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BACKGROUND <br /> The previous recreation software agreement with PerfectMind was for five years for a <br /> total of $343,810 through June 5, 2021 . Anticipating the end of this contract and <br /> needing time for overlap with a new system, staff initiated the Request for Qualifications <br /> process to acquire a potentially new software. <br /> Four proposals from eligible recreation management software companies were received <br /> from BookKing, PerfectMind, CivicPlus, and CyFuture. An evaluation committee <br /> composed of staff from all Recreation divisions reviewed the proposals and <br /> recommended inviting BookKing, PerfectMind and CivicPlus for an interview and <br /> software demonstration. <br /> Based on the initial proposal review, interview and software demonstration, the <br /> evaluation committee recommended moving forward with CivicPlus. <br /> Staff initiated contract negotiations in late 2020. At the time, CivicRec was most <br /> interested in entering a one-year contract with the option to continue the contract at the <br /> end of year. This allowed time for both parties to ensure the system worked and that all <br /> needs were met before entering into a longer-term contract. <br /> DISCUSSION <br /> CivicRec has met both the departmental and community needs. Staff recommend <br /> entering into a five-year contract through 2025 with the following contract fees for each <br /> year: <br /> • Year 1 - $61,458 <br /> • Year 2 - $60,825 (year one included some initial one-time costs) <br /> • Year 3 - $63,866 <br /> • Year 4 - $67,059 <br /> • Year 5 - $70,412 <br /> • Totaling $323,620 for five years <br /> The five-year contract with CivicRec allows for stability in the system which is the main <br /> hub for the community to register for recreational programs and book rental spaces. <br /> Changing systems too frequently disrupts operations and creates a significant staffing <br /> impact with data migration and system training. Additionally, a five-year contract <br /> provides for added savings over the term of the contract. This contract also provides for <br /> automatic renewal after five-years if the City or the vendor do not opt out. <br /> Submitted by: Fiscal Review: Approved by: <br /> J <br /> Heidi Mu hyt Tina Olson Nelson Fialho <br /> Director of Library and Recreation Director of Finance City Manager <br /> Attachments: <br /> 1. CivicPlus Amendment Agreement <br /> 2. CivicPlus Master Services Agreement <br /> Page 2 of 2 <br />