HomeMy WebLinkAboutReso 2009-1476
RESOLUTION NO. 2009 - -' ~1 (,
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY
ISLES BEACH, FLORIDA, APPROVING AN AGREEMENT WITH R.c.
SYSTEMS, INC. FOR THE PURCHASE AND INSTALLATION OF '
RECREATION SOFTWARE (RECPRO) FOR PELICAN COMMUNITY
PARK, IN AN AMOUNT NOT TO EXCEED TWENTY-FOUR THOUSAND
FIVE HUNDRED DOLLARS ($24,500.00), WITH AN ANNUAL
MAINTENANCE FEE OF FOUR THOUSAND FIVE HUNDRED DOLLARS
($4,500.00) BEGINNING OCTOBER 1, 2010, ATTACHED HERETO AS
EXHIBIT "A"; AUTHORIZING THE MAYOR TO EXECUTE SAID
AGREEMENT; AUTHORIZING THE CITY MANAGER TO DO ALL
THINGS NECESSARY TO EFFECTUATE THIS RESOLUTION;
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City needs to acquire a software system that can accommodate the growing
community, as well as the growing number of activities, programs, and services that are offered at
Pelican Community Park; and
WHEREAS, staff researched software programs including online registration features that
will help reduce a large number of staff hours required to input customer information into the
system, and received quotes on the software as well as consulted with other local municipalities as to
hands on experience; and
WHEREAS, staff found that R.C. Systems, Inc. was the most responsive responsible
company for the desired software, and they submitted a proposal for these services; and
WHEREAS, the City wishes to contract with R.c. Systems, Inc. for the purchase and
installation of recreation software (RecPro) for Pelican Community Park, in an amount not to exceed
Twenty-Four Thousand Five Hundred Dollars ($24,500.00), with an annual maintenance fee of Four
Thousand Five Hundred Dollars ($4,500.00) beginning October 1,2010, attached hereto as Exhibit
"A",.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of Agreement. The City Commission hereby approves the agreement with
R.C. Systems, Inc. for the purchase and installation of Recreation Software (RecPro) for Pelican
Community Park, in an amount not to exceed Twenty-Four Thousand Five Hundred Dollars
($24,590.00), with an annual maintenance fee of Four Thousand Five Hundred Dollars ($4,500.00)
beginning October 1,2010, attached hereto as Exhibit "A".
Section 2.
Authorization ofMavor. The Mayor is hereby authorized to execute said Agreement.
Section 3. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate this Resolution.
R2009- RC Systems Inc for Recreation Software PCP Page I of2
Section 4.
Effective Date. This Resolution will become effective upon adoption.
PASSED AND ADOPTED this 1 ih day of September 2009.
ATTEST:
~ !.-L-
Jane A. Hines, CMC, City Clerk
Vote: S-c
Mayor Edelcup
Vice Mayor Thaler
Commissioner Brezin
Commissioner Goodman
Commissioner Scholl
~(Yes)
~(Yes)
~(Yes)
V (Yes)
2(Yes)
R2009- RC Systems Inc for Recreation Software PCP Page 2 of2
Moved by: C.o~CS;GOhMW
Seconded by: '\(\0. 'f<\~Y" ~M-~
_(No)
_(No)
_(No)
_(No)
_(No)
Ir~
35807 Moravian Drive
Clinton Twp., MI 48035
Ph: (586) 469-4200
Fx: (586) 469-4867
www.rcsystemsinc.com
Providing Business Solutions Since /9851
End User Licensing Agreement
R.C. Systems, Inc. (RCS) develops and distributes recreation software programs and related materials (hereinafter "programs"); End
user ("you") desires to obtain the benefits or programs and by opening this package agrees to abide by the terms of this license.
Therefore, subject to the following terms and conditions, RCS grants you a nonexclusive license to use the enclosed recreation
software programs and related materials only as indicated below.
1. Scope of Work: RCS shall provide the ReCPro ™ software and perform the consulting services, including installation assistance,
training, support and maintenance. The ReCPro TM software shall be configured as presented to you during the demo process (and
as described in Exhibit A). The ReCPro ™ software can and will be customized to fit your needs exactly for additional
compensation ($125.00 per hour). If necessary, RCS will also perform Data Migration so you won't have to lose any of your
history. RCS will submit a proposal for the cost of Data Migration so you can determine if you want us to import the data or if you
would like to reenter manually.
