Recreation Management and Point of Sale (POS) System FA483026Q0010

*THIS IS A SOURCES SOUGHT* The purpose of this post is seeking sources for market research purposes and no contract or obligation from the government will come of it. 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 23rd FSS at Moody AFB is looking to purchase a Sign In System (RecTrac) capable of recording customer information and storing it for the management to pull statistics. RecTrac is hardware/software to increase efficiency and productivity, while providing their team with extensive reporting statistics to track and control inventory and usage data The system must be RecTrac or capable to work in seemlessly in an infustructure already trained and set up for RecTrac 1.0 Introduction 23 FSS is seeking proposals from qualified vendors to provide a modern, fully integrated, and scalable Recreation Management and Point of Sale (POS) system. Our organization supports a wide variety of recreational programs, memberships, retail sales, and facilities across multiple locations at Moody AFB, serving a large and active customer base. The goal of this effort is to acquire one enterprise-wide system that replaces fragmented processes with a single solution that improves day-to-day operations, enhances the customer experience, and strengthens financial accountability. The system must be able to support a large number of users and transactions at the same time, including in-person POS transactions and online registrations, without delays or system interruptions. 2.0 Background and Current Environment The current environment consists of two main components: a back-office Core Management Platform used by staff and a Public-Facing Web Portal used by customers for self-service. These two components work together to manage programs, memberships, rentals, and payments. A key function of the current system is the Point of Sale (POS) capability, which is used across all facilities. The POS supports in-person sales such as merchandise, daily admissions, and rentals, as well as online payments made through the customer portal for registrations and memberships. The system also relies on standard POS hardware, including cash drawers, receipt printers, and payment card readers. The new system must support all of these functions within a single, integrated platform. 3.0 Scope of Work and System Requirements The selected vendor will be responsible for delivering a complete solution that includes software and, if applicable, hardware. This includes system setup, configuration, and ongoing support. All components must work together as one unified system rather than separate or disconnected tools. 3.1 Core Functional Requirements The proposed solution must include, at a minimum, the following fully integrated modules. 3.1.1 Activity & Program Registration The system must allow staff to create and manage programs such as classes, camps, courses, and special events. This includes the ability to add detailed descriptions, schedules, and pricing. The system must support flexible pricing rules, including different rates for civilian and Government users, early registration discounts, and pro-rated fees. It must provide real-time roster tracking, waitlist management, and, if available, automated notifications to participants. The system must also support multiple users registering participants at the same time, both from staff workstations and through the public website. 3.1.2 Facility & Rental Management The system must provide a centralized scheduling tool for managing the reservation of facilities such as parks, rooms, fields, and other rentable spaces. It must prevent double-booking by checking availability in real time across all locations. The system must support rental permits, fee tracking, and required documentation. Customers must be able to view availability online and submit reservation requests through the public-facing portal. 3.1.3 Integrated Point of Sale (POS) The system must include a fully integrated POS module that supports both retail transactions and activity-related sales such as admissions and registrations. The POS must work with modern hardware, including touchscreen terminals, barcode scanners, EMV and NFC card readers, and receipt printers. It must include inventory tracking and reporting for retail items and allow staff to quickly process sales, returns, and voids in a high-volume environment with multiple users operating at multiple locations at the same time. 3.1.4 Financial & Reporting Module The system must include a centralized financial module that captures all transactions across the platform. This includes in-person and online payments made by credit card, ACH, cash, and check. The system must support end-of-day reconciliation and provide detailed financial reports for all revenue sources. Payment processing must be PCI DSS compliant and compatible with the Air Force payment credit card system. 3.2 Technical and Security Requirements Hosting: A cloud-based Software-as-a-Service (SaaS) solution is preferred to reduce local infrastructure requirements and support system availability. Scalability: The system must reliably support a high number of concurrent staff and public users without reduced performance. Security: The system must follow industry-standard security practices. All payment components must be PCI DSS compliant and compatible with the Air Force payment credit card system. Vendors must clearly describe how customer and financial data is protected. 4.0 Vendor Responsibilities The selected vendor will be responsible for the following services throughout the life of the contract: Project Management: Provide a dedicated project manager and a clear implementation timeline. System Implementation & Configuration: Set up and configure the system to meet all requirements outlined in this RFP/RFQ. Data Migration: Support the transfer of key data from the current system, such as customer accounts and upcoming registrations. Training: Provide training for administrative staff and end-users to ensure effective system use. Ongoing Support & Maintenance: Provide a Service Level Agreement that outlines technical support services, response times, help desk access, and system updates.

