Item #06 Approval to Execute an Agreement with Vermont Systems, Inc., in the Amount of $36,671.00 for a Three-phase Multi-Year Implementation of Software for the Parks & Recreation Department ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: January 5, 2016
Item #
Reviewed By: I ///
Contact Name: Al Butler, Support Services Department Director:
Contact Number: 407-554-7063 City Manager: � -
Subject: Authorization to execute an agreement with Vermont Systems, Inc., in the amount of $36,671
for a 3-phase multi-year implementation of software for the Parks & Recreation Department.
Background Summary:
The city needs a desktop and online mechanism to manage the process of renting city-owned facilities
for use by private citizens, non-profit organizations, businesses, and other groups. These facilities
include parks and open spaces, buildings, sporting fields, and other public venues. Rules and
regulations apply to the use of all venues. The city also needs a mechanism for citizens to select and
pay for activities at the city's recreational facilities and to take classes taught by a number of city
departments. The acquisition and installation of software of the type described here was the subject of
discussion during the city's FY 2016 Budget development process. The City Commission eventually
appropriated funds to acquire and install software supporting the above-described Parks & Recreation
Department applications.
City staff identified major software products that could meet all or part of these needs and undertook an
evaluation of these products over several months. The evaluation process included demonstrations of
the software and extensive discussions with current users of each product. The primary products
investigated were:
• RecTrac, by Vermont Systems, Inc. (Essex Junction, VT)
• Event Management Systems (EMS) by Dean Evans & Associates, Inc. (Centennial, CO)
• RecPro by R.C. Systems, Inc. (Clinton Township, MI)
Competitive proposals were received from each vendor. Staff from the Support Services, Parks &
Recreation, and Development Services departments were involved in the evaluation process. Each of
the products offers positive and negative aspects to its use. For example, RecPro was the lowest cost
option, but its customers generally reported the software to be difficult to use. EMS was the most
expensive choice while offering the best performance with regard to facility rentals. Due to a recent
sales volume increase and resulting backlog, RecTrac would take the longest time to get the product
installed and in use. Staff ultimately selected RecTrac as the best solution and subsequently developed
a 3-phase implementation plan and performance specification for this product. Vermont Systems, Inc.
subsequently supplied the city with a price proposal to match the implementation plan.
The 3-phase plan calls for the software to be deployed in a managed way so staff can become familiar
with its use:
1
• Phase 1 — In-house deployment of RecTrac for facilities management with credit card processing,
$15,243.
• Phase 2 — Extension of the facility management function to include online services, $13,805.
• Phase 3 —Addition of activity registration in-house and online, $7,623.
Based on current vendor commitments, it is anticipated that Phase 1 will be completed in July, 2016, with
subsequent phases occurring at 3-6 month intervals, depending on staff capabilities. Each installation
phase includes significant vendor staff time to provide configuration and training services.
At the present time, staff believes that server hardware and data storage space are sufficient to deploy
RecTrac in this manner without additional resources; however, there may be a need to purchase other
supporting hardware and software, in addition to possibly having to retain the services of CivicPlus staff
to integrate the online component into the city's two related websites (www.ocoee.orq and
www.ocoeelakeshorecenter.com). There may also be a need to work with the city's accounting system
vendor, ADG, to ensure that online payments are properly processed. Collectively, these costs should
not exceed $10,000 and would apply regardless of which product was selected.
Issue:
The city needs to acquire an effective set of in-house and online tools for managing facility rentals and
recreational activity participants.
Recommendations
Based on the nature of the products and services being acquired, staff recommends waiving the formal
RFP process and using the modified competitive selection process described above. Following that
process, staff recommends that the City Commission authorize the execution of an agreement with
Vermont Systems, Inc. for the phased deployment of RecTrac software at a total cost of $36,671, with
implementation occurring over a period of up to two years.
Attachments:
• Staff-developed RFP and implementation plan
• Price proposal and contract with Vermont Systems, Inc. (recommended option)
• Price proposal from Dean Evans & Associates, Inc. for EMS software (competitive proposal)
• Price proposal from R.C. Systems, Inc. for RecPro software (competitive proposal)
Financial Impact:
This procurement is accommodated by the Adopted FY 2016 Budget.
Type of Item: (please mark with an "x")
Public Hearing For Clerk's Dept Use:
Ordinance First Reading Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
X Commission Approval
Discussion&Direction
Original Document/Contract Attached for Execution by City Clerk
Reviewed by (m iks* Rec.Drecihr) N/A
Reviewed by City Attorne If�114/; N/A
Reviewed by Finance Dept. / N/A
2
Vermont Systems Recreation&Park Software
Request for Proposal
December 10,2015
PROJECT SCOPE
The City of Ocoee needs an information processing mechanism to manage the process of renting city-
owned facilities for use by private citizens, non-profit organizations, businesses, and other groups.
These facilities include parks and other open spaces, buildings, sporting fields, and other public venues.
Rules and regulations apply to the use of all venues.
There are four key terms that need to be defined to understand the desired facility management
process. A facility is a park, building, or recreation center. A facility space is all or a portion of a facility
that can be rented. A renter is someone who reserves and uses one or more facility spaces. Each renter
must be registered before renting a facility space. An event is a single instance of renting a facility.
Events can be as simple as a single rental of a facility space for a child's birthday party, or a complex
sequence of actions related to wedding that starts with a rehearsal, followed by a rehearsal dinner, a
wedding, and a reception. They can also be recurring, such as for a civic organization that rents a venue
every week at the same time. Renters may be required to provide insurance, particularly if they plan to
serve alcoholic beverages at an event.
Most facilities are rented on a first-come, first-served basis, where the only requirement is to find an
open date/time and pay the required rental fee. The exception is the Lakeshore Center, which
embraces much of the City Hall Campus in downtown Ocoee. The facilities and facility spaces included
in the Lakeshore Center are:
1. Bill Breeze Park,which includes the facility spaces of—
a. Field
b. Gazebo
2. Community Center,which includes the facility spaces of—
a. Main Banquet Room
b. Banquet Room A
c. Banquet Room B
d. Meeting Room
e. Pre-function Area
f. Kitchen
g. Plaza
h. Lawn &Wedding Arbor
3. Withers-Maguire House,which includes the facility spaces of—
a. First floor of house interior
b. Bride &Groom Rooms
c. Lawn
The complexity and inter-relationship of facility spaces in the Lakeshore Center make management of
these venues more complicated and require that they be treated as a single facility for purposes of
ensuring that various events do not compete for the same resources. For example, there are times
when Bill Breeze Park and the Community Center cannot be rented at the same time since they use the
same parking areas. There are also conditions under which the city may seek to avoid having more than
one wedding conducted at the same time within the Lakeshore Center's various venues. In addition, a
single event may include use of part or all of these facilities, perhaps as a sequence of occupancies over
time or as a single large program, such as the Founders' Day Festival. There are also requirements for
clean-up time between events and other factors that require a manual approval process for most rental
applications related to the Lakeshore Center. As a result, the Lakeshore Center facility spaces are
generally treated as separate venues up to the point where a reservation request is submitted.
The following rules have been proposed for the Lakeshore Center as a means of ensuring consistency of
operation and to reduce conflicts between concurrent nearby events:
1. Bill Breeze Park is defined as the area of land bounded by Lakeshore Drive to the east, Oakland
Avenue to the south, the Community Center parking lot and access driveway to the west, and
the City Hall access driveway to the north. This area includes the stabilized parking area along
the west side of Lakeshore Drive.
2. The Gazebo is a covered facility space located in the southwest corner of Bill Breeze Park and
includes the adjacent brick-paved seating area; it is part of Bill Breeze Park.
3. Lakefront Park is the area located between Starke Lake and Lakeshore Drive, extending from,
but not including, the Boat Ramps and Dock on the north to the Fishing Pier on the south.
Lakeshore Drive is part of this park. Any event proposing to "rent" the street (i.e., to lose it to
vehicular traffic) must be covered by a special event permit and will generally also involve rental
of Bill Breeze Park.
4. Lakefront Park and Bill Breeze Park may be rented at the same time for a single event but not
separate events.
5. Banquet Room A and Banquet Room B are separately defined spaces created by a movable wall
in the main facility space at the Community Center. They are provided as a means to tailor the
space to the size of the event and are not separately rentable to different parties for concurrent
events.
6. All Community Center events include tables and chairs to fully utilize the rented space(s).
7. The Community Center has three optional add-ons: (a) use of the building's audiovisual system;
(b)video streaming; and (c)the ability to serve alcoholic beverages. All require payment of a fee
in addition to the space rental fee. Serving alcohol also requires the renter or caterer to provide
acceptable proof of liquor liability insurance appropriate for the event.
8. The Lakeshore Center Lawn and Wedding Arbor is the space between the Community Center
parking lot to the east, the Veterans' Memorial to the south, the Withers-Maguire House
driveway to the west, and the City Hall employee parking lot to the north. It includes a brick-
paved seating area and 50 folding chairs. As a facility space, it is assigned to the Community
Center.
9. The Boat Ramp, Docks, and Fishing Pier are not part of any rentable facility. Closing any of these
Starke Lake access points to the public requires a special event permit.
10. The Withers-Maguire House has venue facilities on the first floor and a local history museum on
the second floor. (The museum is not available for rent.) The first floor includes four rooms and
a kitchen designed to support catering operations; the kitchen is not suitable for cooking. One
room on each floor has been designated as a wedding party preparation room. A groom's room
is located on the second floor and can be reached by way of the interior staircase. A bride's
room is located on the first floor and has direct access to the outside. Rental of the first floor
includes the bride and groom rooms and the yard. Rental of the bride and groom rooms does
not include the balance of the building's first floor.
11. Rental of an outdoor facility space alone does not include access to any adjacent building unless
space is also rented in that facility for the same event.
12. Each listed facility space may be rented in isolation or in combination with other spaces in the
same facility. If a renter wants to utilize an entire facility, then all included spaces except any
included kitchen must be part of the reservation request. Rental of an entire facility, exclusive
of the kitchen, may incur a fee less than the sum of all facility space fees.
13. Time of day and day of week restrictions apply to the use of most facilities.
14. Rentals may be provided in multiple blocks of time, such as a single hour with a variable quantity
of hours or a fixed block of consecutive hours for a single price. Virtually all facility spaces are
offered with different prices for residents and non-residents. There may also be different fees
based on day of week and time of day, particularly at the Lakeshore Center. The Sunday before
a Monday holiday may incur a different fee compared to other Sundays.
15. A security deposit must be paid in full within five business days of the reservation request being
accepted by the city in order to secure the event date at the requested facility space(s). [Note:
This is a proposed change from current policy, which requires payment of one-half of the rental
fee to secure a reservation.] If the requested event date is less than 30 days in the future, the
entire rental fee and security deposit must be paid in order to secure the reservation.
