HomeMy WebLinkAbout1994-05-10 - AGENDA REPORTS - RECREATION REGISTRATION SYSTEMAGENDA REPORT
Approval
by:
Carolynn W. Deller
CONSENT CALENDAR
DATE: May 10, 1994
SUBJECT: Replacement of Recreation Registration System
DEPARTMENT: Management Services
BACKGROUND
The City Council authorized City staff to distribute an RFP in October 1992 soliciting
proposals from software vendors to supply the Recreation Department with a new
registration and facilities booking system. Four companies responded, and of those, three
met the guidelines set up by the Department. The next step in the process was a live
demonstration by the three companies for all full time recreation staff. In March, 1993, the
process was put on hold due to budget constraints and was not resumed until March, 1994.
At that time the top two vendors were invited to give final demonstrations for the Recreation
Department to show upgrades and new features that had since been developed.
Both companies were evaluated thoroughly, and Sierra Digital with their software called
"RecWare" was chosen as the company that would best meet the Department needs.
RecWare was chosen because of its strength in three target areas: features, pricing, and
future capabilities. The Finance and Information Resources Departments have also been
involved in the evaluation process, making sure that the new system will successfully interact
with the current practices in those departments.
The implementation of the system will begin in June, and it will be on-line for Fall
Registration which begins August 22, 1994. RecWare provides the following features:
FEATURES
TOUCH TONE REGISTRATION: This allows customers with a push-button phone and a
credit card to register, 24 hours a day in the convenience of their own home. This ease of
registration will generate revenues from a new segment of the population.
PROCESSING SPEED: The increased processing speed for registrations will help the
division meet its goal of cost recovery by lowering the cost of part-time staff used for periodic
registrations.
ppp�01CD .�� W Item:
Current System: 4 min./reg. = $.58/reg. x 3000 = $1,740.00
RecWare: 1 min./reg. = $.14/reg. x 3000 = $ 420.00
Estimated cost savings per registration period = $1,320.00
DEMOGRAPHIC AND MAILING ENGINE:. We will be able to market programs to a target
population through this feature which allows us to run reports and mailing lists using
various criteria;
TOLL FREE PHONE SUPPORT: Through our dealings with this company, they have
impressed us as being a service oriented organization, which is necessary during a time of
transition.
ACCOUNTS RECEIVABLE TRACKING: This feature is desperately needed, as we currently
have no way of tracking customer accounts in our registration system.
PRICING
START UP COSTS:
Software $18,755.00
Training and Installation 5,500.00
(9) PC's @ $2,500.00 each 22,500.00
$46,755.00
Annual Support and Maintenance $1,985.00
The budget for this project was $50,000.00.
FUTURE CAPABILITIES
REMOTE SITE INQUIRIES/REGISTRATIONS: This will give us the ability to set up a PC
at each park to provide system access to Coordinators at remote sites.
BAR CODING: This will be an option to us to simplify the registration process by bar coding
recreation registration ID cards for the residents.
TOUCH SCREEN REGISTRATION: Sierra Digital has begun work on a public "kiosk"
capability, which would allow any resident to register for a program using a touch screen and
their credit card. Our goal would be to put these at parks, libraries, malls, and other public
facilities to make it convenient for our customers to register.
RECOMMENDATION
It is recommended that the City Council authorize staff to purchase Sierra Digital's RecWare
automated recreation registration program.
JCG
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PRICING COMPARISON
Escom
Sierra
Digital
Software Modules:
Registration
$ 13,433
$ 3,795
Facilities
13,433
3,795
Financial Interface
2,633
1,000
Telephone Registration
5,995
Automatic Credit Authorizing
2,000
795
Marketing/Mailing
2,633
995
Electronic Support System
0
395
Modifications
1,800
0
Total:
$ 35,932
$ 16,770
Training and Installation:
$ 3,750
$ 5,500
Annual Support & Maint.:
Registration
$ 2,015
$ 650
Facilities
2,015
495
Financial Interface
395
0
Telephone Registration
695
Automatic Credit Authorizing
395
50
Marketing/Mailing
395
95
Annual Fees:
$ 5,215
$ 1,985
Total Costs:
$ 44,897
$ 24,255
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