*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: Company name, CAGE code, UEI, and business size. Description of relevant experience providing similar recreation management and POS systems. Description of system capabilities that meet the requirements outlined above. Hosting environment and cybersecurity approach. Ability to integrate with existing government payment processing systems. Estimated implementation timeline. 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.

Request for Quotation (RFQ) Solicitation No: FA483026Q0010 Requirement: Recreation Management and Point of Sale (POS) System RFQ Due Date: 23 March 2026, 8:00 AM EST 1.0 Introduction The Government intends to solicit and evaluate quotes in accordance with applicable Federal Acquisition Regulation (FAR) procedures. Please submit all quotes via email to erick.boswell@us.af.mil or hand delivered to the Contracting Office 23 CONS/PKB 4380 Alabama Rd., Bldg. 932 Moody AFB, GA 31699-1794. It is the contractor s responsibility to confirm receipt of the proposal prior to the solicitation or amendment closing date and time. The 23d Force Support Squadron (23 FSS), Moody Air Force Base, Georgia, is seeking a modern, fully integrated, and scalable Recreation Management and Point of Sale (POS) system. The Government's objective is to obtain 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 support 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 The Contractor shall provide a complete solution that includes software and, if applicable, hardware. The system must function as a unified platform rather than separate, disconnected applications. 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 Facilities and Staff Requirements: Facilities: The system will manage 6 distinct facilities. Staff: 6 staff members will require back-office access to the system. Timeframe for Use: The system is intended for use for a period of 6 months. 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 Disclaimer This Request for Quotation does not obligate the Government to award a contract. The Government reserves the right to cancel this RFQ at any time. EVALUATION FACTORS FOR AWARD The Government will issue a purchase order to the responsible offeror whose quotation, conforming to the solicitation, is determined to represent the best value to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Price: The price evaluation will follow a Lowest Price Technically Acceptable (LPTA) approach. The award will be based on the Lowest Price Technically Acceptable (LPTA), where the total price will be evaluated to determine the best value to the Government. Technical Capability: The contractor must provide documentation that demonstrates the ability to meet all technical requirements in the solicitation. The offer must meet all technical requirements stated in the solicitation. Past Performance: The Government will assess the offeror's past performance based on an integrated performance quality assessment. The Government will evaluate how well the offeror has performed on past contracts that are both recent and relevant and will assign a rating of "Acceptable" or "Unacceptable." Acceptable: Based on the offeror's performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror's performance record is unknown. Unacceptable: Based on the offeror's performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort. INSTRUCTIONS TO OFFERORS: Solicitation No: FA483026Q0010 Requirement: Recreation Management and Point of Sale (POS) System RFQ Due Date: 23 March 2026, 8:00 AM EST Interested parties shall submit there quotes via email to erick.boswell@us.af.mil or hand delivered to the Contracting Office 23 CONS/PKB 4380 Alabama Rd., Bldg. 932 Moody AFB, GA 31699-1794. It is the contractor s responsibility to confirm receipt of the proposal prior to the solicitation or amendment closing date and time. All questions/concerns must be submitted in writing via email to erick.boswell@us.af.mil and CC nasir.smith.1@us.af.mil no later then 19 MARCH 2026 AT 8:00AM EST. All companies must be registered in the System for Award Management at https://www.sam.gov/portal/public/SAM/ to be considered for award. The Government will not provide contract financing for this acquisition. Invoice instruction will be provided at the time of award.