), Online and Onsite Reservation System
Preview Date Open Date 9/24/2026 4:01 PM
Close Date 10/28/2026 3:00 PM Award Date
Time Zone Central Standard Time
1
RFQ GG000107
Proprietary and Confidential 9/24/2026 4:01 PM
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.
2
RFQ GG000107
Proprietary and Confidential 9/24/2026 4:01 PM
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...........................................................................................................................92.7 Section 7. Scope Summary...................................................................................................................................92.8 Section 8. Scope Details.......................................................................................................................................92.9 Section 9. Equal Business Opportunity (EBO) Program Requirements.............................................................122.10 Section 10. Insurance Requirements.................................................................................................................122.11 Section 11. Standard Solicitation Requirements...............................................................................................132.12 Section 12. Information Security Agreement...................................................................................................202.13 Section 13. Solicitation Acceptance.................................................................................................................212.14 Section 14. Contract Acceptance......................................................................................................................212.15 Section 15. Evaluation Criteria.........................................................................................................................222.16 Section 16. Affidavits.......................................................................................................................................25
3
RFQ GG000107
Proprietary and Confidential 9/24/2026 4:01 PM
1 Overview
1.1 General Information
Title Parks Point of Sale (POS), Online and Onsite Reservation System
Buyer Grace Wichert Outcome Contract Purchase
Agreement
E-Mail Grace.Wichert@nashville.
gov
1.2 Schedule
Preview Date Open Date 9/24/2026 4:01 PM
Close Date 10/28/2026 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
4
RFQ GG000107
Proprietary and Confidential 9/24/2026 4:01 PM
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.
5
RFQ GG000107
Proprietary and Confidential 9/24/2026 4:01 PM
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:
• 43230000 - Software
• 43232200 - Content Management Software
• 43232300 - Data Management and Query Software
• 43232701 - Application Server Software
• 81112200 - Software Maintenance and Support
• 83120000 - Information Services
6
RFQ GG000107
Proprietary and Confidential 9/24/2026 4:01 PM
2.4 Section 4. Multi-Round Solicitation
1.
Solicitation Rounds
This is a multi-round solicitation that will consist of at least four (4) rounds. Metro reserves the right for
additional rounds if deemed necessary.
Round 1
Round 1 consists of Project Experience for a total of 25 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 the next
round(s) wherein Offerors will submit detailed proposals. Such detailed proposals will be worth a total of 75
points, and at minimum include categories of Proposed Solution and Service Delivery, Implementation and
Transition Approach, and Organizational Structure and Key Personnel. Offerors evaluated as qualified and
within the competitive range from Round 2 will be invited to the next round(s).
Round 3
Offerors evaluated as qualified and within the competitive range from Round 2 will be invited to the next
round(s) wherein Offerors will have an opportunity to participate in demonstrations for a total of 50 Points.
Round 4
7
RFQ GG000107
Proprietary and Confidential 9/24/2026 4:01 PM
Offerors evaluated as qualified and within the competitive range from Round 3 will be invited to the next
round(s) wherein Offerors will submit the required Cost Spreadsheet for a total of 100 Points.
Points from Rounds 1, 2, 3, and 4 will be added together to determine total score (250 max 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:
09/29/2026 - Round 1 Solicitation Opens
10/06/2026 - Pre-Offer Meeting
10/07/2026 - Amendment #1 Published with Pre-Offer PowerPoint and Attendee List
10/08/2026 - Deadline to Submit Questions in iSupplier
10/20/2026 - Amendment #2 Published with Response to Online Discussion Questions
10/28/2026 - Round 1 Solicitation Closes
10/29/2026 - Responsive Offers Provided to Evaluation Committee
11/05/2026 - Evaluation Committee Meeting
11/16/2026 - Publish Round 2 to shortlisted Offerors
11/18/2026 - Round 2 Deadline to Submit Questions in iSupplier
12/01/2026 - Round 2 Amendment Published with Response to Online Discussion Questions
12/09/2026 - Round 2 Solicitation Closes
12/10/2026 - Responsive Offers Provided to Evaluation Committee
12/17/2026 - Evaluation Committee Meeting
12/28/2026 - Publish Round 3 to shortlisted Offerors
12/30/2026 - Round 3 Deadline to Submit Questions in iSupplier
01/12/2027 - Round 3 Amendment Published with Response to Online Discussion Questions
01/25/2027 - 01/29/2027 - Round 3 Demonstration Period
01/29/2027 - Round 3 Solicitation Closes
02/02/2027 - Evaluation Committee Meeting
02/15/2027 - Publish Round 4 to shortlisted Offerors
02/17/2027 - Round 4 Deadline to Submit Questions in iSupplier
02/23/2027 - Round 4 Amendment Published with Response to Online Discussion Questions
03/02/2027 - Round 4 Solicitation Closes
03/03/2027 - Evaluation Committee Meeting
03/29/2027 - Intent to Award Issued
8
RFQ GG000107
Proprietary and Confidential 9/24/2026 4:01 PM
04/09/2027 - Protest Period Ends & Deadline for Awarded Supplier to Provide Outstanding Documents
04/15/2027 - Contract Sent to Awarded Supplier for Review
04/22/2027 - Contract Routes for Signature
05/05/2027 - Sourcing Process Complete
2.6 Section 6. Solicitation Objective
1. The objective of this solicitation is to enter into a Metro contract. It is anticipated the initial contract will be for
a five-year term.
