HomeMy WebLinkAbout2012-09-25 - AGENDA REPORTS - RECREATION SOFTWARE (2)Agenda Item• 10
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval: ,
Item to be presented by: Kevin Tonoian
DATE: September 25, 2012
SUBJECT: RECREATION SOFTWARE MANAGEMENT SYSTEM
REPLACEMENT
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council:
1. Award a five-year contract in the amount of $240,000 to Recl for recreation software
management services, with the option of three, one-year additional renewals.
2. Appropriate $20,000 from Technology Replacement Fund 720 to account number
12203-5161.001, for the initial setup, data migration, report creation, staff training, and
supplemental mobile devices.
3. Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the awards in the event issues of impossibility of performance arise, and execute up to
three (3) annual renewal options, and execute all documents subject to City Attorney
approval.
BACKGROUND
The Department of Parks, Recreation, and Community Services (FRCS) offers a wide variety of
recreational and community programs, parks, and facilities serving residents of the City of Santa
Clarita, as well as the surrounding unincorporated areas of Los Angeles County. Management
and registration of such offerings are handled through a recreation software management system.
The City's current system has been in use for more than 11 years, has reached its technical
end -of -life effectiveness, and is due for replacement.
APPROYED __
During Fiscal Year 2011-2012, the City's Recreation Division processed 45,056 financial
transactions, 70% of which took place online. These transactions encompassed recreation
programs and activities, facility reservations, memberships, and point-of-sale transactions,
generating over $4.3 million in revenues. Recreation -related revenues are primarily responsible
for offsetting costs associated with providing such programming to the community and
reinforcing the need for a state-of-the-art recreation management system to facilitate these
quality -of -life services.
In May 2012, the City's Technology Services Division in coordination with the Recreation
Division issued a Request for Proposal (RFP) for a comprehensive, web -based recreation
software management solution to meet the current and future requirements of the City's PRCS
programs. In developing this RFP, staff sought a solution capable of meeting the City's
technological and operational needs, an intuitive interface for ease of use by residents, with an
emphasis on limiting one-time implementation and ongoing support costs.
The RFP was advertised on May 15 and May 20, 2012, and forwarded to the Santa Clarita
Chamber of Commerce and the Valley Industrial Association. A total of 137 unique vendors
were notified of this RFP, of which 23 vendors downloaded the document. Four proposals were
submitted on Tuesday, June 3, 2012, and are reflected below:
Reel
Active Network
eTrak-Plus
US eDirect
Alpharetta, GA
San Diego, CA
Charleston, SC
Bakersfield, CA
Following an initial evaluation of the proposals by the Technology Services Division to
determine if the City's technical criteria was met, the proposal submitted by US eDirect was
disqualified, as it did not meet the City's requirement to be an entirely web -based system.
The three remaining proposals were subsequently objectively rated by a committee of 13, which
included staff from Recreation and Technology Services. The proposals were scored based upon
weighted criteria, which evaluated each system's ability to meet required and optional
operational needs, professional references, a formal demonstration of their product, and overall
costs.
Following the initial vendor demonstrations, the evaluation committee narrowed the field of
vendors to Reel and Active Network and forwarded follow-up questions to each vendor. The
evaluation committee participated in a second round of vendor demonstrations with Recl and
Active Network prior to independently finalizing their scores for each remaining vendor.
Based on the results of the competitive process, staff has determined Reel's proposal and service
offerings best meets the City's requirements for a new recreation software management system.
The one-time implementation cost associated with configuring Reel's system is $15,000. This is
inclusive of all set-up, data migration, report creation, and staff training. An additional $5,000 is
being requested to fund necessary third -party hardware to enhance Recreation staffs ability to
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manage program -related activities in a mobile and real-time fashion.
Annual service costs associated with licensing, hosting, maintenance, and future software
upgrades of RecI's system are calculated based upon 1% of financial transactions through their
system. This service cost formula will be locked in for the duration of the City's contract with
Rec 1.
Based upon Fiscal Year 2011-12 actual recreation transactions, staff forecasts the annual service
cost associated with the recommended management system will equal approximately $45,000.
The total cost of ownership during the initial five-year term is projected to equal $240,000. To
support annual service costs, staff proposed to offset these costs utilizing recreation programming
revenues beginning in Fiscal Year 2013-14.
The new recreation software management system is anticipated to go live February 2013, in
coordination with spring 2013 recreation registration.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
The Fiscal Year 2012-13 one-time implementation costs associated with replacing the City's
Recreation Management System is approximately $15,000. An additional $5,000 is being
requested to fund required third -party hardware for Recreation staff to enhance their ability to
manage recreation -related activities/transactions in a mobile and real-time fashion. Staff is
requesting a one-time appropriation in the amount of $20,000 from Technology Replacement
Fund (Fund 720) to Account 12203-5161.001.
Based on the go -live date of February 2013, the Fiscal Year 2012-13 service cost associated with
Recl's facilitation of the City's recreation program and activity transactions is approximately
$22,000. To minimize impact to the General Fund, funds already allocated this fiscal year will
be used from Technology Services and Recreation's operating budgets to cover costs.
Future annual service costs to support this system, estimated to be approximately $45,000, will
be offset by recreation program revenues.
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