16. Cancelation fees apply to many facilities and will reduce the amount of the fee to be refunded
to the renter. Cancelation of an event at one of the Lakeshore Center spaces will incur a penalty
proportional to the time before the planned event; the closer to the event date the cancelation
occurs, the higher the penalty. Cancelations occurring 12 months or more prior to the event
date will incur a $100 penalty. Cancelations occurring at least six months but less than 12
months prior to the event date will incur a penalty of$100 or 50%of the rental fee,whichever is
greater. Cancelations occurring less than six months prior to the event date will incur a penalty
of 100% of the fee paid. There is no cancelation fee if the cancellation is initiated by the city,
such as to accommodate a conflicting city event or as a result of the facility not being available
due to prior damage or public safety concerns.
PROJECT PLAN
After reviewing a number of possible products, including construction of a custom application and
website,the City has selected the RecTrac product line from Vermont Systems(Essex Junction,VT). The
product will be deployed in three phases to allow staff to learn the tools provided and acclimate to a
new way of doing business.
Phase 1—Initial Deployment for In-house Users:
The initial deployment of RecTrac software will provide the ability for city staff to manage facility rentals
and take payments in the office. City staff will operate the software in city offices; we anticipate these
offices to be located in City Hall or the adjacent City Hall Annex (up to 3 concurrent users) and the Jim
Beech Recreation Center (up to 2 concurrent users). The city currently accepts credit card, checks, and
cash for rental fee payment, so no additional credit card hardware will be needed. The city will continue
to use existing magnetic stripe readers, cash drawers, and receipt printers, as chip & pin card readers
are not necessary due to the nature of the business, assuming they are compatible with the PayTrac
application. The following Vermont Systems products and services will be needed:
1. RecTrac Workgroup Multi-User Application Software-
a. Facility Reservations(V-RT-MU-FR); includes 2 concurrent users
b. Incident Processing& Reporting(V-RT-MU-IC)
c. Systems Administration (V-RT-MU-SA)
d. Additional Concurrent Users(V-RT-MU-AU); quantity= 3
2. Progress OpenEdge Workgroup Application Server and Relational Database Manager Software
(T-PG-MU-OE)
3. PayTrac Application Software-
a. VSI Workgroup ERI Credit Card Interface (V-PT-MU-ERI)
b. VSI Payment Card Reader Integration (V-PT-IN)
4. Training,Configuration, and Travel Expenses-
a. Onsite Installation and Training, per day(X-S-TNG-01)
b. Travel Time, per day(X-S-TNG-09)
c. Per Diem Travel Expenses, per day(X-X-EXP)
d. Airfare, per person (X-X-AIR)
e. Offsite Telephone/Webex Setup or Training Service, per hour with 15-minute minimum
charge (X-S-TNP-01)
Phase 2—Expansion to Allow Online Users:
The second deployment phase will expand the facility rental management service to provide online
capabilities for potential facility renters to check site availability, to make site tour and rental
reservation requests for the Lakeshore Center, and to make actual reservations for other city-owned
facilities. The time between completing Phase 1 and starting Phase 2 is expected to be three to six
months. The following Vermont Systems products and services will be needed for Phase 2:
1. WebTrac Basic Edition Application Software-
a. WebTrac Internet Software for Up to 5 Users(V-WT-SU-IS-5)
b. WebTrac Facility Reservations(V-WT-SU-FR)
c. Mobile WebTrac(V-WT-SU-MWT)
d. WebTrac Small Workgroup Base 25 Agents(V-WT-SU-AU)
2. VSI Add-ons-
a. WebTrac Standard Brochure Interface (V-WT-IN-SB)
b. WebTrac First Style Sheet Service, Initial& Major(V-WT-IN-SS-1)
c. WebTrac Standard Splash Page Options (V-WT-CP-SP)
3. Training,Configuration, and Travel Expenses-
a. Onsite Installation and Training, per day(X-S-TNG-01)
b. Travel Time, per day(X-S-TNG-09)
c. Per Diem Travel Expenses, per day(X-X-EXP)
d. Airfare, per person (X-X-AIR)
e. Offsite Telephone/Webex Setup or Training Service, per hour with 15-minute minimum
charge (X-S-TNP-01)
Phase 3—Expansion to Activity Registration(Onsite and online):
The final phase of the project will add the ability for city staff and recreational program participants to
offer, sale, and manage recreational programs. In addition, those few other educational programs
offered by the city, such as gun safety and CPR training,will be included in the list of supported activities
for the purposes of managing registrations. Since these are simple "sign-up" activities with a possible
single payment, they are not anticipated to impact user requirements beyond those imposed by the
Parks& Recreation Department. The time between completing Phase 2 and starting Phase 3 is expected
to be three to six months. The following Vermont Systems products and services will be needed for
Phase 3:
1. RecTrac Activity Registration Application Software (V-RT-MU-AR)
2. WebTrac Activity Registration Application Software (V-WT-SU-AR)
3. Training,Configuration, and Travel Expenses-
a. Onsite Installation and Training, per day(X-S-TNG-01)
b. Travel Time, per day(X-S-TNG-09)
c. Per Diem Travel Expenses, per day(X-X-EXP)
d. Airfare, per person (X-X-AIR)
e. Offsite Telephone/Webex Setup or Training Service, per hour with 15-minute minimum
charge (X-S-TNP-01)
Based on their experience,Vermont Systems may propose additional VSI Add-ons for Phase 3 in order to
accommodate any changes needed to the online interface created in Phase 2 to accommodate the
addition of activity registrations to the WebTrac website.
Price Proposal Requirements:
The Vermont Systems price proposal provided in response to this request should list the component
prices in the general manner in which they are presented in the Project Plan with a summary of the
various component subtotals (software and services) for each phase and for the total project. It is the
responsibility of Vermont Systems to correct or clarify any differences it may identify between the list of
products and services shown above and its actual offerings so as to provide a complete installation
ready for use by the city upon the completion of each phase of the project. Vermont Systems must
acknowledge in their proposal that the work will not be completed in the current fiscal year ending
September 30,2016. The completed price proposal and any questions should be sent to:
Jack A. Butler,AICP
Director of Support Services
abutler @ci.ocoee.fl.us
150 North Lakeshore Drive
Ocoee, Florida 34761
Direct Telephone 407-554-7063
V erniont Proposal Summary Pricing
VSI Quote Number: 53564
V.bybi.ei ns Please See Detail Breakdown
Recreation & Parks Software on Following Pages
Description: RecTrac-FR-Phase 1
Prepared For: City of Ocoee,Ocoee, FL
Contact Name: Al(Jack) Butler, Director of Support Services Phone Number: (407)554-7063
Contact Email: abutler @ci.ocoee.fl.us Fax Number:
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 12/28/2015
Purchase Annual Estimated Total
Description Price Maint/Svs Shipping* Price
RecTrac -Workgroup Multi-User Software
Application Software $4,050.00 $1,040.00 $0.00 $5,090.00
Progress OpenEdge Software $810.00 $208.00 $0.00 $1,018.00
Support Services-Training&Expenses $6,975.00 $0.00 $0.00 $6,975.00
Total RecTrac: $11,835.00 $1,248.00 $0.00 $13,083.00
PayTrac -Workgroup Multi-User Software
Application Software $1,550.00 $610.00 $0.00 $2,160.00
Total PayTrac: $1,550.00 $610.00 $0.00 $2,160.00
VSI TOTALS
Application Software $5,600.00 $1,650.00 $0.00 $7,250.00
Progress OpenEdge Software $810.00 $208.00 $0.00 $1,018.00
Support Services-Training&Expenses $6,975.00 $0.00 $0.00 $6,975.00
Grand Totals: $13,385.00 $1,858.00 $0.00 $15,243.00
'NOTE Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin)
12 Market Place, Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#1
Vermont RecTrac Workgroup Multi-User Software
Recreation Tracking Software
VSI Quote Number: 53564
Please Review Notes on Last Page
Recreation Parks Software Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Description: RecTrac-FR-Phase 1
Prepared For: City of Ocoee,Ocoee, FL
Contact Name: Al(Jack) Butler, Director of Support Services Phone Number: (407)554-7063
Contact Email: abutler @ci.ocoee.fl.us Fax Number:
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 12/28/2015
Unit Extended Annual
Qty Unit Description Price Price Maint/Svs
Application Software
1 Each Facility Reservations (V-RT-MU-FR) $2,750.00 $2,750.00 $490.00
1 Each Incident Processing and Reporting (V-RT-MU-IC) $0.00 $0.00 $0.00
1 Each Systems Administration(required) (V-RT-MU-SA) $400.00 $400.00 $400.00 1
3 Each Additional Users Over 2(concurrent) (V-RT-MU-AU) $300.00 $900.00 $150.00
Total Application Software: $4,050.00 $1,040.00
Progress OpenEdge Software
1 Each OpenEdge Workgroup Appl Server&RDBMS (T-PG-MU-OE) $810.00 $810.00 $208.00 2
Total Progress OpenEdge Software: $810.00 $208.00
Support Services -Training & Expenses
5 Day(s) Installation/Training, Municipal,On-Site/Day (X-S-TNG-01) $750.00 $3,750.00 $0.00
1 Day(s) Travel Time (X-S-TNG-09) $375.00 $375.00 $0.00
5 Each Travel Expenses-per day(estimated) (X-X-EXP) $330.00 $1,650.00 $0.00 3
1 Each Expense Airfare(estimated-pay actual only) (X-X-AIR) $1,200.00 $1,200.00 $0.00
Total Support Services-Training&Expenses: $6,975.00 $0.00
Total Software, Hardware and Support Services $11,835.00 $1,248.00
Grand Total - RecTrac: $13,083.00
'NOTE: Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin)
12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#2
Vermont PayTrac Workgroup Multi-User Software
VSI Quote Number: 53564
4 Please Review Notes on Last Page
,i,,,; i Software Pricing Is Valid For 120 Days
Recreation & Parks Software
Hardware Pricing Is Subject to Change
Description: RecTrac-FR-Phase 1
Prepared For: City of Ocoee,Ocoee, FL
Contact Name: Al(Jack) Butler, Director of Support Services Phone Number: (407)554-7063
Contact Email: abutler @ci.ocoee.fl.us Fax Number:
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 12/28/2015
Unit Extended Estimated Annual
Qty Unit Description Price Price Shipping* Maint/Svs
Application Software
1 Each VSI Workgroup ERI Credit Card Interface (V-PT-MU-ERI) $3,000.00 $3,000.00 $0.00 $600.00 4
1 Each VSI Payment Card Reader Integration (V-PT-IN) $50.00 $50.00 $0.00 $10.00 5
1 Each Previously quoted at$1500 (VSI-DISCOUNT NON-PR) $1,500.00- $1,500.00- $0.00 $0.00
Total Application Software: $1,550.00 $0.00 $610.00
Total Software,Hardware and Support Services $1,550.00 $0.00 $610.00
Grand Total - PayTrac: $2,160.00
'NOTE: Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin)
No additional set up or training necessary if done during RecTrac Trip.
