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<br /> <br /> <br />TO: Community Services & Safety <br /> <br />FROM: Pete Mayer, Parks & Recreation Director <br /> <br />BY: John H Dunn III, Recreation Superintendent <br /> <br />CC: Mayor McLeod <br /> <br />DATE: June 10, 2024 <br /> <br />SUBJECT: Contract Amendment with Xplor Recreation <br /> <br />ISSUE <br />Seeking approval for the mayor to sign the contract amendment for PerfectMind (Xplor Recreation) <br />mobile application software to be added to existing program registration software for the Parks & <br />Recreation Department. <br /> <br />BACKGROUND <br />The council approved the original 5-year contract (16-184) on 12/12/16 and the extension for another 5 <br />years on 10/18/21. This contract and extension were for the department registration software that is used <br />for recreation programs, rental reservations, membership sales & check in, and point of sale through a <br />cloud-based system. The current contract will expire on 12/30/26. <br /> <br />DISCUSSION <br />The department staff are looking to expand the customer service experience by adding a mobile app to <br />the software system. This mobile app will provide an intuitive and responsive interface between the client <br />and our system. It will also provide easier management for the client to access their information, <br />schedule and easy registrations via the app. Fitness tracking will also be made easier as clients will no <br />longer have to carry a membership card in their wallet. The app will include membership bar codes on <br />the phone to scan when checking in. <br /> <br />FINANCIAL IMPACT <br />This amendment will be in effect for the remainder of FY24, as well as FY25 and FY26, through when the <br />current contract (16-184) ends on December 31, 2026. The annual fee for the mobile app service is <br />$8,000 which will be prorated based on the launch date of the app. Furthermore, Section 2.3.1.4 allows <br />PerfectMind to: “Increase the App Fee annually by 5% or CPI, whichever is greater”. Assuming an app <br />launch of 7/1/24 and 5% App Fee raises each year on January 1st, the new general fund outflows <br />generated by signing of this amendment are: <br /> <br />FY24 FY25 FY26 Total <br />$4,000 $8,400 $8,820 $21,220 <br /> <br />In sum, total financial impact against the General Fund for signing this amendment is estimated at <br />$21,220 through the end of Contract 16-184. <br /> <br />RECOMMENDATION <br />The Council is being asked to authorize the mayor to sign the contract amendment and consider this item <br />for consent agenda at the June 17, 2024, Regular Meeting. <br /> <br />ATTACHMENTS <br />Amendment to Agreement <br />Current Contract Agreement 16-184(a) <br />Mobile App Overview <br />