HomeMy WebLinkAboutCSS 2024-06-10 Item 1B - Handout Distributed at the Meeting - Correction on Mayor's Name
TO: Community Services & Safety
FROM: Pete Mayer, Parks & Recreation Director
BY: John H Dunn III, Recreation Superintendent
CC: Mayor McLeod
DATE: June 10, 2024
SUBJECT: Contract Amendment with Xplor Recreation
ISSUE
Seeking approval for the mayor to sign the contract amendment for PerfectMind (Xplor Recreation)
mobile application software to be added to existing program registration software for the Parks &
Recreation Department.
BACKGROUND
The council approved the original 5-year contract (16-184) on 12/12/16 and the extension for another 5
years on 10/18/21. This contract and extension were for the department registration software that is used
for recreation programs, rental reservations, membership sales & check in, and point of sale through a
cloud-based system. The current contract will expire on 12/30/26.
DISCUSSION
The department staff are looking to expand the customer service experience by adding a mobile app to
the software system. This mobile app will provide an intuitive and responsive interface between the client
and our system. It will also provide easier management for the client to access their information,
schedule and easy registrations via the app. Fitness tracking will also be made easier as clients will no
longer have to carry a membership card in their wallet. The app will include membership bar codes on
the phone to scan when checking in.
FINANCIAL IMPACT
This amendment will be in effect for the remainder of FY24, as well as FY25 and FY26, through when the
current contract (16-184) ends on December 31, 2026. The annual fee for the mobile app service is
$8,000 which will be prorated based on the launch date of the app. Furthermore, Section 2.3.1.4 allows
PerfectMind to: “Increase the App Fee annually by 5% or CPI, whichever is greater”. Assuming an app
launch of 7/1/24 and 5% App Fee raises each year on January 1st, the new general fund outflows
generated by signing of this amendment are:
FY24 FY25 FY26 Total
$4,000 $8,400 $8,820 $21,220
In sum, total financial impact against the General Fund for signing this amendment is estimated at
$21,220 through the end of Contract 16-184.
RECOMMENDATION
The Council is being asked to authorize the mayor to sign the contract amendment and consider this item
for consent agenda at the June 17, 2024, Regular Meeting.
ATTACHMENTS
Amendment to Agreement
Current Contract Agreement 16-184(a)
Mobile App Overview