12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#3
Vermont Proposal Summary Pricing
VSI Quote Number: 53564
::,.:)-ybLms Please See Detail Breakdown
Recreation /. Parks Software on Following Pages
Description: RecTrac-FR-Phase 1
Prepared For: City of Ocoee,Ocoee, FL
Contact Name: Al(Jack) Butler, Director of Support Services Phone Number: (407)554-7063
Contact Email: abutler @ci.ocoee.fl.us Fax Number:
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 12/28/2015
1 The Workgroup System is quoted for those organizations with 2-39 concurrent users. The pricing for the actual number of licensed
concurrent users is found on the RecTrac quote page under the Application Software section. Two concurrent users are included
with the purchase of the first RecTrac module. Additional concurrent users are priced as Additional Users Over 2(concurrent).
2 VSI uses Progress OpenEdge software to develop and deploy its software applications,and also embeds the required Progress
OpenEdge Enterprise or Workgroup RDBMS(Relational Database Management Software)with its applications.
3 The included expenses are ESTIMATED for airfare,lodging, meals,parking,tolls,and rental vehicle(for non-flying trips,car rental
can be more due to tolls and gasoline usage). Actual expenses are billed after each trip. For states with Cashless Tolls,there may
be a delay in billing these charges as we sometimes don't get these bills from the car rental companies until weeks after a trip is
complete.
4 The VSI ERI(External Redirect Interface)fee applies to any of the credit card vendor options.
5 The VSI Payment Card Integration fee is a one-time license fee,along with a$10 annual maintenance fee,to integrate the PayTrac
software with ETS,Plug'nPay,&Verifone software services and qualified payment card readers. ETS will provide pricing for ETS
services and EMV payment card readers directly to each VSI and ETS customer,while VSI will provide all payment card reader
quotes for use with Plug'n Pay and Verifone.
If you purchase the hardware from a source other than VSI,then standard VSI Sales&Support Policies(#16)will apply at the rate
of$100 per hour for implementation assistance.
12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#4
Vermont Proposal Summary Pricing
VSI Quote Number: 53565
SystemsPlease See Detail Breakdown
Recreation 6. P0rks 5oitwore on Following Pages
Description: WebTrac-FR-Phase 2
Prepared For: City of Ocoee,Ocoee, FL
Contact Name: Al (Jack) Butler, Director of Support Services Phone Number: (407)554-7063
Contact Email: abutler @ci.ocoee.fl.us Fax Number:
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 12/28/2015
Purchase Annual Estimated Total
Description Price Maint/Svs Shipping* Price
WebTrac - Basic Edition
Application Software $5,375.00 $1,075.00 $0.00 $6,450.00
Progress OpenEdge Software $1,075.00 $215.00 $0.00 $1,290.00
VSI-Add ons $1,250.00 $0.00 $0.00 $1,250.00
Support Services-Training&Expenses $4,815.00 $0.00 $0.00 $4,815.00
Total WebTrac: $12,515.00 $1,290.00 $0.00 $13,805.00
VSI TOTALS
Application Software $5,375.00 $1,075.00 $0.00 $6,450.00
Progress OpenEdge Software $1,075.00 $215.00 $0.00 $1,290.00
VSI-Add ons $1,250.00 $0.00 $0.00 $1,250.00
Support Services-Training&Expenses $4,815.00 $0.00 $0.00 $4,815.00
Grand Totals: $12,515.00 $1,290.00 $0.00 $13,805.00
'NOTE: Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin)
12 Market Place, Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#1
Vermont WebTrac Basic Edition
Real-Time Internet Software
VSI Quote Number: 53565
5ys-Lerns Please Review Notes on Last Page
Software Pricing Is Valid For 120 Days
Recreation & Parks Softwc'e Hardware Pricing Is Subject to Change
Description: WebTrac-FR-Phase 2
Prepared For: City of Ocoee,Ocoee,FL
Contact Name: Al(Jack)Butler, Director of Support Services Phone Number: (407)554-7063
Contact Email: abutler @ci.ocoee.fl.us Fax Number:
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 12/28/2015
Unit Extended Annual
Qty Unit Description Price Price Maint/Svs
Application Software
1 Each WebTrac Internet Software 1-5 RecTrac Users (V-WT-SU-IS-5) $1,850.00 $1,850.00 $370.00 1
1 Each WebTrac Facility Reservations (V-WT-SU-FR) $950.00 $950.00 $190.00 2
1 Each Mobile WebTrac (V-WT-SU-MWT) $1,950.00 $1,950.00 $390.00 3
1 Each WebTrac Sm Workgroup Base 25 Agents (V-WT-SU-AU) $625.00 $625.00 $125.00 4
Total Application Software: $5,375.00 $1,075.00
Progress OpenEdge Software
1 Each OpenEdge Application Server&RDBMS (T-PG-SU-WB) $1,075.00 $1,075.00 $215.00 5
Total Progress OpenEdge Software: $1,075.00 $215.00
VSI-Add ons
1 Each WebTrac Standard Brochure Interface (V-WT-IN-SB) $0.00 $0.00 $0.00 6
1 Each WebTrac First Style Sheet Service Intital&Major (V-WT-IN-SS-1) $750.00 $750.00 $0.00 7
1 Each Standard Splash Page Options (V-WT-CP-SP) $500.00 $500.00 $0.00 8
Total VSI-Add ons: $1,250.00 $0.00
Support Services -Training & Expenses
3 Day(s) Installation/Training,Municipal,On-Site/Day (X-S-TNG-01) $750.00 $2,250.00 $0.00
1 Day(s) Travel Time (X-S-TNG-09) $375.00 $375.00 $0.00
3 Each Travel Expenses-per day(estimated) (X-X-EXP) $330.00 $990.00 $0.00 9
1 Each Expense Airfare(estimated-pay actual only) (X-X-AIR) $1,200.00 $1,200.00 $0.00
Total Support Services-Training&Expenses: $4,815.00 $0.00
Total Software,Hardware and Support Services $12,515.00 $1,290.00
Grand Total -WebTrac: $13,805.00
•NOTE: Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin)
12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#2
V errnont Proposal Summary Pricing
VSI Quote Number: 53565
Please See Detail Breakdown
Recreation & Parks Software on Following Pages
Description: WebTrac-FR-Phase 2
Prepared For: City of Ocoee, Ocoee, FL
Contact Name: Al (Jack) Butler, Director of Support Services Phone Number: (407)554-7063
Contact Email: abutler @ci.ocoee.fl.us Fax Number:
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 12/28/2015
1 WebTrac enables your customers to process RecTrac,GolfTrac,CYMTrac,or HuntTrac transactions real-time using a browser via
the internet. The WebTrac software does NOT include hosting services,which are priced separately.If desired,VSI offers two
types of hosting services:Web Server Only or Web Server&Database. If your IT department or your off-premise web hosting
vendor does'nt allow third party software to be installed on its servers,then VSI offers Web Server Only hosting with a monthly fee,
which is billed on annual basis.If you need full Web Server&Database hosting services,VSI will install your software and database
on VSI servers at its'Eastern or Western data center and bill fees monthly.
2 WebTrac modules require respective RecTrac licensed modules in order to process web transactions.
3 Mobile WebTrac provides patron access to select functions using a smart phone mobile browser. Since Mobile WebTrac is browser
based,it is device/operating system independent.Functions such as booking a tee time,enrolling in a class,viewing a calendar of
events,making a payment,and displaying their pass barcode are a few of the operations that patrons will be able to access on their
phone. All patron related functions that are developed for Mobile WebTrac will be available under this one license fee. In summary,
Mobile WebTrac encompasses all of the functions that have been developed across all WebTrac modules.
Mobile Hardware Options:any modern smart phone with or without a bar code scanner,depending on the the application.
4 Base 25 Agents are provided to process WebTrac online transactions.Each Agent can service approximately 20 simultaneous
requests or about 500 requests. Therefore,if you expect higher volumes at peak times,contact VSI to discuss licensing or renting
additional Agents in 5-Agent increments to avoid processing delays. As noted,5-Agents can service about 100 service requests.
5 VSI uses Progress OpenEdge software to develop and deploy its'software applications,and also embeds the required Progress
OpenEdge Enterprise or Workgroup RDBMS(Relational Database Management Software)with its'applications.
6 The WebTrac base pricing includes the Standard Brochure Interface with many options from which you can select choices.
7 VSI will customize the WebTrac stylesheet to match the appearance of your web site as closely as possible.After you have finalized
your WebTrac page specifications,you will be asked to sign an approval form.VSI will provide the stylesheet programming services
and then ask you to verify that the results match your specs. If you ask for additional changes following the completion of the initial
styling then each major change request is priced at$750.00. Minor&Seasonal change requests are priced at$375.00 each.
8 The Standard Splash Page Option offers a choice of any one of 14 standard spash pages,and they are available on the VSI
website for your review. You decide which standard or combination of multiple standards is best for your organization.
The$500 fee includes VSI support to assist you to implement the template on your site This typically takes 2-4 hours. Any time
over 4 hours due to change requests will be charged at$100/hour. Any design changes to the standard templates that require
custom programming will be charged at$140/hour.
9 The included expenses are ESTIMATED for airfare,lodging,meals,parking,tolls,and rental vehicle(for non-flying trips,car rental
can be more due to tolls and gasoline usage). Actual expenses are billed after each trip. For states with Cashless Tolls,there may
be a delay in billing these charges as we sometimes don't get these bills from the car rental companies until weeks after a trip is
complete.
12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#3
Vermont RecTrac Workgroup Multi-User Software
Recreation Tracking Software
Sys-ter-T-1sVSI Quote Number: 53566
Please Review Notes on Last Page
Recreation Parks Software Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Description: Activity Registrations -Phase 3
Prepared For: City of Ocoee,Ocoee,FL
Contact Name: Al(Jack)Butler, Director of Support Services Phone Number: (407)554-7063
Contact Email: abutler @ci.ocoee.fl.us Fax Number:
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 12/28/2015
Unit Extended Annual
Qty Unit Description Price Price Maint/Svs
Application Software
1 Each Activity Registration (V-RT-MU-AR) $2,750.00 $2,750.00 $490.00
Total Application Software: $2,750.00 $490.00
Progress OpenEdge Software
1 Each OpenEdge Workgroup Appl Server&RDBMS (T-PG-MU-OE) $550.00 $550.00 $98.00 1
Total Progress OpenEdge Software: $550.00 $98.00
Support Services -Training & Expenses
2 Day(s) Installation/Training,Municipal,On-Site/Day (X-S-TNG-01) $750.00 $1,500.00 $0.00
1 Day(s) Travel Time (X-S-TNG-09) $375.00 $375.00 $0.00
2 Each Travel Expenses-per day(estimated) (X-X-EXP) $330.00 $660.00 $0.00 2
1 Each Expense Airfare(estimated-pay actual only) (X-X-AIR) $1,200.00 $1,200.00 $0.00
Total Support Services-Training&Expenses: $3,735.00 $0.00
Total Software,Hardware and Support Services $7,035.00 $588.00
Grand Total -RecTrac: $7,623.00
NOTE: Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin)
12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#1
Vermont WebTrac Basic Edition
Real-Time Internet Software
VSI Quote Number: 53566
s bt Please Review Notes on Last Page
Recreation & Porks Software Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Description: Activity Registrations -Phase 3
Prepared For: City of Ocoee,Ocoee, FL
Contact Name: Al(Jack) Butler, Director of Support Services Phone Number: (407)554-7063
Contact Email: abutler @ci.ocoee.fl.us Fax Number:
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 12/28/2015
Unit Extended Annual
Qty Unit Description Price Price Maint/Svs
Application Software
1 Each WebTrac Activity Registrations (V-WT-SU-AR) $950.00 $950.00 $190.00 3
Total Application Software: $950.00 $190.00
Progress OpenEdge Software
1 Each OpenEdge Application Server&RDBMS (T-PG-SU-WB) $190.00 $190.00 $38.00 1
Total Progress OpenEdge Software: $190.00 $38.00
Support Services -Training & Expenses
1 Day(s) Installation/Training,Municipal,On-Site/Day (X-S-TNG-01) $750.00 $750.00 $0.00
0 Day(s) Travel Time-See RecTrac Quote (X-S-TNG-09) $375.00 $0.00 $0.00
1 Each Travel Expenses-per day(estimated) (X-X-EXP) $330.00 $330.00 $0.00 2
0 Each Expense Airfare-See RecTrac Quote (X-X-AIR) $1,200.00 $0.00 $0.00
Total Support Services-Training&Expenses: $1,080.00 $0.00
Total Software,Hardware and Support Services $2,220.00 $228.00
Grand Total -WebTrac: $2,448.00
NOTE: Shipping is FOB-Origin (Plus Tax Where Applicable I Includes Shipping FOB-Origin)
12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#2
Vermont Proposal Summary Pricing
( (_ ;
, ., '\ .