2. Licensed Users: The ReCPro ™ recreation software and documentation are licensed to you for concurrent use within your
business or profession. You may transfer the programs and license to another party provided the other party expressly agrees to
all terms and conditions of this agreement prior to the transfer and provided you retain no copies (in any form) of the programs or
documentation. Any attempt to assign or transfer this license, except as expressly provided herein, is null and void. RCS has no
responsibilities to the new user regarding'training, support, maintenance and/or any advice unless RCS and the new user enter
into a support agreement.
3. Prohibited Acts: This license permits only the above listed uses. All other uses are prohibited, except as expressly provided
above you may not use, copy or transfer these programs. Specifically, YOU MA Y NOT:
. Make copies of the programs, reports or documentation.
· Modify the programs in any manner without the assistance of R.C. Systems, Inc.
. Transmit the programs by electronic means (via emaH).
· Un-assemble or convert object code to source code in any form.
. Disclose the internal workings of the programs.
4. Term: This license is effective from the day ReCPro™ is installed on your computer system until terminated. You may terminate
this license by destroying all copies of the programs (in whatever form or medium) including all portions merged with other
programs. This license automatically terminates if you fail to comply with any of the terms and conditions of this agreement. You
should notify RCS in writing, if you stop using the program. The term is not contingent upon the presence of an active support
contract. However, RCS will not be required to offer any support or updates until all arrears from missed support contract
payments have been satisfied.
5. Software: As demonstrated to you, ReCPro ™ software includes all programs and reports necessary to manage family, course,
facility, league, membership and financial data. In addition to the standard ReCPro ™ software which handles Activity
Registrations, we offer options for Online Registration, Facility Reservations & Rentals, League Scheduling & Team Building, Point
of Sale, Day Camps and Memberships.
6. Installation and Implementation: Installation shall be coordinated with the schedules of your Purchasing and Information
Services Departments. This project shall commence immediately following contract signature and payment and shall follow this
proposed schedule:
. Phase 1 - RCS shall assist with Installing SOL Server 2005 on your server and also assist with Installing ReCPro ™ Software
on all necessary PC's. The installation process on the server will take no longer than 1 hour and the installation on each PC
won't take longer than 15 minutes per PC as long as each PC is equipped with Windows XP Professional (SP2) or Windows
Vista and Microsoft .Net 3.5. Installation can be scheduled within 5 business days of receiving the signed contracts and
payment as described in the Purchase Agreement and Support Contract.
· Phase 2 (Optional) - If you have chosen to use the Web Module, our web designer and internet specialist will need to discuss
the design and implementation of online registration. During these discussions, we will find out if you have any special needs
or requests in regards to your website. Credit Card Processing will also be implemented at this time (if not prior).
Exhibit "A"
&~
35807 Moravian Drive
Clinton Twp., MI 48035
Ph: (586) 469-4200
Fx: (586) 469-4867
www.rcsystemsinc.com
Providing Business Solutions Since /9851
7. Training: ReS will provide training to any staff members that will be using ReCPro TM. Your department will receive 20 hours of
training for FREE with the purchase of ReCPro TM. You will be charged for any training needed after the 20 hours have been used.
Scheduling of training times will be determined by mutual convenience of our training staff and your department.
8. Customizations: RCS shall provide to you the service of customizing ReCPro™ to meet your specific needs. After the discussion
of any changes, RCS will provide you with a verbal or written proposal detailing the associated hours and costs. Our current hourly
rate is $125.00 per hour and is subject to change although we will hold this price for at least 1 year after install. You will be notified
in writing to any changes with our hourly rate. RCS will proceed with any customization once you give us verbal or written
acceptance of the potential charges. The estimated timeline for most custom changes is 1 to 4 weeks. If you choose to have RCS
customize your system, there will be an additional amount added to your annual support contract and you may have to pay for
implementation of certain otherwise FREE upgrades.
