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34 in recent years. In February 2024, the Parks and Recreation Commission listed the RMS as <br />35 one of the key weaknesses of the City in their SWOT (strength, weakness, opportunity, and <br />36 threat) analysis. <br />37 <br />38 In June 2024, staff formally discussed their intention to issue a Request for Proposal (RFP) <br />39 to solicit proposals for a new recreation management system with the Commission, which <br />40 the Commission unanimously supported. The feedback that the Commission provided was <br />41 used in the drafting of the RFP and will also be used in scoring proposals. <br />42 <br />43 It is hoped that if the RFP can be issued in August 2024, a system can be operational in <br />44 2025. <br />45 <br />46 Policy Objectives <br />47 The recreation management system is crucial to the City's ability to efficiently provide <br />48 crucial recreation services, programs, and facility rentals. Issuance of this RFP is consistent <br />49 with the City's objectives of efficient operations, competitively bidding significant expenses, <br />50 and responding to resident concerns. <br />51 <br />52 Equity Impact Summary <br />53 The recreation management system is a key element of the Parks and Recreation <br />54 Department's ability to provide many of its services. The current RMS has been identified <br />55 as a possible barrier to participation. <br />56 <br />57 Importantly, our current RMS, as configured, cannot track the racial demographic <br />58 information of program participants. This greatly limits staff's ability to make important data- <br />59 based decisions utilizing an equity lens. The proposed RFP requires proposers to outline <br />60 their product's ability to track and report on key demographic data. <br />61 <br />62 Budget Implications <br />63 The current cost of ActiveNet is a percentage of each transaction (which varies based on <br />64 transaction type). In 2023, the City paid $90,740 to ActiveNet in software and credit card <br />65 processing fees. All RMS fees are paid using revenue that the City collects through <br />66 program and facility payments. It is believed that a more financially advantageous <br />67 agreement can be reached through this process. <br />68 <br />69 The 2024 Capital Improvement Program includes $27,000 for expenses related to the <br />70 implementation of a new RMS if a new vendor is selected. <br />71 <br />72 Staff Recommendations <br />73 A motion authorizing staff to issue a Request for Proposal for a new recreation <br />74 management vendor, pending final legal review (attachment 1). <br />75 <br />76 Requested Council Action <br />77 A motion authorizing staff to issue a Request for Proposal for a new recreation <br />78 management vendor, pending final legal review (attachment 1). <br />79 <br />80 <br />Page 2 of 3 <br />Qbhf!247!pg!2:4 <br /> <br />