AgdaPkt 2002-08-12 - Laserfiche WebLink

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IREPORT . To the Honorable Mayor and ?fy Council From the C ty Manager August 12, 2002 Subject Award of Contract for the purchase of RecWare Safari class registration software, licensing and training. Recon~nendation The Parks, Recreation and Community Services Department recommends the acceptance of the lowest responsible proposal to purchase the RecWare Safari class registration software and licensing (and included training) from RecWare by Active.com for the amount of $19,247.00 Background The department completes approximately 13,000 participant transactions per year for class, camps, child care, excursions, etc. We are completing these transactions using outdated class registration software (approximately 7 years old) and we are at the point of needing to upgrade our system to be more efficient. RecWare Safari will replace our antiquated system and will provide us with comprehensive financial reporting; activity registration; facility reservations; point of sale; membership management; league scheduling; credit card verification; and will help us achieve one of our major goals of the department by providing online registration. We are current customers of RecWare and are familiar with their technical and support staff. The conversion of our history files can also be completed by maintaining a relationship with this company. Based on the current technology and options available, we looked at two different types of registration systems: software based and hosted online solutions (company servers). We tested each type of system; researched Programs that other cities are using (through surveys and site visits); and have participated in onsite demonstrations. We had a team of people looking at these products including: the IT Manager, IT Staff, Administrative Clerks and Managers. The two hosted solution companies charge a fee or a percentage ~)er transaction (up'to $3 per transaction) - which becomes very'expensive over time. Our IT Manager also felt that the City would be more like Beta test sites with the hosted solution companies and that we should go with an established product. The following compares each proposal equally based on a per transaction fee: RECWARE SAFARI (software) RECLINK(hosted) THRIVA (hosted) One time fee of $19,247 $3.00 per transaction or' $2.50 per transaction or (plus approx. $6,000 approx. $39,000 a year approx. $32,500 a year maintenance fees per year)