9. End User Responsibility: It is the end user's responsibility to provide all required hardware and hardware components, wiring,
and connectivity in a manner that is compatible to the needs of ReCPro TM. It is also a requirement to allow RCS remote access to
your PC's so that we may remotely support ReCPro™. We currently use "GoTo Meeting" which allows us to communicate with
specific PC's on your network.
10. Termination: RCS may terminate this contract for non-payment of funds by providing ninety days written notice of non-payment.
During such ninety days, you shall be entitled to cure by providing RCS with either payment in full or with a written explanation of
why such funds are not due. In the event of cure, RCS may not terminate its obligations under this contract. You may terminate
this contract after all accepted services have been paid in full by giving ninety days written notice to RCS.
11. System Cost: The amount you will pay RCS will depend on the number of concurrent users and which "optional" modules you will
need. Your specific cost will be detailed for you in the "Purchase Agreement" and "Support Contract".
12. Support Contract: RCS shall provide ongoing support and maintenance service for the ReCPro™ system so long as you are
current with your Annual Support Contract. Payments for the Annual Support Contract need to be made prior to the existing
contract expiring. RCS will submit a bill to your department 45 days prior to the existing contract expiring.
The Support Contract will cover:
· Phone, email and remote support to answer any questions in regards to ReCPro TM. RCS will not provide support for
any other software or hardware that you are using. Phone support is NOT to be used for training. If it becomes
evident that your staff needs more training, we will recommend a training session with our training staff.
· Downloadable patches that will correct "bugs" that are identified by your staff or by our other customers.
· Data Maintenance to fix any corrupted data files because of power outages, system defects or user error.
· Travel expenses if on-site support is required because of an issue that can't be resolved remotely (based on mutual
agreement between R.C. Systems, Inc. and your IT Department).
· ReCPro ™ software upgrades throughout the year as new updates are released.
The Support Contract will not cover:
· Costs related to Training (above and beyond the original 20 Free hours).
· Costs related to Custom Changes or the Consulting Time to discuss possible custom changes.
· Costs related to Travel if you refuse RCS remote support and on-site support is demanded by you even if the support
issue could be resolved remotely.
· Support for any other software or for any hardware. We only support the "ReCPro TM" software product. If you need
assistance with other types of software, you will need to contact their support departments. If you need assistance
with hardware, we have a separate hardware support system we could recommend.
Support will be provided during normal business hours (7:00am - 6:00pm EST) Monday through Friday. Support will not be
provided on Saturday or Sunday unless arranged prior to a particular weekend at an additional charge.
&~
35807 Moravian Drive
Clinton Twp., MI 48035
Ph: (586) 469-4200
Fx: (586) 469-4867
www.rcsvstemsinc.com
Providing Business Solutions Since 19851
13. Payments: Payment for the ReCPro ™ software and the first year Support Contract must be made prior to installation unless other
arrangements were made with RCS. The exact amount of your investment will be listed on the "Purchase Agreement" and
"Support Contract". Payments for any other service after the initial system is installed for custom changes, training, etc. must be
made Net 30 after date invoiced. Failure to pay invoices in 30 days will result in RCS putting your company on C.O.D. terms for
any future billings. RCS is willing to be flexible and work with your different budget seasons. Please contact your salesperson to
find out details on payment plans that would allow you to stretch the payments into 2 different budget seasons.
14. Bug Corrections: Bug correction patches are covered under the Support Contract and will apply to both bugs that you find as well
as bugs that other customers find. As bugs are corrected, there will be downloadable patches on our website.
15. Software Updates: ReCPro ™ is under constant improvement as our research and development team and our customers come up
with new ideas. You will be alerted when a new download is available with a list of new options that are included. You will have
access to these downloads as long as you are current with your Annual Support Contract. In the event you had RCS customize
the ReCPro™ system, there may be some additional cost with certain updates.
16. Source Code: In the event that R.C. Systems, Inc. goes out of business or discontinues development & support of ReCPro TM, you
will be given a CD containing all of the source code for the ReCPro ™ system and any supporting documentation. Under no other
circumstance will you be given a copy of the source code. Discontinued Support does not refer to our refusal to support clients not
entered into an active contract.
