HomeMy WebLinkAbout25A - FACILITY MAINTENANCE SOFT
REQUEST FOR
COUNCIL ACTION
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CITY COUNCIL MEETING DATE:
CLERK OF COUNCIL USE ONLY:
MARCH 21, 2005
TITLE:
AGREEMENT WITH THE ACTIVE
NETWORK TO PROVIDE RECREATION
FACILITY MANAGEMENT SOFTWARE
APPROVED
D As Recommended
D As Amended
D Ordinance on 151 Reading
D Ordinance on 2nd Reading
D Implementing Resolution
D Set Public Hearing For
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CITY MANAGER
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Direct the City Attorney to prepare and authorize the City Manager and
Clerk of the Council to execute an agreement with The Active Network to
provide recreation facility management software in an amount not to exceed
$75,755.
DISCUSSION
The City currently utilizes a manual system to process facility
reservations at each of its athletic fields, recreation centers and senior
centers. The continuing demand for City athletic fields, facilities and
meeting rooms requires an efficient, reliable system for processing and
monitoring reservations.
An evaluation committee consisting of representatives from the Information
Services division and the Parks, Recreation and Community Services agency
was assembled to evaluate recreation software solutions available in the
marketplace. The committee defined core requirements of the software
system and identified and contacted known potential software vendors. The
committee researched product information for three leading recreation
facility management software companies including Class Software, RecWare
Safari, and Vermont Systems RecTrac software.
The committee conducted surveys, interviews and on-site visits with cities
currently utilizing the various software programs to assess their
capability and effectiveness. In addition, the committee requested detailed
vendor surveys from each of the software vendors. As a result, Class
Software and RecWare were invited to perform on-site demonstrations and
submi t cost proposals. Vermont System was not capable of meeting the
City's software needs.
25A-1
Agreement with The Active Network
to Provide Recreation Facility Management Software
March 21, 2005
Page 2
The following weighted rating system was applied in evaluating each
software solution:
.
Functional requirements
Results of client city surveys
Architecture/Technology
Potential growth
Service and Support
Vendor background
Acquisition Cost
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.
.
.
.
.
The rating and price of the two recreation facility management software
systems are as follows:
Class Software
RecWare Safari
Score
86.27
68.24
Price
$68,868
$68,586
The evaluation results revealed that Class Software outperformed RecWare
Safari in six of the seven evaluation categories. The committee concluded
that the Class Software solution provides the best source and value for
meeting this unique City need. The one-year agreement with the Active
Network, the parent company of Class Software, includes a 10 percent
contingency.
FISCAL IMPACT
Funds are available in the Technology Plan Miscellaneous City proj ects,
computer software account (account no. 109-600-6661).
APPROVED AS TO FUNDS AND ACCOUNTS:
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Gerardo Mouet
Executive Dir ctor
Parks, Recreation and
Community Services Agency
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Francisco Gutierrez
Executive Director f~
Finance and Management Svcs. Agency
25A-2