Loading...
11-12-2008 CC Rpt A08COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY Meeting Date: November 12. 2008 Public Hearing: o it Discussion Item: ❑ Consent item: m/ CiliP U HILLS DATE: November 4, 2008 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: VERMONT SYSTEM'S "RECTRAC" RESERVATION SYSTEM RECOMMENDATION: Authorize issuance of a purchase order for the purchase of Vermont System's "RecTrac" Reservation System in the amount of $50,000. BACKGROUND/ANALYSIS: In August 2002, the City Council approved an agreement with GovPartner.com for the acquisition of software licenses for a construction permitting/land use database system and a recreation program reservation system to be used by the Community Services Department, Recreation Division. GovPartner informed the City they will no longer be able to support the current system the Recreation Division uses and that the only option is for the City to expend additional funds for their "upgraded" system. Staff analyzed GovPartner's upgraded program and noted the following issues with the system: ■ Cannot be customized like the previous system, • Is more complicated and is less flexible, • Lacks building and on-line recreation program reservation system, • Has a program report that is not practical and cannot be customized. Recreation Division staff researched several companies that provide recreation software and found that Vermont System's "RecTrac" Recreaton Software stood out above all other vendors. M-0 AGENDA DATE: November 4, 2008 PAGE TWO SUBJECT: VERMONT SYSTEM'S "RECTRAC" RESERVATION SYSTEM RecTrac has several features that will allow the Recreation Division to better serve its customers as follows: • Customized reports • Customer online registration • Building reservation module • Concession stand module • Messaging system to alert customers of changes to class registration • Input City News and Recreation Brochure directly into system as opposed to manual entry Vermont Systems is a business partner with SunGard, Inc. which provides the City's financial software. Vermont Systems provides a cash receipts interface that is compatible with SunGard, Inc. Additionally, through a test run of the program and discussing the system's capabilities with the City's of Diamond Bar, Los Altos, and Huntington Park, City staff has found RecTrac to be extremely user friendly. A survey of all the cities currently using RecTrac shows that all are satisfied with the program and the company's customer service. REVIEWED BY: This item has been reviewed by the Finance Director. FISCAL IMPACT: As part of the current Information Technology FY 08/09 budget, $60,000 was approved for a new Recreation Division reservation software system. uily submitted, L" --4 N. La Belle, City Manager DLB:MSF.im:cfc Recommended by: Michael S. Flea, Community Services Director