17. Governing Laws: This agreement will be governed by the applicable laws of the State of Michigan, the State of Florida and the
laws of the United States of America. It is the intention of the parties that whenever possible, if a dispute or controversy arises
hereunder then such dispute or controversy shall be settled by arbitration in accordance with the procedures, rules and regulations
of the American Arbitration Association. The decision rendered by the Arbitrator shall be final and binding upon the parties and
judgment upon the award rendered by the arbitrator may be entered in any court having jurisdiction. Arbitration shall be held in
Miami-Dade County, Florida. All costs of arbitration and attorneys' fees incurred by the parties shall be paid by the non-prevailing
party or, if neither party prevails on the whole, each party shall be responsible for a portion of the costs of arbitration and their
respective attorneys' fees as may be determined by the court on confirmation.
18. Covenant to Safeguard Programs and Documentation: You agree to use your best efforts and good faith to protect these
programs and documentation from unauthorized use, reproduction or disclosure.
19. Limited Warranty: RCS warrants, for a period of ninety (90) days from the date of purchase as evident by a copy of your signed
Purchase Agreement, the disk(s) (on which the ReCPro™ system is provided) to be free from defects in materials and
workmanship under normal use. If the disk(s) is/are found to be defective, RCS will replace the disk(s) at no charge to you
provided the disk(s) has/have not been damaged through misuse or tampering. For replacement, send defective disk(s) to:
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
RCS warrants that the disk(s) will contain the ReCPro™ software as demonstrated to you and listed in Exhibit A with only the
options that you purchased. RCS does not warrant that the programs will meet your exact requirements, nor that the operation of
the programs will be without errors or interruptions, nor that the documentation is correct. As stated above, if the programs do not
meet your exact requirements, we can provide custom changes to make the programs fit your exact requirements. Also stated
above, errors will be corrected under the terms of the support contract. RCS assumes no responsibility for errors or discrepancies
found or problems that you encounter as a result of improper input of data.
20. Limitation of Remedies: Your sole remedy and RCS entire liability shall be limited to the sum of all amounts paid to RCS in the
event you incur financial losses that have arisen from events attributable to a defect within ReCPro ™ that has been detected within
the warranty period of ninety (90) days from the date of purchase as evident by a copy of your signed Purchase Agreement.
IN NO EVENT SHALL R.C. SYSTEMS, INC. BE LIABLE FOR ANY AMOUNT THAT EXCEEDS THE SUM OF ALL AMOUNTS PAID TO R.C.
SYSTEMS, INC. FOR ANY INCIDENTAL, INDIRECT, OR CONSEQUENTIAL DAMAGES WHATSOEVER (INCLUDING, WITHOUT LIMITATION,
DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, LOSS OF GOODWILL
OR ANY OTHER PECUNIARY LOSS) ARISING OUT OF THE USE OR INABILITY TO USE SUCH PROGRAMS REGARDLESS OF THE
LEGAL THEORY ASSERTED, INCLUDING NEGLIGENCE AND/OR STRICT LIABILITY. BEFORE USING, THE USER (YOU) SHALL
DETERMINE THE SUITABILITY OF THE PROGRAMS FOR INTENDED USE. USER ASSUMES ALL RISK AND LIABILITY WHATSOEVER IN
CONNECTION THEREWITH. THE FOREGOING LIMITATIONS OF REMEDIES AND LIABILITIES MAY NOT BE ALTERED UNLESS IN
WRITING SIGNED BY THE OWNER OF R.C. SYSTEMS, INC.
&;;
35807 Moravian Drive
Clinton Twp., MI 48035
Ph: (586) 469-4200
Fx: (586) 469-4867
www.rcsvstcmsinc.com
Providing Business Solutions Since /9851
21. Attorney Fees: In the event either party brings a lawsuit to enforce the terms of this contract, or arising from breach of contract,
the prevailing party shall be entitled to its costs and reasonable attorney's fees for bringing or defending the action.
22. Nondisclosure of Data: Data provided by you either before or after contract award shall only be used for its intended purpose.
RCS, RCS Employees and RCS Sub-Contractors shall not utilize nor distribute your data in any form without the express written
approval of you.
23. Entire Agreement: You agree that this agreement represents the entire understanding between RCS and yourself and
supersedes all proposals or prior agreements, verbal or written and any other communications between the parties relating to the
subject matter of this agreement.
