Title
Consider a resolution authorizing the Mayor to execute an Agreement with Rec Trac LLC for recreation management software services.
Body
This item is for the purchase and implementation of a replacement software for PARD's Recreation Management Software. Our current software agreement with PerfectMind expires in October 2022. A Request for Proposals occurred in January 2022 with a total of five (5) software companies submitting proposals. An evaluation committee consisting of PARD, IT and Finance team members reviewed the submissions and determined Vermont Systems/RecTrac to be the best value and solution for the City.
This five (5) year agreement consists of a one-time implementation fee ($22,755), one-time hardware fee ($10,922) and on-going annual fees. The annual fee for the software is comprised of a software maintenance fee ($34,884 per year) and credit card processing fees (estimated at $70,460 per year). Currently, the City pays credit card processing fees using a third party vendor contracted with the City. RecTrac has an integrated payment processor that handles all payment processing on a per transaction fee basis. The annual software cost is approximately $105,344 per year.
The recreation management software is one of the most used and critical softwares used by PARD. Over $3,000,000 worth of facility rentals, leagues, camps and program registrations is run through the recreation management software. It is the primary customer-facing software used for parks and recreation programs/services.
PARD recommends approval of the agenda item.
Cost: 560,417.00
Source of Funds: General Self-Financed Construction & General Fund