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THE CITY OF 8 CITY COUNCIL AGENDA REPORT PLEASANTONO June 7, 2016 Community Services Department TITLE: APPROVE A PROFESSIONAL SERVICE AGREEMENT WITH PERFECTMIND TECHNOLOGY, INC. IN THE AMOUNT OF $135,810 FOR RECREATION MANAGEMENT SOFTWARE SUMMARY In 1994, the Community Services Department purchased the "CLASS" Recreation Management Software ("CLASS") to assist the Department with processing program registration and facility rentals. These transactions include registration for all of the City's recreation programs and facility reservations for parks, picnics, gyms, sport fields and meeting/banquet rooms. In December 2013, CLASS's parent company Active Network notified its clients that CLASS Recreation Management Software would be discontinued and no longer supported after November 30, 2017. As a result, staff conducted a Request for Proposal for Recreation Management Software process in 2015. The City received three (3) submittals which included; PerfectMind Technology, Inc., Active Network, and e-Track. After a thorough review process conducted by Community Services, Finance and Information Technology departments, staff recommends that PerfectMind Technology, Inc. be selected as the vendor. RECOMMENDATION Authorize the City Manager to execute a five-year professional service agreement with PerfectMind Technology, Inc. in the amount of $135,810 for Recreation Management Software. FINANCIAL STATEMENT The total cost of the five year services agreement is $343,810; $135,810 (15t year) and $51,481 (2nd — 5th years) for the annual platform/license fees. The funding for this agreement is allocated in the FY 2015/2016 IT Repair and Replacement budget. The total cost of the five year agreement is $156,190 less than the budgeted replacement cost of $500,000. If the contract is not fully executed before June 30, 2016, then staff will request that the funding be re-budgeted in FY 2016/2017.