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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />APRIL 18, 2017 <br />TITLE: <br />AGREEMENT WITH CIVICREC FOR <br />ACTIVITY REGISTRATION AND SITE <br />RESERVATION SOFTWARE <br />{STRATEGIC PLAN NO. 5, 6C} <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 15' Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an agreement with CivicRec for <br />activity registration and 'site reservation software for the period April 19, 2017 to November 30, <br />2017, for installation, for a cost of $22,000, which includes a 10% contingency, and a period of <br />three years from December 1, 2017 to November 30, 2020 with two, one -year renewal options, <br />for on -going maintenance and support, for a cost of 1% of transactions with an amount not -to- <br />exceed $15,000 per year for a total amount not -to- exceed $97,000, subject to non - substantive <br />changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />The City utilizes a software application to process recreational class registrations and facility <br />reservations for its athletic fields, recreation centers and senior centers. The current system was <br />purchased over 10 years ago at a cost of approximately $69,000, and an average yearly cost of <br />about $10,000 - $11,000 for maintenance and support. This software will be obsolete in <br />December 2017. <br />The continuing demand for these services requires an efficient, reliable system for processing <br />and monitoring, as well as for public convenience. The Parks, Recreation and Community <br />Services Agency (PRCSA) issued a Request for Proposal (RFP) in January 2017. An evaluation <br />committee consisting of three representatives from the PRCSA, one representative from Finance - <br />Treasury and one representative from Information Technology evaluated software options. <br />Four proposals were submitted. The evaluation criteria consisted of: Experience, Understanding, <br />Ease of Use, Implementation, Fee, and Technical Attributes. The results are as follows: <br />25F -1 <br />