If you have any questions concerning this agreement, please contact R.C. Systems, Inc. in writing:
R.C. Systems, Inc.
35807 Moravian Drive
Clinton Township, MI 48035
&~
35807 Moravian Drive
Clinton Twp., MI 48035
Ph: (586) 469-4200
Fx: (586) 469-4867
www.rcsystemsinc.com
Providing Business Solutions Since 19851
Exhibit A
ReCPro 1M Software
ReCPro ™ is a complete Recreation Management software that includes features / modules that efficiently helps Recreation
Departments manage Families, Activity Registrations, Facility Reservations, League Scheduling, Memberships, Online Registration and
Credit Card Processing.
· Families - ReCPro™ allows users to efficiently manage family data by organizing all family members into a shared
'household'. Family Information includes name, address, phone numbers, email address, notes, birth date, age, grade, gender
and emergency contacts.
· Activity Registrations - ReCPro ™ allows users to efficiently manage Enrollment Levels, Fees, Restrictions for Age, Grade &
Gender, Rosters and Wait Lists. ReCPro ™ captures all Revenue associated with each activity and allows for Refunds and
Transfers and also allows the user to capture Expenses incurred by Instructor Salary or Materials Purchased for the Activity or
Event for the purpose of producing a profit /Ioss statement. ReCPro ™ comes equipped with reports for Rosters, Attendance
Sheets, Customer Activity History, Demographic, Revenue, Expense and Profit / Loss. There are also 'Mass Email' and 'Mass
Mail' features included. ReCPro ™ also comes equipped with a Day Camp feature that allows user to enroll participants in
seasonal day camps using a calendar feature.
· Facility Reservations - ReCPro™ allows users to efficiently manage Reservations for Recreation Activities along with Rentals
by community members and prevents against double bookings. ReCPro ™ allows users to setup typical rental fees for specific
rooms, equipment and personnel. Calendars can be produced by Day, Week or Month and can be viewable on your website if
desired. ReCPro ™ comes equipped with reports for ealendars, Schedules, Demographic and Revenue. There are also
'Mass Email' and 'Mass Mail' features included.
· League Scheduling - ReCPro™ allows users to efficiently manage Players, Coaches, Teams, Games & Practices. ReCPro™
can automatically build team rosters and game and practice schedules. ReCPro ™ comes equipped with reports for Coaches
Rosters, Schedules, Demographic and Revenue. There are also 'Mass Email' and 'Mass Mail' features included.
· Point of Sale - ReCPro ™ allows users to efficiently manage Inventory, Purchase Orders and Vendors. ReCPro ™ allows users
to build their own Touch Screen menu for sales and also allows users to update the database with related UPC codes for
scanning. The point of sale feature is intended for use in a concession stand environment. ReCPro ™ comes equipped with
reports for Inventory Value, Transactions, Reorder, Open Orders, Overdue Items and Merchandise Revenue.
· Memberships - ReCPro ™ allows users to efficiently manage Memberships, Members and Visit Passes. ReCPro ™ allows the
user to define all membership types and plans and allows the user to design their own membership cards. ReCPro™ is
flexible enough to offer Membership Cards, Key Tags or Biometric Finger Scanning. ReCPro™ allows you to track Member
Activity through a 'check in' program that allows members to scan their id upon arrival to your facility. ReCPro ™ comes
equipped with reports for Member Activity, Expiring Memberships, Demographic and Revenue. There are also 'Mass Email'
and 'Mass Mail' features included.
· Online Registration - ReCPro™ allows users to efficiently manage 'Online Registration'. ReCPro™ provides a complete
Content Management Website with online registration that can replace an existing website that may already exist. By
providing a Content Management system, ReCPro ™ empowers you to creatively manage your website by changing content,
uploading documents, images, etc. The ReCPro ™ website communicates directly with your local SOL Database and all
transactions are real time and any updates to activities automatically upload to the website.
· Credit Card Processing - ReCPro ™ allows users process credit cards directly through the software via the internet. Process
Sales & Refunds immediately. Payment Authorization verified in less than 3 seconds. All money is deposited into your bank
account every night. Credit Card reports will allow your staff to balance all credit card transactions for the day.
