Title
Consider a memorandum/resolution approving a three-year agreement with Vermont Systems for Recreation Software, in the amount of $93,139.
Body
DATE: December 10, 2024
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Approve a Parks and Recreation Management System contract with Vermont Systems (RecTrac)
BACKGROUND AND FINDINGS:
For the past 15+ years the Parks and Recreation Department has been using the Active Net recreation management software system to process all programs, registrations, and facility reservation transactions. In early 2024 the Parks and Recreation Department negotiated a one-year contract with Active Net to peruse other vendors.
A request for proposal was sent out in June 2024. A total of six proposals were received (CivicRec, Amilia Enterprises, Hexon West LLC, Perfect Mind, RecDesk, RecTrac (Vermont Systems), and Univers). After the evaluation process that included the Parks and Recreation Department, RecTrac (Vermont Systems) was chosen as the preferred vendor.
The term of the agreement is for 3 years and will include the implementation and deployment of the software which consist of system integration, data migration, and training.
|
Year 1 Costs |
|
|
Onetime - Application Software Add-Ons |
$1,000 |
|
Onetime - Training and Expense |
$11,750 |
|
Services (recurring) Prorated Year 1 |
$25,500 |
|
Year 1 Total |
$38,250 |
This transition to RecTrac will afford new capabilities that Active Net systems did not provide including mobile device online access, social media integration, client surveys, league management point of sales, and admission ticketing. It is expected that staff will be ready to “go live” with RecTrac in spring of 2025.
Staff is recommending approving the replacement of Active Net parks management system.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
This purchase request is within the parameters set forth in the state and city purchasing polices.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The amount of the expenditure for fiscal year 2025 is $38,250. FY 2026 is $26,775 and FY 2027 is $28,114. Year 2 and 3 includes a 5% increase per the contract.
Is this a one-time or recurring revenue/expenditure?
This is a reoccurring expense.
Is this revenue/expenditure budgeted?
Yes, funding for FY 2025 is available in General Fund, Parks and Recreation Software Subscription account. Future years will be budgeted in the Information Technology Fund Software Subscription account.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes.
RECOMMENDATION:
Staff recommends that the City Council approve the contract with Vermont Systems in the amount of $93,139 and that the City Manager or designee be expressly authorized to execute all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Parks and Recreation
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreement and Quote
Contract Verification Form
Certificate of Interested Parties
Presentation