Title
Recreation Management Software - RFP PKS16-101116
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Cirilian, Inc., dba Rec1, to provide a recreation management system with a long-term method for tracking all parks, recreation and sports complex activities, programs, and revenues.
Report
Summary
The recommended recreation management software will allow the public to register for programs, reserve facilities and manage their memberships. Participants will utilize the online website to register for programs such as PAC, youth and adult sports, and all recreation classes and programs that are provided at community centers, museums, pools and mountain preserves. The participants also will be able to make a reservation request for sports fields, sports complexes, meeting rooms and ramadas.
The software also includes a point of sale system at Pueblo Grande Museum and the 29 swimming pools during the summer season. The software will manage the sale of memberships and fitness passes to the community centers. Staff will be able to better manage facility rentals, activity registration, guided hikes, and ball field reservations for our participants.
The software will provide tracking of facility usage, membership scans, and accounting through the report function, enabling staff to analyze data and make informed management decisions. Also included is an email marketing tool that will allow staff to notify participants of new activities, programs, and any changes to an activity for which they have registered. The software will support approximately 120,000 customers and Parks and Recreation Department employees.
Procurement Information
Based on the interviews and presentations, the Evaluation Panel agreed that across all categories, Cirilian, Inc. dba Rec1 had the most aesthetically appealing layout, and their demonstration and presentation surpassed that of their competition. It was clearer, easier to navigate through, cutting-edge, user-friendly, and technologically advanced. The City also is projected to make the most revenue with Cirilian, Inc., dba Rec1 over the contract term, making them most financially advantageous for the City. Below is the scoring of the three proposals:
Active Network, LLC: 68
Cirilian, Inc., dba Rec1: 87
US eDIRECT: 83
Contract Term
The contract will be for three years with two one-year options to extend at the sole discretion of the Parks and Recreation Director.
Financial Impact
There is no General Fund expenditure, as the software operates on a transaction fee model. The cost to operate this system is paid for by the transaction fees generated from activities, program registration, field allocations, point of sale, and facility rentals.
Concurrence/Previous Council Action
This item was heard at the Feb. 22, 2017 Parks, Arts, Education and Equality Subcommittee and approved by a vote of 3-0.
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and the Parks and Recreation Department.