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File #: 20-3572    Name: AUTHORIZATION TO UTILIZE A GENERAL SERVICES ADMINISTRATION (GSA) CONTRACT, AS A BASIS FOR PRICING, FOR THE PURCHASE OF A NEW PARKS AND RECREATION MANAGEMENT SOFTWARE SOLUTION
Type: Purchasing/Contract
Body: Village Council
Agenda Date: 3/10/2020 Final action:
Title: ITEM: AUTHORIZATION TO UTILIZE A GENERAL SERVICES ADMINISTRATION (GSA) CONTRACT, AS A BASIS FOR PRICING, FOR THE PURCHASE OF A NEW PARKS AND RECREATION MANAGEMENT SOFTWARE SOLUTION REQUEST: Authorization to utilize GSA contract #GS-35F-0124U, with Civic Plus, LLC, as a basis for pricing, for the purchase of a new Parks and Recreation management software (Civic Rec), in the amount of $63,400 for the first year and $37,500 in subsequent years.
Attachments: 1. 1. FL - Wellington - CivicRec GSA SOW.pdf, 2. 2. Wellington FL Sample Ultimate CivicRec Timeline CivicPlus LLC Project Timeline.pdf
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ITEM: AUTHORIZATION TO UTILIZE A GENERAL SERVICES ADMINISTRATION (GSA) CONTRACT, AS A BASIS FOR PRICING, FOR THE PURCHASE OF A NEW PARKS AND RECREATION MANAGEMENT SOFTWARE SOLUTION

REQUEST: Authorization to utilize GSA contract #GS-35F-0124U, with Civic Plus, LLC, as a basis for pricing, for the purchase of a new Parks and Recreation management software (Civic Rec), in the amount of $63,400 for the first year and $37,500 in subsequent years.

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EXPLANATION: The Parks and Recreation management software solutions integrate all complex and demanding community activity management functions into one easy-to-use program. These software programs include comprehensive modules equipped with many features to cover any and every recreation department need. Features include program registrations, facility scheduling, rentals, league management, point of sale tracking, etc.

The Village's existing Parks and Recreation management software (Rec Trac) is over fifteen (15) years old, lacks functionality, provides limited reporting and mobile application capabilities and no longer meets the Village's needs. In order to ensure the best management software solution, the Village researched and scheduled software demonstration sessions with four (4) other firms (Rec Trac, Rec Desk, Rec Pro, and Community Pass) and found that Civic Rec provided the best management software solution and software security. Civic Rec is owned by Civic Plus, LLC, the Village's existing website provider. By transitioning from Rec Trac to Civic Rec, the Village and its residents will benefit from:

* Better website integration (same firm), improving user experience and increased efficiency and effectiveness.
* A responsive web based platform making it accessible from any computer or device (phone, tablet, etc.) for easier on-line program registration.
* Secure website and payment functionality built-in.
* Significantly improved reporting functions including historical program registrations,...

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