VSI Quote Number: 53566
Please See Detail Breakdown
Recreation & P.`ks Soflwo'e on Following Pages
Description: Activity Registrations -Phase 3
Prepared For: City of Ocoee,Ocoee,FL
Contact Name: Al(Jack)Butler,Director of Support Services Phone Number: (407)554-7063
Contact Email: abutler @ci.ocoee.fl.us Fax Number:
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 12/28/2015
1 VSI uses Progress OpenEdge software to develop and deploy its'software applications,and also embeds the required Progress
OpenEdge Enterprise or Workgroup RDBMS(Relational Database Management Software)with its applications.
2 The included expenses are ESTIMATED for airfare,lodging,meals,parking,tolls,and rental vehicle(for non-flying trips,car rental
can be more due to tolls and gasoline usage). Actual expenses are billed after each trip. For states with Cashless Tolls,there may
be a delay in billing these charges as we sometimes don't get these bills from the car rental companies until weeks after a trip is
complete.
3 WebTrac modules require respective RecTrac licensed modules in order to process web transactions.
12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#3
• Wes...
ems EMS Software
EVENT MANAGEMENT SYSTEMS Proposal
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City of Ocoee
October 13, 2015
Page 1 of 9
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Executive Summary
Thank you for your interest in Event Management Systems (EMS) software from Dean Evans&Associates, Inc. (DEA). We
have been in the business of room scheduling and event management software since 1986 when we developed a custom
solution for an organization that still uses our software today. The facility scheduling staff there needed a better way to
manage the rooms, resources and other details for the thousands of events they managed each year. The result was EMS,
a software application that handled everything from recording customer contact information and notes from initial
conversations to the post-event settlement of their bill.
Today, more than 4,000 organizations and over 2.5 million registered users rely on EMS to manage millions of meetings
and events each year. Those organizations have discovered the benefits of having powerful, comprehensive tools for:
• Reserving rooms for meetings and events
• Managing resources and services
• Publishing event information to the internet
• Reporting on the utilization of rooms
EMS enables them to get the most out of these valuable assets. And with each new customer,we've developed an even
deeper understanding of the needs of government facilities.
In addition to delivering a superior product,we also offer experienced and reliable Denver-based customer support and
professional services. Our Customer Support team, consistently rated by our customers as the best they've ever dealt with,
has a remarkable record for bringing fast, comprehensive resolutions to all EMS technical questions and challenges. Our
experienced Professional Services group assists in planning for and deploying EMS to meet your specific business needs.
Consulting, installation, training, converting of data from other scheduling products and custom report generation are just
some of the projects Professional Services can tackle.
This document contains all the details related to purchasing the EMS system for use at your organization.
• Descriptions of Products(scheduling/calendaring and optional modules)
• Pricing
• Software Delivery
• Annual Service Agreement Information
• Abbreviated Customer List
I look forward to speaking with you further about how EMS can help you get the most out of your room and resource assets.
Jack George, Account Executive
EMS Software by Dean Evans&Associates, LLC.
Toll Free: 800-440-3994 x655, Direct: 303-850-2655
Email: Jack.George @dea.com
Page 2 of 9
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Description of Products and Services
Below is a list of facility scheduling solutions that Dean Evans&Associates, Inc. has proposed to meet your needs.
This list has been broken into two sections. The first is a listing of what products and modules are included in the price
quote(s)on the following pages. The second is listing of other available options and modules.
Quoted Products and Services:
▪ EMS Enterprise: Comprehensive room and resource management for multiple facilities run by multiple
departments. EMS Enterprise provides large organizations with the full spectrum of meeting and event
management functionality, including the reporting and analytics to generate"business intelligence." It can be
deployed locally, regionally or globally.
lb EMS Enterprise Client Access Licenses(Concurrent)
▪ EMS Enterprise: Comprehensive room and resource management for multiple facilities run by multiple
departments. EMS Enterprise provides large organizations with the full spectrum of meeting and event
management functionality, including the reporting and analytics to generate"business intelligence." It can be
deployed locally, regionally or globally.
III Virtual EMS: This convenient,web-based interface for EMS allows visitors to browse your facilities and view the
schedule of events from any computer with an internet browser.Authorized users(staff, faculty, students, etc.)
can, depending on the level of access granted, submit room requests or create self-service reservations directly
from the web through a secure, user-friendly interface.
▪ Virtual EMS Request/Reserve: Allows authorized users to submit requests for meeting/event space and the
associated resources(catering, equipment, etc.)or create self-service reservations directly from the internet
through a secure interface.
▪ EMS Regics: Flexible online registration and survey software. Create, test and launch web-based registrations
and surveys using customizable forms. Allows for online payment processing via hosted payment page
interface. Built-in reporting simplifies process management and export capability allows you to make data
available to other programs.
lb EMS Regics,Annual Transaction Volume (Qty 1,000+)
▪ EMS Regics Payment Gateway Setup (Established Integration)
III Professional Services: These services are typically used on-site or remotely for Project Management and
Communication, IT Review/Technical Consulting, Needs Assessment and Scope Definition, Data Gathering and
System Configuration, Workflow Design and Administrator Training,Acceptance Testing/Preparation for"Go
Live", End User Training, "Go-Live"Support or other Miscellaneous Services.
Additional Offerings:
▪ Floor Plan Module:Adding the Floor Plan module gives Virtual EMS users(and EMS Kiosk users, if applicable)
an even more visual way to locate, evaluate and book the reservable space in your facility. Floor Plans also
Page 3 of 9
provide a means of wayfinding to see exactly where a meeting or event is taking place.
▪ FM Integration Toolkit: This time saving utility can simplify the maintenance of facilities information by keeping
EMS in synch with your Facility Management System (FMS) or Integrated Workplace Management System
(IWMS). Whenever building, room, room attribute or other facility data is added or changed in one of these
systems, EMS can automatically receive the updates.
• HR Integration Toolkit: This behind-the-scenes utility keeps contact information in EMS up-to-date,
synchronizing it with another system that contains employee data (HR database,Active Directory, etc.). This
module can automate the maintenance of contact names, email addresses, billing information, web accounts and
more including additions, changes and inactivations.
▪ Integrated Authentication: Eliminate redundant logins and improve security with this optional module that
enables Single Sign On (SSO)for Virtual EMS and the EMS Web Client. With Integrated Authentication, end
users who have already authenticated with your network or web portal are automatically logged in, eliminating the
need for a separately maintained user account.
ti Interface to Cisco TANDBERG Telepresence Management Suite(TMS): This seamless connection between
two industry-leading software solutions provides a cohesive and powerful way to book and manage video
conferences. With the Cisco TANDBERG Management Suite(TMS) Integration, you can coordinate all aspects of
your videoconference efforts.
EMS Kiosk: Designed for use on touch-screen displays, the EMS Kiosk is powerful yet easy-to-use software that
can serve as a digital room sign and interactive tool for viewing the schedule of events, checking room availability,
booking space, finding a meeting location and more. Define multiple kiosk profiles for individual room signs and/or
make the EMS Kiosk available in a lobby or entryway. Pair with the optional Floor Plan module and give users the
added convenience of seeing rooms on a facility diagram, making it even easier to find a meeting or a place to
hold one!
▪ Language Translation Module: This optional module enables language localization for Virtual EMS, the EMS
Web Client and EMS Kiosk. Choose from language packs that other customers have contributed to our library or
work with us by translating a list of standard labels and having us compile a language pack for you.
ti RoomWizard Interface: EMS can be integrated with Steelcase RoomWizardTM devices,which are digital room
signs that can allow walk-up booking of space.With this integration, users have the option of reserving rooms in
advance through EMS or booking on-the-spot from Room Wizard's touch-screen at the conference room.
RoomWizard shows the room's current schedule and provides a convenient red/green light to indicate whether
the room is occupied or available. By integrating these technologies, organizations can eliminate scheduling
conflicts, optimize room usage, and track impromptu use of space.
lb Video Display Interface:Add this module to automatically export your schedule of events for display on digital
signage throughout your facility. Data can be exported in a variety of formats including XML, Microsoft Excel®, an
outline format compatible with Microsoft PowerPoint®, and a selection of formats for specific digital signage
systems. Please note that not all digital signage systems require output from the VDI to integrate with EMS—
check with your digital signage vendor for requirements.
lb Microsoft®Exchange Integration:Virtual EMS can be integrated with Microsoft Exchange to streamline the
process of arranging meetings. With this optional"Plan-a-Meeting" module, meeting hosts can view the
availability of both meeting rooms and attendees, send Microsoft Outlook®-based invitations and order any
necessary equipment, catering services, etc.—all from a single, easy-to-use interface.
▪ Glance for EMS:The Glance for EMS interface turns a tablet device (purchased seperately) into an extension of
your EMS scheduling system. Mounted outside a meeting room,the unit tells you at a glance, through vivid red
and green banners,whether a room is available or in use. Step closer and use touchscreen controls to easily
check in for your meeting, end or extend the current booking, reserve an unoccupied room now or later in the day,
and more.
▪ Advanced CRM Module: Building on the system's impressive CRM capability, the optional Advanced CRM
module adds powerful new functionality such as the ability to save all attachments when emailing from EMS and
the Word merge feature that makes it simple to pull data out of EMS to complete contracts and other documents..
