03-1: Recreation Software Services Presentation — original pdf

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Recommendation of Vendor to Provide Recreation Software Services Parks and Recreation Board Meeting Austin Parks and Recreation | February 23, 2026 Contract Purpose  To obtain a qualified and experienced vendor to provide a comprehensive Recreation Management software application with implementation services to serve a multifunctional urban Parks and Recreation Department in most aspects of its operation. The application must align with the City’s Technology Road Map, only fully cloud-hosted solutions were considered. 2 Background  Austin Parks and Recreation (APR) oversees 355 parks, manages over 20,000 acres of parkland, and 107 buildings and facilities.  APR utilizes the recreation management software system to manage:  All program registration,  Facility and campsite reservations,  Equipment rentals,  Golf tee time reservations,  Point-of-sale purchases,  Pass management,  Visitor tracking, and  Related services.  The system processes over $29M in revenue annually. 3 Background (cont’d.)  The system is also used to report performance measures data to make business planning decisions.  The recreation management software system is critical for APR to:  To meet service demands,  Provide quality customer service, and  Manage data on revenue and participant performance measures.  The system manages:  Customer accounts,  Program/activity/class records,  Participant enrollments, and  Revenue data and other relevant data about APR programs and participants, which is critical for understanding the community’s needs and determining where the City’s parks programming resources are most needed. 4 RFP Process  The Austin Financial Services issued a Request for Proposals solicitation (RFP 8600 GAZ3028) for a contract to provide a recreation management software system for APR.  Issued September 16, 2024  Closed October 31,2024  Eight offers received  A complete solicitation package, including a log of offers received, is available on the City website Austin Finance Online. 5 Vendor Evaluation  An evaluation team, with expertise in recreation software, evaluated the 8 offers received and scored RecTrac, LLC d/b/a Vermont Systems as the best firm to provide the requested services based on:  Product solution and approach,  Prior experience and references,  Price,  Local business presence, and  Small business presence. 6 Contract Term and Value Contract Term Length of Term Contract Authorization Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 Optional Extension 4 2 years 2 years 2 years 2 years 2 years $324,000 $358,000 $395,000 $439,000 $484,000 Total 10 years $2,000,000 7 Request for Recommendation  Park and Recreation Board recommend to the Austin City Council the authorization of a contract for a recreation management software system for Austin Parks and Recreation with the recommended vendor, RecTrac, LLC d/b./a Vermont Systems, for an initial term of two years with up to four two-year extension options in an amount not to exceed $2,000,000. 8