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<br />REQUEST FOR COUNCIL ACTION <br />Date: 8/5/2024 <br />Item No.: 10.e. <br />Department Approval City Manager Approval <br /> <br /> <br />Item Description: Approve Issuance of Request for Proposal for Recreation <br />Management Software <br />1 <br />2 Background <br />3 The City of Roseville utilizes a recreation management system (RMS) for several key <br />4 functions related to offering parks and recreation services, specifically: <br />5 Program and Class Registration: All parks and recreation programs are organized <br />6 through the RMS, including online program information for customers, program <br />7 registration, instructor class lists, and more. In 2023, 12,000 registration <br />8 transactions were conducted using the RMS. 91% of program registrations now <br />9 occur online, using the RMS. <br />10 Facility and Equipment Reservations: Most parks and recreation facilities (park <br />11 buildings, shelters, and banquet space) are managed through the RMS, including <br />12 facility schedules, permits, invoices, and other facility rental functions. In 2023, 2,384 <br />13 facility reservations were conducted in the RMS. <br />14 Marketing and Communications: The RMS serves as the interface through which <br />15 customers can view information about courses and facilities, see whether there are <br />16 openings, register, and provide key customer information to staff. Additionally, the <br />17 RMS can be used to email customers and communicate in other ways. <br />18 Financial Processing: All fees collected for parks and recreation programs, and <br />19 most fees for parks and recreation facilities are collected through the RMS. In 2023, <br />20$1.6 million in fees were collected through the RMS. <br />21 Data Analytics and Reporting: The RMS serves as the database for the Parks and <br />22 Recreation Department. It is used to track program registrant information (age, <br />23 address, residency, family, etc.), and overall departmental data (program <br />24 information, class sizes, etc). Importantly, our current RMS is not configured to <br />25 collect customer's demographic data. <br />26 <br />27 The City of Roseville currently uses ActiveNet for its recreation management system. The <br />28 current agreement with ActiveNet was executed in 2005 and has been functioning as a <br />29 year-to-year agreement for many years. In speaking with peers in the industry, it appears <br />30 that there are opportunities for the City to find a RMS provider that is more advantageous <br />31 for the City and at a lower cost than the City is currently paying. <br />32 <br />33 Additionally, complaints from residents about the City's RMS have become more frequent <br />Page 1 of 3 <br />Qbhf!246!pg!2:4 <br /> <br />