Page 4 of 9
OPIMM Dean Evans and Associates, LLC.
emsef t• 6465 Greenwood Plaza
Boulevard, Suite 600
EVENT MANAGEMENT SYSTEMS Centennial CO 80111
Reserve.Register.Promote
Fax: 303-796-7429
EMS Software Quote
Pricing Good Thru: 1/11/2016
Adriana Pierce Quote No.: 59584 N
City of Ocoee Type: New Business
Quote Date: 10/13/2015
Ocoee, FL Sales Person: Jack George-303-850-2655
Software Product Quantity Unit Price Amount*
EMS Enterprise Server License 1 $15,000.00 $15,000.00
[ EMS Enterprise requires a separately licensed copy of Microsoft
SQL Server(Workgroup Edition or greater). For complete system
requirements, see http://www.dea.com/ReqEnt]
EMS Enterprise Client Access Licenses (Concurrent) 8 $400.00 $3,200.00
EMS Enterprise Building License(one per building) 10 $100.00 $1,000.00
[EMS Enterprise requires a separately licensed copy of Microsoft
SQL Server(Workgroup Edition or greater). For complete system
requirements, see http://www.dea.com/ReqEnt]
Virtual EMS Enterprise Server License 1 $4,000.00 $4,000.00
Virtual EMS Enterprise Web User Accounts for Requests/Reservations 1 $1,500.00 $1,500.00
(Qty 1,000)
EMS Regics Server License 1 $0.00 $0.00
-Includes Registration and Survey Subsystems
-Includes Payment Processing Module
[EMS Registration requires a separately licensed copy of Microsoft
SQL Server(Workgroup Edition or greater).]
EMS Regics,Annual Transaction Volume(Qty 1,000+) 1000 $2.00 $2,000.00
EMS Regics Payment Gateway Setup (Established Integration) 1 $1,000.00 $1,000.00
Dependent on using established payment gateway integration
Product Sub Total $27,700.00
Standard ASA-20% (12 months) $5,835.00
Total $33,535.00
Professional Services Quantity Unit Price Amount*
Consulting Services (Per Hour) 60 $250.00 $15,000.00
*Sales Tax Not Included.Must provide tax exempt certificate,if applicable. Page 5 of 9
Pricing In US Dollars Good Thru: 1/11/2016
Quote No. 59584 N (continued)
ill ems
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EVENT MANAGEMENT SYSTEMS
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These services may be used on-site or remotely for: Project
Management and Communication, IT Review/Technical Consulting,
Needs Assessment and Scope Definition, Data Gathering and
System Configuration, Workflow Design and Administrator Training,
Acceptance Testing/Preparation for"Go Live", End User Training,
"Go-Live" Support or other Miscellaneous Services. Please note that
any related travel expenses for on-site consulting engagements are
not included in this cost.
Total $15,000.00
All professional services(including on-site and phone-based training/consulting) will be billed when the service has
been rendered. Travel expenses related to on-site services are not included in this quote and will be billed upon
delivery of the service.
Grand Total $48,535.00
Purchase Authorization
I am authorized to purchase the items listed above and understand that my organization will be invoiced immediately for the
software and ASA. DEA will make the software and corresponding documentation available for download through DEA's
web site.
Authorized Signature: Date:
Name: Title:
This Quote is governed by and made a part of the parties' software license agreement(or other such form of agreement)
with respect to the software licensed hereunder, and such agreement shall remain in full force and effect except as modified
by this Quote.
Method of Payment
Please indicate your desired method of payment:
[ ] Check Enclosed
[ ] Purchase Order: Please invoice me—I have enclosed/faxed PO#
[ ] Credit Card (Visa, Master Card or American Express).The invoice will prompt you to pay online.
Please either fax this completed form to 303-796-7429, return it via email to your sales representative, or mail it to the
address at the top of the page.
'Sales Tax Not Included.Must provide tax exempt certificate,if applicable. Page 6 of 9
Pricing In US Dollars Good Thru: 1/11/2016
'� ems
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Software Delivery
Upon receiving a signed agreement or purchase order, DEA will make the software and documentation available for the
licensee through a secured area of DEA's website (www.dea.com).
Professional Services
The EMS Professional Services team is very comfortable bringing organizations up to speed on the software. They have
trained by numerous methods including direct training, train the trainer, and a hybrid approach.
Common training topics include:
• Initial Core Data Configuration and System Parameters
• Making and Editing Reservations
• Creating Confirmations
• Adding Booking Details and Managing Service Providers(Audio-Visual, Catering, etc)
• Daily and Statistical Reports
• Systems Integrations(HR, Financial or others)
Annual Service Agreement Information
The EMS Annual Service Agreement(ASA) provides the licensee ongoing technical support, the ability to download new
versions of EMS software and access to the secured area of our website.The ASA begins immediately once the software is
purchased and is required for the first year with optional renewal after that.
The EMS Customer Support team will assist with any technical questions encountered during the installation, set-up or
ongoing use of EMS software. Support is available via email or a toll-free telephone number, Monday through Friday, 6:00
AM to 6:00 PM MST. The Customer Support team strives to respond to technical questions within minutes, and in all cases
within two hours.
All major new releases of EMS software are announced via email, posted on our website and available to customers with a
current ASA. Additional product information, special technical notes and the EMS Knowledge Base are also available ASA
holders.
Technical Requirements
The system requirements for each product quoted in this proposal can be found as follows:
EMS Enterprise: http://www.dea.com/RecEnt
EMS Regics:www.dea.com/RegRegics
Page 7 of 9
ems
EVENT MANAGEMENT SYSTEMS
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Abbreviated Customer List
Following are just a few of the state and local government organizations who use EMS software.
% Abraham Lincoln Presidential Library& Museum % Massachusetts State House
% Allen County Public Library % Ministry of Government Services
% Anderson Township % Nashville Public Library
% Blount County Public Library % Nevada Legislative Counsel Bureau
% Boston Public Library % New Braunfels Chamber of Commerce
% Broward County Library % OMERS (Ontario Municipal Employees
% Chicago Botanic Garden Retirement System)
% Chicago Public Library • Oregon State Legislature
% City of Cupertino • Palisades Park
City of Fort Collins % Palm Beach County Fire& Rescue Training
Center
City of Glendale % Pikes Peak Workforce Center
% City of Greeley
% Port of Seattle: Sea-Tac Airport
% City of Henderson
% Ramsey County Information Services-
% City of Hot Springs,Arkansas Administration
% City of Houston % Roanoke County Public Library
% City of Montrose % Salt Lake City Library System
% City of Port St. Lucie % Santa Monica Public Library
% City of San Jose % South Metro Fire Rescue Authority
% City of Seattle % Springs Preserve-Las Vegas Valley Water Dist
% City of Virginia Beach % State of Washington
% County of Ventura % The Children's Aid Society of Toronto
% CVNPA-Conservancy for Cuyahoga Valley % The Huntington Library
National Park % Topeka&Shawnee County Public Library
% Folger Shakespeare Library
% Town of Castle Rock
% Fresno County Office of Education % Town of Inuvik
% Georgia Public Safety Training Center % Town of Mooresville
% Hastings District Council • Town of Parker
% Howard County Government • Trussville Civic Center
% Jefferson County
% Urbandale Public Library
% Jefferson Parish
% USOC- United States Olympic Committee
% Kansas City Public Library
% Washington County Cooperative Library
% LGS Recreation Services
% Library Galleria(Sacramento Public Library) % Wauwatosa Parks and Forestry
% Los Angeles County Department of Public Works % Weber County Library
Page 8 of 9
ems1111"1 EVENT MANAGEMENT SYSTEMS
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Abbreviated Customer List
Following are just a few of the state and local government organizations who use EMS software.
▪ York Region
▪ Ypsilanti District Library
Page 9 of 9
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If PRECREATION SOFTWARE
ReCProTM Software Proposal
P RO
1-11" RECREATION SOFTWARE SOWTIONI
Bid# 2625
June 30, 2015
Prepared by: Dale Geiger
(586) 469-4200 ext. 103
dgeiger @recprosoftware.com
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-42
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
T"I tE-
P RECREATION SOFTWARE
•' / raLITTONI ReCProTM Software Proposal
Table of Contents
Description Page
Cover Letter 3
Why ReCProTM Software? 4
Software Features Overview 5
Hardware/Operating System Requirements 17
References 19
Pricing—Software, Support&Training 20
Training Pricing Comparison (On-Line vs. On-Site) 21
Other Fees Associated with On-Line Registration 22
Other Fees Associated with Electronic Payment Processing (Credit Card/ACH) 23
Point of Sale Equipment Pricing 25
Membership Card/ Key Tag Pricing 26
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-42
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
% RECREATION SOFTWARE
ReCProrM Software Proposal
June 30, 2015
City of Ocoee Parks & Recreation
Attn: Mark Johnson
1820 A.D. Mims Road
Ocoee, FL 34761
Dear Mark,
I would like to express my appreciation for the opportunity you have given R.C. Systems to
demonstrate our Parks & Recreation Management System called ReCProTM Software and to
provide this proposal.
ReCProTM Software is scalable so you can choose features based on your organization's current
needs and add features in the future as those needs expand. We have prepared this proposal
based on our understanding of your current needs. CLICK HERE to review all of our product
features on our website.
R.C. Systems was founded in 1985 (30 Years) and has been offering products and services to the
recreation market since 1995 (20 Years). We offer user-friendly products that are proven and
reliable. We offer friendly, knowledgable and patient customer support that is second to none.
Our goal is to build strong partnerships with our customers and continually improve our products
to meet the expanding needs of those customers.
We look forward to a continued long and mutually rewarding relationship between our two
organizations. Please do not hesitate to call if you have any more questions regarding our system
or the services we can provide.
Regards,
.44--
Dale R.Geiger
Vice President
R.C. Systems, Inc.
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-42
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
11tf
PRO RECREATION SOFTWARE
'r 501'1n1DN' ReCProTM Software Proposal
Why ReCProTM Software?
ReCProTM Listens
Our team encourages customers to provide feedback on recommended features as the
development of our product is a collaborative effort with our user base.
Functional Scalability
Choose features based on your department's current needs. Add features in the future as your
department's needs expand.
User Friendly Software
ReCProTM is extremely easy to use and has always been "Designed with the User in Mind".
First Class Support
The support team at ReCProTM is knowledgeable, friendly, patient and available when you need
assistance.
Personalized Design
Personalize your experience by choosing from several different standard system themes.
Customized Layout
Customize the layout and results of many of the data grids and reports using the options for
sorting and column choosing.
Standard Reports
ReCProTM contains hundreds of standard reports. All reports can be previewed, printed,emailed
and exported (Excel, Word, PDF, etc.)
