SR - AGR-6481 - RECREATION MANAGEMENT SOFTWARE SYSTEM; CIVICREC1. SUBJECT
Agreement with Icon Enterprises Inc., (dba CivicPlus) to provide a Recreation Management
Software system (CivicRec) for Community Services class registration and facility reservations.
2. SUMMARY
This agreement provides for class registration and facility reservation software, maintenance,
support, and system upgrades to replace the current recreation management software system
provided by ActiveNetwork that will no longer be supported after November 30, 2017. The
agreement includes a one -time implementation and staff training cost of $18,000 and a 1% per
transaction fee of approximately $10,820 in annual on -going costs.
3. RECOMMENDED ACTION
Approve Agreement with Icon Enterprises, Inc. for recreation software for a not to exceed first
year cost of $28,820 and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Funds are available to cover the cost of the agreement in Fiscal Year 2017 (FY 17) as follows:
100.7011.51670.00000 Other Professional and Consulting
$18,000
Funds for the annual on -going costs in future years will need to be included in the annual budget
process. Sufficient funds are included in the proposed FY 18 budget in the same account.
5. STRATEGIC PLAN GOAL(S)
4. Provide outstanding public service:
4b: Provide facilities and services to meet customer expectations.
4c: Enhance technology to improve public accessibility to information and services.
6. GENERAL PLAN IMPLEMENTATION
Natural Resources Element Goal 5.0: Provide recreational facilities and programs that
adequately serve the needs of residents.
Policy 5.2
Provide a range of high quality recreational facilities and programming to serve a broad cross
section of residents, including youth, seniors, young adults, mature adults, and people with
disabilities.
7. DISCUSSION and BACKGROUND
Background
Since 2002, CLASS Software has been the Community Services Department's Recreation
Management Software system to process class and program registration, create facility permits,
and manage facility bookings. The CLASS Software has since been acquired by Active Network
who continues to maintain and support the CLASS Software in addition to and independent of its
own name branded software. In 2009, the City entered into a service agreement with Active
Network to include the CLASS Hosted Software License and new services of on -line
registration.
In 2014, the City of Orange was notified by Active Network that beginning November 30, 2017
the CLASS software would no longer be maintained and supported by Active Network. Even
though the City was already an Active Network customer, staff learned there would be software
transition costs moving from CLASS to Active Network. Since significant transition costs were
going to apply, and other vendors existed to provide these services, staff determined a
competitive proposal process would best serve the City.
Discussion
The Recreation Management Software RFP 167 -13 was released on October 31, 2016 and
emailed to 29 vendors in hopes of finding vendors whose software could provide the following
required and desired features:
ITEM 2 6/13/2017
Required Features:
a. Activity Registration and Payment — Walk -in, Mail -in, & Online (including from a
mobile device)
b. Facility/Field Rentals and Reservations
c. Membership Management (for classes or facilities that offer /require memberships)
d. League Scheduling
e. Excursion and Event Management
f. Point of Sale (allowing ticket and merchandise sales)
g. Marketing of Programs
h. Standard and Customizable Reporting
i. Credit card security
J. Offer Payment Plans
Desired Features:
k. Integration with the City's Financial Management Software, Eden
1. Integration with the City's Website Management Software, Civic Plus
m. Ability to Accept Online Donations
n. Ability to Integrate with Social Media (Facebook, Twitter, etc.)
o. Ability to Provide Special Pricing and /or Promotional Pricing
Seven proposals were returned by the deadline of December 5, 2016. A City staff committee with
representation from Community Services, Finance, and Information Technology reviewed and
rated the proposals.
PROPOSAL RATINGS (based on a score of 0 -100 points)
VENDORS
Average Score
1.
Dash Platform
94.25
2.
Rec 1 (CivicRec)
87.44
3.
Active Network
82.88
4.
Perfect Mind
74.94
5.
Rec Trac
67.06
6.
Maximun Solutions
58.00
7.
City of Garden Grove
40.56
The top three vendors Dash Platform, Rec 1 (CivicRec), and Active Network were invited to
interview and asked to provide a live software demonstration of their product. Community
Services staff members who would be frequent users of the software attended the
demonstrations. These demonstrations resulted in CivicRec unanimously receving the highest
rating from all staff members. Following the demonstrations, City staff checked references for
CivicRec and spoke with several neighboring cities who are users of their software (La Mirada,
Cypress, Anaheim, and Fullerton). Positive reviews were given by their current customers for
both the company and software.
ITEM 3 6/13/2017
Costs and Fees
Staff analyzed the cost of implementation and on -going fees for all three vendors. The fee
structure for the three proposers is based on a per transaction fee. In order to compare costs
between proposers, annual maintenance costs were analyzed using an estimate based on the
actual transaction revenue in FY 16.
Vendor Name
One -time
implementation
Estimated Annual*
Maintenance & Support
year 1 Total
Dash Platform
$15,900
$8,100
$24,000
Rec 1 (CivicRec)
$18,000
$10,820
$28,820
Active Network
$21,135
$21,640
$42,775
Average Cost
$18,345
$13,520
$31,865
* based on transaction revenue from FY 16.
Although CivicRec is not the lowest priced of the top vendors, the costs for implementation and
on -going annual fees paid by the City are very competitive and are less than the average of all
three vendors.
In addition to costs paid by the City, some vendors require per transaction fees for on -line
payments. For example, the current vendor Active Network mandates their customers utilize
their Merchant Account whose online processing rate is $2.75 + 3% per transaction which is paid
directly by the City's online customer to Active Network as an additional convenience fee. Since
CivicRec does not require the use of their Merchant Account, City will use its own Merchant
Account, thus eliminating an online convenience fee which is an important customer service
enhancement.
Service Improvements
The CivicRec software includes many customer service enhancements, most notably:
• Accessible from mobile devices and can be integrated with social media
• Convenient, easy to use format, and automated reminders about upcoming events
• Facility management for parks facility reservations including a calendar of availability,
online prompts, waivers and forms, and digital signature capabilities
• Easily created custom reports for retrieving data about classes and facility reservations
• Ticketing and merchandise sales and tracking
• Sports league sign -ups, scheduling and other information
In addition, CivicRec software is owned by CivicPlus, which is the City's current website
platform. This should help in coordination of the interface between the City's website and the
registration software.
ITEM 4 6/13/2017
Based on these benefits, no online convenience fees, as well as CivicRec's experience,
qualifications, satisfaction of product from other local agencies and, reasonable cost, City Staff
recommends a software agreement with CivicRec to provide Recreation Management Software,
Maintenance, and Support for the classes, programs, and activities conducted by the Community
Services Department. The detailed scope of work is outlined in attached Exhibit B of the
Services Agreement.
Upon approval of the agreement, staff will work with CivicRec to develop an implementation
timeline with a launch date in November 2017. The launch date will take into consideration the
scheduled release date of the winter 2018 Our Orange issue and in -house and online registration
dates for winter classes which begin in January 2018.
Staff recommends the term of this agreement to be one year from the "live" implementation date
of the CivicRec software, with automatic annual renewal terms thereafter, until either party gives
180 day written notice to terminate the agreement.
8. ATTACHMENTS
• Service Agreement
ITEM 5 6/13/2017