TO: Mayor and Commissioners
FROM: Samuel Metott, Director, Parks and Recreation
THROUGH: Terrence R. Moore, ICMA-CM
DATE: June 4, 2024
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APPROVAL OF RESOLUTION NO. 106-24 TO AWARD A CITY STANDARD AGREEMENT WITH RECTRAC, LLC DBA VERMONT SYSTEMS, INC., TO PURCHASE PARK AND RECREATION MANAGEMENT SOFTWARE IN THE AMOUNT OF $217,257.45
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Recommended Action:
Recommendation
Motion to approve Resolution No. 106-24 to award a City Standard Agreement with Rectrac, LLC DBA Vermont Systems, Inc., to purchase park and recreation management software in the amount of $217,257.45
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Background:
Rectrac, LLC DBA Vermont Systems, Inc. (Rectrac) has provided park and recreation management software since 2018. The Parks & Recreation Department was notified that Vermont Systems will begin removing the current credit card processor, Plug N Pay, the interface with RecTrac and WebTrac. This requires Parks and Recreation to purchase new credit card readers and utilize Paytrac for payment services. The PayTrac payment service is the single source payment processing solution that is fully integrated for payment processing across all Vermont Systems application software.
On June 14, 2023, Rectrac was approved as a City Standard for a period of five (5) years. We are requesting to enter into an agreement to provide management software and update to the newest credit card processors and payment services to avoid interruptions and provide a seamless transition.
The cumulative contract value for the additional Paytrac services is provided below:
Estimated Contract Value:
Additional Product June 2024 - June 2027 $34,354.45
Renewal Year 1 June 2027 - June 2028 $11,451.50
Renewal Year 2 June 2028 - June 2029 $11,451.50
Total: $57,257.50
The total contract value for all Rectrac services is provided below:
Estimated Contract Value:
All Products Combined June 2024 - June 2027 $130,354.45
Renewal Year 1 June 2027 - June 2028 $43,451.50
Renewal Year 2 June ...
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