R.C.Systems,Inc. http://ReCProSoftware.co 4
35807 Moravian Drive (586)469-421'
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
Y -1'E.
i■ PRO RECREATION SOFTWARE
501 vr1oNl ReCProTM Software Proposal
ReCProTM Software Features Overview
CV517,IVIEK MA-NA&CiVIFN-r- Improve customer service and satisfaction by
using all of the ReCProTM Customer Account Management features
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7
• Setup customers as families with a shared address to minimize data entry
• Track demographic information (age, gender, race, grade and school)
• Manage participant notes for medical information or special needs
• Track emergency contacts (name, relationship, phone numbers)
• Identify residents or non-residents
• Prevent duplicate customer records and merge customer accounts if necessary
• Customer alert option for staff notifications during registration
• Set account properties to identify customers that have written NSF checks
• Manage activity history & payment history (with ability to reprint receipts)
• Track open balances and account credits
• Process payments, refunds and recurring collections
• Print or e-mail receipts, contracts, invoices and statements
• Send out e-mail notifications or print address labels for mailings
• Online account features allow for reviewing activity history and payment history along
with reprinting receipts and paying open balances, plus MORE!
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
t O l RECREATION SOFTWARE
• 501-UT ION i ReCProTM Software Proposal
ReCProrm Software Features Overview
AGT1VtTY Kr-CASTRATION - Increase department efficiency by using ReCProTM
Activity Registration
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• Setup classes, programs, activities, special events, trips, sports leagues and MORE!
• Set min / max enrollment targets and limits for non-resident or non-member
• Restrict registrations by age, grade and gender
• Require prerequisites by passing previous levels or by acquiring qualifying membership
* Charge fees by residency or membership
Assess late registration fees and refund fees
• Offer discounts for multi-child, senior citizen, employee, online, etc.
• Require waiver acceptance to process registration using electronic signature
* Set registration begin dates giving priority to residents or members
* Determine activity schedule (dates, times, locations) and book to facility calendar using
integrated facility scheduler
* Create custom questions and track results per activity
• Calculate profit/loss for each activity by logging all expenses incurred
s Maintain waiting list for each activity with ability to add participant to roster
* Process roster transfers, cancellations and refunds
• Clone activities and entire seasons to minimize data entry
* Maintain instructor contact database along with instructor compensation options
* Export selected activity data for published brochure
• Print rosters, attendance sheets, registration statistics, revenue, expense, profit/ loss.
R.C.Systems,Inc. http://ReCProSoftware.co 6
35807 Moravian Drive (586)469-4201
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day-
'
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•• c;01-r1ONI ReCProTM Software Proposal
ReCProTM Software Features Overview
ONLINE RE&ISTRAcTION - Eliminate long lines using ReCProTM Online Reg.,,..,,
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• Improve customer service with access 24 hours per day; 7 days per week
Dynamic website designs that can mirror your organization's website
Content Management System (CMS) website for easy updating by staff
• Rotating photos section to highlight events, programs or facilities
4 Highlight social media accounts (Facebook, Twitter, Pinterest, Youtube, etc.) for easy
customer accessibility
• Site communicates to main database in real time; No double entry or batch updating
Online customer accounts accessed using email address and password
• Option to retrieve forgotten account password
▪ Options for customer account creation and updating
• Option for customers to reprint receipts from previous payments
• Online bill pay available for customers to pay any outstanding balances
• Option for instructors to print rosters and update contact information .
• Option for coaches to print rosters, schedules and update scores
• Advanced search options for customers to find items for purchase
• Option for customers to share activities with friends using Facebook, Twitter or Email
• Secure and PCI Compliant payment processing
• NO additional per transaction fees besides typical merchant processing fees
Sample ReCProTM Registration Websites
Chesterfield Township,MI-http://parks.chesterfieldtwp.org Citrus County,FL-htto://citruscountvoarks.com
City of Pittsburgh,PA-http:/lregisterparks.oittsburghpa.gov City of Chamblee,GA-http://recreation.chambleega.com
Dewitt Area RecreationAuthority,MI-httu://www.dewittrecreation.org City of Port Orange,FL-hs.: -•i r. lin...r-.r.n••..r•
Lake Orion Community Education,MI-http:l/rp.lakeorion.k12.mi.us Onondaga County,NY-http://parksreservations.ongov.net
Town of Belleair,FL-http://www.belleairparksandrecreation.corri Pittsfield Township,MI-htto://recreation.pittsfield-mi.gov
Romeo-Washington-Bruce,MI-http://registration.rwbparksrec,org Town of Riverhead,NY-http://riverheadrecreation.com
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION-Prices Good for 90 Day
c RECREATION SOFTWARE
`�Ol V71 0N' ReCProTM Software Proposal
ReCProTM Software Features Overview
FAGII—ITY KES - Vo6c--nON —Avoid schedule conflicts using ReCProTM Facility Res
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• Manage scheduling for all types of resources (Ball Fields, Gymnasiums, Shelters,
Pavilions, Classrooms, Tennis Courts, etc.)
• Option for overlapping facilities using the master room feature
Option for setup/cleanup times and capacity limitations
• Set minimum and maximum number of days in advance customers can reserve
Schedule all classes, activities, leagues and special events along with public rentals
• Prevent double bookings and avoid scheduling conflicts
• Options for single date, random date or recurring date reservations
• Staff can share same electronic calendar—No more paper calendars or binders
• Manage all billing & payments along with tracking & refunding security deposits
• Flexible rate setup handles even the most complex rate tables
• Rental options (additional items to be rented) for each resource are available
• Rental package feature available to rent multiple resources for a package deal
• Rentals can be initiated directly from the system calendar
• Manage special setup instructions for each reservation
* Print and/or email contracts, invoices, receipts and statements
• Option to import custom terms and conditions to be printed on contract
* Online calendar available for customers to view availability
• Options for online reservation requests or full rental with staff alerts
• Usage statistics available for number of reservations, hours, attendees, revenue
generated and total no charge rentals
• Manage Schedules, Calendars, Contracts, Invoices, Payments, Security Deposits, etc.
R.C.Systems,Inc. http://ReCProSoftware.co 8
35807 Moravian Drive (586)469-4201
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day•
% 7�i E
RECREATION SOFTWARE
'1 111DN' ReCProTM Software Proposal
ReCProTM Software Features Overview
MEMI5EKSItI175- Increase member retention using ReCProTM Membership
Management
• Customize an unlimited number of membership types & plans
Seasonal passes for beaches, parks, outdoor pools, etc.
• Capture, save and display member photos
• Create & Print Photo ID cards with printed bar code
Pre-printed cards or key tags along with proximity cards are also supported
• Single ID Card for multiple memberships or locations is supported
Monthly recurring payment options with credit card or EFT/ACH
• Option to suspend memberships for any negative incidents that occur
• Option to put recurring payment on hold for members that are ill, injured or out of town
• Member check in to validate arriving members and track attendance
• Electronic visit pass options—for daily visits or multi-visit punch cards
Option to play greetings or alert sounds during check in
* Option to alert member or staff of approaching expiration of membership or visit pass
* Expiration report allows staff to predict expiring memberships & send alerts via e-mail
• Option for member discounts through activity registration or facility rentals
Supports corporate memberships where company agrees to pay member fees
• Supports 'Silver Sneakers' or similar types of memberships and reporting
• Demographic report shows breakdown of age, gender, residency, municipality, etc.
• Send e-mail blasts to existing members for purposes of marketing or alerts
R.C.Systems,Inc. 9
35807 Moravian Drive http://ReCProSoftware.co
(586)469-4200
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
PR RECREATION SOFTWARE
• SDUJT ION i ReCProTM Software Proposal
ReCPro'M Software Features Overview
GttIL-P CAP. f PkY GIMP KE(&I51 RATION — Increase department efficiency
by using ReCProTM Child Care Registration
ttrIA
Setup before & after school care, summer camps, vacation camps and MORE!
• Select Attendance Type for each activity—Daily, Weekly, Monthly
• Select Registration Type—Flexible (allows customer to choose which days, weeks or
months to attend) or Fixed(forces customer to sign up for entire program)
• Setup combo options that allows customer to sign up for both before and after care for
a discounted price
• Set min/ max enrollment targets (per day) and limits for non-resident or non-member
• Restrict registrations by age, grade, gender and school
• Charge fees by residency or membership
• Assess a one time registration fee, late pick-up fee and late payment fee
• Offer discounts for multi-child or multi-day
• Require waiver acceptance to process registration using electronic signature
O Set registration begin dates giving priority to residents or members
O Determine activity schedule (dates, times, locations) and book to facility calendar using
integrated facility scheduler
• Clone activities to minimize data entry
• Maintain instructor contact database along with instructor compensation options
• Online registration available for all child care and day camps
• Online bill pay for all outstanding balances relative to child care or day camps
• Print rosters, sign-in sheets, tax statements and billing statements
R.C.Systems,Inc. http://ReCProSoftware.co 10
35807 Moravian Drive
(586)469-420e
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day-
li .''',,
✓ RECREATION SOFTWARE
a SOLJr1ON' ReCProTM Software Proposal
ReCProTM Software Features Overview
l-F &ItJ - SC-1tf,PVUN& - Save time by using ReCProTM League Scheduling tools
for auto-drafting and game scheduling
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• Scheduler will assign equal number of home & away games for each team
• Option to define team scheduling exceptions
• Option to automatically schedule doubleheaders
• Registrations can be accepted for team, player or both
• Options to enter game scores in-house or via website
• Option to display standings on website
• Option to schedule and assign officials and scorekeepers for each game
• Option for global rainout to cancel/postpone all games on the schedule for a date and
alert coaches, players and officials
• Auto Draft feature for youth leagues to automatically & evenly assign players to teams
• Auto Draft feature will automatically place child on parent's team
* Auto Draft feature will automatically place siblings on same team
• Ranking scale of skill level of players to be use for auto drafting
• Option to build teams by age, grade, ranking or school
* Manually assign players to teams to satisfy player requests
• Information for volunteer parent coaches obtained during registration
• Determine league schedule (dates, times, locations) and book to facility calendar using
integrated facility scheduler
• Print league rosters, coach's rosters and schedules
• Option for Coaches to pull rosters and schedules from website
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
PRC RECREATION SOFTWARE
• SOLUTION ReCProTM Software Proposal
ReCPron" Software Features Overview
POINT-OF 5AjE- Manage inventory accurately by using ReCProTM Inventory
and touch screen Point of Sale features
• Designed specifically for concession stands, snack bars and pro shops
* Create your own touch screen menus based on location and user
• Customize touch screen buttons with pictures of items
* Sell items using touch screen, UPC or user defined barcodes or manual entry
• Manage inventory levels and reorder points
* Inventory levels will automatically update when selling or receiving Items
• Option for perfoming physical inventory and making adjustments
• Issue purchase orders for items at or below reorder points
* Manage vendors and order history for each item
• Identify taxable and non-taxable items and customers
• Integrates with standard POS equipment (touch screen, cash drawer, receipt printer,
credit card reader, barcode scanner)
• Option for members to pre-load money on their membership card for use at snack bar
for "cash free" environment
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
TAE.
