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Recreation Management and Point of Sale (POS) System
Contact and place of performance
1st Lt. Nasir Smith
Fort Moore, GA 31699
USA
*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 [email protected], 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...
View moreA 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 [email protected], if you have any questions you can email or call at (229) 257-1502.
The Department of the Air Force, specifically the 23d Force Support Squadron (23 FSS) at Moody Air Force Base, has issued this sources sought notice to identify qualified vendors capable of providing an integrated Recreation Management and Point of Sale (POS) system. The government requires a scalable, enterprise-wide solution to support program management, facility reservations, customer registration, retail sales, and financial reporting. The system must accommodate high volumes of simultaneous transactions through both in-person POS terminals and a public-facing web portal, replacing the current environment while maintaining functionality for membership management, rental permits, and real-time roster tracking.
The requested solution must function as a unified platform, with core requirements including customer data management, automated scheduling to prevent double-booking, and a financial module compatible with Air Force-approved credit card processing. Technical requirements emphasize a preference for cloud-based Software-as-a-Service (SaaS) hosting and mandate PCI DSS compliance for all payment components. Interested vendors are requested to submit company credentials, experience with similar systems, and an estimated implementation timeline to the primary point of contact, 1st Lt. Nasir Smith.
This market research effort is identified under solicitation number FA483026Q0010 and is associated with NAICS code 334610, Manufacturing and Reproducing Magnetic and Optical Media, and PSC 7A21, IT and Telecom - Business Application Software (Perpetual License Software). The notice includes an SBA (SBA) set-aside designation. Although the 23 FSS is located at Moody Air Force Base, the notice identifies the place of performance as Fort Moore, Georgia. Responses are due by February 23, 2026.
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