&~
35807 Moravian Drive
Clinton Twp., MI 48035
Ph: (586) 469-4200
Fx: (586) 469-4867
www.rcsvstemsinc.com
Providing Business Solutions Since /9851
Support Contract
The Support Contract will cover:
. Phone, email and remote support to answer any questions in regards to ReCPro TM. RCS will not provide
support for any other software or hardware that you are using. Phone support is NOT to be used for
training. If it becomes evident that your staff needs more training, we will recommend a training session
with our training staff.
· Downloadable patches that will correct "bugs" that are identified by your staff or by our other customers.
· Data Maintenance to fix any corrupted data files because of power outages, system defects or user error.
· Travel expenses if on-site support is required because of an issue that can't be resolved remotely (based
on mutual agreement between R.C. Systems, Inc. and your IT Department).
. ReCPro TM software upgrades throughout the year as new updates are released.
The Support Contract will not cover:
· Costs related to Training (above and beyond the original 20 Free hours).
· Costs related to Custom Changes or the Consulting Time to discuss possible custom changes.
· Costs related to Travel if you refuse RCS remote support and on-site support is demanded by you even if
the support issue could be resolved remotely.
· Support for any other software or for any hardware. We only support the "ReCPro TM" software product. If
you need assistance with other types of software, you will need to contact their support departments. If
you need assistance with hardware, we have a separate hardware support system we could recommend.
Support will be provided during normal business hours (7:00am - 6:00pm EST) Monday through Friday. Support will not
be provided on Saturday or Sunday unless arranged prior to a particular weekend at an additional charge.
ReCPro ™ Support Contract requires you to provide RCS access to your system via an internet connection. This will
enable us to connect directly into your computer, to aid in answering any specific questions and other related services.
Without this, we may have to bill you more for your annual support contract.
RCS shall provide ongoing support and maintenance service for the ReCPro ™ system so long as you are current with
your Annual Support Contract. Payments for the Annual Support Contract need to be made prior to the existing contract
expiring. RCS will submit a bill to your department 45 days prior to the existing contract expiring.
This contract will renew automatically October 1, 2010 and every October 1st thereafter on a yearly basis, unless the City
notifies the Contractor in writing at least sixty (60) calendar days in advance, of the City's intent not to renew the contract
R. C. Systems, Inc.
Attn: Billing Department
35807 Moravian Drive
Clinton Township, MI 48035
&~
35807 Moravian Drive
Clinton Twp., MI 48035
Ph: (586) 469-4200
Fx: (586) 469-4867
www.rcsystemsinc.com
Providing Business Solutions Since /9851
Support Contract
I have read and agree to the terms stated above.
Company Name
Address
City, State, Zip
Phone Number
Signature
Printed Name
R.C. Systems, Inc.
Signature
R.C. Systems, Inc.
Printed Name
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Annual Support Amount
ReePro ™ Support Support
(Prices Based on 15 Users) Price
ReCPro ™ Base Package $1,500.00
ReCPro ™ Web Module - Online Registration $1,250.00
ReCPro TM Facilitv Reservations / Rentals $375.00
ReCPro ™ Memberships $375.00
ReCPro ™ League Scheduling / Team Building $375.00
ReCPro TM Point of Sale /Inventory $375.00
ReCPro ™ Web Module - Online Calendar $125.00
ReCPro ™ Credit Card Processing $125.00
Grand Total $4,500.00
This contract will renew automatically October 1, 2010 and every October 151 thereafter on a yearly basis, unless the City
notifies the Contractor in writing at least sixty (60) calendar days in advance, of the City's intent not to renew the contract
TO FORM
UFFICIENCY
01: CITY ATIORNBY
~~
35807 Moravian Drive
Clinton Twp., MI 48035
Ph: (586) 469-4200
Fx: (586) 469-4867
www.rcsystemsinc.com
Providing Bu~'iness Solutions Since 1985/
Purchase Agreement
ReCPro TM includes software programs and reports as shown to you in the presentation and as described in
Exhibit A of the End User License Agreement, ALL SALES ARE FINAL. No free help will be given unless the
purchaser has entered into a software support contract with R.C. Systems, Inc.