PRR RECREATION SOFTWARE
cOLJJ1ioNi ReCProTM Software Proposal
ReCPro" Software Features Overview
L-0CKE{z KENT-Al-5 Generate additional revenue by using ReCProTM Locker
Rental Management
Setup unlimited number of locker rooms & lockers
• Separate locker rooms for male & female
• Rent lockers for different time periods (Daily, Monthly, Annually)
• Create invoices & statements and collect payments
• Setup recurring payment options with credit card or EFT/ACH
• Manage locker rental expirations and renewals
• Locker search function allows user to find available lockers
• Locker rentals management grid displays customers that are in each Locker
• Manage waiting List that chronologically lists customers waiting for lockers
• Setup and manage security & damage deposits
• Track locks and combinations to locks
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
% - RECREATION SOFTWARE
50i-vrIoN+ ReCProTM Software Proposal
ReCProTM Software Features Overview
P#rYMFNT FR C-E-95IN&I- Process payments with confidence by using
ReCProTM Integrated Payment Processing
• Options for multiple payment methods including Cash, Check, Credit Card, Debit Card,
EFT and in the near future Electronic Check
= Securely manage front desk payments, online payments and recurring payments
• Card data is not captured, stored or transmitted within our application
• Options available to help your organization maintain PCI Compliance
• Options available for your organization to either absorb the processing fee or pass the
fee onto your customers
= Option to pass the processing fee onto your customers is absolutely FREE to your
organization
= No additional 'per transaction' fees are assessed to your organization or your customers
above and beyond the typical card processing fees
• Absolutely no 'per transaction' fees are assessed to your organization or your customers
for CASH or paper CHECK payments
• Entire amount of credit card payments collected are immediately deposited into your
organization's bank (via EFT) within 24-48 hours after the close of the business day
= Fees are assessed from processor once per month to make it easier to reconcile daily
deposits. No fees are removed from daily EFT deposit
R.C.Systems,Inc. http://ReCProSoftware.co 14
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day.
PR C-: RECREATION SOFTWARE
scx vrI°NI ReCProTM Software Proposal
ReCProT" Software Features Overview
EMAIL MAcKK)%T1N&f— Increase public awareness by using ReCProTM Email
Marketing tools
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• Options for mailing lists to be created based on purchase history
• Filters allow user to focus marketing efforts on different segments of your business
Target to certain age groups, genders, grades or geographic areas
• System will query all applicable email addresses and automatically list them in (BCC)
email box
• Create your own custom message you would like sent out
• Attach any documents or forms to the email being sent out
• Options to print address labels or a report listing all qualified customers that don't have
email address on file
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
Ni-
�� PR RECREATION SOFTWARE
51JrIoN ReCProTM Software Proposal
ReCProTM Software Features Overview
STkT15T1Gd!- KFPOKTIN<a- Evaluate data and make informed decisions by
using ReCProTM Statistical Reporting
• Hundreds of reports and data grids come standard with system
• All reports can be previewed to screen
• All reports can be printed to paper
• All reports can be exported to PDF, Excel, Word, etc.
• All reports can be emailed as an attachment
• Many standard reports offer different types of graphs to help evaluate data
• Selected reports (rosters for example) can be customized by user
R.C.Systems,Inc. http://ReCProSoftware.co 16
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day•
T}tE
�• P o"RECREATION SOFTWARE
saVm°nlI ReCProTM Software Proposal
ReCProT' Hardware / Operating System Requirements
ReCProTM is a Client/Server Application. It is a requirement for your department to supply a
Windows Server and Windows Workstations that meet the requirements below.
ReCProTM SQL Server Database MUST be installed on a Windows Server on your LAN. The
selected server CANNOT be running Microsoft Exchange Server as SQL Server and Exchange
Server cannot be installed on the same server. ReCProTM comes bundled with a SQL Server
(Express Ed.) Database so it is NOT a requirement for your department to purchase SQL Server
(Enterprise Ed.) unless you plan to purchase more than 25 Concurrent User Licenses.
Required Software:
• Microsoft.Net Framework 4.0 Full Profile
• Microsoft SQL Server 2014, 2012 Or 2008 (ReCPro"comes bundled with the Express Ed.)
• Windows Based Operating System
Supported Client Operating Systems:
• Windows 8 32bit/64bit
• Windows 7 32bit/64bit
• Vista (SP2) 32bit/64bit
• Windows XP Professional (SP3) (supported,but not recommended)
Supported SQL Server Versions:
• SQL Server 2014(Express Edition or Enterprise Edition)
• SQL Server 2012 (Express Edition or Enterprise Edition)
• SQL Server 2008 (Express Edition or Enterprise Edition)
Supported Server Operating Systems:
• Windows Server 2012
• Windows Server 2008 R2
• Windows Server 2008
• Windows Small Business Server 2003 SP1 (supported,but not recommended)
• Windows Server 2003 SP1 (supported,but not recommended)
Supported Windows Virtualization Solutions:
• VMWare Player
• Hyper-V
• VirtualBox
• Virtual PC
R.C.Systems,Inc. http://ReCProSoftware.c
35807 Moravian Drive
Clinton Township,MI 48035 (586)469-42
CONFIDENTIAL INFORMATION—Prices Good for 90 Day
T}tE
�
• P oRECREATION SOFTWARE
`IT1DN� ReCProTM Software Proposal
ReCProTM Hardware / Operating System Requirements
Space Requirements:
• SQL Server (Express Ed.)can generally be used in many situations. SQL Server 2014&
2012 (Express Ed.) have a 10 gigabyte size limit and SQL Server 2008 (Express Ed.) has a
4 gigabyte database size limit. If at any time, your data requirements start to get close
to this limit, you can easily upgrade to the Enterprise Edition of SQL Server without any
data loss.
• The client application is relatively small and only takes up a few hundred megabytes of
space. Aside from the (.net) Frameworks requirements, disk space on the client
desktop is minimal.
Using ReCProTM Online Registration requires you to either host the Registration Website on an
internal server (preferably on the same server ReCProTM is installed) or host with one of our
recommended 3rd Party web host partners(currently DiscountASP or InfoQuest).
Web Server Requirements: (if you host Registration Website internally)
• Minimum 4 GB RAM
• Minimum Dual Core processor
• Microsoft.Net Framework 4.0 Full Profile
• Microsoft SQL Server 2014, 2012 or 2008 (ReCPro'"'comes bundled with the Express Ed.)
• Microsoft Internet Information Services (IIS)—(Supported Versions:6.0, 7.0, 7.5,8.0,8.5)
• Minimum Bandwidth—768 Up and Down
• SSL Certificate (256-bit)
Port Requirements:
• Hosting on your Internal Server will require you to open BOTH port 80 (HTTP)AND port
443 (SSL). The website will not function properly without both of these ports.
• Hosting at Third Party will require you to open a SECURE port on your network so the
website can communicate with and pass data to the internal Microsoft SQL Server
Database using Web Services—EXAMPLE : Port 443 (SSL)
Supported Website Browsers: (for Online Registration Website)
• Internet Explorer(Supported Version 8,9, 10, 11)
• Google Chrome
• Mozilla Firefox
• Safari
R.C.Systems,Inc.
35807 Moravian Drive httD://ReCProSoftware.co 18
Clinton Township,MI 48035 (586)469-02
CONFIDENTIAL INFORMATION—Prices Good for 90 Day
Ft -n-t„
-itc RECREATION SOFTWARE
SOLUTION 1 ReCProTM Software Proposal
ReCProTM References
• Town of Belleair Parks & Recreation Belleair, FL
Eric Wahlbeck—Assistant Director http://www.belleairparksandrecreation.com
ewahlbeck @townofbelleair.net Phone: (727) 518-3728 x291
• City of Satellite Beach Parks & Recreation Satellite Beach, FL
Kerry Stoms—Director http://satellitebeach.org
kstoms @satellitebeach.org Phone: (321) 773-6458 x205
• City of Homestead Parks& Recreation Homestead, FL
Jeny Bravo—Assistant http://www.cityofhomestead.com
ibravo @cityofhomestead.com Phone: (305) 224-4851
• City of Bartow Parks& Recreation Bartow, FL
Lauren Meduho—Recreation Supervisor http://bartowprograms.net
Imeduho.parks @cityofbartow.net Phone: (863) 534-0120
• City of New Smyrna Beach Parks & Rec New Smyrna Beach, FL
Kimla Shelton—Program Coordinator http://nsbpnr.com
kshelton @cityofnsb.com Phone: (386) 424-2175
• City of Port Orange Parks& Recreation Port Orange, FL
Sue Lovallo—Director http://registration.port-orange.org
slovallo @port-orange.org Phone: (386) 506-5851
• City of Sunny Isles Beach Parks & Rec Sunny Isles Beach, FL
Sylvia Flores—Human Resources http://www.sibfl.net/main recreation.asp
sflores @sibfl.net Phone: (305) 792-1796
• City of South Miami Beach Parks & Rec South Miami, FL
Quentin Pough—Director Phone: (305) 668-3867
opough @southmiamifl.gov
R.C.Systems,Inc. http://ReCProSoftware.co 19
35807 Moravian Drive (586)469-424
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
\\\rN
PR3 RECREATION SOFTWARE
Ea '°`vTI°N'
ReCPr0TM Software Proposal
ReCProTM Software, Annual Support & Training
Description Fee
ReCProTM Software Modules/ Features
Base Package(1) with (J Concurrent User Licenses $5,000.00
Additional(J User Licenses @ $200.00 Each $1,000.00
Activity Registration —Included with Base Package
Web Module with Online Registration/Reservation $5,000.00
Facility Reservation/Rentals $1,000.00
* Membership Management $1,000.00
* League Scheduling $1,000.00
Child Care/Day Camp Management $1,000.00
• Electronic Payment Processing (Credit Card/ACH) $1,000.00
• euirwt u}.uie/ ;tivcntut y iv7uriugertient
* Locker Rentals
Sub-Total for"One Time" Software Fee $16,000.00
ReCProTM Additional Fees for Installation, Training, Support& Maintenance
Professional Installation (performed remotely) $0.00
Professional Training—35 Hours—On-Line(2) $3,500.00
• Annual Support& Maintenance(3; —25.0%of Software Cost $4,000.00
* SSL Certificate—Required for On-Line Registration(4) $250.00
• Website Hosting—For Hosting On-Line Registration Website(5) $300.00
Per Transaction or Convenience Fees(6)—0.00% (N/A) $0.00
Sub-Total for Additional Fees $8,050.00
Grand Total Upfront Cost $24,050.00
(1) Base Package Includes: (Customer Account Management, G/L Export, Merchandise Sales, E-mail
Marketing and System Admin Features for User Management and System Setup).
(2) We offer On-Site Training for a cost of$6,350.00(instead of$3,500.00 for On-Line).
(3) Annual Support($4,000.00) is billed annually and will increase a maximum of 10%every 3 years.
(4) SSL Cert will keep all customer info secure on your registration site. This is a REQUIRED annual fee.
(5) Website Hosting is a REQUIRED annual fee if you cannot host the registration site internally.
(6) ReCPro''does NOT charge any per transaction fees. You will only pay your merchant services vendor.
