Title
Golf Management System Request for Proposals
Description
Request to authorize the City Manager, or his designee, to issue a Request for Proposals for a Golf Management System in the Parks and Recreation Department.
Report
Summary
The Parks and Recreation Department requires updated golf management software, which will be the new point of sale system for bookings, payment of tee times and purchasing of items. The system will also provide tracking, reporting of revenue streams and serve as an email marketing tool to increase marketing tactics. The purpose of the Request for Proposals (RFP) will be to identify an experienced organization that can develop, implement, train, manage and support a system that will provide an enhancement to the City's five municipal golf courses.
The current agreement providing similar services will expire in the spring of 2022, and a new agreement is needed to ensure the continuity of golf management software services and to provide needed updates. If a new vendor is selected, the resulting agreement will start approximately six months before the current agreement expires, to allow for configuration and implementation of data into the golf management software system.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
The RFP will contain evaluation criteria and processes in alignment with the required services and may include a combination of the following:
- Cost/Price
- Qualifications, Experience and Past Performance of Proposer
- Qualification and Experience of Proposer's Staff
- Method of Approach and Transition Plan
- Technology Business Requirements
- Proposed Organizational Structure and Personnel
Contract Term
The resulting agreement term will be for five years starting on or about Oct. 1, 2021, with one, five-year renewal option which may be exercised at the City's discretion.
Financial Impact
The current agreement has no impact to the General Fund. Vendor fees are deducted from golf revenue. Staff anticipates entering into a similarly structured agreement with the successful proposer.
Location
Council Districts: 3, 4, 5, 6 and 7
Department
Responsible Department
This item is submitted by Deputy City Managers Inger Erickson and Toni Maccarone and the Parks and Recreation and Information Technology Services departments.