Company Name
I have read and agree to the tenns stated above and In the End User License Agreement. All sales are final.
Address
City, State, Zip
Phone Number
L1r-i Of 'Sv.JN'-f (~LZS 6~AW
l ~OlO CO~I.JS flvt,..\ue-
S0,.t.J~ t<;,.LZ~ kAUt, 0- ~~Ic.:.O
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Purchaser Name ,Jot-N1~ S. El>€LWf Title vVl.fP..{o..e
I
The company name listed above will be the name in which ReCPro TII is registered. Please complete all information on
this form and the support contract form. You will need to submit both contracts (Purchase Agreement and Support
Contract) along with a check for the grand total of the system before we can schedule the date for installation (unless prior
arrangements were made). Based on the terms of the bid, you are entitled to FREE professional installation and also 20
hours of FREE Training.
ReCPro TMSoftware
ReCPro Fl'atllres PlIfch<lse
(PrlCe5 Based un 15 USer5) Price
$6 000.00
$5 000.00
$1 500.00
$1 500.00
$1 500.00
$1,500.00
$500.00
$500.00
$18,000.00
~~
35807 Moravian Drive
Clinton Twp., MI 48035
Ph: (586) 469-4200
Fx: (586) 469-4867
www.rcsystemsinc.com
Providing Business Solutions Since 1985/
MembershlD EaulDment
pas EauiDment
MI'llllJersl1qJ C.lrd Pllrcl1asc
Hardware & SlIpplles Price
$2 150.00
$350.00
$200.00
$450.00
$175.00
$3 325.00
pas Wurk"t,lllOll PlIr'.l1ase
H.lrdw,ln. & SlIppll(.'s Pnc('
$2.000.00
$100.00
$300.00
$350.00
$150.00
$2 800.00
Grand T atal Purchase
Total PlIrctlZlSl' PIJrdlZlse
ScAt"".HC EqlllplllLJlt & SlIpplles Price
$18 000.00
$3 325.00
$2 600.00
$23,925.00
01; CITY ATTORNEY
..
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Page 1 of2
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
(305) 947-0606 City Hall
(305) 949-3113 Fax
MEMORANDUM
TO:
The Honorable Mayor and City Commission
FROM:
Susan Simpson, Cultural and Human Services Director
DATE:
9/17/2009
RE:
Agreement with R. C. Systems, Inc. for the Purchase of Recreation
Software (RecPro) for the Cultural and Human Services Department.
RECOMMENDATION:
It is recommended that the City Commission consider an agreement with R.C. Systems,
Inc. to purchase recreation software (RecPro) to encompass all the needs of the Cultural
& Human Services Department in an amount not to exceed Twenty Four Thousand, Five
Hundred Dollars ($24,500).
REASONS:
The City needs to acquire a software system that can accommodate the growing
community, as well as the growing number of activities, programs, and services we
offer. City staff secured three quotes for software as well as consulted with other local
municipalities as to hands on experience. Based on that information, we recommend
entering into an agreement with R.C. Systems, Inc. due to cost and applications 1 options
provided.
ADDITIONAL INFORMATION:
This software program will be run in-house (not web based), and will include activity
registration, membership registration, point of sale for the concession stand, league
scheduling for our athletic programs, facility rentals 1 reservations, online registration and
credit card processing. Unlike the lowest quote, there are no transaction fees involved
other than credit card transaction fees associated with any of our software choices. The
online registration feature will help reduce staff hours required to input customer
information into the system.
Additionally, this department worked with the IT Department to insure compatibility and
determine the best product for our needs. They agree with this recommendation.
FUNDING SOURCE:
Agenda Item _\ 0 T
q - , ,- 09
http://sibagenda. sibfl.net/agendaJPreview.aspx?I temID=91 &MeetingID= Date
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Funds for this item are budgeted in the general fund capital account 10.700.57,23 for
Computer Software. This purchase is well under the estimated expense for this product.
ATTACHMENTS:
. Resolution
. Agreement
http://sibagenda.sibfl.netJagenda/Preview .aspx?I temID=91 &MeetingID=0&MeetingDate=9... 9/9/2009