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 th...
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