Submitted By: Preston Pooser
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Presentation By: John Spencer
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Department: Recreation and Parks
STAFF RECOMMENDATION (Motion Ready):
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Approve three-year contract with Perfect Mind, Inc., to provide and support recreation and park management software services for a cost not to exceed $92,146
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, .
PROOF OF PUBLICATION:
Bid released to public: 10/13/2021
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BACKGROUND:
The Recreation & Parks Department has been utilizing a recreation and park management software for more than a decade for day-to-day operations. This software is utilized daily, across multiple divisions, recreation centers, and park sites to process various online and in-person program registrations, online and in-person facility rentals, point-of-sale transactions, membership entry and tracking, and other recreation and parks business functions. The current recreation and park management software agreement is about to expire, and the software can no longer meet the needs of the department (as it relates to software abilities and functionality).
The Department wishes to use a more modern recreation and park management software that is more user friendly (on both the customer and staff sides), is available and useable across all platforms and devices, and integrates better with social media and marketing tools. The vendor will provide, implement, and support recreation and park management software services for the Recreation and Parks Department for the duration of the contract. The vendor utilizes a third-party card processing and equipment leasing provider, with an annual equipment lease of $12,582 for third-party card readers. Based on the lowest cost, the City will either utilize Perfect Mind’s third-party processor or use one of our existing payment processors to provide that service.
FINDINGS AND CONCLUSIONS:
• On 10/13/2021, the Procurement Department issued RFQ# REC/210945: Parks & Recreation Management Software.
• Three vendors responded with quotes by the 11/16/2021 deadline, shown below:
• Recreation and Parks staff reviewed the proposals, pricing information, and technical abilities of each of the software packages.
• Product demonstrations were conducted as part of the review process. Perfect Mind and RecTrac provided a live virtual software demonstration that included access to a training or test database. Staff was already familiar with Active Network (Global Payment’s program) as this is the City’s current recreation and park management software vendor. Staff from Recreation & Parks, IT, and Security were included in the software demonstrations. City staff completed a quantifiable software evaluation for each software demonstration.
o Perfect Mind, Inc. provided the best proposal, overall pricing, and had the highest staff demonstration score.
o Even with the credit card processing and equipment leasing costs from a third-party provider, Perfect Mind is still $36,581 less than the RecTrac proposal.
• Staff reviewed all bid criteria and recommends awarding the contract to Perfect Mind, Inc.
• The contract is for a three-year term with annual renewals.
FISCAL IMPACT:
The annual cost for the first year of recreation and park management software services are $19,000 (a one-time implementation fee), $3,000 (one-time data run), and $10,800 (annual cost). The three-year recreation and park management contract amount totals $54,400. Third-party card processing and equipment annual lease costs will not exceed $12,582 (for thirty-party card readers). The total three-year cost to provide and support recreation and park management software services and card processing and equipment leasing totals $92,146. These expenses are budgeted in the Recreation & Parks budget (001-021-021-572-57-46010).
PROCUREMENT REVIEW:
The contract has been reviewed and approved for compliance with the City's procurement policies.
LEGAL REVIEW:
This agreement will be reviewed and approved for form and legality by City Attorney, Robert W. Batsel, Jr.
ALTERNATIVE:
Table, Deny, or Amend