HomeMy WebLinkAboutAgenda Report - April 2, 1997 (57)of
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CITY OF LODI COUNCIL COMMUNICATION
for
AGENDA TITLE: Purchase of Automated Software and Hardware for Recreation
Department ($45,150)
MEETING DATE: April 2, 1997
PREPARED BY: Parks and Recreation Director
RECOMMENDED ACTION: That City Council authorize the purchase of automated
recreation software through a sole source vendor and hardware
through the California Multiple Award Schedule (CMAS).
BACKGROUND INFORMATION: City Council approved in the 1995-97 fiscal budget the
concept of automating the Recreation Department
registration and facility reservation processes. This
request consists of two issues: 1) automation of the
department's registration, facility usage and league scheduling; and 2) networking the
Recreation Division to run the software.
The automated registration system will benefit the customer by allowing for registration 24
hours a day and faster transactions at the counter. It will benefit staff by automating
revenue tracking and printing reports and camera ready quarterly tabloids. The centralized
data will prevent double booking of facilities, hereby improving the efficiency of staff.
Estimated time of implementation is approximately 12-18 months.
To run the software, a local area network is needed for the Recreation Division to allow for
simultaneous use and would move the department a step closer to the city goal of inter-
connectivity between departments and public access of department databases. In addition,
a network would ensure efficient management of department software and hardware;
security; minimized loss of data; saving on the cost of software and hardware; and enable
the use of electronic mail.
Layne Van Noy, Recreation Supervisor, and Susan Bjork, Department Secretary, have
extensively reviewed available software products over the past five years to include:
RecWare; Class; RecTrac; AEK; and Programmed for Success. To date staff has found that
Sierra Digital of Sacramento is the only known vendor providing software (RecWare) in the
Windows environment to meet the needs of the department, i.e., registration software (to
APPRCVED:
H. DIXON FLYNN recycled mer
` City Manager
cc -1
Purchase of Automated Software and Hardware for Recreation Department
April 2, 1997
Page Two
include 24 hour touch tone registration); facility management; and league scheduling. The
department requires a fully integrated software product that is a true Windows version,
fully integrated and available software modules that share data, and proven versions
available now, not "beta" or "coming soon". This line of software is expandable to include
additional touch-tone capacity, credit card authorization, membership management, market
almanac software and can accommodate multi -site locations.
FUNDING:
Funding for this project is requested from the Capital Outlay Fund as
indicated on page E-4 of the 1996-97 Financial Plan and Budget.
$15,350 Network hardware (server, server software,
cable, phone lines, administration training)
$12,100 Four workstation com utters (2 for staff, 1
replacement; 1 for touch tone registration)
$17,700 RecWare software by Sierra Digital (registration,
facility management, league scheduling, touch-
tone registration software, support and training)
$45,150
$50,150 Budgeted
Ron Williamson
Parks and Recreation Director
RW/sb
Vicky McAthie
Finance Director
Prepared by Susan Biork, Department Secretary
Coordinated with Mark White, Information Systems Coordinator
cc: Finance Director
Purchasing Agent
Lodi Parks and Recreation Department
Local Area Network Hardware
Server (with monitor/backup/misc)
$5,900.00
Server software (BackOffice)
$2,195.00
(8) Network interface cards
$1,040.00
Printer NIC
$250.00
HUB with 24 ports
$900.00
Misc. cables
$100.00
(2) phone tines
$400.00
Uninteruptable power supply
$900.00
Modem
$180,00
Network administration training
$2,500,00
Tax/Shipping
$985.00
Total
$15,350.00
Workstations
(4) personal computers $11,200.00
Tax/Shipping $900.00
Total $12,100.00
RecWare Software
Reg istration/Activity/League/Tou ch -Tone $12,000.00
Software subscription service (1 yr.) $1,900.00
Training/instatiation $2,500.00
Tax $1,300.00
$17,700.00
Project totals:
Network
$15,350.00
Workstations
$12,100.00
Software
$17,700.00
GRAND TOTAL
$45,150.00
03/24/97
RESOLUTION NO. 97-37
A RESOLUTION OF THE LODI CITY COUNCIL
APPROVING THE PURCHASE OF AUTOMATED SOFTWARE
AND HARDWARE FOR THE RECREATION DEPARTMENT
WHEREAS, Lodi Municipal Code, §3.20.070, authorizes dispensing with
bids for purchases of supplies, services or equipment when it is in the best
interests of the City to do so; and
WHEREAS, the Lodi City Council approved in the 1995/97 fiscal budget
the concept of automating the Recreation Department registration and facility
reservation processes, including registration, facility usage and league
scheduling, while networking the Recreation Division to run the required
recreation software; and
WHEREAS, the outdated computers cannot run any of the required
software, and purchase of new equipment would move the department closer to
the city goal of inter -connectivity between departments and pubic access of
department databases; and
WHEREAS, staff has extensively reviewed available software products
over the past five years and, to date, have found that Sierra Digital of
Sacramento is the only known vendor providing software (RecWare) in the
Windows environment to meet the needs of the department.
NOW, THEREFORE BE IT RESOLVED, that the City Council hereby
authorizes the purchase of automated recreation software for the Recreation
Department through a sole source vendor, Sierra Digital of Sacramento, in the
amount of $17,700.00, and hardware through the California Multiple Award
Scheduled (CMAS), in the amount $27,450.00.
Dated: April 2, 1997
I hereby certify that Resolution No. 97-37 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held April 2, 1997, by the
following vote:
AYES: COUNCIL MEMBERS -
NOES: COUNCIL MEMBERS -
ABSENT: COUNCIL MEMBERS -
ABSTAIN: COUNCIL MEMBERS -
JENNIFER M. PERRIN
City Clerk
97-37