Title
Golf Management System Request Contract Award Recommendation
Description
Request to authorize the City Manager, or his designee, to negotiate and enter into a contract with NBC Sports Next Golf Now, LLC to provide golf management system technology software and services. There is no impact to the General Fund. The contractor will retain revenue generated by tee time fees.
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.
On July 1, 2021, City Council approved staff to issue a Request for Proposals (RFP) to identify an experienced organization that can develop, implement, train, manage and support a system that will provide an enhancement to the City's 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 services and to provide needed updates.
If approved, NBC Sports Next Golf Now, LLC will begin working with staff to allow time for the configuration and implementation of the new golf management software system.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
Golf Management System Request for Proposals, PKS-RFP-21-004, was issued on Aug. 5, 2021 and conducted in accordance with Administrative Regulation 3.10. The City received three proposals from two organizations; one organization submitted two separate proposals. Of the three proposals received, one proposal from each organization was moved forward for demonstrations and interviews.
The proposals were evaluated and scored by a panel of golf, technology and finance professionals internal and external to the City. The evaluation panel recommends NBC Sports Next Golf Now, LLC for contract award, to provide the software and services as requested. Out of 1,000 possible points, the scoring results are as follows:
NBC Sports Next Golf Now, LLC: 890
Golf Compete, Inc dba foreUP: 845
Contract Term
The term of the contract will be for five years, with one option to extend for five additional years which may be exercised at the City's discretion.
Financial Impact
The agreement has no impact to the General Fund. The contractor will retain revenue generated by tee time fees.
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.