08 - Laserfiche WebLink

BACKGROUND 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 that it would no longer be supporting it after November 30, 2017. Furthermore, when the company decided to discontinue CLASS software, they also limited the software's product enhancements and customer support. 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. Unfortunately, e-Track was disqualified and eliminated from further consideration because their proposal was incomplete. The remaining two (2) proposals PerfectMind Technology, Inc. and Active Network were reviewed by an internal panel comprised of Community Services, Finance and Information Technology staff. The review team evaluated the proposals based on various criteria; including the vendor's ability to meet the community's increased reliance on mobile devices to sign up for classes, as well as providing staff with a more efficient process to set up classes and facility rentals. Additionally, the vendor's software had to be user friendly for both the community and staff, while also providing email and social media capabilities to enhance the department's ability to communicate with the community. Particularly important, from an IT perspective, was to select a software that did not require Java programming on the staff side user interface, in order to provide for greater technological efficiencies and growth for the future. Java can be, and has been, problematic for IT in the support of applications that require it. It is often vulnerable to security compromises and requires frequent updating. The constant updates and eventual fragmentation of java versions create program incompatibility errors. Additionally, PerfectMind Technology Inc.'s API platform easily facilitates rapid maturation of their software application. It allows for the ability to quickly add new features, enhancements and with customizations. PerfectMind Technology, Inc. and Active Network were invited to provide an on-site demonstration of how their software could achieve many of the functional requirements contained in the RFP. Based on the RFP responses, on-site demonstrations, site visits, and reference checks, PerfectMind Technology, Inc. was the overwhelming product of choice by the review team. Page 2 of 4