R.C.Systems,Inc. http://ReCProSoftware.co 20
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day•
T}tE-
PRO RECREATION�AR
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ReCProTM Software Proposal
ReCProTM Training (On-Line / On-Site) Comparison
Professional Training is included in the total fees on the previous pages. We give you the choice
of either On-Line Training or On-Site Training. On-Line Training has become the preferred
method because it costs less than On-Site training and also because we can limit the training to
2-3 hour sessions instead of forcing your staff sit through 3-5 consecutive, full days of training.
Please review the fees for both options to decide which method works best for your department.
Professional On-Line Training Rate Total
Training On-Line using GoTo Meeting® 35.00 $100.00 $3,500.00
Grand Total for On-Line Training $3,500.00
Professional On-Site Training Quantity Type Rate Total
Training On-Line—Admin Setup 11.00 Hours $100.00 $1,100.00
Training On-Site—4 days—6 hours/day 24.00 Hours $100.00 $2,400.00
Travel Day(s) 2.00 Days $350.00 $700.00
Travel Expenses(Hotel,Car, Meals) 4.00 Days $350.00 $1,400.00
Roundtrip Airfare from Detroit(DTW) 1.00 Ticket $750.00 $750.00
Grand Total $6,350.00
R.C.Systems,Inc.
http://ReCProSoftware.co
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
i■ P of RECREATION SOFTWARE
50L-1.7110N! ReCProTM Software Proposal
Other Fees Associated with Online Registration
The purpose of this section is to bring to your attention 'Other Fees' you may incur by utilizing
the Online Registration features. The fees listed here are not part of the contract with R.C.
Systems, Inc.,they are simply listed so there are no surprise costs down the road.
#of Years Annual
Description of Other Fees Up Front Fee Total
1 SSL Certificate 1 $250.00 $250.00(*)
2 3`d Party Web Hosting (if necessary) 1 $300.00 $300.00(*)
3 Website Domain Name (if necessary) TBD TBD TBD
(1) If you purchase ReCProTM' 'Online Registration', the SSL Certificate is REQUIRED and will keep all
personal customer information 'secure'on your website. Our recommendation is to let us purchase
the SSL on your behalf so we can maintain the renewal whenever it expires annually. Upon purchase
and renewal, we will bill your department for the fee defined above. We purchase the SSL
Certificates from GeoTrust. http://www.geotrust.com
(2) If you cannot Internally host the 'Online Registration' website, it is REQUIRED that you host the
registration site with one of our recommended 3rd Party Web Hosting partners. You can eliminate
the listed annual cost by hosting the'Online Registration'site on an internal server. If you intend to
use one of our partners, our recommendation is to allow us to register the account and be the
administrator as it will result in faster and smoother installation and updates of the website.
(3) If you currently don't own a 'domain name', you may decide to purchase a domain name for your
new registration website. If you purchase more years up front,it will reduce the'annual fee'although
you will pay the full amount up front.You can go to http://www.register.com to check the availability
of different domain names.
(*) In the event the vendor increases their costs for these services,we will be forced to pass those increased
costs on to your organization.
R.C.Systems,Inc. htto://ReCProSoftware.co
35807 Moravian Drive (586)469-42
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
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Other Fees Associated with Electronic Payment Processing (Credit Card & ACH)
The purpose of this section is to bring to your attention 'Other Fees' you may incur by utilizing
integrated Electronic Payment Processing (Credit Cards or ACH). The fees listed here are not
part of the contract with R.C. Systems, Inc. There are 3 layers to process payments through
software like ReCProTM Software
1. Layer 1 is the Software Application which in this case is ReCProTM Software
2. Layer 2 is the Payment Gateway paymentsqateway.net provided by{forte}TM
3. Layer 3 is the Payment Processor which can be either {forte}TM or a processor of your
choosing as long as that processor will communicate with the paymentsqateway.net
gateway provided by {forte}TM
In order to maintain PCI Compliance,you are required to use{forte}TM for'Payment Gateway'
services. You will then have the choice to also use {forte}TM as the Payment Processor or
selecting a different 3rd Party vendor. There are typically 'Gateway Service Fees' that apply,
but {forte}TM will waive these fees if you are also using them as your Payment Processor.
Below are some 'Estimated' fees for the Gateway and Credit Card Processing. All fees are
estimates and can be negotiated with {forte}TM
Gateway Service Fees: (
These fees represent the use of the Payment Gateway paymentsgateway.net (Layer 2)
Fee Description Fee Frequency
Gateway Monthly Fee $19.95 Monthly
Gateway Per Item Fee $0.10 Per Item
Each Additional SITE (2-5) $14.95 Monthly
Each Additional SITE (6-10) $9.95 Monthly
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
T}tE
▪ PRO RECREATION SOFTWARE
■w 501-1/T ION I ReCPro'Software Proposal
Other Fees Associated with Electronic Payment Processing (Credit Card & ACH)
Credit Card Processing Fees:
Fee Description Fee Frequency
*Interchange Fees, dues and fees can range
assessments and other fees that are from .80%to Fees are charged on a monthly
charged directly from the Card 2.75% plus basis/Fees are calculated on
Associations $0.20 each item processed
Credit Card Per Item Fee $0.15 Per Item
Fees are calculated on total
Credit Card Discount Rate Fee 0.40% monthly volume processed
American Express Fee $0.15 Per Item
Statement fee $5.00 Per Month
Monthly Minimum Fee $10.00 Per Month per Merchant ID
Chargeback Fee $25.00 Per Chargeback
* to estimate fees multiply your
projected monthly volume by 2.35%
eCheck/ ACH Fees (these only apply if you plan to use the ACH/EFT feature in ReCProTM)
Fee Description Fee Frequency
eCheck Monthly Fee $9.95 Monthly
eCheck Per Item Fee $0.25 Per Item
eCheck with ATM Verify $0.50 Per Item
eCheck Return Item fee $2.00 Per Return
eCheck Chargeback fee $25.00 Per Chargeback
{forte}TM gives you the option of passing the processing fee on to the customer
as a convenience fee so your department does not incur the costs of processing.
R.C.Systems,Inc. http://ReCProSoftware.co
24
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
■ pRO RECREATION SOFTWARE
■■ so+ vr ION ReCProm Software Proposal
Point of Sale Equipment
Price
Optional POS Equipment Each Image
Credit Card Reader(MagTek IPAD)—This PCI Compliant Reader is a multi-
functional handheld POS terminal with keypad input, graphics display
output on a 128x64 pixel screen, and magnetic card stripe reading with
the included Magnesafe SCRA peripheral. The MagTek IPAD is the most
comprehensive, end-to-end security solution available. $300.00
Cash Drawer(POS-X ION-C16) -This 16" Cash Drawer will sit on top of the
counter and allow you to have a secure place to keep all cash, check and
credit card receipts. The Cash Drawer connects to Receipt Printer and Air
opens when a receipt prints. Included: USB Cable (EVO-CD-USB) $175.00
Mounting Brackets (EVO-CD16B) - If you would like to Mount your Cash
Drawer under a counter, these brackets will be necessary. $25.00
Receipt Printer(POS-X EVO-PT3-1HU) -This EVO HiSpeed Receipt Printer
will print quality thermal receipts and connects to the Cash Drawer. $285.00
Thermal Receipt Paper (XWP-T220) — 1 Case (50 Rolls) Thermal Receipt
Paper. $100.00
** ReCProrMreserves the right to change at any time the Make, Model & Pricing of Equipment.
Please verify latest information with ReCProTM prior to placing an order.
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day
T}tE
PRO RECREATION SOFTWARE
U 1J71oN ReCProTM Software Proposal
Membership Equipment & Supplies
OPTION 1 -__
Photo ID Card Equipment Descriptions Price Each Image
Honeywell Orbit M57120 Scanner—Mountable Omni-directional
Barcode Scanner allows members to check in at your facility $325.00
Logitech Webcam C905—Comes with stand—Allows staff to capture
photo of each member and link it to their profile. $150.00
Magicard Rio Pro ID Card Printer—Single Side, Barcode, Full Color—USB
& Ethernet options to print out quality ID Cards. $2,000.00
30 mil PVC Plastic Cards—Standard White Cards. Choose your Quantity Extension
500 Cards @ $0.150 ea. $75.00
1,000 Cards @ $0.125 ea. $125.00
2,500 Cards @ $0.100 ea. $250.00
5,000 Cards @ $0.085 ea. $425.00
10,000 Cards @ $0.075 ea. $750.00
YMCKO Ribbon for MC Rio Pro—Each Ribbon will give you 300 prints. Extension
500 Card Prints—2 Ribbons @ $100.00 ea. $200.00
1,000 Card Prints-4 Ribbons @ $100.00 ea. $400.00
2,500 Card Prints—9 Ribbons @ $95.00 ea. $855.00
5,000 Card Prints—17 Ribbons @ $85.00 ea. $1,445.00
10,000 Card Prints—34 Ribbons @ $75.00 ea. $2,550.00
Cleaning Kits for MC Rio Pro—Each Cleaning Kit is good for 1,200 prints. Extension
500 Card Prints—1 Kit @ $50.00 ea. $50.00
1,000 Card Prints—1 Kit @ $50.00 ea. $50.00
2,500 Card Prints—3 Kit @ $50.00 ea. $150.00
5,000 Card Prints—5 Kit @ $50.00 ea. $250.00
10,000 Card Prints—9 Kit @ $50.00 ea. $450.00
R.C.Systems,Inc. http://ReCProSoftware.co 26
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day-
Paul RECREATION SOFTWARE
/l -L/T1oN! ReCProTM Software Proposal
Membership Equipment & Supplies
OPTION 2 —
The Key Tag pricing is for FULL COLOR on the front and BLACK on the back. There are no additional setup
charges. The front of the Key Tag can be designed with your logo and department information and the
back of the Key Tag will contain the bar code which will identify each member.
Price
Key Tag Equipment Descriptions Each Image
Honeywell Orbit MS7120 Scanner—Mountable Omni-directional
Barcode Scanner allows members to check in at your facility $325.00
Logitech Webcam C905—Comes with stand—Allows staff to capture
photo of each member and link it to their profile. $150.00
Custom Key Tags—With Barcode on back. Choose your Quantity Extension
•,� $375.00
500 Cards @ $0.75 ea.
1,000 Cards @ $0.70 ea. $700.00 3 d
2,500 Cards @ $0.40 ea. $1,000.00 FC
5,000 Cards @ $0.30 ea. $1,500.00
10,000 Cards @ $0.25 ea. $2,500.00
Custom Card/ Key Tags—With Barcode on back. Choose your Quantity
Extension
( ) 500 Cards @ $1.25 ea. $625.00
1,000 Cards @ $0.95 ea. $950.00
2,500 Cards @ $0.70 ea. $1,750.00
5,000 Cards @ $0.55 ea. $2,750.00
10,000 Cards @ $0.45 ea. $4,500.00
** ReCProrM reserves the right to change at any time the Make, Model &Pricing of Equipment.
Please verify latest information with ReCProTM prior to placing an order.
R.C.Systems,Inc. http://ReCProSoftware.co
35807 Moravian Drive (586)469-420
Clinton Township,MI 48035 CONFIDENTIAL INFORMATION—Prices Good for 90 Day