Title
A Resolution Authorizing the Mayor to Sign a Contract with Vermont Systems.
Summary
Vermont Systems recreation software would significantly enhance the Parks and Recreation Department’s ability to manage program registrations, streamline park and facility reservations, oversee memberships for the Foley Activity Center Gymnasium and the future Indoor Aquatics Center, improve customer service, expand online accessibility, reduce administrative workload, and provide valuable data to support operational and budgetary decision-making. In addition, the software includes tools to manage work orders, schedule and track equipment maintenance, and maintain asset inventories, allowing for more efficient facility and equipment management across the department. The program will also be a great asset for numerous departments within Leisure Services as well. The Finance and Revenue Departments have also reviewed the system and are supportive of moving forward with its implementation. The agreement will automatically renew at the end of each term unless either party provides written notice of non-renewal at least ninety (90) days prior to the expiration of the current term. The estimated initial investment for the software system is $14,590, which includes staff training and implementation services. The recurring annual cost for the software is $9,840.
Budgetary Impact:
Non-Capital Item:
____ Budgeted under account #_______________ (discussion item)
____ Not budgeted, requesting transfer of $__________ from Account #______________ to Account #_____________.**Request to Transfer Departmental Budget Dollars form must be attached**
____ Not budgeted requiring increase to account #___________ in the amount of $____________.**Request to Increase Departmental Budget Dollars form must be attached**
Capital - Departmental **Capital Purchase Worksheet form must be attached**
____ Budgeted under account #______________ for $_________ and described in budget as ________________________. Additional amount needed, if any: Increase in budget of $_________ OR, transfer of $________ from Account #____________ to Account #_____________**Request to Increase OR Request toTransfer Departmental Budget Dollars form must be attached**
____ Not Budgeted - account #____________ requires budget increase of $_____________.**Request to Increase Departmental Budget Dollars form must be attached**
Capital Project - **If requesting to start a project, a Capital Project Worksheet form must be attached**
In current year Capital Projects Plan:
_____ Yes, described as __________________________, planned amount $___________, requesting $_________ as total project estimate, including contingencies, under account #_________________
_____ No, requesting $___________ as total project estimate, including contingencies, under account #____________________.
_____ Yes, requesting an increase of $___________ to an already approved project titled ________________________ that is being tracked under Account No. ___________________.
_____ No, requesting an increase of $__________ to an already approved project titled _______________________ that is being tracked under Account No. _________________.
Body
WHEREAS, Parks and Recreation is committed to providing efficient, accessible, and high-quality recreational services to residents and visitors, and
WHEREAS, the Department's current software capabilities are limited and do not fully support the operational needs of its programs, facilities, memberships, and maintenance activities, and
WHEREAS, Vermont Systems recreation management software will enhance the Department's ability to manage program registrations, park and facility reservations, memberships for the Foley Activity Center Gymnasium and future Indoor Aquatics Center, and other recreational services, and
WHEREAS, the software also includes functionality to manage work orders, track and schedule equipment maintenance, and maintain asset inventories, thereby improving the efficiency and effectiveness of departmental operations, and
WHEREAS, the estimated initial cost of the software system, including implementation and staff training, is $14,590, with an annual recurring cost of $9,840, and
WHEREAS, the agreement provides for automatic renewal unless either party provides written notice of non-renewal at least ninety (90) days prior to the expiration of the current term.
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Foley, Alabama, as follows:
SECTION 1: Approves entering into a three contract with Vermont Systems, effective on the date of signature.
SECTION 2: Approves the Mayor to sign the contract upon recommendation of the Parks and Recreation staff.
SECTION 3: This Resolution shall become effective immediately upon its adoption as required by law.