2.7 Section 7. Scope Summary
1. The Metropolitan Government of Nashville and Davidson County (Metro) is soliciting
proposals for a comprehensive Point of Sale (POS) reservation, registration, and
recreation management solution to support onsite and online operations across Metro
Nashville Parks and Recreation facilities. The system must streamline daily operations,
improve customer experience, enhance financial accountability, and support departmental
reporting needs.
Metro is seeking firms with demonstrated experience implementing and supporting POS,
reservation, registration, and recreation management systems for organizations with
operations similar in size, volume, and complexity.
2.8 Section 8. Scope Details
1. Parks currently utilizes a recreation management system to support point of sale
transactions, reservation, activity and program registrations and membership
management. The current contract is approaching the end of its term. Metro is seeking a
solution capable of supporting Parks' current operations while providing flexibility to
accommodate future operational and service needs.
The solution is anticipated to support approximately 39 parks facilities, excluding golf
facilities. Not all facilities are currently operational or actively utilizing the existing system.
There are currently 27 facilities utilizing the existing system:
1. Park Police Office
2. Accounting Office
3. Bellevue Community Center
4. Centennial Art Center
5. Centennial Performing Arts Center
6. Coleman Community Center
7. East Community Center
8. Hadley Community Center
9. Hamilton Creek Marina
10. Hartman Community Center
11. Hermitage Community Center
12. Kirkpatrick Community Center
9
RFQ GG000107
Proprietary and Confidential 9/24/2026 4:01 PM
13. Madison Community Center
14. McCabe Community Center
15. Morgan Community Center
16. Old Hickory Community Center
17. Parthenon
18. Picnic and Sports Office
19. Sevier Community Center
20. Shelby Community Center
21. Smith Springs Community Center
22. Southeast Community Center
23. Special Events Office
24. Centennial Sports Fitness & Tennis Center
25. Centennial Sports Aquatics Center
26. Warner Park Headquarters
27. Wave Country
The remaining 12 facilities do not currently utilize the system directly. Reservations and
transactions for these locations are currently processed through other Parks Facilities:
1. Antioch Community Center
2. Cleveland Community Center
3. Easley Community Center
4. Elizabeth Community Center
5. Looby Community Center
6. McFerrin Community Center
7. Napier Community Center
8. Paradise Ridge Community Center
9. Parkwood Community Center
10. South Inglewood Community Center
11. Watkins Community Center
12. West Community Center
Parks intends to integrate all 39 facilities into the new solution through initial
implementation and subsequent onboarding throughout the contract term. Additional
facilities or POS stations at current facilities may also be added to the solution as
operational needs evolve or Parks facilities are built.
Parks currently utilizes approximately 78 POS stations/ registers, of which approximately
56 process financial transactions. With the inclusion of the 12 facilities that do not have
the point of sale at this time, it is expected this number to increase to approximately 102
POS stations/ registers, of which approximately 68 will process financial transactions.
Approximately 102 staff members may require concurrent access to the system.
10
RFQ GG000107
Proprietary and Confidential 9/24/2026 4:01 PM
Parks currently maintains approximately 100,048 active households. Current activity also
includes approximately 114,267 total head of households and dependents, 4,451 active
organizations, 4,286 non-expired memberships, approximately 24,902 active or future
activity registrations, and approximately 3,177 current or future reservations. These
quantities are provided for information and planning purposes and may change prior to
implementation. Only households with a current memberships, reservations, and
registration or activity on the account within the last 365 days or calendar year are
expected to be migrated into the solution. The decision on which metric will be used will
depend on the time of year implementation will take place. The system does not need to
support house accounts, and no user accounts currently have credits on customer
profiles.
Parks' current recreation management system does not include integrated payment
processing. The new solution must provide fully integrated payment processing
capabilities for both onsite and online transactions. The integrated payment system must
be PCI DSS compliant. The system shall support stored payment methods, with payment
data securely stored within the solution provider's or merchant service provider's hosted
environment in accordance with PCI DSS requirements. Metro cannot absorb payment
processing fees. The solution must provide a method to pass the processing fee to the
end user and clearly identify the processing fee as a separate line item from the
transaction amount. The integrated payment solution shall support multiple payment
method types, including insert, chip, swipe, tap/ contactless payments, and digital wallets
such as Apple Pay and Google Wallet upon implementation. Electronic checks (eChecks)
are also acceptable as long as they meet the same requirements stated above. Parks
processes approximately $21.8 million in annual revenue through its current environment,
including approximately $13.1 million in credit card revenues and $8.75 million in
cash/check revenue. Approximately 387,911 credit card transactions and 16,591 facility
reservations were processed during FY2026 (07/01/25-06/30/2026). Metro anticipates
online transactions will increase as a result of implementing a solution with integrated
payment capabilities.
The new solution must support online registrations, online reservations, and online
payment processing. Across all Parks locations, activity registrations, sign-ups and
payments are a priority for online services. Parks currently processes approximately 8,000
paid courts reservations, over 2,000 picnic shelter reservations, and over 5,000 sports
field reservations over the phone. This does not include other facility rentals or application
processing for special events. The solution shall support online reservations and online
payment processing, including allowing patrons to make and pay for reservations of
various unit types online, with the top priorities being courts and picnic shelters. The
solution will also need
METRO_GGIssuing agency·Tennessee·via a public procurement portal