HomeMy WebLinkAbout15.B.1. Recreation Software RFP
IS. 6./.
CITY OF SHAKOPEE CONSENT
MEMORANDUM
To: Mayor and City Council
Mark McNeill, City Administrator
From: Mark Themig, Facilities and Recreation Director
Meeting Date: March 18, 2003
Subject: Recreation Software Requests for Proposals
INTRODUCTION
City Council is asked to authorize staff to issue requests for proposals for a recreation
software package.
BACKGROUND AND DISCUSSION
The Parks and Recreation Department utilizes a software package called CLASS to
handle program registration, facility booking, and Community Center membership
management. Our 2003 operating budget contains funding for upgrading our recreation
software package to include an online registration component, which would coincide with
the redesign of the City's web site.
I have had initial discussions with our current software provider regarding implementing
an online module of this software. Although it is feasible, the online module would
require a significant investment in hardware, as well as the online module costs. Based
on preliminary research, I have found other software packages that may be more cost
effective. Therefore, I am recommending that we issue requests for proposals in order to
compare the costs associated with upgrading our current software verses implementing
a different software package.
Also, over the past few months I have been discussing software with Shakopee
Community Education. As you know, we currently share in the production and costs of a
joint "program catalog". One idea that I have proposed to Community Education is to
collaborate on a software package that would provide a single online location to register
for any Parks and Recreation or Community Education program or activity. Also, we
currently run different software packages for facility scheduling, although we share use
of many facilities. By collaborating on a software package, we may also have the ability
to streamline the facility scheduling process.
The School District is supportive of investigating a shared software package. Therefore, I
am proposing that we include their requirements in the request for proposal document as
an "alternative". After reviewing the proposals, if collaborating on a software package
seemed feasible, the City would enter into a formal agreement that defined this
relationship. In the event that collaboration wasn't feasible, the City could continue on
with its implementation.
REQUESTED ACTION
If Council concurs, move to authorize staff to issue requests for proposals for a
recreation software package.
M~~~
Facilities and Recreation Director