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AGENDA ITEM REVIEW FORM |
2.B.
Work Session
- Meeting Date:
- 03/03/2021
- Department Head:
- Lizandro Galaviz
- Submitted By:
- Crystal Fragozo, Administrative Assistant, Parks & Recreation Department
Action Requested:
ITEM:
Discussion and possible directions to staff on any and all matters regarding the purchase of CivicRec software for Parks and Recreation activity and facility reservations. (Angelica Roldan, Assistant Director of Parks and Recreation)
SUMMARY:
CivicRec is a web-based platform that provides a means for staff to publish, manage and coordinate services related to facilities/reservations, recreation classes, recreation events, community leagues, senior services and more. Additionally, the system provides a web-portal where citizens can register, reserve and easily purchase their services for themselves and the entire family.
The project cost for this software is $12,338.00 for year one, which includes a one-time plus annual fee. Staff would like to add the GIS Import, which is integrated with an ESRI account. This addition has a year one only cost of $2,625.00 and has no annual fee after that. Staff would also like to add Audio Eye, which is ADA compliant for our visually impaired community members. This addition has an annual fee of $1,500.00. In total, the project cost would be $16,463.00 for year one. Tentatively, the annual recurring service fee would be $7,800.00.
Staff would like to pay the first-year expense this fiscal year and have the cost be split between the Recreation Department, Cesar Chavez Cultural Center and Youth Center. These are the divisions that would be using the software the most and would greatly benefit from it. For future annual expenses, the cost would be split between those same divisions and the Senior Center.
Staff would like to present this information to Mayor and City Council for further directions and are open to any recommendations or suggestions the Mayor or City Council may have.
The project cost for this software is $12,338.00 for year one, which includes a one-time plus annual fee. Staff would like to add the GIS Import, which is integrated with an ESRI account. This addition has a year one only cost of $2,625.00 and has no annual fee after that. Staff would also like to add Audio Eye, which is ADA compliant for our visually impaired community members. This addition has an annual fee of $1,500.00. In total, the project cost would be $16,463.00 for year one. Tentatively, the annual recurring service fee would be $7,800.00.
Staff would like to pay the first-year expense this fiscal year and have the cost be split between the Recreation Department, Cesar Chavez Cultural Center and Youth Center. These are the divisions that would be using the software the most and would greatly benefit from it. For future annual expenses, the cost would be split between those same divisions and the Senior Center.
Staff would like to present this information to Mayor and City Council for further directions and are open to any recommendations or suggestions the Mayor or City Council may have.
RECOMMENDATION / SUGGESTED MOTION:
Discussion and possible directions to staff only, no action.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $16,463.00
- BUDGETED AMOUNT:
- N/A
- AVAILABLE AMOUNT TO TRANSFER:
- $16,464.00
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- SOFTWARE SUPPORT - 100-145-70040 / $17,273.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
This expense will be split between the Cesar Chavez Cultural Center, Recreation Department and Youth Center Special Services account. Please find attached the budget transfer form.